A4W handles three types of outgoing payments: residential home payments (remittances to care homes), non-residential provider payments (invoices from domiciliary care providers), and direct payments to service users. This article covers the end-to-end process for each payment type.
Residential private home payments
Preview payments due
Run the payment preview to see a summary of all payments due to care homes.
Review the preview output before proceeding.
Print remittances
Generate and print remittance advices for each care home.
The remittance shows the breakdown of payments by client.
Manual adjustments
To add a manual adjustment to a remittance:
Open the remittance for the relevant home.
Add the adjustment with the amount and reason.
View and add comments to explain the adjustment.
Authorise and generate payments
Authorise — review and approve the payments due.
Generate — create the payment output (for example, a BACS file or cheque run).
View payments for individual clients
Use the Home Payment Enquiry to view all payments made on behalf of a specific client.
Suppress payments
Suppress payment to a home — temporarily stop all payments to a specific care home.
Suppress client from payment — stop payments for a specific client within a home's remittance.
Add client to remittance (immediate payment) — make an ad-hoc payment for a client outside the normal cycle.
Non-residential provider payments
Enter invoice details
Navigate to the provider invoice entry screen.
Enter the invoice details from the provider including service dates, units, and amounts.
Save the invoice.
Enter a credit note
To reverse or adjust a provider invoice, enter a credit note following the same process with a negative amount.
Manage invoice suspension
If a provider invoice exceeds the contracted cost or units, it may be automatically suspended. To manage suspensions:
Open Maintain Invoice Suspension.
Review the suspended invoices.
Approve or reject the suspended amounts.
Suspend provider invoicing
To temporarily stop processing invoices for a specific provider:
Open the Suspend Provider Invoicing screen.
Set the suspension for the relevant provider.
Generate payments
Run the payment generation for unpaid provider invoices.
This creates the payment output for approved invoices.
Provider Invoice Enquiry
Use the enquiry screen to search, view, and filter provider invoices by status, date, provider, or other criteria.
Direct payments
Set up a payment agreement
Navigate to Payment Agreement Maintenance.
Create a new agreement for the client, specifying the service, amount, frequency, and payment method.
Manage agreement status
Direct payment agreements have statuses that control whether payments are active:
Open Maintain DP Agreement Status.
Change the status as needed (for example, to pause or end payments).
Preview and generate direct payments
Preview - review the direct payments due before generating.
Generate - create the payment output.
Print remittances - produce remittance advices for direct payment recipients.
Reprint remittances
Use the reprint option to reproduce a remittance advice that has already been generated.
Direct payment enquiries
Enquiry | What it shows |
Payment Agreement Enquiry | Details of all payment agreements for a client or across clients. |
DP Payment Enquiry | History of direct payments made |
Direct Payment User Defined Reports | Custom reports on direct payment data. |