Contracts and Invoices

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Contracts

This function in the Clinical Management for Behavioral Health Services (CMBHS) application allows a user to view his/her business entity’s contracts with the Texas Health and Human Services Commission (HHSC). After selecting a contract, you can perform functions related to payment and reporting requirements.

Before You Start

Your business entity must have a contract with HHSC (or with an entity that contracts with HHSC) that allows you to view contracts.

The user must have a CMBHS user role that allows access to this CMBHS function. For a list of Roles according to Page Rights in CMBHS, click here.

Contract Facts

The HHSC Contracts displayed on the contracts page include past, inactive contracts, as well as current active contracts.

CMBHS displays contracts on the basis of Vendor ID. Your business entity’s Vendor ID was entered into CMBHS during the initial set-up process.

Some business entities may have several pages of contracts. If the user’s list has more than one page of contracts, the page numbers are displayed in blue font at the bottom left corner of the Contract List.

If there are several pages of contracts, use the column headers to sort the contracts. This will help you find the contract you are looking for more quickly. If the contract you are looking for is not listed contact your Contract Manager. Contracts are listed newest to oldest.

All contract functions are not available to all contracts nor are they available at all times. Some contract function buttons will be grayed–out when the contract function should not be available to the user because of the contract type, the user’s role, or the status of a current or previous submission.

NOTE: CMBHS does not have a function to allow the user to directly view the text of his/her HHSC contract in CMBHS.

Contracts Page Data Fields

All of the following data fields are Read Only for CMBHS users. They are made available on the Contracts page so users have enough information to select the correct contract for other functions. To access the Contracts page, hover your mouse pointer over the Business Office tab of the Administrative Toolbar, and then CLICK on Contracts.

Contract ID

This is an HHSC assigned contract identification number appended with the Program Id and budget period begin year and month.

Begin Date

This is the date the contract starts.

End Date

This field displays the date the contract ends.

Funding Source

The source of funding for each contract is displayed in this field.

Contract Type

One of the following contract types will display:

Fee for Service
Cost Reimbursement
Fixed Price
Progress Toward Completion
Rate Based Payments
Time & Materials

Distribution Method

One of the following methods of payment/distribution of funds will display:

Contact % based
Activity based
PO % based

Contract Status

This field displays the current status of the contract.

The Contract Status is either Active or Inactive.

Contract Amount

This is the total amount of the contact for the specified budget period.

Payment Previously Requested

This field reflects the amount of the previous payments requested and paid for the contract budget period by the provider.

How to Find and Select a Contract

To find and select a Contract in CMBHS, Login to CMBHS and then hover over the Business Office tab on the Administrative Toolbar at the top of the page. The Business Office menu will drop down.
CLICK on Contracts and the contracts page will display with a list of all the HHSC contracts your business entity currently has. Contracts from previous years also display.
CMBHS displays contracts for a provider based on USAS Vendor ID.
To select a contract, CLICK anywhere in the row for the desired contract. When the row is highlighted, you are ready to select one of the Action buttons.

What’s Next?

After selecting a Contract, you may CLICK on one of the buttons located at the bottom of the list. The buttons are listed next. Click on one of the following links to view more information about that subject:

Invoices

This section of the Clinical Management for Behavioral Health Services (CMBHS) Help provides information to assist users in managing invoices to be submitted to the Health and Human Services Commission (HHSC). The HHSC MH/SUD contracts and claims payment system, BHSMS, provides the information needed by CMBHS to support the correct operation of this function.

Invoices may be not be submitted for Fee-For-Service Contracts .

Before You Start

The CMBHS business entity must have an executed contract with HHSC that requires billing by invoice thru CMBHS.
The user must be assigned a role that permits him/her to select the contract for which an invoice will be submitted. For a list of CMBHS pages and the read-only and read-write privileges for each CMBHS role, click here.
In CMBHS, invoices can only be submitted from the business entity's parent/administrative location. The CMBHS user cannot submit invoices from service or clinic locations. The parent/administrative location for your business can be viewed from the Provider Detail page.

