$TXT Created by KOPP,TERRY at DEVFEX.FO-ALBANY.MED.VA.GOV (KIDS) on Monday, 07/19/04 at 08:32 ============================================================================= Run Date: AUG 26, 2004 Designation: PRCA*4.5*208 Package : PRCA - ACCOUNTS RECEIVABLE Priority: Mandatory Version : 4.5 SEQ #190 Status: Released Compliance Date: SEP 26, 2004 ============================================================================= Subject: e-PAYMENTS PHASE II ENHANCEMENTS Category: - Routine - Data Dictionary - Other - Enhancement (Mandatory) Description: ============ **************************** NOTE ************************************ * CoreFLS sites must coordinate the installation of this patch with * * the AR-CoreFLS development team. * * * ********************************************************************** Associated patches: (v)IB*2.0*265 <<= must be installed BEFORE `PRCA*4.5*208' (v)PRCA*4.5*153 <<= must be installed BEFORE `PRCA*4.5*208' (v)PRCA*4.5*212 <<= must be installed BEFORE `PRCA*4.5*208' (v)PRCA*4.5*214 <<= must be installed BEFORE `PRCA*4.5*208' (v)PRCA*4.5*216 <<= must be installed BEFORE `PRCA*4.5*208' This patch will enhance existing functionality in the EDI Third Party Lockbox (e-Payments) process. The updated user documentation for this patch may be found at the VistA University e-Payments web site: http://vaww.vistau.med.va.gov/VistaU/e-bp/documents/e-PaymentsUserGuideV1. 2.pdf In summary, this patch will make the following changes: 1. Enhance the Worklist/scratch pad o Provide auto and manual verification of EEOB (Electronic Explanation of Benefits) claim data versus VistA data. o Discrepancy report for unverified EEOBs. o Allow multiple users to access an EEOB in the worklist at one time - Ability to split the ERA into batches - Ability to define the content of the batches - Limit the access to the following worklist actions when a user is within a batch, not the entire ERA (Electronic Remittance Advice): REFRESH SCRATCHPAD DISTRIBUTE ADJUSTMENTS PREVIEW RECEIPT - Any negative amounts on an ERA must be distributed to other lines within the ERA before any individual batches can be accessed. - Batch maintenance: Note: this function is locked with the new PRCA ERA BATCH MAINT security key Allow for all batches to be edited. Allow for marking of all batches as ready to post. Allow to redefine the content of batches, add batching or remove all batches for the ERA. - Provide a batch summary report for an ERA. - Within batch maintenance, only allow for editing of the user's specific batch if user is accessing a specific batch, not the entire ERA. - If batches are created, they must all be marked as ready to post before a receipt can be created for the ERA from within the worklist. o Modify the review line option within the Worklist so that it is either on all of the time or off all of the time, dependent upon user preference. o Modify the review line function so each comment entered is identified by the user and date/time it was entered and/or edited. The users can now retrieve/edit their own review comments. o Modify sorting of the Worklist to sort the way the user last requested it to be sorted. o Use a list manager screen to display selection of ERAs to work on (a new pick list screen). 2. Added a "note" to display the expected claim balance after the posting of payments within the ERA when using the increase and decrease adjustments options from the worklist menu. Also, the claim balance in the EEOB list will also be updated with the new amount if an increase/decrease adjustment is made. 3. Included ERAs rejected due to no valid bills in the Exception report instead of just issuing a warning bulletin and deleting the ERA from the site. 4. Provide a report for active bills that have EEOBs associated with them. 5. Allow the user to search for payments using a trace # as well as a check # or credit card # in the LINK PAYMENT option and in the EXTENDED CHECK/CREDIT CARD SEARCH option. 