Care Services Workflows

For general information on Dynamics 365 workflows, refer to

Create Workflow overview
Workflow system overview

Billing Journal Workflow

Navigate to: Care Services > Journals > Billing journal

Care Services Billing Journal Workflow Activation. Navigate to: General Ledger > Journal setup > Journal names

Navigate to the Journal Type Care Services Billing Journal. Subsequently, you can select Line approval or Header approval (“Approval Workflow”)

When the Approval Workflow toggle is set to Yes, the Approval Workflow button will be available on the Billing journal.

When the Line Approval Workflow toggle is set to Yes, the Line Approval Workflow button will be available on the Billing journal

Note While a journal has an incomplete Line Approval Workflow process, the billing journal will not be available for posting, and the “Approval Workflow” (Header level) cannot be initiated. Disable the Header Workflow process if there is an active Line Approval Workflow, and complete before initiating the Header workflow.

Create/Maintain Workflow

Navigate to: Care Services > Setup > Care Services Workflows

Workflow type	Description
Aged care billing journal	Use this type to create approval workflows for billing journals
Aged care billing journal lines	Use this type to create approval workflows for billing journal lines

Workflow Elements

Workflow Area	Workflow Element	details
Billing Journal	Approvals > Approve Billing Journal	Use this element to approve the Billing Journal.
Billing Journal	Approvals > Approve Billing Journal, editable	Use this element to approve the Billing Journal. The assigned approver will be able to edit the Billing Journal lines.
Billing Journal	Automated tasks > Auto post Billing Journal	Use this element to post the Billing Journal automatically.
Billing Journal	Flow controls > Conditional decision	A conditional decision is a point at which a workflow divides into two branches. The system will decide which branch is used under specified conditions.
Billing Journal	Flow controls > Manual decision	A manual decision is a point at which a workflow divides into two branches. A user must decide which branch is used.
Billing Journal	Flow controls > Parallel activity	A parallel activity is a workflow element that includes two or more workflow branches that run at the same time.
Billing Journal	Flow controls > Subworkflow	A subworkflow is a workflow that runs within the context of another workflow.
Billing Journal	Line item workflows > Billing Journal line	Use this type to create billing line approvals for the Billing Journals.
Billing Journal	Tasks > Import Billing Journal lines, editable	Use this element to import Billing Journal lines manually. Note: This approval task allows editing and can only be done by the person who is designated as the owner of that task.
Billing Journal Line	Approvals > Approve Billing Journal line	Use this element to approve the Billing Journal line.
Billing Journal Line	Approvals > Approve Billing Journal line, editable	Use this element to approve the Billing Journal line. The assigned approver will be able to edit the Billing journal lines.
Billing Journal Line	Flow controls > Conditional decision	A conditional decision is a point at which a workflow divides into two branches. The system will decide which branch is used under specified conditions.
Billing Journal Line	Flow controls > Manual decision	A manual decision is a point at which a workflow divides into two branches. A user must decide which branch is used.
Billing Journal Line	Flow controls > Parallel activity	A parallel activity is a workflow element that includes two or more workflow branches that run at the same time.
Billing Journal Line	Flow controls > Subworkflow	A subworkflow is a workflow that runs within the context of another workflow.

Assignment types

Assignment Type	Users that the approval step is assigned to
Participant	Users who are assigned to a specific group or role
Workflow user	Users in the current workflow
User	Specific users
Hierarchy	Users in a specific organisational hierarchy

In addition to the standard assignment types above, there is a Special consideration for hierarchy..

Type of Hierarchy	Description
Service manager hierarchy	Use to retrieve users assigned on Care services > Setup > All Services > Staff information > Service manager

This option is only available for the Journal level (Header) approval workflow, and looks at:

1. The service code on the first line of the journal
2. Look up that service code and find the “Service manager” Navigation Care services > Setup > All Services > Staff information > Service manager
3. First approver selected is the Service manager identified above
4. Apply the Hierarchy approvals for the Service manager identified on that service code

Example Service code on first journal line is AC01
Service Manager for AC01 is Mary Walker
First Approver is Mary Walker (skip this if they are the initiator). If it is over the user’s approval limit, proceed to the next in hierarchy.
Second Approver is Mary Walker’s direct supervisor in the hierarchy, but it is over her approval limit, so proceed to the next in the hierarchy.
The third approver is Mary Walker’s direct supervisor’s direct Manager in the hierarchy, and it is within her approval limit, so it is fully approved and can be posted.