Business Rules for Invoices

Invoices can only be edited or deleted while in Draft and Submitted status.

When a user deletes an Invoice, the record is completely cleared from the CMBHS system and cannot be retrieved, even by HHSC.

Invoice Page Data Fields

At the top of the Invoice page, the following information about the Contract displays:

Contract ID (Read-Only) – This is a HHSC assigned contract identification number.

Contract Type (Read-Only) – The type of HHSC contract. One of the following contract types will display:

Cost Reimbursement
Fixed Price
Progress Toward Completion
Rate Based Payments
Time & Materials

Begin Date (Read-Only) – This is the HHSC contract begin date.

End Date (Read-Only) – This field displays the date the contract terminates
or ends.

List of Invoices

If the provider has already submitted invoices for this contract or if there are invoices in Draft status, they will display on the List of Invoices.

The List of Invoices includes the following information about each Invoice:

Invoice Number – Initially will be blank. CMBHS will assign a number after the invoice is submitted to HHSC.

Invoice Date – The Date the Invoice was submitted by the provider to HHSC.

Invoice Type – One of the following Invoice Types will display: Invoice – Initial or Invoice - Supplemental

Invoice (Begin Date and End Date)

Invoice Amount – The total dollar amount of the Invoice.

Invoice Status – One of the following statuses will display: Draft, Submitted, In-process, Vouchered, Rejected.

How to Create and Submit a New Invoice

From the Contracts page, select the Contract for which you are submitting an invoice by CLICKING anywhere in that row.
Then CLICK on the Invoice button at the bottom of the table. The Invoices page will open.
When the Invoices page opens, CLICK on the New button on the right side of the table to create a new invoice. The New button will open the Invoices page.
At the top of the page, information about the Contract selected by the user will display. This information is generated by CMBHS and is view only.
On the Invoices page, you can pick either an existing invoice by CLICKING anywhere in a row, or you can CLICK on the New button on the right side of the Invoices List table.
Complete the Invoice data fields, ensure that the information in the Invoice data fields is correct, and then CLICK the Submit button.

Data Fields for a New Invoice

Request Type (Read-only)

The Request Type is assigned by CMBHS.
The first time an Invoice is submitted for any given month, its type is Initial.
Any subsequent Invoices submitted for the same month are Supplemental.
If the Request Type is Supplemental, the user must TYPE information in the Justification box.

Begin Date/End Date (Required)

The rules for the Begin Date and End Date are:

The Begin Date and End Date must fall within the Contract Begin Date and End Date.
The Begin Date and End Date must be within the same month.
The Begin Date cannot be in future. It can be the current date.
The End Date cannot be in the future. It can be the current date.
The Begin Date must be on or before the End Date.

As of Date (Required)

The As of Date cannot be a date in the future and it must be within the Begin and End dates of the contracted program.

Total Expenditures (Required)

Total expenditures must be greater than zero.

Payments Previously Requested (Calculated)

This is a read-only field.
The values are derived from the Behavioral Health Services Management System (BHSMS).
This value will be a calculation of all previous payment minus any unliquidated advance.

Adjusted Expenditures (Calculated)

This is a read-only field.
Total Expenditures minus Payments to date not including any unliquidated advance.

Current Advance Amount Not Yet Liquidated (Calculated)

This is a read-only field.
The value is derived from the Behavioral Health Services Management System (BHSMS).
This is the advance amount paid minus previous liquidations

Advance Amount to Liquidate (Calculated)

Advanced Liquidation Percentage approved by your contract manager multiplied by the Adjusted Expenditures – Not to exceed Current Advance Not Yet Liquidated.
This amount will be zero if no advance was paid or if the advance has already been completely liquidated.
The Advance Amount to Liquidate (unliquidated amount) should not exceed the Current Advance Amount Not Yet Liquidated

Total Invoice Amount (Required)

This is a read-only field. The system generates the Total Requested Amount based on the following formula:

Total Adjusted Expenditures minus the Advance Amount to Liquidate = Total Invoice Amount.
When submitting an invoice, the total invoice amount must be greater than zero.
The As-of-Date must be greater than or equal to the Begin Date.
The As-of-Date must be greater than or equal to the As-of-Date on the last Invoice for the contract.
CMBHS will not allow the submission of another Invoice when the previous submission is in Draft or Submitted status.

