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International Bank Account Number (IBAN) rev4, 11/12/2013 page 1 of 31 User's Guide International Bank Account Number (IBAN)
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Page 1: International Bank Account Number (IBAN)help.soeidental.com/11.3/PDFs/IBAN.pdfInternational Bank Account Number (IBAN) rev4, 11/12/2013 page 7 of 31 If you attempt to invoice for a

International Bank Account Number (IBAN) rev4, 11/12/2013 page 1 of 31

User's Guide

International Bank Account Number (IBAN)

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Copyright © 2013 Software of Excellence International. All rights reserved

The software contains proprietary information of Software of Excellence International; it is provided under a license agreement containing restrictions on use and disclosure and is also protected by copyright law. Reverse engineering of the software is prohibited.

Due to continued product development this information may change without notice. The information and intellectual property contained herein is confidential between Software of Excellence International and the client and remains the exclusive property of Software of Excellence International. If you find any problems in the documentation, please report them to us in writing. Software of Excellence International does not warrant that this document is error-free.

Microsoft Word, Microsoft Office, Excel, Windows®, Windows XP®, Windows 7™, Windows Vista®, Windows NT® and MS-DOS™ are trademarks of the Microsoft Corporation.

Software of Excellence International Unit A3, 34 Triton Drive

Albany, North Shore 0632 Auckland, New Zealand

+64 9 414 1220 Internet E-Mail: [email protected]

Website: http://www.soeidental.com Subscribers' Portal: http://portal.softwareofexcellence.com

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Contents Contents ...................................................................................................................................................................................... 3

List of Procdures .......................................................................................................................................................................... 3

International Bank Account Number (IBAN) 5

Overview of IBAN in EVOLUTION ................................................................................................................................................. 6

Purpose .................................................................................................................................................................................. 6

Benefits .................................................................................................................................................................................. 6

Features ................................................................................................................................................................................. 6

Requirements ......................................................................................................................................................................... 7

Using IBAN in EVOLUTION ........................................................................................................................................................... 8

IBAN layout ............................................................................................................................................................................ 8

IBAN validation error messages ........................................................................................................................................... 10

Patient Details - Bank Account ............................................................................................................................................. 11

Patient Direct Debit and Mandate Number ................................................................................................................ 11

Provider Details .................................................................................................................................................................... 13

Provider Details - GL Account ...................................................................................................................................... 14

Provider Details - Bank Account .................................................................................................................................. 16

Provider Direct Debit and Creditor ID ......................................................................................................................... 18

Wizard - People - Additional Details .................................................................................................................................... 20

Provider Wizard - GL Account...................................................................................................................................... 21

Provider Wizard - Bank Account .................................................................................................................................. 23

Dealing with the Patient File Warning screen ...................................................................................................................... 25

Dealing with the Arrival Alert screen ................................................................................................................................... 26

Configuring IBAN in EVOLUTION ............................................................................................................................................... 27

Configuring the Arrival Alert on incomplete bank account ................................................................................................. 27

Configuring IBAN as a prompted field in Patient File ........................................................................................................... 28

Configuring default Account for New Providers .................................................................................................................. 30

Index .......................................................................................................................................................................................... 31

List of Procdures To add or edit a patient Bank Account in the Patient Details Tab ....................................................................................... 11

To add or edit a Provider ..................................................................................................................................................... 13

To add or edit a Provider GL Account / Bank Account ......................................................................................................... 14

To add or edit a Provider GL Account / Bank Account ......................................................................................................... 16

To add a Provider GL Account and Bank Account by means of the Provider Wizard Screen .............................................. 21

To add a Provider GL Account and Bank Account by means of the Provider Wizard Screen .............................................. 23

To deal with a missing patient IBAN alert from patient file ................................................................................................. 25

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To deal with a missing patient IBAN alert on patient arrival ............................................................................................... 26

To configure the alert on incomplete bank account ............................................................................................................ 27

To specify the IBAN as a prompted field in the Patient File ................................................................................................. 28

To configure a default Account for use when setting up new Providers ............................................................................. 30

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INTERNATIONAL BANK ACCOUNT NUMBER (IBAN)

The International Bank Account Number (IBAN) identifier is used nationally and internationally by financial institutions.

