Invoicing Module - Setup and use

Placing & Receiving Agency Related Guide (PARG RARG)

Summary:
Some educational programs may pay compensation to receiving sites, for each placement or based on shifts or hours.

This guide explains:

Placing Agencies - how to setup invoicing rates-
Placing and Receiving Agencies – how to run invoicing reports and how to track invoicing status

Background
HSPnet offers a set of tools to support processes for invoicing and payment of compensation to receiving sites for placements. Compensation can be paid according to rates for:

Each placement (e.g. a preceptorship) regardless of ~~hours~~

hours-

The number of shifts or hours in a placement.

The key steps of the invoicing process are:

Setup invoicing information for your program or ~~site~~

site-

Run reports to validate placements and rates for a financial ~~period~~

period-

Track and update the status of invoices in your Inbox/Outbox

NOTE: The Invoicing Module is normally used on a province-wide basis (e.g. all programs in a discipline like Nursing) and must be enabled by Help Desk upon approval of the provincial Lead Agency.

Setup a Contact Person for your Program (Placing Agencies)

Setup/Lookup → Programs – In the Program Maintenance screen, click or to open the Program Profile, and view the "Invoicing" tab.
Select a staff member from the dropdown to act as contact person for invoicing. This dropdown includes your agency contacts (HSPnet users and non-users) in the role of Placing Coordinator or Staff Administrator.

Setup a Contact Person for your Site (Receiving Agencies)

Setup/Lookup → Sites – Click Edit and select a staff member to act as contact person for invoicing. This dropdown includes your agency contacts (HSPnet users and non-users) in the role of Receiving Coordinator or Staff Administrator.

Setup User Accounts

Any user with a role of PC or RC is able to view invoicing features, including generation of reports and monitoring status of invoicing. To add the ability to change invoicing status, for example to track when invoices are validated or paid:

Setup/Lookup / Staff Maintenance – Click Edit and mark the checkbox to allow edit of invoicing status
If the user will be involved only with tracking when invoices are paid or when payment is received, change the dropdown to select a single allowed status change:

PC users can be limited to changing status to "Paid" only
RC users can be limited to changing status to "Payment Received" only

IMPORTANT – all user accounts should be set at a level that is appropriate for their role in coordinating placements. For example a Finance representative whose role is limited to tracking payment status, should be setup as "View Only" so they cannot edit placement requests. Here are sample scenarios and the recommended setup:

Edit Invoicing Status?	Local Administrator	Regular	View Only
Yes	A small school or receiving site where the PC or RC manages placements and invoicing	An RC or course coordinator who coordinates placements and invoicing, but cannot change setup tables	A Finance representative who can change invoicing status (all statuses or only one status) but cannot change placement requests
No	An advanced user who maintains setup tables (e.g. course profiles) but is not involved in invoicing	An RC or course coordinator who coordinates placements but is not involved in invoicing	A manager who needs to monitor or run reports but is not involved in placement coordination or invoicing

Setup Invoicing Rates for your Program (Placing Agencies) Setup/Lookup → Programs – In the Program Maintenance screen, click or to open the Program Profile, and view the "Invoicing" tab. Click Add to enter a new placement type and rate, or click Edit to revise an existing entry. Select a placement type and enter the effective date for the rate.
IMPORTANT: When a new rate is set, do not edit an existing entry or this will overwrite all placement requests that were invoiced at the old rate. 4. Enter the rate – e.g. "500.00" or "19.25" without a dollar symbol 5. Enter a factor – such as "1" if the amount is charged for each Placement or Shift, or "100" if the rate is charged for every 100 hours. 6. Select a unit of invoicing: per shift, placement, or hour. 7. Click Save to continue, and review your entry in the table. In this example, there are two rates for Preceptorship placements, with different effective dates (e.g. start of the fiscal year).
Run Reports for a Financial Period (Placing and Receiving Agencies) Reporting → Report Menu – View the "Placements & Schedules" tab and select the Invoicing report.
Complete all entries and selections to generate the data you need: Placing Agencies – select a Department and Program, and an option for "PA Term" as setup for your program (e.g. Win13) or specify a date range. Specify a single Receiving Agency or specify ALL. Receiving Agencies – Select one or all Placing Agencies, Departments, and Programs, and specify a date range.
Select one or more Sites if needed. Include one or more placement types for the report – e.g. Group and/or Preceptorship placements. Complete the remaining entries to specify what should be included in the report: PR Status– Invoicing reports would normally include only Confirmed placements (after students are assigned), however you can select other options to generate data earlier in the placement cycle. Invoice Status – clear some checkboxes to focus, for example, on Paid placements only Quick Entry Screen - mark this checkbox if you want to include QES entries. Groups – mark the last checkbox if you want a separate line for each student in a Group; clear the checkbox if you want a single row per Group and include mandatory split destinations.
Click to generate the data. The report will be displayed as a link on the screen. NOTE: Your report settings are saved each time you run the Invoicing report. This feature is especially helpful if you notice errors (e.g. number of hours in a placement) because you can correct the error in the appropriate screen, return to the Report Menu, and generate the report again to ensure the corrections are complete.
Track and Update Invoicing Status (Placing and Receiving Agencies) Inbox / Outbox – Change the PR Filter to "Invoicing Status". There are several screen changes when in this mode: New check boxes are available for invoicing status;
An icon for invoicing status appears next to each placement request: $ - Invoice sent $ - Invoice validated $ - Invoice paid $ - Payment received No icon – invoicing not started
To change invoicing status: Mark the checkbox for one or more PRs Select an invoicing option from the Action dropdown and click .
Things to Remember Your Welcome screen provides a quick summary of invoicing status for all PRs in the selected time period. In this example, the alert shows that the invoicing process hasn't yet started for this time period. Invoicing features of the Inbox/Outbox (including "$" icons and status checkboxes) are visible only when in invoicing mode. The Action dropdown changes when in invoicing mode, so you must switch out of invoicing mode to perform regular activities such as confirming or cancelling a PR. We recommend filtering your Outbox to a single Receiving Agency, or filtering your Inbox to a single Placing Agency, when using the mode for Invoicing Status. To ensure accurate invoices, remember to adjust placement hours or cancel unused placements before generating reports.