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Finance Extract Batch Setup

Steve Findon Updated by Steve Findon

Finance Extract Batch Setup records are used to create Finance Extract Batch records which in turn, when processed, are used to extract Finance Invoices (which use the same Extract Name) that have been marked as Completed (Authorised). 

A record should be created in Finance Extract Batch Setups for each Extract Name used on a Finance Invoice Batch Setup record (i.e. the records used to create Finance Invoices). 

Immediately after a record is created, it creates the first Finance Extract Batch record, which will determine when those Finance Invoices should be extracted. 

Validation 

  • No records can be set up for an Extract Name which date overlap 
  • A Finance Invoice Batch Setup record can be deleted, as long as there are no Finance Extract Batch records associated with the record that have been processed to extract Finance Invoices 
  • Unless specified, values cannot be changed once the record has been saved 

To access Finance Extract Batch Setup:

  1. Navigate to Settings > Configuration > Finance Admin.
  2. Expand Care Provider Invoicing, and select Finance Extract Batch Setups. 
  3. Select the Create new record button to add a Finance Extract Batch Setup, or pick on an existing one to view/edit.
  4. Complete the fields on the page, mandatory fields are marked with a red asterisk *. 

Field

Description 

Start Date*

Provide the date on which this first batch will be run 

Start Time*

Enter the start time to be initially used for the time portion of the Run on date/time within the Finance Extract Batch i.e.  the time of day a scheduled job would run to process the Finance Extract Batch records to extract Finance Invoices.  It defaults to 02:00 as it would be usual to process the batches overnight, but this value can be changed. 

This can be updated at any time 

End Date

This field is currently not in use 

Extract Name*

Identify which Extract the Finance Invoices/Transactions created from this batch should be associated with 

Extract Frequency*

Select the Frequency (i.e. charging extract periods) Finance Invoices should extract upon.   

The following options are available: 

  • Every week 
  • Every 2 weeks 
  • Every 4 weeks 

This can be updated at any time 

Monday to Sunday

Indicate the day(s) of the week that the extracts should run on.  Usually one day is selected, but extracts can be run more than once a week (the day of the week the Start Date is on must be selected). 

This can be updated at any time 

Extract Type*

Select the record that provides the necessary output of the Interface/Extract file. 

This can be updated at any time 

[Reference Data] 

VAT GL Code 

If required, enter the Finance Code that applies to VAT Transactions. 

This can be updated at any time 

Exclude Zero Transactions 

Indicate whether to include Finance Transactions where the Gross/Net Amount = £0.00: 

  • Yes (default) – Exclude £0.00 transactions in the extract 
  • No – Include £0.00 transactions in the extract 

This can be updated at any time 

Generate And Send Invoices Automatically 

Determine what the system should do with Finance Invoices when the Extract is processed: 

  • No (default) – system does not automatically generate Finance Invoices to email and send to Payer.  This means: 
  • System won’t be used to generate the Finance Invoices (an external system instead will) 

OR 

  • You prefer to generate the Finance Invoices at your own pace before emailing or printing/sending 
  • Yes – system automatically generates Finance Invoices and will associate them with emails to send to Payer 

This can be updated at any time 

Extract Reference 

If desired, add a description that can be output in the Interface/Extract File. 

This can be updated at any time 

Invoice Template*

Select the Invoice template (mail merge template), that will be used to create Finance Invoices {make this description a hyperlink to the Document: Finance Invoice Production – User Guide} to send to Payers. 

This can be updated at any time 

 

Finance Extract Batch records can be accessed by:

  1. Navigating to Finance > Finance > Finance Extract Batches (see Using Finance Extract Batches article). 

Associated Reference Data 

The following Reference Data items used in this configuration can be accessed via Settings > Configuration > Reference Data > Care Provider Invoicing:  

  • Extract Type 
    • Existing Records: 
      • Generic Extract File (Code = 1) [must be present] 
      • This determines the layout of the Interface/Extract File.  Only a Generic File is currently available 
  • Extract Name 
    • Create records with a unique description.  Likely to have a 1 to 1 relationship with the Contract Scheme Types descriptions (same descriptions could be used) 
    • Existing Records:  None, as these will be unique for each Provider 

Mail Merge Templates 

Mail Merge Templates can be accessed via Settings > Configuration > Forms Management > Mail Merge Templates:  

  • Existing Records: 
    • Name = Care Provider Finance Invoice Generation Template [must be present] 
    • Template File = CareProviderFinanceInvoiceGenericTemplate.docx 
    • This determines the layout of the Finance Invoice to be sent to Payers.  Only a Generic Template is currently available

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