This topic provides information on the import of invoices and batch functions.

These are the topics on this page:

Invoices can be imported through into the Plan Management Invoice Interface by one of two methods, either by Importing invoice attachments from unread emails located within a nominated mail box automatically or manually selecting one or more invoices saved off from your emails and located within a nominated folder on your hard -drive.

Batch processing Invoices

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

Select the Care Management>Plan management import invoices sub-menu.
Click the + New Batch.
Select OK to confirm the creation of a new batch and open the Import Plan Management Invoice page
From the Import Plan Management Invoice page select the browse button to open the File Upload screen
Within the File Upload screen select one or more invoices, in either PDF, JPG or JPEG format. Select the Open button to update the Import Plan Management Invoice page with a count of the invoices selected. To position your mouse over the file count will present a pop up screen that lists the invoices that where selected.
Click upload and continue to open the Invoice panel, listing the selected invoices to the left. Note that depending upon how many invoice files have been selected you may get a loading image.
Regardless of the number of invoices selected, the first one in the list will have been selected, opened and read.
Data that is interperated immediately from the invoice using OCR includes updates into the Service Provider, Client, Service dates, Invoice date and Amount fields of the invoice.
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 9.
Where the invoice is related with a client reimbursement go to step 10.
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 the client field, if not already updated either input the client or click into the field to select the required record from the drop down list.

Selection of the client will bring across the line items using OCR from the invoice file
Based upon the Date of the Invoice the budget categories registered against the plan management record that is applicable with the invoice service period will be presented.
Review the Service lines. If you select the delete icon to remove a service line please ensure that you update the total amount field.
For each service line specify the type from the drop down list.
Within the Invoice Number field input the unique number associated with the provider invoice, if this has not been identified from the invoice
Within the date field, validate the invoice date for correctness, input the invoice date if this has not been identified from the invoice.
Within the Service from field, validate the service date for correctness, input the service from date if this has not been identified from the invoice.
Within the Service to field, validate the service date for correctness, input the service to date if this has not been identified from the invoice.
Within the Supplier Bank field confirm the providers BSB and Bank Account details from the invoice. If these are found to be incorrect , update the provider record.
Within the status field select the applicable status from the drop down list.
Confirm the accuracy of the Invoice Line Items.
Select the Save invoice button located at the bottom right of the input screen.
System will ask you to confirm the action.
Click Ok and save the invoice record into the Brevity.
The invoice is cleared from the screen and attached to the Invoice record.
Next invoice is then ready for processing.

Email Invoices batch

The following steps relate with the import of invoices attached to your emails:

Select the Care Management>Plan management import invoices sub-menu.
If your IMAP settings have been configured against the organisation record, the batch interface will list invoices attached to unread emails.
Select the Email Batch to open the Select Invoices page listing all invoices that where attached to your emails.
Select the Invoices that are to be processed through the Invoice Import Interface. To do this either search for the invoices within the email batch to be processed and select the checkbox to the left of invoice file name listed within the Id column, or select all invoices listed within the page.
Within the Batch field indicate whether the invoices will be added either to an existing or new batch.
Select the SELECT INVOICES button to open the import invoice interface with the selected invoices listed.
Please observe that if you don’t process all the invoices listed within the email batch, the batch will remain listed within the batch interface until such time as you complete the processing of the outstanding invoices.
Refer to steps 6-19 as outlined under above under Batch Invoice processing.

Review Invoice Email

For those invoices that have been selected from the email invoice batch, the OCR processing interface provides a link to the email.

Cloning an Invoice Line Item

To establish a clone of an invoice line item select the clone icon.

Removing Invoice from a Batch

To remove an invoice from the current batch click the CANCEL button.

Transfer Invoice to another Batch

To transfer an invoice to another existing batch, click the MOVE BATCH button to display the Move Invoice to Another Batch form. From the Batch field click the drop list and select the applicable batch, to process the move of invoice click the MOVE INVOICE button.

Retrieve an existing Invoice Import Batch

To retrieve an existing invoice batch observe the following steps:

Select the Care Management>Plan management import invoices sub-menu.
Select the batch that you would like to retrieve to open the Import Plan Management Invoice page.
Observe the steps 8 - 13 as listed under the Importing Invoices topic.

Brevity Support

Importing and processing Invoices