When generating claims or invoices in Invoice Batches, Brevity will only include completed shifts and shifts where the funding source on the Service is on a cash basis.
To generate an invoice, you need to click on clients. Then click Invoice Batches.
These are the topics on this page:
Approving the Employee's Timesheet
Before you can create a new invoice for Plan Managed clients, you need to approve the timesheet of the employee. You can approve the timesheet of the employee by going to the Employees from the Main Menu and then clicking on the approve timesheet tab from the sub menu.
When the employees finished a shift using the Brevity Mobile App, you need to approve the timesheet of the employee to complete the shift. You cannot create an invoice for the completed shift of the client if the employee's timesheet is not approved. You can approve the timesheet of the employee by clicking on the shift of the employee you want to approve and then clicking on the Approve Selected Timesheet button.
A new window will appear after clicking on the Approved Selected Timesheet button. It will display all the timesheet of the employees that you can approve. You can also update the shift time, shift Km's and travel time from this page. Click on the checkbox from the approved column and then click on the Approve button to approve the timesheet of the employee.
Once the Timesheet has been approved, you will see a check mark on the upper right side of the shift. This indicates that the shift has been approved.
You can click on the link below to see the full guide for the Employee's Approved Timesheet:
Creating an Invoice for Plan Managed Clients
In creating an invoice for Plan Managed Clients, you need to approve the shifts first before creating an invoice. After approving the shifts for the plan managed clients,you can create an invoice by clicking on the +New Button or by clicking on the Create Invoices button.
If you select the +New Button, it will show you an option where you can choose if you want to create a funding claim or create an Invoice batch. Select the Invoice batch to create a new claim for Plan Managed Clients.
After clicking on the create Invoice Batch, the create invoice for Clients page will open. From the list of invoice batches, when you click the Create Invoices tab, it will directly open this page.
From the Funding Source, select Plan and then fill in the date(s) that you want to create an invoice. After filling in the details, click on the Next Button to start creating an invoice for the plan managed clients.
The next page will show the available invoices. You will see an error if there are unapproved timesheets. You need to approve the timesheets from the Employee's approved timesheets.
You can see the total claim from the Claim Total column. The unapproved total is the claim total for unapproved shifts. You can double click on the claim record to show the details of the claim.
The claiming details will be shown after double clicking on the claim record. The red texts are the unapproved shifts while the black text are approved shifts from the employee's approve timesheets.
From the list of available invoices, click on the checkbox of the client's claim record to select the claim and then click on the generate invoices button to generate the invoice.
Click on the OK button to confirm generating the invoice.
Brevity will create a new invoice record. If you successfully created the invoice, the page will be redirected to the new invoice record.
INFO
The unapproved shifts will NOT be included when generating an invoice. It is necessary to approve the shifts before creating a new invoice to ensure that all the completed shifts will be included from the claim.
Creating an Invoice for Cash based Service Schedule
To create an invoice for the completed shift of the client, click on create invoices.
A new window will appear. Select the funding source (cash) and then select the date(s) you want to generate the invoice. Then click next
It will list all the completed shifts with cash as the payment basis
If you want to check the details of the Service, you can double click it and it will show the details of the service.
Click on Close Icon to go back to the previous page.
Select the Invoice(s) you want to generate and click Generate Invoice Button to generate the claim
Click ok to confirm and proceed to generating the invoice.
Printing Invoice
If you look at the main page of invoice batches, it shows all the available invoices that are created. You can search for the specific invoice that you want to print by specifying the dates you create the invoice using date field, or you can search for the employee who created the invoice in the search field, or you can use both to narrow the searching of the invoice. Click on the invoice and then click edit, or you can double-click the invoice to edit it.
Click print invoices to generate the invoice
Another screen will pop up and it will show the printed invoice. Click on the save icon. You can save the invoice in excel, PDF or word format. Click close to return to the previous screen
Manage Payments
You can set the status of the invoice if the payment has been received, rejected or cancelled. Open the invoice and click manage payments to set the status of the invoice
On the screen below, click on the status dropdown to set the status. You can add comments by using the text field. Then click save to save the status
Once the invoice is fully paid, the invoice will be removed from the invoice batch main page.