August round up

In August we released a new integration for OpenAccounts, support for generating large print invoices and statements, the ability to export billing contracts and bookings at an account level, as well as a number of other improvements and fixes based on feedback from our users.

Export to OpenAccounts General ledger and Cash book

For providers using CareHQ for receipts and reconciliation CareHQ now supports a General Ledger and Cashbook export that can be uploaded to OpenAccounts.

Simplified exports

Files (Microsoft Excel) exported from CareHQ can be imported directly into OpenAccounts without additional steps, which are a common requirement for other applications, and there's an option to customise the export to replicate any existing format being used.

Preview and cross-reference

CareHQ provides an online version of the General ledger and Cash book which allows you to preview entries before exporting them and makes it simple to view any record associated with an entry (such as an invoice or payment receipt). Each entry exported from CareHQ contains a unique Id which allows you to cross-reference records within OpenAccounts with CareHQ.

Accurate record keeping

We provide a number of record types for recording financial transactions, including:

• Invoices
• Credit notes
• Overpayments
• Refunds to cash
• Write-offs (for both invoices and overpayments)
• Receipts
• Invalidated receipts (where a receipt has been incorrectly recorded and exported to OpenAccounts)
• Direct Debit returns

By accurately recording each type of transaction we've been able to remove the concept of general adjustments, which are commonly used as a way to correct mistakes but which can become unwieldy and difficult to follow when reviewing historic transactions for a billing party.

Configurable

CareHQ allows you to configure everything you need to ensure your exports match your setup on OpenAccounts. Define your companies (legal entities), debtor control accounts, nominal codes, cashbooks, balance sheets and profit and loss accounts, all within the application.

Other updates & fixes

• Added support for listing, searching and exporting billing contracts at account level.
• Added support for listing, searching and exporting bookings at account level.
• Added support for writing-off invoices and credit notes.
• Added a new knowledge base article explaining how to manage notification groups and events.

• Large print invoices and statements can now be sent to billing parties. A Large print requested option has been added to the billing setup form to record a billing party's preference.
• A new notification event has been added for when care enquiries are added to the waiting list.
• A new notification event has been added for when a service user is booked in at a rate below the target rate for a room.
• The recent admission rates report can now be filtered by location.
• Added a due date column to the billing schedules report.
• Added an admission date column to the care enquiries export which indicates the date a service user was admitted to (checked into) the care home.
• The number of comments for a care enquiry or service user is now shown against the Comments tab.

• Attempting to generate a credit note for a period where no care has been billed now notifies the user that there is nothing to credit; previously this action would result in an error.
• It's now possible to discharge a resident against a past booking rather than the current booking. Previously discharge dates could not be set against a booking that had already ended (e.g. for a change of room or rate).
• When the catch-all user for a location is changed the change log now records the user's name and email address in the change log, not just the Id.
• The acquisitions report now shows the correct figure for care enquiries in the compared highlights; previously it was incorrectly showing the visits figure.
• Uploading a required document against a care enquiry is now supported. Previously setting the document to a required type would generate an error.