Invoice Status

The default status for the Invoice is Draft. It will remain in this status until the user CLICKS on the Submit button.

The user has only one option for changing the status of the Invoice. The user can change the status from Draft to Submitted. This is done when all data entry is complete and the user CLICKS on the Submit button to send the Invoice to HHSC. The status will change to Submitted.

After the user has submitted the Invoice, one of these five statuses will display:

Submitted – Displays after the user has submitted the Invoice to HHSC.
In Process – The transmission of information to HHSC has failed.
Pending – The Invoice has been received by HHSC.
Rejected – HHSC has rejected the Invoice.
Vouchered – The Invoice has been accepted by HHSC and is being processed.

Voucher Information

Voucher ID – HHSC generated number associated with the payment
Voucher Status – current status of the voucher.
- - Completed = Paid
  - Cancelled = Voucher was cancelled because of an internal HHSC issue. Invoice will be repaid on a subsequent voucher.
  - Replaced = Voucher was cancelled and repaid on a voucher processed within the HHSC Accounting system.
Voucher Date – date the voucher was generated
Voucher Comments – Comments related to cancelled or replaced vouchers.

How to Find an Existing Invoice

Log in to CMBHS.
On the Administrative Toolbar at the top of the page, hover over the Business Office Tab and then CLICK on the Contracts sub-menu when it appears.
The Contracts page will open and display a list of your business entity's HHSC contracts.
Select the Contract for which you want view an existing invoice by CLICKING anywhere in that row. The row will highlight with a darker color to indicate it is selected.
Next, CLICK on the Invoice button at the bottom of the table. If the Invoice button is grayed-out, that indicates that invoices may not be submitted for this contract. If you believe this is an error, contact your HHSC Contract Manager for clarification.
If you are permitted to submit Invoices for the selected Contract, CLICK on the Invoice button, and the Invoices page will open. A table List of Invoices will display.
Select the Invoice you wish to view by CLICKING anywhere in the row; the row will highlight. And then CLICK on the VIEW button.
The Invoice page will display depending on your contract type.
When you have finished viewing the Invoice, CLICK on the Close button and you will return to the List of Invoices.

How to Edit an Existing Invoice

Users can edit an Invoice while it is in Draft or Submitted Status.

From the Contracts page, select the Contract for the Invoice you wish to Edit by CLICKING anywhere in the row.
Next, CLICK on the Invoices button at the bottom of the table. The Invoices page will open.
When the Invoices page opens, you will see the Contract Information for the Invoices displayed at the top of the page. This information is generated by CMBHS and is view only.
Select an existing invoice by CLICKING anywhere in its row, and then CLICK the View button. When the Invoice opens, check the Invoice Status field. If the Status is anything other than Draft or Submitted, you will not be able to make a change to the Invoice.
If the Status is Draft or Submitted, make the needed changes to the data fields. Ensure that the information is correct and then CLICK on the Submit button.

Advances

This section of the Clinical Management for Behavioral Health Services (CMBHS) Help provides information to assist users in creating/submitting Advance funding requests. Advance funding requests are not available for all contracts and are enabled at HHSC’s sole discretion. When HHSC enables the use of Advance funding requests, the HHSC BHSMS application provides information to CMBHS to support the correct operation of this function .

