Debtors in SupportAbility

Introduction

SupportAbility is designed to generate NDIS Bulk Payment Requests for providers and to manage client-based financial reporting. Therefore an organisation's invoicing workflow and debtor allocations may need to be adjusted accordingly. These are important aspects to consider when developing a Finance Integration Strategy for your organisation. 


Client Expenditure and NDIS Breakdown Reports

SupportAbility includes various reports designed to capture client NDIS funding expenditure.  Client NDIS Funding Statements can be used to track and manage expenditure on a client-by-client basis (printable and/or exportable from the Print menu in the client record), and the NDIS Service Breakdown Report (reports menu) can be used to review NDIS revenue across multiple sites and services. 

These reports are independent to the finance workflows of generating invoice and NDIS Bulk Payment Request. The reports mentioned above, along with using strategic tools such as  Job Coding, allows an organisation  to analyse revenue from different angles for business intelligence, including by client. 


Debtors in SupportAbility

The NDIS has a very complex and flexible brokerage model that can be managed using SupportAbility. Please see the Client NDIS Funding Financial Plan Management (FPM) options, for more information. 

SupportAbility is designed to track and report on client funding and expenditure, regardless of the debtor responsible for paying the invoices (as outlined above). 

Debtors in SupportAbility are designed to simply indicate the party responsible for paying an invoice, regardless of the client receiving services. Clients can potentially have multiple debtors associated with their NDIS funding package, which is why SupportAbility separates the two. 

There are three debtor options to choose from when configuring where invoices are issued with regards to client funding and billing: 

1. Client

By default, the client is set to be their own billing contact for all Non-NDIS funding sources, meaning the invoices generated are issued to the client directly. An example being Fee For Service (FFS) or billable invoices. 

2. Client Contact 

Where the billing contact is set to anyone other than the client in the Client: Contacts tab, invoices are directed to this billing contact rather than to the client. 

3. Contact 

Where a third party contact (broker) is configured for 'invoices to go to' in the client funding for Non-NDIS funding; or set as the Financial Plan Manager (FPM) for NDIS funding (i.e. the NDIA or another external FPM), invoices will be generated for this contact as configured.  


Displaying Client Names on Invoices

Where invoices are forwarded to a third party debtor, SupportAbility will display the client name in the following finance system fields that you can use when designing your invoice layouts.  

Finance Package Field Containing Client Name Documentation Link
Xero Shown as a descriptive line item at the top of the invoice line items   Xero Export Fields
MYOB AccountRight Addr 1 - Line 1   MYOB Export Fields


Address details on Invoices

SupportAbility generates the postal address ONLY IF the postal address has all details completed (address, suburb, state and postcode), otherwise, it uses the street address. 

This is true ONLY for client records and contact records. Client contacts only have a street address, they do not have a postal address so it always uses the street address when the debtor is a client contact. 


Debtor ID

Many finance systems generate a unique ID to uniquely identify each Debtor.  SupportAbility contains a 'Debtor ID' field on all Client, Client Contact and Contact records to help ensure that the invoices that SupportAbility generates and exports for those Debtors, end up attached to the same corresponding Debtors in the finance system.  

For example, all versions of MYOB use a unique identifier called a 'Card ID'.  This unique 'Card ID' value can be copied from the Debtor in MYOB into the corresponding Client, Client Contact or Contact record in SupportAbility to ensure that the invoices get attached to the correct Debtor when exported from SupportAbility, and imported into MYOB.

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