AR Invoice

Understanding AR Invoice Structure

AR Invoices consist of two levels:

Level 1: Invoice Header

The Invoice Header contains information that applies to the entire invoice, including:

Invoice Number
Invoice Type
Date Issued
Due Date
Recipient Information
Payment Status (unpaid, partially paid and paid)
Invoice Total
10 configurable User Fields, etc

Header User Fields

Each invoice header contains 10 configurable User Fields.

These fields can be mapped to data from any available user field across supported modules, allowing organizations to store important invoice-level information such as: Cost Centre, Region, Program, Internal Reference Numbers or Customer-specific data requirements,etc.

Level 2: Invoice Lines

Within each invoice are one or more invoice lines.

Navigation: Go to AR Invoices. We can view the detailed invoice lines by clciking on the "Detail" icon in actions column.

Each invoice line contains service or transaction-level information and includes 10 configurable Dimensions.

Dimensions are typically used when information needs to be stored at the individual line level rather than the invoice header level.

Configuring AR Invoice User fields and Dimensions

Every module within quickclaim maintains its own set of User Fields.

Examples include:

Support at Home Modules

Care Recipient
Transactions
Ready to Invoice

NDIS Modules

Participant
Service Delivery
Roster of Care
Ready to Claim
Ready to Invoice

For AR Invoices, the 10 invoice header user fields can be mapped to any available user field from supported modules. Similarly, invoice lines contain 10 configurable dimensions which can be mapped from any available user field or dimension across the source modules.

This allows organizations to tailor invoice data to their reporting, finance, and integration requirements.

Ready to Invoice (RTI) Invoice Splitting

When invoices are generated from the Ready to Invoice page, quickclaim applies invoice grouping rules.

Default Grouping Behaviour

When the Invoice All function is used for a care recipient:

Transactions are grouped by Care Recipient.
Transactions are grouped by Payment Type.

This typically results in separate invoices for:

Government-funded amounts (Department and Compensation)
Contributions
Gap payments

All invoice lines belonging to the same care recipient and payment type are grouped into the same invoice.

Aggregation Rules

Aggregation determines how invoice lines are combined within an invoice.

By default:

No aggregation is applied.
Every transaction becomes an individual invoice line.

Custom Aggregation

Organizations have an option to reduce the number of invoice lines by grouping transactions based on any user field or data.

Invoicing Rules

An Invoicing Rule determines how invoices are created.

This may include:

User Field Mapping

Defines how source data populates invoice header fields and dimensions.

Grouping Rules

Defines how transactions are grouped into invoices.

Examples:

By Care Recipient
By Funding Type
By Program
By Cost Centre

Invoice PDF Configuration

Users can download invoice PDFs directly from the Invoice Details page.

The invoice PDF can be customized to include organization-specific branding, logo and information which needs to be added via the Legal Entity page within quickclaim.

Common configurable elements include:

Company Logo
Business Name
Address
Contact Details
Invoice Header Information
Payment Instructions
Banking Details

Payment Information: Payment instructions and banking details can also be displayed on invoice PDFs.