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Finance menu (Beta release)

Transactions tab: A consolidated view of all financial records

The iinsight Finance menu shown has been released in a Beta version to allow for further development with client feedback. The latest current version displays 3 tabs:

  1. Transactions - a list of all financial transactions
  2. Invoices menu - with the ability to make bulk payments against a selection of invoices.
  3. Costs menu - with the ability to export to excel

Using the selection criteria (Business division, Service contract, date ranges...), and pressing GO button, the display will refresh to show only the relevant records.

Each column can be sorted by clicking on the heading, for example, invoices can be sorted by invoice number, case records by claim number etc.

Typing in part of the company name will display a list of possible companies:

 

Invoices tab

The invoices tab displays a subset of the transactions - invoices and payments.

  • The information icon shows further information that may be referenced via hovering over the icon - case manager, claim number...
  • Details button displays the specific information relating to the invoice or payment (same as the Details button in the Accounts tab)
  • EXPORT button allows the displayed information to be exported to a different file format, eg, Excel. The exported file will be displayed in the "Message Centre" so that the user is able to continue working while the file is reformatted.

A bulk payment option is available to enable faster payment processing of multiple invoices by following the steps 1-3.

Adding the permission to access the Finance menu  is done through the Admin menu - Manage Users, User Access interface.

Costs Tab

The Costs tab displays a list of all costs that are both invoiced or uninvoiced and as defined by the settings in the top left.

 

The costs tab under the Finance Menu allows you to export to Excel as below:

 

Note: Remember that the Service Contract is linked directly to a Cost.

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What Are the Methods of Measuring Time When Entering Costs?

What are the methods of measuring time when entering costs?

There are two methods of using time in iinsight when entering costs:
1.       If you use the colon ( : ) you can specify the exact number of minutes, for example
0:15        equates to 15 minutes
2.       If you use a period ( . ) you need to specify the fraction, for example
0.25        equates to 15 minutes or ¼ hour
Refer to the following table for further examples:

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What is Standard IINSIGHT Behaviour With Rounding?

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Units

Some IINSIGHT users add activities in amounts of 5 or 10 minutes. For example, some insurers require in the service contract that services are provided in amounts of 5 minutes.

Setting up unit rates in a service contract is an easy task. When creating a new Service Contract on the Charges menu or amending an existing Service Contractthe Billable Unit Rate in Minutes can be set as required – Please Note if this rate is left as 0 the default unit rate is automatically set to 6 minutes.

If Units are not specified at the Charges – Service Level Contract level, there will be no “unit” measurement visible in the Activity Cost screen as seen below:

 
If units are specified in the Charges – Service Level Contract as in the example below

Then you will be able to view the units in the Costs summary. In the example below, as the units are 6 minutes, 2 hours equates to 20 units (120 minutes/6):

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Internet Explorer - Security: Adding iinsight to trusted sites

To ensure that the user's firewall and other security settings allow the use of iinsight, it is recommended that the iinsight URL be added to Internet Explorer's trusted sites.

1. Open up Internet Explorer and go to Tools... Click on the cog wheel and select internet options.

2. Ensure that the Trusted sites appears with a green tick as below and click on Sites.

3. Add https://aus.iinsightonline.com to the zone... then Close.

Note:  for international users, use https://*.iinsightonline.com

​Note: IE8 is no longer supported due to Microsoft's support for Windows XP SP3 ending on April 2014.

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How to Change the Date of an Invoice

How Do I Change the Date of an Invoice?

You can change the date of an invoice by going into the Accounts tab of the Case and selecting the Invoice you wish to change, then click on the Details Button as below:

 

You can then change the date (as per the below screenshot) by clicking on the Date drop down box and selecting the date you wish to change it to:

 Then you select Ok and the date is changed and ready for you to reprint – resend.

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How To Amend an Invoice With an Incorrect Cost

How do I amend an invoice I have made a mistake on?

If for example, the duration of one of the costs on the invoice was entered incorrectly as 30:00 and needs to be 0:30 please follow the below steps:

If you have already created the Invoice for this cost, the original invoice will need to be deleted first and a new invoice created once the cost is amended - It is highly recommended to Print the Invoice before deleting it.

