Creating a billable extras-only schedule

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In Found, a billable extras-only schedule is used when a fee payer is only paying for additional services outside of the weekly care fee. These scenarios typically apply to local authority-funded residents, whose private fee payers only pay for billable extras and not the weekly fee contribution.

What is a billable extras-only schedule?

This schedule type is designed for fee payers whose weekly fee contribution is set to £0.00. It ensures that the fee payer is only charged for billable extras that have been:

• Marked as Scheduled on the resident's profile
• Not marked as Incomplete or Complete

This schedule does not include any recurring weekly fee charges.

Prerequisites

Before setting up a billable extras-only schedule, ensure the following:

• The Fee Payer is marked as solely liable for billable extras. This ensures any scheduled extras are charged to them.
• The Fee Contribution is set to £0.00.
  • Note: This is not mandatory, but highly recommended. If not set to £0.00, any missed weekly contributions will not be picked up.

Creating a billable extras schedule

Follow these steps to set up the schedule:

1. Navigate to the Resident Profile.
2. Go to the Billing tab.
3. Click the Schedules & Contracts tab
4. Click Create Invoice Schedule.
5. Select the Booking:
   1. If the resident has multiple bookings, choose the relevant one—typically the most recent.
6. Select the Fee Payer:
   1. If the selected fee payer already has an active schedule, a warning will appear indicating a potential conflict.
7. Click Continue.
8. Choose whether to:
   1. Create a New Schedule, or
   2. Use a Default Schedule (recommended if you’d like to streamline the process using a pre-configured template).

When creating the schedule, make sure the Invoice Type = Billable Extras Only

How billable extras are picked up

Once the billable extras-only schedule is in place:

• Any scheduled billable extras associated with the resident will be picked up automatically when the next scheduled generation date is reached.
• If there are no scheduled extras on that date:
  • The schedule will wait 1 day after the generation date before skipping.
  • No financial documents will be generated, resulting in no empty financial documents.