Uploading the Bulk Payment Results File (BPRF)
Following the BPR being downloaded from SupportAbility and uploaded to the myplace provider portal, within approximately 20 minutes the Bulk Payment Results File (BPRF) is processed and available to download from the portal. This results file includes the Claim Status of each Allocation, whether it is 'Successful', or if it resulted in an 'Error' along with the reason for this. The results file also contains the Paid Total Amount and an indicator to reflect if the Agency has applied a 'Capped' Price to this.
SupportAbility’s first import feature has been developed with the upgrade to v7.0 (Oct, 2020), in order to align the status of each Allocation included in the BPR with these results downloaded from the myplace provider portal. By uploading this Bulk Payment Results File (otherwise known as the BPRF) into SupportAbility, the Claim Status of each Allocation is updated automatically and represented visually, based on this information:
- Successful claims are updated to Accepted, along with the exact claim value being paid
- Any claims that have resulted in an error appear as Rejected, along with the reason for this, and
- Any differences between what was submitted in the BPR and what is included in the BPRF are highlighted for reference.
This article provides information regarding how to download the BPRF from the myplace provider portal, how to upload the BPRF to the BPR record in SupportAbility, the Claim Status results, how to reset the BPR as required and the next steps from here (i.e. only Accepted Allocations can be included in NDIA Invoices and Rejected Claim Actions - Retry and Cancel).
Please note that the included scenarios in this article have been created to demonstrate this functionality only and are not based on real examples from the myplace provider portal.
IMPORTANT - In order for this process to work as intended and successfully match the results of the BPRF to the Allocations included in the BPR, it is of critical importance that the BPR file downloaded from SupportAbility has not been updated outside of SupportAbility i.e. by adding, removing or changing Payment Request items, or adjusting the Claim Reference Number for example.
In addition, it is critical that the BPRF file downloaded from the portal is in its original form and has not been changed in any way updated prior to uploading into SupportAbility.
Even opening a CSV file and saving it changes the format, specifically the date configuration. Should you need to open either CSV file for any reason, we recommend following the guidelines outlined in the How to open CSV files safely in Microsoft Excel article to avoid such errors.
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:
- Learning Centre video
- Downloading the Bulk Payment Results File from the myplace provider portal
- Uploading the Bulk Payment Results File (BPRF)
- Reviewing the BPRF results
- Searching for Allocations that are Accepted or Agency Capped
- Reset BPR
- Generating NDIA Invoices
- BPR Rejected Claim actions
Learning Centre video
An overview of this functionality is also available in this video:
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Which is also available in the 'NDIS Bulk Payment Request' section of the Finance tab in the Learning Centre:
We recommend accessing the above video from the Learning Centre if you would like this to be recorded in the Learning Centre Log.
Downloading the Bulk Payment Results File from the myplace provider portal
To download the Bulk Payment Results File from the myplace provider portal, navigate to 'View Payment Request' and search for the Uploaded Bulk Payment File
As per the guidance published in the 'Bulk Payment Request Self Help Guide' (as per page 12 - 15 of the 'Bulk Payment Request Self Help Guide (August 2020)', available from the myplace provider portal and resources section of the NDIS website), to download the Bulk Payment Results File from the myplace provider portal, navigate to 'View Payment Request':
And search for the Uploaded Bulk Payment File:
Once the Bulk Payment File has been located:
Select 'Download Results':
This is the BPRF CSV that will be uploaded to SupportAbility. As mentioned it is important that this file is uploaded in its original form & has also not been changed in any way.
IMPORTANT - The 'Bulk Payment Request Self Help Guide' contains instructions regarding the 'Unsuccessful File Upload' and 'Verifying the Bulk Upload to correct the ERROR'. The recommended action to correct errors is only suitable for organisations that do not use a third-party system such as SupportAbility to generate BPRs.
Given your organisation is using SupportAbility to generate BPRs and the aim of this process is to align data between systems, we strongly recommend your organisation follows the corrections workflow for Rejected Claim Actions using SupportAbility. More on this can be found in the following articles, linked below for reference:
- BPR Rejected Claim Action - Retry
- BPR Rejected Claim Action - Cancel
Uploading the Bulk Payment Results File (BPRF)
To upload the BPRF CSV file downloaded from the myplace provider portal, navigate to the relevant BPR and select the 'Upload BPRF' button, or select 'Upload Bulk Payment Results File' from the Actions menu:
Once selected, either drag and drop the downloaded CSV file into the upload window:
Or select 'choose file' to select the required file e.g. BPRF21.csv:
SupportAbility looks for a match between the Claim Reference and Support Item Reference included in the BPRF to that in the BPR.
