Learn about Invoices within Maica
An Invoice in Maica represents the financial component following an instance of Service Delivery. It is comprised of Invoice Line Items, one for each delivered Service across a billing period which dictates how long an Invoice is open
for before being finalised. It also houses Payment Request records.
Whilst working with Invoice(s) and any associated Invoice Actions, 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 |
---|---|---|
Whilst working with Invoice(s), you will notice a Status Bar
at the top of the page, as shown below. The default stage for an Invoice is Entered
.
The Partially Paid
and Fully Paid
status logic can differ based on whether the Funding Structure
= Agency Managed
or not. The logic that sets the described statues from both scenarios is explained below.
When the Funding Structure
equals Agency Managed
, the Partially Paid
status is set by the following logic:
When the Funding Structure
does not equal Agency Managed
, the Partially Paid
status is set by the following logic:
When the Funding Structure
equals Agency Managed
, the Fully Paid
status is set by the following logic:
For the Fully Paid
status, please refer to the following Condition Logic:
This logic checks if conditions 1 and 2 are both true, and then it evaluates whether either condition 3 or condition 4 is true. For the overall condition to be true, both 1 and 2 must be true, and in addition, either 3 or 4 must also be true.
When the Funding Structure
does not equal Agency Managed
, the Fully Paid
status is set by the following logic:
Learn about Payment Requests in Maica
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.
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 |
---|
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.
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.
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.
Learn about Invoice Line Item's in Maica
An Invoice Line Item is a specific entry on an Invoice that details a particular service provided, including its Quantity, Amount, Support Category, etc.
Whilst working with Invoice Line Item(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 |
---|
In order for a Status
to be set for an Invoice Line Item, first the Claim Type
must be Agency Managed
. In scenarios where the Claim Type
is not Agency Managed
, no Status
will be set.
Whilst working with Invoice Line Item(s), you will notice a Status Bar
at the top of the page, as shown below. The default stage for an Agency Managed
Invoice Line Item is Entered
.
For Fully Paid
status, please refer to the following Condition Logic:
This logic evaluates whether conditions 1 and 2 are true, and then checks if either condition 3 or condition 4 is true. All parts of the logic must be satisfied for the overall condition to be true: both 1 and 2 must be true, and in addition, either 3 or 4 must also be true.
These Statuses
outline the stage of the lifecycle any particular Invoice will be in at any particular time. Using Maica, the Status
is adjusted dynamically depending on a range of factors and logic that are described below, and explained in further detail .
Status | Description | Logic |
---|---|---|
Status | Description | Logic |
---|---|---|
Status | Description | Logic |
---|---|---|
Status | Description | Logic |
---|---|---|
Status | Description | Logic |
---|---|---|
Similar to , 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 |
---|
In this case, once you've made the appropriate changes in PRODA, you must cancel the existing Payment Request
in Maica to support . 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.
Similar to , these Statuses
outline the stage of the lifecycle any particular Invoice Line Item will be in at any particular time. In Maica, the Status
is adjusted dynamically depending on a range of factors and logic that are described below, and explained in further detail .
Status | Description | Logic |
---|
Status | Description | Logic |
---|
Entered
The invoice has been created and recorded in the system but no payment actions have been taken yet.
Cancelled
The invoice has been manually cancelled and will not be processed for payment.
Cancelled
= TRUE
Partially Paid
The Amount
from the associated Invoice Line Item
record(s) has been partially claimed. There is a Claim Balance
remaining.
Total Line Items
> 0 AND
Total Claimed Amount
< Total Amount
AND
Total Claimed Amount
> 0 AND
Claim Balance Formula
> Paid Tolerance
Partially Paid
A portion of the invoice amount has been paid, but there is still an outstanding balance. The Payment Amount less than Total Amount.
Total Payment Amount
> 0 AND
Total Payment Amount
< Total Amount
Fully Paid
The Amount
from the associated Invoice Line Item
record(s) has been fully claimed. There is zero Claim Balance
remaining.
Funding Structure
= Agency Managed
Total Line Items
> 0
Total Claimed Amount
>= Total Amount
Claim Balance Formula
<= Paid Tolerance
Fully Paid
The Amount
from the associated Invoice Line Item
record(s) has been fully claimed. There is zero Claim Balance
remaining.
Total Line Items
> 0 AND
Total Payment Amount
>= Total Amount
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 |
| The Invoice Line Item has been created and recorded in the system but has not yet been processed for claiming or payment. |
|
| The Invoice Line Item has been submitted for Claiming. |
|
| A portion of the amount for the Invoice Line Item has been paid, but there is still an outstanding balance. |
|
| The entire amount for the Invoice Line Item has been paid in full, and no further payment is required. |
|
| 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 |
| 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 |
Related Object | 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. It contains details of the Request, including the Claim Date, Claim Amount, etc. |
Line Total | Field | This field represents the total of the |
Claim Type | Field | A Claim Type refers to a specific category or nature of a service or charge associated with an Invoice Line Item. |
Claim Count | Field | This field represents the number of Payment Requests submitted to PRODA to claim the funds. For example, if you only got |
Paid Amount | Field | This field represents the total value of the Invoice Line Item paid from PRODA. For example, if you submitted a Claim for a Invoice Line Item with a Line Total of $100 and only got paid $70, the Paid Amount would show $70 |
Claim Balance | Field | This field represents the difference between the Paid Amount and the Line Total. Hence, in the example above, the Claim Balance would be $30. |
Quantity | Field | This field represents the multiplication value of any particular Unit Price within a Line Item. For example, if you charged a Service for $50 and set your Quantity to 2 (to perhaps represent 2 hours), this would set your Line Item amount to $100. |
Related Object
An Invoice Line Item is a specific entry on an Invoice that details a particular service provided, including its Quantity, Amount, Support Category, etc.
Payment
Related Object
A Payment represents the financial transaction used to process the Invoice Amount.
Invoice History
Related Object
Invoice History is a record of all actions and changes related to any specific invoice, including Change Date & Times, etc.
Claim Behaviour
Field
Funding Type
Field
Funding Type refers to the specific method by which Care and Support Services are financed, determining how funds are managed and payments are processed for the services received.
The Payment Request
has been returned from PRODA and it considers details missing. Please review/amend and resubmit using the Claim button at the level.
Claim Behaviour refers to the predetermined Claiming action that an invoice will take based on selected in Maica. These behaviours determine how and when Claims are made.