Staffing Invoice
Recommendation, 2007 April 15
Editors:
Kim Bartkus, HR-XML Consortium
Contributors:
Gail Bubsey (Kelly Services ), Kim Bartkus (HR-XML Consortium), Barbara Johnson (Adecco NA), Tara Ryan (Adecco), Kazuko Sugamura (Manpower Japan), Takahiro Fujiwara (EAST Co., Ltd.), Magali Munoz (Manpower France), Bruno Alcotte (Manpower France), Rémy Bailly (Randstad), Yves Berdah (VidiorBis), Serguei Dounaevetski (Manpower France), Patrice Aranega (Adecco France)
Copyright © 2007 HR-XML Consortium, Inc.
Abstract
The HR-XML SIDES Workgroup has produced 7 major schemas and several reusable modules to allow for transmission of Staffing Industry information between trading partners. This document describes the Assignment schema, its expected usage, and the business processes meant to be supported.
Table of Contents
4 Implementation Considerations
5 Appendix A - Document Version History
6 Appendix B – Related Documents
7 Appendix C - Reference Examples
1 Overview
1.1 Objective
Within the framework of SIDES, the SIDESInvoice Document is used to transmit summary and line item data between a Staffing Company, a Customer, or an Intermediary. In keeping with an overall goal of adhering to established industry standards, the SIDESInvoice schema is an extended version of the Invoice payload proposed as part of OAGIS v.8, which was ratified in April/May 2002. This section describes the meaning of some elements within the Invoice document, plus any extensions to support staffing services. The description will be done by way of example. Given the current state of the industry in this area, it is expected this standard will be heavily extended on a trading partner–by-trading partner basis. Further information on the base document can be found by contacting OAGIS. Their website is www.openapplication.org.
From a technical perspective, the Invoice used in SIDES manages to leverage several existing standards in order to correctly model the data requirements. This reusability maximizes existing models while enabling application in the SIDES domain space. First, as stated, the OAGIS 8.0 Invoice is used as a base. This base is referred to in OAGIS documentation as a “noun” used within their BOD (Business Object Document) framework.
Applying the OAGIS Invoice to the staffing domain space requires the addition of more data, including a timecard and additional references. The HR-XML TimeCard specification is a standard data model for time card information. It is imported inside the <UserArea> of the OAGIS Invoice to extend it.
Finally, the HR-XML TimeCard has an <AdditionalData> element that accommodates the additional references needed for SIDES. Thus a combination of existing standards enables SIDES to interoperate with standard data models.
A simplified instance showing an Invoice with TimeCard and additional SIDES data follows:
<Invoice xmlns="http://www.openapplications.org/oagis"
xmlns:tc="http://ns.hr-xml.org/2007-04-15">
<Header>
<UserArea>
<tc:TimeCard>
<tc:AdditionalData>
<s:StaffingAdditionalData/>
</tc:AdditionalData>
</tc:TimeCard>
</UserArea>
</Header>
<Line>
<Line>
<UserArea>
<tc:TimeCard>
<tc:AdditionalData>
<tc:StaffingAdditionalData/>
</tc:AdditionalData>
</tc:TimeCard>
</UserArea>
</Line>
</Line>
</Invoice>
1.2 Scope
1.2.1 Items within Scope
- Ability to add extensions at every level to support individual trading partner requirements.
- Ability to associate time expense report formatted data with individual line items.
- Ability to pass both summary and line item detail with information and indexes unique to the temporary staffing industry.
- Ability to attach unique invoice numbers at both a summary and line item level.
- Specification must be such that parsing can occur at multiple levels, and yield correct invoice information. For example, the Customer can parse only the Header information, and get proper amounts. Alternately, the Customer can parse down to multiple Line levels and receive detailed hours and amount data. Both should be able to be accomplished within the same transmission.
1.2.2 Items Outside of Scope
· Definition or requirement of extension. It is anticipated that this will be decided at the trading partner level. This decision will be reviewed once implementation experience gives a clearer picture of requirements.
· Determination of which OAGIS elements are inappropriate for use with the staffing industry. This may be pursued as a future project.
2 Business Process
The SIDES overall business process is described in the opening chapters of the SIDES 1.0 document. The Invoicing business process shown is meant to generically capture the flow of invoicing documentation between a staffing company, intermediary, and customer. It is noted that there are many more business models in practice today, and this process flow does not intend to either capture or negate those existing models. It is merely illustrative of a possible invoicing module using the SIDES standards. General steps are as follows:
1. The SIDESTimecard document is received and the Staffing Company processes payroll appropriately.
2. The Staffing Company then runs that same data through a billing process by which appropriate rates, markups, discounts, and taxes are applied.
