Initial Checks
Before running any weekly processing ensure:
Follow the steps listed in this article
For NDIS all support coordination chargeable time for the previous week has been recorded in the timesheet section on the support coordination page
For Aged Care Packages all case management chargeable time for the previous week has been recorded in the timesheet section on the case management page
Doing the initial checks is important, it is much easier to fix things now rather than later!
Run stage 1
In the Finance Module click the "Run Stage 1 Processing button"
It will then change to processing Stage 1:
You will need to go out of the finance page and back in to see if it has finished. When finished it will look like this
Once you get to this point tick off the first item in the processing checklist:
Check Package Fee Run – HCP AGED CARE ONLY
The "Package Fee Run" button will open a page that is all about collecting basic and income based fees for service users on Home Care Packages (HCP).
For details on doing Package Fee Run for HCP please view this article.
Mark off the next 2 items in the checklist:
If you do not have Home Care Packages (HCP) to run then you can disable these 2 checklist steps from your Processing checklist. See how in this article
Checks to do before stage 2
Stage 2 is where most of the work is done and is the stage where the schedule for the previous week is turned into payroll and invoice transactions. It is therefore essential that before you run stage 2, you make sure the schedule for the previous week is complete in particular ensure:
All KM claims have been approved – these can been seen in the Finance nag group
All cancelled visits have been recorded with the correct status as to whether the service user is being charged and the support worker is being paid
All over runs as reported in the information log have either been rejected or the visits have been amended to incorporate the additional time.
All overnights that have resulted in additional wake up hours have been amended and the additional wake up hours recorded as this affects the amount charged and paid.
Follow the steps listed in this article
You can use the option at the top of the finance screen to view and amend the schedule for last week
Once you are happy that last week’s schedule is fully up to date then update the checklist to set those steps to "Done" signified by GREEN colour:
Run stage 2
Click the Run Stage 2 button:
As per stage 1, give it a few minutes (it can take a good 5-10 minutes) then come back to the page and you will see:
PLEASE NOTE: You can Reverse Stage 2 Processing to change things if you need but once Finance has been LOCKED then you cannot Reverse Finance. See how Finance can get locked in this article.
Check general numbers
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. That signals an issue, please check that charge band and update, then reverse and run Finance Stage 2 again.
Screenshot showing how to filter the data by service type and Charge Band:
Check Payroll
Click the Payroll Run button to see what has been calculated for payroll
Check that the hours look reasonable both in total and by individual support worker. If you think anything looks wrong then there must be something missing or incorrect in the schedule for last week, So reverse the Stage 2 processing by clicking the orange button on the weekly processing screen
Identify and fix the relevant visits and run stage 2 again.
Check Invoicing
Click the Invoice Run button to see what has been calculated for invoices
There are 5 sections:
Non-Package totals contains the total information for NON AGED CARE PACKAGE revenue for the week i.e. All Private, Brokerage and NDIS but NOT aged care funding
Invoices via email – contains all the invoices that will be sent via email these will include Private invoices where an email address has been supplied, brokerage invoices where an email address has been supplied
Invoices via post – contains all the invoices that will be sent via post these will include Private invoices where an email address has NOT been supplied, brokerage invoices where an email address has NOT been supplied
NDIS Funding Claims – These are all the invoices that will be claimed directly from the NDIS via a bulk upload
Aged Care Funding Claims – These are all the invoices that will be claimed from each service user’s aged care package.
Check that everything looks correct including
Are there any invoices that look way too high / low – there is probably something wrong with the charge band used for the related service requests
Are there any invoices that look like they are in the wrong section – there is probably something wrong with the related service request’s request type
If something is wrong then you need to reverse stage 2, fix up the service requests or visits in the schedule and then re-run stage 2 again
Processing payroll and invoices
PLEASE NOTE: ONLY DO THIS STEP ONCE YOU ARE HAPPY THAT THE PAYROLL AND INVOICE SECTIONS ARE CORRECT. ONCE THIS STAGE IS COMPLETE THERE IS NO GOING BACK AND ANY ERRORS WILL NEED TO BE FIXED VIA ADJUSTMENTS IN FUTURE WEEKS
Firstly you can tick off a couple more checklist items now:
Payroll
In the payroll run page, simply copy the information directly into your payroll system or use the Export to CSV option to export the data so it can be manipulated into your payroll system using its import routine.
Once you have transferred the payroll information into your payroll system then click the "Mark As Processed" Button. It will then disappear indicating that payroll processing is complete and lock Finance:
Invoices
For each section click the relevant action button – Please Note: you need to click all the action buttons even if there are no invoices listed in the section:
Send Emails - Will send a single email to each recipient attaching as many invoices as there are listed for that recipient
Post – Download each invoice and send via post then click the Mark As Sent button
Add To NDIS claim Items – Click this to transfer the invoices to the NDIS claiming module that you will use later
Merge into packages – Click to transfer these invoices into the service users aged care package and have them recorded correctly in statements etc.
Once all action buttons have been processed the page will look like this.
This stage is now complete so mark off the next few items in the checklist:
Record the non package invoice in your accounting system
Since we hold all the details of the invoices in Careflo and track all receipts in Careflo we do not need to do anything else but add a single invoice to your accounting system using the non package totals at the top of the invoice run page
Simply create a customer in you accounting system called “Non Package Totals” (if it does not already exist from a previous week) and against that customer record a new invoice with invoice number 1811 in the above example with a date of 23 March 2018. The invoice should be split into 2 lines; a GST free line and a GST inclusive line as shown above with the total invoice being $3,260.50.
Please note : When we receive payments for invoices we will record those payments in Careflo and match the payments against the individual invoices in Careflo. Careflo will then automatically work out which invoices in the accounting system (1811, 1812, 1813 etc.) the received money relates to so you can record a simple receipt in your accounting system also that agrees to your bank reconciliation.
Now you can tick off the next item in the checklist:
Run Stage 3 Processing - HCP Aged Care Packages only
If you have followed all the steps up to now then the stage 3 button should now be active.
This final step only applies to HCP Aged Care Packages, please follow the instructions in this article.
Finally update the checklist
WEEKLY PROCESSING IS NOW COMPLETE