Please then go to the Costs Tab and Select the Cost you wish to Change as below:

Then you need to select the Edit Tab and Amend the cost that was incorrectly entered as 30 Hours Duration (30:00)  to 30 Minute duration (00:30) and then click OK as below:

The Cost is now amended correctly as below:

After the cost has been amended the Invoice can be recreated and printed out.

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How Do I Change a 'Bill To' for a Case?

How do I change a 'Bill To' for a Case?

To change a 'Bill To' for a case please follow the below steps:

You need to go to the Contacts Tab for that Case and select New to add the new contact:

Then when adding the new contact please endure that the ‘Bill To’ box is checked so the new contact now becomes the ‘Bill To’ contact as below:

The 'Bill To' contact is now changed.

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How Do I Create a Case Notes Template

How do I create a Case Notes Template?

Useful enhancements to the case notes functionality include:
1)      Ability to create case note templates
2)      Ability to assign variables (as in the document  templates) to a case note template
3)      Ability to select these case note templates when entering in an Activity or Item
The templates are initially created by accessing the iinsight Options menu (please see below):
Then select the tab called "Clinical Notes Templates" Tab as shown below:
Select New to create a new template:
The 'Create a New Clinical Note Template' Box will open as below:
Insert your Clinical Note Title and start writing your clinical note (You may also insert an Office Add-On Variable from the drop down list if required) :
You can create your clinical note template as per the below example then select Save:

You can now create another Clinical Note Template by following the same process.

You can then apply these shortcuts to to improve the quality of the documenation and save time when adding similar text to your case notes.

Simply add an Activity or Item and select the Case Note Template you wish to use... In the example below, the user selects "Phone call to client"...

The resulting case note then includes the content text.  Users can select multiple Notes Templates and build on these by adding one after the other...

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Missing or Cut Off Comments

You may experience missing and cut off comments in the comments sections or notes area. This is due to a character limit of 255 characters (including spaces) – this is the maximum characters that are allowable in a text box, when past this limit the rest of the notes or comment will not be displayed.

To work around this limitation for notes longer than 255 characters, use separate notes (i.e, case note part 1 of 1, case note part 2 of 2) or upload a word/pdf document for very large sets of notes.

Some variables only have a 100 characters limit (such as the ‘Assigned To’ variable); this is because it was not anticipated that more than 100 characters would be used in this field.

Remember the Comments Box can be populated in a word doc template using the variable %%COMMENTS%%

Then all comments entered in the Case ‘Comments’ Box will appear in the template word document where the variable was placed.

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Creating a New Invoice

Invoicing from Case List Accounts tab

In the Case List, Select your case then go to the Accounts tab - here all completed invoices for this case are displayed. Click the Invoice button to begin the invoice wizard.

Generally you can leave this step unchanged for 'standard invoices', however if specifically doing an invoice for a 'single cost that requires immediate invoicing' or a 'milestone cost' then be sure to check the appropriate box:

Click the invoices you don't wish to include and a red line will be drawn through them to indicate that they will be excluded from the items to be invoiced.

If you have a large list and you wont be invoicing most items simply click the Exclude All button then just select the items you wish to invoice.

The last step allows you to change the invoice number (should be automatically applied to invoice but can be changed here), purchase order number, terms and note templates can be added.

You should now be able to see the invoices you've added in the Case List > Accounts tab.

Invoices that have been completed may also be viewed in the Reports menu > Invoices.

Invoicing from QuickLinks

From the Quicklinks menu, selecting the Invoice dropdown begins the 5 step invoice wizard...

The first step displays ALL costs available to be invoiced by the type of cost:

  • Balance of unbilled Cases - all standard costs. This can be a useful tool to view all unbilled costs quickly.
  • To be invoiced immediately
  • Milestone costs

After clicking on next, the second step will display...

The invoice criteria will need to be selected before any of the totals will be displayed.  The default billing period displays the earliest uninvoiced cost to the most current.

