Navigating the Invoice Import Page

This page provides information related with navigating the Invoice Import Interface.

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 Notifications: 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 Service Provider Plan Management Notification field.
Invoice Processing Alerts: 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 or the Client Risk Notification field.
Invoice Processing Alert: This field is applicable with the first invoice that is processed for a new provider. Details include the provider name, ABN, Banking details and participant name.
Payment Type: This is drop down field which is used to classify the invoice as either a supplier payment or client (participant) 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
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.
Client: This field is used to specify the participant 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.
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.
Supplier Bank: This field is used to list the supplier BSB and Account Number held against the provider record.
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.
Show Line Item Date: This field is used to make visible or hide the invoice line date.
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 Add new line item icon will add a new invoice line into the Line item datagrid.

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
Icons listed to the right of the invoice line are identified as the delete icon, to remove the invoice line, when removing service lines ensure you update the value reflected within the total field. . Selecting the icon allows cloning of the invoice line and selecting the icon displays the date range fields.
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.
Total: This label lists the sum of invoice line totals.
EDIT Budget: This icon enables access to the plan.
Available 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.
MOVE Batch: This button is used to transfer the invoice to a new or existing batch.
Cancel: Selecting this button will exit you from the batch screen and delete the invoice from 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 Steps: Identifies where the user is within the processing of the invoice.
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.
Error: This icon will alert you that there are processing errors associated with the invoice.
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.