Note: This feature is currently supported by the MYOB AccountRight Live integration only. Linking to other accounting systems will be considered depending customer demand. Email helpme@calxa.com to add your request.


Organisations who are registered providers with the National Disability Insurance Agency (NDIA) will have access to the NDIS Provider Portal. The Bulk Claims Upload interface allows providers to make bulk claims by uploading a specifically formatted CSV or XML file containing the claim details. Calxa provides a feature to easily create the required CSV file.


This help note will outline the steps required to prepare your bulk claims csv file.


Contents

  • Basic Setup
  • Calxa Organisation Management
  • MYOB Customer Card
  • MYOB Time Billing Activity
  • MYOB Time Billing Invoice
  • MYOB Identifiers or Custom Lists for Filtering
  • Create Bulk Claims Upload CSV File

 

Basic Setup


To meet the technical requirements and the required CSV format as outlined in the Bulk Payment Request Upload Technical Specification - NDIS, 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 and where they will come from in MYOB or Calxa.

Value

Sourced from

RegistrationNumber
Calxa Organisation Management - NDIA Bulk Claim Properties
(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
Enter into the CSV file after it's exported from Calxa if you want to use it
ParticipantApproved
Always exported as Yes
InKindFundingProgram
Always exported as No (blank)

 

 

Calxa Organisation Management


Calxa Organisation Management

 

MYOB Customer Card


MYOB Customer Card

 

 

MYOB Time Billing Activity


MYOB Time Billing Activity

 

 

MYOB Time Billing Invoice


MYOB Time Billing Invoice

 

 

MYOB Identifiers or 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 List 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

 

 

Create Bulk Claims Upload CSV File


  1. Click Organisation Management.

    Organisation Management Button


  2. Set NDIA Bulk Claim Properties and click Save.

    Save NDIA Claim Registration Number


  3. Click Open NDIA Bulk Claim Invoices.

    Open NDIA Bulk Claim Invoices


  4. Click Update invoices from AR.

    Update Invoices from MYOB AccountRight


  5. Use your MYOB credentials to authenticate with MYOB and click Login.

    MYOB Login

    Note: Calxa will only show your Open Time Billing invoices. Other invoices will not be shown.


    6. From the list of invoices shown, select the invoices which you would like to make a claim for using the checkboxes provided. You can sort the invoices by clicking on any column header - this will sort based on the column selected.

    Select Claim Invoices



    Filtering invoices using Identifiers
    To filter invoices by Identifiers in Calxa, go to Customers Filtration at the bottom left side of the screen. Type in the single letter identifier you created for NDIA customers and click Select.

    Filtration by Identifier


    This will filter your invoices to give you only NDIA related invoices. In the example below the invoices for Naomi Nicholson have not been included in the list.

    Filter invoices


    Filtering invoices using Custom Lists
    To filter invoices by Custom Lists, go to Customers Filtration at the bottom left side of the screen. Choose the entry type you want to filter by from the Custom List #1 drop down menu. Click Select.

    Filtration by Custom List


    This will filter your invoices to give you only NDIA related invoices. In the example below the invoices for Naomi Nicholson have not been included in the list.

    Filter NDIA related invoices



  6. Once you are happy with your selection click Save selection.

    Save your selection


  7. To create the CSV file from the selected invoices, click Export selection to CSV file.

    Export CSV File


  8. Choose a location and a file name (20 characters max.), then click Save to create the bulk claim CSV file.

    Saving CSV File


  9. The contents of this file is populated based on the Basic Setup described above so we recommend reviewing the contents to ensure it meets the Bulk Claim requirements before making a bulk claim. Click Yes to open the saved CSV file.

    Do You Want To Open

    WARNING: You can open the file in Excel, however, you should be aware that saving this document as a CSV after editing in Excel can cause formatting issues. Excel will do things like change the date formatting from YYYY-MM-DD or remove leading zeros from numbers. Formatting cells as text can help resolve this problem, however, editing in a Notepad editor may be a safer alternative.


  10. Log in to your NDIS Provider Portal and follow the process to submit your bulk claim, attaching the CSV file that has just been saved.