Zed Axis Finance Integration

'Out of the box', Reckon and QuickBooks products are not able to import invoice data from CSV files. Zed Axis is a separate product sold by Zed Systems that allows providers to take invoice data CSV files like those exported from SupportAbility and then import those invoices into Reckon or QuickBooks.

Organisations using SupportAbility in combination with QuickBooks or Reckon will need to purchase a copy of Zed Axis to facilitate importing invoice data. For more information on the Zed Axis product, visit their website at  https://www.zed-systems.com/axis-import.html


Summary

The following list summarises the content within this article. Click on the links below to take you to the relevant sections:


Shared support model

When using Zed Axis with SupportAbility together, each product is responsible for different parts of the process.  Thus it is important to know which company to contact for the various types of support your organisation may need.

Contact SupportAbility Support for assistance with:

  • Generating invoices
  • General Ledger Codes
  • Exporting invoice batches in the Zed Axis format

Contact  Zed Axis Support for assistance with:

  • Importing the invoice data CSV file into Zed Axis
  • How to use the CSV file exported by SupportAbility to create invoices in QuickBooks or Reckon
  • How to connect Zed Axis to your QuickBooks or Reckon product
  • Configuring Zed Axis
  • How to use Zed Axis

Return to Summary


Finance integration with Zed Axis

This article is designed to assist providers in setting up finance integration for Zed Axis. 

Prerequisites

Prior to commencing finance integration, there are some prerequisites that need to be completed first. More information on this is outlined in the articles linked below:


Debtor ID

ClientClient Contact and Contact records contain 'Debtor ID' fields for finance integration. The corresponding QuickBooks or Reckon 'Card ID' must be added to the 'Debtor ID' field in SupportAbility for any parties invoices are being issued to. 

Client Debtor ID options

In the case where a Client is being Invoiced directly, the Debtor ID entered in the Client Details populates in the card ID field on the Zed Axis invoice export. 

If an organisation uses the Client's NDIS number as their card ID, there is a system setting that when set, SupportAbility will populate the Client's NDIS number in the card ID on the export instead.   

To update this to the NDIS number instead of the Client Debtor ID, go to the Settings tab of System Preferences. Navigate to the Invoicing section on the bottom right-hand side and change the 'Client Debtor ID' field:

The setting of Client NDIS number being used in lieu of the Debtor ID is only applicable if: 

  • the Client is being billed directly i.e. self-managed NDIS funding, 
  • if your organisation is using SupportAbility for Non-NDIS billing by using the rate card or Activity Costs, OR
  • the Client's QuickBooks or Reckon Card ID has been set up as their NDIS number in QuickBooks or Reckon.

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Which debtor information is populated in the Internal [Direct] Zed Axis Invoice exports?

The information that populates in the Internal Invoice Batch export is based on who the debtor is for the Client's funding i.e. the party set to manage Invoices on behalf of the Client and is based on how the Client's Financial Plan Manager has been configured in their NDIS Direct Funding record e.g: 

The debtor options include: 

  • Client Debtor - the Client themselves if they are self-managing their funding
  • Client Contact Debtor - the Client's billing contact if they have a nominee managing their funding
  • Contact Debtor - the NDIA for Agency-managed funding, or a Plan Management Contact if the Client has a Plan Manager managing their funds. 

So if the Client's funding is Agency-managed, the 'Contact Debtor' fields outlined below will populate in the Invoice Batch export for the Invoice, whereas if they were self-managing their funding, either the 'Client Debtor' or 'Client Contact Debtor' information will populate, based on how the Client's funding has been configured. Please see the  Debtors in SupportAbility article linked below for more information. 

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Mapping

The following table maps the Zed Axis Invoice batch export headers with the corresponding SupportAbility data for reference purposes. 


