How to Cancel Accepted Allocations in a Direct BPR
There are cases where Agency Managed Supports are successfully claimed as part of a Direct Bulk Payment Request (BPR), and following this, providers have become aware of an issue with the claim and are tasked with correcting this. This usually results in the provider having to reverse the transaction in the portal.
To ensure that SupportAbility is able to mirror these reversed transactions, the ability to Cancel Allocations that have already been Accepted and paid by the NDIA is now available in SupportAbility from the upgrade to v7.12 (July 2021).
This article discusses how to Cancel Accepted Allocations, how this information is displayed in various places and how to search for these Allocations.
Privileges: The 'View Financial Information' privilege is required, in combination with either:
- the ‘Edit Client Records Across ALL Services’ privilege, or
- the ‘Team Leader for ALL Services’ privilege.
Audience: Finance Team
The following list summarises the content within this article. Click on the links below to take you to the relevant sections:
- Can all Accepted Allocations in a BPR be Cancelled?
- What does processing an Accepted Allocation as Cancelled do?
- How to Cancel an Accepted Allocation in a BPR
- Reverting the Processing Status of Cancelled as required
- Searching for Accepted Allocations that are 'Marked for Cancellation' or 'Cancelled'
Can all Accepted Allocations in a BPR be Cancelled?
Yes, all Accepted Allocations can now be Cancelled in a BPR as required. This includes those that have been Accepted Manually, have the Claim Status of Accepted as a result of the Bulk Payment Results File (BPRF) having been uploaded, as well as Accepted Allocations that have an Invoice associated.
In the case of Cancelling an Accepted Allocation with an Invoice associated, once this has been updated in the BPR, then the Invoice will appear with the Processing Status of Cancelled also. It is important to note that Cancellations for Accepted Agency Managed Allocations can only be performed from the BPR.
What does processing an Accepted Allocation as Cancelled do?
Accepted Support Allocations that are Cancelled will:
- Appear with the Processing Status of 'Cancelled' on the BPR and the NDIA Invoice (should one exist), along with many other places
- No longer be included in the Client's NDIS Funding Budget Utilisation and as Expenditure in Client Funding Statements
When an Accepted Allocation has been Cancelled, it has essentially been written off in SupportAbility so that it is no longer included in the Client's Activities tab:
Or, as part of the Client's NDIS Funding Utilisation:
Or, as Expenditure in their Client Funding Statement:
If the Accepted Allocation had been included in a Direct Invoice, the View/Edit Direct Invoice screen will reflect that the Invoice Item has been Cancelled along with any Notes as per the associated BPR:
N.B. If the Direct Invoice Batch the Cancelled Allocation has been included in was to be downloaded again, it would not include any Cancelled Invoice Items.
Accepted Allocations that have been Cancelled will appear with a 'Cancellations' badge in the Finance section of the Activity:
As well as in the 'Financial Records' window when the link is selected:
Along with the 'Finance Status' for the relevant Allocation in the NDIS Support Allocations window of the Activity:
It is important to note that the values displayed for Accepted Allocations in the Direct BPR List, includes Accepted Allocations that have been Cancelled for reconciliation purposes:
How to Cancel an Accepted Allocation in a BPR
Similar to processing a Rejected Allocation as Cancelled, Cancelling an Accepted Allocation is also a two-step process:
Accepted Allocation > Mark for Cancellation > Process Action (Cancel)
Marking the Accepted Allocation for Cancellation
The required Accepted Allocation/s must first be 'Marked' for the intended Claim Action, before being Processed. This is to ensure that any required corrective action can be taken outside of SupportAbility as required before the Cancellation is processed. For example, you may be awaiting communications from the NDIA or the participant beforehand.
The Notes field can be used to track these changes and communicate the status of an Allocation internally, including the reason why this is required for example.
To Mark an Accepted Allocation for Cancellation in a BPR, select the required Allocation in the BPR:
Navigate to the Bulk Actions menu and select 'Mark for Cancellation':
Noting that the number of Allocations selected is displayed at the bottom of the page for reference e.g. 1 selected of 47.
