Table of Contents INTRODUCTION AND OVERVIEW... 3 STEP BY STEP NAVIGATION... 4

Transcription

1 Payment Batches Table of Contents INTRODUCTION AND OVERVIEW... 3 STEP BY STEP NAVIGATION... 4 ACCESSING AND CREATING PAYMENT BATCHES...4 Accessing Payment Batches... 4 Create a Payment Batch... 5 Adding a Payment Request to a Payment Batch From the Payment Batch... 6 Adding a Payment to a Payment Batch From Payment Search... 7 PROOFING AND EDITING PAYMENT BATCHES...8 Navigating the Errors on Payment Batch Edit Report... 9 PROCESSING PAYMENT BATCHES...11 Proofing a Payment Batch...11 Submit a Payment Batch...12 COMPLETE NAVIGATION...13 PAYMENT BATCHES LIFE CYCLE...13 Payment Batch Statuses...13 PAYMENT BATCH ACTION MENU...15 Payment Batch Action Menu from a Payment Batch...15 Payment Batch Tab menu on a Payment...16 Payment Batch menu on the Payment Tab of a Payment Batch...17 New Payment Batch Action...19 Add Existing Payment Action...20 Delete Action...21 Remove Action...22 PAYMENT BATCH SEARCH AND ENTRY...23 Payment Batch Search...25 Payment Batch Entry...27 PAYMENT BATCH EDIT REPORT...29 Payment Batch Edit Report Edit Messages...31 Payment Batch Edit Report Printout...40 Training Module: Payment Batches Page 1 of 50

2 SUBMITTING PAYMENT BATCHES...41 Submission Statues...41 Submit Batch Action...42 Cancel Submission Action...46 BUSINESS RULES...47 Payment Batch Business Rules...47 Submitting Payment Batches Business Rules...49 Training Module: Payment Batches Page 2 of 50

3 Introduction and Overview Payment Batches are used to group Payment Requests to send to the County Accounting System. Payment Batches contain a group of Payment Requests that will be proofed, approved, processed and reconciled together. Each county decides how batches are set up. For example, a batch may be for all Payment Requests in a month for a certain type of service, such as placements, or waivers. Or one batch may be used for all payments that are entered in a day or a week. After submission of a batch to the County Accounting System, SSIS receives and stores a confirmation, through an interface, that the payment has been made. This module describes the process of creation, proofing, editing and processing Payment Batches. Training Module: Payment Batches Page 3 of 50

4 Step by Step Navigation Accessing and Creating Payment Batches Accessing Payment Batches Payment Batches can be accessed by all Fiscal users by selecting Payment Batch Search from the Task Panel or the Searches/Logs menu. Payment Batch Search Screen 1. Select Payment Batch Search from the Task Panel or from the Searches/Logs menu. 2. Enter search criteria of the user s choice. 3. Click Search. Training Module: Payment Batches Page 4 of 50

5 Create a Payment Batch Payment Batch Search Screen 1. Open the Payment Batch Search screen from the Task Panel or Searches/Logs menu. 2. Access the Action menu and Select New Payment Batch. 3. Enter a Description. 4. For the Owner, select a person from the drop-down menu, as security rights permit, or leave the default. 5. Enter a Control Amount, if desired. 6. Enter a Sch warrant date. 7. Click Save. Training Module: Payment Batches Page 5 of 50

6 Adding a Payment Request to a Payment Batch From the Payment Batch Payment Batch Search Screen 1. Open the Payment Batch Search screen from the Task Panel or Searches/Logs menu. 2. Conduct a search for the Payment Batch to which the Payment Request will be added. 3. Access the Action menu and select New Payment if no Payment Request has been created or Add Existing Payment for a Payment Request that already was created. 4. If New Payment was selected, complete the needed information on the Payment Request screen. 5. If Add Existing Payment was selected, conduct a search for the desired Payment Request. Select the Payment Request in the search results grid and click Select. Training Module: Payment Batches Page 6 of 50

7 Adding a Payment to a Payment Batch From Payment Search Payment Search Screen 1. Open the Payment Search screen from the Task Panel or Searches/Logs menu. 2. Conduct a search for the Payment Request to add to the Payment Batch. 3. Access the Action menu and select New Payment Batch if a Payment Batch has not been created or Add Existing Payment Batch when the Payment Batch already exists. 4. If New Payment Batch was selected, complete the needed information on the Payment Batch screen. 5. If Add Existing Payment Batch was selected, conduct a search for the desired Payment Batch. Select the Payment Batch in the search results grid and click Select. Training Module: Payment Batches Page 7 of 50

8 Proofing and Editing Payment Batches Payment Batches containing errors cannot be submitted. Prior to submission, review all batches for errors using the Payment Batch Edit Report. Correct any errors found. Payment Batch Edit Report Screen 1. Open the Payment Batch Edit Report screen from the Task Panel or Searches/Logs menu. 2. Select the batch to be edited from the Payment batch drop-down menu or conduct a search for the batch using the search button an the end of the Payment batch field. 3. Choose the type of errors to return for editing. 4. Click Search. 5. Select a Payment Request in the results grid and correct the errors on that payment by clicking on the individual error displayed in the Data Clean-up panel. 6. Review all the payments returned in the results grid; correct the errors on each. Training Module: Payment Batches Page 8 of 50

