Custom Invoices
Executive Summary
Custom Invoices produces a custom-formatted PDF invoice for every sale invoice that AlayaCare has for a billing period. Billing staff start a report for a billing cycle, year and period (optionally limited to one funder or one client), and the system builds one invoice PDF per client invoice using the agency's custom invoice layout, with the client and billing-contact address blocks and the invoice lines. Each run is kept in a list with its processing times and the number of invoices included. Staff open a run to review the invoices, download or view them one at a time, or download or view them all together as a single print file.
Key Features
- Start a custom invoice run for a billing cycle, year and period, optionally limited to one funder or one client
- Build one invoice PDF per AlayaCare sale invoice, with the client's and billing contact's address blocks, account ID, due date, invoice lines and totals
- Review past runs with their processing start, end, duration and the number of invoices included
- Open a run to filter the invoices by client or billing contact name
- Download or view an individual invoice
- Download all invoices, or view them all at once, as one combined print file (split into files of 600 invoices for large runs), and mark them as printed
Typical Workflow
- Click Start A New Report. Choose the Billing Cycle, Year and Billing Cycle Period, and optionally a funder or a client, then click Ok.
- Wait while the invoices are built, then refresh the list if the new run is not showing.
- Open the run with the Edit icon (or right-click the row and choose Edit).
- Optionally enter a name in Filter Name and click Apply Filter.
- Download or view a single invoice with the icons on its row, or click Download All or View All for the combined print file. Use the back arrow next to the title to return to the list of runs.
Report Output
Each included invoice is saved as a PDF named like Lastname_Firstname_Invoice_{invoice number}{period start date}.pdf (characters not allowed in file names are replaced with a dash). The PDFs are stored with the run and can be downloaded or viewed from it at any time. Download All produces a combined PDF named like Invoice{cycle}{year}{period}From_1_To{count}.pdf; when a run has more than 600 invoices the combined file is split into several files of 600 invoices each.
Report Contents
| Content | How it is determined |
|---|---|
| Agency name, address and phone | Fixed text built into the invoice, not read from the agency settings. |
| Agency logo | The logo configured for the site. It is left off if none is configured. |
| Billing period from and to | The start and end dates of the selected billing cycle period. |
| Invoice number and invoice date | The AlayaCare invoice number and its posting date. |
| Due date | The posting date plus the number of days until due set on the funder. |
| Client name | Client last name, first name. |
| Right-side name and address | Always the client's name and address (street, suite, city, state, zip). |
| Left-side name and address | For funders set to invoice the funder per individual, the funder's address. Otherwise the client's name and address, replaced by the billing contact's name and address when the invoice has a billing contact. |
| Client account ID | The AR account number. For a funder marked non-modifiable it comes from the funder's profile. For a funder marked modifiable it is the Client Account Number invoice label on the visit's service. When the funder has no type set it comes from the billing contact's AR account number (or the client's, when the billing contact is the client or there is none), and the funder's custom AR account number takes priority when one is set. |
| Custom form-context tag | Label and value for the funder's custom invoice tag, when one is configured. |
| Supplementary label | The funder's custom supplementary label, when configured. |
| Invoice labels | The non-empty invoice labels set on each visit's service payment method, shown when the funder has a type set (the Client Account Number label is used as the account ID instead). |
| Invoice lines | Every line item on the AlayaCare invoice. Visit lines show the service date, service code, employee, rate, quantity and amount. Lines that are not visits show the service code, employee, rate, quantity and amount, with no service date. |
| Totals | The invoice total from AlayaCare, the total of the visit line amounts, the total hours (lines measured in hours) and the number of visit lines. |
Configurable Settings
Open View Settings or Edit Settings from this screen (when permitted). The settings dialog does not currently offer any options for this screen.
Available Permissions
The following permissions are available to be assigned to AlayaCare Roles:
| Attribute | What It Controls |
|---|---|
| View | Open the page and the run details |
| Settings View | Open View Settings |
| Settings Edit | Open Edit Settings |
Main Grid
The grid lists the custom invoice runs, newest first (14 rows per page).
| Column | Description |
|---|---|
| Added | Date and time the run was started, in the user's time zone. |
| Added By | User who started the run. |
| Cycle | Billing cycle. |
| Year | Billing year. |
| Period | Billing period number. |
| From | First date of the period. |
| To | Last date of the period. |
| Start | When processing began. |
| End | When processing finished. Blank if the run did not finish. |
| Duration | How long processing took. |
| Included | Number of invoices included in the run. |
| Manage Records | Edit icon that opens the run. |
Actions
| Button | Description |
|---|---|
| Start A New Report | Opens the Start A New Report dialog. |
| View Settings | Opens the page settings in read-only mode (when settings view is permitted). |
| Edit Settings | Opens the page settings for editing (when settings edit is permitted). |
| Edit (right-click a row, or the edit icon under Manage Records) | Opens the run on its own page. |
Dialog Components
Start A New Report
Opens from Start A New Report. After Ok, the invoices are built right away and a progress panel is shown.
