This article will go through the process of what to do when a locally funded invoice is submitted in your Brittco software.
An Invoice has been submitted
When an invoice is submitted you can go into the Local Funding module and click on the Actions button in the top right hand corner and select View Invoices:
This page will show you all of the invoices that are in the system with when they were created, who created them, the service dates the invoice was billed for, the amount, the number of claims, and the status of the invoice:
There are 4 statuses of an invoice:
In Progress: The invoice is still being populated with billing data
Submitted: The invoice has been finalized and submitted to the County Board for payment
Approved: The invoice has been verified by staff and ready for payment
Paid: The invoice has been processed and payment sent to provider
Approving/Rejecting an Invoice
When an invoice is submitted to the county board you can click on View next to the invoice and it will take you to the details of that invoice. From here you have the ability to download supporting documentation that was attached to the invoice. You also have the ability to reject an entire invoice which will send it back to the author of the invoice.
You also have the ability to reject single line items of an invoice if they are not correct but you still want to pay the line items that are valid. This is done by clicking on Actions next to the line item in question:
You can add a message to a rejected line item to clarify why it is being rejected. This will be displayed to the author of the invoice. You can set up common phrases in your User Settings to add commonly used reasons to the message. If you reject individual line items of the invoice, corrections that are made and submitted again will be submitted as a new invoice.
Once the invoice has been validated you can approve the invoice in a couple of ways. First you can click on Actions next to each line item and select Approve:
Or you can click on the down arrow next to Apply Filters and select Approve All:
Depending on your workflow or process you can decide which method works best.
Printing an Invoice
Also under the down arrow next to Apply Filters is the option to Print the Invoice. When selecting this option a new tab will open with a printable view of the invoice that can be downloaded/printed(by clicking the blue print button) and sent to your county auditor for payment:
Marking an Invoice as Paid
Once the auditor has processed the payments and the checks have been cut, you can change the status of the invoice from Approved to Paid:
Notifications
Depending your processes and personnel there may be different staff responsible for different parts of the process. To help communication there are notifications users can sign up for in their User Settings:
Users can sign up for notifications that apply to their part of the process so they know when they have work to do.