Vendor Bill Didn't Generate Properly

If you've generated an invoice in ClickClaims and the anticipated vendor bill(s) didn't produce with the invoice or were generated incorrectly, it’s likely a configuration problem within your Accounting module that either is still an issue or was an issue at the time the invoice was created.

Possible Causes:

1. Billing Rate Sheet (BRS): One or more of the Line Items linked to the invoice lack proper configuration for one or more of the relevant commission field(s) – “Adjuster;” “Admin”; “Other”  – in the BRS prior to the creation of the invoice.
2. Products & Services Item (PSI): One or more of the PSIs linked to the invoice do not/did not have the “Vendor Pay” field selected within the relevant PSI record prior to the creation of the invoice.
3. Commission Field in User Profile Record:  The relevant commission field(s) – “Adjuster;” “Admin;” “Other” - in the records of the user(s) receiving reimbursement on the invoice in question were not populated correctly before the invoice was generated.

First, Obtain the Following Information from the Invoice in Question:

1. Name of all reimbursable Products & Services Items (PSIs) linked to the invoice.
2. Name of all reimbursable Line Items (LIs) associated with each of those PSIs.
3. Date & time the invoice was generated.
4. Name of the adjuster linked to the invoice and, if relevant, any other party for whom a corresponding vendor bill ought to have been created.
5. Name of the Billing Rate Sheet (BRS) utilized to create the invoice.
   
   

Next, Perform the Following Actions:

1. Access the Billing Rate Sheet (BRS) utilized for generating the invoice and make any necessary corrections.
   1. Edit each relevant/reimbursable Line Item (LI) and verify that the commission settings within the appropriate commission field(s) – “Adjuster;” “Admin;” “Other” – are correct. If there are any discrepancies, make the necessary corrections and save the changes.
      1. If the “User Profile” is configured for one or more of the commission fields in the BRS, access the relevant user record(s):
         1. Examine the relevant commission field(s) – “Adjuster;” “Admin;” “Other” - to confirm that a percentage has been accurately entered.
         2. If the commission appears to be accurate at this time, click the “View Change Log” button to review the history of the record for the commission field(s) and confirm that the correct commission rate was present in that field prior to the creation of the invoice.
            1. If it was not populated correctly during the invoice creation but is accurate now, keep the record unchanged.
      2. If the “Billing Rate Sheet” is configured within the relevant Line Item, make sure there is a percentage in the corresponding commission field(s) of that Line Item (“Adjuster;” “Admin;” “Other”).
         1. If not, fill in the relevant commission field(s) and save the modification(s) to the BRS.
      3. If the commission is correctly set up at this time, click the “View History” button within the BRS to review the history and confirm that no one altered the commission field(s) of the relevant LI(s) between now and the generation of the invoice.
         1. If it wasn't accurately filled in during the invoice generation, but is accurate now, keep it as it is.
2. Navigate into each of the invoice’s applicable Products & Services Item (PSI):
   1. Ensure the “Vendor Pay” field is enabled.
      1. If it isn’t checked, select the field's checkbox and save the modification made to the PSI.
      2. If the field is marked in each relevant PSI, keep it unchanged.

Results:

1. If a configuration issue with the Accounting module was identified during the execution of one or more of the aforementioned steps, it is essential for an authorized user to address those issues first. Once the configuration is rectified, or if it is currently correct but was not at the time the invoice was generated, an eligible user must take one of the following steps:
   1. When in “Draft” Status: Eliminate the draft and initiate a new one, making sure that the vendor bill is accurately generated before moving the draft to an invoice. (Refer to the instructions below on how to verify while in the “Draft” status.)
   2. When in “Invoiced” Status: Cancel the original invoice and recreate it, or:
   3. When in “Invoiced” Status: Keep the original invoice intact, create a new duplicate invoice to generate the vendor bill, and then void the newly created invoice without voiding the related vendor bill(s). This will ensure that you have an accurate invoice and accurate vendor bill(s)—however, please note that the vendor bill(s) will not be linked to the original invoice.
      1. If the vendor bill continues to not generate, go through the initial steps once more by revisiting the “First, Obtain the Following Information from the Invoice in Question” and “Next, Perform these Actions” sections above, and verify your configuration carefully.
         1. To Confirm the Vendor Bill Will Generate While In the "Draft" Status:  After pressing the “Calculate” button on the claim's “Billing” tab, take a look at the table in the “Invoice Line Item Totals” section.
            1. If a dollar amount is displayed exclusively in the “Amount” column, the invoice will be generated when you click the “Save Draft” button. The “Amount” column signifies the invoice amount. The remaining columns pertain to the vendor bill(s).
               1. If there is a dollar amount listed under the “Adjuster,” “Admin,” and/or “Other” columns, depending on which of the three commissionable parties you’ve chosen to reimburse for the invoice you’re creating, the vendor bill(s) will be generated along with the invoice once you click the “Save Draft” button. The “Adjuster” column shows the amount for the vendor bill(s) related to the “Adjuster” commission field. The “Admin” column displays the amount for the vendor bill(s) connected to the “Admin” commission field. The “Other” column indicates the amount for the vendor bill(s) pertaining to the “Other” commission field.
                  1. If you anticipate receiving a vendor bill for one or more of these parties and notice that there is no amount (or the amount is incorrect) in the relevant column, it indicates that something is still not set up correctly within the Accounting module according to the invoice you are generating.  
      2. If, after thoroughly reviewing the configuration of the Accounting module, you still encounter no problems and the associated vendor bill(s) continue to not generate correctly, please submit a help desk ticket to ClickClaims Support for additional assistance.