| Field | Purpose |
|---|---|
| Select A Billing Cycle | Billing cycle for the run. Choosing it also narrows the funder list to the funders billed in that cycle. |
| Year | Billing year. Changing the cycle or year reloads the list of periods. |
| Select A Billing Cycle Period | Period within the cycle and year, shown as year, period number and date range. |
| Select A Funder (leave blank for All) | Optional. Limits the run to one funder. |
| Client (leave blank for All) | Optional. Limits the run to one client, chosen by typing to search AlayaCare. |
Click Ok to start the run. Choose the cycle, year and period before clicking Ok; no warning is shown if one is missing.
Custom Invoices Run
Opens from Edit on a run, as its own page titled Custom Invoices. The back arrow beside the title returns to the list of runs. Read-only boxes at the top show the Billing Cycle, Year and Period.
Grid
The grid lists the invoices in the run in client name order (12 rows per page).
| Column | Description |
|---|---|
| Client Name | Client on the invoice. |
| Billing Contact | Name used in the left-side address block (the billing contact, or the client or funder when there is none). |
| Funder | Funder on the invoice. |
| Distribution Method | How the invoice is distributed. New invoices are always Print. |
| Distribution Status | Blank until the invoice has been included in Download All or View All, then Printed. |
| Distribution Date/Time | When the invoice was last marked as printed, in the user's time zone. |
| Invoice Number | AlayaCare invoice number. |
| Amount | Invoice amount. |
| Actions | Download icon and View icon for the invoice. |
Grid Filters
| Filter | Purpose |
|---|---|
| Filter Name | Shows invoices where the client name or the billing contact name contains the text entered (not case-sensitive). |
Click Apply Filter to apply it and Clear Filter to reset it.
Grid Actions
| Button | Description |
|---|---|
| Download All | Downloads all the run's invoices as a combined PDF and marks them Printed. |
| View All | Shows all the run's invoices as a combined PDF in a viewer and marks them Printed. |
| Download (download icon) | Downloads that invoice's PDF. |
| View (PDF icon) | Shows that invoice's PDF in a viewer. |
View Report
Opens from View or View All. It displays the PDF in a pop-up viewer that can be resized. Click Close to return to the run.
Dependencies
The following tables must be configured for lookups on this view to work:
| Table | Description |
|---|---|
| BillingCycles | Billing cycles offered when starting a report. Also covers its billing cycle periods: periods (year, number, dates) offered for the chosen cycle and year, and used to find the period being run. |
| FormContextFields | Description of the funder's custom invoice tag, shown on the invoice. |
| Funders | Funder invoicing model, days until due, custom AR account number, custom invoice tag and supplementary label. Also covers its funder periods: funders that are billed in the selected cycle and period. Only these funders are included. |
Processing Overviews
This section describes what happens after you confirm a processing action.
Ok (Start A New Report)
- Records a new run with the selected cycle, year, period and dates, and the start time.
- Signs in to AlayaCare. If the sign-in fails, nothing is built and the run is left without an end time.
- Finds the funders billed for the selected period, or just the chosen funder.
- For each funder, loads the funder from AlayaCare (to read its type and AR account number) and loads its transactions for the period, for the chosen client when one was selected. Only sale transactions that have an invoice are used.
- For each invoice, loads the client, the billing contact (when invoicing per client) and the invoice line items. For each visit line it also loads the visit and the service's invoice labels. When the invoice belongs to a master invoice, its billed items are also loaded and counted for the run's message log; they do not appear on the invoice.
- Builds the invoice PDF with the logo and saves it on the run with the distribution method Print. If building one invoice fails, it is skipped and the error is written to the activity log.
- When all funders are done, records the number of invoices included, the end time and the duration.
- Refreshes the grid. Unlike Collated Invoices, the new run is not opened automatically; open it from the list.
Download All / View All
- Takes every invoice in the run that has a PDF and a distribution method of Print, in client name order.
- Merges the PDFs. For more than 600 invoices the run is split into several combined files of 600 invoices each.
- Marks each included invoice Printed with the current date and time.
- Downloads the combined file (Download All) or shows it in the viewer (View All), then refreshes the list.