The following information provides guidance on managing the reversal of provider invoices.
These are the topics on this page:
Introduction
Additional information
Processing a Partial Payment
Create an Invoice Reversal
Introduction
A Provider invoice either related with a Supplier Payment or Client Reimbursement can be reversed within Brevity. Reversals can be processed on paid or partially paid provider invoices. To process a reversal you will need to ensure that the line quantity and Total amount are reflected as a negative.
Create an Invoice Reversal
The following steps outlined relate with creating an invoice reversal record including the invoice line items via the Participants Plan Management record
Select the Care Management > Plan Management sub menu to open the Plan Management Plan List page within the browser.
Highlight the Plan Management applicable with the invoice to be created, either select the Edit button or double click the record to open the Participants Plan Management record.
Scroll the page down to the invoice panel, followed by selection of the
Add new record to open the New Plan Management Invoice record page.
For invoice records that aren't being registered through the invoice panel of the plan management record, you will need to specify the client. Within the Client field either input the client name or search and select from the drop down list
Within the Payment Type field select from the drop down list a value that will classify the invoice either as a Supplier Payment or Client Reimbursement.
✴
Where the invoice is related with a supplier payment go to step 6.
✴Where the invoice is related with a client reimbursement go to step 7For an Invoice that is related with a Supplier payment, within the supplier field either input the service provider or click into the field to select the required record from the drop down list.
For an Invoice that is related with a Client Reimbursement make the appropriate selections from the Reimbursement Supplier and Reimburse To field(s)
Within the Reimbursement Supplier field either input the service provider name or click into the field to select the required record from the drop down list. This is data optional, select the applicable supplier whose ABN will be reported into the Bulk Payment Claim File.Within the Reimburse To field either input the service provider name or click into the field to select the required record from the drop down list.
Within Supplier Invoice Date input the date of the invoice. The date can be specified as free text or by using the calendar picker.
Within the Supplier Invoice Number field input the unique reference number associated with the invoice.
Within the Service From Date input the date that the provision of the service or support commenced. The date can be specified as free text or by using the calendar picker.
Refer to comments @ step 8.Within the Service To Date input the date that the provision of the service or support ceased. The date can be specified as free text or by using the calendar picker.
Refer to comments @ step 8.Select the
save button to create the invoice record and set the invoice status as DRAFT, and to open the Line Items to the entry of Invoice Item lines.Select the
Add new record to open an invoice item line.
Within the Name field either input in the service code (example 01_021_0120_1_1) or service name ( example linen service).
Within the Qty field input the quantity as listed on the invoice as a negative amount.
Within the Rate field, a value will be returned from the selected provider pricelist record, if a rate is not returned input the rate as listed on the invoice.
Within the GST field select the relevant value from the drop down to define whether GST is applicable to the invoice line item.
Within the Claim Type field select the applicable claim type from the drop down list.
To attach additional line items, select the
Add new record to open a new invoice item line.Repeat steps 14-18.
Within the Total Amount field input the invoice amount as a negative value.
Attach the Invoice pdf file to the invoice record.
Select the Add Documents button listed under the Attachments panel to open the File Upload page.Search for and select the Invoice file.Select the Open button to update the Attachments Panel with the selected file.
If the status is not being retained as draft then set the status, either to Approved or Awaiting Approval.
Select the
save button to create the invoice record, and to open the Line Items to the entry of Invoice Item lines.
The following steps outlined relate with creating an invoice record including the invoice line items via the Plan Management Invoice List:
Select the Plan Management>Plan Management Invoice sub menu to open the Plan Management Invoice List.
Select the New button to open the New Plan Management Invoice record page within the browser.
Within the Client Plan field either select the name of the participant either from the drop down list or by inputting the participant name into the field.
To create the invoice and line items observe steps 5 - 25 as listed above.