When SEPA (Single Euro Payment Area) becomes a standard payment method across all participating European countries, systems using IBAN switch across to SEPA. This has implications for EVOLUTION's use of IBAN for electronic funds transfer.

NOTE: Within EVOLUTION the IBAN is referred to as "Bank Account".

Overview Purpose (see "Purpose of IBAN in EVOLUTION" on page 6)

Benefits (see "Benefits of IBAN in EVOLUTION" on page 6)

Features (see "Features of IBAN in EVOLUTION" on page 6)

Requirements (see "Requirements for IBAN in EVOLUTION" on page 7)

Using

(strategy, screens and procedures)

IBAN layout (on page 8)

Validation error messages (see "IBAN validation error messages" on page 10)

Patient File Details - Bank Account

-- Patient Direct Debit and Mandate Number (on page 11)

Provider Details (on page 13)

-- Provider Details - GL Account (on page 14)

-- Provider Details - Bank Account (on page 16)

Add User/Provider Wizard

-- Provider Account - GL Account (see "Provider Wizard - GL Account" on page 21)

-- Provider Account - Bank Account (see "Provider Wizard - Bank Account" on page 23)

-- Provider Direct Debit and Creditor ID (on page 18)

Dealing with the Patient File Warning screen (on page 25)

Dealing with the Arrival Alert screen (on page 26)

Configuring

(setting up and customising)

Configuring the Arrival Alert on incomplete bank account (on page 27)

Configuring IBAN as a prompted field in the Patient File (see "Configuring IBAN as a prompted field in Patient File" on page 28)

Configuring default IBAN for new Providers (see "Configuring default Account for New Providers" on page 30)

Resources User Guide http://help.soeidental.com/11.3/PDFs/IBAN.pdf

Training Competencies Checklist http://help.soeidental.com/11.3/PDFs/IBAN-CompetenciesChecklist.pdf

Internet IBAN calculator: http://www.ibancalculator.com/bic_und_iban.html http://www.ibancalculator.com/bic_und_iban.html

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Overview of IBAN in EVOLUTION This section considers EVOLUTION IBAN compliance in terms of its purpose, benefits, features and requirements.

Purpose

EVOLUTION complies with the requirements of SEPA (Single Euro Payment Area), a standard payment method across all participating countries.

Systems using IBAN (International Bank Account Number) need to switch across to SEPA.

Within EVOLUTION the International Bank Account Number is recorded within the Patient, Provider and Practice Settings files, and is used to electronically transfer funds through direct debit, Acceptgiro and clearing house.

EVOLUTION can be configured to prompt users and to alert when the requirements for IBAN are not being met for Patients and Providers.

If you attempt to invoice for a patient with an old (non-IBAN) bank account number, you will see a validation alert notice that the bank account needs to be updated, and you will be prevented from processing the Invoice.

You also will not be able to print an Accept Giro until the bank account has been changed to comply with IBAN requirements.

Benefits

The primary benefit is that EVOLUTION's financial processes comply with the requirements of the Single Euro Payment Area.

Features

IBAN validation to an international convention:

The IBAN is validated by means of an international convention, as described in this web page reference:

http://en.wikipedia.org/wiki/International_Bank_Account_Number http://en.wikipedia.org/wiki/International_Bank_Account_Number

If users do not enter the number correctly they may see a number of validation messages, such as:

You cannot invoice against an old bank account number:

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If you attempt to invoice for a patient with an old (non-IBAN) bank account number, you will see a validation alert notice that the bank account needs to be updated, and you will be prevented from processing the Invoice.

You also will not be able to print an Accept Giro until the bank account has been changed to comply with IBAN requirements.

IMPORTANT: Only Dutch IBANs are recognised in EVOLUTION. Patients without Dutch IBANs will need an alternative means of payment such as cash.

