Rename Invoices
Executive Summary
Rename Invoices collects the private-pay invoice PDFs that AlayaCare holds for a date range and program types you choose, renames each file so it starts with the client's last name, and packs them into a single zip file. Billing staff start a job, wait while the invoices are downloaded, and then keep the zip file for later: every job stays in the list with its counts and its zip file, which can be downloaded again at any time. The page integrates with AlayaCare, which is the source of the invoices and their PDF files.
Key Features
- Start a new rename job for a date range and one or more program types
- Download the renamed invoice PDFs as one zip file when the job finishes
- Review each job: date range, program types, who ran it, start and end time, duration, and how many invoices were processed and renamed
- Download the zip file of a previous job again from the grid
Typical Workflow
- Click Start New Report.
- Select one or more Program Types and choose a date range in Choose a Range, then click Ok.
- Wait while the Renaming Invoices progress panel runs. The zip file downloads to your computer when it is ready.
- Check the Processed and Renamed counts on the new row of the grid.
- To get the files again later, click the Download ZIP icon on the row, or right-click the row and choose Download ZIP.
Available Permissions
The following permissions are available to be assigned to AlayaCare Roles:
| Attribute | What It Controls |
|---|---|
| View | Open the page |
Main Grid
The grid lists every rename job, newest first (9 rows per page).
| Column | Description |
|---|---|
| ID | Job number. |
| From | First day of the date range. |
| To | Last day of the date range. |
| Added | Date and time the job was started, in the tenant time zone. |
| Program Types | Program types that were selected for the job. |
| addUsername | User who started the job. |
| Processing Start | When processing began. |
| Processing End | When processing finished. Blank if the job did not finish. |
| Duration | Elapsed processing time. |
| Processed | Number of invoices AlayaCare returned for the date range. |
| Renamed | Number of invoice PDFs that were added to the zip file. |
| Manage Records | Download ZIP icon for the row. |
Actions
| Button | Description |
|---|---|
| Start New Report | Opens the Start A New Report dialog. |
| Download ZIP (row icon, or right-click a row) | Saves the zip file of renamed invoices for that job. A warning appears when no invoices were renamed ("No Invoices Renamed") or when no zip file is stored ("No ZIP File Available"). |
Dialog Components
Start A New Report
Opens from Start New Report. Choose the program types and the date range, then click Ok (or Cancel).
| Field | Purpose |
|---|---|
| Program Types | Multi-select list of the enabled program types, with a Select All option. Only invoices for the selected program types are renamed. |
| Choose a Range | The invoice date range. A warning "Please select a valid Date Range" appears if the range is incomplete. |
Dependencies
The following tables must be configured for lookups on this view to work:
| Table | Description |
|---|---|
| Program Types | Enabled program types offered in the Program Types list. |
Processing Overviews
This section describes what happens after you confirm a processing action.
Start New Report
- Checks that both ends of the date range are filled in.
- Creates the job in the list with the date range, the user and the start time.
- Downloads the private-pay invoices for the date range from AlayaCare. The Processed count is the number of invoices returned.
- Keeps the invoices whose program is one of the selected program types and that have a PDF file. If no program type is selected, no invoice is kept.
- Downloads each of those PDFs from AlayaCare and adds it to a zip file named
{client last name}_{original file name}. The Renamed count goes up for each file added. - Builds the zip file
RenamedInvoices_{date}.zip, downloads it to your computer and stores a copy on the job. If no file was added, no zip file is created. - Records the end time and duration, and refreshes the grid.
Download ZIP
- Looks for the zip file stored on the job.
- Downloads it, or shows a warning when no invoices were renamed or no zip file exists.