When you operate the weekly process, all NDIS related invoices are copied into the NDIS claiming section. You can see what NDIS claims are outstanding by clicking the NDIS Claim Items option from the Finance Menu:
This gives a list of all outstanding items that need to be claimed from the NDIS:
So in this example there is $4,209.12 that we need to claim from the NDIS in relation to invoices that were generated during the weekly processing. These items could relate to many weeks of processing and there is no requirement to claim NDIS items every week but it is good practice to do so.
To claim these items, use the NDIS Claim Batches option from the Finance Menu:
Click on the Generate Claim Batch to generate a batch of all items that need to be claimed:
You can see that we now have a claim batch where we are claiming the outstanding amount of $4,209.12 but the batch is currently incomplete, so click on the batch to view it:
Now we have a batch we want to:
Generate a batch file that we can upload to the NDIS portal to claim each of these items. This is using the Batch file upload function in the PRODA portal.
Inevitably some items will succeed (i.e. claimed) and some will fail so we need to use the NDIS batch results file to identify what has succeeded and what has failed and record this in Careflo.
Finally when the reconciliation is complete we need to lock the claim batch so that the relevant invoice receipt is generated which we can then use to enter into our accounting system.
To do this follow these steps:
Download the NDIS Batch File by clicking the button "Download NDIS Batch File" – this will be sent via email
In the NDIS portal, upload the batch file using the Batch file upload function.
In the NDIS portal use the View Payment request option to see the results for the batch file. The filename you need to search for is shown in the “Main details” section i.e. “NDS_201803241500.csv” in this case. Note that you must search for the full filename including “.csv” in order to find the payment batch in the portal.
Download the results file from the NDIS and upload into the NDIS Results file section for your records:
Steps continued from above:
Open the results file in Excel (or other editor) and use it to determine the exact amount you will receive from the NDIS. Then use the “Update NDIS receipt” button to record the amount that will be received from the NDIS (the funds are likely to be received into bank account overnight). That amount will be the total of all the successful line items from the results file.
Use the NDIS results file to reconcile each item. Each item can be one of:
Failed
Reconciled
Reconciled but the amount you received was not what you were expecting – in this case update the value in the green box BEFORE clicking the reconciled button you will see the status show up in blue of orange depending on whether or not the amount received was more or less than expected
Once it is all reconciled the screen will look something like this and the lock button will be available
Steps continued from above:
Finally click the lock button to finalise the batch.
All Failed items will return to the NDIS Claim Items. You can then investigate why they failed and amend the entries directly from this list by clicking on them and adjusting the details. Usually this simply involves updating the NDIS code if it is incorrect or more likely there is no NDIS service request set up in the NDIS portal so do that and the item will succeed the next time you generate a batch and upload it to the NDIS
Steps continued from above:
All reconciled items will be bundled into a new invoice receipt ready for recording in the accounting system:
Finally just like you do for brokerage and private invoice receipts, go into the invoice receipt and click “Lock” to lock the entry. This will then give you the details of the receipt you need to record in your accounting system:
See the details of brokerage and private invoice receipts for more information on how to do this in this article: https://intercom.help/careflo/en/articles/3663784-finance-receipts-recording-payment-from-a-private-or-brokerage-client-in-careflo-and-into-my-accounting-system