Optional warnings and alerts:

EVOLUTION can be configured to pop up user warnings and alerts in relation to IBAN:

Patient Details need to include IBAN or EVOLUTION will pop up a Patient Details Warning. (See Configuring IBAN as a prompted field in Patient File (on page 28)) For example:

When a patient is registered as Arrived at the practice, if that patient does not have an IBAN recorded in the Patient File, EVOLUTION will pop up an Arrival Alert, from where the Receptionist can open a window to add the IBAN. (See Configuring the Arrival Alert for a missing patient IBAN)

Requirements

Limitations:

Bank account numbers that are not from a Dutch bank account are excluded from Accept Giro, Direct Debit and MZ301.

Requirements:

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EVOLUTION version 11.3 or later.

Configuration requirements include setting up alerts for the patient arrival and the patient file, and configuring a default IBAN for new Providers. See Configuring IBAN in EVOLUTION (on page 27)

Important Notes:

Only Dutch IBANs are recognised in EVOLUTION. Patients without Dutch IBANs will need an alternative means of payment such as cash.

The process where Patient Bank Account details are converted to the IBAN format by means of the IBAN Conversion Tool does not apply to Providers. When you update to the appropriate EVOLUTION software, EVOLUTION will simply copy the Provider GL Account value to the Bank Account field, so it is advisable to edit and update all Provider Account details as soon as possible after upgrading your EVOLUTION software.

If you use GL Account values only, there is no need to enter data into the Bank Account field; simply leave it blank.

Using IBAN in EVOLUTION This section covers the EVOLUTION user procedures with IBAN.

IBAN layout

(See International Bank Account Number landing page (see "International Bank Account Number (IBAN)" on page 5) for a menu of topics and resources on IBAN)

An IBAN consists of a country code, a control digit, a bank identifier and a national bank account number:

The Trade Register Number of the Chamber of Commerce (KvK) is used as the national part of the Creditor Identifier.

This 8-digit Trade Register Number is mandatory for all legal entities in the Netherlands.

The exact specification of the Creditor Identifier for The Netherlands is:

Position 1-2 filled with NL, the ISO country code.

Position 3-4 filled with the check digit according to ISO 7064 Mod 97-10.

Position 5-7 filled with the Creditor Business Code (if not used then filled with ZZZ).

Position 8-15 filled with the Trade Register Number (KvK number) of the Creditor.

Position 16-19 filled with a numerical code to be issued by the Creditor Bank.

Internet IBAN Calculator:

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3rd party Internet IBAN calculator: http://www.ibancalculator.com/bic_und_iban.html http://www.ibancalculator.com/bic_und_iban.html

Where is the IBAN recorded in the EVOLUTION software?

This Bank Account is recorded in:

User and Provider Setup Wizard.

Patient Details Tab (See Adding or editing a Patient Bank Account (see "Patient Details - Bank Account" on page 11)):

Provider Details Tab (See Adding or Editing a Provider Bank Account (see "Provider Details - Bank Account" on page 16)):

Configure > Practice Settings > New Providers Default Bank Account (see "Configuring default Account for New Providers" on page 30):

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IBAN validation error messages

Example:

Validation error messages are presented to the user when an invalid Dutch IBAN or original bank account number is saved when adding/updating using these methods: Patient, Provider, Practice and Provider wizard screens.

NOTE: Error messages for the original bank account number will continue to produce the current error messages when an invalid account number is entered.

Trigger Validation error message

The bank account is no longer accepted (this can be activated from the patient details screen and charting screen)

Invalid bank account number. The bank account number is no longer accepted. Enter an International Bank Account Number (IBAN), e.g. NL13TEST0123456789.

The country code is an invalid country code

Invalid bank account number. Only Dutch (NL) bank accounts are accepted.

The IBAN fails a length check for the entered country code

Invalid bank account number. The length of the bank account is incorrect for the Netherlands (NL). It should be 18 characters.

The IBAN fails the mod-97 check Invalid bank account number. The International Bank Account Number (IBAN) check failed.

