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Direct Charges
User Permissions Required
For a user to get access to Direct Charges, they must have permission to the following:
Can access pages relating to Finance, and
Can access Direct Charges
To learn more about changing user permissions - click here
Overview
Direct Charges allow you to bill for items that are not linked to a specific task or scheduled support. This is useful for situations such as:
Respite
Centre Capital Costs
Non-face-to-Face work
Direct charges for Supported Independent Living
Direct Charges come in two types:
One-Off Direct Charges – For single, standalone charges.
Recurring Direct Charges – For charges that repeat on a set schedule (daily, weekly, or monthly).
You can access Direct Charges by going to Finance > Direct Charges.
Creating Direct Charges
Direct Charges allow you to bill for items not linked to a specific task or scheduled support — such as respite, centre capital costs, non-face-to-face work, or SIL charges.
To create a direct charge:
Go to Finance > Direct Charges.
Select 'Create Direct Charge'
Select the Participant.
Date of the Direct charge
Enter the Charge Item, Quantity, and Claim Type.
Add a Description (appears on the invoice) and any Additional Details for internal use.
Click Create to save.
Recurring Direct Charges
You can also create recurring direct charges. This will create a charge based on the parameters selected for this recurring charge. This recurring charge will be generated until the end date you select. Please see the alert below for more information on this.
When Recurring Charges Are Created
It is important to note that recurring charges are generated every Sunday for the following seven days of recurring charges. The created charges are based on the interval selected in the "Create Recurring Direct Charge" window. This means that regardless of when you create the charge they will only be created on the following Sunday night for the next seven days.
To create a recurring direct charge simply;
Click 'create recurring direct charge'
To create a recurring charge you will need to:
Select the Participant.
Enter the Charge Item, Quantity, and Claim Type.
Add a Description (appears on the invoice) and any Additional Details for internal use.
Set the Recurrence details, they are the;
Start Date
End Date
Repetition interval and period (Day, Week, Month)
Click Create to save.
Direct Vs Recurring Charges
One-Off vs Recurring Direct Charges | ||
Feature | One-Off Direct Charge | Recurring Direct Charge |
Purpose | Bill for a single, standalone charge not linked to a scheduled support or task. | Bill for the same charge on a set schedule (daily, weekly, or monthly). |
Examples | One-time respite charge, single SIL charge, centre capital costs for a specific day. | Regular weekly respite charge, monthly SIL billing, ongoing centre capital costs. |
Required Details | Participant, charge item, quantity, claim type, description, additional details (optional). | Same as one-off: participant, charge item, quantity, claim type, description, additional details (optional). |
Recurrence Options | Not applicable. | Set start date, end date, and recurrence interval (daily, weekly, monthly). |
When to Use | When the charge will only be applied once. | When the same charge will be applied on a regular, repeating schedule. |