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Finance Invoice Batch Setup

Steve Findon Updated by Steve Findon

Finance Invoice Batch Setup (FIBS) records are used to ensure Charging Finance Transactions can be created from Person Contract Service records (where Status = Completed). Additionally, these records ensure that Finance Transactions can be batched up at user configurable intervals, in order to generate Finance Invoices that can be sent to Payers. 

A FIBS record should be created for each combination of Contract Scheme and Batch Grouping.  By selecting Contract Scheme, it allows the same type of Invoices to be viewed together and separate from other Contract Schemes. Using a different Batch Grouping, in conjunction with the same Contract Scheme, allows different batching criteria to be associated with each one (e.g. one batch for 2 weeks in advance and another 4 weeks in arrears). 

Immediately after a record has been saved, it creates the first Finance Invoice Batch record, which will determine when those Finance Invoices should be created. 

Validation 

  • No records can be set up for any combination of Contract Scheme / Batch Grouping which date overlap. 
  • A record can be deleted as long as there are no Finance Invoice Batch records associated with the record, that have been processed to generate Finance Invoices 

To access and create Finance Invoice Batch Setups:

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

Field

Description

Field Logic Type

Is this a Sundry Batch?*

Yes/No radio button

Contract Scheme*

Select the relevant Contract Scheme.

Selection

Batch Grouping*

Select the relevant Batch Grouping. This description allows a variable to be recorded that can be used in combination with the Contract Scheme, so that different batching criteria can be associated with the same Contract Scheme.

Selection

Start Date*

Provide the date from which Finance Transactions will be created using this record's batching criteria. This means that Finance Transactions will not be created for periods that any Person Contract Service is open prior to this date. This effectively acts as a 'go live' date in the system for this record.

Date

Start Time*

Specify the start time to be initially used for the time portion of the Run on date/time within the Finance Invoice Batch created from this record (i.e. it identifies the time of day a scheduled job would run to process the Finance Invoice Batch records to generate Finance Invoices).  It defaults to 01:00 as it would be usual to process the batches overnight, but this value can be changed and can be updated directly on any Finance Invoice batch 

Time

End Date 

This field is currently not in use.

Invoice By*

Indicate when Finance Invoices are to be created, if separate Invoices are created based on:

  • Funder – This means for externally funded care (i.e. not private care), ALL Finance Transactions for ALL Person Contract Services will be associated to a single Finance Invoice.
  • Funder / Service User – This means for externally funded care (i.e. not private care), ALL Finance Transactions only for the same Person/Payer will be associated to a single Finance Invoice (therefore multiple Finance Invoices will be created, one for each Person). Note: This should always be used for Private Care.

Drop-down selection

Invoice Frequency*

Specify the Frequency (i.e. charging periods) Finance Invoices should use and these will apply to the date FIB records start on and how Finance Transactions are broken down 

  • Every week 
  • Every 2 weeks 
  • Every 4 weeks 
  • Set day every month 
  • Every calendar month 
  • Assumes 1st to last day of month 
  • Every calendar month (date specific *) 
  • Every quarter 
    • Assumes 1st to last day of quarter (where quarters start in: January; April; July; October) 
  • Every quarter (date specific *) 
  • Every year 
    • Assumes 1st January to 31st December 
  • Every year (date specific*) 
  • Ad Hoc 

* Date specific – this uses the start date of the FIBS record to determine when the periods end and therefore how Finance Transactions are broken down e.g. Every Quarter (date specific) where FIBS starts on 14/07/2022, then Finance Invoice Batch (FIB) records would batch up to 13/10/22, then 13/01/23, then 13/4/23 etc. each Finance Transaction that contains any of these dates will be split into 2 Finance Transactions, where that date isn’t already used as an end date on the Finance Transaction 

Drop-down selection

Create Batch Within*

The Start Date of Finance Transactions is specified above, but the Run On date of the First Finance Invoice Batch created from this record will be that date adjusted for the value recorded here

Note: 0 [zero] means Run On date (in the BO = Finance Invoice batch = same date as the above Start Date). 

This is required as Finance Invoice Batch records are created automatically and run automatically on the required date via scheduled jobs.  This setting identifies what the required date is.  Negative values can be recorded to indicate batches of Finance Invoices will be generated in advance of the period start date 

Numeric value between -999 and 999

Charge To Day*

Specify the day of the week which should be used to end Finance Transactions on (Finance Transactions are always created in weeks) 

  • Select from Monday to Sunday 

Drop-down selection

When to Batch Finance Transactions?*

The following values are available for selection:

  • Confirmed
  • Not Confirmed
  • Does Not Matter

Drop-down selection

Use Transaction End Date when Batching Finance Transactions?

If Yes, the End Date (regardless of Start date) of the Finance Transaction determines which charging week the Finance Transaction is associated to. Would be used for Per Week Services.

If No, the Start Date (regardless of End date) of the Finance Transaction determines which charging week the Finance Transaction is associated to. Could be used for scheduled care if the single visit straddles charging weeks.

Yes/No radio button

Finance Transactions Up To*

Indicate how far into the future up to which Finance Transactions should be generated.  This is required as Person Contract Services are often open ended. 

