Work File Entry¶
This area allows for the entry of any manual transactions that may be required for residents / clients. These are stored in Work Files which should be posted as required at the Work File Posting screen. These are transactions that are not handled through the Period Billing process.
This area may be utilised to bill sundries such as Hairdressing, Meals, Chemist, CDC Transactions, Foxtel etc. The workfile may be saved in order to bill recurring transactions such as regular Chemist Charges or Meals.
Note
Where the Work File is utilised to record transactions against a clients CDC Account, the work file may be copied and then the edited to Swap Debit/Credit Sign in order to reflect both sides of the CDC Account.
Each Workfile requires a Code and a Description. The description is most useful as it will allow you to identify the contents of the Workfile after it has been posted.
It is recommended that each Workfile is limited to either Debits or Credits. Set the Default sign to the appropriate option.
Transactions may be posted to either the resident’s “Normal” ledger, their “Change” (trust) account or their CDC Account.
If a value is entered into the Total field this will be checked against the total value of all Transactions entered into this Workfile. You will be warned if they do not match. No check is made if this field is left blank.
Set the Increment Reference field to yes if the number entered into the Reference field in the Transactions is to increment by one for each new Transaction. This is useful for entering transactions from a manual receipt book for example.
Work File Entry Maintenance
- Client, enter the client id or [F9] to search for the required Resident / Client.
- Units, enter the number of units to bill.
- Rate, enter the rate to bill at. This will calculate based on the number of units entered.
- Amount, enter the amount. This field does not need to be populated if the rate and units fields were previously entered.
- Reference, enter a reference if required.
- Notes, enter notes that are specific to the current line entry e.g. Tray Service 1st May
- Trans. Type, enter a transaction type or [F9] to search the available Transaction Types.
- Event Date, enter an event date to reflect the date the service/item was delivered.
- Account Type, enter the account type or use the drop down list to make a selection.
- Accommodation, enter the required accommodation or [F9] to search available accommodations.
Entries must be made to the Client, Amount and Transaction Type Fields. Choose either to Accept or Cancel the Work File entry line.
Important
For transactions directed to the Normal ledger, the Accommodation field will default to the Residents current Accommodation. This may be altered to another Accommodation where necessary. This is particularly important where for CDC Account entry as the client may have multiple accommodations.
Continue to enter line entries as required for this work file.
On completion, the work file may be Saved and Posted at a later date as required or saved and Posted immediately.
Other options available from Work File Entry Screen are Browse, Delete, Reverse or Change the Workfile, Print.
Hint
The Reverse or Change Workfile will allow for an existing Workfile or Batch to be copied. The Reverse Batch will allow for a work file to be reversed. A workfile can also be created from a Standing Journal. There are a number of changes that can be made to a current workfile including Dates, Transaction Type, Account Type, Notes or a change to the Debit/Credit Signage.