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
Finance integration with Zed Axis
This article is designed to assist providers in setting up finance integration for Zed Axis.
Prerequisites
- Debtors in SupportAbility - outlines important information regarding the concept of 'debtors' in SupportAbility
- Finance & NDIS | Preparation - outlines the required configuration to ensure the Invoice export populates correctly
Debtor ID
Client, Client 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.
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.
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:
|
| 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) |
| Return to Summary |
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