Electronic Billing - Accounts Receivable

Electronic Billing - Accounts Receivable

What is Accounts Receivable?

Administrators, Billing

Accounts Receivable is one way to manage billing/invoices. Each consumer has accounts receivables which keeps a record of charges and payments.
Terminology can be modified within SETWorks to better fit the needs of your organization. If the terminology in our articles are not the same on your site, talk to your local administrator to assist in translation.
 

Enable the Accounts Receivable feature:

Settings > Provider Build tab > Maintain Privileges > Electronic Billing tab
Enable access for the Manage Accounts Receivable page

You should now have access to the page via the Global Action Menu, under Billing & Payroll:



Creating your first accounting period:

Click "add accounting period" in the top grid. You will enter a description, pick a service end date, and click "Insert." The accounting period will then show with a status of "Requested" while the system compiles all the data up until the specified service end date. This can take up to 30 minutes. When the process has completed, the status will show as "Completed." You may need to refresh the page.




Exploring the accounts:

Once the data is ready, you can use the filters to adjust your view of the consumer accounts in the grid:


  1. From and To: will filter by service date for activity records and invoice date for invoices
  2. Consumer Status and Consumer:  will filter which consumers you see
  3. Account Filter Mode:
    1. All Accounts: will show any accounts, even if the charges were zeroed out
    2. Accounts with Charges: will show any account that has positive charges, even if they were paid
    3. Accounts with Outstanding Balances: will show any account that has positive charges that have not been paid
  4. Payment Application Mode:
    1. Aggregate Payments: shows all payments
    2. Only Latest Payment: shows only the most recent payment info



Each consumer that has an account based on the above filters will be listed. On this level (1) you will see the total amount of the accounts and the total balance.

The next level down (2) is the accounts receivable level. The "Key" will either be the electronic billing key for billed services or the invoice ID for invoices. It also shows the date of the service or invoice, and the amount and balance of the account.

The third level down (3) is the transaction level. Here you will see any transactions on the account. 

For more complex billing configurations, please reach out to ebilling@setworks.com to explore if the Accounts Receivable feature could work for you.

Creating additional accounting periods:

Each time you create a new accounting period, it takes a new snapshot of the data up until the specified Service End Date and compares it to all previous accounting periods. It then adds new transactions to accounts that happened during the new accounting period and adjusts the balances accordingly.

Payments on claims and invoices will be reflected here. If something about the service changes, it will also be reflected here. For example, if the rate on a service changes, you will see an "addition" transaction for the original charge and then an "adjustment" transaction reflecting the change. If a record is deleted, you will see a "removal" transaction. Each transaction will reflect the accounting period in which the transaction occurred.

Records that are written off from the Batch Management page will be reflected as a "removal" transaction.

Reporting on Accounts Receivable:

Settings > Provider Build tab > Advanced Report Builder

The Advanced Report Builder has data models for Accounting Period and Accounts Receivable. For more information on how to use the Advanced Report Builder, find an article here. 



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