6. Fixed a condition where the ERA exception bulletin is not sent if the name of the payer causes a length of more than 65 characters to be included in the subject line of the bulletin. 7. Added a warning to the ERA exception bulletin if the claim being paid is not an ACTIVE claim in the site's A/R (Accounts Receivable). 8. Added a new option to mark an ERA paid by a paper check and received in error or as a duplicate payment as being sent back to the payer without posting. 9. Added a new report for DEPOSIT RECONCILIATION that details the FMS documents that are sent for the original CR for an EFT deposit and all the corresponding TR documents for the EFT detail. 10. Fixed a problem on the EFT (Electronic Funds Transfer) UNAPPLIED REPORT where the TRACE # is truncated. 11. Fixed a problem in the option Update ERA Posted Using Paper EOB (Explanation of Benefits) [RCDPE ERA POSTED BY PAPER EOB]. If the receipt # was not entered, the user still got a message that the ERA was updated when it really wasn't. The RECEIPT # is now a required field. The data is repaired with the patch installation. 12. Fixed a problem on the EEOB worklist detail screen where hitting the Page Up control key actually takes the user into PREVIEW RECEIPT. Since the control key 'Page Up' uses PREV as its command, List Manager gets confused and executes the action PREVIEW RECEIPT because it starts with PREV. The name of the PREVIEW RECEIPT action was changed to 'Look At Receipt' to prevent List Manager's confusion. Although this is a List Manager problem, List Manager is only being supported for critical errors and this was not deemed to be critical. 13. Corrected a condition in the RECEIPT PROCESSING option where a hard error occurs within the EDIT RECEIPT action. The DR string of editable fields was getting too long. 14. Corrected 2 problems with transferring an EEOB to another site. The first problem reported was that the EEOB did not get deleted automatically from the transferring site when the EEOB was accepted by the receiving site. The second problem was the amount paid on the EEOB display within the data exceptions list at the receiving site was displaying with the decimal point moved 2 characters to the left so the wrong amount paid was being reported. Both of these problems have been fixed. 15. Fixed a problem in UNMATCH AN ERA [RCDPE UNMATCH ERA] option where the check # is not deleted when the status is changed to unmatched. 16. Fixed a problem where a zero payment ERA is received but the method of payment indicates a CHECK will be sent. These ERAs can now be marked as MATCHED - 0 payment when creating the worklist scratchpad for the ERA and this will remove them from an unposted status. The existing records with this problem are repaired with the patch installation. 17. Fixed a problem where multiple ERAs were assigned the same receipt # in the ERA worklist create receipt action. 18. An environment check routine RCY208EN will be used to check if site has a CoreFLS version of software and recommends not to install this patch unless an accompanying update is made to the AR-CoreFLS software immediately after installation of this patch. 