The IBAN fails a format check for the check digits

Invalid bank account number. The two international Bank Account Number (IBAN) check digits need to be numeric. For example, given NLkkbbbbcccccccccc, ‘kk’ would be the check digits.

The IBAN fails a format check for the bank identifier

Invalid bank account number. The bank identifier needs to be all uppercase alphabetic characters. For example, given NLkkbbbbcccccccccc, ‘bbbb’ would be the Bank identifier.

The IBAN fails a format check for the account number

Invalid bank account number. The account number needs to be all numeric digits. For example, given NLkkbbbbcccccccccc, ‘cccccccccc’ would be the account number.

The IBAN (PROVIDERS ONLY) fails an IBAN (BIC) to BIC lookup

Invalid bank account number. The bank identifier code cannot be identified. Please contact Support.

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Patient Details - Bank Account

To add or edit a patient Bank Account in the Patient Details Tab

1. Select File > Patients

2. Select a Patient name

3. Click the Details tab.

4. Complete the Bank Account and its associated fields:

IMPORTANT: This has to conform to the IBAN layout (on page 8). You will see error messages if it does not conform and you try to save or exit.

The Direct Debit option becomes available for checking once EVOLUTION has accepted the Bank Account number as a valid IBAN.

5. If you check (select) the Direct Debit checkbox, you can also select the Insert Mandate button (the Mandate is the code for authorisation of the direct debit).

This will cause the Patient BSN number (if one exists) to be inserted as a mandate number, with today's date.

If a BSN is not present then the RID is used.

You can opt to manually type / edit a mandate number and / or date, but cannot save a future date (you will not be able to remove focus from the date field until this has been resolved).

See: Patient Direct Debit and Mandate Number (on page 11)

See also:

International Bank Account Number (IBAN) (on page 5)

IBAN layout (on page 8)

Patient Direct Debit and Mandate Number

These fields relate to the Patient Bank Account Number in the Patient File Details Tab.

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The Mandate is the code for authorisation of direct debits.

Selecting the Insert Mandate button causes the Patient BSN number (if one exists) to be inserted as a mandate number, with today's date.

If a BSN is not present EVOLUTION uses the patient identifier in the database.

Default Mandate date for existing patients is 01/11/2009 (this date identifies the patient as using the old style Direct Debit).

You can opt to manually type / edit a mandate number and / or date, but cannot save a future date (you will not be able to remove focus from the date field until this has been resolved).

Validation of the Direct Debit when Mandate Number or Mandate Date is blank:

When the Direct Debit check box is checked and mandate number or mandate date is blank, the following notification appears:

Validation of a Direct Debit Claim when the Provider for the invoice has no Creditor ID:

During billing, while generating a Direct Debit claim and the provider for the selected invoice does not have a Creditor ID, the following notification appears:

(The Direct Debit Claim is actioned from “Billing” tab “Patients” button “Direct Debit” button “Generate Claims”)

See also:

International Bank Account Number (IBAN) (on page 5)

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Provider Details

IMPORTANT: The process whereby Patient Bank Account details are converted to the IBAN format does not apply to Providers. When you update to the appropriate EVOLUTION software, EVOLUTION will simply copy the GL Account value to the Bank Account field, so it is advisable to edit and update all Provider Account details as soon as possible after upgrading your EVOLUTION software.

TIP: To View the Accounts of Providers with their GL Account and Bank Account details, select the List button from any appropriate screen. For example:

The Provider Details tab is part of the Provider setup, which is used to add a new Provider or edit existing Provider details.

To add or edit a Provider

Select File > Provider... to display the Details tab

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To Edit a Provider, select the Provider from the Selectors and then change fields in all three tabs (Details, Appointments and Waitlist)

To add a New Provider, select the +1 button and then follow the Wizard:

See also:

International Bank Account Number (IBAN) (on page 5)

Provider Details - GL Account (on page 14)

Provider Details - Bank Account (on page 16)

Provider Details - GL Account

The GL Account applies to Providers, not Patients.

Unlike Patients, for whom Bank Accounts are simply typed into the Patient Bank Account field, Provider Bank Accounts must first be created in the system and then applied to Providers.

