Bulk Invoice File Import Funding Period Validation Logic Overview

Bulk Invoice File Import Funding Period Validation Logic Overview

This article outlines the validation rules applied during the Bulk Invoice File Import process for PACE Service Contracts. These rules ensure data integrity and compliance with funding period constraints.

Overview

When importing invoices in bulk, the system performs a series of validations based on:

  • Funding Period dates
  • Budget availability
  • Service Contract constraints

 

Validation Scenarios

1. Date Validations

Scenario

Validation Outcome

Invoice dates outside Service Contract dates

❌ Error – Cannot select Category or Support Item

Dates match a Pending Funding Period

❌ Error – Cannot proceed

Future date within Active Funding Period

⚠️ Warning – Allowed with caution

From/To dates span multiple Funding Periods (overlap)

❌ Error – Cannot proceed

 

2. Funding Period Status & Budget Checks

Scenario

Validation Outcome

Dates within Expired Funding Period with insufficient FP budget

❌ Error – Cannot proceed

Dates within Expired FP but sufficient total core flexible budget

⚠️ Warning – Allowed

Dates within Active FP but insufficient Support Item budget

❌ Error – Cannot proceed

Dates within Active FP but insufficient Service Provider Category budget

❌ Error – Cannot proceed

Insufficient Active FP budget but sufficient Core Flexible budget

✅ Allowed – Draws from Core Flexible

Insufficient Category FP and Core Flexible budget

❌ Error – Cannot proceed

3. Funding Period Configuration

Scenario

Validation Outcome

No Funding Periods configured

✅ Allowed – Draws from Plan Budget or Core Flexible

FP Overlap feature enabled

❌ Error – Overlapping periods not allowed

End of plan reached, no active FP but expired FP has funds

✅ Allowed

End of plan reached, no active FP and expired FP lacks funds

❌ Error – Cannot proceed

4. Provider and Support Item Validations

Scenario

Validation Outcome

Service Provider not in Service Contract

✅ Allowed – Draws from Core Flexible

Support Item budget insufficient

❌ Error – Cannot proceed

5. Invoice Cancellation & Undo

Scenario

Validation Outcome

Undo Cancel with insufficient SPCB budget

⚠️ Warning or ❌ Error depending on context

Undo Cancel with sufficient budgets

✅ Allowed

 

Error & Warning Messages

  • Error: Blocks invoice import. Example: “Dates must be within the active funding period.”
  • Warning: Allows import but flags potential issues. Example: “Invoice has one or more future dates. PRODA may reject this invoice.”

 

Best Practices

  • Ensure Funding Periods are correctly configured and active.
  • Validate Service Contract dates before bulk import.
  • Monitor warning messages for potential PRODA rejections.



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