19. A post-install routine RCY208PO has been included in this patch to perform the following functions: a. Moves the data already existing as review notes in the field REVIEW NOTES (EDI LOCKBOX EOB WORKLIST file (#344.49), ERA REFERENCE subfile (#344.491), REVIEW NOTES field (#3)) into the new field added by this patch - REVIEW (#4). The old field was a word processing field with no specific format for the data. The new field is a multiple field and has separate fields for REVIEW DATE/TIME (#.01), REVIEWED BY (#.02), COMMENT (#.03) and LAST EDITED DATE/TIME (#.04). This move automatically stuffs the current date/time for the DATE/TIME, the Postmaster for the REVIEWED BY and the following line is added to the top of the COMMENT field before moving the content of REVIEW NOTES into it: REVIEW COPIED HERE BY POST-INSTALL FOR e-PAYMENTS ENHANCEMENTS PATCH. After the data is moved, the old data in the REVIEW NOTES field is deleted from the system. b. When the move of all the data from the REVIEW NOTES field to the new REVIEW field has successfully completed, the field REVIEW NOTES is deleted from the data dictionary. c. The new cross reference 'AFD' on field FILE DATE/TIME (#.07) in the ELECTRONIC REMITTANCE ADVICE file (#344.4) is populated by the post-install. d. Checks all entries in the ELECTRONIC REMITTANCE ADVICE file (#344.4) for any ERAs that have 0-payments and are matched to a paper check. These records will automatically be marked as MATCHED - 0-PAYMENT and POSTING NOT NEEDED. e. Checks all entries in the EDI THIRD PARTY EFT DETAIL (#344.31) file. If any are found that are matched to paper EOBs because a receipt exists for them, but its status is still unmatched, the status is updated to remove it from the EFT Aging Report. This condition occurred because a software flaw in the initial version of e-Payments allowed association of the paper EOB with the EFT detail record, but did not update the match status of the EFT detail record. This patch addresses the following New Service Request (NSR): ------------------------------------------------------------- There is no NSR associated with this patch. This patch addresses the following NOIS message(s): --------------------------------------------------- CHY-0604-51834 Zero payment ERAs are being sent with a payment type of CHK indicating a zero dollar check will be received. No check is ever received and the ERAs cannot be marked as posted. Fix is to allow these ERAs to be marked as matched - 0 payment as long as the payment method is not an EFT. MWV-0704-21208 ERAs are being assigned a duplicate receipt number in the ERA Worklist create receipt functionality due to a problem locking the records. The fix is to lock the receipt # record before assigning the receipt # to insure only 1 ERA is assigned to each #. Test Sites: ----------- VISN # Facility M type/OS ------ ----------------------- ----------- 9 603 Louisville, Ky. DSM VMS 21 570 Fresno, Ca. CACHE VMS 1 689 West Haven, Ct. DSM VMS 8 573 North Fl./South Ga. DSM VMS 17 671 South Texas, Tx. DSM VMS 15 589 Kansas City, Mo. CACHE VMS ================INSTALLATION INSTRUCTIONS ================= It is recommended this patch be installed outside of normal business hours to avoid any complications resulting from Accounts Receivable users on the system. Installation will take less than 10 minutes. Other VISTA users will not be affected. The following menus/options should be disabled prior to the start of the installation: Clerk's AR Menu [PRCA CLERK MENU] Supervisor's AR Menu [PRCAF SUPERVISOR MENU] EDI Lockbox EFT/ERA/EEOB Processing Server [RCDPE EDI LOCKBOX SERVER] Claims Matching Report [RCDP CLAIMS MATCH] EEOB Worklist [RCDPE EDI LOCKBOX WORKLIST] Install Time - less than 10 minutes ************** PRE-INSTALLATION INSTRUCTIONS ************** Be sure that the following background task is not running when you install this patch: Accounts Receivable Nightly Process Background Job [PRCA NIGHTLY PROCESS] *********************************************************** 1. LOAD TRANSPORT GLOBAL --------------------- Choose the PackMan message containing this patch and invoke the INSTALL/CHECK MESSAGE PackMan option. 