Learn how to Credit an Invoice in Maica
In the course of processing invoices, errors may occasionally occur, such as submitting a Payment Request with incorrect details, such as the wrong Support Category, Quantity, or Amount. Maica’s Credit Management functionality allows for the easy correction of these discrepancies.
The Credit Management functionality allows you to Cancel a Payment Request that is in the status of Payment Pending or Paid.
As part of this process, it is essential to understand how the NDIS handles a Payment Request once it has been cancelled in PRODA. The following text outlines this:
If you cancel a
Payment Requestwith aStatusof Pending Payment, thePayment Requestwill not be processed.If you cancel a
Payment Requestwith aStatusof Paid, the Agency may:
Send you an invoice requesting repayment of the cancelled amount or
Offset your future payment requests against the cancelled amount
This text is also displayed within the Credit Management tool under NDIS Cancellation Process. It is not unique to Maica and comes from the NDIS, however it has been displayed within Maica for clarity.
This function is only available via the API. If you manage your claiming process via the BPR File, you need to manually Cancel the Payment Request in Maica and PRODA.
In Maica, you can Credit an Invoice through the Credit Quick Action found in the dropdown menu located in the top right corner of your interface, as shown below.
However, in order to be able to Credit an Invoice, two conditions must be met:
Funding Structure = Agency Managed
Status not equal Entered OR Cancelled
If these two conditions are met, you should see the Credit button within the dropdown, as shown below.
You can also Credit numerous Invoices at once if necessary. To do so, pick them in the Invoice list view from the Invoices tab in the Maica menu, and then click the Credit Management icon in the upper right corner of the interface. Follow the same steps outlined below.
Once you have clicked the Credit button, you will be presented with the Credit Management pop-up.
The Credit Management tool is divided into two sections.
NDIS Cancellation Process
Selected Invoices
As mentioned above, the NDIS Cancellation Process is shown for clarity. It explains how the NDIS handles a Payment Request once it has been cancelled in PRODA.
The Selected Invoices section displays a list of all Invoices that have been selected to be Credited (if done through the Credit Management option, there may be numerous). Each Invoice will be a dropdown with all the Invoice Line Items and associated Payment Requests that are selectable for Cancellation in order to Credit your Invoice. This is shown below.
From here, simply select the desired Payment Requests you wish to Cancel and click the Credit button in the bottom corner of the interface, as shown below.
The Credit amount is the Sum of all the Paid Amounts from the selected Payment Requests.
After completion, you will notice a green tick next to the Payment Request line, and the Payment Request Status in Maica will be updated to Cancelled.
If the Payment Request had a previous status of Paid, you will either receive an Invoice from the NDIA, or the amount will be offset against a future Payment Request.
Learn how to Sync Invoices with Xero in Maica
Syncing with Xero will only be supported if a Connection and Webhook has already been set up within your Organisation. Before attempting to Sync Invoices, please ensure this is the case. To learn more about configuring your Xero Integration, click . Syncing with Xero also requires your Support Items to be configured correctly. Please click to learn how to configure your Support Items in order to facilitate the Xero Integration.
Maica has Automation for Syncing with Xero. This article talks about scenarios in which manual Syncing may be required or chosen for a specific Invoice.
To learn more about Maica's Syncing Automation, click here.
If you wish to manually Sync an Invoice with Xero outside of Maica's automation, the best way to do so is directly from the Invoice Record. Located in the top left corner of the interface, you will a find a Sync with Xero button, as shown below.
Simply click this button to begin the Sync. Once clicked, Maica will display a pop-up confirming that you are about to Sync the Invoice and related Invoice Line Items with Xero. Click Confirm to finalise the Sync.
Once confirmed, Maica will show a success message, and you can shut the window. As shown below.
Once done, you will be able to see the Invoice Record in Xero with the matching Invoice Reference from Maica.
To read a full overview of the Xero Integration in Maica, click here.
After an invoice has been successfully synced, the Invoice Record will be updated accordingly. Two new fields will be automatically populated from Xero. These are the Xero Invoice Number and Xero ID, as shown below. These values come from Xero and will help you identify the associated Invoice between Maica and Xero when required.
Learn about the Invoice Actions within Maica
Invoice actions refer to actions and tasks related to managing and handling your Invoice. There are several actions you can take within an Invoice in Maica, including the following:
| Action | Description |
|---|---|
The table below provides a summary of Invoice Actions and the applicable Funding Type(s).
| Function | Agency Managed | Plan Managed | Self Managed | Self Funded | HCP |
|---|---|---|---|---|---|
To dive deeper into each Action, please visit the specific pages for detailed information on every Action.