Before You Start

The CMBHS business entity/provider must have an executed contract with HHSC that permits requesting Advances.
The CMBHS user must be assigned a CMBHS role that permits him/her to submit an Advance. Click here for a listing of Roles and Page Rights in CMBHS.
You must be at your business entity’s administrative (parent) location in CMBHS to create, submit, and view Advances. In CMBHS, the user cannot create, submit, or view an Advance from a CMBHS clinic or service location.

Facts on Requesting an Advance

Advance funding requests are used at HHSC’s sole discretion and are approved by your Contract Manager.
The Advance Amount Limit is set by your contract manager. You cannot request any amount over the limit, but you can request less than the limit.
You can only submit ONE Advance funding request.
You can only edit or delete an Advance funding request while in Draft or Submitted status.
When the user deletes an Advance, the record is wiped out of the CMBHS system and cannot be retrieved, even by HHSC.
If the request for Advance is rejected, you can open it, make changes, and resubmit it.

How to Create and Submit a Request for an Advance

From the Contracts page, select the Contract for which you are submitting an Advance by CLICKING anywhere in that row.
Next, CLICK on the Advance button at the bottom of the table. The Advance page will open.
When the Advances page opens, CLICK on the New button on the right side of the table to create a new Advance. The New button will open the Advance page. You can only create and submit an Advance if approved by your Contract Manager, and an Advance Amount limit is set. Once approved, you can create and submit an Advance equal to or less than the Advance Amount Limit. The Advance must also be the first invoice received for the budget year on the contract. Advance request functionality is locked once HHSC processes a reimbursement.
At the top of the page, information about the Contract selected by the user will display. The information is generated by CMBHS and is view only.
On the Advances page, you can either pick an existing Advance by CLICKING anywhere in its row, or you can CLICK on the New button on the right side of the Advance List table.
Complete the Advance data fields, ensure that the information in the Advance data fields is correct, and then CLICK on the Submit button.

Advance Data Fields

At the top of the Advance Page, the following information about the HHSC Contract displays.

Contract ID (Read-Only) – This is an HHSC-assigned contract identification number.
Contract Type – Primary Payment type of the HHSC contract.
Begin Date (Read-Only) – This is the contract begin date.
End Date (Read-Only) – This field displays the end date of the CMBHS budget period for a contract.

List of Advances

If the provider has already submitted a request for an Advance for this contract, or if there are Advances still in Draft status, they will display in the List of Advances.

The List of Advances includes the following information about each Advances:

Advance Number – Initially this will be Blank. CMBHS will assign a number after the Advance is submitted.
Advance Date – The date the Advance was submitted by the provider to HHSC.
Advance Amount – The dollar amount of the Advance.
Advance Status – One of the following statuses will display: Draft, Submitted, In-process, Vouchered, Rejected.

Data Fields Detail

Business Entity (Read-Only) – Name of the contractor.

Contract Id (Read-Only) – Contract that the advance is being requested against.

Contract Begin Date (Read-Only) – This is the contract begin date.

Contract End Date (Read-Only) – This is the contract end date.

Begin Date (Read-Only) – this date is set by CMBHS to be the begin date of the contract.

End Date (Read-Only) – This date is set by CMBHS to be the last day of the month of the contract begin date

Advance Limit (Read-Only) – This is the maximum advance amount authorized by HHSC.

Advance Amount – This is an enterable field for the advance amount being requested. An amount cannot be entered for more than the Advance Limit authorized by HHSC. A lesser amount can be entered but only ONE advance can be requested for the contract period.

Advance Number – Initially the Advance Number will be blank. CMBHS will assign an Advance Number after the Advance is submitted.

Document Status for Advances

Submitted – Displays after the user has submitted the Advance.
In Process – The transmission of information to HHSC has failed.
Pending – The Advance has been received by HHSC.
Rejected – HHSC has rejected the Advance.
Vouchered – The Advance has been accepted by HHSC and is being processed.

