Scenario 1 (Single Client/Multiple Edits)

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Scenario 1 (Single Client/Multiple Edits)


In order to better explain the steps needed to create a full pay period invoice, a simple example scenario of services provided by a caregiver to a client is provided below. This first example outlines a caregiver providing services for 1 client.



First Visit

In the first example, assume Brad, the caregiver, visits Michael Henson, the client, on Monday, March 4. He provides the following services:



First Visit Invoice Creation

Because this was Brad's first service for Michael within the 3/15 pay period, an invoice should be created with any date within the pay period.


The date of the invoice does not have to be the date the service was provided. It only needs to be a date that falls within the pay period.


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2. Once the invoice is created, an hourly invoice item should be created for the first visit.


The date of the hourly invoice item should be the same date as the services provided.


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4. Now, because Brad will be providing more services for Michael within the current pay period, he does not submit the invoice for approval - he only saves it. This way he can come back to the invoice and add additional services at a later date.


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Because the invoice has been saved, but not submitted, his invoice reviewer cannot see this invoice. The only time an invoice reviewer can see an invoice is when it has been “Submitted for Approval.” This invoice will stay in his Invoice List forever, unless he deletes it. Brad logs out of the application because he has no other information to enter at this time.


Second Visit

In the second example, assume Brad visits Michael again on Wednesday, March 6. He provides the following services:



Second Invoice Edit

Brad logs back into the Client Invoice application to add his new services. Because this is Brad's second service for Michael within the 3/15 pay period, a new invoice should not be created. A new invoice item should be added to the previously created invoice.


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This way, all the services provided by Brad for Michael Henson within the 3/15 pay period are all included within the same invoice. The same example applies for mileage and receipts as well.


Submitting the Invoice for Approval

We now assume today is 3/14/2013, and Brad needs to submit his invoice for approval because the invoice due date is 3/15/2013. Because he has been saving his invoice and adding invoice items to it periodically, it has not yet been submitted for approval.


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Brad's invoice has now been submitted for approval and he awaits approval from his Invoice Reviewer. Only when the invoice is approved will he expect payment.