Goal : To ensure that all fields picked up by the system corresponds to the Invoice and discrepancies are omitted and corrected before submitting for claim.
Here we will see the step by step process on how to QA an Invoice in Caresquare web app.
Step by Step Procedure
(Below includes various Links to systems/software and screen recording for proper illustration. Links are in blue text, after clicking you will be directed to the website)
Log in to Caresquare and go to Invoices Page.
Under QA tab you you will see the list of Invoices in queue for QA/checking. This are the Invoices that we will work on. Double click the Invoice to open.
Let’s do the first one as an example.
You will see the Invoice at the Left side and the data fields on the Right. All of the data fields should be correct and corresponds to the Invoice.
Lines/Data fields to check :
Upper Section :
(a) Invoice date - Date of the Invoice
(b) Invoice number - As per stated on the Invoice
💡 Note : Ensure that the details are correct as per Invoice, there are times where the system might read INVOICE001 as 1N0ICEOOI, be careful with those letters or numbers.
(c) Provider - The one who performed/rendered the service.
💡 Note : If blank, use the ABN of the provider indicated on the Invoice instead of the Provider Name/Business Name. Since ABN is a unique 11 digit number that identifies a business to the other and avoid selecting a wrong provider as there are cases that some business names might be similar to the other, so it is safe to use their ABN.
(d) Participant - The person who received the service performed by the Provider.
💡 Note : If blank, use the NDIS number of the participant indicated on the Invoice instead of the Participant’s name as much as possible or if NDIS number is indicated. Like ABN, NDIS number is unique per participant. If none, make sure that the name you will input is the correct participant name
(e) Tax - as per stated on the Invoice
(f) Subtotal - as per stated on the Invoice
(g) Total - As per stated on the Invoice, amount payable.
If for Reimbursement to the participant, check the box below
Lower Section :
(h) Description - Description of the service
(i) Service Item Number - as per stated on the Invoice
(j) Cancelled - check the box if the line is cancelled
(k) Claim Type
(l) Date From & Date To - Service period as per stated on the Invoice
(m) Qnty - Quantity as per stated on the Invoice
(n) Price
💡 Note : You may hover your cursor over the Service Item Number field to see the Maximum Allowed price for that service item number
(o) GST Code - please be careful and select the correct GST code
💡 Note : Ensure that you select and apply the correct GST Code as this will affect the total amount calculation.
(p) Total - Total amount per line
💡 Note : Ensure that the Total amount per line tallies with the amount per Line.
(q) Sum - Total amount of ALL Line items
💡 Note : Ensure that the sum tallies with the Invoice total.
You also have the option to :
Add row - use this to insert missing lines
Duplicate - duplicate a line
Delete - To delete specific lines, select the desired line or multiple lines, then click "Delete".
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