This page provides the user with an overview on the maintenance and use of HCP Purchase Orders.

These are the topics on this page:

Introduction

The Brevity HCP module is supported by a Purchase Order module. The Purchase Order is used to regulate the cost of services provided to the participant and determines whether an invoice receipted from a service provider is processed through the HCP Invoice Import by the HCP provider. Within the Brevity product the HCP Purchase Order can be accessed from two location and these include the Purchase Order record grid located on the Client form and from the HCP > HCP Purchase Orders sub menu.

Purchase Order ~ Invoice Processing Rules

The processing of a Service Provider invoice will be influenced by the following Purchase Order business rules:

Purchase Order record exists for the Service Provider.
Expense service type listed to the purchase order is also listed as a HCP funding service line.
Invoice is within the Purchase Order Amount.
Invoice amount does not exceed the Purchase Order Balance.
Invoice is within the Purchase Order Effective From and Effective to date range.

Navigating the Purchase Order form

Click to expand and review the fields contained within the Purchase Order form

Client Name: The particulars of the client to which the PO record relates, and invoices will be received in connection with.
External Provider: The particulars of the service provider to which the PO record relates, and invoices will be received from and processed through the HCP Invoice Import.
PO Number: The Agreed PO number that will identify the service provider invoice to the PO record.
Service Type: The particulars of the service type under which the invoice will be processed. Will influence whether an invoice is processed through the HCP Invoice Import.
Effective From: The commence date of the PO. Will influence whether an invoice is processed through the HCP Invoice Import.
Effective to: The cessation date of the PO. Will influence whether an invoice is processed through the HCP Invoice Import.
Name: Record name.
Inactive: Identifying the PO as either an active or inactive record. Only active PO records will be used to process compliant invoices.
Allocated: The amount allocated to the PO.
Utilised: The amount consumed under the PO based upon the invoices processed against the PO.
Balance: The PO amount remaining Allocated – Utilised.
Contact Name: Details of the Service provider contact.
Contact Number: Provider contact number.
Contact email: Provider contact email address.

Establishing a Purchase Order form

To establish a HCP Purchase Order observe the following steps:

The HCP Provider will establish the HCP Purchase order via the HCP>Purchase Order sub menu.
Click the (+) New icon to open a new Purchase Order record.
Select the client from the client reference set.
Select the service provider from the external provider reference set.
Input the agreed Purchase Order Number.
Input the Agreed Purchase Order Amount.
Select the applicable service type.
Set the start date of the Purchase Order.
Set the end date of the Purchase Order.
Set the contact details if applicable.
Save the Purchase Order Record to set the Record Name and Balance.

Reviewing a Purchase Order

Purchase Order records can be reviewed either through the PO/Brokerage Number record grid configured into the client profile or through the Purchase Order list accessed from the HCP > HCP Purchase Order sub-menu. For either record grid double click the selected record to review its data profile.

Invoice ~ HCP Purchase Order process

Invoice Processing

Invoices receipted by the HCP Provider , are processed through the HCP Invoice Import interface, either as an import from a hard drive folder or directly in from email.

Service Provider Invoices are received in by the HCP provider.
A new batch is created and the invoice is uploaded.
Invoice is opened for OCR reading, as shown above.
Invoice is validated for the presence of a corresponding Purchase Order.
Checks are performed on the invoice dates and amount. If these checks pass the Invoice record is updated and processed. If these checks fail the invoice will not be processed until the errors are corrected.
The Saved invoice will establish a PURCHASE SERVICE on the schedule board. A copy of the invoice will be assigned against the service, as shown below. The Purchase Order utilisation $ amount will be updated with the $ value of the invoice.