CFAL & NetCIL Fee-for-Services Instructions
Before you can record fee-for-service transactions, you must configure funding codes and default values for projects and services. A future version of NetCIL Manager will possess the capability to perform the configuration; for now, these tables can be edited via the database window of NetCIL Client (green database button, Main screen, lower right).
Open the Funding Codes table:
Funding ID is an automatically-assigned database primary key. “FundCat” is any code that is meaningful to your agency or to external systems, such as accounting codes for book keeping systems. The field can contain any value up to 255 characters but must be unique (no duplicates between records).
“Bill Rate” can be used to designate the amount that you are reimbursed by your funding source or for your internal cost of providing a service. If you specify markup amounts, billing rate plus markup will be calculated when transactions are recorded and when billing reports are generated. You can specify markups as either an amount or a percentage. If both values are recorded, markup percent will override the markup amount. When billing reports are generated, software will compare the total hours-to-date and funding amounts-to-date that have been accrued for each funding source. If the amounts accrued exceed “Authorized Amount” or “Authorized Hours” values, accrued totals will be displayed in red on billing reports. Future NetCIL versions may contain logic that prevents the selection of Funding Codes if authorized amounts or hours have been exceeded.
If a default GrantID is specified for a given funding code, its value will be automatically recorded when a service is provided and when a project is selected.
If desired, open the Services table and specify a default FundingID, corresponding to a record in your Funding Codes table. If specified, funding codes will be automatically selected and monetary amounts will be automatically calculated when the provision of a service is recorded. If a funding code is manually entered, only active codes can be selected.
In a like manner, open the NetCIL Client Projects form and, if desired, specify a default Funding Type for each project. Note that the billing rate, markup amounts, and authorized amount fields are present in both the services and projects tables; however, these fields are only for reference. All transaction amounts and default grant codes are calculated and recorded directly from values that are contained in the Funding Codes table.
When recording the provision of direct services, funding amounts will be automatically calculated as follows. If a service is specified, and if the service has been tagged with a default funding type, data from the Funding Codes table will be automatically calculated in the consumer history transaction. If Funding Type or Hours are edited after initial entry, Funding Amount and Billed Amount values will be recalculated. These fields can also be edited without restriction; however, when billing reports are generated, a warning will be issued if there is a mismatch between calculated and recorded amounts.
When recording the provision of indirect services, funding amounts will be automatically calculated in a similar manner. If a project is specified, and if the project has been tagged with a default funding type, data from the Funding Codes table will be automatically entered and calculated in the work log transaction. If Funding Type or Hours are edited after initial entry, Funding Amount and Billed Amount values will be recalculated. These fields can also be edited without restriction; however, when billing reports are generated, a warning will be issued if there is a mismatch between calculated and recorded amounts. The same logic applies to the use of the Weekly Log; however, not all information is displayed on this form, although it will still be calculated.
To create a billing report, open the NetCIL Client Reports and Graphs page, select a date range, and select “Billing Report”. An Excel spreadsheet report will be generated with three tabs: A list of all direct services and indirect services with financial transactions for the reporting period, along with a summary of data for all active funding codes. For direct and indirect services, if calculated values do not equal recorded values, a warning message will be generated. For funding codes, if total hours or amounts accrued to date exceed authorized amounts, the totals will be displayed in bold-face red.
For more information on any of the topics covered in this document, please refer to the NetCIL Client User’s Manual. A current copy of the manual is available from our website by following this link: http://help.netcil.com.
For additional assistance please contact ed2c technical support toll-free at (888) 678-0683 or by sending e-mail to email@example.com.