Plan Managed Invoices

This page outlines the invoice panel on the Plan Management record.

These are the topics on this page:

Introduction

Once you have established the plan and allocated budgets for the plan, you can proceed to process the invoices against the plan management plan that you receipt from the service providers that are delivering supports and services to the participants that you are managing. The plan management invoices that are processed will be categorised as either client reimbursements or supplier payments and will be keyed in through the Plan Management Invoice record page. The Plan Management Invoice record page can be accessed from 1 of two areas within the Plan Management module that include:

The Plan Management Invoice List screen which is accessed from the Care Management>Plan Management Invoice sub-menu.
Invoice Panel on the Plan Management record which is accessed from the Care Management>Plan Management sub-menu

Additional Information

For further information on the registration of plan managed invoices refer to

https://brevityau.atlassian.net/wiki/spaces/BS/pages/154200965384

.

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

Data input for Client Reimbursement

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 Service Provider 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 Create an invoice record.

Navigating the Invoice and Item line Page

The following is a summary of the elements and fields configured into the Invoice and item line form

Client Plan: This field lists a concatenated string that includes the participant name, funding source and plan agreement start and end dates. This will be updated automatically when the Invoice record is registered through the invoice panel of the plan management record. When registering an invoice through the Plan Management Invoice List you will need to either input the participant name or search from the drop down list.
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
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. For Supplier payments this field will be identified as supplier.
Supplier Invoice Date: This field is used to input the date of the supplier invoice. The date specified must fall within The date can be specified as free text or by using the calendar picker.
Supplier Invoice Number: This field is used to input the suppliers invoice number.
Service From Date: This field is used to input the date that the service or support delivered by the supplier commenced. The date specified must fall within The date can be specified as free text or by using the calendar picker.
Service To Date: This field is used to input the date that the service or support delivered by the supplier ceased. The date specified must fall within The date can be specified as free text or by using the calendar picker.
Comments: This field is used to input notes related with the invoice that will be seen by the client when the invoice is send for approval.
Total Amount: This field is used to input the value of the supplier invoice total.
Total Hours: This is a system generated field that reflects the SUM of the Quantity Column value listed on the individual invoice items
Total Allocated: This is a system generated field that reflects the SUM of the Line Total Column value listed on the individual invoice items
Payment Amount Received: This is a system generated field that reflects the amount that was received through the remittance file uploaded into brevity.
Approval Requested Date: This is a system generated date and time field that will list the date and time that the request for invoice approval was sent to the nominated email address on the client record. The date and time are set when the icon is selected.
Status: This is a system generated field that lists the status of the Invoice. Invoice statuses include Draft, Reject, Approved, Awaiting Approval, Claim, Paid, Partially Paid, Cancelled. The invoice status by the actions of the Payment Claim request and Payment Remittance processes and selecting the invoice functions of Approved (Approve), Send for Approval (Publish), Cancel, Reject and draft.
Attachments: This panel allows you to attach an e@copy of the invoice, or supporting documentation to the record.
Name: This is a drop field lists the service types registered into Brevity and maintained within the Service Provider Pricelist. Select the service type matching the invoice line from the drop down lost that will be assigned to the invoice item line. Item line:
Qty: This field lists the unit of measure.
Rate: This field lists the rate either related with the service line within the provider price list or input based upon the rate specified on the invoice
GST: This is a drop down field that is used to specify whether GST is applicable to the invoice line.
Line total: This field is the total of the invoice line quantity*rate + GST.
Claim Type: This is a drop down field that is used specify the type of service the invoice lines relates with.
Edit Line: Selecting this icon will enable you to edit the invoice line through the Edit Plan Management Invoice Item record page. The fields available for editing will be dependent upon the invoice status.
Delete Line: Selecting this icon will remove the invoice line. Deleting an invoice line will be dependent upon the invoice status.
Add Line: The Add new line item enables you to add new lines against the invoice.
Unlock: This icon is visible only for invoices that are awaiting approval, have been paid, rejected, cancelled or approved. This icon is used to unlock the invoice for editing.
Deactivate: This icon will deactivate the invoice.
Print: This icon will print the invoice and lines to file in pdf format.
Audit: This icon provides access to the audit screen that lists changes made to the invoice.
Communications: This icon provides you with access to the communications panel from where emails and sms communications can be sent from in relation to the invoice record.
Notes: This icon provides you with access to the notes panel, where notes can be raised in relation to the invoice record.
Documents: This icon provides you with access to the document panel, where documents can be assigned to the invoice record.
Delete: This icon is used to delete an invoice record.
Save: This icon is used to Save either a newly created or updated invoice record.
Close: This icon is used to exit from the Invoice page.
Risk Notification: This text relates with the information input into the client risk notification field.
Batch Assignment: This area of the invoice will allow you to review the associated batch into which the invoice has been assigned, the plan related with the invoice and to remove the invoice from the PM Batch.
Plan notes: This information contained within this area of the invoice can be used to outline instructions for the processing and approval of invoices.