2. DISABLE ROUTINE MAPPING (DSM for Open VMS sites only) ----------------------- Disable routine mapping on all systems for the routines listed in step 3 below. NOTE: If the routines included in this patch are not currently in your mapped routine set, please skip this step. 3. COMPONENTS SENT WITH PATCH -------------------------- The following is a list of the routines included in this patch. The second line of each of these routines now looks like: ;;4.5;Accounts Receivable;**[patch list]**;Mar 20, 1995 CHECK^XTSUMBLD results Routine name Before Patch After Patch Patch List ============ ============ =========== ========== RCBEADJ 14605306 15447134 169,172,204,173,208 RCDPE8NZ 11908125 11982072 173,212,208 RCDPEAC N/A 20649281 208 RCDPEM0 17651122 17939870 173,208 RCDPEM2 17139181 21649528 173,208 RCDPEREC N/A 16814752 208 RCDPESR0 16266702 16321406 173,208 RCDPESR1 13663696 14056917 173,214,208 RCDPESR2 29658433 28554504 173,216,208 RCDPESR3 14552359 18595944 173,214,208 RCDPESR4 18216454 18189947 173,216,208 RCDPESR5 13751971 13359280 173,208 RCDPESR6 12828623 13274626 173,214,208 RCDPEV N/A 13879790 208 RCDPEV0 N/A 12923724 208 RCDPEWL 14336645 15606228 173,208 RCDPEWL0 17361400 22471824 173,208 RCDPEWL1 17888958 22601749 173,208 RCDPEWL2 15059617 15559851 173,208 RCDPEWL4 32424385 24291704 173,208 RCDPEWL5 12280343 17314013 173,208 RCDPEWL6 23606770 24143208 173,208 RCDPEWL7 N/A 23773197 208 RCDPEWL8 N/A 24341331 208 RCDPEWLA 19774255 22862084 173,208 RCDPEWLB N/A 17853703 208 RCDPEWLC N/A 4734983 208 RCDPEX 17879896 17868504 173,208 RCDPEX3 20355599 20360189 173,208 RCDPEX31 13561137 13547911 173,208 RCDPLPL1 4305642 5479344 114,148,153,208 RCDPLPLM 10266816 11764228 114,208 RCDPRSEA 5417271 7121378 114,148,208 RCDPUREC 15156922 15615693 114,148,169,173,208 RCY208EN N/A 3359356 208 RCY208PO N/A 9132086 208 Number of Routines = 36 Total number of routines modified: 26 Total number of new routines: 10 The following is a list of fields included in this patch: Field Name (Number) File Name (Number) ------------------- ------------------ MANUAL TR DOCUMENT (#.16) EDI THIRD PARTY EFT DETAIL (#344.31) RECEIPT # (#.01) AR BATCH PAYMENT (#344) FILE DATE/TIME (#.07) ELECTRONIC REMITTANCE ADVICE (#344.4) RECEIPT (#.08) ELECTRONIC REMITTANCE ADVICE (#344.4) DETAIL POST STATUS (#.14) ELECTRONIC REMITTANCE ADVICE (#344.4) SEQUENCE # (#1) EDI LOCKBOX EOB WORKLIST (#344.49) VERIFIED (#.13) SEQUENCE # (#344.491) subfile of EDI LOCKBOX EOB WORKLIST (#344.49) BATCH # (#.14) SEQUENCE # (#344.491) subfile of EDI LOCKBOX EOB WORKLIST (#344.49) REVIEW (#4) SEQUENCE # (#344.491) subfile of EDI LOCKBOX EOB WORKLIST (#344.49) USER PREFERENCE (#2) EDI LOCKBOX EOB WORKLIST (#344.49) CLERK (#.01) USER PREFERENCE (#344.492) subfile of EDI LOCKBOX EOB WORKLIST (#344.49) REVIEW ON (#.02) USER PREFERENCE (#344.492) subfile of EDI LOCKBOX EOB WORKLIST (#344.49) LAST ORDER SELECTION (#.03) USER PREFERENCE (#344.492) subfile of EDI LOCKBOX EOB WORKLIST (#344.49) BATCH (#3) EDI LOCKBOX EOB WORKLIST (#344.49) BATCH # (#.01) BATCH (#344.493) subfile of EDI LOCKBOX EOB WORKLIST (#344.49) NAME (#.02) BATCH (#344.493) subfile of EDI LOCKBOX EOB WORKLIST (#344.49) READY FOR POSTING (#.03) BATCH (#344.493) subfile of EDI LOCKBOX EOB WORKLIST (#344.49) POSTING FLAG SET (#.04) BATCH (#344.493) subfile of EDI LOCKBOX EOB