3. Depending on the agreement with the Customer, the SIDESInvoice document is created either as a summary document with line item detail, or as separate documents per each transaction.
4. The final document is then transmitted to the Customer for processing by their Accounts Payable system.
3 Schema Design
3.1 Schema Diagram
This is a high-level view of the OAGIS Invoice payload. Note that the full OAGIS Invoice payload is supported, with expected extensions at the Header and Line levels, ex. SIDESTimecard or CustomerReportingRequirements. For clarity this diagram is divided into three sections: 1) root level view; 2) first level down of the Header; 3) first level down of the Line.
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3.2 Data Dictionary
Due to the extreme size and flexibility of this standard, a traditional data dictionary is not provided within this document. Instead, an example of a typical invoice is provided along with a table describing the elements that might be used to accomplish the transfer of this transaction document. The full specification for the Invoice payload should be obtained from OAGIS. Their website is www.openapplications.org. An interpretation of that schema will available via the hrXML website at www.hr-xml.org. The full specification of SIDES modules for use as extensions can be found throughout this document, as well as on the hrXML website, and therefore are not repeated here.
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Component Name |
Definition(s) |
Example Value(s) |
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Addresses |
Open Applications Group definition: Associated address(es) for this party. HR-XML usage definition: |
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AddressLine |
Open Applications Group definition: HR-XML usage definition: |
P.O. Box 999 |
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Amount |
Open Applications Group definition: Indicates the Amount. In the example, 1.29 is carried as the value of Amount and the currency would be USD, in the case of purchasing a dozen eggs in with US Dollars. HR-XML usage definition: This is the bill rate. |
100 150 |
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Amount |
Open Applications Group definition: Indicates the Amount. In the example, 1.29 is carried as the value of Amount and the currency would be USD, in the case of purchasing a dozen eggs in with US Dollars. HR-XML usage definition: This is the bill rate. |
150 100 |
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Charges |
Open Applications Group definition: Grouping of charges. HR-XML usage definition: This is placeholder for describing the rate being invoiced. |
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City |
Open Applications Group definition: HR-XML usage definition: |
Troy |
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Contacts |
Open Applications Group definition: Associated contacts for this party. HR-XML usage definition: |
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Country |
Open Applications Group definition: HR-XML usage definition: |
USA |
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Currency |
Open Applications Group definition: HR-XML usage definition: This is an attribute for currency. |
USD |
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DocumentDateTime |
Open Applications Group definition: Is the date and time the document was last created. This is not the date and time that the BOD message instance was created. HR-XML usage definition: This is the invoice date. There is also a field available within the specification to allow for a revision date. |
5/1/2002 |
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DocumentId |
Open Applications Group definition: Is the primary DocumentId of the document for the given context. For example, if a buyer is sending a Purchase Order to a Supplier the Purchase Order Id will be contained with in the DocumentId. Similarly, in the instance of a semantic name of a SalesOrderDocumentReference the DocumentId will carry the senders identifier for the SalesOrder in the DocumentId and the cross-references would be provided by using the other semantic DocumentIds. HR-XML usage definition: This is the placeholder for the overall or master invoice number itself. In typical usage, each line item is also assigned an individual invoice number. |
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DocumentIds |
Open Applications Group definition: Is the identifier for the document. It is possible to carry the document identifier for the other Parties. These DocumentIds are referenced by party-specific names. HR-XML usage definition: This is a placeholder for various identifiers with meaning to the transaction parties. Should any SIDES identifiers be required, example OrderID or AssignmentID, it is recommended that these be added through extension in the appropriate UserArea. |
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FamilyName |
Open Applications Group definition: Is the person's family name. HR-XML usage definition: |
Smith |
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GivenName |
Open Applications Group definition: Is the Persons given name or first name. HR-XML usage definition: |
Mary |
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Header |
Open Applications Group definition: Information that applies to the entire invoice document. The Header supports summary amounts for line items, charges, taxes and allowances. It also supports itemizing Header level charges, taxes and allowances for use in credit or debit invoices. In this case Line items are not needed. The summary amounts in the Header include the Line level amounts and Header level amounts. HR-XML usage definition: |
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Id |
Open Applications Group definition: Is the identifier of the semantically named document. The position of the Id further defines it's context and meaning, HR-XML usage definition: In the Header's DocumentId context, Id will hold the overall Invoice Number for the transaction. |
A55529 |
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Invoice |
