Change 3rd Party Billing System

Objectives

Successfully update FullCount for a new 3rd party billing system. For example, a community is switching from AOD to myUnity as their 3rd party billing system.

Prerequisites

• Access to fc_obj_owner user on database where community's data resides
• Access to and familiarity with import templates on J drive

Instructions

If a community is changing to a new billing file format and would like our help in setting this up, follow the steps below.

Weeks/Months Leading Up to Billing System Change

1. Identify the new billing system
1. Confirm that FullCount currently has the billing file format for both billing system and summarization.
2. If FullCount does not have the billing file format desired, contact the development team to coordinate development of the file. This may require gathering documentation from the customer about what type of import is accepted.
3. What is their transition plan, if any, from one system to another?
2. If the billing system change is several months off, schedule a meeting with the customer about a month out from transition to confirm their timeline.
3. Schedule an appointment on your calendar after the last month end close with the previous system change to make the changes in the application. This can prompt to gather information from the community about new billing ids and bill codes.

Week of/Before Billing System Change

1. Update Accounting System under the Community button.
2. Receive list of new billing ids and bill codes from customer, assuming both have changed. If the customer is willing to fill in our export for updating billing ids, use the query in step 3 below, and hide the Resident Id column.
1. Confirm with customer that existing meal plans and price rows can be updated with the new billing ids/bill codes.
3. Create an export of current residents in FullCount. Use can use the query below to gather information you might need.
1. select resident_id, last_name, first_name, charge_acct_utils.get_charge_account_billing_id(resident_id,sysdate) from residents where person_type = 116 and effective_end_date is null and deleted = 'N' and community_id = <Community Id>;

1. Match up existing residents in FullCount with residents in list. This can be done utilizing vlookup in Excel to match up based on name or old billing id.

5. Use the Customer Charge Account template to add new customer charge account rows. Copy the resident id and billing id columns from the template spreadsheet. Load into the database using instructions on the template.

6. Update existing meal plan accounts.
1. Add a column to the template to update existing accounts with the new billing id.
2. update resident_accounts set billing_id = <Billing Id> where resident_id = <Resident Id> and account_id in (select account_id from accounts where effective_end_date is null and community_id = <Community Id>);
3. Copy and paste the resulting statements into SQL Developer and run.

7. Update existing rows on Default Bill Codes.

8. Update existing price rows by running the statement below.
1. update item_cust_type_price icp set bill_code = (select dbc.bill_code from default_bill_codes dbc inner join item_codes ic on dbc.item_type_id= ic.item_type_id where ic.item_code_id = icp.item_code_id and dbc.customer_type_id = icp.cust_type_id) where community_id = <Community Id> and order_utils. get_active_price_row(icp.item_code_id, icp.cust_type_id,icp.item_cust_type_price_id) = ‘Y’;
9. Communicate with customer that FullCount will use the new data and billing file format with their next month end close. They should now enter in new residents with updated billing id information.