Invoice Overview
Learn more about the Invoice object in Salesforce.
In Maica, the Invoice record houses all the information captured either as part of your service delivery or entered via the Maica Invoice Entry component. The Invoice is essentially an umbrella record, or container made up of Invoice Line Item and Payment Request records.
As we said, an Invoice will exist likely as a result of the following scenarios:
Entered via the Invoice Entry component (by Plan Managers)
Completed service delivery event (by Care Workers)
We will explore these scenarios in more detail in this section.
An Invoice record is where you can find the following information and functionality:
Invoice Date and Amount (GST and Total)
NDIS Claim Information (NDIS Reference & Last Sync Date)
Invoice Line Item Related List
Invoice Payment Status, or inclusion in ABA file (for Plan Managers)
Invoice Field History
Invoice Summary Section
The Invoice Summary section contains a number of Roll-Up Summary fields that aggregate data from the associated Invoice Line Item record(s). For example: if there are 3 Invoice Line Item records with a Line Total of $100 each, the Total Amount value on the Invoice record will be $300.
In the event that there are no Invoice Line Item records all the rollups in this section will be blank.
Total Line Items
COUNT of associated Invoice Line Item records
GST Amount
SUM total of the Invoice Line Item: GST Amount
Amount
SUM total of the Invoice Line Item: Amount
Total Amount
SUM total of the Invoice Line Item: Line Total
NDIS Claim Information Section
If you are claiming the Invoice funds from the NDIS, the NDIS Claim Information section contains a number of helpful fields summarising the claiming behaviour as well as a number of aggregate fields displaying a breakdown of how PRODA has treated the claimed Invoice Line Item records.
Total Fully Paid Items
COUNT of associated Invoice Line Item records where Status = Fully Paid
Total Partially Paid
COUNT of associated Invoice Line Item records where Status = Partially Paid
Total Not Paid Items
COUNT of associated Invoice Line Item records where Status = Not Paid
Claim Behaviour
How the Invoice will be claimed from PRODA. This value is set when the Invoice is entered via the Maica Invoice Entry component.
This value will only be populated when the Invoice field Funding Structure = Plan Managed
For the Invoice Entry component, the default Claim Behaviour value is determined by your organisation's Claim Method (defined under the Claim Management area of Maica Settings) per the below:
Claim Method = API, default to Claim Immediately
Claim Method = BPR File, default to Claim via BPR File
Claim Scheduled At
If Claim Behaviour = Use Claim Settings, Maica will populate the date and time the initial Payment Request record was created and submitted to PRODA.
If you manually update Claim Behaviour = Claim Immediately, the date and time value will be cleared.
This value will only be populated when the Invoice field Funding Structure = Plan Managed
Invoice Recipient
Indicates who will be emailed a copy of the Invoice. For Participants, if a related Connection record exists where Invoice Recipient is set to true, the email will be sent to this Contact.
Claim Behaviour
The Claim Behaviour picklist contains a range of values that have
Invoice Status Overview
Please refer to the article below for an overview of the Invoice Status values and how these are managed.
Invoice Status ManagementInvoice Payment Status Component
Want to know the Claim and Payment Status of the Payment Request records associated with an Invoice?! If so, look no further than the Invoice Payment Status lightning component that is displayed on the Invoice record right above the Invoice Line Item Related List (see below).
This handy component summarises the key payment information from the related Payment Request records (via the Invoice Line Item), displaying a bullet point summary of each Payment Request including the Paid Amount, the Paid Date and the ABA Export that they have been included in.
If the Payment Requests have been associated with more than 1 ABA Export records, multiple bullet points will be displayed.
Scheduling Invoices
From time to time, you may want to process Invoices more regularly and forget about having to manually set this up each month/week. A good use case for this could be Plan Management fees which need to be processed each month. We offer you the ability to schedule Invoices by using the Schedule Invoice button on the Invoice, as shown below.
Once this button has been clicked, the below screen will present a number of options to you, including:
Setting the Start and End Date which can either be set to be a custom date range or the Start and End Date that the associated Plan is using
Setting the Interval which will allow you to schedule the Invoice to be either Daily, Weekly, or Monthly
Setting the Frequency which will determine how often this Invoice is claimed; for example
Every 2 Months.
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