What are Prepaid Charges?

●   Prepaid charges are placeholders for requesting payments to service providers.

●   This is used exclusively for service providers who are flagged as requiring prepayment before services are rendered.

Where can I see Prepaid Charges?

●   Prepaid charges are listed in a special place at the bottom of the Workflow Monitor called “Prepaid Charges”.


The Special Items in the Case Navigator



●   In Case Maintenance on the Accounting tab, unprepared prepaid charges (that are not closed) are listed as “Pending Pre-payment” on the PPC ledger.


When are Prepaid Charges Created?


●   When an appointment is scheduled:

●   Prepaid charges will be generated for each vendor payee who is marked as (a) billable and (b) requires prepay.

●   By “vendor payee” we are referring to the combination of service provider (vendor) and bill thru (payee).


How does W5 show me if there is more than one prepaid charge on a service?

●   In the workflow monitor, the “other prepaid charges” column shows the total value of all prepaid charges on the service file for the same service provider and bill thru (i.e.: vendor payee)

●   This can happen if an appointment is scheduled, a prepayment is issued and then the appointment is rescheduled.


Note:
If a prepayment is issued to a service provider and then the appointment is rebooked with a different service provider (who also requires prepayment) then there will be at least two prepayments made on the same service to different doctors.  This scenario will NOT show up in the “other prepaid charges” column.


●   This is intended to notify the user that the one or more additional prepaid charges exist for this vendor payee. The prepaid charges may be at different points in the process (i.e.: pending, prepared, issued) so it is up to the user to check and see if any new prepaid charges are actually needed.


What do the status settings mean?

Status

Pending
The prepaid charge is waiting for a user to (a) confirm that a prepayment will be processed and (b) set the prepayment amount.
Prepared
The prepaid charge has now been used to create an Accounts Payable (A/P) payment request.
Closed
The prepaid charge has been closed and no further processing will occur. It may be closed as normal after it has been used to request a prepayment or it may be closed by a user to terminate the payment request before getting sent to the accounting system.


Accounting Status


Pending
The associated A/P payment transaction has not been sent to the accounting system.
This may be because the prepaid charge has not yet been prepared so there is no A/P transaction to send OR because the export process has not yet been run.
Posted
The associated A/P payment transaction has been sent (exported) to the accounting system.
Issued
A payment has been issued by the accounting system.
This is manually set by a user on the prepaid charge form.


What happens to existing Prepaid Charges when the service provider, bill thru or billable flag for service provider is changed on an appointment?

●   Unprepared prepaid charges are removed if the service provider or bill thru are no longer on the appointment or service provider is unbillable.

●   Prepared prepaid charges are detached from the original service provider if the service provider or bill thru are no longer on the appointment or service provider is unbillable.

●   This means that the A/P transactions still exist on the service file.

●   If there are already prepared prepaid charges for the “new” service provider and bill thru on the appointment then W5 will reattach prepaid charges to the “new” service provider/bill thru.


What happens to existing Prepaid Charges when an appointment is Rescheduled?

●   When appointment is rescheduled:

●   All existing prepaid charges on the service that have a status of pending will be deleted (i.e.: pending prepaids for the prior appointment will be deleted). Also, any prepaid charges that were closed without being prepared will also be deleted.

●   For each vendor payee on that appointment who is marked as (a) billable and (b) requires prepay.

●   If there are already prepaid charges with a status of prepared on the service for the vendor payee, W5 will attach those prepaid charges to the new appointment.

●  If there are no prepaid charges with a status of prepared then new prepaid charges will be generated for the vendor payee.

●   When the appointment status is changed to pending:

●   All existing prepaid charges on the service that have a status of pending will be deleted (i.e.: pending prepaids for the prior appointment will be deleted). Also, any prepaid charges that were closed without being prepared will also be deleted.

●   For each vendor payee on that appointment who is marked as (a) billable and (b) requires prepay.

●   If there are already prepaid charges with a status of prepared on the service for the vendor payee, W5 will attach those prepaid charges to the new appointment.

●   If there are no prepaid charges with a status of prepared then new prepaid charges will be generated for the vendor payee.


What can I do with/to Prepaid Charges?

●   A prepaid charge can be Prepared

●   Since a prepaid charge is simply a placeholder for an A/P payment request, you have to do something turn it into an A/P payment request.

●   Closing or Deleting a Prepaid Charge

●   Prepaid charge can be closed regardless of its status (pending, prepared).

●   Prepaid charge can be deleted regardless of its status (pending, prepared, closed).

●   When a user tries to delete or close a prepaid charge:

●   If the prepaid charge is not prepared, a delete prepaid charge confirmation will appear.

●   If the prepaid charge is already prepared, a form with the following options will appear:

●   Void A/P Transaction

●  Delete (Close) Prepaid Charge Only

●  Cancel

●   When user selects to Void A/P Transaction, if the A/P Transaction is already applied, another form showing the A/P distribution list will appear. This is the same as the existing Void A/P Transaction feature from the A/P Transaction Maintenance form. If the user chooses the cancel option on this form, the delete or close prepaid charge request will be cancelled (i.e.: ignored).

●   Once a prepaid charge is closed, there is no option to reopen it. A user can only delete the prepaid charge, or launch the A/P Transaction maintenance form if the prepaid charge is prepared.

●   A prepaid charge will be automatically Deleted

●   Unprepared prepaid charges will be deleted when any of the following occurs:

●   The Service file is deleted

●   The appointment is cancelled

●   The “Close Entire Case” sub action is processed in Process Action

●   The “Update Workflow” sub action is processed and the workflow is completed in Process Action


How do operations in A/P Maintenance affect Prepaid Charges?


●   When a user tries to void an A/P Transaction, if there is a prepaid charge associated with it, then that prepaid charge will be closed.

●   If an A/P Transaction is deleted then the associated prepaid charge (if there is one) will be disconnected from the A/P transaction and closed. A message to indicate the associated prepaid charge being closed will pop up after the A/P Transaction is successfully voided or deleted.



Last Revised:  April 25, 2017 (as of version 5.3.15.0)