RTW SA have recently made some changes to their requirements for how they receive Electronic Invoices.
BE Software have accommodated RTW SA's required changes to make things as easy as possible for our clients.
Editing Charge Codes for Electronic Invoices
Any Charge Codes you ‘edit’ to be of the type ‘WorkCover’ will be electronically exported as ‘Organisation Provider Number’ and any Charge Code Types that are not using this option will be electronically exported as ‘Employee’ Provider number as required by RTW SA.
BE Software have now created new options in your database to be able to ‘edit’ Charge Codes to be of the type 'WorkCover':
On the right hand side of the Charges menu for any related Service Contracts that use RTW SA - if you go to the Codes tab and select 'Edit' as below:
After selecting 'Edit' you will notice that the Charge Code ‘Type’ now has a new drop-down menu option called ‘WorkCover’ (as shown below)
Any Charge Codes you ‘edit’ to be of the type ‘WorkCover’ will be electronically exported as ‘Organisation Provider Number’ and any Charge Code Types that are not using this option will be electronically exported as ‘Employee’ Provider number as required by RTW SA.
An electronic invoice places the invoice in CSV format for companies that require electronic invoices, which can be created from the Reports menu, Invoices Report.
To create the electronic invoice, ensure that the invoice run has been completed. Then in the Reports menu in the Invoices Report when selecting the criteria, check the following box: "WorkCover South Australia CSV Format" and click Export.
After clicking Export open the file in Notepad to continue the process. An example of the file that appears is:
For WorkCover electronic invoice export to work, it needs an invoice template that groups invoice lines by charge code, description, and date as follows:
The new invoice template should also be the default invoice template for WorkCover service contracts.
Note: Employers Mutual (EML) in South Australia requires that invoices must be submitted electronically for Workcover SA Service Level contracts.
To export to the RTW SA portal and for further details, please refer to the SA Workcover documentation.