WORKLIST (#344.49) BATCH IN USE (#.05) BATCH (#344.493) subfile of EDI LOCKBOX EOB WORKLIST (#344.49) CRITERIA USED (#.06) BATCH (#344.493) subfile of EDI LOCKBOX EOB WORKLIST (#344.49) START VALUE (#.07) BATCH (#344.493) subfile of EDI LOCKBOX EOB WORKLIST (#344.49) END VALUE (#.08) BATCH (#344.493) subfile of EDI LOCKBOX EOB WORKLIST (#344.49) EXCEPTION CATEGORY (#.1) AR EDI LOCKBOX MESSAGES (#344.5) The following is a list of list templates included in this patch: List Template Name New/Modified ------------------ ------------------ RCDP LINK PAYMENTS TO ACCOUNTS MODIFIED RCDPE WORKLIST ERA LIST NEW The following is a list of options included in this patch: Option Name New/Modified ----------- ------------ Extended Check/Credit Card Search MODIFIED [RCDP EXTENDED CHECK/CC SEARCH] Link Payment To Account [RCDP LINK MODIFIED PAYMENT TO ACCOUNT] Active Bills With EEOB Report NEW [RCDPE ACTIVE WITH EEOB REPORT] EDI Lockbox Reports Menu [RCDPE EDI MODIFIED LOCKBOX REPORTS MENU] EFT Deposit Reconciliation Report NEW [RCDPE DEPOSIT RECON REPORT] EDI Lockbox [RCDPE EDI LOCKBOX MENU] MODIFIED Mark ERA Returned To Payer [RCDPE ERA NEW RETURNED TO PAYER] The following is a list of protocols included in this patch: Protocol Name New/Modified/Attach/Link ------------- ------------------------ RCDP FAST EXIT ATTACH RCDP LINK PAYMENTS ACCOUNT PROFILE ATTACH RCDP LINK PAYMENTS CLEAR SUSPENSE ATTACH RCDP LINK PAYMENTS MENU MODIFIED RCDP LINK PAYMENTS RECEIPT PROFILE ATTACH RCDP LINK PAYMENTS SEARCH CHECK MODIFIED RCDP LINK PAYMENTS SEARCH CREDIT ATTACH RCDP LINK PAYMENTS SHOW PAYMENT ATTACH RCDP LINK PAYMENTS SUSPENSE REPORT ATTACH RCDP LINK PAYMENTS TO ACCOUNT ATTACH RCDPE EOB WL RECEIPT VIEW ATTACH RCDPE EOB WL REVIEW ATTACH RCDPE EOB WL SPLIT LINE MODIFIED RCDPE EOB WORKLIST BATCH NEW RCDPE EOB WORKLIST DIST ADJ ATTACH RCDPE EOB WORKLIST MENU MODIFIED RCDPE EOB WORKLIST REFRESH ATTACH RCDPE EOB WORKLIST RESEARCH ATTACH RCDPE EOB WORKLIST SPLIT LINE ATTACH RCDPE EOB WORKLIST VERIFY NEW RCDPE ERA LIST BATCH HIDE NEW RCDPE ERA LIST VIEW ERA NEW RCDPE VIEW/PRINT WORKLIST EOB ATTACH RCDPE VIEW/PRINT WORKLIST ERA ATTACH RCDPE WORKLIST ERA LIST MENU NEW RCDPE WORKLIST ERA SELECT NEW RCDPE WORKLIST ERA SORT NEW VALM QUIT ATTACH The following is a list of security keys included in this patch: Security Key Name ------------------ PRCA ERA BATCH MAINT 4. START UP KIDS ------------- Start up the Kernel Installation and Distribution System Menu [XPD MAIN]: Edits and Distribution ... Utilities ... Installation ... Select Kernel Installation & Distribution System Option: INStallation --- Load a Distribution Print Transport Global Compare Transport Global to Current System Verify Checksums in Transport Global Install Package(s) Restart Install of Package(s) Unload a Distribution Backup a Transport Global Select Installation Option: 5. Select Installation Option: -------------------------- The following steps are OPTIONAL - a. Backup a Transport Global - This option will create a backup message of any routines exported with this patch. It will not backup any other changes such as DD's or templates. b. Compare Transport Global to Current System - This option will allow you to view all changes that will be made when this patch is installed. It compares all components of this patch (routines, DD's, templates, etc.). c. Verify Checksums in Transport Global - This option will allow you to ensure the integrity of the routines that are in the transport global. 