Understanding a financial document - PDF

Modified on Tue, 27 May at 3:48 AM

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In Found, a financial document refers to either an invoice or a credit note. It is a formal document issued by the care home to the fee payer, detailing the services provided and their associated costs. The generated document serves as a request for payment or notice of credit.

Financial documents in Found contain structured fields to ensure transparency, accuracy, and ease of processing for both care homes and fee payers. These fields are divided into three sections within the PDF: Header, Body and Footer.

Document Header

Field	Description
Document Title	Displays either Invoice or Credit Note depending on the value of the document.
Document Logo	The logo of the care home or group, displayed at the top of the document for branding and identification
Reference	A unique identifier combining the location prefix and a sequential number (e.g. increasing from 001 to 1000 and beyond).
Issue Date	The date the document was generated.
Bill To Address	The fee payer’s billing address, including name, address lines, town/city, county, and postcode.
Resident Name*	The name of the resident. Will be omitted if anonymised invoices are enabled for the fee payer.
Booking	Details of the resident’s booking including Booking Start Date and Booking End Date.
Custom Identifiers*	An optional field for organisations that require unique identifiers to be printed on the document.

Document Body

Field	Description
Description	Describes the service or item being charged or credited.
Quantity	The number of units for the line item
Line Item Amount	The monetary value for each line item (pre-tax).
Tax Amount - Line Item	Displays the applicable tax for each line item.
Total Amount - Line Item	The total amount of the line item which is either the amount owed by or refundable to the fee payer.
Subtotal - Document	The subtotal of the document before tax.
Tax Amount - Document	The total tax amount for the document.
Total Amount - Document	The final total of the document, either the amount owed (invoice) by or credited (credit note) to the fee payer.
Terms	Includes the Due Date and, if applicable, the Payment Collection Date for direct debit payers.

Document Footer

Field	Description
Document Footer*	An optional free text field that is configured at the location level to appear on all documents generated from that location.
Bill From Address	The sender’s address – including name, address lines, town/city, county, and postcode.
Contact Information	The care group’s general contact details, including support email and phone number.
Payment Information*	Bank details for fee payer payments – includes account name, sort code, account number and if required the VAT number

* indicates fields that may not appear on every financial document.