Steps to Do a Billing Run

Owned by akapteyn (Unlicensed)
Last updated: May 06, 2016 by Chris vanderHeide
3 min read

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 )  

Open the Billing Module / Click on the Billing Module Icon

  

Step 1 - Calculate Billing

  • Click on the "Start Billing Process" tool or the Calculate Billing tab to open the Calculate Billing tab.
  • Enter the date range for your billing period. Click the View Data icon in the main display toolbar.
  • Select the finalized schedules for which you want to calculate billing by checking the box to the left of each name in the main display grid. Confirm that any filter options selected are appropriate.
  • To calculate the billing for the selected schedules, click the Calculate Billing tool in the ribbon at the top of the screen.

Step 2 - Post Billing

  • Once Billing has been calculated, click Next Step to open the Billing Calculated tab.
  • By default, the billing records calculated for the last batch's date range will be displayed in the main display grid. (The batch should be the batch you entered in Step 1).

  • You can view the information in the grid or run an Invoice Pre-Post Report, a Billing Report or the Consolidated by Payer/Client Rate Report (icons located on the main ribbon) to detect any billing errors.

    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 Billing Calculated tab by selecting the appropriate record and clicking on the Edit tool in the grid toolbar. If you are making corrections in the Billing Calculated 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 Un-calculate 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 Billing Calculated tab 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. Posting billing marks the records as completed and also creates and assigns Invoice numbers. Records must be posted in order to either print invoices or export billing to an external billing package.

Step 3 - Print or Export Invoices

  • Once Billing has been posted, click Next Step to open the Invoices and Export tab.
  • 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.
  • Export Invoices if necessary to selected external billing packages. The export tools that appear in the ribbon at the top of the screen will depend on the selected billing packages in the Agency Office Module Billing Settings.

Reviewing Posted Billing

To view or correct posted billing records, click on the Posted Billing tab at the top of the ribbon.

To re-print an invoice, pull up the invoice in the Invoices and Export tab using the 'By Batch', 'Invoice #', or 'By Posted Date' scenario, then click the Print Standard Invoices tool.