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Finance Invoice Batch Setup
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 Finance Invoice Batch Setups
- Navigate to Settings > Configuration > Finance Admin.
- Expand Care Provider Invoicing.
- Select Finance Invoice Batch Setups.
- Click + to create a new Finance Invoice Batch Setup or click on an existing one to view/edit.
- Complete the following fields (mandatory fields are marked with *):
Field | Description |
Contract Scheme | Select the relevant Contract Scheme. |
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 |
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 |
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 |
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:
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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
* 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 |
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 |
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)
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Separate invoices | Indicate whether two Finance Invoices should be created instead of one:
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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 |
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) |
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 |
Transaction Text (Contra) | See Transaction Class (Standard)
The text used here will be output where Transaction Class = Contra |
Transaction Text (End Reason) | See Transaction Class (Standard)
The text used here will be output where Transaction Class = End Reason |
Transaction Text (Additional) | See Transaction Class (Standard)
The text used here will be output where Transaction Class = Additional |
Transaction Text (Net Income) | See Transaction Class (Standard)
The text used here will be output where Transaction Class = Net Income |
Transaction Text (Apportioned) | See Transaction Class (Standard)
The text used here will be output where Transaction Class = Apportioned |
Extract Name | Identify with which Extract the Finance Invoices/Transactions created from this batch should be associated [Reference Data] |
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:
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Once a record is saved, 1 new Tab will become available:
- Finance Invoice Batch – A record will appear here as soon as a Finance Invoice Batch Setup record has been saved. It will indicate 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 created
- Alternatively, a listing of all Finance Invoice Batch records can be viewed by navigating to Workplace > Finance > Finance Invoice Batches. It is likely records will be viewed from here, as opposed to through each individual Finance Invoice Batch Setup record
Batch Groupings
To create Batch Groupings, navigate to Settings > Configuration > Reference Data > Care Provider Invoicing > Batch Groupings.
- 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”
Extract Names
To create Extract Names, navigate to Settings > Configuration > Reference Data > Care Provider Invoicing > Extract Names.
- Create records with a unique description. Likely to have a 1 to 1 relationship with the different Contract Scheme Types descriptions (same descriptions could be used)
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}