QuickBooks or Reckon Invoice Batch export SupportAbility field
ContactName Client Debtor: Client's first and last name
Client Contact Debtor: Client contact's first and last name
Contact Debtor: Company name if available or primary contact first and last name
Addr 1 - Line 1 Client Debtor: Client's postal address 
Client Contact Debtor: Client contact's postal address 
Contact Debtor: Contact's postal address 
- Line 2 Client Debtor: Client's postal suburb         
Client Contact Debtor: Client contact's postal suburb 
Contact Debtor: Contact's postal suburb 
- Line 3 Client Debtor: Client's postal state  + Client's postal postcode
Client Contact Debtor: Client contact's postal state  + Client contact's postal postcode
Contact Debtor: Contact's postal state  + Contact's postal postcode
- Line 4 Australia 
IsToBeEmailed Client Debtor: 'True' if the Client's preferred contact method is NOT set to email, or 'False' if the Client's preferred contact method is set to email  
Client Contact Debtor: True' if the Client contact's preferred contact method is NOT set to email, or 'False' if the Client contact's preferred contact method is set to email    
Contact Debtor: 'True' if the Contact's preferred contact method is NOT set to email, or 'False' if the Contact's preferred contact method is set to email  
IsToBePrinted Client Debtor: 'True' if the Client's preferred contact method is set to email, or 'False' if the Client's preferred contact method is NOT set to email  
Client Contact Debtor: True' if the Client contact's preferred contact method is set to email, or 'False' if the Client contact's preferred contact method is NOT set to email    
Contact Debtor: 'True' if the Contact's preferred contact method is set to email, or 'False' if the Contact's preferred contact method is NOT set to email  
Client Name The Client's first and last name
Client Address Client's postal address
Client Suburb Client's postal suburb
Client State Client's postal state
Client Postcode Client's postal postcode
Client NDIA # Client's NDIS Number
Invoice # The invoice number generated by SupportAbility
Please ensure that your invoice number formatting configuration uses no more than 11 characters which is the maximum invoice number length for QuickBooks and Reckon
Date The invoice date (same as the date the invoice batch was generated)
DateOfService The date and time that the Activity started (format: DD/MM/YYYY H:mm am|pm e.g 28/07/2019 7:00 am)
DateOfServiceEnd The date and time that the Activity ended (format: DD/MM/YYYY H:mm am|pm e.g 28/07/2019 7:00 am
Site The name of the Site for the Activity
Service The name of the Service for the Activity
Program The name of the Program for the Activity (if any)
Quantity The Quantity of the Invoice Item
Rate The rate of the Invoice Item
Description For Invoice Items related to NDIS Support Allocations, the description will be comprised of the following:
  • Claim Reference Number: The SupportAbility generated Claim Reference for the NDIS Support Allocation (only included for Agency Managed Supports in a Bulk Payment Request)
  • Activity Description
  • Claim Type: The Claim Type for the NDIS Support Allocation (included only when Claim Type is not Standard Service)
  • Cancellation Reason: The Cancellation Reason for the NDIS Support Allocation (included when Claim Type is Short Notice Cancellation)
  • Support Category: The NDIS Support Category of the NDIS Support being invoiced (eg. CAT0001)
  • Support Item Reference Number: The NDIS Support Item Reference Number for the NDIS Support being invoiced
  • Support Item Name: The name of the NDIS Support Allocation being invoiced
For Invoice Items related to Activity Costs and Non-NDIS hourly changes, the description will be comprised of the following:
  • Activity Description
  • Type of Cost or Hours Used: The type of cost (eg. Activity Cost) or Type of Hours used (based on the rate card
GLAccount The auto-allocated  General Ledger Code for this invoice item based on the site, service and payment method
Amount The value of the invoice item exclusive of GST
Inc-Tax Amount The value of the invoice item inclusive of GST
Job The auto-allocated Job Code for this invoice item. This field will be empty unless Job Codes have been activated then configured by your organisation
Site Job Code Component The Job Code Component value as configured for the Site of the Activity
Service Job Code Component The Job Code Component value as configured for the Site of the Activity
DayOfWeek Job Code Component A code to represent the day of the week that the Activity started:
WE: Weekday
SA: Saturday
SU: Sunday
DayOfWeekDetail Job Code Component A detailed code to represent the day of the week that the Activity started:
MO: Monday
TU: Tuesday
WE: Wednesday
TH: Thursday
FR: Friday
SA: Saturday
SU: Sunday
Program Job Code Component The Job Code Component value as configured for the Program of the Activity
Funding Job Code Component The Job Code Component value as configured for the Funding Type that the Client has selected for the Activity
Class The auto-allocated Job Code for this invoice item. This field will be empty unless Job Codes have been activated then configured by your organisation
Comment For Clinical (Non-NDIS) invoices, this element will include the Claim Number, Injury Date and Clinical Notes from the Client Funding record

