There are many reasons purchase orders may not automatically link to a client visit within a pending invoice period. Work through the checks below to identify and resolve the cause.
No valid purchase orders
The most common cause is that the client has no purchase orders valid for the care that has been delivered. Care should be delivered based on what has been commissioned by the local authority.
If the local authority approves the care that has been delivered, create a software visit for the commissioned day to enable the visit to be invoiced.
No purchase orders on the client record
If the client record has no purchase orders at all, check the following:
The client is linked to the correct local authority contract.
The client has a valid Social Service Reference number linked to their record.
There are no duplicate records — if duplicates exist, use the Unknown Client Wizard to merge them.
Purchase order dates or duration do not match
Check that the start date of the purchase orders on the client record falls within the delivered care timeframe. Also confirm that the duration on the purchase orders matches the visit duration.
If any changes to the purchase orders are required, contact your local authority directly.
Manually assign purchase orders
If the purchase orders exist on the client record, you can manually assign them to visits within Finance Manager.
Log in to CallConfirmLive!
Click System, then click Finance Manager.
Click Tools, then click FM Assign Purchase Order.
If you are unable to assign the purchase order via Tools > Assign Purchase Order, check that the visit has a valid rate.
Search for the visit using the filter options on the visits screen.
Right-click the visit and select Rate Analysis.
Confirm the rate that has been assigned.
If a rate is missing, the issue is either rate-related or visit-related. Check that Create Invoice Charge when Actual is Recorded is enabled on the planned visit. If it is not enabled, enable it, save the planned visit, and re-apply the rates.