This page guides the plan manager through the process of importing provider invoices into the brevity application
These are the topics on this page:
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through the PM Invoice Import Interface.
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;
Link Brevity to a designated organisational email mailbox and automatically import in invoices into new or existing batches for processing.
Plan Manager Invoice Approvals
Processing First Provider Invoice
Invoice Notifications
Edit Plan budgets
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The following is a summary of the elements and fields configured into the Invoice import form
Document panel: lists the invoices that have been collected from your emails or the invoices that have been selected from a nominated folder on your hard drive.
Document navigation: This element allows you to perform the following actions:
Closes the document panel. Opens the document panel. Search the invoice with the use of word search parameters
Open the page preceding the one displayed in the invoice panel when there are multiple pages within the invoice Open the page proceeding the one displayed in the invoice panel multiple when there are multiple pages within the invoice Allows you to search multiple pages within the invoice by specifying the page number zoom out on the invoice zoom in on the invoice Adjust the zoom on the invoice Print the invoice Download the invoice Copy of view invoice in new window Access to the tool menu
Invoice Panel: This element of the Invoice import screen displays the invoice that was selected from the document panel.
Invoice Processing alert: This field is used to provide instructions on how invoices for the participant will be processed. These instructions are taken from the information that has been input into the Plan Management record comment field.
Either onload of page or selecting Supplier Payment will render the Invoice Import interface as follows
Selecting the payment type as Client Reimbursement will render the Invoice Import interface as follows
Reimbursement Supplier: This field is used to specify the name of the service provider name whose ABN will be used for reporting into the Bulk Payment Claim file.
Reimburse To: This field is used to specify the name of the service provider name who delivered the invoiced services and supports. Either input the service provider or click the drop down list to select the required provider record.
Client: This field is used to specify the participant name that received the invoiced supports and services from the supplier. Either input the service provider or click the drop down list to select the required value.
Invoice Number: This fields is used to specify the unique number associated with the provider invoice.
Date: This field is used to list the date the of the invoice. This date is transferred into the field, and updates can be made either as free text input or by using the calendar picker.
Total: This field is used to specify the total invoice amount to be paid. The invoice total is transferred into this field.
Service From: This field is used to list the date that service or supports commenced. This date is transferred into the field, and updates can be made either as free text input or by using the calendar picker.
Service To: This field is used to list the date that service or supports concluded. This date is transferred into the field, and updates can be made either as free text input or by using the calendar picker.
Age: This field is used to list the age of the client, so as to determine the suitability of the client when processing invoices for services and supports that are intended only for young children. Although this does not stop invoice processing, it can be however be used as the means to reject the invoice.
Comments: This field is used to register comments against invoice.
Status: This field is used to specify the invoice status. The status types include draft, send for approval, approved and rejected.
Send Email to Provider: This field is made visible when Rejected status is selected. Selecting ‘yes’ will generate an email to the service provider. You will need to ensure the comments field has been updated with an explanation of why the invoice was rejected.
icon. When removing service lines ensure you update the value reflected within the total field. Selecting the Add new line item icon will add a new invoice line into the Line item datagrid. The Line item is comprised of the service item , rate, quantity, GST, service type and line total.
When invoice lines are registered any errors with the rate will be marked with a red box, hover the mouse over the rate field for a pop up to alert you to the correct rate. Brevity can also inform you of the Max rate that can be claimed on that service item, to do that hover the mouse over the rate field for a pop up to be presented
Available Budget: This grid lists the budget categories registered to the participants plan. Budget lines include details of the budget, amount utilised, invoice total based upon linked category to the service line and balance as a $ value and %. If an allocated budgets has been established on the plan record for a service provider the details of the budget will also be listed, as shown below. The total of the invoice processed will be reflected on both the budget and allocated budget, as shown below.
Cancel: Selecting this button will exit you from the batch screen and delete the batch.
Save Invoice: Selecting this button will error check the data collected from the invoice and create the invoice record. Subject to the status , an email will generated to the participant if your SMTP settings have been established and a valid email address is registered against the client record.
Processing flow: this graphic helps to show where you are in the processing cycle.
Supplier: This field is used to specify the name of the service provider name who delivered the invoiced services and supports. Either input the service provider or click the drop down list to select the required provider record.
Error: This icon will alert you that there are processing errors associated with the invoice.
Budget Refresh: This icon is used to refresh the service category budgets listed with the Available Budget data grid, when changes have been made to one or more budgets on the participants plan, thus alleviating you of the need to exit the interface so that you can invoice against updated budgets.
Troubleshooting
The following information provides you with direction that can assist you to troubleshoot any errors that may arise when registering a provider invoice.
Error message related with the Invoice Number
Invoice number has not been supplied.The OCR process could not read the invoice.The invoice number has already been assigned to an invoice already processed.
