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.

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 below.

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.

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.

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

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.

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.

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.

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

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.

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:

1

Read the Agreement Item Funding Type

It reads the Funding Type on the Agreement Item that the Delivery Activity is billed against.

2

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.

3

Look up the Ratio Calculation Base

It looks that Funding Type up in the Ratio Calculation Base setting.

4

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.

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

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.

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.

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.

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.

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.

Unfunded Service Delivery 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.

Follow these steps:

1

Add the new picklist value

Add the new value to the Funding Type picklist on the Agreement Item object in Salesforce Setup.

2

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.

3

Select the ratio base

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

4

Save

Click Save.

5

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 below.

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.

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.

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.

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.