March round up

Screenshot of the nominal analysis report within CareHQ
The new nominal analysis report

March saw the introduction of the new Nominal analysis report along with additional functionality for reviewing refunds and write-offs. There's also a host of other improvements and fixes based on your feedback.

Nominal analysis report

We've added a new Nominal analysis report (a.k.a. a nominal ledger or general ledger report) to the finance reports showing a breakdown of financial transactions by nominal code.

The report is available under Reports > Finance > Nominal analysis and can be run for all locations, a group of locations or an individual location.

Saying goodbye to accruals and accruals projected

At the end of May the current Accruals and Accruals (projected) reports will be removed from CareHQ. These reports have been superseded by the recently introduced Fees Summary report which provides all relevant information from both reports in a single report and includes information about billing discrepencies.

If you haven't switched to using the Fees Summary report yet and would like some guidance on how to make the transition, contact support and we'll be happy to assist.

Other updates & fixes

  • There's now a dedicated refunds tab allowing you to view, search and export the details of any refund.
  • There's now a dedicated write-offs tab allowing you to view, search and export the details of any write-off.
  • A suspense account can now be created and a set of transaction types defined (e.g. returned payments) which will post to the account by default.
  • The journal functionality within CareHQ can now generate multiple summary sheets on export. A number of clients have requested additional summary data for validating journal exports.
  • Within the journal, an Exceptions tab has been added which shows any journal entry that has not been exported but relates to a previous period. It's worth noting that by design CareHQ does not allow the export of journal entries that relate to a future period and so exceptions only ever relate to past periods.
  • A notification has been added for when a service user converts from respite to permanent. To receive the notification:
    • Select Account from the main navigation
    • Select the Notifications tab
    • Select the Notifications action (top-right)
    • Find the Notify on transition from respite to permanent field and assign the relevant notification group
    • Select the Save button
  • A new filter has been added to the Direct Debit transactions listing: Collect or Do not collect
  • By default, CareHQ calculates weekly rates for fixed monthly fees by defining each of the 12 months in the year as being (365.25 / 12) days or 30.4375 days long, with the extra 0.25 accounting for leap years. We've now made this configurable as either 365.25 or 365 days. This simplifies the move to CareHQ for clients who have existing contracts in place where the terms are based on 365 days in the year with the leap day either being ignored or an additional day being billed on a leap year.
  • The legal entity code defined for a company no longer needs to be unique. This allows for virtual companies to be defined within CareHQ which relate to a single real company in your external accounts package. Like the creation of virtual bank accounts, creating virtual companies within CareHQ can simplify the accounting and reporting processes for users.
  • When searching for bookings within CareHQ you can now apply a date range specifically to the check-in or checkout date. Previously the date range would filter results to any active booking within the defined range; the new filter makes it simple to find service users checking in or out in a given date range.
  • The care enquiry export now includes a column for each stage in the sales journey. If a stage has been completed for a care enquiry then the relevant column will be populated with the date and time the stage was completed.
  • Location contact (NHS, LA, annuity) statements can now be generated for a service user. This means statements for a location contact can now be generated for all locations, for a specific location, or for an individual service user.
  • Additional columns have been added to the invoice export:
    • Line item from date (the from and to date relate to the period of care covered by the line item)
    • Line item to date
    • Line item Id
  • A new Billing enabled column has been added to exports for:
    • Service users
    • Service user contacts
    • Location contacts
  • The default date range and date for activity statements has been changed to be the 1st of the current month to today. Previously the default was from the 1st to the last day of the prior month.
  • Fixed an issue where the write-off details for an invoice would appear twice (duplicated) when viewing an overpayment.
  • When approving invoices, if the payment method for the invoice has been set manually (overridden) we don't revert the payment method.
  • Exporting Direct debit collections over multiple dates now correctly generates 2 separate files.
  • Filtering Direct Debit transactions by their sent status now works as expected and no longer generates an error.
  • The ARC license report now shows service users' name and date of birth for residents over 75, previously these were incorrectly hidden.
  • Credit notes no longer show payment instructions in the footer of the PDF template.
  • Updated the description text used for statement lines to be clearer, specifically returned payments and refunds.
  • Credit notes generated for an invoice must now be approved when created. Previously we allowed them to be generated as draft, allowing a draft credit note to be applied against an approved invoice.
  • The invoice importer now prevents due dates being set before invoice issue dates.
  • Fixed an issue where the user expenses review page would time out. The issue related to a bug causing a large number of erroneous database calls to be made.
  • Days after death line items generated against a draft invoice are now picked up in the invoice run, removing the risk of them being generated in duplicate by separate users.
  • The Export action on the Unreconciled receipts tab now correctly filters exported receipts to just those that have been reconciled.
  • Allocated credit notes no longer appear in the outstanding statement view, previously they would appear showing a zero balance.