Creating an assignment
On the menu, select assignment and create assignment
2. Enter the base information of the contractor on the following screen:
Fill out the required information *
Fill out the required information *
Assignment Number: Auto-generated unique ID.
Export Ref Number: Optional internal reference.
Job Title: Optional role/title of the assignee.
Client: Required – select from the drop-down.
Location: Optional – choose if client has multiple sites; add via Client record if missing.
Purchase Order: Optional – link to a PO to auto-assign timesheets.
Additional Details: Optional – add any relevant info for the Contractor.
Start Date / End Date: Required – assignment duration.
Contractor: Required – select from drop-down.
Supplier: Auto-filled based on Contractor.
Timesheet Start Date: Required – date timesheets begin.
Timesheet Frequency: Required – weekly or monthly.
Payment Frequency: Required – weekly or monthly.
Once entered select save
3. Enter the PayCharge Rates Info
Fill out the required information *
Fill out the required information *
Rate Type: Required – select appropriate type (set in organisation setup).
Rate Units: Required – choose daily or hourly.
Pay Rate: Required – amount paid to Contractor.
Charge Rate: Required – amount billed to client.
Restrict for Contractor: Optional – tick to hide rate from Contractor in their portal (they’ll only see a blank field to enter hours/days).
You can also select Add in the top rate if they have multiple rates.
Once entered select save
4. Input the Setting's info
On this tab, you decide how the timesheets are going to be approved.
Contractor Timesheet settings - E Signature vs Image upload
E-Signature: Allows Contractors to submit timesheets online by confirming accuracy with a simple “OK” – no additional evidence required.
Image Upload: Contractors must attach an image (e.g. signed paper timesheet) to submit. This setting defaults to Organisation Approval Required, as the image should include the client’s signature.
Timesheet Settings (Required):
Timesheet Settings (Required):
Client Authorisation: Tick if a client user must approve timesheets.
Timesheet Authoriser: Select one or more client users responsible for approval.
Organisation Approval Required: Tick if an organisation user must also approve timesheets.
Shift Hours: Toggle on to set a maximum number of hours for a Contractor working a shift pattern.
Expense Settings:
Expense Settings:
Toggle Allow Expense on if the Contractor will be claiming expenses for this assignment.
Disbursement VS Reimbursement: If you're charging the client exactly what the contract paid with no VAT, select Disbursement; if you're adding VAT or a markup, select Reimbursement.
Client Authorisation: Tick if a client user must approve timesheets.
Timesheet Authoriser: Select one or more client users responsible for approval.
Organisation Approval Required: Tick if an organisation user must also approve timesheets.
Cancelled Period - Select any weeks when timesheet submission should be disabled (e.g. holidays or planned closures). These weeks will not be available for contractors to submit timesheets.
Override Client Payment Terms - Enter the new payment terms and select the payment source. This will replace the client's default payment terms.
Override the Supplier Payment Terms - Enter the new payment terms and select the payment source. This will replace the Supplier's default payment terms.
5. Commission Info
Before adding commissions, ensure the consultants receiving them are set up as Organisation Users. They do not need system access but must be added as Consultants to allow commission assignment.
If commissions are applicable, complete the fields in this tab and click SAVE to finalise. If not, you may leave the tab blank.
Sales Ledger Code (Optional) – Enter the sales ledger code relevant to the assignment, if applicable. This will appear in certain batch reports after timesheets are billed or paid.
Purchase Ledger Code (Optional) – Enter the purchase ledger code relevant to the assignment, if applicable. This will also appear in relevant batch reports.
Consultant (Mandatory) – Select the consultant linked to the assignment.
Split (Mandatory) – Enter the commission percentage the consultant will receive.
Consultant Label (Optional) – Add a label for the consultant, if needed. This will display in commission reports.
Actions:
To add a row, click the black plus (+) icon.
To edit a row, make your changes and click SAVE.
To delete a row, click the rubbish bin icon.