Vitals Billing Month-End Close Process and Error Troubleshooting

Vitals Billing System

Vitals and FullCount have the ability to have billing files sent directly to the Vitals. FullCount will generate an XML billing file that will be able to be sent to Vitals. The process allows Vitals to see the billing file and import it directly into it’s own application.

Configuration

The configuration is done in a similar fashion to ADT integrations and should be done along with any new builds for communities utilizing Vitals.

• Resident Billing File Community Identifier is required. Please enter the value provided by Vitals into this field on the Community page.
• Select Vitals Summary as the Accounting System on the Community Page
• Confirm Vitals Billing entry is made on the ADT Integration page of the BackOffice
• Bill Codes for Items must be mapped on Vitals’ end to ensure they are mapped to a GL Account. Please confirm these are mapped correctly with the community and Vitals prior to first MEC.

MEC Processes

The User will run a MEC in the same fashion they would any other billing systems. Once the billing file is processed however, a “Send to Vitals” button will show under the “Billed Transations” table between the “Reset Period” and “Close” buttons. When the user presses this button a loading bar may display while the file is being sent to Vitals. Once received by Vitals a message will appear at the top of the window stating the file was successfully imported, or it will show an error message on why the file was unable to import.

 Errors

Unable to Parse Response

This error message will appear when the file cannot be imported for an unknown reason. In most cases this points to an error on vitals’ end and we should reach out to Brock Harris and Vitals support (support@vitalsware.com) for assistance.

GLAccount is not mapped.

This points to a bill code error. The issue can be that either the FullCount Bill Code is incorrectly entered, or Vitals has not correctly mapped the bill code to the corresponding GL Account in their system. Investigation needs to be done to confirm FullCount Bill Codes are correct. If correct, contact Brock Harris and Vitals support (support@vitalsware.com) for assistance.

There is no Open Invoice available for …..

Vitals requires that all charges on a billing file be able to be sent to an open invoice. When a resident is end-dated in Vitals it closes their invoices and therefore they cannot receive any more charges. There are several ways to ensure that this error doesn’t occur.

1. Residents are not end-dated in Vitals until the FullCount MEC has been run. This typically does not happen as Vitals has a requirement to close invoices before a resident can be marked as inactive.
2. Delete all billable charges for that resident prior to running the MEC.
3. Create a separate charge account that is not part of the MEC for use only when residents are end-dated. End-dated residents should have their meal plan end-dates adjusted to be the last day of the prior billing period, and then given this new charge account starting the first day of the current period. This will ensure all their charges for the current billing period go to this new charge account, and will be excluded from the billing file.
1. Example: Resident is end-dated effective 7/15 on a 1-EoM billing cycle.
1. Run the Plan Utilization Detail and Charge Account Detail Report to get a record of the charges that should have been billed but will not be.
2. Add a new charge account row with an effective date of 7/1 with the charge account type set to one not used for the MEC.
3. Adjust the meal plan end-date to 6/30.