9 Navigating the Errors on Payment Batch Edit Report Payment Batch Edit Report Screen 1. Click on the Data Clean-up message to display: a. Details of the error in the Error Help portion of the screen b. The correct entry screen needed to fix the error. 2. Click on the Up folder to display the detail panel grid that corresponds to the correct entry location to fix the error. Hint: For the errors related to placement, clicking once on the Up folder displays the Placement/Locations/Absences grid. Clicking twice on the Up folder displays the both the Continuous Placements and the Placements/Locations/Absences grid. Training Module: Payment Batches Page 9 of 50

10 3. Click on the Data Clean-up line to return to the Payment Batch Edit Report search results grid. OR Click on the Down folder to display all the payments with errors in a list. Training Module: Payment Batches Page 10 of 50

11 Processing Payment Batches The Payment Requests in a batch are processed as a unit. All Payment Requests in a batch must be approved before the batch can be submitted to the County Accounting System. Proofing a Payment Batch After Payment Requests are added to a batch, the Payment Batch is proofed to check for errors. After the batch is proofed, it is sent for approval. Payment Edit Screen 1. Access the Payment Batch Edit Report search screen from the Task Panel. 2. Select the batch to be proofed from the drop-down list or conduct a search for the batch. 3. Select the other filters desired. 4. Click Search. Training Module: Payment Batches Page 11 of 50

12 Submit a Payment Batch Payment Batch Search Screen 1. Search for the batch to be submitted. 2. Select the desired batch in the search results grid. 3. Access the Action menu and select Submit Batch. Training Module: Payment Batches Page 12 of 50

13 Complete Navigation Payment Batches Life Cycle The life cycle of a Payment Batch includes several states, or statuses. A Payment Batch can have a status of Draft, Pending Approval, Approved, Denied, Suspended, or Submitted. Items on the Action menu can change the status of a Payment Batch. Actions are available based on the current status of the Payment Batch and the user s security assignments. Payment Batch Statuses The table below lists the different statuses, or states, a Payment Batch can have. Statuses Draft, Pending Approval, Denied and Suspended are listed in order of precedence. To determine the Payment Batch status, the batch is first checked for Draft Payment Requests, then Pending Approval Payment Requests, etc. Status Draft Pending Approval Denied Suspended Approved Submitted Paid Description One or more Payment Requests in the batch have a status of Draft. One or more Payment Requests in the batch have a status of Pending Approval. One or more Payment Requests in the batch have a status of Denied. One or more Payment Requests in the batch have a status of Suspended (but none are Denied). All Payment Requests in the batch have a status of Approved. The Payment Batch has been submitted to the County Accounting System. An electronic confirmation has been processed for all Payment Requests in the batch. Training Module: Payment Batches Page 13 of 50

14 Payment Batch State Diagram The diagram below shows the life cycle of a Payment Batch. After any Approval actions, Batch Status is determinedbased on Payment Requests in the Batch Conditions for each status are listed below and are evaluated in the following order: Draft Pending Approval Denied Suspended Approved Send Payment Requests in Batch for Approval [Owner] Draft Pending Approval Create Batch [Payment Request Creator] Delete [Owner] 1 or more Payment Request has Draft status (Cancel Approval) [Owner] 1 or more Payment Request has Pending Approval status Perform Approval Actions [Approver or Owner] Approve All Payment Requests in Batch [Approver and Owner] Draft Pending Approval 1 more Payment Request has Denied status [Approver] All Payments Requests Approved [Approver] Denied 1 or more Payment Request has Suspended status [Approver] Suspended Approved Export Batch [Batch Submitter] See Payment Request State Diagram Submitted Payment Confirmation received and processed for all Payment Requests Delete Batch record [Owner] Paid Purge [If Purge Date Elapsed] Training Module: Payment Batches Page 14 of 50

15 Payment Batch Action Menu The Payment Batch Action menu contains the standard action items, along with action items specific to Payment Batches. The action items are always visible on the menu, but are enabled or disabled depending on the state of the Payment Batch and the security functions assigned to the user. In addition to the Payment Batch actions, Payment actions may be included on the menu, depending on the user s location in the application and if the batch contains Payments. Payment Batch Action Menu from a Payment Batch The table below lists the sections of the Action menu on a Payment Batch in Payment Batch Search. Payment Batch Search Menu Selected Batch Menu New Payment and Add Existing Payment are used to add Payments to the batch Standard edit actions Data Clean-up menu Training Module: Payment Batches Page 15 of 50

16 Payment Batch Tab menu on a Payment The table below lists the sections of the Action menu on the Payment Batch Tab of a Payment in Payment Search. Payment Search Menu Selected Payment Menu Payment Batch tab menu Add Existing shouldn t be here. Remove disconnects the batch from the Payment and is only visible when the user is the Batch Owner Selected Batch Menu New Payment and Add Existing Payment are used to add Payments to the batch. Standard edit actions Data Clean-up menu Training Module: Payment Batches Page 16 of 50