For all other invoices i.e. non-clinical, this element will include details of the SupportAbility Invoice Batch number that this invoice is related to   
GST Code GST: if invoice item contains GST
FRE: if invoice item does not contain GST
Currency Code AUD
Card ID Client Debtor ID or NDIS Number depending on the invoicing configuration setup within SupportAbility (as outlined above in the Debtor ID section)
Debtor ID Client Debtor: Client Debtor ID or NDIS Number depending on the invoicing configuration setup within SupportAbility (as outlined above in the Debtor ID section)
Client Contact Debtor: Client Contact's Debtor ID 
Contact Debtor: Contact's Debtor ID 
Activity Description The Activity Description field value from the Activity this invoice item relates to
Funding Type The Funding Type that the Client has selected for the Activity
NDIS Support Category Number
NDIS: The Support Category Number for the NDIS Support being invoiced.

Non-NDIS: EMPTY
NDIS Support Item Reference Number

NDIS: The NDIS Support Item Reference Number for the NDIS Support being invoiced.

Non-NDIS: EMPTY
NDIS Support Item Name NDIS: The Name for the NDIS Support being invoiced.

Non-NDIS: EMPTY
Price Portion The price apportionment ratio applied to group based supports
Cost Type The cost ratio applied to group supports
NDIS Support Item Registration Group
NDIS: The Support Item Registration Group for the NDIS Support being invoiced.

Non-NDIS: EMPTY
Non-NDIS Support NDIS: EMPTY

Non-NDIS - rate card invoice items: The name of the rate card change (e.g. Base Hours)

Non-NDIS - Activity Cost and Shared Cost invoice items: The name of the cost (e.g. Accommodation Cost)
Clinical Claim Number For Clinical (Non-NDIS) invoices: Clinical Claim Number on the Client Funding record that was used as the Client's funding source for the related Activity

For non-clinical invoices: EMPTY
Clinical Injury Date
For Clinical (Non-NDIS) invoices:  Clinical Claim Number on the Client Funding record that was used as the Client's funding source for the related Activity

For non-clinical invoices: EMPTY
Clinical Invoice Notes For Clinical (Non-NDIS) invoices:  Clinical Claim Number on the Client Funding record that was used as the Client's funding source for the related Activity

For non-clinical invoices: EMPTY
Invoice Batch Number The SupportAbility auto-generated ID of the Invoice Batch that the Invoice belongs to
Claim type The Claim Type for the NDIS Support Allocation (included only for NDIS Support Allocations)
Cancellation reason The Reason for the Short Term Cancellation (included only for NDIS Support Allocations when Claim Type is Short Notice Cancellation)
Claim Reference The Claim Reference for the NDIS Support Allocation (included for Agency Managed Supports included in a BPR only)
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Zed Axis Documentation

A link to the Zed Axis documentation for importing SupportAbility invoices into QuickBooks and Reckon can be found below:

http://support.zed-systems.com/kb/a281/import-supportability-invoices-into-reckon-accounts.aspx

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