Create Your Invoice Agreement Template for Customer Support Effortlessly

Invoice agreement template for Customer Support

welcome to this orientation training on the DHS contract invoice in this training we will go over all of the fields in the form this is only a demonstration you will not be able to input any information while in this training this DHS contract invoice is best experienced using Microsoft Excel 2010 or newer some specific features of the invoice contract number sort case number sort case worker sort and sync will not work correctly for users of Excel 2003 or Microsoft Office online users with non supported versions of Excel may still complete and submit the invoice this field is for the provider number indicate the primary contractors DHS assigned provider number even if a subcontractor or foster parent is providing the service if you are unsure of the correct provider number please contact the DHS contract administrator identified in the contract this field is for the provider name enter the name of the primary contractor as indicated on page one of the providers contract enter the providers billing address this is the location that remittance advice should be sent this field is for provider contact list a provider or provider staff who can answer questions about the invoice if necessary an email address where the provider can be reached this field is required to record a unique number assigned by the provider for each invoice this number will aid in the providers internal tracking purposes and will be printed on the remittance advice limit this entry to no more than 11 alpha numeric digits this field is for the DHS branch enter the name of the DHS branch to which the invoice is sent by the provider examples include north clackamas marion alberta or medford if you are unsure of the correct branch name please contact the DHS contract administrator identified in the contract you can also find child welfare branch information by the link on screen now this invoice is for billing month and year enter the month and year in which the service is documented on the invoice were provided please do not bill for services provided in more than one month on the same invoice submit separate invoices for each month this field is for a phone number this should be a daytime phone number where the provider can be reached Monday through Friday this is the provider authorization to request payment field type the name of the person authorizing the submission of the invoice on the provider signature line this field is for DHS use only this is the signature of the DHS authorized representative that is signed upon invoice validation this field is for DHS use only this field provides space for DHS branch personnel to enter the date the emailed invoice was received in their office you must use the slash between fields if the invoice is submitted in hard copy format this field needs to be date stamped the following buttons and functions may not pertain to all providers but given that clicking certain buttons can change the way data is displayed including the possibility that data you've entered maybe inadvertently deleted the following few slides will cover functions that may impact your work with your cursor in any field of the invoice click add a row to insert a new row for entry at the bottom of the invoice the invoice is setup to automatically add one row for provider entry with a joint row for DHS notes these new rows are automatically numbered when you click the add a row button as you can see on screen an additional row displays with the next consecutive number before you copy a row you need to follow the instructions for adding a row once you've added a row place your cursor in any cell of the row you want to copy and click copy row a message will pop up telling you click on any cell in their destination road to paste once you click into a cell where you want to paste click OK and your row will be copied and pasted the data in any cell including copied cells can be edited at any time this can be helpful when adding multiple lines for the same case and family or when reusing an invoice from one month to the next if you accidentally select a cell in a row where you don't want to paste you can delete the cell name from the pop-up box hit escape or select cancel if you hit escape or select cancel you will get a message stating action canceled select a cell where provider information has been input then click delete a row this will delete your row of entry and its corresponding DHS notes row please be very careful in selecting the road to delete because there is no way to undo this selection also the first row within any sheet cannot be deleted once all data entry is complete on the monthly invoice and any necessary or desired sort has been applied select reset row to have all row numbers reset in sequence please note this function will not work correctly for users of Excel 2003 or Microsoft Office online however you will still be able to complete and submit the invoice select freeze and scroll rose when entering several lines of data to allow the column headings to remain in sight the next slide will show you what the invoice will look like once you click the freeze and scroll Rose button this is what the invoice will look like once you click the freeze and scroll Rose button select unfreeze rose to allow scrolling up and down through the entire invoice select case worker sort to see all services group together by case worker the next slide will show you how this function works please note this function will not work correctly for users of Excel 2003 or Microsoft Office online however you will still be able to complete and submit the invoice this is an example invoice with multiple lines of information already input the next slide will show you what the information will look like when the caseworker sort button is clicked you can see that the lines have been resorted to display each line grouped by case worker named in alphabetical order of the first name in the field select case number sort to see all services group together by case number the next slide will show you how this function works please note this function will not work correctly for users of Excel 2003 or Microsoft Office online however you will still be able to complete and submit the invoice this is the same example invoice seen in the case worker sort example the next slide will show you what the information will look like when the case number sort button is clicked you can see that the lines have been resorted to display each line grouped by the case number in numerical order select contract number sort to see all services grouped together by contract number the next slide will show you how this function works please note this function will not work correctly for users of Excel 2003 or Microsoft Office online however you will still be able to complete and submit the invoice this is the same example invoice seen in the case worker sort and case number sword examples the next slide will show you what the information will look like when the contract number sort button is clicked you can see that the lines have been resorted to display each line grouped by the contract number in numerical order when provider and DHS staff work to validate invoice information it is recommended to both parties select the sink invoice button to realign all invoice rose please note this function will not work correctly for users of Excel 2003 or