PointClickCare Receipt Auto Generation Tip Sheet

Overview

PointClickCare Receipt Auto Generation allows Aaniie to automatically create receipts when invoices are sent to PointClickCare.

When enabled, the invoice balance is automatically reduced and a receipt is generated for the amount sent to PointClickCare. This eliminates the need to manually create receipts after sending invoices.

How It Works

When an invoice is sent to PointClickCare:

1. Aaniie automatically creates a receipt.

2. The receipt is applied to the invoice balance.

3. The invoice balance is reduced to zero.

4. The receipt is recorded in the system for auditing and tracking purposes.

This process helps maintain accurate invoice balances and reduces manual accounting tasks.

Enabling Automatic Receipt Generation

Navigate to:

Menu → Settings → Site Settings

Locate your agency's PointClickCare Settings.

1. Enable the option:

   Automatically Generate Receipts When Invoices Are Sent to PointClickCare

2. Click Save Settings.

Once enabled, future PointClickCare invoice submissions will automatically create receipts.

Sending Invoices to PointClickCare

Navigate to:

Menu → Accounting → Payer Invoicing

1. Select the appropriate billing period.

2. Lock the invoicing period.

3. Send the invoice to PointClickCare.

After the invoice is successfully sent:

• The invoice balance becomes $0.00.

• The account balance is updated.

• A receipt is automatically created and applied.

Verifying the Automatically Generated Receipt

To review the receipt that was created:

1. Unlock the invoicing period if necessary.

2. Open the invoice.

3. Select the Receipt action.

The receipt record will contain a note indicating that it was automatically generated when the invoice was sent to PointClickCare.

This allows agencies to verify:

• Receipt amount

• Date applied

• Invoice applied to

• Receipt source

Deleting an Invoice That Was Sent to PointClickCare

Occasionally an invoice may need to be updated and resent.

Important

If an invoice is deleted after being sent to PointClickCare, the automatically generated receipt must also be removed.

Failure to remove the receipt may result in incorrect invoice balances.

To Remove the Receipt

1. Open the invoice.

2. Select the Receipt action.

3. Locate the automatically generated receipt.

4. Click the Trash icon to delete the receipt.

5. Delete or regenerate the invoice as needed.

6. Resend the updated invoice to PointClickCare.

Handling Existing Account Balances

In some situations, the account balance may be greater than the current invoice balance.

When this occurs:

1. Navigate to a previous billing period.

2. Unlock the invoices.

3. Open the Receipt action for the client or payer.

4. Select Create Receipt.

This allows receipts to be manually applied to outstanding balances.

Applying Receipts to Outstanding Invoices

When creating a receipt manually:

• The receipt amount should equal the outstanding balance being applied.

• The receipt can be distributed across multiple unpaid invoices.

• Each invoice should receive the appropriate applied amount.

The total receipt amount should match the total outstanding balance being cleared.

Common Scenarios

Standard PointClickCare Billing

• Send invoice to PointClickCare.

• Receipt automatically generates.

• Invoice balance becomes zero.

Invoice Correction Required

• Delete the automatically generated receipt.

• Delete or regenerate the invoice.

• Resend corrected invoice to PointClickCare.

Outstanding Prior Balances

• Create manual receipts.

• Apply balances across multiple unpaid invoices.

Account Balance Exceeds Current Invoice

• Create receipts from previous billing periods.

• Apply receipts to open balances.

Troubleshooting

Invoice Balance Did Not Go to Zero

Verify:

• Automatic Receipt Generation is enabled.

• The invoice was successfully sent to PointClickCare.

• The receipt was generated successfully.

Unable to Resend an Updated Invoice

Verify:

• The original automatically generated receipt has been deleted.

• The invoice has been regenerated before resending.

Account Balance Does Not Match Invoice Balance

Review prior billing periods and manually create receipts to properly allocate outstanding balances.

Best Practices

• Enable automatic receipt generation before sending invoices to PointClickCare.

• Verify invoice balances after sending.

• Delete associated receipts before deleting PointClickCare invoices.

• Review account balances regularly.

• Use manual receipts to reconcile historical balances when necessary.

Key Takeaway

PointClickCare Receipt Auto Generation automatically creates and applies receipts when invoices are sent to PointClickCare, reducing manual accounting work and ensuring invoice balances are updated immediately. When correcting or resending invoices, remember that the associated automatically generated receipt must also be removed before resubmitting the invoice.