Importing Historical Invoices

Moving to Maica from a previous system and got data that needs to come with?? Read below.

If you are transitioning to Maica from another system, chances are that you have existing Invoice records that you will want to see in your shiny new system.

The good news is, this is entirely possible, however, there are a few things to be mindful of when completing the process. Please pay careful attention to the below when importing.

We recommend fully testing and validating your import in a Sandbox prior to loading Invoice records into Production

Import Import Steps

The list below outlines both the steps and the sequence in which they must be completed in order to successfully import your historical Invoice records into Maica.

1. Ensure there are no active or current ABA Export records:

   • Date = TODAY

   • Status = Processed

2. Import Invoice records

   • Set Claim Behaviour = Do Not Claim

   • This is to ensure these Invoice records, specifically the Payment Request records are not processed with PRODA

3. Import Invoice Line Item records

   • Ensure these are related to the parent Invoice imported in Step 1

4. Import Payment Request records with the following mapping:

   • Claimed Amount = Invoice Line Item.Line Total

   • Paid Amount = Claimed Amount

   • Status = Paid (API value = 41)

   • NDIS Reference (set this if you have a value as it is great for traceability)

5. Update ABA Export record and set Status = Processed

Data Import Mapping - Technical Detail

The table below defines the mapping that must be used for Invoice, Invoice Line Item and Payment Request records.

Object (API Name)	Mapping (API Name)
maica__Invoice__c	maica__Claim_Behaviour__c = Do Not Claim
maica__Invoice_Line_Item__c	Ensure these are related to the parent Invoice
maica__Payment_Request__c	maica__Claimed_Amount__c = maica__Invoice_Line_Item__c.maica__Line_Total__c
maica__Payment_Request__c	maica__Paid_Amount__c = maica__Claimed_Amount__c
maica__Payment_Request__c	maica__Status__c = Paid (API value = 41)
maica__Payment_Request__c	maica__NDIS_Reference__c (set this if you have a value as it is great for traceability)
maica__ABA_Export__c	maica__Status__c = Processed

ABA Export Considerations

Importing Payment Request records with the Status set to Paid means that they will be included in an ABA File.

Given this behaviour, we recommend importing all historical Payment Request records into a dedicated (i.e.their own) ABA Export, to ensure there are no current Payment Request records allocated to the same ABA Export.

To do this, simply check that there are no ABA Export records with the following properties:

• Date = TODAY (the date you are executing the Payment Request load)

• Status = Generated

  • They must be Processed

This essentially means that there are no open, or active, ABA Export records and that your imported Payment Request records will be assigned to a dedicated ABA Export.

Given this, we would recommend loading the Payment Request records (as well as the Invoice and Invoice Line Item records) on a weekend or after hours after you have processed the daily 'real' ABA Export.

Claiming Cycle

We recommend importing historical Invoices when there are no in progress claim cycles, i.e. Invoices with Payment Requests that have not been finalised.

If the BPR Remittance step has not been completed, please ensure that the BPR Results file has been processed. This is a mandatory step. Essentially, you should wait until the in progress BPR Claim cycle is completed to the point of the Results file being processed in Salesforce.