Payment Request Overview
Learn about Payment Requests in Maica
What is a Payment Request Item?
A Payment Request is a Related Object to an Invoice Line Item that is dynamically created after a Claim has been made for that particular Line Item. It represents an attempt to make a Claim from PRODA. These records will be dynamically created, regardless of your nominated Claim Method
(API or BPR File), however, the Claim Method will influence how these Payment Request records are updated with the subsequent claim information, such as Status and Paid Amount. Please refer below for more information.
Payment Request Key Terms and Components
Whilst working with Payment Request(s), you will come across a number of key terms and related components. The table below describes each of those in further detail:
Key Term | Type | Description |
---|---|---|
Payment Request History | Related Object | Payment Request History is a record of all actions and changes related to any specific Payment Request, including Change Date & Times, etc. |
Claimed Amount | Field | This represents the total amount of money submitted to PRODA. |
Claim Date | Field | This represents the date the claim was submitted to PRODA. |
Reject Reason | Field | If the |
Paid Amount | Field | This represents the total amount of money paid by the PRODA. This could be the full or a partial amount of the Claimed Amount and is populated based on the |
Paid Date | Field | This represents the date the |
Not Paid Amount | Field | This represents the amount not paid by PRODA. Or, the difference in the |
NDIS Reference | Field | This represents the reference assigned to the |
Claim Reference | Field | This represents a formula field that generates a unique reference value that is used to identify the |
Claim Reference Index | Field | This is a replica of the |
Last NDIS Sync | Field | This represents the the Date & Time of the last sync with PRODA. It is only populated when the |
Error Details | Field | This stores the details of any unexpected errors returned in the API submission to PRODA. It is only populated when the |
Payment Request Statuses?
Whilst working with Payment Request(s), you will notice a Status Bar
at the top of the page, as shown below. In Maica, the Status
is adjusted dynamically depending on a range of factors and logic that are described below.
Similar to Invoice(s), these Statuses
outline the stage of the lifecycle any particular Payment Request will be in at any particular time. More detail on each Status
is outlined in the table below:
Status | Description | Logic |
---|---|---|
| The | Set via the API response from PRODA. Not applicable when Claim Method is set to BPR File. |
| The Payment Request has been cancelled by a Maica user via the Credit Management QA (at the | Applies only when the Credit Management Quick Action is used at the |
| The | Set via the API response from PRODA. Not applicable when |
| The | The |
| PACE | |
| The | When Claim Method is set to BPR File, the Results file import will set this Status for all |
| The | When Claim Method is set to BPR File, the Results file import will set this Status for all |
| The Amount (from the |
Cancel Payment Request Quick Action
The Cancel Payment Request Quick Action is only relevant if your Claim Method is set to BPR File. If you Claim Method is set to API, you will need to use the Credit Quick Action. To learn more, click here.
Not all Payment Request
records submitted to PRODA through the BPR File Claiming process are successful. You will occasionally receive an error in your BPR Response file that requires you to resolve the issue immediately within PRODA.
In this case, once you've made the appropriate changes in PRODA, you must cancel the existing Payment Request
in Maica to support Reclaiming. To do so, simply click the Cancel
Quick Action Button in the Payment Request
record header located in the top right of your interface, as shown below.
The Cancel
Quick Action Button will only be available when the Status is Awaiting Approval
.
When you click Cancel
, you will be shown the modal below. Select the proper Reject Reason
and enter any Error Details
in the text box to retain a record in Maica of the Error and what was done to rectify it.
Once you click Save, the Payment Request
Status
will be set to Cancelled
and a new line in the Payment Request History
will be created to record the change.
You should not Cancel any Payment Request
in the Status
of Awaiting Approval
if you have not uploaded the BPR Results file.
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