That’s where the Wasfaty claim process becomes essential. This process ensures that every receivable is followed through until payment is received, accurately reflected in the pharmacy’s books.
Juleb’s Wasfaty claim process is designed to streamline workflows, enhance transparency, and maintain accounting accuracy. It helps pharmacies transition from uncollected receivables to verified payments—moving balances from Wasfaty accounts into real, trackable bank or cash accounts.
This article walks you through the entire Wasfaty claim process in accounting, how it functions in practice, and how Juleb’s tools simplify each step, enabling pharmacies to manage claims with greater confidence and control.
What is the Claim Process in Accounting?
The claim process in accounting refers to the workflow that ensures reimbursement or collection of funds from credit-based transactions—in this case, from Wasfaty (managed by NUPCO). It's essentially a reconciliation procedure that helps match services rendered (sales) with incoming payments, ensuring that both sides of the transaction are reflected accurately in the general ledger (GL).
Here’s a simplified flow:
- A sale is recorded first against a Wasfaty-specific customer account.
- This amount remains as an open receivable until Wasfaty processes and pays the claim.
- When payment is received (often in bulk), the accountant matches each payment to its respective invoice.
- Any items rejected or short-paid are flagged for follow-up or adjustment.
This claim cycle is a financial lifeline for pharmacies working under Wasfaty. Proper claim tracking reduces delayed payments, minimizes reconciliation errors, and ensures a healthier, more predictable cash flow.
The Wasfaty Sales-to-Claim Workflow
1. Sale Completion
When a pharmacist fulfills a Wasfaty prescription:
- The system logs a credit entry to product sales and a debit to the Wasfaty receivable account.
- Since the customer pays nothing at the point of sale, it is essentially a credit transaction awaiting reimbursement from Wasfaty.
- Each transaction must be recorded with complete prescription data, item codes, and proper pricing.
2. Claim Submission
Using Juleb’s automated claim feature, pharmacies submit the relevant claims to Wasfaty:
Claims are generated based on items dispensed, pricing, and Wasfaty’s standard prescription protocols.
Claims must follow ZATCA (Zakat, Tax and Customs Authority) compliance for invoicing.
Errors such as incorrect item codes, mismatches in prescription data, or non-compliant invoices may lead to claim rejection.
3. Claim Review & Response
Wasfaty, through NUPCO, reviews the submitted claims:
They verify the validity of the claim against approved prescriptions and pricing.
Pharmacies must print and retain ZATCA-approved invoices for auditing and submission.
Approved claims are processed for payment. Others may be returned with rejection reasons, often due to data entry errors or non-covered items.
4. Accounting Adjustment
Once payment is received:
The accountant creates a bank or cash receipt in the accounting system.
Payments are matched to the respective invoices using Juleb’s claim reconciliation tool.
Amounts are moved from Wasfaty receivables to bank/cash accounts.
Rejected or short-paid amounts remain in the system for correction, follow-up, or potential write-offs, depending on the situation.
Key Features of the Wasfaty Claim Tool in Juleb
Juleb’s Wasfaty claims tool is specifically designed for pharmacies in Saudi Arabia operating under Wasfaty and Wasfaty Plus. It offers robust features that simplify and automate several stages of the claim lifecycle.
Claim Reconciliation Overview
Accountants can view and manage claims by invoice, status (paid, partially paid, rejected), and amount.
The system identifies discrepancies, such as partial payments or unrecognized claims.
Each payment can be traced back to the original sale, offering full visibility into transaction history.
Reversal & Reposting
Sometimes claims are posted incorrectly or payments are misallocated:
- Juleb allows users to unreconcile invoices and regenerate them with corrected data.
- This ensures accounting accuracy while preserving the audit trail.
- This is critical for passing external audits and internal compliance checks.
Rejection Tracking
- Every claim line can be tagged with a rejection reason.
- This makes it easier for finance teams to follow up, investigate, and take corrective action.
- Over time, this helps identify recurring errors or training needs.
Best Practices for Managing Wasfaty Claims
Managing Wasfaty claims doesn’t have to be difficult. Pharmacies can avoid delays and maximize reimbursement accuracy by implementing the following practices:
- Tag every invoice with a prescription number or unique claim ID for traceability.
- Perform monthly reconciliations to avoid large claim backlogs and maintain clean GL accounts.
- Maintain a dedicated receivables ledger for Wasfaty claims separate from cash sales.
- Utilize Juleb’s dashboards and reporting tools to monitor claim status, rejections, and payments.
- Train staff—especially pharmacists and claim officers—on data entry accuracy and Wasfaty rules.
- Follow up on partially paid claims or frequent rejections to uncover systemic issues early.
Maintain compliance with ZATCA e-invoicing standards to avoid tax and reimbursement complications.
Why the Wasfaty Claims Process Matters
If the Wasfaty claim workflow is not handled properly, the consequences can ripple across the pharmacy’s financial ecosystem:
Cash flow becomes erratic, as expected reimbursements are delayed or missed.
Reconciliation efforts increase, consuming more staff time and resources.
Financial reports lose accuracy, affecting budgeting and forecasting.
Audit risks rise, especially if invoices or claim documentation is incomplete.
By adopting Juleb’s system, pharmacies can minimize these risks and ensure a smooth transition from sale to payment—automated, transparent, and compliant.
Wasfaty Claim vs. General Medical or Insurance Reimbursement
While Wasfaty claims share similarities with traditional medical or insurance reimbursements, there are key differences:
Standardization: Wasfaty operates under a centralized, consistent pricing and dispensing model, reducing variation.
Time-bound cycles: Claims are processed within fixed cycles, and delays can result in forfeited payments.
Stricter validation: Wasfaty requires exact item codes, valid prescription dates, and approved quantities.
Getting these right improves the likelihood of full payment and speeds up the reimbursement cycle. Pharmacies that ignore these requirements risk having a large volume of unpaid or rejected claims.
Conclusion
Managing the Wasfaty claim process in accounting doesn’t have to be overwhelming. With structured workflows, attention to detail, and the right digital tools, pharmacies can ensure prompt reimbursement, accurate financial records, and smooth operations. Juleb’s integrated accounting and claim management module offers everything a pharmacy needs to:
- Submit claims easily
- Track payment statuses
- Handle rejections effectively
- Ensure financial compliance
If your pharmacy is working with Wasfaty or planning to onboard the system, now is the time to take control of your claims process. Leverage automation, ensure accuracy, and focus on what matters most delivering great care to your patients while keeping your finances healthy.