Where the results of the BPRF match the BPR, then this will be displayed as outlined further below.
Troubleshooting upload issues
No match
If SupportAbility cannot match any of the results in the BPRF to the Allocations in the BPR (i.e. Claim Reference, Client NDIS Number and Support Item Reference), the following error message is displayed:
This may occur for reasons such as the Claim Reference Number for each Payment Request having been updated once the BPR is downloaded from SupportAbility. In a case such as this, the results will not match and an organisation would be unable to utilise this functionality.
Not ready
If the BPRF contains Payment Request Items that are 'OPEN' it means that the results file is not ready as this file has not yet been fully processed.
In a case such as this, the BPRF cannot be uploaded and you will be advised to wait approximately 20 minutes and try again.
Partial match
In a case where the uploaded BPRF contains data that is missing from the BPR, this data is not imported into the BPR record in SupportAbility. An amber message is displayed at the top of the record regarding this and the Claim Reference for these entries will be displayed:
Such a case would highlight data is being changed outside of the BPR downloaded from SupportAbility, which is not recommended.
In the opposite scenario, where the BPRF is missing results for Allocations in the BPR, an amber message will be displayed at the top of the record regarding this also, providing a link to filter the Allocations list to these directly:
This Allocation may either be removed from the BPR, or have the Claim Status updated manually as required. Please see the Updating the Claim Status Manually article for more information, linked below for reference.
Replace uploaded BPRF
If the wrong BPRF CSV was uploaded, for example, the correct BPRF CSV can be uploaded by performing this action again, by selecting 'Upload BPRF' from the Actions menu:
Uploading another BPRF will overwrite the original along with the Claim Status results:
Reviewing the BPRF results
BPR Details
Once this has been uploaded, you will notice the uploaded BPRF is appearing along with a Date and Time stamp showing the Staff Member who performed this action:
The Totals section of the BPR also updates to display the relevant values for each Claim Status. It is important to note that the:
- Accepted value i.e. the Paid Total Amount ($1,001.35) + Rejected value ($330.46) = the BPR Claimed Total ($1381.88).
N.B. Pending Action in this context includes Rejected Allocations that are yet to be processed.
Allocations
The Claim Status is updated automatically in the Allocations section of the BPR also:
Once the BPRF has been uploaded, the Claim Status is updated automatically.
From here, Accepted Allocations can be included in a Direct Invoice Batch for import into your organisation's finance system to assist with reconciliation. This is generated from the Actions menu and Accepted Allocations are automatically included when a Direct Invoice Batch is generated from the Actions menu, without the need for these to be selected beforehand as outlined further below.
Rejected Allocations can have corrective action taken by choosing to either, Retry or Cancel this, more on these options has been outlined further below for reference.
Claim Status and Processing Status definitions
The following table outlines each Claim Status & Processing Status option and provides a definition for of the purpose of each:
N.B. The Processing Status of 'Completed' has since been updated to 'Invoiced' which appears with a green badge.
Accepted - Capped Price
Where the payment amount included in the BPR is greater than the maximum per-unit price for the Support Item, the myplace provider portal will only pay up to the maximum Price Limit for this Support as per the NDIS Price Guide. In such scenarios, the claimed amount is different to the paid amount and this is marked in the BPRF as such. The field 'Capped' is populated with a value of Yes or No based on the following:
- Where the amount paid is different than the amount claimed, then Capped = Yes
- Where the amount paid is the same as the amount claimed, then Capped = No
More on this can be found on page 16 of the 'Bulk Payment Request Self Help Guide (August 2020)', available from the myplace provider portal and resources section of the NDIS website.
