Introduction

Brevity provides plan managers with an invoice upload tool that uses Optical Character Recognition (OCR) to automatically parse information contained within PDF format invoices and complete the matching of this information within the an invoice import form for you.

The Import Invoices interface is supported by a logical data input layout to allow for fast and accurate processing of invoices that relate with client reimbursements and supplier payments. The interface supports

• Invoice approval and rejection.

• Notifying service providers of invoice rejection via email.

• Sending invoices through to the participant to approve or reject either via email or through the Brevity Care Mobile application.

The invoice batch interface is accessed from the Care Management >Plan Management Import Invoices sub-menu. The Plan Management Import Invoices functions allows you to:

• Import multiple provider invoices into Brevity that are located on a local/network drive; and

• Link Brevity to a designated organisational email mailbox and automatically import in invoices into new or existing batches for processing.

Navigating the Invoice Import Screen

Troubleshooting

The following information provides you with direction that can assist you to troubleshoot any errors that may arise when registering a provider invoice.

Plan Manager Invoice Approvals

Where the participant has advised that they will approve all invoices the Plan Manager must ensure that the PM Require Approval field on the client profile has been set to yes. This action will remove the approval option from the status field within the Invoice Import Interface.

Processing First Provider Invoice

When registering the first invoice for a new provider, Brevity will alert you as follows.

Invoice Notifications

When processing invoices through the Invoice Import Interface, alerts that have been established against the provider profile will be displayed as shown below.

For additional information refer to the topic Invoice Alerts and Plan Notifications

Edit Plan budgets

The Invoice Import Interface provides the staff member who is processing the provider invoice with access to the plan budgets. As shown below selecting the pencil icon will open the participant plan into a separate tab with the browser. Once budget changes have been saved, select the refresh icon to update Available Budget information.

Budget Refresh

There will be occasions when there is insufficient budget remaining on a service category to proceed with the processing of an invoice. To alleviate the inconvenience of having to exit from the Invoice Import interface observe the following steps:

1. Open and search for the participants plan in a separate tab of your browser.

2. Update the budget on the respective service category that had insufficient funding to process the invoice. Ensure to save your changes before exiting the plan. 👽 Ensure that these changes comform to busget information listed against the participants plan within PRODA.

3. From within the Import Invoice interface select the icon to refresh the service category budgetary data listed within the Available Budget data grid.

4. Continue with the processing of the invoice.

Processing Alerts

Working in hand with editing plan budgets, Brevity will alert the staff member that there is insufficient funds within the budget based upon the line items to process the invoice record.

Managing Invoice Line Dates

The Invoice Import Interface is configured with two options when it comes to the specification of invoice line dates and these include Invoice Line Dates and Add Date Range. You can only utilise one of these methods when assigning dates, the interface does not support a mix of individual or date ranges. The use of invoice line dates helps determine whether the invoice cost is assigned against the budget on the current plan, on an expired plan or apportioned across two plans.

Invoice Line Dates

Invoice line dates by default are not displayed on load of the invoice into the interface for OCR processing, clicking YES from the Show Line Item Date field, will display a date field within the Line Item panel , as shown below.

The display of line dates will hide the Add Date Range Above option. The OCR process will assign dates if these are present within the invoice lines, otherwise the date field will be blank. An invoice date if not present can be registered into the field either as a free text input of through the calendar picker.

Invoice Date Range

An Invoice date range assigned to the Invoice will display as two date fields within the Line Item panel , as shown below. The Date range is displayed by clicking the Add date Range above icon. The first field reflects the start date of the service period whilst the second field reflects the end date of the service period. It is to be noted that clicking YES from the Show Line Item Date field, will clear the date range fields.

Invoice types

There are two payments that are processed through the Invoice Import interface and these are categorised as client reimbursements and supplier payments.

When categorising your invoice as a supplier payment you will specify the supplier name and client name, whereas when categorising your invoice as a client reimbursement you will specify the Reimbursement Supplier name and the Reimburse To service provider name.

Client Reimbursements

When processing invoices that are related with a client reimbursement you will need to ensure that the participant to which the reimbursement relates has been established as a service provider and that their banking details have been provided as part of the provider record profile. For additional information on creating a service provider refer to the topic Service Provider .

When processing an invoice that is a client reimbursement, select the supplier name from the Reimbursement Supplier field that corresponds with the details listed on the invoice. From the Reimburse To field select the participant record that was registered into the service provider module.

For the remaining data field input information in accordance with the guidelines listed under the topic Importing and Processing Invoices.

Importing and processing Invoices

Invoices can be imported through into the Plan Management Invoice Interface by one of two methods, which includes

1. Importing invoice attachments from unread emails located within a nominated mail box automatically.

2. Manually selecting one or more invoices saved off from your emails and located within a nominated folder on your hard -drive.

