Databuild Accounts Receivable - Procedural Requirements

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Article Index

1 Processing Initial Deposits
2 Payment Amount Matches Invoice Amount
3 Payment Amount Is Less Than The Invoice Amount
4 Payment Amount Is More Than The Invoice Amount
5 No Databuild Reconciliation
6 Manually Allocating Claims
7 Reconciling Single Invoices At A Time

With the implementation of claims integration, several procedural requirements should be observed when working with Framework ECM and Databuild.

Processing Initial Deposits

When commencing claims integration, the receipting of all money through Databuild means that no deposits/payments should be recorded directly into Framework ECM.

A procedural change is required that when a new job is created, the initial deposit date should be recorded but the initial deposit amount should be left as zero (0).

The receipting of the deposit into Databuild will create the deposit in Framework ECM, ensuring the jobs are reconciled between the two systems.

Not following this procedure and recording the deposit amount in Framework ECM will result in the deposit being doubled when integration is performed.

With this procedural change, Framework ECM will show an 'initial deposit' of zero and separately the integrated deposit from Databuild. This is normal and the Framework ECM initial deposit entry should be ignored.

Payment Amount Matches Invoice Amount

Where the payment amount matches the invoice amount, the transactions must be reconciled in Databuild. This is done in the Posting Receipts screen by highlighting both the Invoice and Receipt transaction records. Databuild will prompt to reconcile the transactions. Receipts will then be created in Framework ECM and linked to the correct invoice when Receipts Integration runs.

Payment Amount Is Less Than The Invoice Amount

These cannot be reconciled with the invoice until the full amount has been receipted.

Receipts will be created in Framework as unallocated receipts. This will appear on the Claim Statement report as unallocated amounts. Once reconciled inDatabuild, the payment will be linked to the claim in Framework ECM.

Payment Amount Is More Than The Invoice Amount

The payment should be split into two receipts with the same receipt number.

The first should match the total invoice amount or remaining balance (this should be reconciled at this point in Databuild).

The second should be created as an unallocated receipt.

The reconciled receipt will be created in Framework ECM and linked to the invoice.

The additional payment will be created in Framework ECM as an unallocated receipt.

No Databuild Reconciliation

If payments are not reconciled in Databuild until the final Claim, Framework ECM will create receipts from Databuild but will not link them to any of the claim invoices.

Manually Allocating Claims

If desired, unallocated receipts in Framework ECM can be linked to claims manually by creating the receipt and assigning it to the appropriate claim.

Reconciling Single Invoices At A Time

Invoices must be reconciled one at a time. Reconciling more than one invoice at a time causes Databuild to enter a -1 as the “Reconciled With” transaction number. If multiple Invoices are reconciled at once, the payments will be brought across into Framework ECM, but will remain unallocated against the job.