NDIS Payment Reconciliation User Guide
Overview
This feature will enable you to simply upload the Proda Payment Summary file (refer to How to Retrieve the Proda Payment Summary File) in its current format, straight into Careview, via the Reconcile Payment system function. This function will compare the invoice data provided in the file, against the invoices in Careview using both the NDIS Number and Claim Reference (Invoice Number) fields.
Once it has finished processing it will update the Invoice Status, using one of the following Invoice Statuses below, in the Service Entry screen. Dependent on the Tolerance Setting, Proda Payment Summary File - Paid Invoice Total and Payment Request Status within the file.
- Fully Reconciled – Ready for Provider Payment
- Part Paid – Requires Reconciliation
- Claim Errors
The Delivered Record Status will remain at Extracted in the Service Contract, where the Invoice Status changes to one of the above mentioned Invoice statuses.
Additionally this function will provide an Exception Report to easily identify any errors and part payments in the reconciliation results. So you may take the appropriate action within the Service Entry function, to fully reconcile your Invoices.
Please do not make any changes to the Proda Payment Summary File and ensure you save it in its current CSV File Type.
How to Get Access
To start using this new Payment Reconciliation function, follow these steps to enable the Setting.
1. From the Plan Management Settings page, click on the Payment Reconciliation Setting.
2. The Payment Reconciliation Settings screen displays. Click on the toggle box to Enable Use Payment Summary File and Set a Tolerance.
3. Click on Save.
The Tolerance value must be entered as a dollar/cents value i.e. 0.10. If left blank, the system will apply a 0 Tolerance.
4. A Payment Reconciliation warning dialogue screen will display.
- Whilst the Use Payment Summary File Setting is Enabled, for all historical Invoices with a Status of Extracted, that are not included in the most recent Proda Payment Summary File you wish to upload. The following system processes will be disabled.
- Mark the Invoices as Provider Paid
- Generate an ABA File
- Simply disable the Setting, if you wish to carry out these system processes for those historical invoices and re-enable the Use Payment Summary file setting when you are ready to Reconcile the latest Invoices Claimed.
5. To proceed, click on Save & Close.
How to Retrieve the Proda Payment Summary File
Follow the instructions provided under Payment reconciliation of a bulk payment request upload in the Bulk Payment Request Self Help Guide.
Uploading the Proda Payment Summary File
Use the following steps to Upload the Proda Payment Summary file once you have updated the Payment Reconciliation Settings.
It is important to note that any invoices with an ABN value of REIMB or EXCLS are not able to be reconciled as a result of uploading the PRODA Payment Summary file. Instead, they would need to be reconciled manually.
1. Click on Invoice Entry from the Main Menu.
2. The Service Entry screen displays, click on Data Loader, then select Reconcile Payments.
3. The Reconcile Payments screen displays. Click Browse.
4. From the File Upload screen, click to select your upload file and click on Open.
Please ensure that you do not modify the Proda Payment Summary file, simply upload the downloaded file from Proda, saved to your computer in csv file format.
5. Click Submit.
6. The Reconcile Payments screen will confirm during system processing, the completed status. i.e Completed or Invalid.
Completed - Number of Invoices that are Fully Reconciled.
Invalid - Number of Invoices that either have Claim Errors or are Part Paid.
Processed - Number of Invoices processed.
Where there are one or more Invalid results, the system will provide an error file for download, with further details.
7. Where file validation fails, the system will reject the entire file and return an error on the screen. Correct the error in the file and repeat the above steps.
A file validation error will only occur if you have modified the original file downloaded from Proda or saved the file as another file type other than CSV Format.
Fully Reconciled - Ready for Provider Payment
Where the Paid Sum Total matches the Invoice Total or is within the Tolerance and the Payment Request Status is Successful, the Invoice Status will change from Extracted to Fully Reconciled - Ready for Provider Payment.
Simply Mark the Invoice as Paid as per normal process.
Part Paid - Required Reconciliation
Where the Paid Total Amount is not equal to the Invoice Total or it is not within the Tolerance and the Payment Request Status is Successful, the Invoice Status will change from Extracted to Part Paid - Requires Reconciliation.
Claim Errors
Where the Proda Payment Summary File, Error Message column contains the text " Errors" the Invoice Status will change from Extracted to Claim Errors. You can do one of the following actions.
- Edit the Invoice to make the necessary adjustments and under Action choose to Update to Fully Reconciled.
- Cancel the Invoice.
- Move the Invoice to another Service Contract.
Update Invoice to Fully Reconciled - Ready for Provider Payment
1. Click on the Edit icon against the Invoice with a status of either Part Paid - Requires Reconciliation or Claim Errors.
2. Edit Invoice screen displays, under Action, click to select Update to Fully Reconciled.
3. Update Invoice dialogue screen displays, click on Confirm.
Note that once you click on Confirm, the action cannot be undone.
Please refer to the following Examples.
Example 1: Tolerance Set to $0.10, Payment Request Status = SUCCESSFUL
The Proda Payment Summary File contains an Invoice with a value of 74.55 in the Paid Total Amount column and the Payment Request Status is Successful for all Invoices.
The Tolerance is set to 0.10, so the reconciliation system process compares the Total value of the Paid Total Amount column for the Invoice, which is 74.55, in the uploaded file against the Invoice Header Total in Careview of 74.80.
Based on the tolerance setting, the Invoice Status is updated from Extracted to Part Paid - Requires Reconciliation.
In this example, the Invoice would need to be manually updated before it could be Fully Reconciled.
Example 2: Tolerance Set to 1.50, Payment Request Status = ERROR
The Proda Payment Summary File contains one or more rows for the same NDIS Number and Claim Reference and the Payment Request Status equals ERROR.
The system regardless of the Tolerance Setting, will update the Invoice Status from Extracted to Claim Errors. The Invoice will need to be manually updated, depending on the why it was rejected by Proda.
Related Articles
How to use the PRODA Payment Requests API
Please note you will need to have a HICAPS registration that is synced with Careview before using this process. Please refer to the attached guide for instructions on signing up for HICAPS If you have any questions please contact ...Importing your NDIS Payment Summary file
To set up Careview to import your NDIS payment summary file, go to Settings, Plan Management, and Select Payment Reconciliation. Enable the Use Payment Summary file setting and set your Tolerance level. The Tolerance setting lets you specify the ...Quickbooks Settings User Guide
About Careview has the capability to extract Quickbooks extracts in CSV file format that can then be uploaded into Quickbooks. These Quickbooks extracts are created from the: 1. Invoice Entry Screen (Plan Management). 2. Support Coordination CoS ...MYOB Settings User Guide
About Careview has the capability to extract MYOB extracts in CSV file format that can then be uploaded into MYOB. These MYOB extracts are created from the: 1. Invoice Entry Screen (Plan Management). 2. Support Coordination CoS NDIS Claim ...Streamline User Guide
About Streamline Streamline is designed to reduce manual invoice data entry by using Zespy’s AI document intelligence solution to read the invoice information. If the client has the required funding the invoice will be created in the Service Entry ...