Invoice statuses

The following is a list of the Invoice statuses:

`Draft`	`This a default status for new invoices raised and invoices that are being edited`.
`Rejected`	`This status is set when an invoice has been rejected, either at the time of data entry, by the participant when the invoice was sent for approval or when processing the remittance file.`
`Approved`	`This status is set when an invoice is correct and it is ready to be processed into the claim for payment file.`
`Awaiting Approval`	`This is the status set when the invoice has been sent to the participant for approval`.
`Claim`	`This is the status set when the invoice has been written into the claim payment file.`
`Paid`	`This is the status set when the invoice has been paid as a result of processing the payment remittance file.`
`Partial Paid`	`This is the status set when amount remitted back through the remittance file does not reconcile with the claimed payment amount(s) claimed. Now although the claim amount has been processed successfully, thus preventing any further payment claims from the batch, brevity will set this status so as to provide an alert for discrencpies. Partially pais statuses canbe mitigated by applying a rounding tolerance (through the Organisation record).`
`Cancelled`	`This is the status set when an invoice is cancelled.`

Invoice functions

The following is a list of the functions associated with setting the invoice status:

`Unlock`	`This function will open the invoice and invoice line items for data entry, invoice status will be reverted back to Draft.`
`Publish`	`This function sets the invoice status to Awaiting Approval.`
`Approve`	`This function sets the invoice status to approved.`
`Reject`	`This function sets the invoice status to rejected.`
`Cancel`	`This function sets the invoice status to cancelled.`

Create a new invoice

The following steps outlined relate with creating an invoice record including the invoice line items via the Participants Plan Management record

Select the Care Management > Plan Management sub menu to open the Plan Management Plan List page within the browser.
Highlight the Plan Management applicable with the invoice to be created, either select the Edit button or double click the record to open the Participants Plan Management record.
Scroll the page down to the invoice panel, followed by selection of the Add new record to open the New Plan Management Invoice record page.
Within the Payment Type field select from the drop down list a value that will classify the invoice either as a Supplier Payment or Client Reimbursement.

Where the invoice is related with a supplier payment go to step 6.
Where the invoice is related with a client reimbursement go to step 7
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.
For an Invoice that is related with a Client Reimbursement make the appropriate selections from the Reimbursement Supplier and Reimburse To field(s)
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 Supplier Invoice Date input the date of the invoice. The date can be specified as free text or by using the calendar picker.
Within the Supplier Invoice Number field input the unique reference number associated with the invoice.
Within the Service From Date input the date that the provision of the service or support commenced. The date can be specified as free text or by using the calendar picker. Refer to comments @ step 8.
Within the Service To Date input the date that the provision of the service or support ceased. The date can be specified as free text or by using the calendar picker. Refer to comments @ step 8.
Within the Total Amount field input the invoice amount.
Select the save button to create the invoice record and set the invoice status as DRAFT, and to open the Line Items to the entry of Invoice Item lines.
Select the Add new record to open an invoice item line.
Within the Name field either input in the service code (example 01_021_0120_1_1) or service name ( example linen service).
Within the Qty field input the quantity as listed on the invoice.
Within the Rate field, a value will be returned from the selected provider pricelist record, if a rate is not returned input the rate as listed on the invoice.
Within the GST field select the relevant value from the drop down to define whether GST is applicable to the invoice line item.
Within the Claim Type field select the applicable claim type from the drop down list.
To attach additional line items, select the Add new record to open a new invoice item line.
Repeat steps 12-17.
Attach the Invoice pdf file to the invoice record.
Select the Add Documents button listed under the Attachments panel to open the File Upload page.
Search for and select the Invoice file.
Select the Open button to update the Attachments Panel with the selected file.
If the status is not being retained as draft then set the status, either to Approved, Awaiting Approval, cancelled or rejected.
Select the save button to create the invoice record, and to open the Line Items to the entry of Invoice Item lines.

The following steps outlined relate with creating an invoice record including the invoice line items via the Plan Management Invoice List:

Select the Plan Management>Plan Management Invoice sub menu to open the Plan Management Invoice List.
Select the New button to open the New Plan Management Invoice record page within the browser.
Within the Client Plan field either select the name of the participant either from the drop down list or by inputting the participant name into the field.
To create the invoice and line items observe steps 4 - 23 as listed above.

