> For the complete documentation index, see [llms.txt](https://knowledge.maica.com.au/maica-knowledge-base/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://knowledge.maica.com.au/maica-knowledge-base/maica-administration-guide/settings/billing-management/ratio-calculation-base.md).

# Ratio Calculation Base

Learn how Maica shares the cost of a group Appointment between Participants

When an Appointment is delivered to more than one Participant at the same time, the cost of that support is shared between them. The `Ratio Calculation Base` setting determines **how** Maica applies that share: by reducing the `Quantity`, or by reducing the `Unit Price`.

This page explains both options, how Maica decides which one applies to a given Service, and what you need to configure when your organisation introduces a new `Funding Type`.

## Where do I find it?

The setting is located in **Maica Settings** under **Billing Management**, in the `Ratio Calculation Base` section.

The section lists your `Funding Types`, grouped by `Funding Source`:

| Funding Source | Funding Types listed                                                                                                              |
| -------------- | --------------------------------------------------------------------------------------------------------------------------------- |
| `NDIS`         | `Agency Managed`, `Plan Managed`, `Self Managed`, `Combination`                                                                   |
| `HCP`          | `Home Care Package`                                                                                                               |
| `Other`        | Every remaining value in the `Agreement Item` → `Funding Type` picklist, including any custom values your organisation has added. |

Each `Funding Type` can be set to either `Quantity` or `Unit Price`.

{% hint style="info" %}
A `Funding Type` with no value selected is not an error state. Maica simply falls back to `Quantity` for that `Funding Type`. See [What happens when a Funding Type is not configured](#what-happens-when-a-funding-type-is-not-configured) below.
{% endhint %}

## How the two options differ

The share is the Appointment's `Required Resources` to `Required Participants` ratio, written workers first following the NDIA convention. An Appointment with one Resource and three Participants is shared at 1:3, and one with two Resources and three Participants at 2:3. This ratio is recorded on each `Delivery Activity` in its `Ratio` field, so it can also be set row by row.

| Setting      | What Maica does                                                                                                                           |
| ------------ | ----------------------------------------------------------------------------------------------------------------------------------------- |
| `Quantity`   | The `Quantity` is the scheduled amount with the ratio applied. The `Unit Price` remains the full rate from the Agreement Item.            |
| `Unit Price` | The `Quantity` remains the full, undivided scheduled amount. The `Unit Price` has the ratio applied and is rounded to two decimal places. |

{% hint style="info" %}
Both bases round to two decimal places using banker's rounding, which rounds a midpoint to the nearest even digit. One hour at 1:8 is therefore `0.12`, not `0.13`.
{% endhint %}

On both bases, `Quantity Delivered` is the Participant's ratio'd share. This is the value that rolls up to the `Agreement Item` and drives utilisation. It is not used to calculate the invoiced amount.

### Worked example

An Appointment of **2 hours**, with **1 Resource** and **3 Required Participants**, billed against an `Agreement Item` with a `Rate` of **$100.00** per hour.

| Value on the Invoice Line Item | `Quantity` base | `Unit Price` base |
| ------------------------------ | --------------- | ----------------- |
| `Quantity`                     | 0.67            | 2.00              |
| `Unit Price`                   | $100.00         | $33.33            |
| `Line Total`                   | $67.00          | $66.66            |
| `Quantity Delivered`           | 0.67            | 0.67              |

{% hint style="info" %}
The two bases produce a near-identical `Line Total`. They are not always exactly equal, because the `Unit Price` is rounded to two decimal places before being multiplied out. Which base you choose is driven by how your claims need to be presented, not by the total charged.
{% endhint %}

## The ratio on each Delivery Activity

Each `Delivery Activity` carries the figures that produced its `Quantity`, so a row records how it was priced.

| Field                    | What it holds                                                                         |
| ------------------------ | ------------------------------------------------------------------------------------- |
| `Scheduled Quantity`     | The scheduled amount before the ratio is applied                                      |
| `Ratio`                  | The share for that row, written workers first, for example `1:3`. Blank reads as 1:1  |
| `Ratio Calculation Base` | The base that was resolved when the row was costed, either `Quantity` or `Unit Price` |

Maica derives `Quantity` from these three. On the `Quantity` base it applies the ratio to `Scheduled Quantity`. On the `Unit Price` base it leaves `Quantity` at the full scheduled amount and applies the ratio to the price.

Because the base is stamped onto the row when it is costed, the row itself shows which base priced it, and a later settings change does not reinterpret what is already stored.

{% hint style="info" %}
`Ratio` is free text, so a value written by a Data Loader can be malformed. Maica reads anything it cannot parse as 1:1, and the save still succeeds.
{% endhint %}

### When Maica derives the Quantity, and when it leaves it alone

A `Quantity` you have set by hand is never overwritten. Maica derives the `Quantity` only when the row has none, when the stored value is negative, or when `Scheduled Quantity`, `Ratio` or `Ratio Calculation Base` changes.

Derivation is skipped entirely in these cases:

* The row has been billed, meaning it carries an `Invoice Line Item` or its `Billing Status` is `Generated`
* The row's `Status` is `Completed`, since `Quantity` is frozen at that point
* The row is a travel activity, whose quantity is already each Participant's share

{% hint style="success" %}
To have Maica derive a `Quantity` you have previously set by hand, clear the field and save. An empty `Quantity` is read as a request to derive it.
{% endhint %}

### Setting the ratio from the Appointment

In the Standard experience for managing Appointments, the **Adjust Ratio Matrix** presents Participants against Services as a grid, and sets the `Scheduled Quantity` or the `Ratio` for a single Participant and Service without affecting the others.

