CGU integration

Invoices for CGU can be electronically exported from Case Manager and brought into the CGU system via integration with their servers. The process uses the journal entry facility.

Before using this feature it is important to:

• apply to CGU to use this feature and
• understand the information that will be included and where it is located in Case Manager.

Mandatory fields

The fields in this table are all required. You need to ensure that all of these fields have a value otherwise the export will fail.

Export Field	Case Manager Field	Notes
Registration ID	Office Bus Number	The ABN of the billing entity - this must be registered with CGU to use this facility
Claim Number	Claim Number	CGU Claim number
Patient Name	Client Name
Invoice Reference	Invoice Number
Invoice Date	Invoice Date
Service Description	Cost Description
Quantity	Cost Duration / Qty
Invoice Total Tax Amount	The tax included in the invoice
Invoice Total Excluding Tax	Invoice total minus the tax included
Item Category	The shortcut of a cost's charge code:	Each cost should have a charge code and this charge code should have a shortcut.

The final mandatory field is the Payee Contact ID. CGU issues this number to you and you enter it as part of the export process.

You do not need to re-enter it each time, however you can override the previous entry when necessary.

Optional fields

The following fields will also be exported if a value is present in Case Manager.

Export Field	Case Manager Field	Notes
Payee Name	Tools > Options > Company Name	Billing entity's (company) name
Payee Location	Office Name
Payee Street	Office Street
Payee Suburb	Office Suburb
Payee State	Office State
Payee Postcode	Office Postcode
Payee Email	Office Email
Patient Street	Client Street
Patient Suburb	Client Suburb
Patient State	Client State
Patient Postcode	Client Postcode
Patient Email	Client Email
Service Code	Charge Code
Start Date	Cost Start Date / Time
End Date	Cost Finish Date / Time
Provider Staff Member	Cost Employee Name
Provider Staff ID	Cost Employee Provider Number

Steps in Case Manager

• Create the required invoices.

For more information on invoicing, see Accounts overview.

• Create a new journal entry that includes only the invoices for CGU.

You do this by filtering invoices by either "Bill To" or categories.

For further information on creating Journals see Create a journal entry.

• Select the newly-created CGU journal and click Export....
  
• Select the CGU option button and click Next.
  
  
• Enter the Payee Contact ID and click Next.
• The export will begin and you will see its progress in the output window.
• When the export is complete you will see a list of invoices that were successfully exported as well as those that were not (with exception details).
  
• Save and print the log if required and then click Finish.

Important notes

• When a batch is exported, any invoices with an error will be skipped. The details of the error(s) will be listed on the final step and can be optionally saved to a file. This means it's possible that only part of a batch has been exported. If that happens you will need to correct the problem invoices and export the batch (journal) again. Case Manager keeps a record of which invoices were successfully exported and will skip those when you re-submit the batch.
• If you attempt to export a journal entry twice (where ALL the associated invoices have been previously exported), nothing will be sent to CGU and the output log will show that all invoices have been skipped.