If you cannot edit or delete an activity, it may be for one of these reasons:
- The activity may have been created in another user's account. You can only edit your own activities. If another user needs to edit their activity, they must do so using their own CARES credentials and account.
- The activity has attachments. You can only delete an activity after deleting all of its attachments (CARES will remind you of this if you try to delete an activity with attachments). This is to prevent overlooking and accidentally losing attachments during activity deletion. If your activity has attachments, first "Edit Activity" to delete all of its attachments (trash can icon), Save and Exit, then delete the activity as usual.
- The activity may be included on an existing invoice. CARES only allows each activity to appear on one invoice. Activities included on a draft invoice may be edited but cannot be deleted and are not available to be included on any other invoice unless you delete the draft invoice first. Deleting a draft invoice does not delete the activities it contains. Delete the draft invoice first if you need to delete activities on it. Be sure to check the Invoicing > Invoices screen from the left-side menu to look for any draft(s); activities from draft invoices are not yet labeled "invoiced" in the appointment itself.
Activities on submitted or paid invoices cannot be edited or deleted. If you observe an error on a submitted but unpaid invoice, write to billing@coloradochildrep.org to "reject" it before it is paid so you may make changes. If you only need to add more activities: request the rejection, enter the activities as usual, and re-create the invoice after it is rejected (deadlines still apply!). If your invoice is a draft, rejection is unnecessary--see above.
After an invoice is submitted, its activities can never be deleted even if rejected. If OCR rejects a submitted invoice, you can edit and/or invoice its activities again (see previous paragraph). However, to remove activities from an invoice after rejection, edit them to mark them "Non-Billable" if they should not be invoiced/paid. Be sure to check the box "I understand this activity is not billable" near the save buttons in order to save this change. More on this
Please note, you can edit or delete activities on closed appointments unless one of the points above is in play, and invoices will capture activities from closed appointments. Be sure to "Recreate" your invoice after updates. You cannot create new activities on closed appointments--if you need to add a new activity to a closed appointment, "undo" its closure before creating activities. More on this