ODSP Invoices V2
Executive Summary
ODSP Invoices V2 is the billing workspace for Ontario Disability Support Program (ODSP) invoice periods. Billing staff first register a period from a billing cycle, year and billing period. They then open that period and create the invoices for it: the system refreshes each client account from AlayaCare and builds an invoice for every account that has other debits or new fees in the period. Unlike ODSP Invoices, an invoice is kept for each client, funder and billing contact, so the same period can be run again and the existing invoices are updated in place. From the period, staff can review the invoices, print them, download them as a zip, or download one invoice.
Key Features
- Register a new invoice period for a billing cycle, year and billing period
- Review registered periods with who added them and when
- Create invoices for a period on demand, and re-run the period to update invoices already created
- Track how many times each invoice has been updated, and when and by whom
- Filter a period's invoices by client or billing contact name
- Print all of a period's invoices as combined PDFs
- Download the invoices shown in the list as a single zip file, or download one invoice as a PDF
Typical Workflow
- Click Start A New Report, choose the Billing Cycle, Year and Billing Cycle Period, and click Ok.
- Open the new period with Edit.
- Click Create Invoices and wait for processing to finish. A "Finished" message is shown.
- Review the list. Use Filter Name with Apply Filter to find specific clients.
- Click Print for combined PDFs, Download Selected Invoices for a zip of the invoices shown, or the Download PDF icon on a row for one invoice.
Report Output
Create Invoices produces an invoice PDF for each included account. The PDF is created during processing and stored with the invoice; nothing downloads at that point. The file name is ODSPInvoice_{invoice ID}{first name}{last name}Acct{client ID}PeriodEnding{period end date}.pdf.
The invoices are retrieved from the period's page:
- Print merges every invoice that has a PDF into combined files named Invoices_{cycle}{year}{period}From{first}To{last}.pdf. No more than 600 invoices go into one file.
- Download Selected Invoices downloads a zip named ODSPInvoices_{date}.zip containing the PDF of each invoice currently shown in the list.
- Download PDF (row icon) downloads one invoice.
- Print Mailing Labels produces a PDF named MailingLabels_{date}.pdf from the address-label layout. At present no addresses are added to it, so the file contains no labels.
Report Contents
The invoice is built from the account statement data for the client, funder and billing contact, laid out on the ODSP invoice form.
| Content | How it is determined |
|---|---|
| Agency details and logo | Taken from the Account Statements settings (agency name, address, phone, email and logo). The logo is left off if none is uploaded or it cannot be read. |
| Client and billing contact | The client on the account and the billing contact (or the client, when the client is their own billing contact). |
| Mail to | Name and up to four address lines for the person or funder the invoice is mailed to. |
| Period from / to | Dates of the billing cycle period. |
| Invoice ID | The yearly invoice number assigned when the invoice is first created. |
| Debit Adjustments / Credit Adjustments | Other debits and other credits posted in the period. |
| New Fees | New charges in the period. |
| Balance owing / Invoice Total (amount due) | New fees plus debit adjustments minus credit adjustments. This replaces the account balance, so prior balances and payments do not change the invoice total. |
| Transactions | The account transactions for the period; each is also saved as a line on the invoice. |
| Barcode | Shown unless Exclude Barcode From Statements is on in the Account Statements settings. |
Available Permissions
The following permissions are available to be assigned to AlayaCare Roles:
| Attribute | What It Controls |
|---|---|
| View | Open the page, the period detail and the invoices |
Main Grid
The grid lists the registered invoice periods, newest first (14 rows per page).
| Column | Description |
|---|---|
| Added | Date and time the period was registered, in your time zone. |
| Added By | User who registered the period. |
| Cycle | Billing cycle. |
| Year | Year of the period. |
| Period | Billing period number. |
| From | First date of the period. |
| To | Last date of the period. |
| Included | Number of invoices recorded for the period. |
| Manage Records | Contains the Edit icon that opens the period. |
Actions
| Button | Description |
|---|---|
| Start A New Report | Opens the Start A New Report dialog. |
| Edit (icon in Manage Records, or right-click a row) | Opens the period's invoice list. |
Dialog Components
Start A New Report
Opens from Start A New Report. Choose the period, then click Ok. The billing cycle and billing period are required, so select them before clicking Ok. Nothing is processed here; invoices are built later with Create Invoices. If the same cycle, year and period was already registered, "Period Already Exists" is shown and nothing is added.
| Field | Purpose |
|---|---|
| Select A Billing Cycle | Billing cycle for the period. |
| Year | Year of the period. Defaults to the current year. |
| Select A Billing Cycle Period | Periods of the chosen cycle and year, shown as year - period number [from date - to date]. The list fills once a cycle and year are chosen. |
ODSP Invoices V2 (period detail)
Opens from Edit on a period. The header shows the period's Billing Cycle, Year and Period (read-only), with a back arrow to return to the list of periods.
