Content
- Introduction
- Explanation of Miscellaneous Charges and Reimbursements
- Adding Miscellaneous Charges and Reimbursements
- Reimbursements
Introduction
Miscellaneous Charges and Reimbursements are part of the optional add-on, Enterprise Financials. If you are interested in the extendedReach Enterprise Financials, please contact your Agency Administrator, or sales@extendedreach.com.
If you have a question not addressed here, you can contact support at support@extendedreach.com.
Explanation of Miscellaneous Charges and Reimbursements
Miscellaneous Charges are amounts of money paid to an agency by the county to cover various client expenses, such as initial clothing, incentives, or birthday gifts. Reimbursements occur when a home is paid a portion of that money.
Once the Enterprise Accounting functionality is enabled, Charges and Reimbursements can be “Posted” to the accounting system. Once Posted, these Charges and Reimbursements can no longer be modified. Instead they must be added or adjusted.
Adding Miscellaneous Charges and Reimbursements
1. From the Financial tab within a Case, click on Charge.
Image: “Case Screen Financial Tab: Charge”
2. Under the General Tab, complete the fields in the Charge Information section.
Image: “Charge Information”
| Field Name | Description |
|---|---|
| Charge Date | Record the date the charge was incurred. |
| Status | Since this is a new charge, the system will auto-fill “New”. |
| Type | Select the type of charge this is, from the drop-down menu. |
| Bill To | Select who should be billed for this charge, from the drop-down menu. |
| Home Name | Click on the magnifying glass icon to find and select the name of the home where these charges were incurred. |
| Reimburse Home | Check this box if this charge should be reimbursed back to the home. |
| Amount | Record the charge amount in dollars. |
| Memo | If there are any additional notes, they can be recorded here. |
Image: “Reimburse Home”
3. If there are related documents, such as receipts, attach them by clicking on the paperclip icon. To delete a file, click on the item, then on the trashcan icon.
Image: “Related Documents”
4. Click on Save, or (Save and) Add Another.
Image: “Save” or “(Save and) Add Another”
5. If you checked the box next to “Reimburse Home”, this information bar will appear. To view, click on the “Home Reimbursement” blue hyper-link.
Image: “Home Reimbursement”
Reimbursements
(NOTE: If you added a charge using the steps above and checked the "Reimburse Home" box, the Reimbursement was already created. There is no need to create a new one.)
1. From the Financial tab within a Home, click on Reimbursement.
Image: “Reimbursements”
2. Within the General Tab, complete the fields within the Reimbursement Information section.
Image: “Reimbursement Information”
| Field Name | Description |
|---|---|
| Reimbursement Date | Record the date the reimbursement was incurred. |
| Status | Since this is a new charge, the system will auto-fill “New”. |
| Type | Select the reimbursement type from the drop-down menu. |
| Case | Click on the magnifying glass icon to find and select the case related to this Days Care reimbursement. |
| Program | Select the program from the drop-down menu or the system will auto-fill it for you. |
| Funding Organization | Select the organization who funded the reimbursement, from the drop-down menu. |
| Amount | Record the charge amount in dollars. |
| Memo | If there are any additional notes, they can be recorded here. |
3. If there are related documents, such as receipts, attach them by clicking on the paperclip icon. To delete a file, click on the item, then on the trashcan icon.
Image: “Related Documents”
4. In the Ledger Tab, the status will now say “Ready to Post”. You can place the item on hold, or decide not to post.
Image: “Ledger Tab – Ready to Post”
5. Click on Save.
Image: “Save”