17 Payment Batch menu on the Payment Tab of a Payment Batch The table below lists the sections of the Action menu on the Payment tab of a Payment Batch in Payment Batch Search. Payment Batch Search Menu Selected Batch Menu New Payment and Add Existing Payment are used to add Payments to the batch Payments Node Container Menu Menu for selected Payment Remove is used to take the Payment out of the batch and is only visible when the Payment is in a batch. Payment tab actions Standard edit actions Approval actions Modification actions Data Clean-up menu Training Module: Payment Batches Page 17 of 50

18 The following table summarizes the Payment Batch actions and when they are enabled / disabled based on Payment Batch Status and the user s security. Each action, along with additional business rules, is further described in the subsections following this table. The following notation is used for the security functions: Owner The user must have Create Payment Request security function and be designated the Owner on the Payment Batch record. o For performance reasons, the Owner may be checked after the user selects the action, in which case an error message is displayed if the user is not the Owner of the batch. The detailed information for each action, which follows this table, defines when this check is performed. Creator - Create Payment Requests security function Manage Payments Manage Payments security function Submitter Submit Payment Request Batch security function Batch Status Action Denied Suspended Draft Pending Approval New Payment Add Existing Payment Submit Batch Cancel Submission Payment Batch Edit Report Delete Approved Submitted Paid Owner Owner Owner Owner Owner Disabled Disabled Owner Owner Owner Owner Owner Disabled Disabled Disabled Disabled Disabled Disabled Submitter Disabled Disabled Disabled Disabled Disabled Disabled Disabled Owner Creator or Manage Payments Owner If batch is empty Payment Status If Submission Status = Errors Disabled Training Module: Payment Batches Page 18 of 50

19 Batch Status Action Denied Suspended Draft Pending Approval Denied Suspended Draft Pending Approval Approved Submitted Paid Approved Submitted Paid Remove Owner Owner Owner Enabled for Creator, error displayed when the action is selected. New Payment Batch Action New Payment Batch is used to create Payment Batches. The table below describes when the action is enabled and the result of the action based on the user s location and security functions. Target Menu Action: New Payment Batch New record on the Payment Batch entry screen Current Location Security Values Set From Payment Batch Search From the Payment Batch tab of a Payment Request From a Payment Request that is not in a batch Create Payment Request N/A Create Payment Request Owner = current user Batch Status = Draft Submission Status = Not Submitted Disabled Owner = current user Batch Status = Draft Submission Status = Not Submitted When the Payment Batch record is saved, a cross reference to the selected Payment Request is created to add the Payment Request to the Payment Batch. Training Module: Payment Batches Page 19 of 50

20 Add Existing Payment Action Add Existing Payment is used to select one or more existing Payment Requests to add to the selected Payment Batch. The Payment Search screen is displayed for the user to select a Payment and create an association, or cross-reference, from the selected Payment Batch to the Payment or Payments that are selected. The table below describes the result of the action based on the selected record. Target Current Selection Payment Batch from Payment Batch Search Menu Action: Add Existing Payment Open Payment Search to select one or more Payment Requests to add to the selected Payment Batch. The search defaults the Payment Status to Draft, Payment Type to Payment Request and Include Payments to Not in batch On select of a valid Payment Request, the system adds the Payment Request to the batch by creating a cross-reference record from the Payment Request to the Payment Batch. Batch Status Suspended Denied Draft Pending Approval Approved Submitted Paid Payment Batch tab of a Payment Request Security Functions Create Payment Request and is the Batch Owner N/A N/A Enabled Enabled / Disabled Select Button on the Payment Search is only enabled if: Payment Type = Payment Request Payment Status = Draft Payment is not currently in a batch Disabled Disabled Training Module: Payment Batches Page 20 of 50

21 Delete Action The Delete action on the Payment Batch menu is used to delete a Payment Batch record. The Payment Batch can only be deleted if there are no Payment Requests in the batch and the user is the Owner of the Batch. The table below summarizes the Delete business rules. Target Menu Action: Delete Delete the selected Payment Batch record Security Create Payment Request Business Rule The user must be the owner of the Payment Batch. A Payment Batch can only be deleted if there are no Payment Requests in the batch. Business rules for Enabling/Disabling Enabled Enabled / Disabled See additional business rules below. Business rules on select of Delete action Message Error: You must be the owner of the Payment Batch to delete it. Error: All Payment Requests must be removed to delete the Payment Batch. Training Module: Payment Batches Page 21 of 50

