Steps for Billing/Invoicing Schedules
The Billing Module is where you calculate and process your billing for a specified period of time based on finalized schedules. Billing can only be completed on finalized schedules.
When finalizing a schedule, if the hours in the Billing and Payroll information/Billing section of the schedule are 0.00, the system will automatically move information into the Billing Time fields of the schedule based on the actual hours worked and the Bill Hours At: option selected on the Client or Payer's Billing options. Whatever is populated in this portion of a finalized schedule is what will be used in Billing for the schedule. If you wish to apply an override for Billing for a schedule, you can manually populate information in the Billing section of the schedule.
PLEASE NOTE:
The tools displayed at the top of the Billing Module screen are a reflection of what External Billing Packages have been selected in the Agency Office Module, under the Settings tool, Billing Settings. (Additional setup may also be required in order to utilize a selected External Billing Package )
| Table of Contents |
|---|
Open the Billing Module / Click on the Billing Module Icon
Step 1 - Calculate Billing | - Click the Calculate Billing (Step 1) tool in the ribbon of the Billing Module screen. |
Step 2 - View Calculated Billing | - Once Billing has been calculated, click Next Step/View Calculated Billing (Step 2) tool at the top of the Billing Module screen. NOTE: Any calculated billing records where the rate is 0.00 will be indicated in a bold underlined font in the main display area. If you detect an error, correct it before going to the next step. Corrections can be made to individual records in the View Calculated (Step 2) screen by selecting the appropriate record and clicking on the Edit tool (pencil) in the grid toolbar. If you are making corrections in the View Calculated (Step 2) grid, any billing records that you have edited will be indicated in a bold italic font if the Auto Refresh tool in the grid toolbar is unchecked. Sometimes the error may warrant that you clear the incorrect record(s) in order to recalculate the billing for the applicable schedule(s). If you need to clear what has been calculated, verify that only the records you wish to clear are selected (the checkbox in the grid for the record is checked). Then use the Clear Record tool in the ribbon to clear what has been calculated for the selected schedules. Note that clearing any single record will also clear all related records attached to the same schedule so that the schedule can be recalculated. Then make the appropriate correction(s) in the schedule or clients/ payer bill rates. Calculate the billing for the same date range on this schedule again. When all of the information in the main display grid of the View Calculated (Step2) is correct, make sure all of the records are checked and click Post Billing. Posting your billing indicates that it is correct and ready to have invoices printed or exported to an external billing package. |
Step 3 - Print Invoices | - Once Billing has been posted, click on the Next Step/Print Standard Invoices (Final Step) tool at the top of the Billing Module screen. - View or Print Standard Invoices by clicking the icon on the main ribbon. The report shows the Invoices for Clients/Payers that have billing records for the batch or the date range you have selected. The invoices that will be included are displayed in the main display grid when you click View Data in the main invoices display toolbar. - To view posted billing information, click the View Posted Billing tool at the top of the Billing Module Home tab. |
Step 3 - Invoices and QuickBooks Export (Final Step) Tool | Pre-Requisite: QuickBooks must be selected and configured as an External Billing interface in the Agency Office Module, under the Settings tool. - Once Billing has been posted, click on Invoices and QuickBooks Export (Final Step) in the home tab of the Billing Module screen. |
Step 3 - Invoices and EZClaim Export (Final Step) Tool | Pre-Requisite: EZClaim must be selected and configured as an External Billing interface in the Agency Office Module, under the Settings tool. - Once Billing has been posted, click on Invoices and EZClaim Export (Final Step) in the Home tab of the Billing Module screen. |
Reviewing Posted Billing
To look up posted billing information, click the View Posted Billing tool on the Billing Module Homepage. To re-print an invoice, pull up the invoice in the appropriate Step 3 Invoices tab using the 'By Batch', 'Invoice #', or 'By Posted Date' scenario, then click the Print Standard Invoices tool.