Status Date – The date that the status was last updated

Voucher Information

Voucher ID – HHSC generated number associated with the payment
Voucher Status – current status of the voucher.
- - Completed = Paid
  - Cancelled = Voucher was cancelled because of an internal HHSC issue. Advance will be repaid on a subsequent voucher.
  - Replaced = Voucher was cancelled and repaid on a voucher processed within the HHSC Accounting system.
Voucher Date – date the voucher was generated
Voucher Comments – Comments related to cancelled or replaced vouchers.

How to Cancel the Advance

When the user is documenting on the Advance page, the document is always in Draft status.
When in Draft status, if you CLICK on the Cancel button, the page closes and any information you entered will be deleted and cannot be retrieved, even by HHSC. A message will display: Are you sure you want to leave this page without saving your changes?
If you click OK, you will lose any changes you have made.
To create a new Advance, begin the process over again.
The Cancel button only works this way on changes made before the Save and Submit button are CLICKED.

How to Find an Existing Advance

Log in to CMBHS.
On the Administrative Toolbar at the top of the page, hover over the Business Office Tab and then CLICK on the Contracts sub-menu when it appears.
The Contracts page will open and display a list of your business entity’s contracts.
Select the Contract for which you want view an existing Advance by CLICKING anywhere in that row. The row will highlight with a darker color to indicate it is selected.
If you are permitted to submit Advances for the selected Contract, CLICK on the Advance button, and the Advances page will open. A table List of Advances will display. Please note that only one advance is allowed per budget period on the contract.
Select the Advance you wish to view by CLICKING anywhere in the row; the row will highlight. Next, CLICK on the View button.
The Advance page will display depending on your contract type.
When you have finished viewing the Advance, CLICK on the Close button and you will return to the List of Advances.

How to Edit an Existing Advance

Users can edit an Advance while it is in Draft Status.

From the Contracts page, select the Contract with the Advance you wish to Edit by CLICKING anywhere in that row.
Then CLICK on the Advance button at the bottom of the table. The Advance page will open.
When the Advances page opens, you will see the Contract Information for the Advance displayed at the top of the page. This information is generated by CMBHS and is view only.
Pick an existing Advance by CLICKING anywhere in the row. When the Advance opens, check the Advance Status field. If the Status is anything other than Draft or Submitted, you will not be able to make a change to the Advance.
If the Status is Draft or Submitted, make the needed changes to the data fields. Ensure that the information is correct and then CLICK on the Submit button.

Contract Activity

This function in the Clinical Management for Behavioral Health Services (CMBHS) application allows users to view their business entity’s contract activity for a selected Texas Health and Human Services Commission (HHSC) contract, and access functions related to payment for services and reporting for that Contract.

Facts about Contract Activity

In CMBHS, contracts and Contract Activity can only be viewed from the business entity's main (parent) location. The CMBHS user cannot view Contract Activity from individual provider/clinic locations.

CMBHS displays Contracts for provider based on Vendor ID.

How to View Contract Activity

To view the Contract Activity for the selected Contract with HHSC, select the Contract and CLICK on the Contract Activity button at the bottom of the Contract List. When selected, the information will display in a table below the main List of Contracts, titled List of Contract Activities. Contract Activity information is only available for Fee-for-Service contracts.

The Contract Activity fields are populated with information from HHSC and are all read-only.

Contract ID (read-only)

The HHSC generated contract number will display here.

Billing Service Group (read-only)

The level that service dollars are allocated. One or more billing codes charge against this allocation level.

Allocated Amount (read-only)

The total amount allocated to the Billing Service Group by HHSC for this contract.

Paid Amount (read-only)

The amount paid to date.

Available Amount (read-only)

The remaining balance of the Service Group.

Service Activity Name (read-only)

The billing service description and code.

Service Rate (read-only)

The rate to be paid to the provider per service unit is displayed here.

Clinic (read-only)

The Clinics available for the specified Service

Population Age Type (read-only)

If the Contract has limitations on the age of the population to be served, it will display here. For Substance Use Services, the Population Age Type may be Adult, Youth, or All.

