Generating a Client CHSP/HACC Invoice

The following article details the steps to generate client invoice/s for CHSP or HACC services.

Client CHSP/HACC Invoice Page

How to go to the 'Client CHSP/HACC Invoice' page:

1. Click on the 'Reports & Forms' option on the left side bar.
2. Under the 'Clients' tab, click on 'Client CHSP/HACC Invoice'.

Client CHSP/HACC Invoice Criteria Page

Criteria available for the Client CHSP/HACC Invoice are as follow:

1. 'Funding Type' criteria selection (mandatory):
   • Select the funding type (CHSP/HACC) for the invoice.
     
      
2. 'Group/s' filter field (optional):

   • If groups and their client members have been set up in Nightingale, you will be able to select one or more particular groups to auto-filter for selection the 'Client/s' field (#3) below it.

     Clients Group

     Clients Group needs to be set up by your team leader via Organisation Settings in Nightingale.

3. 'Client/s' criteria selection:
   • There 2 options where one or the other is mandatory:
     1. Either manually select particular client/s to generate the invoice for, or use the 'Group/s' filter field (#2) above it to help with narrowing down the client/s selection based on the group/s they belong in.

     2. Select the 'All Clients' checkbox to generate invoices for all of the clients that have invoiceable services (i.e. Client Attendance) for the selected CHSP/HACC funding in Nightingale.

        Resource Intensive

        Depending on the number of clients' records, selecting 'All Clients' may use extra system resource and may take a bit of time to generate.

4. 'Date Range' criteria selection (mandatory):
   • Select the date range for the invoice by selecting the start date and the end date. The generated invoice should then include all approved invoiceable services (i.e. approved attendance) within the selected date range. Typical selection is start of the month to the end of the month.
     
      
5. 'Incl. Services/Payments/Adjustments from Date' criteria selection (optional):

   • To include services/payments/adjustments prior to the 'Start Date' range that were previously not invoiced, select the starting date to include from. 

     Missed Services/Payments/Adjustments

     e.g. If November invoice has been finalised (see below explanation at #9), and you are generating December invoice with the date range (#4) selection is 01/12/2018 to 31/12/2018, then selected 01/11/2018 as the start date to include from, the generated invoice should then include any service/payment/adjustment records that are logged in November but were missed at the time the November invoice was finalised and issued.

6. 'Notes' field (optional):
   To add an extra notes in all the generated invoices, enter it in the 'Notes' field.
   In the sample CHSP invoice sample below, the notes entered shown (B) is the following (without the double quotes): 
   "You have an additional 30 days to pay this invoice."
   
   if you use the square brackets ( [ ] ) to enclose a part of the notes, the generated invoice will replace the enclosed part with a different notice for direct debit clients.
   In the sample CHSP invoice sample below, if the notes entered shown (B) is the following (without the double quotes): 
   "[You have an additional 30 days to pay this invoice.]"
   and the client has been set up as a direct debit client, the notes displayed (B) would be whatever direct debit notes have been set up, e.g. (without the double quotes):
   "Do not pay this invoice. It is for your information only. Payment will be taken out via Direct Debit."

   Direct Debit Notes

   To set the default notes for direct debit clients that will be shown in all of the generated CHSP/HACCinvoices, such as in the example above, see wiki entry: Invoicing.

   If you want to only show the Direct Debit Notes then enter the square brackets with a space character in between it in the 'Notes' field, like so: [ ]

7. 'Invoice Page Options' selection (optional):
   The 'Invoice Page Options' determine the calculation setting of the invoice or how parts of the invoice are displayed/arranged.
   • 'Include Pay Slip': 
     Selecting this option will display the pay slip area at the bottom of the invoice's first page (C in the sample CHSP invoice below). 
     Ignore this option to not display the pay slip.
     
      

   • 'Merge Support Items':
     Selecting this option will collate the same service items together, irrespective of the date of services.
     i.e. instead of: 

     it will show:

   • 'Use Service Cost for HACC Charges':
     Selecting this option will use the Custom Rate in the Client Funding of each individual client's support funding (i.e. Client's Dashboard > Funding > Support Funding), or the default HACC Funding Item's Price (i.e. Organisation Settings > Funding > HACC Funding Items) if no Custom Rate is set for the client.
     If this option is ignored, the Client Fee rate in either of the above is used by default.
     
      
   • 'Only for Amount Due > 0':
     Selecting this option will not print out invoices with $0 or negative amount dues (As in the sample CHSP invoice below). 
     This option is not applicable when the 'Export to CSV' (#8) option is selected.
     
      
   • 'Always create invoice if balance is greater than $0':
     Selecting this will cause the report to show invoices with closing balances greater than $0, even if that report has no new charges, adjustments or payments.
     
      
   • 'Only Show if Closing Balance < $0':
     Selecting this will hide invoices with non-negative closing balances.
     
      
   • 'Only Show Invoices With Services':
     Selecting this will hide invoices without recorded services.
     
      
   • '2-Sided Print Format':
     Selecting this option is handy if multiple clients are selected and you need to print back-to-back as it will add an extra blank page for invoices that have odd pages to allow proper 2-sided printing.
     
      
8. 'Invoice Options' selection (optional):
   • 'Export to CSV':
     Selecting this option will output the raw data of the invoice in CSV format instead of the PDF format invoice.
     
      
9. 'Preview' / 'Final' buttons:
   • Either of the buttons will generate the invoice but with the following difference:
     1. 'Preview':
        Generate the invoice as per normal. This should be used when still at the checking stage of the resulting invoice.
     2. 'Final':
        As above, and also set the invoice as 'finalised' by locking and linking all its corresponding records (i.e. balances/services/payments/adjustments). You will not be able to make changes to these corresponding records once locked.
        This should be used when you are ready to issue the invoice as it will create a 'snapshot' of the state of the records when the invoice was finalised.

Final Invoice

Once an invoice is set to final by using the 'Final' button, all corresponding balance, service (i.e. attendance), payment, and adjustment records are locked so no changes are allowed. Any additional records created within the invoice's date range will no longer be included either. The aim is to preserve the invoice's snapshot when it is the final version.