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Void Invoices

Invoicing Tile Landing Page​

a). An Invoice in the “Pending” stage does not need to be voided — simply update and click Save

b). An invoice in the “Complete” stage requires voiding to be corrected

c). Regional Field Manager or Finance approval is required and must be documented in the Diary when an invoice is voided resulting in a refund, regardless of the amount, or a net $0.00.

d). When an invoice is saved, it must be emailed before voiding – therefore email it to your office and delete it before proceeding with voiding, therefore the client will not receive the incorrect invoice

e). Incorrect client code was utilized; contact Finance to assist with correcting the client code

f). If the invoice is already paid – contact Finance to refund the client

IF YOU MUST VOID AN INVOICE, CAREFULLY FOLLOW THESE STEPS:

  • Attachment Tile | Delete Incorrect Invoice:

1). Open the Assignment containing the Invoice to void

2). Click on the “Attachments” tile

3). Delete the incorrect invoice

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  • Invoice Tile | Void Invoice:

    • There are two (2) methods to void an invoice:

    1). Void icon from the Icon Menu

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OR

2). “Invoice/Receipts” section of the Invoicing Tile

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a). Click the “Invoicing” tile

b). The invoice should also be in the “Completed Stage”

c). Click the Invoice row in the **“Invoice / Receipts” grid

d). The selected invoice row turns blue

e). Click "Void"

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f). Complete “Void Reason"

  • Select a “Reasons for Void” from the dropdown box
  • The reason appears in the text box
  • Enter additional text if warranted to thoroughly outline the reason for the void
  • The “Diary” will update with the Void Reason and additional text documented

g). Click “OK” to continue the Void

  • Click "Cancel" to prevent voiding the invoice

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Invoice Tile | Correct Invoice​

  • The corrected “Invoice” should be completed as soon as possible

    1). Select applicable “Ancillary Items”

    2). Update the amount fields in the “Invoice Items” section of the Invoicing tile

    3). The “ Invoice Total” amount updates dynamically as you make changes

    4). Update the Comments section, if needed

    5). Click the "Save" button

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  • If you cannot create the updated invoice until later, close the “Assignment

  • When you can update the invoice, open the “Assignment” and click on the Invoice tile

    1). Click the Save button

    2). The invoice is now in the Pending stage again

    3). Make any adjustments to the amount fields, Ancillary Items, or Comments, if necessary

    4). Updateable Invoice Fields (NOTE: Mileage fields must first be given Mileage Revision Approval before edited.)

    5). Click Save again

    6). A system message indicating a successful save appears. Click the OK button to continue

    • The “Invoice/Receipts” grid reflects the updated invoice

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Invoice Tile | Send Extract

1). Click the Send/Extract button to complete the invoice and the assignment package

  • The invoice Stage is now completed

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Note: The system reminds users with a prompt if the client has chosen not to receive an invoice for each assignment. Click OK and continue

  • Additional Implications of Voiding an Invoice
    • In the Detail Tile, Voiding an Invoice allows the user to edit address fields in the Insured / Claimant Information and Location Information sections
    • In the Detail Tile, the Business Line, Business Group, Service Type, and Location Type drop-downs are also allowed to be edited by the user