Using Finance Invoice Generation

Steve Findon Updated by Steve Findon

These records are used to batch up the required Charging Finance Transactions onto Finance Invoices, for the period and Contract Scheme stated. These Finance Invoices can then be reviewed and authorised for issuing. 

Where in the Finance Invoice Batch Setup (FIBS) record the Invoice Frequency = Ad Hoc, then you will need to record the Period End Date in the Finance Invoice Batch (FIB) record, to indicate up to which date the Finance Transactions (FT) should be included in the Finance Invoice.  When these FIB records are processed, the next FIB record is created; however, the Period End date is left null, ready for you to complete when required. 

Should you wish to manually create an FIB record, then click + on the toolbar and complete the relevant fields.  This functionality can be used for any reason, but its main usage is likely to be to process another FIB record for the Contract Scheme/Debtor Batch grouping already processed, that uses the same Period End date as that processed FIB record. This is in order to generate a 'catch-up' Finance Invoice for the stated Finance Invoice (which may or may not have been as a result of cancelling the Finance Invoice after it was extracted).

Finance Invoices cannot be manually created and therefore this is the only process that can be used to create Finance Invoices for charging. 

Validation 

  • Only records where Ad Hoc? = Yes AND its Batch Status = New, can be deleted 
  • No values can be edited, except where specifically stated below 

To access Finance Invoice Batches, navigate to Workplace > Finance > Finance Invoice Batches. 

Click + to create a new Finance Invoice Batch or click on an existing one to view/edit. The following settings are available (mandatory fields are marked with *): 

Data Item 

Description 

Finance Invoice Batch Setup 

The Finance Invoice Batch Setup (FIBS) to which this record is linked

[will default as these records can only be created from a Finance Invoice Batch Setup record] 

Batch Id 

System-generated ID starting from 1 

Run On 

Systems generates the date/time that the batch should run on automatically via a scheduled Job called 'Process Invoice Batches'.  You can manually amend this date/time as required. 

All records will default to a Run On date/time consistent with the FIBS start date and the value in 'Create Batch Within' (i.e. when the next FIB is generated).  It does NOT take into account the Run on date/time that the previous FIB may have been changed to 

Batch Status 

System sets all newly created records to 'New'.  When a Scheduled Job runs to process the Batch (i.e. to create Finance Invoices), the status is changed to Completed  

  • New (default) – Before Batch is processed 
  • Completed – After Batch is processed 

Period Start Date 

System sets the start date of the Charging period.  This is purely an information field which can be changed, if required.

Note that: 

  • First record created from FIBS will default to the Start Date of the FIBS record it was created from 
  • Records thereafter created from previous FIB will default to the day after the previous FIB Period End date 

Period End Date 

System sets the end date of the Charging period (can be changed). This will affect which Finance Transactions are associated with the Finance Invoices created (i.e. it will include Finance Transactions not previously associated with a Finance Invoice where the end date is less than or equal to the Period End date).

Note that:

  • First record created from FIBS will default to the Start Date of the FIBS record + Invoice Frequency e.g. Start date = 05/09/2022 and Invoice Frequency = Every 4 Weeks, then will equal 02/10/2022 
  • Records thereafter created from previous FIB will continue the same pattern as ascertained from First record e.g. second record would equal 02/10/2022 + Every 4 weeks = 30/10/2022 (even if first record was manually changed to say 28/08/2022 or 09/10/2022, then second record would still use 30/10/2022)  

Contract Scheme 

System copies the value from the FIBS record 

Batch Grouping 

System copies the value from the FIBS record 

Ad Hoc Batch 

System will set this based on the FIBS value recorded in 'Invoice Frequency': 

  • No – Where Invoice Frequency is not set to Ad Hoc 
  • Yes – Where Invoice Frequency is set Ad Hoc 

In addition, if you manually create an FIB record (i.e. to create an additional batch to run), then the Ad Hoc setting will be set to Yes 

Person 

(Optional) Select the name of the Service User so the Finance Invoices created will only relate to that Person.  This is useful where a catch up charging run is required for just that Service User 

[only visible where Ad Hoc? = Yes] 

Net Batch Total 

System-generated value:

  • Where Batch Status = New – Value = Null 
  • Where Batch Status = Completed – Value = Aggregate of the Net Amount of the associated Finance Invoices 

Gross Batch Total 

System-generated value:

  • Where Batch Status = New – Value = Null 
  • Where Batch Status = Completed – Value = Aggregate of the Gross Amount of the associated Finance Invoices 

VAT Total 

System-generated value:

  • Where Batch Status = New – Value = Null 
  • Where Batch Status = Completed – Value = Aggregate of the VAT Amount of the associated Finance Invoices 

Number of Invoices Created 

System-generated value:

Where Batch Status = New – Value = Null 

  • Where Batch Status = Completed – Value = Aggregate of the number of associated Finance Invoices 

Number of Invoices Cancelled 

System-generated value: 

  • Where Batch Status = New – Value = Null 
  • Where Batch Status = Completed – Value = Aggregate of the number of associated invoices that are subsequently cancelled 

User 

System will populate this with the logged in System User, but only when this FIB has been processed via the toolbar action of Run Invoice Batch.

When this FIB is processed via the Scheduled Job of 'Process CP Finance Invoice Batches', this field will be blank

 

Once a record has been saved, 2 new Tabs will become available: 

  • Finance Invoices – will show as a result of the Finance Invoice Batch record being processed (i.e. Status = Completed) 
    • Provides a listing of all Finance Invoices created, regardless of the Finance Invoice Batch with which they are associated, can be viewed here 
    • Accessed via Workplace > Finance > Finance Invoices 
  • Finance Transactions – Finance Transactions associated with the Finance Invoices will show as a result of the Finance Invoice Batch record being processed (i.e. Status = Completed) 
    • Provides a listing of all Finance Transactions created, regardless of the Finance Invoice Batch or Finance Invoice they are associated to, can be viewed here 
    • Accessed via Workplace > Finance > Finance Transactions 

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