22 Remove Action The Remove action on the Payment Batch menu is used to remove the association from the Payment Request and the Payment Batch. Payment Type, Payment Status, and the user s security affect whether the Payment can be removed. The table below summarizes the Remove business rules. Target Current Location Payment Search Batch Search Business Rule Menu Action: Remove Remove the association between the Payment Request and the Payment Batch Current Selection Payment Request that is in a Batch With the Batch tab selected Business rules for Enabling/Disabling Payment Status Suspended Denied Draft Pending Approval Approved Submitted Paid Security Create Payment Request Enabled / Disabled Enabled See additional business rules below. Payment Batch N/A N/A Not Visible The user must be the owner of the Payment Batch. The Payment Status must be Suspended, Denied, or Draft to be removed from the Payment Batch. Business rules on select of Remove action Message Error: You must be the owner of the Payment Batch to remove a Payment Request. Error: To remove a Payment Request, the Payment Status must be Draft, Suspended or Denied. Training Module: Payment Batches Page 22 of 50

23 Payment Batch Search and Entry Creation of Payment Batches is needed to process payments by the County Accounting System. All Payment Requests must be in a batch in order to be processed. A batch may contain one or many Payment Requests. Best Practice: Create the batch first, then create the payment requests from the batch. Once a batch has been created, Payment Requests can be added to the batch as they are created or existing Payment Requests can be added to a batch. Batches are owned by a Payment Request Creator. Only the owner of the batch can edit Payment Requests in the batch, add Payment Requests to a batch, or remove them from a batch. Users with the Create Payment Request security function can create a Payment Batch from the Payment Batch Search screen or by using Add Existing Payment Batch on the Action menu in Payment entry. A batch owner can re-assign a batch to another user as can a user with the security function of Manage Payments. Hint: New Payment menu option automatically creates a cross reference from the New Payment to the Payment Batch. Add Existing Payment menu option allows selection of Draft Payment Requests that are not in a batch. A person with the Manage Payments security function cannot edit Payment Requests, only reassign batch level ownership. Manage Payments users who also have the Create Payment Request security function can assign a batch to themselves and add, delete, or edit Payment Requests as well as change the Batch Training Module: Payment Batches Page 23 of 50

24 information. All users with the Create Payment Request security function can create and edit a batch. The table below: Lists each Action menu item and if the menu item is enabled or disabled for each status previously described. Lists each Action menu item with the notation used for the security functions which can also determine if an action is enabled. o Owner the Owner of a Batch has the Create Payment Request security function and is either the creator of the batch or was assigned ownership: Only the owner of the batch can perform the action. o Creator - Create Payment Requests security function o Submitter Submit Payment Request Batch security function. Action New Payment Batch New Payment Add Existing Payment Payment Batch Status Denied Suspended Draft Pending Approval Approved Submitted Paid Creator can create a new Payment Batch regardless of the status of existing batches Owner Owner Owner Owner Owner Disabled Disabled Owner Owner Owner Owner Owner Disabled Disabled Submit Disabled Disabled Disabled Disabled Submitter Disabled Disabled Payment Edit Report Owner Owner Owner Owner Owner Owner Owner Delete Owner Owner Owner Disabled Disabled Disabled Disabled Remove Owner Owner Owner Owner Owner Disabled Disabled Training Module: Payment Batches Page 24 of 50

25 Payment Batch Search Payment Batch Search Screen The following table lists the search criteria fields on the Payment Batch Search screen. Field Name Owner SSIS Pymt. Batch # Description Date Range Description Drop down lists active county staff with Create Payment Request security function. Defaults to the current user. Unique ID of the record of the Payment Batch record Description of the Payment Batch Standard Date Range selection drop-down Defaults to custom the first time the screen is opened. Subsequently, defaults to the user s last date selection. Returns Payment Batches with a Scheduled Warrant Date that fall entirely within the date range. Training Module: Payment Batches Page 25 of 50

26 Field Name From To Description Select Payment Batches where the Scheduled Warrant Date is on or after the From date. Select Service Arrangements where the Scheduled Warrant Date is on or before the To date. Payment Batch Search Results Grid The following table lists the columns in the Payment Batch search results grid. Caption Field Batch Status Submission Status Description Control Amount Sch. Warrant Date Owner Running Total Description The current status of the batch. Status of the batch submission and validation process on the County Accounting System Text used to describe the batch. The target sum of all payments to be added to the batch. This should match the Running Total when finished. Date the batch is expected to produce warrants in the County Accounting System. The name of the owner of the batch Running total of the Payment Requests in the batch. # of Payments Running total of the number of Payment Requests in the batch. Optional Columns to add from Grid Options Choose Columns SSIS Pymt. Batch # Unique ID of the record Training Module: Payment Batches Page 26 of 50

27 Payment Batch Entry Payment Batch Entry Screen The following table lists the entry fields of the Payment Batch Detail Panel. Field Name Description Field Length Description Sch. Warrant Date Owner Control Amount Text used to describe the batch. The expected date on the warrants when they are printed in the County Accounting System. The person assigned to the Payment Batch. Drop down lists active county staff with Create Payment Request security function. Only the Staff ID of the person is stored in the table. The target sum of all Payment Requests to be included in the batch. Data Type Tab Order 100 Alpha 1 No 10 Date 2 No Req d 10 Numeric 3 Yes 14,2 Numeric 6 No Training Module: Payment Batches Page 27 of 50

