Important concepts to understand first
Before I explain the sections of Finance and what they do, it is important to get a few terms clarified:
Finance Week. Careflo runs Finance every week so that you send invoices and do payroll weekly. The Finance Week refers to a particular week named as a number such as 2011 made up of [yyww] meaning the year 2020 and week number 11 of that year. The start and end of a week is defined upfront when we create Careflo for you and cannot be changed, for example Monday to Sunday or Saturday to Friday. For Monday to Sunday it means a Finance week will start Monday and end Sunday each week.
Running Finance/Run Finance. This means Careflo will take all your visits, km claims, charge fees, support coordination timesheet entries, and other adjustments and produce invoices for you to review and send. There is a separate article for the steps involved for this. Finance must be run each week for the previous week, i.e. must run week 2011 when you are currently in week 2012.
Prepare Finance. That means checking that the Finance week you are running is ready by going through the steps described in this article: https://intercom.help/careflo/en/articles/3127826-finance-checks-and-preparation-what-to-do-before-running-finance
Locking Finance. When Finance is locked, typically by clicking to Send Invoices, then no further changes can be made to that Finance week. If changes are required then you need to do them as adjustments in the next Finance Run. This article tells you what the common reasons for locking Finance: https://intercom.help/careflo/en/articles/3805433-what-are-the-things-in-careflo-that-locks-finance
Note that your screen size must have at least 1,200 pixels width which means it cannot be viewed on mobile device, there is too much information to display.
Overview of the areas in Finance
The general areas of functionality in the Finance module are described below. Running Finance and viewing the Finance Weeks are described separately below this section.
Functionality areas are:
Core area - Visit ledger, Invoice ledger and Invoice Receipts
Adjustments area - Payroll adjustments, charge deductions, charge expenses, charge fees
Aged Care Package area - This only applies if you are running HCP packages
NDIS Funded area - This only applies if you claim from NDIA PRODA portal
Weekly processing/Finance Run/Running Finance
This is where you can see which Finance Week you are processing and the buttons to do so. There is also a handy Processing checklist to fill in each time you run Finance. You can change the Processing checklist by following the instructions here.
The steps to run Finance are described here.
Screenshot showing the Finance Processing buttons & Processing checklist section:
