Invoice Management - Payor
- Spencer
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 and Manage Fund Sources/Providers
From the Home screen:
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
Action | Description | Can Provider make Changes? |
|---|---|---|
Invoice Generated | The invoice has been created and is waiting for a decision | No |
Process Payment | The 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 cannot be 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 necessary changes and submitted the invoice back to the Lead Agency. | No |
In review | The invoice is being reviewed by the individual who placed it in this state. | No |
Placed on administrative hold
| There is an administrative action that needs to be taken to approve this invoice. For example, creating a CRF or clarification from the Provider. | No |
Invoice Approval:
From the Home screen:
Click View under the Pending Approval icon
The invoices screen will display Invoices for which you are designated to approve the payment. The status will default to ‘Pending Approval’.
Tip: Invoices in the Awaiting Action, In Review, and Administrative Hold tabs are all subject to an approval decision.
3. Click the Invoice Details link for any invoice you wish to make an approval decision on.
The following table represents the available decisions when an invoice is in the ‘Pending Approval’ state:
Action Taken | Definition |
|---|---|
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) |
Approved by the Lead Agency | Lets the provider know the invoice is Approved. (Moves the invoice to the Pending Payment Tab) |
Placed on Administrative Hold* | Lets the provider know the invoice is on hold. |
In Review | Lets the provider know the invoice is being reviewed. |
Denied by the lead agency* | Lets the provider know the invoice is Denied. |
* Indicates that Reason and Comments are also required.
Invoice Payment:
From the Home screen:
Click View under the Pending Payment icon
The invoices screen will display Invoices for which you are designated to approve the payment. The status will default to ‘Pending Payment’.
Tip: Invoices in the Awaiting Action, In Review, and Administrative Hold tabs are all subject to a payment decision.
3. Click the Invoice Details link for any invoice you wish to make a payment decision on.
The following table represents the available decisions when an invoice is in the ‘Pending Payment’ state:
Action Taken | Definition |
|---|---|
Payment Authorized by the Payor** | Lets the provider know the invoice requires corrections. (This decision is the only decision that requires action on the part of the Provider) |
Denied by the Payor* | Lets the provider know the invoice is Denied. (Moves the invoice to the Invoice History Tab) |
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) |
In Review | Lets the provider know the invoice is being reviewed. |
Placed on Administrative Hold* | Lets the provider know the invoice is on hold. |
First Level Payment Approval Completed | This lets the Financial Admin know that the invoice is ready for a final review before being paid Note: Only invoices billed against the Falling Colors Payor Agency should be marked with this payment decision. |
** Indicates that Check Number and Payment Date are also required
* Indicates that Reason and Comments are also required.
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.
To add a Reason and Comments for the Provider:
Click Reason drop-down and click an appropriate reason.
Click Comments and enter any comments.
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. (example-to create a CRF to add additional funds to the provider’s allocation)
To Flag Activities for Provider Correction:
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:
Click View under Invoice History.
The invoices screen will display, defaulted to the current fiscal year listing processed invoices.
3. Enter filter critieria.
4. Click Search.
5. Invoices meeting the entered criteria are displayed.
Financial Admin
When a Primary/Billing location is created in BHSDSTAR with valid bank account information, that account will need to be verified. Similarly, if an existing Primary/Billing location’s Name, Routing Number, Account Number of Account Type is changed, verification of those changes will be required.
A nightly job will identify all locations needing verification and transfer two micro-deposits into the respective account. Only after the accounts have been verified can invoices (billed against the Falling Colors Payor Agency) be paid.
To View Accounts Pending Verification
From the FCT Admin screen, click Utilities.
Click Admin Reports.
Select EFT Checkup from the drop-down list.
The first list shows the Primary/Billing Locations that are in a pending verification state and the payment amounts that were deposited.
The second list shows Primary/Billing Locations that are pending and have invoices (billed against the Falling Colors Payor Agency) waiting to be paid. Again, these invoices cannot be paid until verification is complete.
To Verify Primary/Billing Location Accounts
From the FCT Admin screen, click on the Program Setup drop-down list and select Providers.
Search for a location that appeared in the pending verification list. Click on the location.
Click ‘Account Verified’.
Tip: A financial representative(s) from the Primary/Billing Location will need to contact a Financial Admin to verify the deposits. This representative(s) will need to read aloud the amount displayed in the Account Verification Status field.
Tip: Once the account has been verified, the Location will no longer appear in the EFT Checkup report. Any invoices that were processed while the account was still awaiting verification will be paid on the next payment cycle.
Invoice Management for Financial Admin
If the payment decision for an invoice was set to ‘First level payment approval completed’, then the invoice will move to the In Process tab. From here, only Financial Admin can take action on the invoice.
The invoice Count will show the total number of invoices In Process.
Total Amount will show the total amount of invoices In Process.
Submit for Payment Amount will show the total of selected invoices.
Tip: Only Financial Admin will be able to see the In Process tab. This tab can be viewed from the Invoice screen with Status = ‘Pending Payment’.
4. On this tab, invoices can be processed in bulk by selecting the boxes in the Financial Total column. For each invoice selected, the “Submit for Payment Amount” will increase. When the desired invoices are selected for bulk payment, click the Submit for Payment button.
Tip: Only invoices billed against the Falling Colors Payor Agency can be selected for bulk payment. The box that appears in the Financial Total column will not appear for non-Falling Colors invoices.
Tip: The In Process tab allows for bulk payment, however, Financial Admin still can click the Invoice Details link and make all other payment decisions (approved, denied, provider corrections required, etc) individually.
5. On the Invoice screen, click ‘Invoice History’ from the Status drop-down list.
6. Click the Processed tab to see all invoices that Financial Admin has bulk-selected and authorized payment.
Tip: Only Financial Admin will be able to see the Processed tab. This tab can be viewed from the Invoice screen with Status = ‘Invoice History’. Invoices that appear on the Processed tab are treated like those in the Paid or Denied tabs, that is, no further action can be taken on these invoices.
7. Click the Paid tab to see all paid invoices.
Tip: The Paid tab will show all paid invoices, regardless of Payor Agency. If Financial Admin has selected an invoice(s) and clicked ‘Submit for Payment’, it will be moved to the Processed tab before moving to the Paid tab. If the Primary/Billing Location account has not been verified, then the invoice will remain in the Processed tab until verification occurs. Processed invoices for sites with verified accounts will move to the Paid tab on the next payment cycle
Reports
To Run Reports:
From the Home screen:
Click Run Report drop-down and click report.
Click Date From calendar and click date.
. Click Date To calendar and click date.
Click any other search criteria fields and click entry.
. Click Run Report.
Report details are displayed.
Click the arrow to navigate to additional pages of the report.
Click the save icon 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