Microsoft Office online however you will still be able to complete and submit the invoice enter the contract number as it appears at the top of page 1 of the contract for placement services when a contract is being written and a contract number is not yet assigned enter n/a enter the name of the current DHS case worker assigned to the referred client this is the case number field enter the DHS case number the case number is indicated in the referral document or authorization from DHS that initiated the service the DHS caseworker can also provide this information if neither of the following scenarios apply enter n/a for placement services enter the DHS issued foster or proctor provider number where the client was placed for the date specified each placement must be listed separately for services provided by a subcontractor enter the DHS issued provider number for the subcontractor that provided the service enter the name of the individual who received the service if more than one individual under the same case number received the same service the information for each participant must be entered on separate lines of the invoice if you have questions about whether to enter all members of a family or a single participant please contact your contract administrator enter the DHS assigned participant number for the individual who received the service each individual referred for service has a unique participant ID number the number can be found in the original referral document or service authorization from DHS the assigned DHS caseworker can also provide this information this is the service category field the service category and service type can be found on the referral document or authorization from DHS that initiated the service the DHS caseworker can also provide this information contracts often provide for more than one service category and/or type if an individual received more than one category and/or type of service within a given month the different services must be accounted for on separate lines on the invoice this is the service type field the service category and service type can be found on the referral document or authorization from DHS that initiated the service the DHS caseworker can also provide this information contracts often provide for more than one service category and or type if an individual received more than one category and or type of service within a given month the different services must be accounted for on separate lines on the invoice enter the 8th digit date with two digits for month two digits for day and four digits for year you must use the slash between fields enter the date on which the surface began during the month that the invoice pertains to if invoicing for expenditures of one or more purchases as opposed to services indicate the date of the purchase purchases are defined as payments or purchases for the benefit of clients or families ing to provisions detailed in the contract statement of work if there were multiple purchases enter the date of the first purchase only enter one total on one line of the invoice for all purchases in a given month separated by participant if there is more than one purchase per participant for the month receipts must accompany the invoice with a note on each receipt that corresponds with the line number on which the purchase is listed on the invoice enter the 8-digit date with two digits for month two digits for day and four digits for year you must use the slash between fields enter the last date on which service was provided during this invoicing period if invoicing for expenditures of one or more purchases as opposed to services for the participant enter the purchase date this is the rate per unit field enter the rate per unit as indicated in the contracts payment provisions or if provided the invoicing instructions issued after execution of the contract if invoicing for reimbursement for purchases as opposed to services for the participant enter the total dollar amount for all purchases in the month for the identified participant in this field attached a separate list of the individual purchases separated by participant if there is more than one purchase per participant for this month please also include copies of receipts enter the number of units of service provided during this invoicing period in other words the number of hours or quarter hours or days of service or other unit of services described in the contracts payment provisions if invoicing for expenditures of purchases as opposed to services for the participant enter one in this field this is the invoiced amount field this field is locked so the user cannot enter data directly into it the field automatically displays the mathematical result of the amount entered in the rate per unit field multiplied by the number entered into the number of units filled this field defaults to na directions will come separately regarding when this coding should be changed this is the notes section this section is for DHS use and documenting information necessary for correct and accurate processing including the service authorization validation code and validation date this is the service authorization field this field is for personnel at the DHS branch office to enter the service authorization number each time DHS authorizes a contracted service for a given individual the department's information system generates a unique service authorization number to aid DHS and service tracking and payment this field is for DHS use only enter an applicable validation code from this list VP means pay o P means pay one-time payment NP means do not pay aah means agency hold withhold payment at this time while branch staff work internally to resolve bh means a BRS placement hold withhold payment at this time while branch staff work internally to resolve ch means contract hold withhold payment at this time while DHS staff work to finalize the contract and pH means provider hold withhold payment at this time while branch staff work with the provider to resolve this field is for DHS use only enter the date the service was validated you must use the slash between fields a separate invoice sheet is available to use to delineate any contracted services for which provider receives a regular 112th monthly rate for these types of contracts there is no rate per unit to provide nor will and invoiced amount be calculated once you are done in putting information into the invoice you need to securely save your invoice with a password before sending it to DHS the password is your provider number to save with a password in Excel 2003 click file and save as then click tools and general options enter your DHS provider number into the two open text box then click OK re-enter the password and click OK again then click Save in Excel 2007 click the Microsoft Office button then prepare then click encrypt document enter your DHS provider number then click OK re-enter the password and click OK again then click save in Excel 2010 click file info and protect workbook then click encrypt with password enter your DHS provider number then click Save once you have saved your invoice with your DHS provider number as a password you are ready to submit the invoice invoices must be submitted via email to the branch from which services were referred there are more detailed instructions on how to submit your invoice on the invoice instructions tab of the invoice thank you for watching this orientation on the DHS contract invoice