TIP: To View the Accounts of Providers with their GL Account and Bank Account details, select the List button from any appropriate screen. For example:

To add or edit a Provider GL Account / Bank Account

1. Select File > Providers.

2. Select a Provider name.

3. Click the Details tab.

4. Complete the GL Account and related fields as described below:

5. If this is a new Provider, the default GL Account will display, as configured in the Practice Settings screen.

(See Configuring default Bank Account for New Providers (see "Configuring default Account for New Providers" on page 30))

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6. Click the Select Account button .

In the View Accounts screen, either click the +1 button to add a new account or the Edit button to edit the selected account.

GL Account

The GL Account number is required for Dutch dental practice Providers.

It cannot be left blank. If the user continues without recording GL account information, a validation message dsplays “The GL Account field cannot be left blank. Please enter a value.”

EVOLUTION validates that a GL Account number exists, and that it is not a duplicate of another GL Account number. EVOLUTION does not check for correctness of the GL Account.

Practices may opt to just use the GL Account number and only later update the Bank Account Number.

Bank Account

(See this section: International Bank Account Number (see "International Bank Account Number (IBAN)" on page 5))

You cannot have a Bank Account number without a GL Account number.

Providers with different GL Account numbers may optionally share the same Bank Account Number.

In some situations EVOLUTION uses the Bank Account Number and not the GL Account. For example when directly invoicing a client via direct debit.

Direct Debit checkbox: This Bank Account Number is used for auto-payments such as direct debits, in which case the Direct Debit checkbox must be checked (ticked), and a Creditor ID added. See: Provider Direct Debit and Creditor ID (on page 18).

Inactive Account checkbox: Check (tick) this to disable the validation on the Bank Account field. i.e. when this is ticked, EVOLUTION will not check that the Bank Account field is correct.

IMPORTANT: Provider records cannot be saved against an inactive Bank Account Number.

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Creditor ID

The Creditor ID is not auto-generated in EVOLUTION, but is issued by an external authority as a Creditor ID, and has to manually typed into the field. EVOLUTION does not validate this field, but simply checks if the field exists.

Alpha numeric, up to 19 characters.

See: Provider Direct Debit and Creditor ID (on page 18).

7. Edit or type in the Bank Account number and then select OK > OK to return to the Provider Details screen.

See also:

International Bank Account Number (IBAN) (on page 5)

IBAN layout (on page 8)

Provider Account - Bank Account (see "Provider Wizard - Bank Account" on page 23)

Provider Details - Bank Account

NOTE: Unlike Patients, for whom Bank Accounts are simply typed into the Patient Bank Account field, Provider Bank Accounts must first be created in the system and then applied to Providers.

To add or edit a Provider GL Account / Bank Account

1. Select File > Providers.

2. Select a Provider name.

3. Click the Details tab.

4. Complete the GL Account and related fields as described below:

5. If this is a new Provider, the default GL Account will display, as configured in the Practice Settings screen.

(See Configuring default Bank Account for New Providers (see "Configuring default Account for New Providers" on page 30))

6. Click the Select Account button .

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7. In the View Accounts screen, either click the +1 button to add a new account or select the Edit button to edit the selected account:

8. Edit or type in the Bank Account number and then select OK > OK to return to the Provider Details screen.

GL Account

The GL Account number is required for Dutch dental practice Providers.

It cannot be left blank. If the user continues without recording GL account information, a validation message dsplays “The GL Account field cannot be left blank. Please enter a value.”

EVOLUTION validates that a GL Account number exists, and that it is not a duplicate of another GL Account number. EVOLUTION does not check for correctness of the GL Account.

Practices may opt to just use the GL Account number and only later update the Bank Account Number.

Bank Account

(See this section: International Bank Account Number (see "International Bank Account Number (IBAN)" on page 5))

You cannot have a Bank Account number without a GL Account number.

Providers with different GL Account numbers may optionally share the same Bank Account Number.

In some situations EVOLUTION uses the Bank Account Number and not the GL Account. For example when directly invoicing a client via direct debit.