Learn how to Cancel an Invoice in Maica
In Maica, you can Cancel an Invoice through the Cancel Quick Action found in the dropdown menu located in the top right corner of your interface. Firstly, click the dropdown icon to display the extended Menu options, as shown below.
Then, simply click Cancel.
After doing so, Maica will display a pop-up confirming you wish to Cancel your Invoice. Simply click Confirm to complete the cancellation process. Once done, Maica will replace the Status bar with a cancellation alert, as shown below.
You cannot Cancel an Invoice with a Fully Paid status.
Once you have successfully cancelled your Invoice, three things will automatically occur in Maica, these are:
Invoice History records will be generated reflecting the Date & Time in which the cancellation occurred. These are records accessible directly from the Invoice, as shown below.
Learn how to Claim via the NDIS when your Funding Type is Agency Managed in Maica
Maica has Automation for NDIS Claiming. This article talks about scenarios in which manual claiming may be required or chosen for a specific , this process is called .
To learn more about Maica's Claiming Automation, click .
Claiming only applies when the Funding Type is Agency Managed.
Unfortunately, not all claiming attempts are successful. There are scenarios within Maica's Claiming Automation in which a Payment Request may be rejected by the NDIS, for example, if the Service Date was to be outside of the Active Service Booking it will result in the NDIS rejecting your claim. Additionally, you also may receive a Failed Payment Request, indicating that the claim was not properly submitted to the NDIS for processing. In these scenarios, the Payment Request status will be updated to either Rejected or Failed and you may need to Reclaim, as shown below.
Maica will provide you with a detailed description as to why your Claim may have either Failed or been Rejected, it is important to address these reasons before Reclaiming.
You can also Reclaim numerous Invoices at once if necessary. To do so, pick them in the Invoice list view from the Invoices tab in the Maica menu, and then click the Claim Management icon in the upper right corner of the interface. Follow the same steps outlined below.
Next, confirm all your details are correct by checking the box at the bottom, and submit your Claim.
After you submit your Claim, the next steps of the process are dependant on your Claim Method settings set by your Organisations Administrator. Your Claim Method will be set as one of the following:
Applicable Invoice Line Items in Maica are determined by a set of rules and logic that are important to maintaining the integrity of the software.
BLANK
Awaiting Approval
Pending Payment
Fully Paid
Should you wish to include an Invoice record with such an existing Payment Request, you need to first cancel the Payment Request via the Cancel Quick Action on the Payment Request itself.
If you receive an error message at this stage, please ensure your has been configured correctly.
Maica will set the of your Invoice to Cancelled.
The related Field will show Cancelled = TRUE. This is referenced in the .
In order to manually claim or reclaim an in Maica, simply navigate to the record from the Maica menu bar. Once you are in the Invoice record, click the Claim button in the top right corner of your interface, as shown below.
Once the Claim button has been clicked, Maica will present a Claim Management screen. This screen will display all the key Invoice information, as well as all . As shown below.
Applicable Invoice Line Items are defined by a set of rules within Maica. These are described in more detail .
| Claim Management Field | Description |
|---|
To learn more about Claim Method Settings, click .
If your Claiming Method is API, then there is nothing left for you to do. A new will be automatically generated and submitted to PRODA. Your will be set to a status of , your new will be set to a status of and your Invoice Claim Behaviour will be set to Claim Attempted.
If your Claiming Method is BPR File, then, similar to API, a new will automatically be generated, however, it will not be submitted for claiming. The will be generated and picked up up via the standard BPR File Generation Process.
Once the BPR File is generated (with the newly created included), your will be set to a status of , your new will be set to a status of and your Invoice Claim Behaviour will be set to Claim Attempted.
In Maica, any record that is associated with a and holds any of the below listed Status values cannot be . These values include:
Maica considers Payment Request records with the Status values to either be part of an Active or Complete Claim Cycle, and hence we do not allow them to be as to avoid duplicate being generated.
This allows you to process payment for a given Invoice, provided Maica's integration with Stripe has been enabled.
This claims the Invoice amount via your configured NDIS claim method.
This cancels the Invoice which will exclude it from being claimed.
This allows you to process a credit back to the NDIS via your configured claim method in cases where Invoices have been incorrectly overpaid.
This synchronises the Invoice with the Xero financial system as well as receives any payments that are recorded in Xero against any given Invoice.
Claim
Process Invoice
Email Invoice
Credit
Cancel
Sync with Xero
|
|
|
| This represents the maximum value remaining that can be claimed, and is the difference between the |
| This is a input field that is used to specify the amount you would like to claim during any particular claim attempt. This amount automatically populates to the |
This includes basic information on the including the ID, Date, Participant, etc. It also includes basic information for each including Support Category, Support Item, etc.
