Billing Process Overview

Manually Entering Charges

Items are billed manually if the charge is not derived from any type of package or recapped service.  A manual charge is directly entered into the resident's "charge screen". The Charge Entry screen can be accessed from the resident profile option list, the Billing Tab, or the Setup Tab (for Point of Sale charges).  You may also use the "Alt Charges" option to mass enter manual charges to a group of people. 

The information you will need to enter charges includes: date, type of charge, description of charge, quantity, charge per quantity and payer.  (Charge types are entered in Setup prior to entering specific charges for residents.)  You may also enter an optional note to provide further information. For more information on how to enter a manual charge you can view our "Manual Charge Entry" document.

NOTE: Manually entering charges can be entered BEFORE OR AFTER invoice lines have been created.

Create Invoice Lines

The next step in the billing process is to "create invoice lines".  This is accessed from the Billing tab and is the next item in the billing "flow chart".  When you click on this button, ResiDex will automatically create charge line items.  It will look at the Fee and Payer screen and the Recap and consolidate all the charges onto the charge screen with any manual charges that have been entered.  This process is populating the invoice fields and may take a few minutes to complete.

• The Effects of Creating and Re-Creating Invoice Lines

View Trial Invoices

Once ResiDex has created invoice lines, you will now be able to view trial invoices.  You can preview on screen or print trial invoices.  They will show you the monthly charges that each resident has incurred, whether pre-billed or post-billed.  Trial invoices will not show you what has been previously owed on a person's account.  This report will be the tool you will use every month to review the charges for each resident and locate any errors. If you have "multi-payer billing" you will see a total for each payer.  If you have waiver clients and use "contract amounts" you will also see "adjustment" line items.  THE ADJUSTMENTS WILL NOT SHOW UP ON ANY INVOICE OR STATEMENT.

Review for Adjustments

This report shows information that you may need to ensure that all of your monthly charges are correct.  The information includes holds, discharges, and moves.  If you have determined that some of your charges are incorrect from reviewing trial invoices and adjustments, you will need to make necessary changes on the Charge Entry screen.

PLEASE NOTE: If you make changes to the charge screen and "re-create invoice lines" the changes you made will revert back to the original quantity and price. If you want it to correct itself, you will need to correct the source of the charge.  For example: end a supplemental package, zero out minutes on services that were recapped incorrectly, etc.  It is acceptable if you do a combined approach of:

• Manually editing the charge on the created invoice line
• Fixing the source of the incorrect charge

Using this approach will allow you to make all changes without taking the time to recreate invoice lines but it will fix the source in case you need to re-create the invoice lines. If you edit the charge line without fixing the source of the incorrect billing and re-create invoice lines, your changes will be lost.

Post Charges

If you have determined that your trial invoices are correct, you are now ready to post charges.  This will post all of the resident charges to his or her account so that you will be able to print invoices/statements. Statements are only applicable if you are using ResiDex A/R.  Statement totals will be figured automatically. The posting process may take several minutes.

Print Invoices

Once charges have been posted to each account, you can choose to print invoices for all or some of your residents.  Be sure to review your invoices before mailing them.  If you find errors, you can un-post one invoice in order to make changes, then repost and reprint the invoice. If there was a large error, you may unpost all invoices and edit the charge screens to make the changes and repost when they are accurate.

Close Month

After invoices have successfully printed, you will close out the month you are billing for and ResiDex will move the dates forward to the new month.  It is possible to un-close a month if necessary.