28 Field Name Description Field Length Batch Status Running Total # of Payments Calculated field that displays the current status of the batch. The value is not stored on the database. Non-editable, changes based on user actions via the Action menu on the Payment Batch and Payment Request in the batch Running total of the Amounts on all Payment Request in the batch. Running total of the number of Payment Request included in the batch. Data Type Tab Order Req d N/A N/A N/A System Gen d 14,2 Numeric N/A System Gen d 10 Numeric N/A System Gen d Training Module: Payment Batches Page 28 of 50

29 Payment Batch Edit Report Prior to submitting a batch to the County Accounting System, the user must first review the batch for errors and correct the errors prior to submission. All payments within a batch must be approved before the batch can be submitted. Payment Batch Edit Report Screen On the Payment Batch Edit Report screen the user must choose one or more edit categories using the check boxes in the Include checks for group box. Only the edits in the selected category or categories are run. The user has three edit categories to choose: Duplicate payments checks for possible duplicate payments Substitute care runs business rules to check for issues related to substitute care services Client age runs business rules to check for issues related to the client s age based on the selected Service. Training Module: Payment Batches Page 29 of 50

30 The screenshot below depicts examples of results and the accompanying error messages. The search returns a list of payments in the selected batch that have warnings from the user-selected categories. Payment Batch Edit Report Screen The table below lists the fields available in the Payment grid on the Payment Batch Edit Report. A blank in Column Order indicates the column is not visible by default, but is available using Grid Options, Choose Columns. Column Heading Line Column Order Service Vendor 1 1 Default sort Service County Vendor # 1 2 Svc Code 1 3 Service Start Date 1 4 Service End Date 1 5 COA Code 1 6 Units 1 7 Training Module: Payment Batches Page 30 of 50

31 Column Heading Line Column Order Unit Type 1 8 Rate 1 9 Amount 1 10 Special Cost Code 1 11 Client Name 1 12 Cnty Sub-Svc Number 1 Create Date 1 Creator 1 IV-E Reimbursable 1 Payee Vendor 1 Payee County Vendor # 1 Paying County 1 Payment # 1 Payment Status 1 SSIS Person # 1 Warrant / Eff. Date 1 When the user selects Search, each Payment in the Payment Batch is checked. For each edit category selected, all of the edits in the selected category are run. The following validations and corresponding messages are used in the Payment Batch Edit Report: Edit Category Duplicate payments 101 Edit Message Number (s) Substitute care 102, 103, 104, 105, 108 Client age 106, 107 Payment Batch Edit Report Edit Messages Each edit message is defined on the following pages. Training Module: Payment Batches Page 31 of 50

32 Category Duplicate Payments Ref # 9.1 Description Edit Logic Possible Duplicate of another Payment Two Payment records are considered possible duplicates if all of the following conditions are met: Payment Type on the compared Payment record is one of the following: o Payment Request o Posted Payment o Correcting Entry Adjustment Payment Status is not Denied (Excludes a Payment from being considered if it has been Denied ). Service dates overlap The following fields match o Service o Special Cost Code o Client specific Payment: Client ID o Non-Client specific Payment: Service Vendor Unit Type o Unit Type on both Payments are one of the Transportation Unit Types listed below (they do not need to have the same Transportation Unit Type) OR o Neither Payment has a Transportation Unit Type Definition: Transportation Unit Types: o Trip, Client o Mile o Trip, Round Trip o Trip, One Way Display As Warning Node Duplicate payments Payment node Message Type Payment Message # 101 Short Message Possible duplicate Service Dates, Unit type, Payment Status, Payment # Example Long Message Payment: Possible duplicate Service Dates (01/01/ /31/2006), Unit type (Day), Payment Status (Paid), Payment # ( ) Another payment exists with overlapping service dates, the same Service, Special Cost Code, Unit Type, and either the same Client or Service Vendor. Training Module: Payment Batches Page 32 of 50

33 Category Substitute Care Ref # 9.2 Description Edit Logic Adult Receiving Children s Substitute Care Services Display a warning if all of the following conditions are met: Payment is client specific Client's age is greater than or equal to 18 on the Service Start Date Service is one of the following: o Child Shelter o Children's Group Residential Treatment o Correctional Facility o Children's Residential Treatment Display As Warning Node Client node (face sheet) Message Type Client Message # 102 Short Message Example Long Message Age (ClientAge) is over age 17 and Service is children s substitute care Client: Age (19) is over age 17 and Service is children s substitute care The Payment is for a children s substitute care service, but the client may no longer qualify for that service due to age. Training Module: Payment Batches Page 33 of 50