Edit an Invoice or invoice line item

The following steps outlined relate with editing an invoice record including the invoice line items via the Participants Plan Management record.

Select the Care Management > Plan Management sub menu to open the Plan Management Plan List page within the browser.
Highlight the Plan Management applicable with the invoice that is to be updated, either select the Edit button or double click the record to open the Participants Plan Management record.
Scroll down to the Invoice panel and highlight and double click the selected invoice to open the Edit Plan Management Invoice record page into the browser.
If the status of the invoice is not set as draft then select the unlock button from the ribbon bar to open the invoice to editing.
confirm OK to unlock the invoice
Edit your changes to the Invoice.
To edit Invoice line items select the Edit record icon to open the Edit Plan Management Invoice Item record page within the browser.
Changes to the line that can be made include; the item name , quantity, Rate if not listed within the provider price list, GST flag and claim type.
Payment information is set when the remittance file is uploaded into Brevity.
select the save button followed by the close button to exit back to the invoice page.
Set the status, either to Approved, Awaiting Approval, cancelled or rejected.
Select the Close button to exit back to the plan record.

The following steps outlined relate with editing an invoice record including the invoice line items via the Plan Management Invoice List:

Select the Plan Management>Plan Management Invoice sub menu to open the Plan Management Invoice List.
Search for the Invoice record that is to be updated.
Highlight the invoice and either select the edit button or double click the record to open the Invoice Record into the browser.
To edit the invoice and line items observe steps 4 - 7 as listed above.
Select the Close button to exit back to the Plan Management Invoice List page with the browser.

Delete an invoice

The following steps outlined relate with deleting an invoice record including the invoice line items via the Participants Plan Management record.

Select the Care Management > Plan Management sub menu to open the Plan Management Plan List page within the browser.
Highlight the Plan Management applicable with the invoice that is to be deleted, either select the Edit button or double click the record to open the Participants Plan Management record.
Scroll down to the Invoice panel and highlight invoice and line items that are to be deleted.
Select the Delete Record icon located within the far right column.

The following steps outlined relate with deleting an invoice record including the invoice line items via the Plan Management Invoice List:

Select the Plan Management>Plan Management Invoice sub menu to open the Plan Management Invoice List.
Search for the Invoice record that is to be deleted.
Highlight the invoice and select the delete button

Delete an invoice line

The following steps outlined relate with deleting an invoice line item via the Participants Plan Management record.

Refer to steps 1 - 4 under the Edit an Invoice topic.
Select the icon opposite the invoice line item that is to be removed from the invoice.

The following steps outlined relate with deleting an invoice line item via the Plan Management Invoice List:

Select the Plan Management>Plan Management Invoice sub menu to open the Plan Management Invoice List.
Search for the Invoice record that will be updated.
Highlight the invoice and either select the edit button or double click the record to open the Invoice Record into the browser.
If the status of the invoice is not set as draft then select the unlock button from the ribbon bar to open the invoice to editing.
confirm OK to unlock the invoice
Select the icon opposite the invoice line item that is to be removed from the invoice.

Requesting Invoice Approval

When registering new Plan Management Invoices 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.

The invoice status needs to be set to “Send for Approval” by selecting the button. Ensure that the electronic invoice file has been attached to 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.

The invoice status needs to be set to “Send for Approval” by selecting the button. Ensure that the electronic invoice file has been attached to 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.

Adjust the Activity Status of an Invoice

The following steps outlined relate with editing the activity status of a Plan Management Invoice and associated line item records via the Participants Plan Management record:

Refer to steps 1 - 4 under the Edit an Invoice topic.
To deactivate the Invoice record and associated line items select the Deactivate button . Deactivating the record will set it to read-only.
To activate the Invoice record and associated line items select the Activate button.
Once done, you can exit back to the Plan Management record

The following steps outlined relate with editing the activity status of a Plan Management Invoice and associated line item records via the Plan Management Invoice List:

Select the Plan Management>Plan Management Invoice sub menu to open the Plan Management Invoice List.
Search for the Invoice record that is to be updated.
Highlight the invoice and either select the edit button or double click the record to open the Invoice Record into the browser.
If the status of the invoice is not set as draft then select the unlock button from the ribbon bar to open the invoice to editing.
confirm OK to unlock the invoice
To either deactivate or activate the Invoice record and associated line items select the Deactivate button observe the step 2 - 3 as listed above
Once done, you can exit back to the Plan Management Invoice List.