Lumary AC - This article describes how to create, manage, and bill Purchase Orders Items (POIs).
Required packages and permissions
Available with: Lumary AC 2.7 and later
Permission: Lumary - Purchase Orders Management
For items created after Lumary AC 2.15 please refer to please refer to adding and billing purchase order items.
This article describes how to add items to a purchase order and record billing against purchase order items. A Purchase Order must be raised whenever ‘Items’ are required to be billed under the Support at Home program, as it collects all parameters and variables required to support a successful claim.
This process covers:
- Assistive Technology items
- Home Modification items
- Wraparound services (e.g. delivery, installation)
Whether a Purchase Order is created via conversion from a Purchase Request or created directly, the process for adding Purchase Order Items and billing is identical.
- navigating to purchase orders
- add items to a purchase order
- billing purchase order items
- billing a primary item
- billing a wraparound service, and
- uploading supporting documentation.
Each item on a Purchase Order must be billed individually via the Billing tab. A Service Delivered record is created for each item during this process to ensure Invoice Items are created for claiming purposes.
Navigating to purchase orders
To view a client's purchase order:
- Navigate to the relevant client's contact record.
- Click the AT-HM tab.
- Scroll down to Purchase Orders.
- Click the text link for the relevant item.
The Purchase Order detail view is divided into two panels.
-
Left Panel: Purchase Order Details
- Purchase Order Details: Lists all details populated for the Purchase Order.
- Quotes & Files: Tab for uploading supporting quotes or invoices.
-
Right Panel: Related Tabs
- Purchase Order Items: Lists all line items and allows new items to be created.
- Billing: Used to generate Service Delivered records and process billing for each item.
Add items to a Purchase Order
Purchase order items are the individual goods or services listed on a purchase order. Each item includes details such as description, quantity, unit price, and total cost. Each item being acquired must be added as a line item before billing can occur. This includes both primary items and any associated wraparound services.
To add items to a purchase order:
- Navigate to the Purchase Order record.
- Select the Purchase Order Items tab in the right-hand panel.
- Click the New button to open the item form.
- Enter the item details as described in the field reference below.
- Click Save, to add the item to the purchase order.
- The newly added items will now appear on the purchase order.
Wraparound services (such as delivery or installation) must be added as separate Purchase Order Items in addition to the primary item. Each will be billed individually through the Billing tab.
The following table explains each of the fields on the when creating a Purchase Order Item. Mandatory fields are marked with an asterisk. Some fields displayed in your environment may be different, depending on how it has been set up for your business processes.
| Field | Description |
|---|---|
| Purchase Order Item Name | Automatically generated unique record number. |
| Item Code | A reference code matching the item on the invoice. |
| Quantity | The number of units being purchased. |
| Price (excl. GST) | The unit price of the item, excluding GST. |
| Name / Description | A clear name or description of the item. |
| Unit of Measure | Select the appropriate unit – typically “Each”. |
| GST | Indicate whether GST applies to this item. |
| Related Service Delivered | The Related Service Delivered Record field will be blank until billing is complete. |
All items will appear in the Billing tab as ‘yet to be billed’ until a Service Delivered record has been created.
Billing Purchase Order Items
Before you begin
Each item being acquired must be added as a line item before billing can occur. This includes both primary items and any associated wraparound services.
Billing purchase order items involves recording charges received from a supplier against the items listed on a purchase order. This ensures that invoices and payments align with what was ordered.
The Billing tab generates a Service Delivered record for each Purchase Order Item. Items are processed one at a time, as each requires different variables for claiming purposes.
Billing a Primary item
To bill a primary Item (purchase order item):
- Click on the Billing tab.
- Choose the item from the list that you wish to bill.
- Click Next.
- Select the appropriate AT or Home Modification category or service line item from the Support at Home agreement.
- Click Next.
- If you have selected a service Item to bill, skip to step 9. Otherwise as you have selected an open support category to bill from the clients Service Agreement, choose the appropriate service to claim/bill from.
- Click Next.
- Select the applicable rate for the item from the list
- Select Item as the type.
- Indicate whether a third party supplied the item.
- When the item is a home modification, you can indicate whether this is the first payment for this item.
- When an item is a Prescriptions service Item (SERV-0066 or SERV-0068), you are required to include the type of Health Professional providing the service.
- Specify whether the item was prescribed by a health practitioner
When an item is a Prescribed Item, you are required to have a corresponding ‘Prescription’ Item billed with all the relevant Health Practitioner information.
- Specify whether the item was purchased or loaned.
- When loaned is selected, conditional fields for Supplier lookup and Invoice Number are required to be populated.
- Click Next.
- Lumary will create a Service Delivered record based on your selections and the total cost of the item.
Other Items If the Item you are being acquired is not listed in the Support at Home service catalogue and ‘Other’ is selected, Other description is required to be populated.
Repeat the billing process for all items until each line on the purchase order has a populated Related Service Delivered Record (SD) field.
Billing a Wraparound Service
To bill a wraparound service (purchase order item):
- Click on the Billing tab.
- Choose the wraparound from the list that you wish to bill.
- Click Next.
- Select the appropriate AT or Home Modification category or service line item from the Support at Home agreement.
This same service and rate as the primary Item should be selected.
- Click Next.
- If you have selected a service Item to bill, skip to step 9. Otherwise as you have selected an open support category to bill from the clients Service Agreement, choose the appropriate service to claim/bill from.
- Click Next.
- Select the applicable rate for the item from the list
- Select Wraparound as the type.
- Specify the wraparound type e.g. Delivery, Installation.
- If the Wraparound Type selected is ‘Other’, a conditional field for Other description is required to be populated.
- Indicate whether a third party supplied the item.
- When an item is a Prescriptions service Item (SERV-0066 or SERV-0068), you are required to include the type of Health Professional providing the service.
- Specify whether the item was prescribed by a health practitioner
When an item is a Prescribed Item, you are required to have a corresponding ‘Prescription’ Item billed with all the relevant Health Practitioner information.
- Specify whether the item was purchased or loaned.
- When loaned is selected, conditional fields for Supplier lookup and Invoice Number are required to be populated.
- Click Next.
- Lumary will create a Service Delivered record for the wraparound service.
Apply the same item description to all associated wraparound services. Mismatches may cause issues during the claim processing.
Repeat the billing process for all items until each line on the purchase order has a populated Related Service Delivered Record (SD) field.
Uploading Supporting Documentation
Quotes and invoices must be uploaded to substantiate the purchase order before claims are submitted.
To upload supporting documents:
- Open the Purchase Order and navigate to the Quotes & Files tab on the left-hand panel.
- Upload the relevant quote or invoice document(s).
- Confirm that the uploaded files match the items and amounts entered on the purchase order.
Supporting documentation is required to substantiate the claim in certain scenarios (i.e. AT-HM High Tier). Ensure all files are uploaded prior to claim submission to ensure a single source of truth for upload.