The cost calculator feature on service agreements are a way of recording invoices paid against a package where payment is made outside of the system.
There are 3 types of service receipts within Access Adam SProc, the first is traditional DPS service receipts, raised by providers and paid to providers within SProc. The second two are cost calculator and scheduled receipts:
Cost calculator – service receipts are manually created by the customer within SProc, after payment has been made to the provider outside of the system. These are on CMS service agreements, so the service receipts do not move to invoiced status.
Scheduled receipts – service receipts are automatically generated within SProc, and invoices are generated by the Access Adam finance team and shared with the customer. The customer then pays the provider via an alternative financial system, outside of the system.
Cost calculator and scheduled receipts are a way of recording payment and invoices against a package of care within SProc, while payment is made to providers off the system.
It is important for ICB’s to be able to fully report on financials, which means payments which are made outside of the system are displayed on the system for accuracy of comprehensive reports.
⚠️Important: The support team are unable to amend service receipts generated from the cost calculator. The client is required to amend the receipts themselves by using the cost calculator feature.
If changes are made to the service agreement, for example a rate change, then these amendments should be reflected in the upcoming service receipt.
Create service receipts via the cost calculator
When an invoice has been approved for a package, it needs to be logged on the Customer Managemnt System tab. In order to do this, you will need to create a new service receipt using the cost calculator tool.
Follow these simple steps to action this:
Locate the service agreement.
Click the Actions button on the top left, and then click Cost Calculator.
Enter the From Date and To Date that you are looking to pay the provider for.
If required, select the check boxes for weekend days and bank holidays to be included in the calculation.
Ensure that the correct rate type is entered in the Rate Types section.
Click the Generate Cost button to calculate how much you need to pay the provider.
Click Create New Service Receipt, if you are happy with the estimated cost.
Enter the Supplier Invoice Reference, Supplier Paid Date and Description.
Then click Finish.