Participant Statement Detail

The {statement} tag found on Maica NDIS Plan Participant Statement email template is the bread and butter of how Maica generates statements for your Participants. This single {statement} tag essentially instructs or controls what information from the Plan should be displayed in the Plan Summary, as well as what Invoice + Invoice Line Item records should be retrieved and displayed in the Service Details table.

In this article, we will do a deep dive to explain the logic of how this all comes together.

Populated Participant Statement Email

The {statement} tag is comprised of the following 4 sections which are described below:

• Participant Details

• NDIS Plan Management Summary

• Service Summary

• Service Details

Participant Details

The Participant Detail section displays data from the Contact and the selected Plan

Field Label	Value Returned
Participant	Participant's First Name and Last Name
NDIS Number	Participant's NDIS Number
Plan Period	Start Date and End Date of the selected Plan
Statement Period	Start Date and End date of the selected Statement Period
Issue Date	TODAY or the date when the statement was generated

Example Participant Details section

NDIS Plan Management Summary

The NDIS Plan Management summary section displays 4 distinct tiles, summarising the utilisation of the Plan:

Field Label	Value Returned
Total Approved	Total Amount Approved to the selected Plan
Opening Balance	Total Remaining at the beginning of the Statement Period. This is the cumulative expenditure from the Plan Start Date up to the previous month
Period Expenditure	The Total Expenditure of the selected Statement Period
Closing Balance	Total Remaining at the end of the Statement Period. This is the difference between the Opening Balance and Period Expenditure

Example Plan Management Summary taken from the Participant Statement

Service Summary

The Service Summary section groups the Service Booking Items by Support Purpose, displaying the Total Allocated, Total Expenditure and Total Remaining at each of the following levels:

• Booking Item

• Support Purpose

• Provider

Field Label	Value Returned for Support Purpose	Value Returned for Support Category
Total Allocated	SUM of Allocated Amount by Support Purpose	SUM of Allocated Amount by Support Category
Total Expenditure	SUM of Expenditure Amount by Support Purpose	SUM of Allocated Amount by Support Category
Remaining	SUM of Remaining Amount by Support Purpose	SUM of Allocated Amount by Support Category

Example Service Summary taken from the Participant Statement

Service Details

The Service Details section displays the Invoice Line Item records created during the selected statement period.

Field Label	Value Returned
Invoice Date	Invoice Date of the Invoice related to the Invoice Line Item
Support	Support Item Number and Product Name specified on the Invoice Line Item
Service Provider	Service Provider specified on the Invoice related to the Invoice Line Item
Service Date	Service Date specified on the Invoice Line Item
Invoice Number	Invoice Number specified on the Invoice related to the Invoice Line Item
Quantity	Quantity specified on the Invoice Line Item
Price	Unit Price specified on the Invoice Line Item
Total	Line Total specified on the Invoice Line Item
TOTAL	The SUM total of all Invoice Line Item records retrieved

Example Service Details taken from the Participant Statement

Statement Query Summary

How does Maica determine what Invoice and Invoice Line Item details to include in the Participant Statement? Great question! The Service Summary and Service Details sections will be populated based on the following criteria:

• The Participant on the Invoice record matches the Contact

• The Invoice Date is within the Start Date and End Date you specified in the filters

  • Applies to the Participant Statement Quick Action on Contact and the Email Statements option under Maica Settings

• The Invoice Status equals Partially Paid OR Fully Paid

• The Invoice Line Item Status equals Partially Paid OR Fully Paid

• The Invoice Funding Structure equals Plan Managed

Or, for a more technical user:

SELECT Id, Service_Date__c, Quantity__c, Product__c, Product__r.Name, Product__r.Support_Item_Number__c, Invoice__r.Service_Provider__r.Name, Invoice__r.Provider_Invoice_Number__c, Unit_Price__c, Line_Total__c, Support_Category__r.Name, Invoice__r.Invoice_Date__c
FROM Invoice_Line_Item__c
WHERE Invoice__r.Participant__c = :this.participantId
AND Invoice__r.Invoice_Date__c >= :startDate AND Invoice__r.Invoice_Date__c <= :endDate
AND Invoice__r.Status__c IN ('Partially Paid', 'Fully Paid')
AND Status__c IN ('Partially Paid', 'Fully Paid')
AND Invoice__r.Funding_Structure__c = 'Plan Managed'
ORDER BY Invoice__r.Invoice_Date__c ASC

When the Statements are sent on an automated schedule - the Statement looks for Invoice records where the Invoice Date is in the previous month