Open Applications Group definition: The Invoice is use to invoice the customer. HR-XML usage definition: This is the payload of the OAGIS v.8 ProcessInvoice schema. It is used to transmit invoice information. |
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ItemQuantity |
Open Applications Group definition: The quantity of the item being invoiced. HR-XML usage definition: |
40 |
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Line |
Open Applications Group definition: In general an Invoice Line can be aligned with Order Lines. The ItemQuantity and Price are used to compute the Total. The TotalAmount is a sum of the Total and any Charges, Taxes or Allowances. [2.] To support complex hierarchical structures an invoice line can contain another invoice line. HR-XML usage definition: In the Staffing Industry, typically an invoice line can be aligned with an Assignment. Lines can be recursive, so that multiple weekending dates and/or hour types might roll up into a single line at this level (see example). [2.] This is where the recursive line item usage begins. |
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LineNumber |
Open Applications Group definition: Is the Line Number of the given Line Component within the document. LineNumbers are assigned by the sending system. HR-XML usage definition: Although traditionally, Line Numbers are cardinal (1, 2, 3, ...), since they are assigned by the Sender and the Staffing Industry has the need for unique invoice numbers at the line item level, the LineNumber may be used by agreement between the trading partners to carry that information. |
B44419A B44418A B44418 B44418B B44419 |
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MiscellaneousCharge |
Open Applications Group definition: HR-XML usage definition: There are many different charge types available within the OAGIS payload. MiscellaneousCharge could be used to transmit a variety of flat fee charges: Expenses, Drug Tests, Background Checks, etc. |
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Name |
Open Applications Group definition: HR-XML usage definition: |
Kelly Services, Inc. |
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Parties |
Open Applications Group definition: Grouping of semantically named Parties. HR-XML usage definition: This is the placeholder for information regarding the parties involved in the transaction. Most commonly used in the SIDES scenarios might be RemitToParty (Staffing Supplier), BillToParty (Customer), and BrokerParty (Intermediary). Should any SIDES identifiers be required, example StaffingSupplierID or StaffingCustomerID it is recommended that these be added through extension in the appropriate UserArea. |
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PaymentTerms |
Open Applications Group definition: Identifies the payment terms for an Order or Invoice. Supports the ability to specify an absolute due date, a number of days from a start date, a percent discount or an absolute discount. A common term like Net30Days is explicitly code as either a calculated DueDateTime or a PaymentTermsDateTime and NumberOfDays. HR-XML usage definition: |
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PerQuantity |
Open Applications Group definition: Indicates the PerQuantity side of this Amount. In the example above 1 would be carried as the value of PerQuantity with the uom attribute being dozen. HR-XML usage definition: |
1 |
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PersonName |
Open Applications Group definition: Person Name HR-XML usage definition: Note: The OAGIS payload does not use the CPO PersonName standard, rather it has defined its own PersonName module. |
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PostalCode |
Open Applications Group definition: HR-XML usage definition: |
48084 |
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Price |
Open Applications Group definition: The price for the item. HR-XML usage definition: This is placeholder for describing the rate being invoiced. |
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PrimaryAddress |
Open Applications Group definition: HR-XML usage definition: |
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PrimaryContact |
Open Applications Group definition: HR-XML usage definition: |
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RemitToParty |
Open Applications Group definition: HR-XML usage definition: |
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StateOrProvince |
Open Applications Group definition: HR-XML usage definition: |
MI |
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Tax |
Open Applications Group definition: Allows for taxes on tax. HR-XML usage definition: This is a placeholder for the section to describe the tax being charged pursuit to a particular line item. The tax description can be recursive. |
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TaxAmount |
Open Applications Group definition: Identifies the amount of tax charged based on the TaxBase Amount. HR-XML usage definition: This is the tax charge for the line item. |
50 |
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Telephone |
Open Applications Group definition: HR-XML usage definition: |
888-532-1212 |
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TermId |
Open Applications Group definition: The type of payment term, actually I think this ought to be a type following the design pattern: generic element name, semantic type attribute. (e.g. Net30Days, 10Percent30Days) HR-XML usage definition: |
Net30Days |
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Total |
Open Applications Group definition: Is the extended monetary amount for this instance of Charge. HR-XML usage definition: |
4500 |
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TotalAmount |
Open Applications Group definition: The total for the line item includes Total, Charges, Taxes and Allowances. [2.] Represents the grand total amount of the invoice. HR-XML usage definition: This is the total amount due for this line item. Can be the sum of amounts for any recursive line items. [2.] This is the total amount due of the entire invoice. |
