Creating a Manual Invoice

1. After you have entered all the relevant data (time entries, expenses) in the platform and you’re ready to create the invoice, go to Manage Invoices under Quick Links, then click “Create Invoice”, and choose that it’s not TSheets based.
   
   
   
   
2. The start and end dates inputted when creating the invoice will define the range which the system will use for pulling in the previously entered data. The invoice date can be either the date on the physical invoice (the one which you will attach for submission) or the day which you are submitting your invoice.
   
   
3. When the invoice page loads, fill in the currency, invoice amount and invoice number, attach your invoice then click SAVE to save your draft.
   
   
4. After saving your draft, click the 'UPDATE' button above the Fees section to load the previously captured time and expenses.
   
   
   
5. The time and expenses will start importing. This may take a minute or two. Once imported, the GAM will automatically set the Billed Rate to the default amount set in the Service Lines section of your company profile. The billed rate is the rate you are charging Pinkerton for the services performed.

Editing Time Entries

If you need to edit the clock in/out dates or times you have previously entered, you can also edit the time entries directly from the invoice page.

1. On the Fees section, look to the right and click the blue pencil icon on the line you need to edit.
   
   
2. On the pop-up that appears, fill in the information and click SAVE.
   
   
3. The GAM will now apply the changes and recalculate the invoice amount.
   
   

Editing the Billed Rate

1. If the Billed Rate is higher or lower than the default Service Rate specified in your profile, you can edit single items individually or multiple items all at once. On the left most column, check the box for all items you wish to edit.
   
   
2. Click EDIT and a pop-up will appear.
   
   
   
3. Select the Rate Type and set the Billed Rate to the amount you will be charging Pinkerton.
   
   
4. Click SAVE and the GAM will now apply the new rate and recalculate the invoice amount.

Editing Expenses

Similarly to time entries, expenses can also be edited directly from the invoice page, after being pulled into the invoice.

1. On the expenses section, look to the right and click the blue pencil icon.
   
   
2. On the pop-up that appears, fill in the information and click SAVE.
   
   
   
3. The GAM will now apply the changes and recalculate the invoice amount.

Submitting the Invoice

1. If all time and expense is accounted for, fill out the remaining details at the top of the invoice for Currency, Invoice Amount (this must match the Invoice Total calculated by the system at the bottom of the page), and your invoice number.
   
   
2. ATTACH your invoice PDF/Document.
   
   
3. Ensure all expenses have attachments. Any expense other than mileage or per diem must have a valid receipt. A valid receipt must show who, what, where, when, how much and provide proof of payment.
   
   
4. Click SUBMIT. Done!