Service Transaction Tips
- Make sure that all clients who will be included on the transaction have an open entry in your project! Otherwise the transaction will not count
- Remember to include all clients who received the service on your transaction
- Transactions should always be created from the profile of the person who is marked as the Self (head of household) on the entry. This marks them as the Primary Client on each transaction
- For transactions recorded on the entry or exit date: the start date and time of transactions must occur after the date and time of the entry and before the date and time of the exit. This should automatically happen if you always create the entry before any transactions and the exit after all transactions are recorded. If you choose to use back date mode, you may need to manually change the time stamp on the transaction or exit to get all transactions to occur between the entry and exit.
Creating a Transaction
Find the client (if multiple household members, the head of household) in ClientPoint and click on the Service Transactions tab. Click View Entire Service History to view previous service transactions. Click Add Service to record a service.
The first page of prompts will show you all household members from the Households tab. Make sure to select every client who should be included on this transaction. Remember that if you have multiple clients on the entry, this transaction should be created from the person marked as Self (head of household) on the entry. This is what will mark that person as the Primary Client.
Change the Service Provider to be the name of your project (not your ADMIN provider) and select a Start Date, End Date, and Service Type.
- Start Date and End Date will depend on your Service Type. Most services are provided for a single day (like case management or food) but others like rent payment assistance should be dated to cover the entire month that you paid rent for.
- Remember that the Start Date must come after the entry. If the entry and transaction happened on the same day, the time of the transaction must come after the time of the entry.
- The options that appear in the dropdown for Service Type can be modified if you contact the Help Desk. You can also click Look Up to search for other services that do not appear in your dropdown. Some funders limit what services are eligible, so be cautious about what you select from Look Up.
- Provider Specific Service is only recorded for some projects. Talk to your Agency Admin if you have questions about what is available in this dropdown.
Click Save & Continue. This will take you to a second page of information to fill out.
The top section of the transaction will show the questions from the previous page and Service Notes. See the Service Type Table for an explanation of what services require Service Notes and what needs to be entered in that field.
The Service Costs section will also be completed for many (but not all) service types. See the Service Type Table to find out what Unit Type to select and enter the Number of Units. Do not fill out the Total Cost of Units.
If you will be billing a fund for this service, click the triangle next to Apply Funds for Service to expand this section.
- Vendor should be filled out for rent and utility assistance. Click Search to look for a vendor. Agency admins can add new vendors using the Vendor admin section of FundManager.
- Click Add Funding Source to attach a fund. A pop-up window will appear that shows all available funds. Click the green plus sign next to the fund you want to attach.
- Once a fund has been attached, you will need to fill out the Amount that is billed to this fund. You can also fill out the Client Co-Pay amount if needed.
Follow Up Information is optional. You can fill this out if you would like to receive a reminder to follow up with the client on a future date.
Please fill out the Need Status and Outcome of Need. Then click Save & Exit to save the transaction.
Add Multiple Services
You can use the Add Multiple Services option to record multiple service transactions at the same time. You can access this option by clicking on Add Multiple Services when you first navigate to the Service Transactions tab, or click on "Add Multiple Services" in the Services tab.
Select all clients who will be included on these transactions.
Important! Make sure you have the correct Provider before continuing! You will lose your work if you change providers.
Your provider may populate specific services. Scroll through the list and complete each service using the instructions above. Please note that the Number of Services is not the same as Number of Units. Number of Services is the number of transactions (usually 1). If you did not provide that service, you can click Remove to delete that service. You can also set the Number of Services and Need Status for all services listed at the top of the Service List.
If services are missing or your provider does not populate a list, you may need to add more services at the bottom of the list by clicking Add Another.
When you are finished, click Save & Exit. The services will then appear in the Services tab.
Voiding a Transaction
Transactions that have a fund attached will need to be voided before they can be deleted. You may also need to void a transaction if you accidentally billed the wrong fund or entered the wrong amount. If multiple household members are included on the transaction, it only needs to be voided once.
Locate the transaction that needs to be deleted and click the pencil edit icon.
Scroll until you find the Funding Sources section. You may need to click the triangle next to Apply Funds for Service to expand this section. Once you have found the funding source that needs to be voided, click the triangle next to the fund. Click the Void button that appears next to the amount.
You will need to select a Reason for Void - select the option that is the best fit and then click Continue.
A strikethrough will appear on the amount. You can then click Add Funding Source to add another fund amount if needed, or Save & Exit and then use the instructions below if you need to delete the transaction.
Deleting a Transaction
Transactions with a fund attached will need to be voided before they can be deleted for all clients on the transaction. See the instructions above and void the transaction first.
When viewing the client's transactions, click on the Entire Service History tab. This will show you all service transactions. Each will have a Need (this was created automatically when you created the Service) and a Service. Click the trash can next to the Need to delete both the Need and the Service.
This deletes the transaction for the client whose profile you are on. You will need to repeat this process for every client listed on the transaction.
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