Call Form Billing

Accessing

The call form Billing module

The call form Billing module is accessible using a link on the Call Form Management module for each call form.

Call Form List - Billing link.PNG

Tabs

The Billing module has tabs to separate billing features. Details of each module follow the high level summary.

Job Code - module empowers users to setup Job numbers by Position Type for payroll billing.
Billable - module enables users to upload tags for completed visits as billed or not billable and billable amounts for each call form entry.
Outsource - module enables users to upload in-store billed amount and total billed amount for visits completed by outsourced vendors.

Job Code

The Job Code module is used by Teams to select job information to make certain visit hours, mileage and drive time cost is billed correctly. When visits are completed by a field rep in a position type the visit is coded with the job information setup here when it is sent to payroll.

Toolbar

The toolbar is used to select job codes, apply these to Position Types and copy these to other call forms.

Toolbar Features

Select Codes – use the drop downs to select values to fill in for each position type
Apply – select the position types and click the Apply button to update the values
Save All – select after making changes to save the updates in all rows
Copy to… - click to copy the position type setup to another call form without any call form billing
Return to Call Form List - button to go back to the call form list

Position Type Billing Grid

The call form billing grid contains a row for each position type on a call form.

Adding Job information one at a time

The columns contain drop-downs to select Job, Phase, Task and Start Date for each position type.

The Position Type Override drop-down is used to select a Position Type to have this position type coded like

Adding Job Information in Bulk

To add job information in bulk enter the job, phase, task, start date information in the toolbar drop downs.

Next click the check box to the left of each position type the information applies. Clicking the checkbox on the top row selects all position types.

Next click the Apply button to bulk update the checked position types with the toolbar selections.

Last click the Save All button to save the changes.

Copying job code information to another call form

Some projects require more than one call form to execute.

Clicking the Copy to.. button opens a modal box enabling users to search and select as many call forms as they need to copy the current call form position billing to.

As each call form is searched and selected it is added to the list in the search box. To add another call form simply start typing the name of the next call form.

In the example below only one call form was selected. Clicking the X on the call form name removes the call form from the list.

To apply the call form billing to the selected call form click the Apply button. The modal screen closes and message displays alerting the changes are now complete.

Billable

The Billable module enables users to tag completed visits as billed or not billable to support call form billing and auditing. Billable

Work Review Detail report

The Work Review Detail report is used as an upload template for the billed/not-billable tags. The report also displays whether the visits were tagged as billable/non-billable previously.

The Work Review and Billing Statuses tabs are used for this process.

Work Review - contains all of the completed visits for a call form
Billing Statuses - list of billing statuses and the corresponding status IDs. These IDs are added to the work review code individual visits.

Billing tagging process

Step 1 - Billable tagging

The Work Review Detail report is the template used to tag call form completed visits.

Begin - Run the Work Review Detail report from the report list for the appropriate date range, generally the previous month. Download the report in Excel and open the report.

Next - Enter a 1 or a 2 billing status id into the NewBillingStatusID column. Leaving it blank will leave it not tagged.

Billing Status ID 1 - Billed - this call form visit has been billed
Billing Status ID 2 - Non-Billable - this call form visit will not be billed

The Billing Status, DateTime Billed and Billed By columns show historical information about visits already tagged. If a row does not contain these values it has not been tagged in the past. Any visit can be updated by putting a Billing Status ID in the NewBillingStatus column.

Step 1 - Billed Amount tagging

These billing amount fields tag each visit with the billed amount to the client for In Store and total for the visit.

Begin - Run the Work Review Detail report from the report list for the appropriate date range, generally the previous month. Download the report in Excel and open the report.

Next - Enter the billed dollar amount into the New In Store Billed Amount and New Total Billed Amount columns. If one value is entered both need to be entered. Leaving it blank will upload no data.

NewInStoreBilledAmount - Billed amount for In Store work. Enter currency($) amount, decimal is ok
NewTotalBilledAmount - Total billed amount for visit. Enter currency($) amount, decimal is ok
Largest dollar value allowed is 9999.99.

The In Store Billed Amount and Total Billed Amount columns show historical information about visits already tagged. If a row does not contain these values it has not been tagged,. Any visit can be updated by putting a In Store Billed Amount and Total Billed Amount in the correct columns.

Step 2 - uploading

When the upload file is prepared, save it and close it.

To upload the billing upload navigate to the Call Form Billing screen at Team / Manage / Call Forms / Billing. Any billing link on the Call Form Management screen works because the Billable upload is cross call form.

Enter the Billed Month/Year

Click the Upload button

Click the Select File button on the Billing upload and select the Work Review Detail report previously saved in Step 1.

Step 3 - processing

To being processing the uploaded Work Review Detail click the Upload button.

The upload screen displays the confirmation that the file is upload without any upload errors.

To support large file uploads with a month or more of billing information the uploaded files are processed offline. A backend process picks up each file, scans the updates, and saves any changes to the billing tracking.

A billing process notification is sent to the user who uploaded the billing information after the billing tagging process is completed

The message provides an overview of the number of visits processed and if there were any errors.

Outsource

The Outsource module enables Teams to upload in-store billed amounts and total billed amounts for visits completed by outsourced vendors. This billing information supports financial invoicing and tax payments.

Note: The call form question data is not uploaded only the billable amounts. The process for external partners to upload question data is the icImport process.

To begin the process click the Outsource tab and enter the Month and Year the billing is for. I the example below the billing is for January 2023.

Next click the Upload button and follow the steps below.

Step 1 - Download and fill in Template

To download the upload template click the Template link on the Outsource Billing Upload screen

Open the template CallFormBillingOursourceTemplate.xlsx

The template has three tabs

List - template to fill in with details of work completed by outsourced vendors.
Billing Statuses - list of billing statuses and the corresponding status IDs. These IDs are added to the List tab to code individual visits.
Outsource Persons - list of oursource person IDs to use in the list tab in the PersonID column. One person ID is used per outsouced vendor. If the person for a particular vendor is not present in the list submit a helpcenter ticket to have it created by IT.

Fill in the List tab with the details of the visits completed by the outsourced vendor including the billed amount.

PersonID - ID of the outsouced vendor completing the work found on the Outsrouce Persons tab.
CallFormID - call Form under which the work was completed by vendor
BDSStoreID - store visits were performed by vendor. These can be looked up on the USL Store Report or Store Assignment list.
Date of Visit - visit date completed
New Billing StatusID - Statuses are available on the Billing Statuses tab
New Total Billed Amount - billed dollar amount in US Dollars. Format 45.25 or 45

Step 2 - Uploading Template

When the upload file is prepared, save it and close it.

Enter the Billed Month/Year

Click the Upload button

Click the Select File button on the Outsource Billing upload and select the template saved in step 1.

Step 3 - Processing

To being processing the uploaded file click the Upload button.

The upload screen displays the confirmation that the file is upload without any upload errors.

Rules

Duplicates - same store, person, month, year, call form
The Job number for the invoice is taken from the call form
Entire file is rejected if one duplicate is found in the upload file
Additional visits for a job number, month, year can be uploaded as long as they are not duplicates

Offline Processing Notification

A billing process notification is sent to the user who uploaded the billing information after the billing tagging process is completed

Processed Successfully - Success

The message provides an overview of the number of records processed, the total billing amount.

Processed Successfully - Errors