Format for NDIA Invoices
This article reviews these options, how to configure your chosen option, as well as financial system compatibility with the combined approach.
Audience: Authorised Representatives, Finance Team
Summary
The following list summarises the content within this article. Click on the links below to take you to the relevant sections:
- NDIA Invoice format options
- Finance system compatibility with the Combined Invoice format
- Configuring the Format for NDIA Invoices
NDIA Invoice format options
By default, the invoice format will be ‘Separated’ per Client, or Client Funding record, as is the current functionality. However, a new option is available to use a ‘Combined’ invoice format as required.
Separated
When the Separated option is configured (as is the default), Separate Invoices are created for each NDIS Direct Client Funding record when generating Direct Invoice Batches from a BPR e.g. SA000019, SA000020, SA000021:
Example from MYOB v19 Direct Invoice Batch export
Combined
When the Combined option is configured, a single combined Invoice (designed to mimic the Recipient Created Tax Invoice (RCTI) created by the Agency), is created for each Direct Invoice Batch generated from a BPR e.g. SA000032:
Example from MYOB v19 Direct Invoice Batch export
Return to Summary
Finance system compatibility with the Combined Invoice format
It is important to note that not all finance systems have the capacity to import Combined Invoices. Finance systems essentially fall into one of the following categories:
| Finance System Type | Supports Combined Invoice Format | Notes |
| No Client (Sell-To) Customer reference | YES | Basic finance systems such as MYOB AccountRight and Xero only allow for a single customer reference on invoices which must be used to reference the Debtor (Bill-To) Customer. Thus, SupportAbility can add textual references to the Client on either the invoice header or the line item level for the Combined Invoice format. |
| Client (Sell-To) Customer reference available on invoice header only | NO | Some of the more sophisticated finance systems such as MYOB EXO facilitate the attachment of a Debtor (Bill-To) Customer and a Client (Sell-To) customer reference at the header level of invoices. However, because the Client customer reference is not supported on the invoice line item level, the Combined Invoice format will not work for these finance systems. |
| Client (Sell-To) Customer reference available on invoice header or line items | YES | Some of the more sophisticated finance systems such as Microsoft Dynamics NAV facilitate the attachment of a Debtor (Bill-To) Customer and a Client (Sell-To) customer reference at the header level or line item level of invoices. These finance systems usually involve custom finance integrations and will support the Combined Invoice format in situations where the custom integration was built or amended to facilitate this. |
Below is a table regarding which finance systems are compatible and not compatible with the Combined Invoice format:
| Compatible | Not Compatible |
| MYOB v19 | MYOB EXO |
| MYOB 2020 | Dynamics Great Plains |
| Xero | SAP Business One |
| Zed Axis (data export) | Microsoft Dynamics 365 Business Central |
| Quickbooks or Reckon | |
| Microsoft Dynamics NAV | |
| Tencia | |
| Sage Evolution | |
Configuring the Format for NDIA Invoices
Configuring the format for NDIA Invoices is completed in System Preferences, and therefore the 'View System Preferences' Staff Account privilege is required to complete this.
Navigate to the Funding tab in System Preferences to do so:
Noting that the default format is 'Separate'. To edit this, select the 'Change' button:
Separated Format
As mentioned, this is the default option that is already in use and does not require configuration, unless it is being changed back from the Combined Format as required.
The Invoice Batch Format is displayed in the Direct Invoice Batch for reference:
We can see that separate NDIA Invoices have been created per Client Funding record e.g. SA000019, SA000020, SA000021:
Example from MYOB v19 Direct Invoice Batch export
Given only Accepted Allocations can be included in an Invoice Batch, once these Invoices have been uploaded to your organisation's finance system, each of these can be marked as paid.
Combined Format
If your organisation wishes to use the Combined format, this can be selected here:
Confirmation is required before this can be saved. This is required to confirm that your organisation's finance system is compatible with this format and that the finance team are aware of this before proceeding, given that invoice processing and reconciliation workflows may be affected.
To proceed, type 'CONFIRM' in order to save this change:
Once saved, this will appear as such:
The Invoice Batch Format is displayed in the Direct Invoice Batch for reference:
We can see that a single combined Invoice (SA000032) has been created, comprised of multiple Invoice Items for two Clients, Jim Bob and Pina McCraven:
Example from MYOB v19 Direct Invoice Batch export
Given only Accepted Allocations can be included in an Invoice Batch, once these Invoices have been uploaded to your organisation's finance system, this Invoice can be marked as paid.
In addition, a 'Combined' badge is displayed next to the relevant Invoices in the Client's Funding tab for reference:
A badge is only displayed in the case where a Combined format is used to explain this and if the Invoice preview is opened here, a notification message also appears to explain this. That even though there are other Invoice Items for other Clients included in the actual Invoice, only the relevant Invoice Items for this Client are displayed here, and the totals listed in this preview also reflect this:
If an Invoice Batch is selected for downloaded from the Actions menu when the Combined Invoice Format is in use and it is unsupported for that finance system, the following error will appear:
