Bulk Bill Extra Fields

Step 1 - Field Selection

• Billing Company : Users can select whether to use the company set at client level or use the practice company (this can differ where multiple companies have been created).
  • Client Company: Uses the company set from Client > Responsibility Tab. This option is set as default.
  • Billing Company A:  Where a practice is multi-company, users can select to send Bills from a specific company.
  • Billing Company B: Where a practice is multi-company, users can select to send Bills from a specific company.

 Where there is only one company set within CCH Practice Management The only difference between selecting Client Company and Billing Company is how the Billing Template is determined.

•  Billing Office: A validation is made when accessing the Bulk Bill Extra Fields menu option where it checks the Practices’ billing styles split By Company or By Company and Office (found within File > Maintenance > Miscellaneous > Miscellaneous) and returns the following depending on what is set:
  • By Company: Billing Office is not available for selection
  • By Company and Office: Allows the billing office selection when a specific company is selected from the Billing Company drop down.

The Billing office is disabled if Client Company is selected from the Billing Company, as the system automatically uses the office set from the Client > Responsibility tab.

•  Billing Template: The selections made from the Billing Company and Billing Office dropdowns above determines the list of Client Bill templates displayed.

The Billing Template is disabled if Client Company is selected from the Billing Company, as the system automatically uses the default ‘Client Bill’ template set from File > Maintenance > Documents > Document Styles Company and Office tab.

• Assignment Template: Lists all open assignments templates from File > Maintenance > Assignment > Assignment Templates. If the assignment is not present on a client, the Name/Assignment column in Step 2 is blank and appears in the validation window (Step 3).
• Jobs: Select, enter the name or leave as none.
• Fee Note Paragraph: Select a billing paragraph from the list of available paragraphs for the selected assignment template. Where no paragraphs are available within the drop down, cancel the bulk billing extra field process and navigate to File > Maintenance > Assignment > Assignment Templates. Select the assignment template, click the Billing tab and move the relevant billing paragraphs from Available to Selected. Re-access bulk billing extra field and continue. (More information on this can be found in the Billing tab of Assignment templates.)
• Extra Field: Select the relevant extra field to be used to create the Fee Amount. If the value is not present on a client, the Fee Amount column on Step 2 is blank and appears in the validation window (Step 3). (More information on this can be found in Creating Extra Fields.)

Only Extra Fields are shown where they are set as Field AND the Data Type is Number

• Miscellaneous Charge: Select the relevant miscellaneous charge to use.
• Date of Invoice: Enter an invoice date to be applied against all bills being created.

The date can be back or forward dated but MUST fall within an open Time Processing Period.

•  Address Type: Select an address type to be applied. If the Address Type is not present on the client, then the Primary address is used. If the address is not present on the client, the address is blank on Step 2 and appears in the validation window (Step 3).
• Billing Explanation: Free text box, this is limited to 255 characters. This is the same billing explanation box from within the Billing Wizard.

Step 2 - Records List

• By default, all records are selected. De-select any records that are not to be created.
• Where an Assignment, Fee Amount or Address cannot be determined the cell is left blank and is returned in the validation window (Step 3).
• The list of clients can be either printed or exported to excel within this window.

Step 3 - Validation

When a validation cannot be made, the reason is returned on Step 3:

• Assignment not present on client: The assignment template selected on Step 1 is not associated to any assignment on the client.
• Selected/Primary address type not present: Neither the address type (selected on Step 1) or the primary address is present on the client.
• No nominal set for assignment: Either the assignment is not present, or the nominal is not set against the company selected from Step 1 (Client > Assignment > Nominal Tab).
• Fee amount cannot be rendered: There is no value in the client’s extra field for the selected extra field from Step 1.
• The list of validations can be either printed or exported to excel within this window.

Bill creations is skipped for all clients listed on the Step 3 Bulk Bills Validation wizard window.

 Click Finish to generate the bills and the following dialog appears:

The bills are automatically created and posted.

The Misc Charge is either set to the employee creating the bill or to the unspec employee depending on what the practice has set for the existing configuration key:

• UnspecBillingEmployee

If the Key Value = 0, then the Misc Charge is set to the employee creating the bill.
If the Key Value = 1, then the Misc Charge is set to the –unspec- employee.