How to Reconcile ISS Statements in ElderSuite

📝 Overview

Once your center bills Individualized Skills and Socialization (ISS) days by statement, each issued statement needs follow-up: the program provider pays it, someone asks for another copy, or a statement turns out to be wrong. Previous ISS Statements, opened from the Reconcile ISS Statements button in the Claim Center, is where that follow-up happens.

The window lists every ISS statement your center has issued to a program provider, newest number first. From the list you can reprint a statement, record the program provider’s payment, or void a statement so its days can go on a corrected one. The list itself is read-only, and nothing on this window edits an issued statement. A statement only moves from Issued to Paid, or from Issued or Paid to Void, and every statement stays on file as the record of what was sent.

⚙ How It Works

Where the Reconcile ISS Statements Button Appears

Reconcile ISS Statements sits in the Claim Center directly beneath Reconcile Claims, next to Create ISS Statements. ISS is a Texas program, so the ISS buttons and the Manage ISS Program Providers link are shown on Texas accounts and hidden on other accounts. They matter only to a center that holds an ISS license; a center without one can leave them alone, and nothing else in ElderSuite changes. For how ISS billing differs from DAHS billing, see DAHS vs. DAHS-ISS: Two Licenses, Two Ways to Get Paid.

There is no separate ISS permission. For a Limited Access user, Reconcile ISS Statements follows the Reconcile permission and is grayed out without it. An administrator checks Reconcile on the Claims Center tab under Manage Permissions on the employee’s record, as described in How to Add Employees and Set Permissions in ElderSuite. The change takes effect within five minutes, or right away after the employee signs out and back in.

Open Previous ISS Statements

Click Reconcile ISS Statements in the Claim Center. After a short please-wait message, Previous ISS Statements opens inside the ElderSuite main window. If it is already open, ElderSuite brings it to the front instead of opening a second copy.

The list can also be reached from the ISS Statement Wizard. Click Create ISS Statements, then click the Previous statements... link on step 1 of the wizard. This route needs two permissions for a Limited Access user: Process Claims, which controls Create ISS Statements, and Reconcile, which controls the Previous statements... link. With Process Claims alone, the wizard opens and can issue statements, but the link is grayed out. It is the quickest way to void a wrong statement while you are building its replacement, as described under Void From Inside the ISS Statement Wizard.

Click Close or press Esc when you are done. The next time you open the window, it starts with a fresh list.

Read the Statement List

Each row is one statement. The columns show the statement number (No.), the Program Provider it went to, the From and To dates of the period, the Issued date and Issued By employee, the Hours and Amount, the Status, and, once they exist, the Paid On date, Paid amount, Reference, and Void Reason. To find a statement quickly, click the list and start typing part of its number, the program provider’s name, or a date.

The Status column tells you where each statement stands and which buttons work for it:

• Issued means the statement went to the program provider and no payment has been recorded. These rows appear in the normal color. Reprint, Mark Paid..., and Void... all work.
• Paid means a payment was recorded with Mark Paid.... These rows appear in dark green. Reprint and Void... work, but a Paid statement cannot be marked paid again.
• Void means the statement was voided. These rows appear in gray with their reason. Only Reprint works.

Voided statements are hidden each time the window opens. Check Show voided statements to see them, and uncheck it to hide them again. The buttons act on the highlighted row, so click the statement you want before clicking a button.

Reprint an Issued Statement

When the program provider needs another copy, or the original PDF was never saved, click the statement and click Reprint. ElderSuite rebuilds the statement page from the figures saved when the statement was issued, so the statement itself never changes. Behind it come each included person’s Service Delivery Log - Form 8615 for every week they have a day on the statement, in name order, with the service-notes pages.

The Form 8615 pages are drawn from each person’s attendance and service notes as they are now, so they can differ from the originals if those records were changed after the statement was issued. The ISS Service Log is where those daily notes are kept.

The reprint opens in the Report Viewer, where you can print it or save a copy. It is not stamped as a preview, and reprinting changes nothing on the statement.