Direct Debit checkbox: This Bank Account Number is used for auto-payments such as direct debits, in which case the Direct Debit checkbox must be checked (ticked), and a Creditor ID added. See: Provider Direct Debit and Creditor ID (on page 18).

Inactive Account checkbox: Check (tick) this to disable the validation on the Bank Account field. i.e. when this is ticked, EVOLUTION will not check that the Bank Account field is correct.

IMPORTANT: Provider records cannot be saved against an inactive Bank Account Number.

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Creditor ID

The Creditor ID is not auto-generated in EVOLUTION, but is issued by an external authority as a Creditor ID, and has to manually typed into the field. EVOLUTION does not validate this field, but simply checks if the field exists.

Alpha numeric, up to 19 characters.

See: Provider Direct Debit and Creditor ID (on page 18).

See also:

International Bank Account Number (IBAN) (on page 5)

IBAN layout (on page 8)

Provider Account - Bank Account (see "Provider Wizard - Bank Account" on page 23)

Provider Direct Debit and Creditor ID

These fields relate to

The Provider Bank Account Number in the Provider File Details Tab:

... in the Add / Edit Account:

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... and in the Provider Wizard:

Direct Debit checkbox

The Bank Account Number is used for auto-payments such as direct debits, in which case the Direct Debit checkbox must be checked (ticked), and a Creditor ID added.

Inactive Account checkbox

Check (tick) this to disable the validation on the Bank Account field. i.e. when this is ticked, EVOLUTION will not check that the Bank Account field is correct.

IMPORTANT: Provider records cannot be saved against an inactive Bank Account Number.

Creditor ID The Creditor ID is not auto-generated in EVOLUTION, but is issued by an external authority as a Creditor ID, and has to manually typed into the field. EVOLUTION does not validate this field, but simply checks if the field exists.

The provider chamber of commerce number. Alpha numeric, up to 19 characters.

Validation of a Direct Debit Claim when the Provider for the invoice has no Creditor ID:

During billing, while generating a Direct Debit claim and the provider for the selected invoice does not have a Creditor ID, the following notification appears:

(The Direct Debit Claim is actioned from “Billing” tab “Patients” button “Direct Debit” button “Generate Claims”)

See also: International Bank Account Number (IBAN) (on page 5)

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Wizard - People - Additional Details

This is a step in the Add User/Provider Wizard

If you require the provider’s private address and contact details to be entered, you may do this on the next screen, or skip it by clicking the Next> button to continue.

Provider Type options:

GL Account - See Provider Wizard - GL Account (on page 21)

Bank Account - See Provider Wizard - Bank Account (on page 23)

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Provider Wizard - GL Account

See also:

International Bank Account Number (IBAN) (on page 5)

IBAN layout (on page 8)

Configuring default Bank Account for New Providers (see "Configuring default Account for New Providers" on page 30)

Add User/Provider Wizard in EVOLUTION

To add a Provider GL Account and Bank Account by means of the Provider Wizard Screen

1. Access the Add User/Provider Wizard in EVOLUTION

2. When the Wizard displays, click the Next > button to display the People - Additional Details screen:

GL Account - General Ledger Account. From this field you can select an existing GL Account (and corresponding Bank Account), or you can create a new one.

(See also: Provider Account - Bank Account (see "Provider Wizard - Bank Account" on page 23) | Configuring default Bank Account for New Providers (see "Configuring default Account for New Providers" on page 30) International Bank Account Number (IBAN) (on page 5))

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GL Account

The GL Account number is required for Dutch dental practice Providers.

It cannot be left blank. If the user continues without recording GL account information, a validation message dsplays “The GL Account field cannot be left blank. Please enter a value.”

EVOLUTION validates that a GL Account number exists, and that it is not a duplicate of another GL Account number. EVOLUTION does not check for correctness of the GL Account.

Practices may opt to just use the GL Account number and only later update the Bank Account Number.

Bank Account

(See this section: International Bank Account Number (see "International Bank Account Number (IBAN)" on page 5))

You cannot have a Bank Account number without a GL Account number.

