Page# CON072

Invoices

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 Department of State Health Services (DSHS). The DSHS grants and contract management system (Source) provides information to CMBHS to support the correct operation of this function.

The invoice types included in this function are Cost Reimbursement (may include capital advances), Quarterly Allocations, Lump-sum Payouts and Deliverables. The Invoices page is CON071.

Before You Start

• The CMBHS business entity must have an executed contract with DSHS that requires billing by Invoice.
• The user must be assigned a role that permits him/her to select the contract for which an invoice will be submitted.
• In CMBHS, invoices, can only be submitted from the business entities’ main (parent) location. The CMBHS user cannot submit invoices from individual provider/clinic locations.The main/parent location for your business entity was designated during the initial CMBHS set-up process and can be viewed from the Provider Directory.
• You must be at your business entities' administrative (parent) location in CMBHS to create, submit and view an invoice. In CMBHS, the user cannot create, submit or view an invoice from a clinic or service location.

Business Rules for Invoices

• Invoices can only be edited or deleted while in Draft or“Submitted” status.
• When the user deletes an invoice, the record is wiped out the CMBHS system and can not be retrieved, even by DSHS.

The Invoice Page Data Fields At the top of the invoice page (CON071), the following information about the contract displays:

Contract Information

• Contract ID (Read-Only) - this is DSHS assigned contract identification number.
• Contract Type - The type of DSHS contract. For more information on DSHS contract types, Click Here.
• Begin Date (Read-Only) - This is the contract begin date..
• End Date (Read-Only) - This field displays the date the contract terminates or ends.
• Contract Type (Read-Only) - One of the following contract types will display:
  • Fee for Service/Unit Rate
  • Quarterly Allocation
  • Cost Reimbursement
  • Deliverable

 

Next is the 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 includes the following information about each invoice.

• Invoice Number - Initially will be blank. CMBHS will assign a number after the invoice is submitted.
• Invoice Date- The date the invoice was submitted by the provider to DSHS.
• Invoice Amount- The dollar amount of the invoice.
• Invoice Status - One of the following statuses will display: Draft, Submitted, In-Process, Vouchered, Rejected.
• Invoice Type - One of the following invoice type will display:

Invoice Type	Method
Invoice	Contract Type = Cost Reimbursement Distribution Method = Contract% based, PO% based
Deliverable Invoice	Contract Type = Deliverable, Lump-Sum Distribution Method = Contract% based, PO% based
Activity Based Invoice	Contract Type = Cost Reimbursement Distribution Method = Activity based
Activity Based Invoice	Contract Type = Deliverable, Lump-Sum, Quarterly Allocation Distribution Method =Activity based

Distribution Method Defined	Description
Activity based	When the vendor invoices by activity
Contract % based	When the vendor invoices a single dollar amount which is paid from two or more funding sources at a set percentage
PO % based	When the vendor invoices a single amount that is paid as a percent of the total purchase order (PO)

 

 

How to Create and Submit a New Invoice

• From the Contracts page CON070, 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 CON072 will open.
• When the invoice 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 invoice page.
• 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 Invoices page, you can either pick an existing invoice by CLICKING anywhere in the row or you can CLICK ON the New button on the right side of the Invoices List table.
• Complete the Invoice data fields, and ensure that the information in the invoice data fields is correct and then CLICK ON the Submit button.

New Invoice Data Fields

Type of Payment

• The Type of Payment will be auto-filled based on the contract type.
• The Contract Type can not be changed by the provider.

 

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.

 

 

Invoice Type (Required)

The following are the DSHS Invoice Types in CMBHS:

 

Invoice/Advance

• Budget Type = Cost Reimbursement
• Invoice Distribution method = Contact % based, PO % based

 

Deliverable Invoice

• Budget Type = Deliverable, Lump sum
• Invoice Distribution method = Contact % based, PO % based

 

Invoice with Activity

• Budget Type = Cost Reimbursement
• Invoice Distribution method = Activity Based

 

Deliverable Invoice with Activity

• Budget Type = Deliverable, Lump sum, Quarterly Allocation
• Invoice Distribution method = Activity Based

 

Begin Date/End Date (Required)

• The rules for the Begin Date and End Date are:
  • Begin Date and End Date must fall within the contract Begin Date and End Date.
  • Begin Date and End Date must be within the same month.
  • Begin Date Can not be in future. Can be current date
  • End Date can not be in future. Can be current date.
  • The Begin Date must be on or before the End Date.

As of Date (Required)

• The As of Datecannot 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 (Required)

• This is a read-only field.
• The values are derived from DSHS Source

 

Un-liquidated Working Capital Advance Amount (Required)

• This is a read only field.
• Only needs to show if greater than zero.

 

Working Capital Advance Amount to Liquidate (Required)

• Shows up only if Un-liquidated Working Capital Advance Amount field is greater than zero.
• Working Capital Advance Amount to Liquidate cannot be more than Un-liquidated Working Capital Advance Amount.

 

 

Total Requested Amount (Required)

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

• Total Outlays (–) Payments Previously Requested (+) Un-liquidated Working Capital Advance Amount (–) Working Capital Advance Amount to Liquidate
  • When submitting an invoice, the total requested amount must be greater than zero.
  • The system will not allow the submission of another invoice when the previous submission is either in “Submitted” or “In-Process” status.
  • The “As of Date” must be greater than or equal to the End Date.
  • The “As of Date” must be greater than or equal to the As of Date in the last invoice for that contract.

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 DSHS. The status will change to Submitted.

After the user has submitted the Invoice, one of these five (5) statuses will display:

• Submitted - Displays after the user has Submitted the Invoice.

• In Process – The transmission of information to DSHS has failed.

• Pending –The Invoice has been received by DSHS.

• Rejected –DSHS has rejected the Invoice.

• Vouchered –The Invoice has been accepted by DSHS and is being processed.

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 CON070 will open and display a list of your business entities’ DSHS 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.
• Then 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 DSHS Contract Manager for clarification.
• If you are permitted to submit Invoices for the selected Contract, CLICK on the Invoice button, and the Invoices page, CON072, 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. Then CLICK on the VIEW button.
• The Invoice or Activity Based Invoice page CON071, 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 Status. From the Contracts page, CON070, select the Contract with the Invoice you wish to Edit by CLICKING anywhere in that row.
• Then CLICK ON the Invoice button at the bottom of the table. The Invoices page CON072 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.
• Pick an existing invoice by CLICKING anywhere in the row. 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.

 

NEXT,

CLICK HERE to go to 'ADVANCES'