HACAP/Orion feature article

Overview

Access/Permission

Process

Run Report

Download Report Results

OVERVIEW

The overarching goal for all HACAP + Orion projects is for HACAP users to export service bill information from eLG to Orion via a CSV. Then Orion imports payment information back to eLG via API when payments have been processed. 

This feature focuses on the new “Orion Export” system report which includes service bill and Orion-specific information. At regular intervals during set months of the year, HACAP will run and export this report as a CSV, make manual alterations to the CSV if needed, then import the CSV into Orion for payment processing. From the CSV, Orion will generate and distribute vouchers reimbursing the appropriate entity for the service bill.

ACCESS/PERMISSION

Agency Admin will need to ensure each staff member that needs to run or manage the Orion Export report had the proper access. To allow access to this report, Admins will need to:

Ensure Orion Export is added to Reports Limited Permissions

1. Login as admin
2. Navigate to Agency Admin >> Permissions 
3. Select a role from the list on the left
4. Review Role Settings to ensure access is appropriate (checked or unchecked) for Report Management or Report Viewing
5. Adjust if needed and save changes

PROCESS

HACAP staff’s typical process when creating service bills for Orion processing (though there may be shifts in who does what):

• One person adds the service and service cost, then creates the bill (selects the vendor, selects the funding stream) and updates the service’s status to Processing.  
• Another person goes to the service bill, enters the payment due date into the existing bill, confirms the payment amount, and updates the service’s status to Approved. 

• A third person runs the report, exports it from eLG, and uploads it into Orion. 

Person One:

1. Add New Service to client record
2. Expand the service in the table
3. Press the Payments subtab
4. Select “Create Bill”, enter bill Amount, enter Payment Due date, and select a Vendor, and select a Funding Stream.
5. Press Add
   1. Bill is created and shown under Payment History as “Not Paid” or “Overdue”, depending on the bill’s due date and the current date. (See the table column “Status” under Payment History for details)
6. In the service table, change the service’s status from N/A to “Processing”
7. Save Changes

Person Two:

1. Open the client record >> Services  
2. Locate the service in the table, expand it and go to Payments
3. Locate the bill and open it by pressing Pay
4. The bill’s Vendor and Funding Stream are shown in the header
5. Ensure the Payment Amount is equal to the bill’s Amount Due
6. Enter the Payment Date
7. Leave the Payment Method blank (shows “Select…” in the dropdown)
8. Close the overlay by pressing the X in the top right corner, changes will be retained; do not press Confirm Payment.
9. In the service table, change the service’s status from “Processing” to “Approved”
10. Save Changes 

Person Three:

1. Run the Orion Export report and download results as CSV

   I. The report’s results are saved in the Report Log.

   II. Report pulls services within the report filters’ criteria and the services must meet the following to be included in the export:

   a. Service status = Approved

   b. Bill has a Vendor selected

   c. Bill has a funding stream selected

   d. Bill status = either “Not Paid” or “Overdue”

   e. Full list of exported data/report results forthcoming

2. User uploads the CSV into Orion for payment processing
   1. Orion generates and sends paper checks to the appropriate entities. Funds are withdrawn from different accounts using the Funding Stream’s GL Code as an identifier.

Orion exports all processed payment information back to eLogic Genesis and updates are saved in client records.

RUN REPORT

When logged in as a user with permissions to run the Orion Export report:

1. Navigate to Reports >> System Reports or My Reports 
2. Locate the Orion Export report and press Run to open the report filter page in a new tab
3. Enter a Service Created date range 
4. Select service(s) from the Services filter dropdown (optional) 
5. Press Run Report

Orion Export reports are stored in the user-facing report log for 60 days, and the backend report log for seven years.

Report Result Columns:

• A: AgencyID - Assigned by Orion, the Agency ID is used to identify which Iowa CAA’s payments they are processing.
• B: PaymentNumber - Orion provides the payment number after the payment is processed.
• C: VendorID - The VendorID shown is dependent on the record type selected for the vendor: person, place, or agency.
• D: TransactionType - The transaction type is provided by Orion and is static for all service bills. 
• E: Program - The Program column is only relevant for LIHEAP-related programs and services. Orion does not process HACAP’s LIHEAP payments, so this column is not relevant in the export.
• F: PaymentCategory - The PaymentCategory column is only relevant for LIHEAP-related programs and services. Orion does not process HACAP’s LIHEAP payments, so this column is not relevant in the export.
• G: PaymentType - References the service bill’s selected Vendor. Place/Agency = 1 and Direct = 2.
• H: Account# - The vendor/client account number. Blank on export as we do not have an account number field for either entity in eLG and HACAP will manually enter the account numbers into the CSV.
• I: AmountPayment - The amount to be paid on the voucher.
• J: DateIssued - The date that will be put on the voucher.
• K: AccountName - The Vendor’s name
• L: GLCode - Code that identifies from which account the payment should be drawn from. 
• M: ProgramName - Used for the voucher’s description.
• N: HHName - The last name of the person who received the service.
• O: TypePayment - Code provided by Orion; static value.  
• P: HouseholdID - Identifies the service recipient.
• Q: HomePhone - The client’s phone number
• R: Address1 - The Address 1 the voucher will be mailed to, dependent on service bill’s Vendor selection.
• S: Address2 - The Address 2 the voucher will be mailed to, dependent on service bill’s Vendor selection.
• T: City - The City the voucher will be mailed to, dependent on service bill’s Vendor selection.
• U: State - The State the voucher will be mailed to, dependent on service bill’s Vendor selection.
• V: Zip - The Zip the voucher will be mailed to, dependent on service bill’s Vendor selection. 
• W: Zip+4 - The Zip+4 the voucher will be mailed to.
• X: LastName - The last name of the voucher recipient, dependent on the service bill’s Vendor selection. 
• Y: FirstName - The first name/entity name of the voucher recipient, dependent on the service bill’s Vendor selection. 
• Z: MidInitial - The middle initial of the voucher recipient, dependent on the service bill’s Vendor selection. 

 

DOWNLOAD REPORT RESULTS (CSV)

1. Apply Data Filters to the results (Optional)

2. Press Download (CSV) button

6. Select the document name and location to save on your device

8. Save as desired