Finance & NDIS | Planning
The purpose of this article is to step through the recommended considerations related to integrating Finance & NDIS, prior to completing the configuration required to get started. Those Staff who would generally be involved during the Planning stage for Finance & NDIS are: Executive Team, Finance Team, and Quality Assurance Team.
Before getting underway with planning, we recommend the following has been completed:
- Review the Funding Concepts video accessible via the 'Core::Concept' section tab of the Learning Centre for a high-level overview of how funding can be managed in SupportAbility.
- Familiarise yourself with the Finance & NDIS Workflow in SupportAbility.
IMPORTANT - Upcoming enhancements to Bulk Payment Requests in the upgrade to SupportAbility v6.16 are expected, please review the following article for more information: Enhancements to Direct Bulk Payment Requests (BPRs).
Summary of steps
We recommend Finance and/or Executive teams review the information outlined in this article thoroughly to ensure that many of the foundations underpinning the Finance & NDIS processes are understood ahead of deciding on how Finance & NDIS is structured to suit your business needs. This is vital to getting the most efficiencies and value out of SupportAbility.
Click on the links below to take you to the relevant sections within this article:
- Financial analytics
- Time Sheets
- Finance Integration
- Payroll Integration
Decide how to categorise financial data produced from SupportAbility
The financial data produced from SupportAbility i.e. Invoice Batches and Staff Timesheet Batches are categorised by General Ledger codes (required) and may also be categorised by Job Codes if required (optional).
Many providers who use SupportAbility have found that their existing Chart of Accounts has needed revision, based on the way in which financial data can be categorised and General Ledger (GL) codes can be structured in SupportAbility. It is common that providers move to a more simplified GL structure, and use Job Codes to draw more detailed information for financial reporting based on this.
The 'Available tools for categorising financial data' section of the Financial Analytics article (linked below) goes into this in detail and we recommend considering how your organisation wishes to set up GL Codes in SupportAbility and if Job Codes may be required.
We are more than happy to help your organisation with this process and request a contact from Finance to discuss this with further, as part of our phased implementation support offering. If your organisation would like to discuss this with us further, please have one of your Authorised Representatives contact our Customer Success team to arrange this as soon as possible for you.
SupportAbility is designed to produce Invoice Batch data in an export file that is then imported to your organisation's Finance system. Whilst the Invoices produced may be previewed in SupportAbility, your Finance system is responsible for distributing those invoices and managing the accounts receivable process.
Finance Integration strategy
At this point, it is important to consider your organisation's strategy for processing invoices. Particularly for invoices for the NDIA, for any Agency managed funding. Many providers choose to generate Invoice Batches for the NDIA in shorter billing cycles e.g. weekly, and keep these Invoice Batches separate to those for Self-managing Clients and Plan Managed Clients.
Most choose not to import Invoice Batches for the NDIA into their Finance system. A custom invoice or journal entry is created directly in the Finance system once remittance advice has been received from the NDIA detailing the total amount paid. This is a much more efficient way to manage the accounts receivable process for invoices for the NDIA. However, more information regarding the available options to manage this can be found in the Finance Integration Strategy article linked below.
Decide if you wish to export Time Sheets from SupportAbility for Payroll
Determine whether your organisation will be generating Time Sheet Batches using SupportAbility to be imported into your Payroll system for Award Interpretation and the processing of Payroll.
Payroll Integration strategy
It is imperative that your organisation reviews the Payroll Integration Strategy article (linked below), to assist you in deciding if the available functionality will meet your business needs.
If your organisation decides this is required, you will need to determine which Staff Time Sheet Batches will be required for e.g. Casual Staff only.
N.B. Many providers choose to commence using SupportAbility as a Client Management and NDIS billing solution primarily, and may not commence with Payroll integration (if at all), until much later in their implementation. It is entirely up to your organisation if and when this occurs.
Decide how to categorise Staff Time Sheet expense data
If Time Sheet Batches will be generated using SupportAbility, your organisation will need to decide how Staff Time Sheet expense data should be categorised, by General Ledger code only, or Job Code also.
Internal [Direct] Invoice Batch exports are available for the following Finance systems:
- MYOB AccountRight v19
- MYOB AccountRight 2019
- QuickBooks/Reckon via Zed Axis
- Sage Evolution
If an invoice batch export is not currently available for the Finance system your organisation uses, Custom Finance Integration will be required for us to develop this under paid Support Contract. Please review the related articles linked below for more information, and we recommend your organisation commence discussions with us as soon as possible regarding this.
Staff Timesheet Batches are available for the following Payroll systems:
- MYOB AccountRight
- Payroll Metrics
- Sage MicrOpay
If a Time Sheet Batch export is not currently available for the Payroll system your organisation uses, custom payroll integration will be required for us to develop this for your organisation under paid Support Contract. Please review the related articles linked below for more information, and we recommend your organisation commence discussions with us as soon as possible regarding this.
Client Support Log
Your organisation will also need to decide when planning for Finance & NDIS if the Client Support Log feature is required for any of the Services your organisation delivers.
Please review the linked article for an overview of this feature. Following is an example of the Client Support Log via Digital Signature:
If your organisation wishes to use this functionality, we recommend reviewing the Activation Requirements for the Client Support Log as a starting point as this discusses important considerations regarding your organisation's strategy, including privacy.