Invoice Processing

Owned by Stewart Neale
Last updated: Mar 18, 2024
8 min read

This page provides the user with an overview on the registration of provider invoices through the HCP Import Invoice.

Introduction

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Brevity provides the HCP provider 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 an invoice import form. This feature is accessed from the HCP > HCP Import Invoice sub menu.

The Import Invoices interface is supported by a logical data input layout to allow for fast and accurate processing of invoices. The interface supports:

  • Importing multiple provider invoices into Brevity that are located on a local/network drive

  • 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.

 

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Navigating the HCP Invoice Import

The following is an outline of the fields and objects that comprise the HCP Invoice Import Interface.

  1. Document panel: lists the invoices that have been selected from a nominated folder on your hard drive.

  2. 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

  3. Invoice Panel: This element of the Invoice import screen displays the invoice that was selected from the document panel.

  4. Payment Type: This is drop down field which is used to classify the invoice as either a supplier payment or client reimbursement. Supplier payment is assumed as the default.

    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

     

  5. Supplier: This field is used to specify the name of the service provider name, as listed within the invoice, whose ABN will be used for reporting into the Bulk Payment Claim file. The supplier will be read in from the invoice, if not either free text input the name or select the supplier from the field reference list.

  6. Client: This field is used to specify the client name that received the invoiced supports and services from the supplier. The client will be read in from the invoice, if not either free text input the name or select the client from the field reference list.

  7. Invoice Number: This fields is used to specify the unique number associated with the provider invoice.

  8. 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.

  9. Total: This field is used to specify the total invoice amount to be paid. The invoice total is transferred into this field.

  10. 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.

  11. 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.

  12. Age: This field is used to list the age of the client.

  13. Comments: This field is used to register comments against invoice.

  14. Status: This field is used to specify the invoice status. The status types include draft, send for approval, approved and rejected.

  15. Show Line Item Date: This field is used to make visible or hide the invoice line date.

  16. Line Items: This grid lists the service lines that are contained within invoice. The Line item is comprised of the service item , rate, quantity, GST, service type and line total.
    Selecting the image-20240308-095841.png Add new line item icon will add a new invoice line into the Line item datagrid. The deleteimage-20240308-095624.png icon, is used to remove the invoice line, when removing a service line ensure you update the value reflected within the total field. The Totals of Invoice lines GST and line totals will be displayed.

  17. Purchase Orders: This grid will list one or more Purchase Orders registered against the client profiles. A purchase orders will be listed where it is matched with the Client, Service Provider and Service From and To dates, as shown below.

  18. Cancel: Clicking this button will exit you from the batch screen and delete the invoice from the batch.

  19. Save Invoice: Clicking this button will error check the invoice data and create the invoice record.

  20. Processing Steps: Identifies where the user is within the processing of the invoice.

 

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.

Client associated with the invoice is not listed in the client field

  • Client has been been deactivated.

Line items are blank

  • The OCR process could not read the invoice.

  • The invoice date is blank.

  • Client not selected.

  • The invoice date is not within the range of the Purchase Order.

  • Service Dates not within the range of the Purchase Order.

  • Participant is not identified with a valid Purchase Order.

  • Line Items do not list a description of the support or service.

Error message related with invoice Status

  • Status has not been specified.

Error message related with Total

  • Total does not equal the line totals.

  • Total is blank.

  • Invoice Total is greater than the balance remaining on the Purchase Order.

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.

Purchase Order

  • Purchase Order record that covers the service period of the invoice does not exist for the Service Provider.

  • Invoice date is not within the date range assigned to the Purchase Order.

  • Invoice amount does not exceed the Purchase Order Balance.

  • Invoice Service From and Service To dates are not within the range of the Purchase Order Effective From and Effective to.

Batch processing HCP Invoices

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

  1. Service Provider Invoices are received in by the HCP provider.

  2. Save off the invoice of into a nominated folder.

  3. Select the HCP > HCP Invoice Import sub menu to display the Client Invoice Batches page.

  4. Click the New Batch tile, acknowledge that you are creating a new batch.

  5. Click the Browse button, search for and select the invoice(s) that are to be processed.

  6. Click the Upload and Continue button

  7. Invoice is opened for OCR reading.
    Payment Type set to Supplier Payment.
    Supplier and Client set based upon information read in from the invoice. If this information is incorrect or not displayed, you will need to update the respective fields by searching for either one or both.
    Invoice Number read in from Invoice.
    Invoice Date , Service From and Service To dates read in from invoice. If this information is incorrect or not displayed, you will need to update the respective fields.
    Invoice Total read in from Invoice.

  8. Invoice is validated for the presence of a corresponding Purchase Order.
    Based upon the Client, Service Provider and Service From and To, if there is a valid Purchase order it will be displayed, if not you will need to revisit the information that has been input.

  9. Optionally you can display dates against the line items.

  10. Input the invoice lines item into the item field. It is recommended that you review the values read into the Quantity and Rate fields and the calculated line total.

  11. Set the invoice status.

  12. Click the Save Invoice to ERROR CHECK and 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.

 

 

 

 

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