APCS Export Tool Configuration
The Annual Prudential Compliance Statement (APCS) requires providers to account for residents' refundable accommodation deposits and contributions. Maica provides an export tool that produces a resident-level RAD/RAC ledger for a facility and financial year, as a CSV the provider gives to their APCS auditor. The export is a reference document; it does not submit to the ACFR portal.
This article explains where to find the tool, what to select, and how to read the ledger it produces. It is written for administrators.
For where this sits among the provider's reporting obligations, see Reporting capability matrix.
Where to find it
The export tool lives inside Maica Settings, under the Residential Aged Care Services menu, on the APCS Export tab. It is not a separate app or tab; access is granted through permission sets rather than profiles.
Generating an export
The tool takes two inputs:
Facility. The Location whose RAD and RAC accounts you want to export.
Financial year. The reporting period, as a financial year (for example 2024-25). Only completed financial years can be selected; the year currently in progress is not offered.
Running the export downloads a CSV. There is no on-screen preview; the output is the CSV file only. The export reads existing Maica data and does not call Services Australia.
The export respects your access. It runs in your user context, so if you do not have access to the underlying records, the export returns no rows.
What is included
The export produces one row per in-scope lump sum account under the facility for the year:
Included: accounts whose deposit type is a Refundable Accommodation Deposit (RAD) or a Refundable Accommodation Contribution (RAC).
Included even when dormant: an account that carried a balance forward from a prior year but had no transactions during the year appears with its opening and closing balance equal to the carried-forward amount and all year totals at zero.
Excluded: Accommodation Bond accounts, and residents with no lump sum account (for example DAP-only residents), which have no ledger to report.
How the rows are ordered
Departed residents appear first, ordered by departure date, followed by current residents ordered by name. This groups the residents whose refunds an auditor is most likely to scrutinise at the top of the ledger.
Reading the ledger
The ledger has 15 columns, in the following order. The figures for the year are derived from the lump sum transactions recorded against each account.
Resident full name
The resident the account belongs to
Care recipient ID
The resident's Services Australia identifier
Entry date
The resident's entry date
Accommodation payment type
RAD or RAC, with a combination indicator where the resident pays by a combination of lump sum and daily payment
Opening balance
The account balance at the start of the financial year
Total paid in
Payments into the account during the year (initial payment, additional payments, and transfers in)
Total drawdowns
Amounts drawn down during the year
Total retention deducted
Retention amounts deducted during the year
Total partial refunds
Partial refunds made during the year
Closing balance
The account balance at the end of the financial year
Departure date
The departure date, for residents who left
Balance at departure
The account balance as at departure
Refund due date
The date the refund was due, based on the departure
Actual refund date
The date the refund was actually made
Refund met deadline
Whether the refund was made within the statutory deadline
The last three columns are the refund compliance view. Together they let the auditor see, for each departed resident, when the refund was due, when it was paid, and whether it met the deadline.
For how refunds are recorded against a resident, see Refunding lump sum deposits in the User Guide. For the underlying ledger, see The lump sum account model.
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