1500 5500 4000 10050 4550 |
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TotalCharges |
Open Applications Group definition: Represents the grand total of all charges, both from line items and header itemizations. HR-XML usage definition: This is the summary of charges for the entire invoice, not including taxes. |
10000 |
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TotalTax |
Open Applications Group definition: The grand total of all taxes, both from the line items and header itemizations. HR-XML usage definition: This is the total of all taxes for the entire invoice. |
50 |
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Type |
Open Applications Group definition: Represents the type of invoice. HR-XML usage definition: This will represent the invoice type - Credit, Debit, or both. |
Debit |
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UOM |
Open Applications Group definition: HR-XML usage definition: This is an attribute for unit of measure. |
Regular Overtime |
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UserArea |
Open Applications Group definition: Allows the user of OAGIS to extend the specification in order to provide additional information that is not captured in OAGIS. HR-XML usage definition: These UserAreas are available at almost every level of the OAGIS payload. They should be used to extend the standard with various SIDES modules as appropriate. |
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TimeCard Component Name (with context path) |
Definition(s) |
Example Value(s) |
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TimeCard-ReportedResource-Person-PersonName-LegalName |
Open Applications Group definition: HR-XML usage definition: Extension to represent the worker's name. |
Jesse James Jack Jones |
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TimeCard-ReportedResource-Resource-AdditionalData |
Open Applications Group definition: HR-XML usage definition: Extension to satisfy the TimeCard-ReportedResource identification requirement. |
Invoice header data |
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TimeCard-ReportedTime-Expense-AdditionalData |
Open Applications Group definition: HR-XML usage definition: Extension to represent the expense type. |
Hotel |
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TimeCard-ReportedTime-Expense-AdditionalData-CustomerReportingRequirements-DepartmentName |
Open Applications Group definition: HR-XML usage definition: Extension to represent the department name. |
Mailroom |
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TimeCard-ReportedTime-Expense-ExpenseAmount |
Open Applications Group definition: HR-XML usage definition: Extension to satisfy the Expense amount requirement. |
4550 |
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TimeCard-ReportedTime-Expense-ExpenseDate |
Open Applications Group definition: HR-XML usage definition: Extension to satisfy the Expense date requirement. |
1/6/2002 |
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TimeCard-ReportedTime-PeriodEndDate |
Open Applications Group definition: HR-XML usage definition: Extension to represent the end date of the reported period. |
1/6/2002 |
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TimeCard-ReportedTime-PeriodStartDate |
Open Applications Group definition: HR-XML usage definition: Extension to represent the start date of the reported period. |
12/31/2001 |
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TimeCard-ReportedTime-TimeEvent-AdditionalData-CustomerReportingRequirements-PurchaseOrderNumber |
Open Applications Group definition: HR-XML usage definition: Extension to represent the purchase order number. |
40/654 |
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TimeCard-ReportedTime-TimeEvent-EventDateTime |
Open Applications Group definition: HR-XML usage definition: Extension to satisfy the TimeEvent date requirement. |
1/6/2002 |
4 Implementation Considerations
4.1 Data Privacy
Human resources data, by its very nature, is personal data. The laws of many jurisdictions as well as codes of fair information practice require organizations to handle personal data in a way that protects individuals from loss of privacy.
The data exchange specifications developed by the HR-XML Consortium are designed to be useful across many jurisdictions and within a variety of business contexts. It is not feasible for the HR-XML Consortium to develop specific privacy guidance for every jurisdiction or business context in which the Consortium's specifications might be implemented. When implementing data exchanges using the HR-XML Consortium's data definitions (or, for that matter, using any other type of data exchange mechanism), organizations are advised to examine the privacy protections that may be required under applicable law and codes of fair information practice.
For information on protecting personal data, general references include: European Union Data Protection Directive (95/46/EC); the Association Computing Machinery Code of Ethics (1992); Canadian Standards Association Model Code for the Protection of Personal Information (1995 – PIPEDA); and U.S.-EU Safe Harbor Principles and FAQs (2000).
5 Appendix A - Document Version History
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Date |
Description |
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2004-Mar-03 |
Initial Draft |
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2004-03-29 |
Updated Overview section. |
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2004-Aug-02 |
Approved by membership. |
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2006-Feb-28 |
Approved by Consortium |
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2007-Apr-15 |
Approved by Consortium |
6 Appendix B – Related Documents
7 Appendix C - Reference Examples
<Invoice>
<Header>
<DocumentIds>
<DocumentId>
<Id>A55529</Id>
</DocumentId>
</DocumentIds>
<DocumentDateTime>2002-05-01T00:00:00Z</DocumentDateTime>
<TotalAmount currency = "USD">100050</TotalAmount>
<PaymentTerms>
<TermId>Net30Days</TermId>
</PaymentTerms>
<Parties>
<RemitToParty>
<Name>Kelly Services</Name>
<Addresses>