Kawaconn Invoice - Service Invoice

Modified on Thu, 4 Jul, 2024 at 12:05 PM

OVERVIEW

This article covers all the contents of section Service Invoice in an Invoice case (generated in Kawaconn).

Section Service Invoice records the costs of services that are to be paid to the provider and specialist. Data entered in this section relate to:

calculating the total cost of the service
providing information that is to be displayed on the printed invoice
determining the recipients of the invoice

OVERVIEW
FIELDS - SERVICE INVOICE
GALLERY
- Image 1. Service Items & Fees
- Image 2. Email Recipients & Connect to your Accounting App

FIELDS - SERVICE INVOICE

Service Invoice fields can be broken down into subcategories to highlight where fields affect the invoice.

Kawaconn accommodates invoicing for services involving IRO funding (NSW, Australia).

As default, invoices are set to Non-IRO (any service not involving IRO).

If required, change the Invoice For value to adjust the amount to be paid by the Paying Company.

Accounting References

Field Name	Notes/Purpose
MLP Invoice Date	Date of when the invoice is created and/or sent to the Paying Company
Payment Due Days Invoice Due Date	Date of when the invoice payment is due Due Date = MLP Invoice Date + Payment Due Days
Paying Company	Entity responsible for providing payment to the provider for service(s)
C/-Reference	"In care of" reference company from User Accounts → Companies list
CM/Solicitor Referrer	Entity responsible for managing payment to the provider for service(s)

Service Fees

Note: Service Items added to the invoice are stored in APP SETTINGS → Service Fee Schedule.

Service Fees contain a list of services that the Provider chooses to display on the invoice.

Add Service Items to the Invoice:

Open the dropdown list in Service Items.
Use text search or scroll to select a Service Item (obtained from the Service Fee Schedule).
- Service Items are organised by their assigned Service Groups
Once added, click Add to Invoice.
- Service Items can only be added one at a time.
- Add Service Items in the order as you would like the items to appear on the invoice (top-to-bottom).

Note: You can create new Service Items (that are not yet created in the Service Fee Schedule) by hovering over Add and selecting Add Item.

Service Fees - Displayed Columns

Column Name	Editable?	Notes
Service Name	No	Contains the Item Code & Service Name obtained from the Service Fee Schedule Item Code & Service Name appears on the invoice
Unit Rate	Yes	Default amount is obtained from the Service Fee Schedule
Quantity	Yes	Accepts values up to 2 decimal places
Amount	No	Amount = Unit Rate x Quantity
Tax	Yes	Tax Amount is calculated from the Service Fee Schedule
Provider Type	Yes	Determines the party responsible for providing the service Specialist - performed by the Specialist, appears on the printed invoice MLP - performed by the medicolegal provider, appears on the printed invoice Add-On Expense (MLP) - performed by the medicolegal provider. Amount is added to the total invoice amount but the Service Item does not appear on the invoice
Prepared By	Yes

Invoice Description & Notes

Field Name	Notes
Invoice Description	Text entered appears on the invoice
Invoice Notes	Text entered do not appear on the invoice (i.e. for internal use)

Invoice Recipients (via Email)

Invoices can be sent to multiple recipients, using the following Kawaconn Mail Templates:

TEMPLATE_52
TEMPLATE_52B

Recipient emails can be manually entered or automatically using the following checkboxes:

Checkbox	Obtained Email Location
Same as Booking CM	User Accounts → selected CM/Solicitor Referrer (in Service Invoice) → General Information → Email
Same as Accounting/Finance Email	User Accounts → selected Paying Company (in Service Invoice) → Accounting & Booking Information → Accounting/Finance Email

When ready, click Send Service Invoice (for Booking/Paying Company) to send TEMPLATE_52 and/or TEMPLATE_52B to your added recipients.

Connecting to your Accounting Software

Prerequisite: Integrations between Kawaconn and your Accounting software have been configured in APP SETTINGS → System Configuration. Only Staff Admin have permissions to edit in System Configuration.

Field Name	Notes
Invoice Reference Number Reference Type	Adjusts the name of the invoice to refer to in the accounting software
Create Service in Accounting App	If ticked, creates an invoice for your accounting software upon saving the case

Other Fields

Field Name	Notes
Send Invoice by Other Methods	Identifies alternate options to invoice the Paying Company
Cancel Invoice Cancellation Reason	Use to cancel the invoice case
Payment Status	If connected to your accounting software, status is automatically updated
Payment Reference

GALLERY
Image 1. Service Items & Fees