Invoice Management - Approver

Owned by Spencer
Dec 22, 2021
5 min read

Purpose and Introduction

This document describes the basics of navigating in the STAR Invoices module including reviewing invoices, identifying invoices requiring correction, and approving invoices for payment.

View Fund Sources/Providers

From the Home screen:

  1. Click any of the teal links listed under Program to view the specific providers that are involved with that funding source.

  2. To return to the previous sections, click on the Fiscal Year.

Invoices

Invoice Icon Definitions

Action

Description

Can Provider make Changes?

Action

Description

Can Provider make Changes?

Invoice Generated

Invoice has been created and is waiting for a decision

No

Process Payment

Invoice is approved for payment.

No

Approved

Approved by the Lead Agency

No

Denied

This decision is made only if the invoice cannot be corrected or the issue remedied. For example, the provider submitted services under the wrong fund source.

No

Provider corrections required

Provider needs to make changes to the transaction(s) associated with the invoice

Yes

Corrections Completed

The provider has made the neccessary changes and submitted the invoice back to the Lead Agency.

No

In review

Invoice is being reviewed by the individual who placed it in this state.

No

Placed on administrative hold

 

There is administrative action that needs to be taken in order to approve this invoice. For example, creating a CRF or clarification from the Provider.

No

See Invoices in Corrections Required state:

From the Home screen:

  1. Click Take Action under Provider Corrections Required

  2. The Invoices screen will display Invoices that require Provider interaction/updates.

Manage Invoices:

From the Home screen:

  1. Click Take Action under Pending Approval.

  2. Invoices screen will display listing Invoices for which you are designated to approve.

To Approve Invoices:

  1. Click on the Provider Name under Invoice Details.

  2. The invoices screen will display the associated services.

  3.  

  4. Review the Services.
    Tip: Invoices with 10 Activities/Services or less will default to the Details View. Invoices with more than 10 Activities/Services will default to the Summary View.
    Note: Providers who submit Workbooks must attach the signed signature page of the invoice in PDF format and the full workbook in Excel format.

  5. Click the Take Action drop-down and click the appropriate action.

Action Taken

Definition

Generated by process

Created in the system but no decisions have yet been made.

In Review

Lets the provider know the invoice is being reviewed.

Approved

Lets the provider know the invoice is Approved. (Moves the invoice to the Pending Payment Tab)

Denied *

Lets the provider know the invoice is Denied. (Moves the invoice to the Invoice History Tab)

Administrative Hold *

Lets the provider know the invoice is on hold.

Provider Corrections Required *

Lets the provider know the invoice requires corrections. (This decision is the only decision that requires action on the part of the Provider)

Paid

Lets the provider know the invoice is Paid. (Moves the invoice to the Invoice History Tab)

* Indicates that Reason and Comments are also required.

To add a Reason and Comments for the Provider

  1. Click the Reason drop-down and click the appropriate reason.

  2. Click Comments and enter any comments.

    1. For Denied, Administrative Hold, and Provider Corrections Required, an initial comment is required and is automatically shared with the provider.

 

Tip: Service Dates on an Invoice cannot be changed to a previous month. The invoice cannot be sent for Provider Corrections. It should be Denied and the Provider asked to submit a new correct invoice.

Tip: Denied Invoices are terminated and no further actions can be taken. Administrative Hold should be used if needed. (For example: to create a CRF to add additional funds to the provider’s allocation)

 

To Flag Services for Provider Correction:

  1. Click the Service, a checkmark will appear. (repeat as needed) Only those Services which are flagged will be editable by a provider when they are making corrections.

To View Invoice History:

From the Home screen:

  1. Click View under Invoice History.

  2. The invoices screen will display, defaulted to the current fiscal year listing processed invoices.

  3. Enter filter criteria.

  4. Click search.

  5. Invoices meeting the entered criteria are displayed.

To Upload Documents to an Invoice:

From the Home screen:

  1. Click Take Action under Pending Approval.

  2. Invoices screen will display listing Invoices for which you are designated to approve.

  3. Click on the Provider Name under Invoice Details for an Invoice.

  4. The invoices screen will display the associated services.

  5. Click Browse under Approver Files and locate the file to upload.

Reports

To Run Reports:

From the Home screen:

  1. Click Run Report drop-down and click report.

  2. Click Date From calendar and click date.

  3. Click Date To calendar and click date.

  4. Click any other search criteria fields and click entry.

  5. Click Run Report.

  6. Report details are displayed.

  7. Use the arrows to navigate to additional pages of the report.

  8. Use the Save and Print icons to print/save the report in excel, word, or pdf.

 Tip: To change the search criteria re-click the dates and re-click run report.

Questions

For any questions, email support@fallingcolors.com