The Back Office Module contains a powerful Catalog feature that helps you manage the products and services your organization sells. The catalog organizes these offerings into a structured system, called a taxonomy, allowing for flexibility and automation when generating invoices.
- To access this feature, the Back Office module must be licensed and enabled.
- In your ATS account, navigate to Back Office > Products and Services > Catalog
- On the right, click the blue button to Add Product or Service Class
- In the editor, define the new Class
- Once you have a created the Class, click the blue button to Add Product or Service Family
- In the editor, define the new Family
- Once you have a created the Family, click the blue button to Add Product or Service Variant
- In the editor, define the new Variant
- Once you have a created the Variant, click the blue button to Add Product or Service Pay Plan
- In the editor, define the new Pay Plan
What are the benefits of the catalog's taxonomy?
The catalog's taxonomy consists of four levels: Class, Family, Variant, and Pay Plan. This structure enables effective categorization and classification of your products and services. By configuring your offerings within the catalog using this taxonomy, you can easily generate invoices that align with your unique business requirements.
The Pay Plan element defines the invoicing terms for the products and services you sell to your customers. It represents the schedule for invoicing each product or service throughout your business operations based on the Days from Event. Days from Event is the number of calendar days that have elapsed since the fee was realized. For placement products or services, this is the Start Date. For non-placement products or services, this is the date the product or service was assigned to the customer, either via a scheduled task or one time assignment.
There are four essential components within the Pay Plan configuration:
This is a required field and is the name of the pay plan.
This is a required field and is the description of the pay plan.
c. Payment Modifier Strategy Configuration
This configuration determines how invoice line items are calculated during the invoice generation process. You can choose between a percentage fee or a flat fee based on the original price of the product or service. The original price is defined as an attribute of the Variant.
d. Pay Plan Line Configuration
The pay plan line configuration establishes the timeline for processing invoice line items. It ensures that the invoicing process follows a specified schedule based on the agreement you have with your customer. Each pay plan line has a description, payment amount and days from event attribute.
The pay plan lines must add up to 100% or the the total price of the variant, depending on which payment modifier strategy is selected.
The Variant element within the catalog taxonomy helps you effectively organize and categorize your products and services. It represents the fundamental unit of your product or service that is available for sale. In a retail commercial setting, this would be similar to a SKU. Along with name and description attributes, Variants have four essential configuration components:
This is the amount you intend to charge your customer for the product or service.
b. Price Modifier
This indicates whether the price is a flat amount or a percentage of another fee, such as the base salary of a placement.
This represents the cost incurred by your organization to deliver the product to the customer. This value is optional.
d. G/L Item
This is the account code for the product or service that corresponds to the item in your G/L system. This code will be included in the invoice line item when sent to the G/L system.
The Family elements within the catalog taxonomy are groups of product variants. Organizing your variants into families helps you effectively manage your products and services. Families are subcategories of classes and have a name and description. Think of a Family as a folder or group within a class of products or services.
The Class elements within the catalog taxonomy are the lowest level of organization for your products or services. Classes are groups of families and have a name, description, and For Placement designation. Think of a class as a folder or group that contains categories of products or services.
For Placement Configuration
The For Placement configuration determines whether invoices generated for families, variants, and pay plans within the class should be created based on placement events. We refer to items within this class as Placement Products. When a placement is created (when a candidate is moved to a Hired status), items assigned with this designation in the catalog can be added to the pending queue and subsequently invoiced. If this check box is not check, any variant within the class would be considered a Non-Placement Product.