Adjudication Summary

Use the Adjudication feature to upload invoices so the system can check them against billing rates and identify discrepancies (overcharge, duplicates, no unique match, etc.). This feature is for invoices and billing rates you enter in this feature, not those from other locations in the system, which appear in these locations:

After all tickets in an invoice are either approved or adjusted, the invoice no longer displays them and its status is Complete. Complete invoices contain all your adjustments and can be downloaded as Comma Separated Values (CSV) files.

Columns

Click Refresh ( ) in the upper-left corner to refresh the page

Column Description
Invoice

The name of the invoice to be adjudicated (checked against the field mapping and billing rate on the Adjudication Settings).

  • Click invoice to see Invoice Details page. If status is Completed, the Invoice Details page no longer shows tickets and says "No invoice item was found to match your search condition."
Rate Used The rate used to check the invoice
Review Date The date the invoice was reviewed
Reviewed By The person who last reviewed the invoice
Status

The status of the adjudication:

  • Completed: All invoice items have been reviewed and approved. Click Completed to download the invoice as a Comma Separated Values (CSV) file. You can also download the file from the Invoice Details. See Export
  • Ready for Review: Invoice with items with discrepancies that need review
  • Rejected: Invoice with items that have been rejected by the system for worst case reasons:
    • Invoices that are duplicates
    • Invoices lacking a unique ticket match (ticket ID, ticket type, and received time did not match)
Upload Date The date the invoice was uploaded
Uploaded By The person who uploaded the invoice
Total Discrepancy The total amount by which the invoice differed from the rates in the system
  1. In the upper left corner, click Start New Adjudication

  2. On the Add Invoice window, fill in the fields:

    Field Description
    Name The name of the adjudication
    Invoice File The invoice file to be adjudicated
    Field Mappings

    Choose the field mapping the system uses to compare the data in invoice fields to the data in ticket fields. See Field Mappings.

    Create new mapping

    1. Click (Create New Mapping)
    2. Click Save

    3. The invoice fields are from the invoice you are uploading.

      Field Description
      Description The description of the rate
      Name The name of the rate
      Ticket Field Description
      Hours Hours of work on the ticket
      Rate Rate per ticket (equivalent to base rate in Adjudication Settings > Edit Rate)
      Received Date Time The date and time when the ticket was received
      Registration Code Registrations are codes assigned to your company from the One Call Center. Registration codes are used to identify companies, areas, and assets. See Registration Code Summary
      Ticket ID The identification number of the ticket (from the one call center)
      Ticket Type Each One Call Center defines its own ticket types
      Total Charge The total amount charged for the ticket
      Work End Date Time The date the work recorded in the ticket ended
      Work Start Date Time The date the work recorded in the ticket began

       

    4. Go to step 3, below
    Rate Used The billing rate used to check the invoice. Rates are listed on Adjudication Settings > Rate Summary page
    Time Zone The time zone of the invoice

     

  3. Click Save. Result:

    • The invoice appears in the Invoice column on the Adjudication Summary page with a status of Queued and the message "The invoice discrepancies have not been calculated."
    • Once the status changes to "Ready for Review," click the invoice to go to the Invoice Details and review the invoice items/tickets
    • If you created a new mapping, it appears on the Adjudication Settings > Field Mappings Summary page