Handle BPR Results & Remittance Files

Learn how to manually handle Payment Requests via the BPR Results and Remittance files

In the previous article, we covered how to generate and download the Bulk Payment Request (BPR) File.

This article outlines the next two steps in the process:

• Importing the Bulk Payment Request Results File

• Importing the Bulk Payment Request Remittance File

Bulk Payment Request Result File

Once the BPR File has been downloaded from Maica and uploaded to the myplace Provider Portal for processing, PRODA generates a corresponding Results File. This file contains key status details for all Payment Request records (rows) included in your BPR File.

From our experience, the Bulk Payment Results File is generally available for download within 20 to 30 minutes after upload.

The Results File contains the Status returned by PRODA for each Payment Request (row) uploaded in the initial BPR File. The two possible Status values are:

• SUCCESSFUL

• ERROR

For records with an ERROR, a Rejection Reason is provided to explain the issue.

In addition, the Results File includes:

• The Paid Total Amount.

• Whether a Capped Price has been applied by the Agency.

Importing the Results file via Maica

Once you’ve downloaded the Bulk Payment Request Results File, the next step is to import it back into Maica. This process updates the Status of each Payment Request record included in the initial BPR File, aligning it with the PRODA Status contained in the Results File.

To do so, you will need to:

1. Click on the App Launcher in Maica.

2. Search for Data Import.

As shown below.

Next, using the Upload Files feature, select the Results File you wish to import into Maica. Next, click on the Flow Setting dropdown and select NDIS Bulk Payment Request Results File. You can see an example of this below.

To learn more about the Data Import Utility in Maica, click here.

Lastly, click the Import button to process each row in the Results File. This will update the corresponding Payment Request records by matching them to the unique Claim Reference Index (maica__Claim_Reference_Index__c) generated.

The Claim Reference Index is a copy of the Claim Reference (Formula) field, optimised for high data volume processing as it is indexed by Maica.

BPR Results File - Field Mapping

For each Payment Request record in Salesforce, the Results import will update the Status as per the following:

Results File Column	SF Payment Request Field	Mapping Notes
Claim Reference	Claim Reference Index	Used to retrieve the Payment Request record. No update
Payment Request Status	Status	IF SUCCESSFUL = Pending Payment IF ERROR = Rejected
Error Message	Error Details	Mapped to this field as the Reject Reason picklist is used for API error.

All other columns in the BPR Results file are skipped as part of the Salesforce import

Bulk Payment Remittance Result File

The final step in the Bulk Payment Request Claiming process is to upload the Remittance File when it is received from the NDIA.

This process follows the same steps as described for the Results File (see above). However, in this case, you’ll need to:

1. Upload the received Remittance File.

2. Select the NDIS Remittance Advice Import Flow Setting, as shown below.

The Total Amount paid by the NDIA for the Payment Request, along with the date the funds were deposited into your organisation's nominated account, will be updated in the Paid Amount and Paid Date fields, respectively.

BPR Remittance File - Field Mapping

The Remittance File updates Payment Request records in Salesforce slightly differently compared to the Results File. Only records with a Status of Pending Payment will be updated.

Essentially, the Remittance File contains details of successful Payment Request records only.

Any Payment Request records with a Rejected status (as set by the Results File import) will not be updated by the Remittance import.

For each Payment Request record in Salesforce, the Remittance import will update the following:

Remittance File Column	Payment Request Field	Payment Request Field
ProvClaimRef	Claim Reference Index	Used to retrieve the Payment Request record. No update
AmountPaid	Paid Amount
No column mapping	Status	Paid
No column mapping	Paid Date	Set to TODAY