Adding and billing purchase order items

Lumary AC - This article describes how to create, manage, and bill Purchase Orders Items (POIs).

Required packages and permissions

Available with: Lumary AC 2.15 and later

Permission: Lumary - Purchase Orders Management

This article describes how to add items to a purchase order and record billing against purchase order items, including setting up recurring billing, capturing prescription and wraparound details, and tracking committed funds against your budget.

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.

For items created before Lumary AC 2.15 please refer to adding and billing purchase order items.

This process covers:

• Assistive Technology items
• Home Modification items
• Wraparound services (e.g. delivery, installation)
• Home Support services such as nursing care consumables, indirect transport, and expenses related to maintaining personal affairs.

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
• review summary and submit claims, and
• forecasting committed funds.

A Service Delivered record is created for each item during this process to ensure Invoice Items are created for claiming purposes.

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Navigating to purchase orders

To view a client's purchase order:

1. Navigate to the relevant client's contact record.
2. Click the AT-HM tab.
3. Scroll down to Purchase Orders.
4. Click the text link for the relevant item.

The Purchase Order detail view is divided into two panels.

• Left Panel: Purchase Order Details
  • Order Summary: overview of each item and its associated costs, toggle holding committed funds, and submit a Purchase Order for billing to generate Service Delivered records / process billing for each item.
  • Details: lists all details populated for the Purchase Order.
  • Quotes & Files: tab for uploading supporting quotes or invoices.
• Right Panel: Related Tabs
  • Purchase Order: create new purchase order items to track and bill items.
  • Purchase Order Items: lists all line items track related service delivery.

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Add items to a Purchase Order

Purchase order items are the individual goods or services purchased from a supplier listed on a purchase order. You can add multiple purchase order items to a single purchase order. Each item includes details such as the service and item/equipment to be delivered, quantity, unit price, and total cost. Each item being acquired must be added as a purchase order item before billing can occur. 

This includes both primary items and any associated wraparound services.

To add items to a purchase order:

1. Navigate to the Purchase Order record.
2. Under the Purchase Order tab in the right-hand panel, scroll until you get to the Service Line Items section.
3. Click the + Add Order Items button on the right hand side to add a new item.

4. Use the cascading dropdown fields to select the service details as described in the field reference below:

Field	Description
Purchase Method Type	Indicates whether the item is being loaned or purchased.
Service Group	The related service group for this item.
Service Type	The related service for this item.
Select Item/Equipment	The related rate for this item.

5. For Home Modifications, specify whether this is the Item First Payment.

You can capture services under the Home Support service group within the purchase order process. 

1. When adding a purchase order item, select Home Support as the Service Group.
2. Select the appropriate Service Type and Service.
3. If the selected rate is marked as 'Other', an additional required description field will appear to capture accurate details for claiming.

The wraparound and prescription sections are hidden for Home Support services. Home Support items also support recurring billing.

Select service line

When creating or billing a purchase order item, you have the option to select the service line to link the purchase order item to a relevant service agreement item:

1. In the Select Service Line dropdown, choose the relevant service agreement item or unrestricted support category.

If the client does not have a matching service agreement item for the selected service and rate, the Select Service Line dropdown will not appear.

Don’t forget to save! If you leave this screen before saving, your changes will be lost.

Prescription details

The Prescription Details section appears after you select an item or equipment. The fields displayed depend on the selected service:

For prescription services: Select the type of health or allied health professional who provided the prescription.
For non-prescription services: You can indicate whether the item has been prescribed

To upload supporting evidence, including prescriptions from external providers:

1. In the Prescription Details section, click the upload area to attach a prescription document.
2. Select the relevant file (e.g. prescription, invoice, receipt, or quote).
3. To remove an attachment, click the delete icon next to the file. The file will be removed from the record when you save.

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.

