What’s new?
From a new feature toggle that allows business owners and the Access Engineering team to disable the invoices area in Access Recruitment CRM, to the ability for users to update multiple invoice statuses at once and filter invoices by status for easier tracking - these updates make the process of managing invoices more efficient. There's also a new setting to control email attachment sizes when sending invoices.
How do I start using it?
Invoicing - Feature Toggle
We have introduced a new feature toggle to help business owners and the Access Engineering team streamline processes or integrate with Access Pay & Bill by switching off the invoices area inside Access Recruitment CRM.
When we navigate to Options ; System Settings ; Feature Toggles, then:
There is a new toggle called Invoices
Default Setting:
Enabled by default.
Visible in the feature toggle list
Behavior When Enabled:
Invoices from Finance and Payroll are visible.
Create Invoices option is available under Placements ; Timesheet Manager ; Timesheets ; Action
Invoicing tab is visible under Placements ; Contract/Perm Placement
Behavior When Not Enabled:
Invoices from Finance and Payroll are hidden
Invoicing tab is invisible under Placements ; Contract/Perm Placement
Create Invoices option is hidden under Placements ; Timesheet Manager ; Timesheets ; Action
📌 Note: Pay and Bill fields (Invoice Contact and Invoice Address Select) under Clients ; Billing Tab remain visible regardless of the new feature toggle setting.
Allow users to set Invoices as Paid or Issued in bulk
We have introduced a new feature in Finance and Payroll ; Invoices that allows users to bulk update invoice statuses to Paid or Issued, improving efficiency and saving time.
When the user navigates to Finance and Payroll ; Invoices and:
Switches to List View (tickboxes are only available here).
Selects two or more invoices using the tickboxes.
Goes to Option ; Action, then choose either:
Set Invoice as Paid
Set Invoice as Issued
A Confirmation Dialog will appear reading Would you like to mark these Invoices as paid/issued?
After Confirmation the selected invoices are updated to the chosen status and a success toast appears reading The Invoices were updated successfully.
Add ability to Filter Invoices
We have introduced a new filter option to help users, especially those not integrated with Pay & Bill, to quickly filter invoices by status, making it easier to manage and track overdue or pending invoices.
When the user navigates to Finance & Payroll > Invoices:
A new toolbar item labelled 'Filter' is available between the existing 'Notebook' and 'More' items
When this button is clicked a standard filter modal opens (similar to the one used in the Applicant form)
The modal includes the following filter categories:
Ownership
Options: All or Own (only one can be selected at a time)
Status
Which displays values from Options ; Manager ; Status ; Invoice Status
Each status has a checkbox for multi-selection
Sectors
Displays sectors the user is currently logged into
Each sector has a checkbox for multi-selection
Clients with Invoices
Displays clients with at least one invoice and assigned to at least one of the user's active sectors
Each client has a checkbox for multi-selection
When the window is first opened or when Restore Defaults is clicked:
The Ownership category defaults to All
All other elements of the filter modal (selection arrows, Apply Filter button, etc.) function the same as in other filter modals
The Filter button is visible in both List View and Table View
System Setting 'Total Email attachment size limit when Emailing Invoices (MB)'
To help prevent issues with sending large emails, a new setting has been added that allows users to control the total size of attachments when emailing invoices.
When user navigates to Options ; System Settings ; System Owner ; Invoices Tab, a new setting is available: Total Email attachment size limit when Emailing Invoices (MB), which:
Accepts any number greater than 0 (or can be left blank if no limit is needed)
It is not mandatory
It is empty by default
Shows a helpful message if an invalid value is entered:
Total Email attachment size limit when Emailing Invoices (MB) needs to be greater than 0 or left emptyIncludes an info tip:
We recommend keeping the total email attachment size between 3 and 5 MB for optimal performance.
When user navigates to Finance & Payroll ; Invoices, selects a single invoice, and clicks Action ; Email Invoice and if the total size of attachments exceeds the limit set in the system setting:
A message appears:
Total attachment size exceeds the [X] MB limit. Please reduce the size of the attachments before proceeding.The email cannot be sent until the attachments are reduced
When user selects multiple invoices and clicks Action ; Email Invoice, then proceeds to Step 2 of the email wizard, the message is updated to:
By ticking this box and clicking the ‘Next’ button, these Invoices will be marked as 3-Issued. Please note that this change can't be undone via the wizard.
In Step 3 of the wizard a new Status column appears next to the Contact column.
If no limit is set:
A green tick is shown for all emails
If a limit is set:
Emails within the limit show a green tick
Emails that exceed the limit show a red cross with a tooltip:
Total attachment size exceeds the [X] MB limit. Please reduce the size of the attachments before proceeding.
When user clicks Send:
If some emails have green ticks and others have red crosses:
A message appears:
Any Emails with status errors will not be sent. Do you want to continue?Clicking Yes sends only the valid emails
Clicking No returns the user to the wizard
If all emails have red crosses:
A message appears:
None of the Emails can be sent because they all have status errors.
If all emails have green ticks:
All emails are sent without any further prompts
If user adds or removes attachments in Step 3, the Status column automatically updates to reflect the new total size.