Detail Grid
Invoices for the period, in client name order (12 rows per page).
| Column | Description |
|---|---|
| Client Name | Client on the invoice. |
| Billing Contact | Billing contact on the account. |
| Distribution Status | Printed once the invoice has been printed. Blank until then. |
| Distribution Date/Time | When the invoice was last printed. |
| Debit Adjustments | Other debits in the period. |
| Credit Adjustments | Other credits in the period. |
| Invoice Total | Amount due. |
| Update Count | Number of times the invoice has been updated by re-running Create Invoices. Blank when it has not been updated. |
| Last Update | Date and time of the last update. |
| Last Update By | User who ran the last update. |
| Actions | Contains the Download PDF icon. |
Detail Grid Filters
| Filter | Purpose |
|---|---|
| Filter Name | Limits the list to invoices where the client name or billing contact name contains the text (not case-sensitive). |
Click Apply Filter to refresh the list. Use Clear Filter to reset it.
Detail Grid Actions
| Button | Description |
|---|---|
| Create Invoices | Builds or updates the invoices for the period. See Processing Overviews. |
| Combines all invoices that have a PDF into PDF files and downloads them. The name filter does not limit what is printed. | |
| Print Mailing Labels | Produces the mailing-label PDF. No addresses are currently added to it. |
| Download Selected Invoices | Downloads a zip of the PDFs of the invoices currently shown in the list. A warning "No invoices to download" is shown when the list is empty. |
| Apply Filter | Applies the name filter. |
| Clear Filter | Clears the name filter. |
| Download PDF (row icon) | Downloads that invoice's PDF. Nothing happens if the invoice has no PDF. |
Dependencies
The following tables must be configured for lookups on this view to work:
| Table | Description |
|---|---|
| Billing Cycles | Cycles offered in the Billing Cycle dropdown. Also covers its billing cycle periods: periods offered in the Billing Cycle Period dropdown, and the period dates used on the invoices. |
| Funders | Funders must have a billing cycle for their client accounts to be created or refreshed. Also covers its funder periods: determine which funders are part of the period when invoices are created. |
Processing Overviews
This section describes what happens after you confirm a processing action.
Create Invoices
- Signs in to AlayaCare. If sign-in fails, nothing is created.
- Finds the billing period, then the funder periods for the period's cycle, year and period number.
- For each funder, loads all of its client accounts, in client last name, first name order. Progress shows the funder and client name.
- For each account, refreshes the client from AlayaCare: the client's name, address, phone, email and branch, the client's services and funder breakdowns, and the billing contacts. Local client accounts and billing contacts are created or updated to match.
- Builds the account statement data for the account for the period.
- Includes the account only when the period has other debits or new fees. All other accounts are skipped, even if they have a balance.
- Looks for an existing invoice for the same period, client, funder and billing contact. If there is none, a new invoice is created. If there is one, its update count goes up, the last update date and user are recorded, and its existing lines are removed.
- Saves the mail-to name and address, the client and billing contact names, the period dates, and the credit adjustments, debit adjustments and new fees. The invoice total is new fees plus debit adjustments minus credit adjustments.
- Saves a line for each transaction in the period, then generates the invoice PDF (agency logo and barcode option applied) and saves it on the invoice.
- When all accounts are done, the list refreshes and "Finished" is shown.
- Takes every invoice for the period (not only the ones shown after filtering), in client name order, that has a PDF.
- Merges the PDFs. If there are more than 600 invoices, several combined files are produced, 600 at a time.
- Marks each included invoice Printed with the date and time, downloads the combined PDF, and refreshes the list.
Download Selected Invoices
- Requires at least one invoice in the list.
- Collects the invoices currently shown (after the name filter) that have a PDF.
- Packs the PDFs into one zip file and downloads it.