Invoice Overview

Learn about Invoices within Maica

What is an Invoice?

An Invoice in Maica represents the financial component following an instance of Service Delivery. It is comprised of Invoice Line Items, one for each delivered Service across a billing period which dictates how long an Invoice is open for before being finalised. It also houses Payment Request records.

Invoice Key Terms and Components

Whilst working with Invoice(s) and any associated Invoice Actions, you will come across a number of key terms and related components. The table below describes each of those in further detail:

Key Term	Type	Description
Invoice Line Item	Related Object	An Invoice Line Item is a specific entry on an Invoice that details a particular service provided, including its Quantity, Amount, Support Category, etc.
Payment	Related Object	A Payment represents the financial transaction used to process the Invoice Amount.
Invoice History	Related Object	Invoice History is a record of all actions and changes related to any specific invoice, including Change Date & Times, etc.
Claim Behaviour	Field	Claim Behaviour refers to the predetermined Claiming action that an invoice will take based on selected settings in Maica. These behaviours determine how and when Claims are made.
Funding Type	Field	Funding Type refers to the specific method by which Care and Support Services are financed, determining how funds are managed and payments are processed for the services received.

Invoice Statuses

Whilst working with Invoice(s), you will notice a Status Bar at the top of the page, as shown below. The default stage for an Invoice is Entered.

These Statuses outline the stage of the lifecycle any particular Invoice will be in at any particular time. Using Maica, the Status is adjusted dynamically depending on a range of factors and logic that are described below, and explained in further detail here.

The Partially Paid and Fully Paid status logic can differ based on whether the Funding Structure = Agency Managed or not. The logic that sets the described statues from both scenarios is explained below.

Status	Description	Logic
Entered	The invoice has been created and recorded in the system but no payment actions have been taken yet.
Cancelled	The invoice has been manually cancelled and will not be processed for payment.	Cancelled = TRUE

When the Funding Structure equals Agency Managed, the Partially Paid status is set by the following logic:

Status	Description	Logic
Partially Paid	The Amount from the associated Invoice Line Item record(s) has been partially claimed. There is a Claim Balance remaining.	Total Line Items > 0 AND Total Claimed Amount < Total Amount AND Total Claimed Amount > 0 AND Claim Balance Formula > Paid Tolerance

When the Funding Structure does not equal Agency Managed, the Partially Paid status is set by the following logic:

Status	Description	Logic
Partially Paid	A portion of the invoice amount has been paid, but there is still an outstanding balance. The Payment Amount less than Total Amount.	Total Payment Amount > 0 AND Total Payment Amount < Total Amount

When the Funding Structure equals Agency Managed, the Fully Paid status is set by the following logic:

For the Fully Paid status, please refer to the following Condition Logic:

Condition Logic

(1 AND 2 AND (3 OR 4))

This logic checks if conditions 1 and 2 are both true, and then it evaluates whether either condition 3 or condition 4 is true. For the overall condition to be true, both 1 and 2 must be true, and in addition, either 3 or 4 must also be true.

Status	Description	Logic
Fully Paid	The Amount from the associated Invoice Line Item record(s) has been fully claimed. There is zero Claim Balance remaining.	Funding Structure = Agency Managed Total Line Items > 0 Total Claimed Amount >= Total Amount Claim Balance Formula <= Paid Tolerance

When the Funding Structure does not equal Agency Managed, the Fully Paid status is set by the following logic:

Status	Description	Logic
Fully Paid	The Amount from the associated Invoice Line Item record(s) has been fully claimed. There is zero Claim Balance remaining.	Total Line Items > 0 AND Total Payment Amount >= Total Amount