For Standard invoices, select the following:

  • Business Division(s)
  • Service Contracts
  • Bill To
  • The options for date range and invoice numbers
  • Standard invoices or invoicing immediately or milestone costs (all mutually exclusive)
  • Exclude options are available to avoid low or zero value invoices from being produced as well as other invoices which aren't complete (eg no claim number etc) and closed cases.
  • For invoices that need to be grouped by the Bill To, click on this checkbox.

Once the criteria have been entered, clicking on Next brings up step 3 where the user can choose to accept all invoices or exclude some invoices and add purchase order numbers if required

To exclude an invoice, simply click on the selected invoice and it will display a red line through it to indicate it will be excluded.

Add any terms and invoice notes (both of these options can be edited via the Options, Common lists interface). Then click on Complete to produce the invoices.

Once the invoices are produced, they can be emailed as PDF's.  Note that the PDF format provides best format of all the presented options available at the top of the screen.  If the email/print options do not appear, the invoices can be reproduced via the Invoices Report.

Printing an Invoice without shading

If exporting the invoice to PDF the invoice shaded areas will appear, in some cases you may not want these to appear for scanning purposes.

To disable the shaded areas simply select the 'Print' option rather than export to PDF to print the document directly through the printer, the document will then be clear of the shaded areas.

Documents with shading look like this (accessed through PDF export):

Documents without shading look like this (accessed through Print button):

 

Removing the printer heading and footer

The when using the Print option to print an invoice directly, the printer will have its own heading and footer for that document:

This can be removed by unchecking the Headers and footers under the options section to the left:

* Margins can also be customized here using the 'Margins' option.

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How to Change the Sequence Numbers of Invoices

Go to the Accounts Tab of a case that has an Invoice prepared as below:

Click on the Invoice Button as shown below:

Click Next on the First Screen shown below without any changes needed:

Click Next On the second screen shown below without any changes:

On the last screen shot below you can change the Invoice Number sequence marked with the below arrow to for example 5000 and then select Finish. The next number will then be 5001, 5002 etc

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Change DNS For MAC

Change DNS Setting MAC

Mac OS X

How to change the DNS server settings on a Mac PC.

Example: Changing DNS server settings on Mac OS 10.5

From the Apple menu, click System Preferences as below:

 Then click Network as highlighted with the arrow:

If the lock icon in the lower left-hand corner of the window (highlighted in below screenshot) is locked, click the icon to make changes, and when prompted to authenticate, enter your password.

Select the connection for which you want to configure Google Public DNS.

For example:

  • To change the settings for an Ethernet connection, select Ethernet/Built-In Ethernet, and click Advanced.

To change the settings for a wireless connection, select Wi-Fi/Airport, and click Advanced. (As shown below)

  • Select the DNS tab as below:

  • Click + to replace any listed addresses with, or add, the Google IP addresses at the top of the list as shown below: 

  • For IPv4 Select: 8.8.8.8 and/or 8.8.4.4.

  • Click Apply and OK.

To Test that the Google DNS Resolver is Working:

  • Step 1 - From your browser, type in a hostname (such as http://www.google.com/ ). If it resolves correctly, bookmark the page, and try accessing the page from the bookmark. If both of these tests work, everything is working correctly. If not, go to step 2 below:
  • Step 2 - From your browser, type in a fixed IP address. You can use http://18.62.0.96/   (which points to the website http://www.eecs.mit.edu/ ) as the URL.* If this works correctly, bookmark the page, and try accessing the page from the bookmark. If these tests work (but step 1 fails), then there is a problem with your DNS configuration; check the steps above to make sure you have configured everything correctly. If these tests do not work, go to step 3 below:
  • Step 3 - Roll back the DNS changes you made and run the tests again. If the tests still do not work, then there is a problem with your network settings; contact your ISP or network administrator for assistance.
  • Repeat the procedure for additional network connections you want to change.

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Changing DNS Setting for Windows

Changing DNS Setting for Windows

How to change the DNS server settings on a Windows PC.

Example: Changing DNS server settings on Microsoft Windows 7

  • Go the Control Panel.
  • Click Network and Sharing Center  (as below):

Then click Change adapter settings as per below screenshot:

Select the connection for which you want to configure Google Public DNS. For example:

  • To change the settings for an Ethernet connection, right-click Local Area Connection, and click Properties    (highlighted by the red arrow below).

