Import Invoices V3

Executive Summary

Import Invoices V3 brings sale invoices that were issued in AlayaCare into the integration so they can be billed and tracked. Billing staff choose a billing cycle, year and period and start an import. For every funder on that cycle whose period is still open, the system reads the funder's invoices for the period from AlayaCare, checks each invoice, and creates the invoice, its line items (as open client account transactions) and, when needed, the client account and billing contact records. Each import is saved as a job in the list, with counts of invoices included, warnings and errors. Opening a job shows the invoices, accounts and messages produced by that import and lets you export everything to Excel.

Key Features

• Start a new import for a billing cycle, year and billing cycle period
• Import invoices from AlayaCare for every funder on the cycle whose funder period is open (closed funder periods are skipped with a warning)
• Validate each invoice before importing: every line must have a department, and the line items must add up to the invoice amount
• Support invoices that are part of a master invoice (split billing)
• Automatically create or refresh client accounts and billing contact details from AlayaCare
• Invoice lines dated before the start of the period are flagged with a warning and dated to the invoice posting date
• Keep a history of every import with its timing, duration and counts of included invoices, warnings and errors
• Review the invoices, accounts and messages created by an import, with a check that invoice totals match transaction totals
• Export an import to Excel (Summary, Invoices, Accounts and Messages sheets)

Typical Workflow

1. Click Start A New Import.
2. Select a billing cycle, confirm the Year, and select a billing cycle period. Click Ok.
3. Watch the progress panel while invoices are checked and imported. A message at the end reports success, errors found, or that no invoices were imported.
4. Find the new job at the top of the list. Check the Included, Warnings and Errors counts.
5. Open the job (the edit button in Manage Records, or right-click the row and choose Edit) to review the Invoices, Accounts and Messages tabs.
6. Correct any problems in AlayaCare (for example a missing department on a service code) and run the import again for the same period. Invoices already imported are not imported twice.
7. Click Export on the job to save the results to Excel.

Available Permissions

The following permissions are available to be assigned to AlayaCare Roles:

Main Grid

Lists every previous invoice import, newest first (14 rows per page).

Actions

Dialog Components

Start A New Import

Opens from Start A New Import. Choose what to import and click Ok.

A warning is shown if no billing cycle or no period has been selected. The dialog closes when you click Ok and the import runs in a progress panel.

Import Invoices Details

Opens from the edit button or right-click Edit on a job. A back arrow beside the title returns to the list. The top of the page shows read-only totals for the import:

Click Export to save the import to Excel. The file contains four sheets:

Tabs

Invoices — Grid

Accounts — Grid

Messages — Grid

Common messages:

Messages — Grid Filters

Click Apply to refresh the list. Use Clear to reset the filter to All.

Messages — Grid Actions

The Apply and Clear buttons above apply the filter. The Export button at the top of the page exports all messages, not only the filtered ones.

Dependencies

The following tables must be configured for lookups on this view to work:

Processing Overviews

This section describes what happens after you confirm a processing action.

Start A New Import

1. A new import job is saved with the cycle, year, period dates, your user name and the start time.
2. Funders assigned to the selected cycle are listed. For each funder, its period is checked: if the funder period is closed, a warning is shown and the funder is skipped; if no funder period exists for the selected period, the funder is skipped without a message.
3. The funder's transactions for the period dates are read from AlayaCare, and only sale invoices for that funder are kept.
4. For each invoice, the invoice details and line items are read from AlayaCare. For invoices that belong to a master invoice, the billed and split-billed lines of the master invoice are read as well. Information messages record the number of lines found.
5. Each line is checked for a department (from its service code, or from its premium) and the line amounts including tax are added up. If a department is missing or the total does not match the invoice amount, an error message is saved and the invoice is not imported.
6. For valid invoices, the client account for the client, funder and billing contact is looked up. If it does not exist it is created from the AlayaCare client details (using the year of the client's first service). If it exists, its name, address, phone, email, reference number, branch and billing-contact-is-client details are refreshed from AlayaCare, and the changes are written to the action log. The billing contact's details are saved or updated from AlayaCare at the same time.
7. If the invoice is not already saved, the invoice is created and counted as Included. Line items are created as open invoice transactions when the invoice is new or has no transactions yet. For split-billed invoices, the line amount is taken from the master invoice items.
8. Lines dated before the start of the period receive a warning and are dated to the invoice posting date, flagged as prior period.
9. If a transaction cannot be saved, an error is shown and the import stops at that point.
10. When all funders are done, a message reports whether invoices were imported, whether errors were found, or that no invoices were imported. The job is updated with its end time, duration and number of invoices included.