It is important to check your data before running Finance processing for the week, because once Finance is locked down (Finance Locks by approving Payroll or sending Invoices) then you will need to adjust manually or adjust for next week's Finance run.
Ways to check and verify that the information into Finance will be correct:
Using the Schedule->Planner view to view all the issues with current support request setup. Remember to click "Show all visits" to see everything, or select to search for a participant. You can see statuses change and look for warnings (Started/Completed/Assign/KM’s/Cancelled).
In Planner view, double check that there are no warnings saying that Service Requests have not been setup correctly as this will cause the visits to charge the wrong rate. See more details about that in this article: https://intercom.help/careflo/en/articles/3133165-common-planner-schedule-issues-and-how-to-solve-them
Using NAGs to highlight setup issues. These will stay open until resolved so best to work your way through them. Finance NAGs will appear when someone has logged a Visit Kilometre (KM) claim that has not been looked at.
Similar to NAGs, open the Information module to look for any Visit overruns reported, sleepover wake-up hours, KM claims or anything else that may require adjusting before locking down Finance for the week.
After running the Weekly Finance - but not locking it down - Using the Finance Weekly Summary view to slice and dice the data to see if any charge bands or pay bands look incorrect. For example filter by Brokerage and Charge Band to see that the "Default Brokerage" charge band is charge at $9,999 per hour.
For NDIS participants it is important to add their funding details which is setup under "NDIS Funding" and "NDIS Requests".
When setting up a Service Request, where the invoice goes is determined by the Service visit charge type which is one of the following:
NDIS Funded. The invoice will be generated and stored in the system as a claim item. These are later batched up and claimed by you from NDIS as a bulk file upload.
Private. This setting will generate the invoice and email it to the participant or participant stakeholder. You can select this as a dropdown when selecting Private, by default it will go to the participant by email. Please ensure you have added the email address.
Brokerage. Selecting brokerage type will prompt Careflo to ask you which brokerage organisation (i.e. plan manager) to use. Please ensure that the organisation has an invoice email (different from their contact email) set in the Organisation->Primary invoice email field.
There are buttons in Finance that will lock down that Finance week and you won't be able to undo it once that happens. Here is an article that explains what locks Finance down: https://intercom.help/careflo/en/articles/3805433-what-are-the-things-in-careflo-that-locks-finance