6. Select Installation Option: Install Package(s) ---------------- **This is the step to start the installation of this KIDS patch: a. Choose the Install Package(s) option to start the patch install. When prompted for the INSTALL NAME, enter PRCA*4.5*208 NOTE: If you are a CoreFLS test site you will be asked: Do you have the corresponding update to the AR-CoreFLS that is associated with this patch? (Note: Entering "No" here will stop the installation of this patch) Y/N// b. When prompted 'Want KIDS to INHIBIT LOGONs during the install? YES//' answer NO (unless otherwise indicated) c. When prompted 'Want to DISABLE Scheduled Options, Menu Options, and Protocols? YES//' answer YES (unless otherwise indicated) d. When prompted 'Enter options you wish to mark as 'Out Of Order':' Enter the following options: Clerk's AR Menu [PRCA CLERK MENU] EDI Lockbox EFT/ERA/EEOB Processing Server [RCDPE EDI LOCKBOX SERVER] Supervisor's AR Menu [PRCAF SUPERVISOR MENU] Claims Matching Report [RCDP CLAIMS MATCH] EEOB Worklist [RCDPE EDI LOCKBOX WORKLIST] e. When prompted 'Enter protocols you wish to mark as 'Out Of Order':' press . 7. REBUILD MAPPED ROUTINE(S) (DSM for Open VMS sites only) ------------------------- Optional - Include the routines distributed with this patch in the mapped routine set. NOTE: This step is only necessary if you performed step 2 or if you wish to include the routines in your mapped set. 8. DELETE PRE-INIT/POST-INIT/ENVIRONMENT CHECK ROUTINE --------------------------------------------------- You may delete the RCY208PO & RCY208EN routines from your system after successful installation of this patch. 9. ASSIGN NEW SECURITY KEY ----------------------- Make sure you assign the new PRCA ERA BATCH MAINT security key to those users indicated by your A/R Adpac. Routine Information: Refer to the SDD for specific changes to routines. Routine Information: ==================== Routine Name: - RCDPEWL6 Routine Checksum: Routine Name: - RCBEADJ Routine Checksum: Routine Name: - RCDPESR1 Routine Checksum: Routine Name: - RCDPESR4 Routine Checksum: Routine Name: - RCDPEWL1 Routine Checksum: Routine Name: - RCDPEWL Routine Checksum: Routine Name: - RCDPEWL5 Routine Checksum: Routine Name: - RCDPESR2 Routine Checksum: Routine Name: - RCDPESR6 Routine Checksum: Routine Name: - RCDPEWL7 Routine Checksum: Routine Name: - RCDPEWL0 Routine Checksum: Routine Name: - RCDPEAC Routine Checksum: Routine Name: - RCDPEV Routine Checksum: Routine Name: - RCDPEWLA Routine Checksum: Routine Name: - RCDPEWL4 Routine Checksum: Routine Name: - RCDPEWLB Routine Checksum: Routine Name: - RCDPEWL8 Routine Checksum: Routine Name: - RCDPEWL2 Routine Checksum: Routine Name: - RCDPEV0 Routine Checksum: Routine Name: - RCDPEWLC Routine Checksum: Routine Name: - RCDPESR0 Routine Checksum: Routine Name: - RCDPESR5 Routine Checksum: Routine Name: - RCDPLPL1 Routine Checksum: Routine Name: - RCDPLPLM Routine Checksum: Routine Name: - RCDPRSEA Routine Checksum: Routine Name: - RCY208PO Routine Checksum: Routine Name: - RCY208EN Routine Checksum: Routine Name: - RCDPE8NZ Routine Checksum: Routine Name: - RCDPESR3 Routine Checksum: Routine Name: - RCDPEM2 Routine Checksum: Routine Name: - RCDPEREC Routine Checksum: Routine Name: - RCDPEX Routine Checksum: Routine Name: - RCDPEX31 Routine Checksum: Routine Name: - RCDPUREC Routine Checksum: Routine Name: - RCDPEM0 Routine Checksum: Routine Name: - RCDPEX3 Routine Checksum: ============================================================================= User Information: Entered By : KOPP,TERRY M Date Entered : SEP 24, 2003 Completed By: ILUSTRISIMO,LUCY Date Completed: AUG 24, 2004 Released By : BARRICK,DENISE Date Released : AUG 26, 2004 ============================================================================= Packman Mail Message: ===================== $END TXT