Batch processing Invoices

The following steps relate with the import of invoices from a folder either on a local or network drive:

1. Select the Care Management>Plan management import invoices sub-menu.

2. Click the + New Batch.

   

3. Select OK to confirm the creation of a new batch and open the Import Plan Management Invoice page

   

4. From the Import Plan Management Invoice page select the browse button to open the File Upload screen

   

   
   

5. Within the File Upload screen select one or more invoices, in either PDF, JPG or JPEG format. Select the Open button to update the Import Plan Management Invoice page with a count of the invoices selected. To position your mouse over the file count will present a pop up screen that lists the invoices that where selected.
   

   

6. Click upload and continue to open the Invoice panel, listing the selected invoices to the left. Note that depending upon how many invoice files have been selected you may get a loading image.
   

   

7. Regardless of the number of invoices selected, the first one in the list will have been selected, opened and read.

   Data that is interperated immediately from the invoice using OCR includes updates into the Service Provider, Client, Service dates, Invoice date and Amount fields of the invoice.

   

8. 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 9.
   ✴ Where the invoice is related with a client reimbursement go to step 10.
   

   

9. For 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.
   

   

10. 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.
    

    

11. Within the client field, if not already updated either input the client or click into the field to select the required record from the drop down list.

    

    Selection of the client will bring across the line items using OCR from the invoice file
Based upon the Date of the Invoice the budget categories registered against the plan management record that is applicable with the invoice service period will be presented.
Review the Service lines. If you select the delete icon to remove a service line please ensure that you update the total amount field.
For each service line specify the type from the drop down list.
    

    

12. Within the Invoice Number field input the unique number associated with the provider invoice, if this has not been identified from the invoice

13. Within the date field, validate the invoice date for correctness, input the invoice date if this has not been identified from the invoice.

    

14. Within the Service from field, validate the service date for correctness, input the service from date if this has not been identified from the invoice.

15. Within the Service to field, validate the service date for correctness, input the service to date if this has not been identified from the invoice.

16. Within the Supplier Bank field confirm the providers BSB and Bank Account details from the invoice. If these are found to be incorrect , update the provider record.

17. Within the status field select the applicable status from the drop down list.

    

18. Confirm the accuracy of the Invoice Line Items.

19. Select the Save invoice button located at the bottom right of the input screen.

    System will ask you to confirm the action.
Click Ok and save the invoice record into the Brevity.
The invoice is cleared from the screen and attached to the Invoice record.
Next invoice is then ready for processing.

Email Invoices batch

The following steps relate with the import of invoices attached to your emails:

1. Select the Care Management>Plan management import invoices sub-menu.

2. If your IMAP settings have been configured against the organisation record, the batch interface will list invoices attached to unread emails.

   

3. Select the Email Batch to open the Select Invoices page listing all invoices that where attached to your emails.
   

   

4. Select the Invoices that are to be processed through the Invoice Import Interface. To do this either search for the invoices within the email batch to be processed and select the checkbox to the left of invoice file name listed within the Id column, or select all invoices listed within the page.

5. Within the Batch field indicate whether the invoices will be added either to an existing or new batch.

6. Select the SELECT INVOICES button to open the import invoice interface with the selected invoices listed.

   Please observe that if you don’t process all the invoices listed within the email batch, the batch will remain listed within the batch interface until such time as you complete the processing of the outstanding invoices.
   

7. Refer to steps 6-19 as outlined under above under Batch Invoice processing.

Review Invoice Email

For those invoices that have been selected from the email invoice batch, the OCR processing interface provides a link to the email.

Cloning an Invoice Line Item

To establish a clone of an invoice line item select the clone icon.

Removing Invoice from a Batch

To remove an invoice from the current batch click the CANCEL button.

Transfer Invoice to another Batch

To transfer an invoice to another existing batch, click the MOVE BATCH button to display the Move Invoice to Another Batch form. From the Batch field click the drop list and select the applicable batch, to process the move of invoice click the MOVE INVOICE button.

Retrieve an existing Invoice Import Batch

To retrieve an existing invoice batch observe the following steps:

1. Select the Care Management>Plan management import invoices sub-menu.

2. Select the batch that you would like to retrieve to open the Import Plan Management Invoice page.

   

3. Observe the steps 8 - 13 as listed under the Importing Invoices topic.

Participant Approval and Rejection of Invoices

When processing invoices through the Import Plan Management Invoice interface you have the option of sending the invoice for approval to the participant. When sending invoices for approval to the participant these can either be delivered via email or direct through to the Brevity Care mobile application.

Approval by Email

Approval through the Brevity Care application

Rejecting an Invoice