When Capped = YES for any of the results, or if there are any differences between what is included in the BPR, vs. the BPRF, an amber notification is displayed at the top of the BPR allowing you to Filter the Allocations list to show these Allocations only by selecting the 'Payment Request' link:
Note that this filters the Allocations list by adding a shortcut to the search bar, in this case 'is:different' (as per the above screenshot). Simply select the 'x' to the right of this, to clear the Filter Allocations search to view all of the Allocations again:
When Capped = YES for any of the results, a blue 'Capped Price' message is displayed against the relevant Allocations:
BPRF Differences
A 'BPRF Differences' table is available when 'differ' is selected in the amber notification 'BPRF values differ from BPR' (as per the above screenshot) in order to view the differences between the data included in the BPRF to that claimed in the BPR:
In the above example, we can see that $250.35 was claimed, however, $200.28 is the Paid Total Amount as per the BPRF:
The Paid Total Amount included in the BPRF is used to update the Accepted total of the Allocation so that the value in SupportAbility reflects the value the NDIA has paid for this e.g. $200.28. Whilst this is updated, the value claimed originally is also displayed for reference e.g. 'Was $250.35':
Based on this, SupportAbility uses the Paid Total Amount and the Quantity to calculate the paid Price e.g. $80.11. The original price claimed is also displayed for reference e.g. 'Was $100.14'.
If differences are noticed with all results and when the differences table is opened, only the date format is the difference, this indicates that a file has been modified outside of SupportAbility before it has been uploaded. Opening a CSV may easily modify the file unintentionally. If required, please ensure the file is opened safely by following the instructions outlined in the How to open CSV files safely in Microsoft Excel article linked below for reference.
Another example of a difference may be the Client's NDIS Number. This would only occur in the scenario where the participant's NDIS Number has changed and the claim was submitted using their old NDIS Number. Noting this difference will allow you to update the Client's NDIS Number in their record. This should only ever be a rare occurrence, however, if at all.
Totals - Capped Price Adjustments
It is important to note that when a Successful claim has a Capped Price, the Totals section of the BPR is updated to reflect this difference also:
In the above example, the Accepted value i.e. the Paid Total Amount ($1,001.35) + Capped Price Adjustments value ($50.07) + Rejected value ($330.46) = the BPR Claimed Total ($1381.88).
Searching for Allocations that are Accepted or Agency Capped
To search for Allocations that are either 'Accepted' or 'Agency Capped', navigate to the Finance menu and select 'Allocations Report':
If searching for Accepted Allocations, select this option from the 'BPR Processing Status' criterion in the NDIA Managed section of the report along with any other relevant criteria:
Select 'Generate Report' for a list of results of any Allocations with the BPR Status of 'Accepted':
If searching for Allocations with a 'Capped Price', select 'Agency Capped' in the NDIA Managed section of the report along with any other relevant criteria:
Select 'Generate Report' for a list of results of any Allocations that have been 'Agency Capped':
This report can be used to search for Allocations that are Rejected also. More on the BPR Claim Actions for Rejected Allocations has been outlined below.
Reset BPR
If you wish to remove all results from the BPR, select 'Reset BPR' from the Actions menu:
A confirmation modal appears, explaining that this will reset all changes, including any notes, and this change cannot be undone:
Once 'Reset BPR' is selected, the BPRF is removed and all Allocations are reverted to 'No Claim Status':
N.B. This is only available up until any Accepted Allocations have Direct Invoices associated, or any Rejected Allocation have been processed for Retry:
Generating NDIA Invoices
Only Accepted Allocations are available for inclusion in NDIA Invoices generated in a Direct Invoice Batch from the BPR.
This means that only Invoices for successful claims at the correct value can be generated. Accepted Allocations are automatically included when a Direct Invoice Batch is generated from the Actions menu:
Without the need for these to be selected beforehand. Please see the Generating a Direct Invoice Batch for the NDIA article for more information regarding this.
Accepted Allocations can now also be Cancelled as required. Please see the How to Cancel Accepted Allocations article for more information.
BPR Rejected Claim actions
Rejected Claims can have corrective action taken by choosing to either:
- Retry the claim - this makes the Allocation available for inclusion again in a future BPR, following the required action being taken outside of SupportAbility to correct this e.g. creating a Service Booking. Processing a Rejected Claim as a 'Retry' results in the Allocation being added as a new Payment Request item when included in a subsequent BPR.
- Cancel the claim - this is the very last course of action when it is not possible to recoup the funds for this Support in any manner e.g. a case of over-servicing. Processing a Rejected Claim as a Cancellation essentially writes this off in SupportAbility so that it is no longer included in the Client's Funding Utilisation or Expenditure.
More on these options have been outlined in the BPR Rejected Claim Action - Retry, and the BPR Rejected Claim Action - Cancel articles linked below for reference.
An additional Rejected Claim Action is expected in future, giving providers the ability to make 'Amendments' as well as being able to 'Retry' and 'Cancel' Rejected Claims. More information regarding the details of this will be provided closer to this time in the Enhancements to Direct Bulk Payment Requests (BPRs) article linked below for reference.