Reconciling Bulk Payment Request (BPR) File

Learn how to manually reconcile Payment Requests via the BPR Results and Remittance files

In the previous section, we explained how to generate and download the Bulk Payment Request (BPR) file. This article explains the next two steps in the process:

1. Importing the Bulk Payment Request Results File

2. Importing the Bulk Payment Request Remittance File

Bulk Payment Request Result File

Once the BPR file is downloaded from Maica and uploaded to the myplace provider portal for processing, PRODA will provide a corresponding Results file, containing important status detail for all the Payments Request records (rows) in your BPR File. From our experience, it generally takes will take approximately 20 to 30 minutes for the Bulk Payment Results File to be made available from the portal to be downloaded.

The Results file contains the Status returned by PRODA for each Payment Request, or row, uploaded in the initial BPR File. The following two Status values are contained within the BPR Results File (in the Payment Request Status column):

• SUCCESSFUL

• ERROR

A Rejection Reason is provided for those records that resulted in an ERROR. Lastly, the BPR Results File contains the Paid Total Amount and whether the Agency has applied a Capped Price to this.

Importing the Results file via Maica

Once you have downloaded the Bulk Payment Request Results File, the next step is to import this file back into Salesforce to update each of the Payment Request records that was included in the initial Request file. The import will align the Status of each of these Payment Request records with the PRODA Status contained in the Results file.

The good news is that Maica handles all of this for you! All you need to do is click on the App Launcher in Salesforce and search for Data Import:

Data Import Tab

Using the Upload Files feature, select the file results file to be imported into Salesforce, then click on the Flow Setting dropdown and select NDIS Bulk Payment Request Results File. You can see an example of this below.

Data Import Flow to process the NDIS Bulk Payment Request Results File

Lastly, click the Import button to process each row contained within the Results file, updating the corresponding Payment Request record matching on the unique Claim Reference Index (maica__Claim_Reference_Index__c) generated.

Claim Reference Index is a copy of the Claim Reference (Formula) field used to optimise the Import Flow for high data volume processing as it is indexed by Salesforce.

Bulk Payment Request Results File - Import File Processing

BPR Results File - Field Mapping

For each Payment Request record in Salesforce, the Results import will update the Status as per the following:

Results File Column	SF Payment Request Field	Mapping Notes
Claim Reference	Claim Reference Index	Used to retrieve the Payment Request record. No update
Payment Request Status	Status	IF SUCCESSFUL = Pending Payment IF ERROR = Rejected
Error Message	Error Details	Mapped to this field as the Reject Reason picklist is used for API error.

All other columns in the BPR Results file are skipped as part of the Salesforce import

Pending Payment Status

The image below provides an example of the SUCCESSFUL scenario, where the Payment Request Status is updated.

Example of a Successful Payment Request

Rejected Status

The image below provides an example of the ERROR scenario, where both the Payment Request Status and Error Details is updated.

Example of a Rejected Payment Request

Bulk Payment Request Remittance File

The final step in the Bulk Payment Request Claiming process is to upload the Remittance file when this is received from the NDIA.

This process replicates the steps described for the Results file (see ☝️), however, in this scenario, you need to upload the received Remittance file and select NDIS Remittance Advice Import Flow Setting.

Bulk Payment Request Remittance File - Import File Processing

The Total Amount of the Payment Request paid by the NDIA and the date the funds were physically paid to your organisation's nominated account will be updated on Paid Amount and Paid Date respectively.

BPR Remittance File - Field Mapping

The Remittance file and how the Payment Request records are updated in Salesforce is a little different to the Results file, in that only those Payment Request records with a Status of Pending Payment are updated.

Essentially, this means that the Remittance file only contains the details of successful Payment Request records.

Any Payment Request records updated to the RejectedStatus by the Results file import will not be updated by the Remittance import.

For each Payment Request record in Salesforce, the Remittance import will update the following:

Remittance File Column	Payment Request Field	Payment Request Field
ProvClaimRef	Claim Reference Index	Used to retrieve the Payment Request record. No update
AmountPaid	Paid Amount
No column mapping	Status	Paid
No column mapping	Paid Date	Set to TODAY

The image below provides an example of a Payment Request updated by the Remittance import.

Payment Request set to Paid via the Remittance Import process