CFAL & NetCIL Fee-for-Services Instructions
Revised: 7/22/2012
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 techsupport@ed2c.com.