  • To change the settings for a wireless connection, right-click Wireless Network Connection, and click Properties (highlighted by the black arrow below).

If you are prompted for an administrator password or confirmation, type the password or provide confirmation.

  • Select the Networking tab. Under This connection uses the following items, select Internet Protocol Version 4 (TCP/IPv4) and then click Properties as marked with arrows below:

Click Advanced as below:

  •  Then select the DNS tab. If there are any DNS server IP addresses listed there, write them down for future  reference, and remove them from this window.

  • Select Use the following DNS server addresses. If there are any IP addresses listed in the Preferred DNS server or Alternate DNS server, write them down for future reference.

  • Add  those addresses with the IP addresses of the Google DNS servers:

o    For IPv4: 8.8.8.8 and/or 8.8.4.4 as below:

Restart the connection you selected in by  right clicking the LAN or Wireless connection and selecting Disable then right click again to Enable as below:

To Test that the Google DNS Resolver is Working:

  • Step 1 - From your browser, type in a hostname (such as http://www.google.com/ ). If it resolves correctly, bookmark the page, and try accessing the page from the bookmark. If both of these tests work, everything is working correctly. If not, go to step 2 below:

  • Step 2 - From your browser, type in a fixed IP address. You can use http://18.62.0.96/   (which points to the website http://www.eecs.mit.edu/ ) as the URL.* If this works correctly, bookmark the page, and try accessing the page from the bookmark. If these tests work (but step 1 fails), then there is a problem with your DNS configuration; check the steps above to make sure you have configured everything correctly. If these tests do not work, go to step 3 below:

  • Step 3 - Roll back the DNS changes you made and run the tests again. If the tests still do not work, then there is a problem with your network settings; contact your ISP or network administrator for assistance.

  • Repeat the procedure for additional network connections you want to change.

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Setting Up Roles

If a Client decides that they would like to set up Roles within iinsight, please follow the below procedure:

Click on the Charges menu as highlighted in the below screenshot:

Then select the Roles button on the right hand side of the screen as highlighted below:

Select Roles Setup as marked by the arrow below:

Select Activities/Items as shown by the below arrow and Enable/Disable the Activities/Items you wish to Exclude/Include if applicable for the selected Role name.

Note: Ensure there are roles to be assigned here by adding roles in the Admin menu > Manage Roles.

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Accountant/Contractor Permissions

The system has the ability for contractor to get paid based on the work that they do for an organisation.  

Many clients pay contractors when they send an invoice for the services they have completed and a printed contractor report from IINSIGHT (case notes section )

As a Contractor (with contractor permissions) they have the ability to select the specific billings they are going to invoice for and this is what is printed in the contractor report. Once selected they cannot be re-selected so contractors cannot bill for the same service twice.:

Accounts (with Accountant permissions) then login and can see all of the costs that a contractor has selected and the accountant marks these costs as now having been paid to the contractor so accountants cannot pay a contractor for the same service twice) :

Therefore you can not have both of these permissions assigned to one user for this reason, the system will only allow you to have one of these permissions assigned only.

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Firefox wont automatically open an IIN file

Firefox wont automatically open an IIN file

When trying to open a word document from iinsight and you choose Open with: iinsightIINLuncher.exe and ‘Do this automatically for files like this from now on”:

It still keeps asking you what should Firefox do with this file?

When you try and change the settings in Home Icon/Firefox settings/Applications Tab/IIN File/ choose iinsightIINLuncher.exe/OK:

It still forces you to choose each time:

It still opens ok though and is a characteristic of Firefox not a bug.

Emailing a document from Documents tab:



Then you get asked every time which program you want to use even if you choose “Do This Automatically for Files like this from now on”:

It will still work though and email to PDF.

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Problems opening PDF documents in Firefox (on Mac)

Problems opening PDF documents in Firefox (on Mac)

If you are experiencing issues opening a PDF document in iinsight from a Firefox web browser, it may be your permissions blocking the file from opening in Firefox.