A suggested date to use would be the end of the following financial year, which would allow reports for the current and next financial year to be written. Then usually once a year, when the current financial year is ending or has ended, move this date on a year.  This will create a trigger record which, when processed, will generate Finance Transactions up to the new date for all Person Contract Service records  

Date

Separate invoices*

Indicate whether two Finance Invoices should be created instead of one: 

  • No (default) – Debit and Credit Finance Transactions are displayed in the same Finance Invoice 
  • Yes – Debit and Credit Finance Transactions are displayed in separate Finance Invoices 

Yes/No radio button

  1. Complete the fields in the Finance Invoice Text, Other Settings, and General sections, mandatory fields are marked with a red asterisk *. 

Field

Description

Field Logic Type

Invoice Text*

Every Finance Invoice can have automated text associated with it that can be output on the Finance Invoice to indicate what the Invoice is for. Either static or dynamic text can be recorded (see below for options) 

Text

Transaction Text (Standard)*

Every Finance Transaction can have automated text associated with it that can be output on the Finance Invoice to indicate what the charge is for; this is used to associate with the charge on the Finance Invoice.  Different text can be associated to different types of Transactions (Transaction Class).  Either static or dynamic text can be recorded (see below for options) 

 

The text used here will be output where Transaction Class = Standard 

Text

Transaction Text (Contra)*

See Transaction Class (Standard) 

 

The text used here will be output where Transaction Class = Contra 

Text

Transaction Text (End Reason)*

See Transaction Class (Standard) 

 

The text used here will be output where Transaction Class = End Reason 

Text

Transaction Text (Additional)*

See Transaction Class (Standard) 

 

The text used here will be output where Transaction Class = Additional 

Text

Transaction Text (Net Income)*

See Transaction Class (Standard) 

 

The text used here will be output where Transaction Class = Net Income 

Text

Transaction Text (Apportioned)*

See Transaction Class (Standard) 

 

The text used here will be output where Transaction Class = Apportioned 

Text

Extract Name*

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

[Reference Data] 

Selection

Finance Code Required?*

Yes/No radio button

Debtor Reference Number Required?*

Indicate whether a Debtor Reference Number needs to be recorded against the Payer of a Finance Invoice before that Finance Invoice can be authorised. 

This setting can be changed at any time:

  • No (default) 
  • Yes 

Yes/No radio button

VAT Code Required?*

Yes/No radio button

Customer Account Code Required?*

Yes/No radio button

  1. Select the Save button.

Once the record is saved, the Finance Invoice Batches tab will become available. It will show the first Invoice Batch that will run (and when) to generate Finance Invoices. Others will automatically appear as each FIB is processed and a new FIB is create

Alternatively, a listing of all Finance Invoice Batch records can be viewed by navigating to Finance > Finance > Finance Invoice Batches. It is likely that records will be viewed from here, as opposed to through each individual Finance Invoice Batch Setup record.

Batch Groupings 

To create Batch Groupings:

  1. Navigate to Settings > Configuration > Reference Data.
  2. Expand Care Provider Invoicing, and select Batch Groupings.
  3. Complete the fields on the page, mandatory fields are marked with a red asterisk *.

Create records with a description of what the grouping applies to. If every Contract Scheme only has one batching criteria that would apply then there may just be a single record created e.g. "Standard".

Field

Description

Field Logic Type

Name*

Enter a name for the Batch Grouping.

Text

Code*

Enter a code for the Batch Grouping.

Text

Start Date*

Enter the start date for when the Batch Grouping will be available.

Date

Extract Names

To create Extract Names:

  1. Navigate to Settings > Configuration > Finance Admin or Reference Data.
  2. Expand Care Provider Invoicing, and select Extract Names.
  3. Complete the fields on the page, mandatory fields are marked with a red asterisk *.

Create the records with a unique name as they are likely to have a 1-to-1 relationship with the different Contract Schemes. It possible you may choose to use the same descriptions between both records.

Field

Description

Field Logic Type

Name*

Enter a name for the Extract Name.

Text

Code*

Enter a code for the Extract Name.

Text

Start Date*

Enter the start date for when the Extract Name will be available.

Date

  1. Select the Save button.

Two tabs will become available:

  • Finance Invoice Batch Setup
  • Finance Extract Batch Setup

Transaction Text – Dynamic Text available 

Finance Invoice Text 

Field Label (of Finance Invoice) 

Formula 

Payer 

{Payer} 

Person 

{Person} 

Contract Scheme 

{Contract Scheme} 

Establishment 

{Establishment} 

Funder 

{Funder} 

Charges Up To 

{Charges Up To} 

Example:  Charges under {Contract Scheme} up to the period ending {Charges Up To} 

Finance Transaction Text 

Field Label (of Finance Transaction) 

Formula 

Person 

{Person} 

Contract Scheme 

{Contract Scheme} 

Establishment 

{Establishment} 

Funder 

{Funder} 

Service 

{Service} 

Rate Unit 

{Rate Unit} 

Total Units 

{Total Units} 

Contract Type 

{Contract Type} 

Start Date 

{Start Date} 

End Date 

{End Date} 

Gross Amount 

{Gross Amount} 

VAT Amount 

{VAT Amount} 

Net Amount 

{Net Amount} 

Example: Charges for {Service} between {Start Date} and {End Date} at {Establishment} 

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