34 Category Substitute Care Ref # 9.3 Description Edit Logic No Placement On client specific Payments only, display a warning if there is not a Placement for the selected Client on the Service Start Date and one of the following is true: IV-E Reimbursable = Yes Service is one of the following: o 180 o 181 o 171 o 183 o 185 o 483 Treatment Foster Care Child Family Foster Care Child Shelter Children's Group Residential Treatment Correctional Facility Children's Residential Treatment Client is under age 18 and Service is one of the following: o 374 o 375 o 376 o 472 o 572 o 574 Notes: Primary Rehab (Category II) Extended Care (Category III) Halfway House Regional Treatment Center inpatient (Category IV) Minnesota Extended Treatment Options Community Residential Facility and Services 1. The Placement function ClientHasPlacement checks the Placement/Locations table for records that are considered a Placement based on the Client and Service Start Date. Display As Warning Node Client Placement node container Message Type Placement Message # 103 Short Message Example Long Message Payment Service Start Date is not within a placement. Placement: Payment Service Start Date (02/01/2006) is not within a placement. The Payment is for a children s substitute care service or the IV-E Reimbursable Indicator is "Yes". A placement does not exist or the Payment Service Start Date is not within a placement. Training Module: Payment Batches Page 34 of 50

35 Category Substitute Care Ref # 9.4 Description Edit Logic Placement Ended On client specific Payments only, display a warning if there is an Placement for the selected Client on the Service Start Date, but the Service End Date is not within the same Placement and one of the following is true: IV-E Reimbursable = Yes Service is one of the following: o 180 Treatment Foster Care o 181 o 171 o 183 o 185 o 483 Child Family Foster Care Child Shelter Children's Group Residential Treatment Correctional Facility Children's Residential Treatment Client is under age 18 and Service is one of the following: o 374 o 375 o 376 o 472 o 572 o 574 Notes: Primary Rehab (Category II) Extended Care (Category III) Halfway House Regional Treatment Center inpatient (Category IV) Minnesota Extended Treatment Options Community Residential Facility and Services 1. This edit assumes the edit in Ref #9.3 did not generate an error and there is a Placement on the Service Start Date of the Payment. 2. The Placement function ClientHasPlacement checks the Placement/Locations table for records that are considered a Placement based on the Payment s Client, Service Start Date and Service End Date. Display As Warning Node Client Placement node container Message Type Placement Message # 104 Short Message Example Long Message Service dates are not completely within the placement date range. Placement: Service dates are not completely within the placement date range (05/14/2005 to 02/17/2006) The Payment is for a children s substitute care service or the IV-E Reimbursable Indicator is "Yes". The payment service dates are not completely within the placement date range. Category Substitute Care Ref # 9.5a Training Module: Payment Batches Page 35 of 50

36 Description Edit Logic Bus Org Mismatch on Service Start Date On client specific Payments only, display a warning if the Service Vendor does not match the client s Placement Vendor on the Payment s Service Start Date and The Special Cost Code is one of the following: o Blank o 11 Foster care maintenance only-basic o 12 Difficulty of Care amount only o 13 Foster care maintenance only-basic and one of the following is true: IV-E Reimbursable = Yes Service is one of the following: o 171 o 180 o 181 o 183 o 185 o 374 o 375 o 376 o 472 o 483 o 572 o 574 Notes: Child Shelter Treatment Foster Care Child Family Foster Care Children's Group Residential Treatment Correctional Facility Primary Rehab (Category II) Extended Care (Category III) Halfway House Regional Treatment Center inpatient (Category IV) Children's Residential Treatment Minnesota Extended Treatment Options Community Residential Facility and Services 1. This edit assumes the edit in Ref #9.3 did not generate an error and there is a Placement on the Service Start Date of the Payment. 2. The Placement function ClientHasPlacementWithBO checks the Placement History table based on the Payment s Service Vendor and Service Start Date. Display As Warning Node Client Placement node container Message Type Placement Message # 105 Short Message Example The Placement s Bus org / provider does not match the Payment s Service vendor on the Payment s Service Start Date. The Placement s Bus org / provider (Mary s Foster Care) does not match the Payment s Service vendor on the Payment s Service Start Date. Training Module: Payment Batches Page 36 of 50

37 Long Message The Payment is for a children s substitute care service or the IV-E Reimbursable Indicator is "Yes" and Special cost code is 11, 12, 13, or blank. The placement s Bus org/provider does not match the payment s Service vendor on the Payment s Service Start Date. Training Module: Payment Batches Page 37 of 50

38 Category Substitute Care Ref # 9.5b Description Edit Logic Bus Org Mismatch on Service End Date On client specific Payments only, display a warning if the Service Vendor does not match the client s Placement Vendor from the Payment s Service Start Date thru the Payment s Service End Date and The Special Cost Code is one of the following: o Blank o 11 Foster care maintenance only-basic o 12 Difficulty of Care amount only o 13 Foster care maintenance only-basic and one of the following is true: IV-E Reimbursable = Yes Service is one of the following: o 171 Child Shelter o 180 Treatment Foster Care o 181 Child Family Foster Care o 183 Children's Group Residential Treatment o 185 Correctional Facility o 374 Primary Rehab (Category II) o 375 Extended Care (Category III) o 376 Halfway House o 472 Regional Treatment Center inpatient (Category IV) o 483 Children's Residential Treatment o 572 Minnesota Extended Treatment Options o 574 Community Residential Facility and Services Notes: 1. This edit assumes the edit in Ref #9.5a did not generate an error and there is a Placement on the Service Start Date of the Payment with the Service Vendor on the Payment. 2. The Placement function ClientHasPlacementWithBO checks the placement tables based on the Payment s Service Vendor, Service Start Date and Service End Dates. Valid dates include the Effective Date of the placement history record for the selected Bus Org, up to, but does not include the Effective Date of the next placement history with another Bus Org or the End Date of the Placement. Display As Warning Node Client Placement node container Training Module: Payment Batches Page 38 of 50

