HearAid Version 5.0

How Do the Interfaces Work?

How Do the Interfaces Work?

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How Do the Interfaces Work?

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Transferring information between QuickBooks to create invoices relies on HearAid 5.0 and the accounting software agreeing on items and taxes: QuickBooks will not allow an invoice to be generated for a non-existent item code. For that reason it is essential that the Account Map be set up correctly.

Once the Account Map is correct, HearAid 5.0 follows the following process to create invoices in QuickBooks:

Invoices for Clients: Claims and Auto-Maintenance

1.The user selects a claim item and clicks the Invoice button
2.The program checks the Service Date and compares it to the OHS Items and Categories Schedule Date
3.The program checks whether the claim contains a non-zero Maintenance Amount
a.If there is a non-zero Maintenance Amount, an invoice is created with a line for the HSC item. If the HSC amount is greater than the scheduled OHS fee (e.g. where a higher HSC fee is levied for Top-ups) the invoice will still use the standard HSC fee GST amount,
b.If the Maintenance Amount is zero, an invoice is created with a line for the Total Client Pays amount
c.If there is a non-zero Maintenance Amount and there is also a further amount for devices fitted (i.e. a Top-up Claim), an invoice is created with a line for the HSC item and a second line for the DEV amount
4.A reference to the source Claim ID in HearAid 5.0 is stored in the invoice Memo in QuickBooks/Reckon
5.When running the Auto-Maintenance function the user can choose whether or not to create invoices for each client for the HSC fee:
 
AutoQB
 
Invoices are not created for the Office of Hearing Services at this point: that task is handled when processing Accepted items
6.Once an invoice has been successfully generated for a Claim Item, the Claim record is tagged with a Tag value of -11 and the Invoice button is disabled. If for some reason the user needs to generate an invoice again from the Claim Item, just edit the Claim record and set the Tag to some other (positive) number.
 
One suggestion is the add a "Recreate Invoice" tag in Lists|Tags in HearAid 5.0, then allocate that tag to the Claim

 

Invoices for the Office of Hearing Services: Accepted Items

1.The user selects a Batch record in e-Claims|Batch Log then clicks e-Claims|Accepted. HearAid 5.0 displays a list of Accepted items for the batch
2.When the user clicks the Invoice button the program generates an invoice for the Office of Hearing Services for each Accepted item
a.Accepted items are broken down into a Service Item component and a Device(s) component and a line item is added to the invoice for each component, one detailing the Item Number and the other for the DEV item. By this method HearAid 5.0 can separate out the GST amounts correctly
b.The invoice memo is filled with a reference to the Batch number.