Organisations who are registered providers with the National Disability Insurance Agency (NDIA) have access to the NDIS Provider Portal to make bulk claims. Claims are made by uploading a specifically formatted CSV file containing claim details. Calxa provides a feature to help you easily create the required CSV file.

This help note will take you through the fields required in the CSV file and some examples of the MYOB setup to enter Time Billing Invoices. It will also explain how to add MYOB Identifiers and Custom Lists to enable you to filter your invoices by NDIA customers.

Contents


Basic Setup - CSV File

To meet the technical requirements and the required CSV format as outlined in the NDIS Bulk Payments Self Help Guide, Calxa will use specific values from your underlying accounting setup and some values you enter directly into Calxa.

The following table shows what values are required in the CSV file and where they will come from in MYOB or Calxa.

Value

Sourced from

RegistrationNumber

Calxa General Settings - See Enable NDIA Bulk Claims
(Registration Number)

NDISNumber

MYOB Customer Card
(Card ID)

SupportsDeliveredFrom

MYOB Time Billing Invoice row
(Date)

SupportsDeliveredTo

MYOB Time Billing Invoice row
(Date)

SupportNumber

MYOB Time Billing Activity
(Activity ID)

ClaimReference

MYOB Time Billing Invoice
(Invoice Number)

Quantity

MYOB Time Billing Invoice row
(Quantity - for non-hourly activity types and Items)

Hours

MYOB Time Billing Invoice row
(Hours - for hourly activity types)

UnitPrice

MYOB Time Billing Invoice row
(Activity or Item Price)

GSTCode

MYOB Time Billing Invoice row
(Tax Code – If (rate==0%) { P1 } else { P2 })

AuthorisedBy

Optional Field

ParticipantApproved

Always exported as Yes

InKindFundingProgram

Always exported as No (blank)

ClaimType

Always exported as Direct Service (blank)

CancellationReason

Always exported as blank (only applicable if ClaimType = Cancellation)

ABN of Support Provider

Always exported as blank (complete this field when claiming against plan managed service bookings)


Warning: before making a bulk payment request with an exported CSV file the following columns may require additional editing if the default values are not appropriate.

  • ClaimType

  • CancellationReason

  • ABN of Support Provider


MYOB Customer Card example

MYOB Customer Card

MYOB Time Billing Activity example

MYOB Time Billing Activity

MYOB Time Billing Invoice example

MYOB Time Billing Invoice

MYOB Identifiers and Custom Lists for Filtering

If you have a large number of time billing invoices you may wish to consider using MYOB Custom Lists or Identifiers to provide filtering options in Calxa. This enables you to easily categorise your NDIA customers and therefore easily filter the NDIA related invoices before creating the bulk claim CSV upload.

Identifiers

Identifiers are one-letter labels you can assign to customer cards. If you want to be able to easily identify all NDIA customers you could assign them the identifier N and then filter all invoices in Calxa by that identifier.

To create identifiers go to the Lists menu and select Identifiers. The Identifiers window will open. Enter a name or description for as many identifiers as you want and click OK.

Creating an Identifier

To assign identifiers to a customer go to the Card Details tab on the customer card, then click on the Identifiers button.

Assign Identifier to a Customer Card

Click next to the identifier(s) you want to assign to the card. Click OK.

Select identifier

Custom Lists

Custom Lists are useful when you want to keep track of certain pieces of information about a customer, such as that they are an NDIA customer.

To name a custom list go to the Lists menu and select Custom Lists & Field Names, then choose Customers.

Enter names for the lists you want to create and click OK. In this example the list name is Customer Type.

Naming Custom lists and Field names

To create a custom list item go to the Lists menu and select Custom Lists, then choose Customers.

Select the custom list you want to add an entry to, then click New.

Create new Custom list

Type in the custom list entry name (for example NDIA, Not NDIA) and click OK.

Custom List Name

To assign a custom list entry to a customer card go to the go to the Card Details tab on the customer card.

Select the list entry you want to assign to the customer card from the drop down menu in the custom list field. In the example below NDIA has been assigned to the Customer Type field. Click OK.

MYOB Card Custom List

Please refer to our other NDIA Bulk Claims help notes to learn about the full process:

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