June round up

Automatically reconciled Direct Debit transaction
A receipt generated for an automatically reconciled Direct Debit transaction. Note that links are provided to the original Direct Debit transaction in the Reference field (96X6L6XG-DQYTDM) and to the invoice (INV-0107) making it easy to view all related records for the payment.

June saw the release of auto-reconciliation for Direct Debit transactions, support for recording overpayments and refunds, alongside numerous improvements and fixes based on your feedback.

Auto-reconcile payment for Direct Debit

The Direct Debit module now supports for automatic reconciliation of transactions. After generating and exporting the Direct Debit transactions for a given collection date, you can now opt to have CareHQ generate matching receipts for each Direct Debit transaction and then reconcile those receipts against the invoices which the Direct Debit collection relates to.

We've also added support for recording Direct Debit returned (a.k.a bounced) payments. These can be recorded manually or by importing an ARUDD (Automated Return of Unpaid Direct Debits) report. When importing a report, CareHQ will automatically flag the relevant transactions as returned, as well as unreconciling the receipt from associated invoices and marking it as a returned payment (returned payments are shown as two lines within a customer's invoice representing the date payment was received and the date it was later returned).

Other updates & fixes

  • Added support for recording refunds (to cash) for over payments and credit notes in the reconciliation module.
  • Several improvements have been made to the sales pipeline report including support for ordering care enquiries by interaction date or next action due date. Care enquiry cards have been updated to show the number of outstanding actions there are for an enquiry and when the next action is due (or if it is overdue).
  • Cancelled bookings can now be viewed, as can their change log.
  • Cancelled billing contracts can now be viewed, as can their change log.
  • Tracking campaign and tracking Id fields can now be set against care enquiries providing closer integration with 3rd-party applications such as Google Analytics.
  • When choosing to bill the outstanding amount for a billing contract you can now select to bill until the end of the contract. This makes it easy to raise an invoice to cover a full respite stay in advance, for example.
  • The account code field can now be included in the service user identification template used in the description of invoice line items.
  • The date format used within invoice line item descriptions can now be configured to use the default human friendly format (e.g. 1st May 2024), UK format (e.g. 01/05/2024) or ISO format (2024-05-01).
  • An invoice description can now be set for invoice item types which determines the text included in invoice line item descriptions for items of that type.
  • The invoice item types set for billing rulesets can now be updated even if the billing contract is in use, with the limitation that invoice item types that are in use for contracts using the ruleset cannot be removed.
  • It's now possible to export anonymized care enquiries by checking the Include anonymized in export option within the filters. Anonymized data no longer contains an PII (Personally Identifiable Information) but can be useful for reporting purposes.
  • The app usage report can now be filtered to a specific user. If the report is exported for a single user the export will contain a worksheet with details of the user's usage by date and hour of the day.
  • Underpayments of £1 or less can now be recorded as a minor adjustment (previously only overpayments could be recorded).
  • We've added a notice banner to the top of the CareHQ app so that we can notify users about new features, new learning resources (such as video tutorials and knowledge base articles) and upcoming maintenance windows.
  • Not entering a start date for a report now results in a user-friendly warning instead of an error page.
  • Low balance alerts are no longer sent when the care home bills for expenses on account (e.g. at the end of each month the balance is cleared by an invoice).
  • Fixed an issue where converting a respite resident to a permanent resident with a planned future rate or room change would generate an error.
  • Archived rooms are no longer included in the room count column in the locations export.
  • Fixed issue where the day care report would incorrectly show all bookings as no shows.
  • Fixed issue where the accrual report would under report some over/under billed figures by one day.
  • Fixed issue where manually setting a checkout date in the past for a booking where there are future room or rate changes would leave the service user's status as active instead of inactive.
  • Aged debt report now correctly handles debt in excess of 180 days; previously this would cause the report to error.