Overview

The process of importing Once-off bookings into CareVision involves several key steps. 

Firstly you have to export your data from your Xero accounting system using the <> Report. It is important to set this report up in a way that results that align with how your business uses Xero. When you work this out on Xero you can save this report settings for future use. It is also important to make sure that your practice of entering the purchases aligns to how they will come into CareVision and sometimes training or changes to current practice are needed. 

Once you have the output file you need to add the details to the Import file in a specific manner. The Import file needs to be set up and maintained for your business as it requires some reference data from CareVision system in order for it to work properly. This file has an in built Power Query that helps you produce the necessary import file with the relevant lookup information. Each time you run the process you should make sure that the reference tables are updated with changes or additions from your CareVision system. 

When adding the data to the <> File, it requires meticulous attention to the fields in the "Program Costs Client Support" tab, crucial for mapping the data accurately. 

Running the import query in the "Import Template" tab after inputting correct information ensures readiness for CareVision import. This involves data fields such as date, description, reference, costs, debtor details, and funding sources, all vital for successful import. 

Validation is pivotal; any inaccuracies, especially blank client_user_id entries, can lead to import failures. Ensuring consistency between tabs and precise data entry is fundamental for a seamless and error-free import process.

Having a clear filing system in place to track which imports have been done and which have not been done is of vital importance to prevent items being imported more than once and double charging. Some suggestions on this below. 

Set Up Steps 

Set Up the Xero Export 

Set Up the Import File and Maintaining It

Initial Steps

1. Open Import File Template using Excel (Microsoft Office 365 version)

2. Click Enable Editing

3. Click Enable Content

4. Program Costs Client Support Fields - the fields here will be used to be mapped on the tab that CareVision is going to use to import the Once-off bookings.

1. Date - when the Once-off booking occured

2. Description - Once-off booking description - brief information pertaining to the service done

3. Reference - this is mapped to the booking description.

4. Gross - is the total amount that includes GST

5. Cost excluding GST - amount without GST

6. GST - the tax treatment on how much to deduct to the gross amount of Manual Line Item

7. Debtor Reference - composed of the Client name and current Funding Type Reference. (ie. Joseph Alfon HCP)

Note: It is imperative to know that Debtor Reference is used to match the        transaction/once-off booking to the client user in CareVision and the Funding Source that will be applied

Important Notes:

1. Import File Template > Program Costs Client Support tab

1. Make sure that all entries here are correct. This is to ensure that the Once-Off bookings with associated Manual Line Items will be correctly imported to CareVision

2. Import File Template > Debtor Lookup tab

1. Make sure that the Debtor Reference (Column G) is the same as what is indicated on debtor_reference

      See section: Example of a successful imported booking

Running the Import File Query

This is to convert the information supplied to the Program Costs Client Support tab that CareVision uses to import the data from their end, which the result would be on [ORG] Import Template tab.

Steps:

1. Once the information has been correctly and completely supplied on the Program Costs Client Support tab, head to [ORG] Import Template tab to run the Query.

2. To run the Query, on the upper section of Excel is the Main Menu, click on the Data tab.

3. Under Data tab, click Refresh All button

4. Once the Refresh All button is clicked, it should now show the information, ready to be reviewed, to be imported by CareVision to generate the Once-off bookings.

5. [ORG] Import Template fields 

Notice that there are quite a number of fields on this tab, but what we mainly use for imports are the ones coming from the Program Costs Client Support tab equivalent. See table below for the field mapping.

Validations

As mentioned above from the Important Notes section, we need to make sure that the data is correct to have a successful import of Once-off bookings.

In the example below you’ll notice that what has been generated has blank client_user_id’s (Column B). And import will fail with this kind of data.

Steps on how to troubleshoot this:

1. We need to check below if their entries match and make necessary changes.

1. Program Costs Client Support tab > Debtor Reference column (G).

2. Debtor Lookup tab > debtor_reference column (A).

2. Note that:

1. Debtor Lookup tab > debtor_reference column (A) - is always use as a basis for other tabs and the correct one to be followed

3. Update Program Costs Client Support tab > Debtor Reference column (G).

1. Go to Debtor Lookup tab > debtor_reference column (A)

2. Filter the debtor_reference column

3. Go to Program Costs Client Support tab > Debtor Reference column (G)

1. Filter Debtor Reference column (G).

Note: Here you will notice that “Phillip” here is spelled with 2 letter ‘l’s’. But the correct one from the Debtor Lookup tab is only using 1 ‘l’.

4. Replace the entry on Program Costs Client Support tab > Debtor Reference column (G), to “Philip O'Ryan HCP”

5. Go to [ORG] Import Template Tab and rerun Data > Refresh All button

Resolution: Notice now that the blank client_user_id is now correctly populated. Do the same for the rest of the other entries with missing client_user_id’s.

Example of a sucessful imported booking

Using client "Phil O'Ryan"

1. Open and login CareVision web portal
   
2. Head to the Client’s profile

3. Go to Service Orders
   

4. Click the imported Once-off booking to see more details

1. Funding Source id is the current and active funding of the client, in this case, it has a display name of ‘HCP Level 1’

2. Manual Line Item associated with the booking