Providers with different GL Account numbers may optionally share the same Bank Account Number.

In some situations EVOLUTION uses the Bank Account Number and not the GL Account. For example when directly invoicing a client via direct debit.

Direct Debit checkbox: This Bank Account Number is used for auto-payments such as direct debits, in which case the Direct Debit checkbox must be checked (ticked), and a Creditor ID added. See: Provider Direct Debit and Creditor ID (on page 18).

Inactive Account checkbox: Check (tick) this to disable the validation on the Bank Account field. i.e. when this is ticked, EVOLUTION will not check that the Bank Account field is correct.

IMPORTANT: Provider records cannot be saved against an inactive Bank Account Number.

Creditor ID

The Creditor ID is not auto-generated in EVOLUTION, but is issued by an external authority as a Creditor ID, and has to manually typed into the field. EVOLUTION does not validate this field, but simply checks if the field exists.

Alpha numeric, up to 19 characters.

See: Provider Direct Debit and Creditor ID (on page 18).

3. Continue selecting Next > to display further screens to work your way through the Wizard.

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Provider Wizard - Bank Account

See also:

International Bank Account Number (IBAN) (on page 5) | IBAN layout (on page 8)

Configuring default Bank Account for New Providers (see "Configuring default Account for New Providers" on page 30)

Add User/Provider Wizard in EVOLUTION

To add a Provider GL Account and Bank Account by means of the Provider Wizard Screen

1. Access the Add User/Provider Wizard in EVOLUTION

2. When the Wizard displays, click the Next > button to display the People - Additional Details screen:

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GL Account - General Ledger Account. From this field you can select an existing GL Account (and corresponding Bank Account), or you can create a new one. See also: Provider Account - GL Account (see "Provider Wizard - GL Account" on page 21)

GL Account

The GL Account number is required for Dutch dental practice Providers.

It cannot be left blank. If the user continues without recording GL account information, a validation message dsplays “The GL Account field cannot be left blank. Please enter a value.”

EVOLUTION validates that a GL Account number exists, and that it is not a duplicate of another GL Account number. EVOLUTION does not check for correctness of the GL Account.

Practices may opt to just use the GL Account number and only later update the Bank Account Number.

Bank Account

(See this section: International Bank Account Number (see "International Bank Account Number (IBAN)" on page 5))

You cannot have a Bank Account number without a GL Account number.

Providers with different GL Account numbers may optionally share the same Bank Account Number.

In some situations EVOLUTION uses the Bank Account Number and not the GL Account. For example when directly invoicing a client via direct debit.

Direct Debit checkbox: This Bank Account Number is used for auto-payments such as direct debits, in which case the Direct Debit checkbox must be checked (ticked), and a Creditor ID added. See: Provider Direct Debit and Creditor ID (on page 18)

Inactive Account checkbox: Check (tick) this to disable the validation on the Bank Account field. i.e. when this is ticked, EVOLUTION will not check that the Bank Account field is correct.

IMPORTANT: Provider records cannot be saved against an inactive Bank Account Number.

Creditor ID

The Creditor ID is not auto-generated in EVOLUTION, but is issued by an external authority as a Creditor ID, and has to manually typed into the field. EVOLUTION does not validate this field, but simply checks if the field exists.

Alpha numeric, up to 19 characters.

See: Provider Direct Debit and Creditor ID (on page 18)

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3. Continue selecting Next > to display further screens to work your way through the Wizard.

Dealing with the Patient File Warning screen

This alert only applies if it has been configured.

See Configuring IBAN as a prompted field in the Patient File (see "Configuring IBAN as a prompted field in Patient File" on page 28).

To deal with a missing patient IBAN alert from patient file

When you update the Patient File and attempt to Save,

If the patient does not have an IBAN recorded,

- and -

If the alert has been configured (See Configuring IBAN as a prompted field in the Patient File (see "Configuring IBAN as a prompted field in Patient File" on page 28)),

...then you will be notified that the patient does not have an IBAN and you will be directed to add one:

Click Yes and then Add the Patient IBAN (see "Patient Details - Bank Account" on page 11).

