Invoice Status Management

Learn how Maica sets and manages the Status of an Invoice and associated Line Item(s).

The Status of your Invoice and Invoice Line Item records can change based on a number of factors, including, for claimed Invoices, how much has been paid via the NDIS.

At Maica, we don't think this is something that you should have to determine, calculate and manage manually......Rather, the system (insert Maica) should be able to use the record attributes, interpreting the values of certain fields to derive or set the Status value dynamically. Saving you both time and uncertainty in having to figure out the most appropriate Status for your Invoice and Invoice Line Item records.

If you would like to introduce your own Status values to the Invoice and/or Invoice Line Item records, you will need to deactivate the Flows described below and create your own to perform the same function.

We would recommend you do this in a Sandbox first and perform extensive end-to-end testing to ensure that your Flow(s) support your required functionality.

Invoice Line Item Status Management

The Invoice Line Item Status is managed by a Salesforce Flow. A Flow is a handy, declarative (meaning codeless) tool that lets you develop automated processes for specific actions. In this scenario, we have used a Flow to examine the Invoice line Item record, when it is created and updated, to review specific fields and set the Status value accordingly.

In the Maica package, the name of this specific Flow is Maica - Invoice Line Item Status Management. You can access this Flow via Salesforce Setup, as seen below.

The Maica - Invoice Line Item Status Management Flow in Salesforce Setup

The Flow uses various Roll-Up Summary fields on the Invoice Line Item that summarise or consolidate data from the related Payment Request record(s). These Roll-Up Summary fields are:

Invoice Field	Logic
Line Total	Calculated field (Total of GST Amount + Amount)
Claim Count	COUNT of Payment Request records WHERE NDIS Reference != null
Paid Amount	SUM of Payment Request records WHERE Status = Paid

Invoice Line Item Status Definition

The table below breaks down each Invoice Line Item Status value and how it is managed by the Flow. Essentially, when the conditions in the Logic column are satisfied, the Flow will be triggered and apply the value from the Status Value column.

Status Value	Description	Logic
Entered	The Invoice Line Item has been entered into the system but not been submitted for claiming.	Line Total > 0 AND Claim Count = 0 AND Claim Balance Formula = Line Total AND Paid Amount = 0
Claimed	The Invoice Line Item has been submitted for claiming.	Line Total > 0 AND Claim Count > 0 AND Claim Balance Formula = Line Total AND Paid Amount = 0
Partially Paid	This means a partial amount of the Invoice Line Item has been approved by PRODA but not the full amount (Line Total).	Line Total > 0 AND Claim Count > 0 AND Claim Balance Formula > 0 AND Claim Balance Formula < Line Total AND Paid Amount < Line Total
Fully Paid	This means the full amount claimed from PRODA has been approved for payment.	Line Total > 0 AND Claim Count > 0 AND Claim Balance Formula <= 0 AND Paid Amount >= Line Total
Not Paid	This means this Invoice Line Item has not been approved for payment.	Line Total > 0 AND Claim Count > 0 AND Claim Balance Formula > 0 AND Claim Balance Formula = Line Total AND Paid Amount < 0

Claim Balance Formula

The Claim Balance formula logic is below:

IF(ISBLANK( maica__Paid_Amount__c ), maica__Line_Total__c, maica__Line_Total__c - maica__Paid_Amount__c)

Invoice Status Management

The Invoice Status is managed exactly the same way as the Line Item, just a different Flow is used. The Flow uses various Roll-Up Summary fields on the Invoice that summarise or consolidate data from the related Invoice Line Item record(s). These Roll-Up Summary fields are:

Invoice Field	Logic
Total Line Items	COUNT of Invoice Line Item records
Total Not Paid Items	COUNT of Invoice Line Item records WHERE Status = Not Paid
Total Partially Paid Items	COUNT of Invoice Line Item records WHERE Status = Partially Paid
Total Fully Paid Items	COUNT of Invoice Line Item records WHERE Status = Fully Paid

In the Maica package, the Flow is called Maica - Invoice Status Management.

Invoice Status Definition

The table below breaks down each Invoice Status value and how it is managed by the Flow.

Status Value	Description	Logic
Entered	Default value.
Cancelled	Means the Invoice has been manually Cancelled.	Cancelled = TRUE
Not Paid	None of the associated Invoice Line Item records have recieved any payment.	Total Line Items > 0 AND Total Line Items = Total Not Paid Items

Funding Structure = Agency Managed

Partially Paid	The Amount from the associated Invoice Line Item record(s) has been partially claimed. There is a Claim Balance remaining.	Funding Structure = Agency Managed AND Total Line Items > 0 AND ( Total Line Items >= Total Partially Paid Items AND Total Partially Paid Items > 0 ) OR ( Total Fully Paid Items > 0 AND Total Fully Paid Items < Total Line Items )
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 AND Total Line Items > 0 AND Total Line Items = Total Fully Paid Items

Funding Structure <> Agency Managed

Partially Paid	Payment Amount less than Total Amount.	Funding Structure <> Agency Managed AND (Total Line Items > 0 AND ( Total Line Items >= Total Partially Paid Items AND Total Partially Paid Items > 0 ) OR ( Total Fully Paid Items > 0 AND Total Fully Paid Items < Total Line Items )) OR (Payment Amount > 0 AND Payment Amount < Total Amount)
Fully Paid	Payment Amount greater than or equals to Total Amount.	Funding Structure <> Agency Managed AND (Total Line Items > 0 AND Total Line Items = Total Fully Paid Items) OR (Payment Amount > 0 AND Payment Amount >= Total Amount)