39 Message Type Short Message Example Long Message Placement Message # 108 The Service Dates are not completely within the Placement s Effective Date range for the Service Vendor. The Service Dates are not completely within the Placement s Effective Date range for the Service Vendor (05/24/2005 to 03/21/2006). The Payment is for a children s substitute care service or the IV-E Reimbursable Indicator is "Yes" and Special cost code is 11, 12, 13, or blank. The payment service dates are not completely within the placement date range for the Service Vendor. Category Client Age Ref # 9.6 Description Edit Logic Birthday during service period Display a warning if the client turns 18, 19, 20, or 21 during the Payment Service Dates. Display As Warning Node Client node (face sheet) Message Type Client Message # 106 Short Message Example Long Message Turned [ClientEndAge] during Service Dates. Client: Turned 18 during Service Dates. The Client turned 18, 19, 20, or 21 during the Payment Service Dates. Verify that the service selected is appropriate. Category Client Age Ref # 9.7 Description Edit Logic Estimated Date of Birth Display a warning if client has an estimated date of birth rather than an actual date of birth. Display As Warning Node Client node (face sheet) Message Type Client Message # 107 Short Message "Est. date of birth" (ClientEDOB). Example Client: Est. date of birth (03/12/2002) Long Message Client has an estimated date of birth rather than an actual date of birth. (Message #107) Training Module: Payment Batches Page 39 of 50

40 Payment Batch Edit Report Printout Print a report of errors found on the Payment Batch Edit Report by right-clicking within the grid and selecting Print Grid or selecting Print Grid from the Action menu. A sample printout for the Payment Batch Edit Report is shown below. Training Module: Payment Batches Page 40 of 50

41 Submitting Payment Batches When all Payment Requests in the batch are approved, the batch is ready to send to the County Accounting System for warrant printing. A user with the Submit Payment Request Batch security function exports the batch. Each Payment Request, along with a Batch Header, is submitted to the County Accounting System. Submission Statues The individual items in the batch are approved, denied, or suspended. Any denied or suspended payments must be addressed (removed from the batch or corrected, if needed, and approved) before the batch can be submitted to the County Accounting System. The following table describes how the Submission Status is set. Submission Status Not Submitted Not Processed Successful Errors Description This value is set when the Payment Batch is created. This value is set when the user selects the Submit Batch action. The result of the County Accounting System validation process has not been received. The batch was submitted and was successfully validated and copied to the County Accounting System production tables. The batch was submitted and errors were found during the County Accounting System validation routine. Training Module: Payment Batches Page 41 of 50

42 Submit Batch Action Send the Payment Batch and all Payment Requests in the batch to the County Accounting System. Following is a summary of the batch submission processing, the payment confirmation processing, and the process to correct errors and resubmit. User Action System Action Comments User selects the Submit Batch action User does one of the following Selects No on the confirmation dialog System checks for errors that prevent the batch from being submitted and displays any error messages. System checks for warning messages and displays a confirmation dialog with: 1. Any warning messages that were found 2. A drop down of Batch Owners if the county requires a batch owner to be sent to the County Accounting System 3. A confirmation message to continue: a) If the county requires a batch owner: Select a Batch Owner to submit the Payment Batch and Payment Requests to the County Accounting System. Option Buttons: Submit, Cancel b) If a batch owner is not required: Confirm submission of the Payment Batch and Payment Requests to the County Accounting System. Option Buttons: Submit, Cancel Process Ends: The user must correct the errors and try again User must select a Batch Owner if the drop down is displayed. Process Ends Training Module: Payment Batches Page 42 of 50

43 User Action System Action Comments Selects Yes to continue, but does not select a Batch Owner. Selects a Batch Owner (if required) and selects Yes to continue. System display the following error with the standard OK button: Batch owner is required. System does the following: 1. Writes the Payment Batch record and all Payment Requests to interim tables on the SSIS database 2. Changes the following on all Payment Requests: Payment Status Submitted Submitted Date Current date & time 3. The following changes on the Payment Batch Record: Batch Status Submitted Submission Status Not Processed A DEX process copies the records on the interim tables to the County Accounting System. The County Accounting System validates the batch, copies the records to its production tables, and sets a status code of the batch processing to return to SSIS. Errors found during the process are logged. User must select OK - error dialog closes and confirmation dialog displays. Training Module: Payment Batches Page 43 of 50

44 User Action System Action Comments Another DEX process gets the results of the batch processing and any errors from the County Accounting System 1. Submission Status on the Payment Batch is changed to one of the following: Successful code value SS Errors code value SE 2. Errors received from the County Accounting System are written to the generic error log. If the batch was successfully processed on the County Accounting System (Submission Status = Successful) User Action System Action The County Accounting System: 1. Creates warrants for the Payment Requests in the batch 2. Creates a payment confirmation record for each Payment Request to send to SSIS. Comments Training Module: Payment Batches Page 44 of 50