See also: International Bank Account Number (IBAN) (on page 5)

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Dealing with the Arrival Alert screen

This alert only applies if it has been configured. See Configuring the Arrival Alert for a missing patient IBAN

To deal with a missing patient IBAN alert on patient arrival

During the patient arrival workflow, when you set the patient’s status to arrived, if

The patient does not have an IBAN recorded in the patient file, and

If the alert has been configured,

...then you will be notified that the patient does not have an IBAN and you will be directed to add one:

Click the Patient details hyperlink and update the Patient Details screen as required, including the IBAN.

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Configuring IBAN in EVOLUTION This section covers the configuration that needs to be performed for IBAN.

Configuring the Arrival Alert on incomplete bank account

(Applies to Holland only)

This setting specifies that when a Receptionist registers a patient as Arrived, EVOLUTION will pop up an alert if the patient does not have an IBAN or has an incomplete IBAN.

To configure the alert on incomplete bank account

1. Go to Configure > Patient File...

2. Check (tick) the Alert on incomplete bank account check box:

3. Click OK.

EVOLUTION will then alert on arrival when when a patient bank account is incomplete or missing:

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Configuring IBAN as a prompted field in Patient File

This setting is the means to specify that EVOLUTION will prompt the Receptionist to add the IBAN to each Patient File.

It is not however a Mandatory field; the Receptionist is simply prompted:

To specify the IBAN as a prompted field in the Patient File

1. Select Configure > Patient File.

2. In the Patient File, select Mandatory Fields:

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3. In the Mandatory Fields screen, check (tick) the Bank Account checkbox and then click OK:

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Configuring default Account for New Providers

Specify what default IBAN to display each time you set up a New Provider from the Provider Details tab. (see "Provider Details - Bank Account" on page 16)

To configure a default Account for use when setting up new Providers

1. Select Configure > Practice Settings to display the Practice Settings screen.

Under the New Providers section,

The GL Account is editable but Default Bank Account is not in this screen (but it can be edited via List screen

> Edit button ).

Unlike with Patients, for whom you can type a Bank Account directly, Providers have their Bank Account associated with the GL Account.

These are template fields that will display by default when you create new Providers.

2. You have the option of selecting an Account Number from the Up/Down selector fields, or of Adding / Editing

from the Select Account button , as displayed above.

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Index B

Benefits of IBAN in EVOLUTION • 5, 6

C

Configuring default Account for New Providers • 5, 9,

14, 16, 21, 23, 30

Configuring IBAN as a prompted field in Patient File •

5, 7, 25, 28

Configuring IBAN in EVOLUTION • 8, 27

Configuring the Arrival Alert on incomplete bank

account • 5, 27

D

Dealing with the Arrival Alert screen • 5, 26

Dealing with the Patient File Warning screen • 5, 25

F

Features of IBAN in EVOLUTION • 5, 6

I

IBAN layout • 5, 8, 11, 16, 18, 21, 23

IBAN validation error messages • 5, 10

International Bank Account Number (IBAN) • 8, 11,

12, 14, 15, 16, 17, 18, 19, 21, 22, 23, 24, 25

INTERNATIONAL BANK ACCOUNT NUMBER

(IBAN) • 5

O

Overview of IBAN in EVOLUTION • 6

P

Patient Details - Bank Account • 9, 11, 25

Patient Direct Debit and Mandate Number • 5, 11

Provider Details • 5, 13

Provider Details - Bank Account • 5, 9, 14, 16, 30

Provider Details - GL Account • 5, 14

Provider Direct Debit and Creditor ID • 5, 15, 16, 17,

18, 22, 24

Provider Wizard - Bank Account • 5, 16, 18, 20, 21, 23

Provider Wizard - GL Account • 5, 20, 21, 24

Purpose of IBAN in EVOLUTION • 5, 6

R

Requirements for IBAN in EVOLUTION • 5, 7

U

Using IBAN in EVOLUTION • 8

W

Wizard - People - Additional Details • 20


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