An invoice receipt should be added whenever you get paid by your brokerage provider (i.e. the organisation that gives you work), or the person directly when you perform Private care (i.e. the person receiving care pays you directly). Note that for NDIS the Invoice Receipts are automatically added for you when you do the Claim Batch process as part of running Finance.
There are two main things to get right when entering an invoice receipt.
The remittance date needs to be at least 1 day after the charge date. It is assumed that when you charge someone they will not give you a remittance advice or pay you until at least 1 day after the service. Entering a date earlier than this would be a mistake and means you will not be able to map the invoice.
The service type was set incorrectly in the remittance entry, so when adding the Invoice Receipt you need to set the same service type (Private, Brokerage etc) as the Service Request service type for the visit/service that was paid for in the remittance so that it matches.
Sometimes you may encounter the issue that you enter a remittance advice but you cannot see the invoice in the unmapped invoices list in the Invoice Receipts section.
This usually happens if the service type is different between service request and invoice receipt as per the above things to get right when entering the Invoice Receipt.
How to add an invoice receipt
Navigate to the Finance -> Invoice Receipts and click "Add Invoice Receipt" as per screenshot below. You can also see options to view just Active receipts [Default] or view All (includes invoice receipts that have been removed), as well as the option to search already entered invoice receipts. The status will move from Incomplete to Complete once the remittance amount has been fully mapped out to invoices.
The Invoice Ledger contains all the invoices produced in Finance and defaults to showing the invoices that are outstanding (meaning not paid and receipted yet). Once you map an invoice as receipted then that invoice will come off that list.
Example data to enter for an Invoice Receipt:
Then simply click the Invoice Receipt you just added, the list is ordered by the invoice receipt date you added with the most recent shown first:
Map the invoice in the "Unmapped Invoices" section. This will show the list of invoices that have not already been receipted (mapped), happened before 18 September and is of type Brokerage in the Service Request service type that has the organisation "Big Care Company" as the brokerage organisation. Select the correct invoice (you can search to shorten the list) and simply select the amount received against the correct invoice(s) and click to "Map":
The amount defaults to the invoice full amount but you can enter a different amount if that is what you got paid (and you will not chase the difference).
After mapping the full remittance amount to invoices you can lock the invoice receipt (it can be unlocked later if needed). Now there's only 1 invoice less in the outstanding invoices under the Invoice ledger.
The Invoice Ledger shows all invoices, defaults to outstanding invoices:
Added an Invoice Receipt but cannot see the invoice to map?
If you add an Invoice Receipt from a remittance but you cannot see the invoice you want to map in the "Unmapped Invoices" list then either the remittance date was set too early (needs to be at least 1 day after the charge date), or the service type was incorrect in the remittance entry (brokerage vs Private vs NDIS). It is also possible that the brokerage organisation was set incorrectly.