Record a Program Provider’s Payment

When a program provider’s payment arrives, click the Issued statement and click Mark Paid.... The Mark Statement #<number> Paid dialog opens with a line naming the program provider and the statement total, and three boxes:

• Paid on is the date the payment was received. It starts at today’s date and cannot be left blank.
• Amount is the amount actually received. It starts at the statement total. Any amount above zero is accepted, so a payment that differs from the total can be recorded as received. An amount of zero or less shows “Enter the amount received.” and the dialog stays open with your entries intact.
• Reference is optional. Use it for the check number or remittance reference.

Click Mark Paid or press Enter. The statement’s status becomes Paid, the payment details fill in the Paid On, Paid, and Reference columns, and the statement’s Invoiced attendance days become Paid. The list refreshes with the same statement still highlighted, now in dark green. To back out without recording anything, click Cancel or press Esc; the statement stays Issued.

Void a Statement That Was Issued Wrong

A statement that turns out to be wrong is not edited. It is voided and replaced. Click the Issued or Paid statement and click Void.... ElderSuite asks “Void statement #<number> to <program provider>?” and explains that the statement stays on file as Void and its days go back to Pending. No is the default, so answer Yes to continue.

Next, type the reason at the “Why is statement #<number> being voided?” prompt and click OK. A reason is required. A blank one shows “A reason is needed - it prints on the record of the void.” and stops the void with nothing saved. Cancel on the prompt also stops the void with nothing changed.

Once the void is saved, the statement’s status becomes Void, and ElderSuite records when it was voided, who voided it, and why. Every Invoiced or Paid day on the statement returns to Pending. Show voided statements is checked automatically, so the statement stays in view in gray with its reason in the Void Reason column. Nothing is deleted, and the statement keeps its own number.

Correct the days, then run the ISS Statement Wizard for the period again from Create ISS Statements, as described in How to Create ISS Statements in ElderSuite. The corrected statement gets the next statement number and appears at the top of the list. The program provider it goes to is set up in Manage ISS Program Providers.

Void From Inside the ISS Statement Wizard

If you discover a wrong statement while you are already in the ISS Statement Wizard, click Previous statements... on step 1. The wizard hides itself, and Previous ISS Statements opens. Void the wrong statement there, then click Close.

The wizard reappears on the step it was on. If it had already gathered a period, it shows “Reading the period’s records again...” and reads the period again. The clients you checked stay checked where they still have a day, and the review is rebuilt, so the days freed by the void are ready to go on the new statement.

When a Button Is Grayed Out or a Message Appears

• Reconcile ISS Statements is missing. The ISS buttons appear only on the accounts described under Where the Reconcile ISS Statements Button Appears.
• Reconcile ISS Statements is grayed out. A Limited Access user needs the Reconcile permission.
• Previous statements... is grayed out in the ISS Statement Wizard. A Limited Access user needs the Reconcile permission as well as Process Claims. After an administrator grants it, close the wizard and open it again.
• Mark Paid... or Void... is grayed out. Check the highlighted row’s status. Mark Paid... works only for Issued statements, and Void... only for Issued or Paid ones.
• A voided statement seems to have disappeared. It is still on file. Check Show voided statements.
• “Only an issued statement can be marked paid. This one has already been paid or voided.” or “This statement has already been voided.” means someone changed the statement after your list was loaded, and nothing was saved. Click OK. The list reloads on its own and shows the statement’s current status, so there is nothing more to do. A statement voided elsewhere shows only while Show voided statements is checked.
• “The statement could not be read.” appears after Reprint. Close the window, open it again, and try the reprint again.
• The ISS Statement Wizard reported that a statement was issued but its PDF could not be built. The statement is recorded. Open Previous ISS Statements and click Reprint to build the PDF.

⚠ Voiding a Paid Statement Does Not Undo the Payment

Void... works on a Paid statement, and its days go back to Pending like any other void. The payment already received is not reversed in ElderSuite. The Void Statement question adds a reminder when the statement has been marked paid: “Voiding it does not undo the payment you received; sort that out with the program provider.” Settle the payment with the program provider outside ElderSuite. The replacement statement takes the next number.

💡 Need More Help?

For step-by-step instructions, click Ask Eddie from within ElderSuite.