This is the total sum for the Support Items delivered for each .
This represents the total amount of money claimed for each . If you received a partial payment for a previous claim, this could represent a portion of the Line Total.
Learn how to Process Invoices in Maica
In Maica, you can only process payment for an Invoice using the Stripe Payment Integration. Please see below for more detailed information on the steps involved in processing an Invoice using Stripe.
In order to process invoices using the Stripe Payment Integration, you first must have Stripe configured. To learn more about how to configure Stripe in your Maica instance, click here.
The Stripe Payment Integration in Maica allows you to process Invoices directly through Maica using Stripe. In Maica, there are two options for processing an Invoice, these include:
The first choice is handy if your Participant has disclosed a Payment Method and consented to be charged with your organisation, while the second option is useful if they have not.
Please see below for more detailed information on each step in order to process an Invoice.
Firstly, you must begin by setting up Payment Methods for each required Participant(s). The integration allows you to establish a new Payment Method directly from your Participant record. You can begin adding Payment Methods by selecting your Participant record, then clicking the Stripe Payment Methods button, as shown below.
You can add multiple payment methods for each Participant(s). If there are multiple payment methods, you can toggle the default.
After clicking the Stripe Payment Methods button, and before you can add in any Payment Methods, Maica will first prompt you to provide a Stripe Customer ID for the selected Participant(s). If you have one, please enter it in the Stripe Customer ID input in the Participant Record, as shown below.
Alternatively, click the Create a New Stripe Customer button, and Maica will automatically sync with Stripe, create a Stripe Customer ID using the related payment method, and populate this field for you.
Once a Stripe Customer ID has been provided, you will be able to add Payment Methods. The supported Payment Methods are Credit Card and/or Direct Debit.
After Payment Methods have been added, Maica will display the following on the Participant(s) record.
In order to Toggle the Default Payment Method for your Participant(s), simply reselect the Stripe Payment Methods button after a Payment Method has been added. This allows you to choose between any associated Payment Methods, or, a new Payment Method, as shown below.
Simply select which Payment Method you would like to be Default and close the pop-up. Your default Payment Method will be displayed in the Payment Information section of the Participant record, as per the screen above.
Once a Payment Method has been added and the Participant has a Stripe Customer ID, the Payment Method is ready to be charged and hence associated Invoices are ready to be processed.
Invoices can be processed manually or using Maica automation. This article illustrates an Invoice being processed manually. To learn more about Invoice automation, click here.
To begin processing an Invoice, first navigate to the required Invoice then click the Process Invoice button in the top right corner of your interface, as shown below.
Once you click the Process Invoice button, Maica will display a custom UI pop-up, simply select Charge the default payment method associated with the Client. This will charge the Default Payment Method set on the Participant record. This is useful when the payment is coming directly from the Participant.
Once done, Maica will take you to a confirmation page where you can confirm your payment. Once confirmed, the Invoice will automatically update and populate the Stripe Payment Information with a Stripe Invoice ID, Stripe Invoice Link and Stripe Dashboard Link, as shown below.
Your Processed Invoice can be accessed directly from Maica by clicking on the Stripe Dashboard Link or Stripe Invoice Link.
If your Participant has not disclosed a Payment Method with your Organisation or they would rather process an Invoice themselves directly, you can send them a Stripe Hosted Invoice Link for any Invoice they are associated with. This option will provide the URL for the Stripe hosted invoice page, which allows the Invoice Recipient to view and pay the Invoice directly.
Please note, in order to send an Invoice link, you must still have the Stripe Integration Configured.
If your Participant has set up a Payment Method (as above), you can still Process an Invoice through a hosted link if you desire.
You do this by selecting the Process Invoice Quick Action located on the associated Invoice, and selecting Generate the hosted Invoice link.
Once the link has been issued and the Invoice has been processed, a Stripe Customer ID will be populated for the Participant so you can identify them in both Stripe and Maica. Additionally, once processed, the Invoice will automatically update and populate the Stripe Payment Information with a Stripe Invoice ID, Stripe Invoice Link and Stripe Dashboard Link.
Your Processed Invoice can be accessed directly from Maica by clicking on the Stripe Dashboard Link or Stripe Invoice Link.
After your Invoice has been Processed, Maica will generate a payment record. This is the payment that has been used to process the associated Invoice. This record sits within your Invoice record under Payments, as shown below.
The Payment Record holds all the information from the Invoice including Type, Source, Date, Amount , Invoice Number and more.