Population Gender (read-only)

If the Contract has limitations on the gender of the population to be served, it displays that information here. For Substance Use Disorder Services, the Population Gender may be Male, Female, or All.

Activity Status (read-only)

The status of the Contract Activity displays here. The Activity Status may be Active or Inactive.

What’s Next?

If the information displayed on this page is not correct, contact your local CMBHS Security Administrator to ensure they are aware of the problem. If your Local CMBHS Security Administrator is not able to correct the problem, contact the HHSC CMBHS Help Line at 1-866-806-7806 for assistance.

When you have finished viewing the Contract Activity page, CLICK on the Close button to return to the Contracts List page.

Items Upload

Items Upload allows the user to create item records and to upload/map contract related documents and communicate current item approval status to all affected parties. Prime parties involved in the process are HHSC Providers, HHSC Program Staff, and HHSC Contract Managers. HHSC Providers are asked to upload contract related documents, such as Contract Deliverables and BPAs, in CMBHS. HHSC Program Staff and Contract Managers approve/reject items and associated attachments based on the Item Type selected.

The status of the Item submission and approval process can be followed based on the status currently selected:

Draft – Provider has Saved the Item Record but not yet Submitted it for HHSC approval.
Submitted – Provider has completed the Item and associated all required attachments and has sent for HHS Approval.
In Process – HHS Staff has begun review of the Item.
Approved – HHS Staff has Approved the Item
Rejected – HHS Staff has Rejected the Item. Provider will be required to submit a new Item with any corrections required.

Before You Start

You must be assigned a CMBHS user role that allows you to utilize “Items Upload “functionality in the CMBHS application. Click here to view CMBHS Roles and their Read-Only and read-Write Page Rights.
The Provider must have contracts executed and set up in CMBHS.

How to access “Items Upload” screen and High-Level Flow

How to access the screen: Login to the CMBHS application to the Provider level> Select Business Office> Contracts> Select one of the contracts and click on ‘Items Upload’.

High-Level Flow:

Create a new Item and save into Draft Status.
Hit the Attachment Button and map all required documents to the Item.
Edit the Item and change the status to Submitted for HHSC Approval. At least one document must be mapped to Submit the Item for Approval.

How to create a new ‘Upload item’.

Login to the CMBHS application at one of the Provider levels.
System displays the list of contracts (Fee for Service/Cost Reimbursement) on ‘Contracts’ page.
Select one of the Contracts and chooses to click on ‘Items Upload’.
System Provides an access to ‘View Items’ page.
Click on ‘New’ control to upload documents for a specific ‘Upload Item’ against a selected Contract ID.
System defaults the user on ‘Upload Items’ page.
Enters data in all the required fields on the ‘Upload Items and select ‘Draft’ from ‘item Status’ drop-down.
System defaults the form in ‘Draft’ status and display page controls: Edit, Close, Delete, Attachments.
Click on ‘Attachments’ page control.
System defaults the user on ‘View Attachments’ screen.
Users click on ‘Attach File’.
System defaults the user on ‘New Attachments’ screen.
Click on ‘Select’ in ‘Browse File’.
System provides an access to the user’s internal system.
Select a document and click on ‘Upload File’ control. Note: Ensure file name accurately reflects document contents. Follow naming conventions provided by HHSC.
System: Upload the document and display it on ‘View Attachments’ with three-page controls: Attach File, Delete Selected, Close
Click on ‘Close’.
System defaults the user on ‘Upload Items’ screen and display the uploaded item on ‘upload Items’ table grid.
Click on ‘Edit’.
System displays the form in edit mode.
If the Upload Item is ready for submission, select ‘Submitted’ from ‘Item Status’ drop-down and save the form.
System saves the created Item Type in the table grid on ‘View Items’ and system sends automatic email to outlook of assigned ‘Contract Manager’ of the Item Type.

