How to Create and Manage Temporary Orders

There are multiple ways to create a temporary order, this article will explore three different options and discuss how to manage your orders once they are created.  

How to Create a New Order:

Option 1: Utilize the hot key combination of Alt+3

Option 2: Hover over the order bar in your navigation tree and select the icon:Option 3: If you utilize departments, start by navigating to the specific department of the customer that the order is being requested for. Select "New Order" from the actions menu ( icon) located in the upper left to create an order for the customer record that is currently open. 

Any of the three options utilized will open the "new order" window:

If you went with option 3, the (1.) customer field will auto-populate (to match the record you were currently viewing), otherwise if you went with option 1 or 2 simply type the customer for whom you'd like to create the order for, or utilize the drop-down to scroll and locate your customer. No matter how you are creating your order, (2.) the order type drop-down will default to your database's default setting (often times this is "temp"), but can be updated based on the order request itself (for example, if you are adding a direct hire order, the type should be updated to "Direct Hire" to reflect this). 

Once done, select (3.) finish to proceed to the order details screen.

Entering Order Information:

The details page is where users will enter important job information including the job title, start date, bill and pay rates, contact roles (such as the Supervisor or hiring Manager) and order status (unfilled, closed, cancelled):

Customer Information:

The customer information section displays the (1.) customer ID, (2.) worker comp code, (3.) work site and (4.) directions.

The work site information is pulling in based on the default worksite setup within the related customer/department record and can be modified by selecting different worksites from the drop-down. 

*Note* It is incredibly important that customer worksites are set up correctly as Enterprise uses worksite information to determine how taxes are applied to an employee's paycheck. 

Financial Details:

  1. Multiplier Codes: Within the financial details section, users can either manually enter the pay and bill rate information or utilize any (1.) multiplier codes (i.e. mark up) listed to have the bill rates automatically calculated against the pay rate entered. 
  2. Pay Periods: Defines the payroll schedule that employees' are on. The pay period that is selected will be used to accurately calculate taxes during payroll processing.  The pay period that defaults into the order is driven by the pay period that was set on the related customer record. 
  3. GP Percent: The gross profit percent that displays is what has been calculated for the order. Enterprise will include SUTA, FUTA, worker comp, FICA and med when calculating for GP percent
  4. Desired GM% (gross margin): Will automatically post-fill from the misc. page of the customer record if that information has already been added and saved. 
  5. OT Factor: If overtime should be paid at a rate other than time and a half, you can use the OT factor. The factor entered will multiply against the pay rate to calculate the overtime rates.

Job Information:

The job information section is where the number of required employees, job title, description, start date, estimated end date and shift times are entered. Depending on what users have setup within the customer record specific fields will already have populated when the order is created.

Assigning Employees to an Order:

Option 1 - The Hot Key Combination: Utilize the hot key combination of Alt+4 to create a new assignment

Option 2 - The Assignment Bar: From the assignment bar of the navigation tree, select the + icon to create a new assignment. *Note* Enterprise will only offer to create an assignment for the last order record you viewed. If you have not yet viewed an order, the + icon will be grayed out.

Option 3 - Utilizing the Candidate Search: Expand the candidates page within the order and select search. This candidate search is identical to an employee search in terms of functionality, but can be accessed without moving away from the order record. The idea being that a recruiter can actively search and contact employees specifically for the order in view. 

Enter in the desired criteria for your search. When you have determined who should be assigned, right click their name from the search results.

Provided there are no assignment restrictions, this will create an assignment for however many employees were selected. 

Option 4 - The Actions Menu: Navigate to a specific employee you wish to assign. Expand the actions menu (hand icon) and select to create assignment for the specified customer.

*Note* Enterprise will only offer to create an assignment for the last order record you viewed. If you have not yet viewed an order, you will not see this option within the employee actions menu.

Once the number of employees required is assigned, the order status changes to filled. Navigate to the Order Visifile to view all of the employees assigned and assignment information.

*Note* If pay and bill rates for individual employees need to be edited, navigate to the individual assignment record to make necessary changes.


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