There are many reasons purchase orders may not automatically link to a client visit within a pending invoice period.
The most common cause of this is that the client has no purchase orders valid for the care that has been provided. 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, you can create a software visit for the commissioned day to enable the visit to be invoiced.
Another cause is that the client has no purchase orders at all. If the client record has no purchase orders, check that the client is linked to the correct Local Authority contract, and has a valid Social Service Reference number linked to it.
You should also check for duplicate records and if they exist, use the Unknown Client Wizard to merge them.
It could also be due to the start date of the purchase orders on the client record being outside of the delivered care timeframe. Also, check the purchase orders linked to the client record that the duration matches the visit duration.
If any changes to the purchase orders are required, please contact your Local Authority.
If the purchase orders exist on the client record, you can manually assign the purchase orders to the visits within finance manager. To do this:
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Click System, Click Finance Manager.
Click Tools, Click FM Assign Purchase Order.
If you are unable to assign the purchase order within finance manager by going to Tools, Assign Purchase Order, check to ensure the visit has a valid rate via the visit screen. Search for the visit using the filter options, right-click the visit and select "Rate Analysis".
This will show you the rate that has been assigned. If a rate is missing, then the issue is either rate-related or visit-related. Check to ensure "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.