Detailed Explanation of Functionality and data fields:

On View Items screen, system shows following fields in the header as Read Only:

Contract Id – This is the ID that the provider has selected on 'Contracts' page.

Contract Type - this is an auto-populated field with Contract Type data from ‘Contracts’ page.
Contract Begin and End Date - These are auto-populated fields with Contract Begin Date and Contract End Date data from ‘Contracts’ page.

On View Items screen, the system will display 3 control buttons ‘Close’, ‘New’, and ‘View’.

‘New’ is used to create a new Item in the system. You can create a new ‘Upload Item’ is the selected ‘Contract ID’ is currently active.
‘View’ is used to select view a previously entered item. Hit the Select Button next to the item to view and hit ‘View’.
‘Close’ is used to return to the previous screen.

Creating a New Item

When the user will click on ‘New’ control button, then the system will open a ‘Upload Items’ screen with the following fields.

Item Type
Item Name
Item Begin Date
Item End Date
Comments
Item Status
Item Status Comments
Item Status History

Business Rules

On screen, ‘Upload Items’ the system would display following fields.

Item Type (Required)

Select one of the values from the drop-down.
Select the Type that most closely aligns with the group of attachments being associated with the Item.
If SU-Other is selected an additional text field will appear to provide additional information about the type. Maximum field length of 50 characters.

Item Name (Required)

Enter text in the field. Maximum field length of 50 characters.
Item Name should match the Deliverable Name in the contract if associated documents satisfy a contract deliverable.

Item Begin Date (Required)

Item End Date (Required)

Enter the date in the field in format mm/dd/yyyy.
Begin and End Date must be within the term of the Begin and End date of the contract.
End Date must be equal to or greater than the Begin Date.

Comments (Optional)

Enter text in the field. Maximum field length of 200 characters.
Enter any additional information needed to communicate to HHSC for approval process.

Table Grid to display uploaded attachments.

Listing of Attachments already uploaded on ‘Attachments’ screen will be displayed in the Table Grid.

Item Status History (Read Only)

The system will display history based on selections or updates made to the 'Item Status' on the 'Upload Item' page.

Item Status (Drop-Down)

If the created ‘Item’ is not ready for submission, then save the ‘Item’ in ‘Draft’ status.
If the created ‘Item’ is ready for submission, then save the ‘Item’ in ‘Submitted’ status. At least one Document must be attached to the Item before Submission is possible. Once submitted, the Item will be blocked from further edits pending approval/rejection.

Audit Information

The system will create an audit information on the ‘Upload Items’ page. The section would display following fields:

Created By: It’s a system generated Value- Displays the user's name, who has initiated to complete the document.

Created Date: It’s a system generated value- Displays the document saved date & time.
Last Saved By: It’s a system generated value- Displays the user's name, who saved this document.
Last Saved Date: It’s a system generated value- Displays the document last saved date.

To Add Attachments to the Item

Save the created ‘Upload Item’ into the ‘Draft’ status.
On the Saved ‘Draft’ status item, Hit the Attachments Button.

On ‘Attachments’ screen

The user is given a capability to upload an attachment from their internal system.
The system allows the user to upload file extensions with file formats .jpg, .gif, .png, .bmp, .tiff, .pdf, .xlsx.

The system allows to upload multiple files by clicking on ‘Attach File’ on ‘View Attachments’ screen.
System displays all the uploaded attachments on ‘View Attachments’ screen.
Once user upload an attachment on ‘Attachments’ and system will display an uploaded attachment on ‘Upload Items’ page in the table grid.

Delete

‘Upload Item’ can only be deleted from the system while saved in ‘Draft’ status. Deleting will remove the item and any associated documents from CMBHS.

Notes:

Each Item created must be unique. A unique record is in terms of Item Type/Item Name/Begin Date/End Date.
Duplicates are not allowed.
In case an Item gets rejected, the user will be able to create a corrected upload item with same Item Type, Item Name, Begin Date and End Date.