Contents

Using Finance Extract Batches

Steve Findon Updated by Steve Findon

Finance Extract Batch (FEB) records are used to batch up completed (authorised) Finance Invoices into a Finance Extract File, for the stated Extract Name.  The Extract File created can be interfaced to your own accounting software and Finance Invoices can either be generated from that system or Care Cloud (see Using Finance Invoice Generation article). 

The first record is created when a Finance Extract Batch Setup (FEBS) is created.  The second and subsequent records are created when processing the associated FEB record. 

An FEB record can be created manually, if required. This could be done for any reason, but the main reason would be that there are Finance Invoices ready to be extracted and the Finance Invoice needs to be quickly sent to the Payer (i.e. it cannot wait until the next FEB record is generated). 

Validation 

  • Only records where Ad Hoc? = Yes AND its Batch Status = New can be deleted 
  • Only certain fields are editable (the fields which are not greyed out) 

Accessing Finance Extract Batches

To access Finance Extract Batches:

  1. Navigate to Workplace > Finance > Finance Extract Batches.
  2. Click + to create a new Finance Extract Batch, or click on an existing one to view/edit.
  3. Complete the following fields (mandatory fields are marked with *): 

Data Item 

Description

Finance Extract Batch Setup 

Specifies the Finance Extract Batch Setup (FEBS) to which this record is linked 

(if you’ve created a new FEB, the appropriate record will need to be selected) 

Batch Id 

System-generated ID, unique within Finance Invoice Batches, starting from 1 

Run On 

System-generated date/time that the batch should run via a scheduled job called 'Process Invoice batches' (can be amended). 

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.  Note that it does NOT take into account the Run on date/time that the previous FIB may have been changed to. 

This can be updated at any time 

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 system changes the status to ‘Completed’. 

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

Extract Name 

System copies the value from the FEBS record 

Invoice Files 

System creates a print File of Finance Invoices, which will be generated when this record is processed 

Ad Hoc Batch 

System will set this value: 

  • No – Created from a FEBS/FEB record 
  • Yes – User has manually created through the New toolbar option 

Net Batch Total 

System generates this 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 generates this 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 generates this value: 

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

Total Credits 

System generates this value 

  • Where Batch Status = New – Value = Null 
  • Where Batch Status = Completed – Value = Aggregate of the Finance Invoices where Net Amount <£0 

Total Debits 

System generates this value 

  • Where Batch Status = New – Value = Null 
  • Where Batch Status = Completed – Value = Aggregate of the Finance Invoices where Net Amount >£0 

Number of Invoices Extracted 

System generates this value 

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

Number of Unique Payers 

System generates this value 

  • Where Batch Status = New – Value = Null 
  • Where Batch Status = Completed – Value = Aggregate number of Finance Invoices extracted where the Payer is unique 

Number of Invoices Cancelled 

System generates this value 

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

Extract Year 

FUNCTIONALITY NOT CURRENTLY IN USE 

Extract Month 

FUNCTIONALITY NOT CURRENTLY IN USE 

Extract Week 

FUNCTIONALITY NOT CURRENTLY IN USE 

Extract Content 

System generates this and will provide a link to the extract/interface file when created 

Downloaded 

FUNCTIONALITY NOT CURRENTLY IN USE 

Completed On 

The system records the date that the Finance Extract has its status changed to Completed 

 

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

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

Was this article useful?

Finance Extract Batch Setup

Finance Invoice Processing

Contact