In this article, we address the following:
Why are invoices not showing on the match invoice screen on a payment or billing cycle?
Invoices we have exported via the CM2000 interface to Mosaic have not imported.
Invoices we have exported via the E-Invoice interface to Mosaic have not imported.
Invoices we have exported via the Abacus/Mosaic Provider Portal interface to Mosaic have not imported.
Invoices we have sent via a Finance interface to Mosaic have not imported.
We have invoices missing.
We are seeing import errors on our E-invoice Import Report.
Invoices not matching commitments import.
Several causes might explain why invoices aren't pulling commitments to match during a payment cycle.
Here are some typical checks you'd want to make:
Payment cycle type mapped to the Organisation Element combination
Go to Organisation and to the Service Provisions tab.
Click on Service Provisions tab.
Go to Element Types window which this element pertains to.
Check that payment cycle types field has a payment cycle type mapped as part of the config.
If not, then please add a payment cycle type and check again.
Another way you can check this config mapping through a couple of reports, such as:
The B13 for the service users' services you'd expect:
Navigate to Mosaic Reports Repository.
Then Mosaic Reports section.
Within the Mosaic Reports, select Finance.
Look for the B13 Current Costed Services report.
Run the report to check the service users' services you'd expect.
Report 10 Provider Element Mapping:
Navigate to Mosaic Reports Repository.
Then Mosaic Reports section.
Within the Mosaic Reports, select Finance.
Look for the Finance Configuration section.
Run the Report 10 Provider Element Mapping.
You can see what’s been purchased for a service user you expect to pull through and then match it against what the organization was configured to supply and the cycle type.
Rates for the element are not ticked as notional
If the supplier rates for the elements configured to the organization have the notional box ticked, Mosaic won't show you invoices to match. However, you'll still have a record of the elements without them ending up on a payment cycle. If you configure some rates without the notional flag, the invoices should start pulling through for matching.
Another way you can check this is through a report:
Report 14 Element Provider Rates:
Navigate to Mosaic Reports Repository.
Then Mosaic Reports section.
Within the Mosaic Reports, select Finance.
Look for the Finance Configuration section.
Run the Report 14 Element Provider Rates.
This will show a list of suppliers you can check against the Notional column. If it shows 'Y', it means they won't appear on screen for matching because the LA has configured it to indicate they don't expect to pay.
Using E-Invoice interface functionality
Another reason invoices might not appear on a cycle is that customers use our E-Invoice interface functionality to import invoices into Mosaic from another product or interface.
These could include:
Mosaic Provider Portal/Abacus.
Access CM2000.
E-Invoices.
Supplier Return.
If you believe invoices came into Mosaic through this method instead of being manually input, please raise a new case online and reference the title of this article. Also, provide the following details:
The Payment Cycle ID where the invoices aren't showing.
The supplier's name for the missing invoices.
The week-ending period for the missing invoices.
The method used to import the invoices (from the list of interfaces above).
The date and time the import files were exported to us, if known.
The file name of the import files, if known.
The first four points above are mandatory when raising this with us but having the additional information from points five and six will help us speed up investigations for you.
Mosaic might have tried to import a file, but certain rows didn't pass the inbuilt validation to enter the rest of the system. These errors would be found on the EInvoice Import Report, and we can give you the Import ID to inspect once we know what we're looking for.
Another reason importing invoices can be affected by these interfaces is:
If work has been done on the SFTP server, causing our jobs to view the new server configurations with suspicion. Our jobs won't connect to servers they don't trust.
If you know or can check internally if your IT team has worked on your SFTP server, or if your interface provider (like CM2000) has notified you about planned maintenance or changes on their server, we have a separate article to visit to resolve this: Issues when the fingerprint on an SFTP server changes.
Invoices not matching commitments on import
For the payment cycle type that picks up the imported invoices, there are a couple of fields in the payment_cycle_types table that deal with varying on import and can only be amended by script.
If the Vary_On_Import field for this cycle type is set to 'Yes', the invoices that come in will automatically vary to match the commitment they are against. The import_variation_reason column needs to match the correct reference data for the 'VAR_REASON' ref_domain.
If you're a hosted customer, just raise a new case with us, and we can make the necessary amendments in the tables in a test instance for you to load a test file.
If you're self-hosted, run the below script. This will identify all your payment cycle types so you can see what's in the column mentioned for the cycle type.
Select * from payment_cycle_types
Run this query to find these reasons in the list for variation reasons:
select * from reference_data where ref_domain = 'VAR_REASON';
If you have another cycle type that works with imports, you might want to check what those values are:
--'XXXX PLEASE CHANGE XXXX' is the code for reasons to vary a service.
Update Payment_Cycle_Types
set vary_on_import = 'Y', import_variation_reason = 'XXXX PLEASE CHANGE XXXX'
Where ID = XXX --The Payment Cycle Type ID from the spreadsheet
Select the reason you want and include it in the update. It will be the REF_CODE you want to use from reference_data in your update statement.
Then load a test file into a test instance to see if it behaves as expected and matches correctly.