Activity Status Update

Purpose: When an Activity is created, the default status is Pending.  All Pending Activities must be moved to a status of Ready for invoicing to be included in the Invoice pull. The available Status options for Activities are:

• Pending

• Ready for Invoicing

• Approved

• Rejected

Note: Approved and Rejected were created to align with the Provider Portal billing enhancement and to provide an additional review step. Please see additional information in ACTIVITY APPROVED/REJECTED (CCB) and ACTIVITY STATUS UPDATE & NOTIFICATION

• Invoiced - An Activity with zero system errors will update to Invoiced automatically on the 3^rd day of the month CCB Invoice Batch

• EIST Paid - Trust Program activities in a status of Invoiced will then run in the EIST Invoice Batch and Southern District Accounting will review activities for payment and update to ‘EIST Paid’ to indicate Trust Program payment to the CCB

• Pending Rejected - Southern District Accounting will update a Trust Program status to ‘Pending Rejected’ if it has been Invoiced and if, upon review, there are errors (Reference EIST Process Guide for additional details)

• Unable to Pay - Used to indicate a Trust Program Activity cannot be paid by the Trust Program OR Direct Services

Note: The EIST Communications Email field has been added to the CCB Account. CCBs should populate this field with the email address that should be used for email communication specific to the EIST. This field is only editable by the CCB Manager Supervisor.

To review Activities which are Pending:

1. Navigate to the Activities tab in the tab ribbon

2. Using the ▼ symbol, select the appropriate Activities List View such as Activities to approve (Direct Services) or Trust Program-Pending

Note: the default list view will be Recently Viewed

3. From the list view, select the checkbox next  to the Activities that you want to approve ACT-#######

4. Select the check box to the left of Activity Number to Select All

Note: In order to edit multiple line items at once, you will need to filter by a single Record type (e.g. EI Services)

5. Once selected, click the edit icon within the Status field and select the appropriate status from the drop-down menu

6. If updating multiple Activities at once, check the box next to Update # selected Items

7. Select Ready for Invoicing and the Apply button to automatically update and then click Save to commit the changes

   1. If users check the main Activity box, the status will only be changed for all Activities on that page.  The page only displays up to 200 Activities at one time. To verify that all Activities have a status of Ready for Invoicing, users can either refresh the page or scroll down to load additional Activities