## How Maica decides which base applies

When a `Delivery Activity` is costed, Maica resolves the base in this order:

{% stepper %}
{% step %}

#### Read the Agreement Item Funding Type

It reads the `Funding Type` on the `Agreement Item` that the `Delivery Activity` is billed against.
{% endstep %}

{% step %}

#### Fall back to the Service Agreement Funding Type

If that field is blank, it falls back to the `Funding Type` on the parent `Service Agreement`.
{% endstep %}

{% step %}

#### Look up the Ratio Calculation Base

It looks that `Funding Type` up in the `Ratio Calculation Base` setting.
{% endstep %}

{% step %}

#### Use the default base

If no value is stored against that `Funding Type`, it uses `Quantity`. The same applies where the stored setting cannot be read at all, for example after a manual edit introduced a typo, so the costing still completes.
{% endstep %}
{% endstepper %}

The same resolution is used when Maica generates travel `Delivery Activities` through Travel Management.

{% hint style="warning" %}
The `Funding Type` on the **Agreement Item** wins. If an `Agreement Item` carries a different `Funding Type` to its parent `Service Agreement` (for example under a `Combination` agreement), the `Agreement Item` value is the one that determines the ratio base.
{% endhint %}

## What happens when a Funding Type is not configured

If a `Funding Type` has no `Ratio Calculation Base` value stored against it, Maica uses `Quantity`. On the `Quantity` base, Maica trusts the `Quantity` already stored on the `Delivery Activity` as the ratio'd value and copies it into `Quantity Delivered`.

For an organisation that bills on the `Unit Price` base, that fallback produces the following on affected records:

* The `Unit Price` on the `Invoice Line Item` is the **full** rate, not the ratio'd rate.
* The `Quantity Delivered` on the `Delivery Activity` and `Invoice Line Item` is the **full** quantity, not the Participant's share.
* Each Participant's `Agreement Item` is drawn down at the full quantity, so utilisation is overstated.

{% hint style="danger" %}
No error, warning or `Review` billing status is raised when a `Funding Type` is missing from this setting. The records bill successfully and look correct at a glance. The only symptom is an un-ratio'd `Unit Price` and `Quantity Delivered` on group Appointments.
{% endhint %}

## Adding a new Funding Type

Adding a value to the `Agreement Item` → `Funding Type` picklist does **not** automatically configure how that funding type is ratio'd.

{% hint style="warning" %}
Whenever you add a new `Funding Type` value, you must also set its `Ratio Calculation Base` in Billing Management Settings. Until you do, Maica treats it as `Quantity`.
{% endhint %}

{% hint style="info" %}
[Unfunded Service Delivery](/maica-knowledge-base/maica-administration-guide/system-processes/unfunded-service-delivery.md) prices a Service from a Price List and uses an `Unfunded` Funding Type. Once `Unfunded` is on the `Funding Type` value set, set its `Ratio Calculation Base` here in the same way as any other Funding Type.
{% endhint %}

Follow these steps:

{% stepper %}
{% step %}

#### Add the new picklist value

Add the new value to the `Funding Type` picklist on the `Agreement Item` object in Salesforce Setup.
{% endstep %}

{% step %}

#### Open Ratio Calculation Base settings

Navigate to **Maica Settings** → **Billing Management** → `Ratio Calculation Base`. Your new value appears automatically under the `Other` funding source group.
{% endstep %}

{% step %}

#### Select the ratio base

Select `Quantity` or `Unit Price` for the new `Funding Type`. Match whichever base your equivalent existing funding types already use.
{% endstep %}

{% step %}

#### Save

Click **Save**.
{% endstep %}

{% step %}

#### Review existing records

Review any `Agreement Items`, `Delivery Activities` and `Invoice Line Items` already created against the new `Funding Type`. See [Changing the setting after records exist](#changing-the-setting-after-records-exist) below.
{% endstep %}
{% endstepper %}

{% hint style="info" %}
The `Unit Price` base is intended for NDIS funding. If your new `Funding Type` is an NDIS funding type, or will be claimed through NDIS Claiming, set it to the same base as your other NDIS funding types rather than leaving it to fall back to `Quantity`.
{% endhint %}

## Changing the setting after records exist

Changing the `Ratio Calculation Base` affects future calculations. It does not retrospectively recalculate records that have already been billed.

| Billing Status | Effect of the change                                                                                                                                                    |
| -------------- | ----------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| `Pending`      | The `Delivery Activity` is recalculated the next time it is costed or billed, and picks up the new base automatically.                                                  |
| `Generated`    | The `Delivery Activity` is not recalculated. Its existing `Quantity Delivered` and its `Invoice Line Item` retain the values produced under the previous configuration. |

{% hint style="warning" %}
Correcting records that have already reached `Generated` requires a data remediation, not a settings change. Contact Maica Support before attempting this, and always take a backup of the affected `Invoice Line Items` first.
{% endhint %}

### A note on stored Quantity values

On the `Quantity` base, Maica uses the `Quantity` already stored on the `Delivery Activity` and treats it as the Participant's ratio'd share. If that `Quantity` was written while a different base was in effect, or before the `Funding Type` was configured, the stored full value carries straight through to `Quantity Delivered`.

This is why records created before a `Funding Type` is configured need to be reviewed, rather than simply left to recalculate.