Finance Invoice Processing

Steve Findon Updated by Steve Findon

Finance Invoices identify how much a Payer needs to be charged for Services received by a Service User. Finance Invoices are generated as a result of processing Finance Invoice Batch records.

Once generated, they should be reviewed and checked for accuracy.  If any mistakes are found, the core data that generated the Finance Invoices should be corrected and the automated processes (Trigger records actioned via Scheduled Jobs) will update the Finance Transactions. Updates to the Finance Invoice will only happen where the Finance Invoice has a status of New. 

Once the Finance Invoice is correct in all detail, the User should change the status to Completed.  Finance Extract Batch records will run at User configurable intervals and extract all Finance Invoices.  This will generate an interface/extract file and also change the status of the Finance Invoice to Extracted. 

A User is able to cancel a Finance Invoice, but only where the Status is Extracted.  This is to indicate that a mistake or change is necessary, and to allow core data changes to be made. Then, the Finance Invoice can be recreated (via an Ad Hoc Finance Invoice Batch) or the Finance Transactions will be added to the next regular Finance Invoice generated. 

Whilst reviewing the Finance Invoice, there are some other options available to the User (explained in more detail below): 

  • Should an additional one-off charge or adjustment be required, this cannot be actioned via a change to core data. An additional Finance transaction can be created instead 
  • Moving / Removing Finance Transactions 

Validation 

  • Only records where the Finance Invoice Status is set to New can be deleted. This action will remove the Finance Invoice data from the Finance Transactions and, therefore, they will be available to be batched up on future Finance Invoices 
  • No values can be edited, except where specifically stated below 

To access Finance Invoices for a specific batch:

  • Navigate to Workplace > Finance > Finance Invoice Batches > open a record > select the Finance Invoices tab.

To access a list of all Finance Invoices in the system:

  • Navigate to Workplace > Finance > Finance Invoices.

Click on an existing one to view/edit. The following settings are available (mandatory fields are marked with *):

Data Item 

Description 

Finance Invoice Batch 

The Finance Invoice Batch (FIB) to which this record is linked (Finance Invoices can only be created from a Finance Invoice Batch record)

Extract Batch 

The Finance Extract Batch (FEB) to which this record is linked after the Finance Invoice has been completed and the FEB has been processed (i.e. extracted) 

Finance Invoice Status 

All newly created records are set to 'New'.  The following statuses are available:  

  • New (default) – This is the status prior to the Finance Invoice being marked as Completed 
  • Completed – Select this option after the relevant checks have been made and the Finance Invoice is ready for extracting (in order for the Invoice to be generated) 
  • Extracted – System automatically changes to this status when there is a value in the Extract Batch
  • Cancelled – System automatically changes to this status when a user cancels the Finance Invoice through the toolbar option, which is only applicable where the Finance Invoice Status = Extracted 

Payer 

System identifies who should be paying for this Charge (Person or Funder) 

Person 

System identifies the Person who is receiving the services.  However, this only applies where the Finance Invoice Batch Setup (FIBS) associated with the FIB that this record was generated from has 'Funder / Service User selected in the Invoice By field.

Debtor Reference Number 

For the Payer (Person or Provider), the value on that record for 'Debtor No 1' 

Contract Scheme 

System copies this value from the FIB record 

Batch Grouping 

System copies this value from the FIB record 

Establishment 

System identifies the Establishment linked to the Contract Scheme 

Funder 

System identifies the Funder linked to the Contract Scheme 

Invoice Number 

System-generated ID, unique within Finance Invoices, starting from 1 

Alternative Invoice Number 

You can record any alternative Invoice number e.g. if your own system created the Physical Invoice to send to the Payee 

Invoice Date 

The date that the Finance Invoice was created on 

Charges Up To 

System copies the value from the FIB record in 'Period End Date'

