Validating claim lines before you build the file

Run the pre-submission checks to catch the problems the NDIA would reject, then fix each line or hold it back for rework.

Before you begin

• Permissions to create batches and to fix claim lines (Finance role).
• Approved NDIA invoice lines waiting to be claimed.

Choose the lines

1. Go to Billing → Bulk claims and select New bulk claim.
2. In Lines ready to claim, every line that hasn’t already failed a check is ticked. Untick any you want to leave for later.
3. Use the Source filter to see Invoices or Reworked lines.
4. Check the New batch card (lines, participants, invoices and claim value), then select Run pre-submission checks.

Read the checks

Every line is checked against its service date.

1. Read the tiles at the top. Each shows Passed, a number of warnings, or a number to fix. The checks are plan dates, plan management type, support item in plan, budget available, price limit, registration price, duplicate, NDIS number, claim type, claim reference and provider details. Service bookings are checked only when your plan system is set to legacy.
2. Below, each line that needs attention shows the check and the message, for example a price above the limit on the service date.

Fix or hold back

1. Select a fix button under the message, such as setting the price to the limit. For a date or support item fix, enter the corrected value and select Apply.
2. The line is re-checked straight away. A message tells you if it still fails.
3. To leave a line out, use its exclude fix, or select Hold back all for every failing line. Held lines go to rework and stay on their invoice.
4. When nothing fails, select Create batch and generate the file.

Tips

• Warnings don’t stop the batch; failures do.
• Set your Plan system (PACE or Legacy) in Claiming details on Billing → Bulk claims, because it changes which checks run.

If something goes wrong

Create batch and generate the file is greyed out.

At least one selected line still fails. Fix it or hold it back.

Fixed and re-checked: the line still fails a check.

The line has another problem. Read the remaining message; for budget or plan date failures you may need to hold it back and wait for a plan change.

The batch needs approval.

Batches above your threshold go to the approvals inbox. Open the batch and select Send for approval.