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 rejection that is far more costly to fix.
Overview¶
graph LR
A[1. MDA] --> B[2. Absences]
B --> C[3. Katz]
C --> D[4. Supplements]
D --> E[5. Generate]
E --> F[6. Invoice]
F --> G[7. eFact]
G --> H[8. Reconcile]
Before generating¶
1. Check insurability (MDA)¶
Run the batch MDA for the month: it confirms who is insured and, above all, which insurer actually responds. A resident who changed fund without telling you is caught here — not by a rejection three weeks later.
Every resident must reach the Success status.
Handle the Not insured cases: their share goes to the resident, not to the insurer.
Retry the errors and the no-responses.
→ Insurability (MDA) · MDA errors
The single most useful step
Most eFact rejections come from a wrong insurer or a lost insurability. Running the MDA at the start of the month, before anything else, removes that whole class of problems.
2. 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 those still open. An open absence distorts the day count, and therefore the allowance.
→ Absences and hospitalisations
3. Bring the Katz assessments up to date¶
The Katz category determines the INAMI flat rate. A missing or expired assessment means a resident billed in category O — the lowest.
The Katz to do counter on the dashboard lists them.
4. Enter the supplements¶
One-off supplements for the month (hairdresser, pedicure, drinks…) must be entered before generating. Recurring supplements carry over on their own.
→ Supplements · The Supplements app
Generating and invoicing¶
5. Generate the period¶
Open the month’s period and click Generate. Resthome computes, for each resident, the allowance, the accommodation and the supplements.
Read the self-checks shown on the right: over-declared allowance, room freed but still billed, unclosed absence. They are there to be acted on before invoicing, not after.
6. Create the invoices¶
Click Create invoices. The resident’s share becomes an invoice; where a split is set up, each maintenance debtor receives their portion.
→ Maintenance debtors · Public welfare centre (CPAS)
After this point, corrections have a cost
Once invoices are posted, Resthome 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.
Sending and following up¶
7. Generate and send the eFact batches¶
Click Generate eFact: Resthome builds one batch per insurer. Check them, then send.
8. Follow the responses¶
Sending is not the end. Each batch goes through an acknowledgement then a settlement:
rejected lines — fix the cause and issue a remainder;
rejected batch — a format problem, to escalate;
settlement — check the amount paid against the amount accepted.
The eFact Cockpit gathers everything to be done into stacks: to send, awaiting insurer, to correct, to reconcile, overdue payments.
→ eFact rejections · Settlements and payments
Quick checklist¶
# |
Step |
Done when |
|---|---|---|
1 |
MDA |
every resident is at Success |
2 |
Absences |
no unintended open absence |
3 |
Katz |
no “Katz to do” left |
4 |
Supplements |
the month’s one-off entries are in |
5 |
Generate |
the period is Generated, self-checks handled |
6 |
Invoice |
the resident invoices are created |
7 |
eFact |
the batches are sent |
8 |
Follow up |
the Cockpit stacks are empty |
The deadline not to miss¶
eFact batches must reach the insurer by the 20th of the following month. Working backwards, the MDA and the corrections should be done in the first week — which leaves room to handle a rejection without missing the deadline.