Invoice file 

Once generated, the system will create a link to the physical Finance Invoice 

Invoice Delivery Status 

System will identify how the Finance Invoice was delivered 

  • Email Created 
  • Letter Created 
  • Not Sent 

Invoice Text 

System will automatically generate this, based on the setting in the FIBS record.  The User is able to update the text but, once changed, the system will NOT update it 

Net Amount 

System generates this value by aggregating the Net Amounts from the associated Finance Transactions 

(NET excludes VAT) 

Gross Amount 

System generates this value by aggregating the Gross Amounts from the associated Finance Transactions 

(GROSS includes VAT) 

VAT Amount 

System generates this value by aggregating the VAT Amounts from the associated Finance Transactions 

Payments Made 

System generates this value by aggregating the Payment Amount from the associated Finance Invoice Payment records 

Balance Outstanding 

System generates this value by deducting the Payment Made from the Gross Amount 

Once a record is created, 3 tabs will become available: 

  • Finance Transactions – A listing of the Finance Transactions associated with the Finance Invoices will show as a result of the Finance Invoice Batch record being processed (i.e. Status = Completed) 
    • A Listing of all Finance Transactions created, regardless of the Finance Invoice Batch or Finance Invoice with which they are associated, can also be viewed here (these can also be viewed by navigating to Workplace > Finance > Finance Transactions)
    • When reviewing Finance Transactions with a Status of New, toolbar options allow the User to action the following, for one or more records: 
      • Remove Finance Transactions from Finance Invoice.
        • This action will remove the Finance Invoice data from the Finance Transactions and therefore they will be available to be batched up on future Finance Invoices 
        • This action will also update the Finance Invoice Totals 
      • Move Finance Transactions to a new Invoice 
        • This action will allow for one or more Finance Transactions to be selected and moved to a new Finance Invoice 
      • Move to Existing Invoice 
        • This action will allow for one or more Finance Transactions to be selected and moved to an Existing Invoice.  Only Finance Invoices of the same Contract Scheme / Batch Grouping / Payer / Person can be selected 
  • Additional Transactions – A listing of the Additional Finance Transactions manually created by the User will show here 
    • To create one-off ad hoc charge records, click + on the toolbar
    • Validation 
      • Only records where Finance Invoice Status = New can be created 
      • Only records where Finance Invoice Status = New can be deleted. This action will remove the Finance Invoice data from the Finance Transactions and therefore they will be available to be batched up on future Finance Invoices 
      • No values can be entered/edited, except where specifically stated below 

Data Item 

Description 

Finance Invoice 

The Finance Invoice to which this record is linked 

(will default to the selected Finance Invoice)

Person Contract Service 

You can select to which Person Contract Service record this Additional Finance Transaction should be linked.  Only valid records will show for selection 

Payer 

System identifies who should be paying for this Charge and will be the same Payer as that on the Finance Invoice with which this record is associated 

Start Date 

Enter the Start Date of the record 

End Date 

Enter the End Date of the record 

Transaction Text 

Automatically generated based on the Transaction Text (Additional) setting in the FIBS record.  You can change this text but, once changed, the system will NOT update it 

Net Amount 

Enter the Net Amount for the transaction (excludes VAT) 

VAT Amount 

Enter the VAT Amount for the transaction

VAT Code 

Enter the VAT Code 

Note that this is for information only so whatever code is selected has no effect on the VAT Amount

Finance Code 

Enter the Finance Code that applies to this record.  It is optional; however, if a value is required in the interface/extract file then a value should be recorded here

Apportioned? 

System correctly sets this to No and this cannot be changed 

For Information Only? 

System sets this value:

  • No – means the record can be associated with a Finance Invoice and be extracted for charging 
  • Yes – means the record cannot be associated with a Finance Invoice and therefore cannot be extracted for charging  

 

  • Payments – A listing of the Payments manually created against the Finance Invoice will be displayed in this tab.  These can only be created where the Finance Invoice Status = Completed 

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