Month-end checklist

This page gathers, in order, everything a month-end requires. Each step links to the page that details it.

The order is not arbitrary: each step feeds the next, and skipping one shows up several steps later as a correction that is far more costly to make.

Overview

graph LR
  Z[0. Arrivals and departures] --> A[1. Absences]
  A --> B[2. Supplements]
  B --> C[3. Generate]
  C --> D[4. Invoice]
  D --> E[5. Close]

Before generating

0. Check the arrivals and departures

On the billing dashboard, the Arrivals and departures this month panel lists who came in and who left. Make sure every departure is recorded with its date, and every new resident has an active stay and the right invoice type.

In Belgium

The month starts with a batch insurability check (MDA), which confirms who is insured and which mutuality actually responds; its results are loaded when the period is generated. See Billing a month in Belgium.

1. Close the absences

Every absence in the month must have its return filled in — or be knowingly left open if the resident is still away.

The period’s Absences counter shows the absences taken into account. An open absence distorts the day count, and therefore the amounts billed.

→ Absences and hospitalisations

2. Enter the supplements

One-time supplements for the month (hairdresser, pedicure, drinks…) must be entered before generating. Recurring supplements carry over on their own. With automatic billing refresh turned on, a late entry still reaches the period on its own.

→ Supplements · The Supplements app

In Belgium

The Katz assessments must be up to date: a missing or expired one leaves the resident in category O. The Katz to do counter lists them. See The Katz assessment.

Generating and invoicing

3. Generate the period

Open the month’s period and click Generate. WideCare computes, for each resident, the accommodation, the supplements and the medication — and the care allowance, where the country pack bills one — and applies the absences.

When a resident has no active stay for the month, a Missing active stay window lists them: Open stay or Create stay, then generate again.

Review the Residents and Billing Lines tabs, and any message WideCare posts in the period’s thread: they are there to be acted on before invoicing, not after. A yellow row is a resident whose invoice type for the month changed: open it and click Apply the Invoice Type.

→ Billing a month, step by step

In Belgium

Before creating the invoices, run Check MDA on the generated period, then Generate eFact: the batches are built from the period’s lines, not from the invoices. See Billing a month in Belgium.

4. Create the invoices

Click Create Invoices, check the draft invoices, then confirm them. The button is refused while a row is still yellow. The resident’s share becomes an invoice; where a split is set up, each maintenance debtor — a relative, a public welfare body — receives their portion.

→ Split billing

After this point, corrections have a cost

Once invoices are posted, WideCare no longer modifies them automatically. A correction goes through a reset to draft or a credit note, then a refresh. This is a protection against double invoicing, not an obstacle.

Closing the month

5. Close the period

Once no invoice is left in draft, click Close Period. If a Cannot close yet message shows under the header, it says what is still blocking. A Corrections pending banner means a change reached a posted invoice: click Refresh first.

In Belgium

Before the close, the eFact batches built at step 3 — one per union — are sent by the 20th of the following month, then followed up — acknowledgements, settlements, rejected lines to correct and remainders — in the eFact Cockpit. See Billing a month in Belgium.

Quick checklist

#

Step

Done when

0

Arrivals and departures

every departure dated, every newcomer with a stay

1

Absences

no unintended open absence

2

Supplements

the month’s one-time entries are in

3

Generate

the period is Generated, no yellow row, its messages handled

4

Invoice

the resident invoices are created and confirmed

5

Close

no Corrections pending, the period is Closed

Further reading