Manage PO numbers, client references & invoice templates

This article explains how to manage invoice details in Entire OnHire — specifically how to add and display purchase order numbers, apply client-level reference codes, and how client invoice templates work and can be changed.

Summary

• You can add or update purchase order numbers so they appear on invoices by editing shifts or using the Invoice Editor. Client-level reference codes can be set to appear on every invoice for that client. Invoice templates are predefined, global, and can be changed only by support/back-end configuration.

Managing purchase order numbers on invoices

1. Edit using the Invoice Editor

• Access the Invoice Editor in the staff web portal via: Reports > Finance Reports > Invoices.
• Select the service location and invoice number to view and edit an existing invoice.
• You can update fields directly on a completed invoice, including invoice notes and other editable fields.

2. Ensure the purchase order number is entered at the shift level

• For a purchase order number to appear on the final invoice, enter the order number on the relevant shift(s). Order numbers entered at allocations or finance points for the shift will flow through to the invoice.

3. Edit Order No. during Submit Dockets or Invoice stages

• The Order No. field can be updated even after a payslip has been generated — for example during the Submit Dockets or Invoice stages. After making changes, use the Refresh button to ensure the updated Order No. is saved and displayed.

4. Per-shift vs. universal purchase order numbers

• If a client requires a different purchase order number for each shift or qualification, enter the relevant order number on each individual shift so the invoice reflects the correct value per shift.
• If a client requires the same reference on every invoice, add a reference code on the client card (see next section) so it applies automatically to all invoices for that client.

Client-level reference codes and enabling Order Number

• Add a universal reference code in the client card under the Finance section; this reference code will automatically apply to all shifts invoiced for that client.
• To enable the Order Number to appear on invoices, make sure the Order Number feature/field is activated at the client level.

Common display detail: invoice date grouping

• Be aware that invoice display of order numbers may be affected by how invoices are organised (for example by Week Ending date). If order numbers only appear when invoices are organised by a particular date grouping, ensure the correct client-level settings and invoice grouping are used.

Invoice templates: types, detail level, and customization limits

1. Template options and characteristic differences

• Entire includes multiple invoice templates with different formats and included fields. Common templates include:
  • Template 1 – Standard (compact, detailed per shift): high detail with individual shift and rate breakdown; staff names displayed; ideal for full transparency.
  • Template 2 – Summary with Allowances (condensed): medium detail; shift summary with allowances; staff names displayed; shows allowances as totals only; simpler layout for clients preferring shorter invoices.
  • Template 3 – Enhanced Detail / Site Summary (expanded): high detail grouped by site or cost centre; fully itemised allowances; includes additional account/funding details; staff names displayed.

2. Expertise, Ref column and column widths

• Some templates include space for an “Expertise” field. In particular, templates 2 and 3 include space for Expertise.
• Templates are coded across the system and cannot be edited on a per-client basis through the front end (global setting). Because templates are global, layout changes such as removing the Ref column or increasing the width of the Expertise column are not editable per account via the portal.

3. Requesting template changes or to show additional fields

• Changes to which template is used or to modify a template’s structure must be performed by the support/back-end team. Contact support to:
  • Switch between available template styles.
  • Request back-end adjustments if a template needs to show different fields or different layout behaviour (these changes apply globally or across the account scope specified by support).

Additional invoice display notes

• Staff names are displayed on invoices in the templates described.
• If you need the full name of a member displayed rather than initials and surname, a template change via support/back-end configuration is the appropriate route.

Troubleshooting tips

• If a purchase order number is not appearing on an invoice:

  • Confirm the Order No. was entered on the shift (allocations/finance) or updated during Submit Dockets/Invoice stages.
  • Click Refresh after updating the Order No. to ensure changes are saved and displayed.
  • Verify the Order Number field is enabled at the client level.
  • Check how invoices are grouped (for example Week Ending) — invoice grouping can affect where/when order numbers display.

• If the Expertise field is truncated or a column needs to be removed/resized:

  • Determine which global template is currently used; templates 2 and 3 include space for Expertise.
  • Contact support to request switching templates or back-end adjustment — template layout changes are handled on the back end.

Conclusion

• Purchase order numbers appear on invoices when entered at the shift level or updated during invoice/docket submission; clicking Refresh saves those changes.
• Use a client-level reference code to apply a universal reference to all invoices for that client.
• Invoice templates are predefined and global; to change template style or alter template layout (fields, column widths, showing full staff names) contact support for back-end changes or to switch templates.