From the Files module under the Timesheet Scan subtab, your agency will have the option to upload a PDF containing a batch of submitted provider timesheets, allowing you to automatically link all of them to the correct payment ID and move these all to "Received" status.

There are 6 different statuses that a batch can be in within CC4:

1. Created: The status that every new upload starts in. The system is currently reading each page's QR code and determining which payment records should be linked to which sheets.
2. Ready to Process: After a momentary wait, the batch will automatically switch over to Ready to Process. You are now able to click into the ID and make any needed modifications before committing.
3. Committing: Again, this is a standby status where you will need to wait for the system to link everything correctly and complete the process.
4. Partially Committed: If some pages were successfully matched but others resulted in error.
5. Committed: If all pages were successfully matched.
6. Failed: If none of the pages were able to be matched.

From this initial screen, we can see that this list has the usual filters and search results, along with a hyperlinked Batch ID column to click into any preexisting batches. By default, entries in Committed or Failed status will be hidden, but you can readjust the filter as needed.

❗️NOTE: If your agency migrated from CC3 and is using this feature for the first time, you may notice several logs of Partially Committed rows. This is residual data that can be ignored.

Processing a PDF

After clicking on Import PDF, you will be able to select a file from your computer to upload into CC4. Once you have chosen the PDF containing your scans, you should see your file appear as a new row in Created status.

❗️NOTE: We recommend uploading at MOST, 100 pages in any given PDF in order for the system to be able to process it with a reasonable wait time.

Feel free to refresh the page or close out of this tab until it switches over to Ready to Process status. This can take up to 10-15 minutes, depending on the amount of payments included. From there, you will be able to click on the Batch ID hyperlink to see the produced data.

From the left side, you can review each of the payments the system has identified as part of this batch, along with the pages that belong to them. We also have action options in case anything does not match up with what you would expect, such as if the QR code on any of the sheets was damaged in any way. This includes:

1. Merge: If your agency has two page timesheets as an example but the system registered one as two separate IDs, you can combine them together again using Merge.
2. Split: The opposite use of Merge. Your agency has a one page timesheet but the system counted two separate ones as one record. Split them using this
3. View Payment: Open the payment record these pages are linked to in a new tab.
4. Change Linked Payment: The payment ID that the system identified is not correct. You can manually type in the value that it should be using this button.
5. Delete: Removes these pages from the batch altogether.
6. Commit: Use once everything is completed. The system will ask you what Category and Tag you would like to have these documents saved as, which will be up to your agency's procedure.
7. Change Scan Date: By default, Scan Date will show as the day you are processing this. Feel free to change to before or after that date if your agency needs the data to look a certain way.

After clicking Commit, the batch will change to Committing status. Once everything has completed processing, it will automatically move to Committed status. All payments contained will now be in Received status if they were initially in Printed and have their respective sheets added to the Payment's Files under the Category and Tags you selected earlier. Please see Receiving and Calculating a Payment on how to process the record(s) from here.