Participant associated with the invoice is not listed in the client field
Participant does not have a past or current plan.Participant plan has been been deactivated.
Line items are blank
The OCR process could not read the invoice.The invoice date is blank.Participant not selected.The invoice date is not within the range of the Plan management agreementService Dates not within the range of a valid policyParticipant is not identified with a valid policyThe required category to satisfy the Invoice has not been registered to the plan
Error message related with invoice Status
Status has not been specified.
Available budget are blank
Participant not selected.Participant is not identified with a valid policyThe selected participant does not have budget categories assigned to the plan management record.The budget allocated to the category is not sufficient to cover the invoice.There is no budget category on the participants plan to assign the invoice amount to.If your using allocated budgets, the allocated budget for that service provider is insufficent.The invoice date is not within the range of the Plan management agreement.The Service To date is not within the range of the Plan management agreement.The Service From date is not within the range of the Plan management agreement.
Error message related with Total
Total does not equal the line totals.
Error message related with Line type
Value has not been specified from the drop down list.Rate specified exceeds the Maximum Rate permitted for the service item.Input error with the Quantity.
Service Provider
Service provider does not exist. If so select button from provider drop down to create the provider record.Service Provider record has been deactivated.Service Provider ABN can not be matched to an existing provider record.
Status
Status has not been specified.
Comment
Comments have not been specified where the invoice status is rejected
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.
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:
Open and search for the participants plan in a separate tab of your browser.
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.From within the Import Invoice interface select the
icon to refresh the service category budgetary data listed within the Available Budget data grid.Continue with the processing of the invoice.
Importing and processing Invoices
Invoices can be imported through into the Plan Management Invoice Interface by one of two methods, which includes
Importing invoice attachments from unread emails located within a nominated mail box automatically.
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:
Select the Care Management>Plan management import invoices sub-menu.
Click the + New Batch.
Select OK to confirm the creation of a new batch and open the Import Plan Management Invoice page
From the Import Plan Management Invoice page select the browse button to open the File Upload screen
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.
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.
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.
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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.
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.
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 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.
Within the Invoice Number field input the unique number associated with the provider invoice, if this has not been identified from the invoice
Within the date field, validate the invoice date for correctness, input the invoice date if this has not been identified from the invoice.
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.
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.
Within the status field select the applicable status from the drop down list.
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:
Select the Care Management>Plan management import invoices sub-menu.
If your SMTP and IMAP settings have been configured against the organisation record, the batch interface will list invoices attached to read emails for processing.
Select the Email Batch to open the Select Invoices page listing all invoices that where attached to your emails.
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.Within the Batch field indicate whether the invoices will be added either to an existing or new batch.
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.Refer to steps 6-15 as outlined under above under Batch Invoice processing.
Removing Invoice from a Batch
Transfer Invoice to another Batch
Retrieve an existing Invoice Import Batch
To retrieve an existing invoice batch observe the following steps:
Select the Care Management>Plan management import invoices sub-menu.
Select the batch that you would like to retrieve to open the Import Plan Management Invoice page.
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
If the participant is not using the Brevity Care mobile application to manage their invoices, invoice approval requests will be sent to the participant via email.
To notify the participant of an invoice that requires their approval you will need to ensure an email address has been registered into the Invoice Approval Email field located under the Client Contact panel.
Set the invoice status to “Send for Approval” prior to saving the invoice record.
The participant will be notified by email from the email address configured within the organisation record. Attached will be the invoice for review and two embed links that allows either for approval or rejection of the invoice and the specification of any comments. The action undertaken by the participant will automatically update the invoice status as either Approved or Rejected.
Approval through the Brevity Care application
Where the participant is using the Brevity Care mobile application to manage their invoices, invoice approval requests will be sent direct through to the application.
Set the invoice status to “Send for Approval” prior to saving the invoice record.
Depending on the smart device and version the participant may be alerted with a notification of an invoice awaiting their action.
The participant can log into the application, select the For Approval tab to review the invoices awaiting approval or rejection. Attached to the invoice record is a copy of the supplier invoice for review, on the invoice record there are two buttons that allows either for approval or rejection of the invoice and the specification of any comments. The action undertaken by the participant will automatically update the invoice status as either Approved or Rejected.
Rejecting an Invoice
When processing invoices through the Import Plan Management Invoice interface you have the option of rejecting the invoice and notifying by email the supplier of the rejection.
To do this you will need to ensure an email address is registered against the service provider.
Set the invoice status to “Rejected” to make visible the Send email to provider ? field and set to Yes.
Ensure the reasons for rejecting the Invoice have been outlined within the comments field.
Select Yes prior to saving the invoice record.
The service provider will be notified by email. Attached will be the invoice for review and the reason as input through the comments field for the rejection. The invoice will remain n rejected status until such as the status is change.