To resolve this problem, In the URL address bar there is usually a Padlock icon, click the Padlock icon then 'More information' (marked with arrows in the below screenshot)

Then chose 'Permissions' and change adobe reader to either ‘Use Default’, ‘Always Ask’ or 'Allow' so now all attachments will open. You then check 'Do this automatically from now on’ when the file opening dialog box came up.

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Print Grouped Invoice Error

Print Grouped Invoice Error Messages

Invoices of the type 'Group by Bill To' can contain multiple cases. These invoices should not be able to be printed as a standard invoice in a single case. To comply with this:

  • An error message will be given when printing a grouped invoice in the individual Case/Account Tab:

  • When the option - 'Invoices: Standard' is selected in Reports/Invoices, grouped invoices will not be displayed when clicking 'Build'.
  • A grouped invoice can be deleted after confirmation as it may include other cases:

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How Do I Check My Internet Explorer Browser Settings?

How Do I Check My Internet Explorer Browser Settings?

IMPORTANT - Check to see if the latest Windows updates have been installed. If they are not up to date, then they must be installed first.

Step 1:

  • Open Internet Explorer
  • Click on Internet Options
  • Click on the Security tab and then click on  Reset all zones to default level button (the security level should then be set to Medium-high)
  •  Click on the Custom level button

Step 2:

  • Check to see that these settings have been implemented
o   Automatic prompting for ActiveX controls, set to Enable
o   Download unsigned ActiveX controls, set to Enable
o   Initialize and script ActiveX control not marked as safe for scripting, set to Enable
 

Step 3:

  • Click on the Trusted sites icon (picture of a green tick)
  • Click on the Sites button

Step 4:
  •  Check to see that these websites have been added to your browser’s trusted sites list
  • Click on Close button
  • Click on Apply button
  • Click on OK button

​Note: IE8 is no longer supported due to Microsoft's support for Windows XP SP3 ending on April 2014.

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Exporting Lists

Downloading and exporting files from Finance Menu, Timesheets Menu, Case List Menu, Company List Menu and Charges Menu

When clicking the "Export" button you may not see the file downloading directly to your computer, it is first sent to the Message Centre and from here you can download the exported file to your computer.

Using the Export function from the 5 following areas are handled by the iinsight Message Centre, located in the top, middle bar of the iinsight screen.

  1. Finance menu (beta)
  2. Timesheets menu
  3. Case list menu
  4. Company List menu 
  5. Charges menu

In each of these cases, the downloaded file will appear in the Message Centre for viewing until deleted.

Click My Dashboard then on the right side under Saved Reports click the excel icon to download the file.

Note: Exporting can be useful for searching for specific objects that the iinsight search engine may not currently support - i.e; searching the exported excel sheet of the Case List to collect all cases that currently have a plan assigned to them.

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Autofill Problems on Safari Web Browsers

If you have issues when typing, for example in the client details boxes of iinsight, which causes the information to autofill or auto complete the information which is not the intended information;

e.g, If you type a clients name in and the name keeps autofilling to the employer name. To stop this follow the below steps:

  1. Open the Safari Browser
  2. Click on "Safari" in the program menu and select "Preferences" in the drop-down menu.

  3. Click on the "Autofill" tab in the Preferences window.

  4. Click on each of the check boxes next to the autofill options to deselect them, turning off the autocomplete for each option.

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PDFs Wont Open Using Google Chrome

This is the fix for Chrome Plugins when PDF files don’t open normally on PC:

HOW TO FIX:

  1. Type in the address bar “chrome://plugins”.
  2. Disable “Chrome PDF Viewer” and “Adobe Reader”.

PDF’s will open normally after Chrome is refreshed.

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Skype Phone Number Symbol is Distorting My Skype Phone Numbers in the Plugin...

An issue exists when using the skype plugin on a web browser while in iinsight can cause the symbol for SKYPE to interfere/obstruct a users phone numbers listed in the plugin.

There is a workaround by disabling the SKYPE plug in any browser used.

For Chrome: Please type: chrome://plugins in the address bar and disable the Skype plugin:

For Internet Explorer: Internet Options/Programs Tab/Manage Add-ons:

Then when in Manage Add-ons, highlight and Disable Skype Plugin: