Client Invoicing Batches

This page provides an overview of generating Invoice Batches.

These are related topics of the page

Introduction

The Client Invoice Batch is accessed through the Client > Invoice Batch sub menu. This interface allows you to collect and group invoices for the services and supports delivered to your non-NDIS funded clients, and to produce an invoice in PDF format.

Navigating the Invoice batch List page

The following is a summary of the fields and objects that comprise the Invoice batch List page

Record View: This is a drop down field that allows you to select from a list the record view that will be used to display the active or inactive invoice batches.
New: This button provides you with access to the Create Invoice Batch page.
Edit: Select this button will enable you to edit the invoice batch.
Upload Remittance file: This button provides access to the Upload Remittance CSV file page, from where you can select the remittance file that will be processed against the Batch.
Send Invoices: This button provides access to the bulk email notification page
Create Invoices: This button provides access to the Create Invoice for Client page.
Mail Merge: This button opens the mail merge panel from where you can both download the invoicebatch template and generate mail merge documents.
Import: This button provides access to the Import Data: Invoice Batch page.
Delete: This button is not functional, invoice batches can not be deleted.
Export: This button allows you to export invoice batch data to an csv file. Data exported will be influenced by the selected invoice batch view.
Reporting date range: The Reporting from and To fields are used to define the reporting range when searching for an invoice batch. The date range specified will influence the records listed within the invoice batch datagrid. Date from and to values can be either free text input or set from a selection made through the calendar picker.
Search Field: This field is used to refine the records listed within the invoice batch datagrid.
Record Display list: This drop down field allows you to specify the number of records that will listed within the invoice batch datagrid. The value specified will determine the number of pages
Invoice Batch list: This data grid lists columns of information related with the invoice batch records. The information columns presented will be influenced by the record view that is selected.
Navigation count: This label lists the records listed that match the date and search criteria.
Page scroll: This button enables you to scroll between the pages.

Navigating the Invoice Batch Page

The following is a summary of the fields and objects that comprise the Invoice batch page

Name: This field is used to identify the name of the Invoice batch. File name is comprised of the funding source and the reporting period for the batch.
Start Date: This field is used to identify the Report from date for the invoice batch.
End Date: This field is used to identify the Report to date for the invoice batch.
CreatedBy: This field is used to identify the user that created the Invoice batch.
CreatedOn: This field is used to identify the date & time that the invoice batch was created.
Type: This field by default lists Invoice.
Funding Source: This field will identify the funding source selected through the Create Invoice for Clients page.
Invoice Batch: This field is not applicable with invoice batches.
Total Hours: This field is used identify the total number of hours that where invoiced
Total Amount: This field is used identify the total amount invoiced
Invoice Batch data grid: This grid identifies the invoice records collected into the reporting period that included in the batch. The Invoice Batch data grid comprises the columns of

Name (this reflects the client ID and Invoice Batch ID).
Date the Invoice.
Name of the client that received the invoiced support/service.
Name of the external provider.
Invoice Amount.
Comments.
Invoice Status.
Close: This button will exit you from the Invoice Batch page.
Print Invoices: This button will open the Print Invoices page, from where you can print the invoice to file in pdf format.
Manage Payments: This button will open the Manage Payment Status page, from where you can manage the statuses of the invoice records listed within the batch.
Notes: This button will open the notes panel, where notes can be assigned to the Batch.
Documents: This button will open the documents panel.
Add Invoice: This function is not used, to add an invoice will also require provision of the service details.
Delete Invoice: This function will delete the invoice and invoice detail. Where this happens a new invoice will need to be raised for the clients scheduled service.
Invoice Batch Name: This label lists the batch name.
Edit Invoice: To edit an invoice highlight and double click the selected record from within the datagrid.

Invoice Batch Reporting criteria

The following is a summary of the criteria used to determine the clients services that will be included into the invoice batch:

Scheduled service has been completed either at the conclusion of the service by the support worker through the mobile app or through the Schedule Board or the scheduled service has been cancelled through the Schedule Board.
Employee timesheet has been approved. Prior to timesheet approval you have reviewed any variations between the schedule start and end times and the support workers clock in and clock off times. For additional information refer to the topic Approved Timesheet.
The funding source is either CASH, PLAN or SELF.

Generating an Invoice Batch

To create an Invoice Batch observe the following steps:

Select the Client>Invoice Batch sub menu to open the Invoice Batch List page.
Click the Create Invoice link located in the ribbon bar to open the Create Invoice for Clients page
Within the Funding Source field position your cursor and either input in free text the funding source or make your selection from the drop down list for example CASH or PLAN.
Within the From Date field position your cursor and either input in free text the reporting start date or make your selection from the time picker.
Within the To Date field position your cursor and either input in free text the reporting start date or make your selection from the time picker.
Select the Next button.

Nil matching records
If there are no valid client services listed within the specified date range you will be prompted with the following notification

Matching records
If there are valid client services found within the specified date range the Create Invoice Batch page will be loaded; note that this page will be identified with a reference source to the funding source and the reporting range.
If the Create Invoice Batch page lists services with unapproved timesheets you can either:

Resolve unapproved timesheets through Approve Employee Timesheet page

Select the Approve Timesheet link to open the Approve Employee Timesheet page

From the approve timesheet page, select the timesheets that need to approved, select the Approve Selected Timesheet icon. A green tick in top right of the service panel tells you the timesheet is approved.

On the create Invoice Batch page refresh the page by selecting the button to exit back to the parameters page, followed by selecting the button

Resolve unapproved timesheets through the Create Invoice Batch page

Highlight and double click the client invoice batch record on the Create Invoice Batch page to display a summary page listing service claims. Unapproved service claims will be presented in RED.

To approve a service claim double click the entry to open the Edit Timesheet Record page, set the Approved field value to YES. Select button followed by the button to exit the page. Repeat this step until all outstanding services have been approved.

On the create Invoice Batch page refresh the page by selecting the button to exit back to the parameters page, followed by selecting the button
Highlight the Client Invoice Batch record and click the Generate Invoices button.
From the pop up screen select the OK button to confirm the creation of the Invoice Batch.

Invoice Batch will be presented in Edit mode within the browser
Select button followed by the button to exit the page. The batch record will be listed within the Invoice Batch List page

Invoice Processing
You can now either print the clients invoice from the invoice batch or send the invoice using the client bulk email notification function. For additional information refer to the topics Printing an invoice and Sending Invoices.

Schedule Board
Once the selected services have been included into the Invoice Batch those services listed within the schedule board will be updated with theicon to identify that they have been invoiced.

Editing an Invoice Batch

To edit an Invoice batch observe the following steps:

Select the Client>Invoice Batch sub menu to open the Invoice Batch List page.
Depending upon the number of invoice batch records listed , you can filter the records listed by specifying a reporting date range within the From Date and To Date fields. The reporting date can either be input in free text or selected from the calendar picker.
Highlight the invoice batch record that is to be edited and either click on the edit button or double click on the batch record to open it within the invoice batch record page.
Activities undertaken on the Invoice Batch record are limited to the following:

Deleting an Invoice please refer to the topic Delete an Invoice
Managing the status of the batch Invoices please refer to the topic Managing the Payment Status
Printing Invoices please refer to the topic Printing an invoice
Sending Invoices via email please refer to the topic Sending Invoices
Updating payment information please refer to the topic Update Payment information

Update Payment information

Once payment has been received on your invoice you can update the invoice record with the payment particulars, by observing the following steps:

Observe steps 1 -3 as outlined under the topic Editing an Invoice Batch.
Highlight the invoice record listed under the Invoice Batch tab and double click it to open the Edit Invoice record page
Within the Edit Invoice record page apply edits to the following fields.

Within the Amount Paid field input the amount that was paid in relation to the invoice.
Within the status field position your cursor and select the appropriate status value from the drop down list.
Within the Payment Reference field input the particulars of the payment reference, this may be a Bank deposit or EFT reference that allows for the invoice to be linked with deposits received from the participant.

Delete an Invoice

To Delete an Invoice record from the batch observe the following steps:

Observe steps 1 -3 as outlined under the topic Editing an Invoice Batch.
Select the Delete Record icon.
From the pop up screen select the OK button to confirm deletion of the Invoice Batch record.
Select the button to exit back to the Invoice Batch List page.

Schedule Board
Once the invoice has been deleted the selected services that had been included into the Invoice Batch will revert back to uninvoiced services within the schedule board. Theicon will be removed from the service panel within the schedule board. To bill the client for those services repeat the steps as outlined under the topic Generating an Invoice Batch.

Delete Invoice detail

Under no circumstance are you to delete the invoice details record that is listed against the invoice, to do so will not only remove the service line from the invoice it will delete the clients completed or cancelled service from the schedule board as well as the accompanying approved employee timesheet.

Managing the Payment Status

To update the status of an Invoice record from the batch to confirm receipt of the payment observe the following steps:

Observe steps 1 -3 as outlined under the topic Editing an Invoice Batch.
Click the Manage Payments button from the ribbon bar to open the Manage Payment Status page within the browser.
Within the status column, position your cursor and select the appropriate payment status from the drop down list.

Payment status values include Paid, Awaiting Payment (default), Rejected, Cancelled, Invalidated.
Within the comments field optionally input a brief narration.
Select the SAVE button
Select the CLOSE button to exit from the Manage Payment Status page.

Printing an invoice

To print an Invoice to file from the batch observe the following steps:

Observe steps 1 -3 as outlined under the topic Editing an Invoice Batch.
Click the Print Invoices button from the ribbon bar to open the Print Invoices page.
Click the save icon to export the invoice to pdf format.

Sending Invoices

Sending out invoices using email from Brevity is undertaken through Send Invoices interface. To utilise email to provide your participants with an invoice of billable services for the period as defined within Invoice From and Invoice To date fields, observe the following steps:

Depending upon the number of the invoice batch records listed , you can filter the records listed by specifying a reporting date range within the From Date and To Date fields. The reporting date can either be input in free text or selected from the calendar picker.
Highlight the invoice batch record and then click the Send Invoices button to open the Send Invoice interface.
Within the Email Template field select the Invoice NDIS email template.

The selected email template will update the Email Body field
Within the Funding Source field position your cursor an either input in free text the funding source or select from the drop down list the applicable funding source associated with the invoice batch.
Within the Invoice From Date field specify the start date of the invoice period. The date can be either input in free text or set from the calendar picker.
Within the Invoice To Date field specify the end date of the invoice period. The date can be either input in free text or set from the calendar picker.
Within the subject line input a brief description that will be included into the message line for the email.
Update the the email body with any additional changes. For changes made select the button to preserve those changes for future use.
Click the Preview button to return a list of participant names associated with the invoice batch.

To search for a specific participant, input their details (i.e email address or name) into the search field, this will narrow the participant names listed.
Select the applicable participant OR alternatively select all.
Select the SEND button to issue the email with the invoice attached.