Add wraparound services

Wraparound services are additional services associated with a purchase order item, such as setup, training, or maintenance. You can add multiple wraparound services to each item

1. In the Wraparound section of the purchase order item, select the type of wraparound service:
   • Setup
   • Training
   • Delivery
   • Administration
   • Repairs
   • Maintenance
   • Other
2. Enter the Service Date for the wraparound service. If left blank, the date will inherit from the parent purchase order item.
3. Enter the Quantity and Unit Price.

The Administration fee automatically defaults to 10% of the parent item total. You can add multiple wraparound selections per item.

4. If you select Other, a description field will appear. Enter a description of the wraparound service being delivered.

Enter quantity, pricing & recurring billing

Capture supplier cost pricing for each item to support margin analysis and pricing oversight:

Field	Description
Service Date	The date the item is provided.
Quantity	The number of units being purchased.
Price Ex GST	The unit price of the item, excluding GST.
Price GST	Indicate whether GST applies to this item.
Total	Automatically calculated based on Quantity and Price.

For items that need to be billed on an ongoing basis (e.g. equipment rentals, regular consumables), you can set up recurring billing.

1. When adding a purchase order item, toggle the Recurring Billing option.
2. Select the Billing Frequency:
   • Daily
   • Weekly
   • Monthly
   • Quarterly
   • Custom
3. Specify the billing period by setting either an End Date or a Number of Occurrences.
4. Click Save, to add the item to the purchase order.
5. The newly added items will now appear on the purchase order.

Don’t forget to save! If you leave this screen before saving, your changes will be lost.

Service Delivered records are then automatically created based on the billing schedule, ensuring recurring services are billed accurately and on time while reducing manual effort. This enhancement simplifies managing ongoing rental or billing arrangements. 

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Review order summary and submit claims

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.

The Order Summary tab provides a comprehensive overview of the entire purchase order before submission.

The summary displays: Each purchase order item and its associated costs Wraparound service costs The full billing schedule for recurring items Client and provider information The total purchase order amount

Submit the purchase order for billing

When you’re ready to submit a Purchase Order for billing:

1. Review all items and costs in the Order Summary tab.
2. When you’re ready to submit a Purchase Order for billing, simply click Submit Claim.
3. Lumary validates all required fields before submission. If any information is missing, clear error messages will indicate what needs to be completed.
4. On successful submission:
   • For items with a service date on or before today, Service Delivered records are automatically created. 
   • For recurring items with future service dates, Service Delivered records will be generated automatically based on the billing frequency (daily, weekly, monthly, or custom).

When the purchase order is submitted for billing:

• Lumary automatically generates Purchase Order Items for each recurrence based on the selected frequency.
• An automated scheduled job then creates Service Delivered records for each recurring item as they become due.
• This applies to both standard items and wraparound services.

Service Delivered records for recurring items with future service dates are generated automatically based on their billing frequency. You do not need to manually create them.

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Forecasting committed funds

The Available Funding section on the Purchase Order details screen displays real-time balances across:

• Assistive Technology (AT)
• Home Modifications (HM)
• Assistive Technology Specified Needs
• Commonwealth and Home Care Account funding (HCP Unspent Funds)

Colour-coded indicators show the remaining funds for each pool, helping you make informed purchasing decisions.

Hold Purchase Order funds

We've added a new 'Hold PO Funds' toggle to help manage control over committed funding. When you're ready to commit the order to a client's budget:

1. Under the Order Summary tab.
2. Locate the 'Hold PO Funds' toggle on Order Summary tab.

3. Switch the toggle on to hold the funds.

Activating this toggle will reserve the full purchase order value against the appropriate funding source. These are also reflected on the Client's Budget Items, providing a clearer view of available and committed funding. When a Purchase Order is marked as to Hold PO Funds, Lumary applies drawdown in the following order:

1. Commonwealth Funding - draws from available provider-held commonwealth funds first.
2. Home Care Account Funding - if provider-held commonwealth funds are unavailable or exhausted, the remaining amount is drawn from the Home Care Account.
3. Assistive Technology or Home Modifications Budget - any remaining amount is drawn from the relevant Assistive Technology or Home Modifications budget, based on the service group

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