45 If the batch was successfully processed on the County Accounting System (Submission Status = Successful) User Action System Action Another DEX process retrieves the payment confirmation records and updates the Payment Requests and Payment Batch. 1. Payment Requests are updated based on the values of the confirmation record: Warrant/Eff. Date Date on the warrant Amount Amount paid for the Payment Request Warrant/GL Number Warrant, or check, number Warrant/GL Amount Total amount of the warrant Payment Status Paid (code value PD) 2. If the amount paid for the Payment Request differs from the requested amount, a warning message is created in the generic error log. 3. When all of the Payment Request have been paid and updated with the confirmation information, the Batch Status becomes Paid. Comments The Requested Amount field is displayed on the Payment record (directly below the Amount field) if the amount paid does not match the requested amount. If errors were found during the batch validation on the County Accounting System (Submission Status = Errors ) User Action System Action Comments The user must look at the Payment error log to determine the action to take and where the error(s) occurred. Corrections may need to be made in SSIS or the County Accounting System. Training Module: Payment Batches Page 45 of 50

46 If errors were found during the batch validation on the County Accounting System (Submission Status = Errors ) User Action System Action Comments The owner of the batch selects the Cancel Submission action Cancel Submission Action System does the following: 1. Changes the following fields on each Payment Request in the batch: Submitted Date Payment Status cleared Approved 2. Changes the Payment Batch: Submitted Status Not Processed (NP) 3. Clears all records on the Payment Interim tables for that batch Once the submission has been cancelled, corrections can be made and the batch can be submitted again following the usual process. This clears the submission information on the Payment Batch record and all Payment Requests in the batch. It s only available if Submission Status = Errors, and the user is the owner of the batch and has Create Payment Request security function. Training Module: Payment Batches Page 46 of 50

47 Business Rules Payment Batch Business Rules Business Rule Only the Owner of the Payment Batch or a user with the Manage Payments security function can edit a batch. The Owner must have the Create Payment Request security function. If that security function is removed, the user may still be the owner of a Payment Batch. That user cannot edit the Payment Batch record (or any Payment Requests in the batch). If the user editing the Payment Batch is the Owner, all editable fields are enabled. If the user has Manage Payments security function, but is not the owner, only the Owner field is enabled. Display a warning if the Scheduled Warrant Date is more than 30 days beyond the current date. Scheduled Warrant Date cannot be in the past. Only the Owner of the Payment Batch can perform the Cancel Submission action. The Owner must have the Create Payment Request security function. The Submission Status must be Errors. Running Total is the sum of the Amount field on all Payment Request in the batch, except those with a Denied status. Warning/Error Message N/A N/A N/A Warning: Scheduled Warrant Date is more than 30 days into the future. Draft to Approved Error: Scheduled Warrant Date must be on or after the current date. Draft to Approved N/A Training Module: Payment Batches Page 47 of 50

48 Business Rule # of Payments is a count of all Payment Requests in the batch except those with a Denied status Warning/Error Message Training Module: Payment Batches Page 48 of 50

49 Submitting Payment Batches Business Rules The following business rules are applied when the selects Submit Batch. Business Rule Submit Batch is enabled only when the Batch Status is Approved. The Batch Status is Approved when all Payment Requests in the batch have a Payment Status = Approved. Submit Batch is only enabled if the user has the Submit Payment Request Batch security function. Display a warning if the Scheduled Warrant Date on the Payment Batch record is more than seven days in the future. Display a warning if the Scheduled Warrant Date on any of the Payment Requests in the Batch is more than seven days in the future. Scheduled Warrant Date on the Payment Batch record cannot be in the past. Scheduled Warrant Date on the Payments Requests in the batch cannot be in the past. Display a warning if the system generated Running total is not equal to the Control amount if the Control amount has a value. Warning/Error Message N/A N/A Warning: Scheduled Warrant Date (mm/dd/yyyy ) is more than 7 days in the future. Warning: Warrant / Eff. Date of a Payment(s) is more than 7 days in the future. Warning: Scheduled Warrant Date (mm/dd/yyyy ) is in the past. Warning: Warrant / Eff. Date of one or more Payments is in the past. Warning: Running total (value) is not equal to Control amount (value). Training Module: Payment Batches Page 49 of 50

50 Business Rule Display a confirmation message before submitting the batch. If the County Accounting System Batch Owner Required is Yes in County Preferences in the SSIS Admin application, the confirmation dialog includes a dropdown of Batch Owners. If the user does not select a Batch Owner, an error message displays. Warning/Error Message If the county requires a batch owner: Select a Batch Owner to submit the Payment Batch and Payment Requests to the County Accounting System. If a batch owner is not required: Confirm submission of the Payment Batch and Payment Requests to the County Accounting System. Error: Batch Owner is required. Training Module: Payment Batches Page 50 of 50