Once works have been completed at the property, you can proceed to the invoicing stage.
On your dashboard, select the Invoicing tab.
The screen will then display:
- Work Items Awaiting Invoicing
- Reval Items Awaiting Invoicing
- Work Bundles Awaiting Invoicing
- Non-Invoiceable Work Items Awaiting Completion
- Invoices Approved and Awaiting Payment
- Invoices Awaiting Approval by DHA
You can invoice for more than one
work item at a time by selecting the relevant boxes for work items that
you want to create an invoice for.
Once selected click Invoice Now.
You
will then be prompted to enter relevant details for the work items you
have selected to be invoiced. If you have selected multiple invoices,
click the Next button and complete all details where required.
Please note that for T&M work
items, the completion date and time will pre-populate based on the
appointment details. These details will display irrespective of whether
you have completed the Work Completed process described
in the previous section. You will be required to enter how long you
spent on the job and any material costs incurred before proceeding to Invoice Confirmation. For SOR work items, all details will pre-populate for you.
Where
the work is for the installation of a new or a replacement of an
existing fixture or fitting, and there are warranties associated with
the fixture or fitting, the warranty entry fields will display for
updating. These details will only be required where you haven't already
entered them during the Complete Work stage detailed above.
Note
that the Manufacturer, Model, Serial Number, Capacity (where
applicable), Install Warranty Period and Manufacturer Warranty Period
are mandatory requirements to ensure we have all the necessary
information relevant to the fixture or fitting warranty. The warranty
start dates will default to the completion date. The proof of purchase
will also be required to be attached prior to proceeding to invoicing.
Please also attach any other associated documentation relevant to the
work completed.
If the manufacturer is not available from the drop down list, select the *Manufacturer Not Listed option from the drop down list and enter the relevant warranty information in the Further Actions Required field before selecting the Proceed to Invoice Confirmation button.
If you are opting to attach an invoice, you are required to enter an Invoice Number and attach the invoice by clicking on the Select file to upload. You can also upload additional files for each work item you have included in the invoice.
Please note that you must ensure
that the information provided in your invoice matches the invoicing
details you provided in Online Services.
Once finalised, click Submit Invoice.
The status of this invoice will then progress to awaiting approval and will appear under the Invoices Awaiting Approval by DHA field under the Invoicing tab.
Once approved by DHA this invoice will progress through to the Invoices Approved and Awaiting Payment status.
See Key Performance Indicator - Maintenance Invoicing (second last drop down).
Reporting
When processing an invoice, you will be invited to complete a series of Yes/No questions relating to WHS issues that may have been identified while completing the work(s). We will ask you to identify the `Issues', `Actions Taken' and `Further Recommended Actions'.
On completion of the invoicing process, you are invited to confirm the work undertaken was completed in a safe and compliant manner, and workplace incidents were reported to DHA.