Make Support unavailable option
Once selected, in addition to updating the Processing Status of these Accepted Allocations to 'Marked for Cancellation', an option is available to make the associated Supports unavailable for further Allocation in the relevant Client Funding records:
Leaving this as 'No' means that the associated Supports as configured in the Client's NDIS Direct Funding record will not be updated, and will continue to be available for Allocation in Activities. The selected Allocations will be 'Marked for Cancellation' only once 'Mark for Cancellation' is selected.
Selecting 'Yes' means that the Supports associated with these Allocations i.e. the Flexible Category, or the specific Support Item/s, will be made 'Unavailable' in the Client's NDIS Direct Funding record upon processing this action, to ensure they can no longer be Allocated in Activities e.g:
N.B. This can be undone at any time as required, by selecting the contextual menu (icon with three dots to the right-hand side of the Support) in the Direct Client Funding record and selecting 'Make available':
Selecting 'Yes' to make these Supports unavailable might come in handy if the participant has run out of funds for a specific Support and you do not want Staff Members to be able to Allocate this any longer:
It is important to review the blue message listing the associated Supports that will be made unavailable. This may not be the preferred course of action if the Client had a Flexible Category Budget for example. Append Allocation Notes can be used to communicate the steps taken during this process as required.
Once 'Mark For Cancellation' is selected, the Processing Status of the Accepted Allocation is updated to 'Marked for Cancellation':
N.B. The blue 'Support to be unavailable for allocation' notification message appears when 'Yes' is selected to make the Supports associated with the Allocation/s unavailable in the Client's NDIS Direct Funding record as outlined above. Once in this state, the 'Mark for Cancellation' modal will no longer appear if this Claim Action is selected for any other Allocations associated with the same Support.
It is important to note that the Totals section of the BPR continues to show the value of this Allocation as Accepted:
The value of the Accepted Allocations Marked for Cancellation will move to 'Cancelled' once this has been processed as outlined below.
Processing an Accepted Allocation as Cancelled
To process a Rejected Allocation as Cancelled once it has been marked as such, navigate to the Bulk Actions menu and select 'Process Action' under the Rejected Claim Actions section:
A confirmation modal will appear asking you to confirm this:
Once 'Confirm' is selected, the Accepted Allocation is then 'Cancelled':
In this case, the associated Support has also been made unavailable in the Client's NDIS Direct Funding record as per the 'Support now unavailable for allocation' notification message.
The Totals section of the BPR now shows the value of these Accepted Allocations as 'Cancelled' now that the Cancelled Claim Action has been processed:
Reverting the Processing Status of Cancelled as required
When an Allocation has been Cancelled, it is possible to revert this as required.
To revert this action, select the required Accepted Allocation with the Processing Status of 'Cancelled'. Navigate to the Bulk Actions menu and select 'Remove Action' from the Claim Actions section:
The Allocation will appear as 'Accepted' and will again be calculated as part of the Client's Funding Utilisation and Client Funding Statements:
The 'Processing Status' will be empty if it has not been included in an Invoice, or 'Invoiced' if it has. Notes may be added to explain these changes as required.
Searching for Accepted Allocations that are 'Marked for Cancellation' or 'Cancelled'
To search for Accepted Allocations that are either 'Marked for Cancellation' or 'Cancelled', we recommend using the Allocations Report accessible from the Finance menu:
There are a few options available to locate these Allocations.
1. Select both the BPR Claim Status of 'Accepted':
Along with the BPR Processing Status of either 'Marked for Cancellation', 'Cancellation' or both:
Once the report has been generated, this will list all Accepted Allocations that have been Marked for Cancellation or have been Cancelled:
2. Alternatively, select 'Yes' to search for all Cancelled Allocations in the Finance section of the Report:
Noting this will display both Rejected and Accepted Allocations in the search results:
However, you can use the BPR Claim Status search criteria in addition to this to filter the listed down to Accepted Allocations only as required.
The results include a link to the related Activity, Client Funding record, BPR and Invoice Batch this is associated with also where relevant.