The following information provides guidance on managing the reversal of provider invoicesinvoice exclusion of the PM Batch.
Introduction
A Provider invoice either related with a Supplier Payment or Client Reimbursement , and either paid or partially paid can be reversed in Brevity. The reversal of a provider invoice will require that the line quantity and Total amount are reflected as a negative.
Create an Invoice ReversalThere will be circumstances where the Plan Manager will receipt funding from the NDIS to process a provider invoice on a plan that either has $0.00 budget on the service booking or is expired and funding. An invoice processed under these circumstances will need to be excluded from PM Claim Batch, but available for submission into the ABA file.
Establish a budget and Invoice
The following steps outlined relate with creating an invoice reversal record including the invoice line items via the Participants Plan Management record
Select the Care Management > Plan Management sub menu to open the Plan Management Plan List page within the browser.
Highlight the Plan Management applicable with the invoice to be created, either select the Edit button or double click the record to open the Participants Plan Management record.
Scroll the page down to the invoice panel, followed by selection of the 
Add new record to open the New Plan Management Invoice record page.
Within the Payment Type field select from the drop down list a value that will classify the invoice either as a Supplier Payment or Client Reimbursement.
✴ Where the invoice is related with a supplier payment go to step 6.
✴ Where the invoice is related with a client reimbursement go to step 7
For an Invoice that is related with a Supplier payment, within the supplier field either input the service provider or click into the field to select the required record from the drop down list.
For an Invoice that is related with a Client Reimbursement make the appropriate selections from the Reimbursement Supplier and Reimburse To field(s)
Within the Reimbursement Supplier field either input the service provider name or click into the field to select the required record from the drop down list. This is data optional, select the applicable supplier whose ABN will be reported into the Bulk Payment Claim File.
Within the Reimburse To field either input the service provider name or click into the field to select the required record from the drop down list.
Within Supplier Invoice Date input the date of the invoice. The date can be specified as free text or by using the calendar picker.
Within the Supplier Invoice Number field input the unique reference number associated with the invoice.
Within the Service From Date input the date that the provision of the service or support commenced. The date can be specified as free text or by using the calendar picker. Refer to comments @ step 8.
Within the Service To Date input the date that the provision of the service or support ceased. The date can be specified as free text or by using the calendar picker. Refer to comments @ step 8.
Select the save button to create the invoice record and set the invoice status as DRAFT, and to open the Line Items to the entry of Invoice Item lines.
Select the Add new record to open an invoice item line.
Within the Name field either input in the service code (example 01_021_0120_1_1) or service name ( example linen service).
Within the Qty field input the quantity as listed on the invoice as a negative amount.
Within the Rate field, a value will be returned from the selected provider pricelist record, if a rate is not returned input the rate as listed on the invoice.
Within the GST field select the relevant value from the drop down to define whether GST is applicable to the invoice line item.
Within the Claim Type field select the applicable claim type from the drop down list.
To attach additional line items, select the Add new record to open a new invoice item line.
Repeat steps 14-18.
Within the Total Amount field input the invoice amount as a negative value.
Attach the Invoice pdf file to the invoice record.
Select the Add Documents button listed under the Attachments panel to open the File Upload page.Search for and select the Invoice file.Select the Open button to update the Attachments Panel with the selected file.
If the status is not being retained as draft then set the status, either to Approved or Awaiting Approval.
Select the save button to create the invoice record, and to open the Line Items to the entry of Invoice Item lines.
The following steps outlined relate with creating an invoice record including the invoice line items via the Plan Management Invoice List:
Select the Plan Management>Plan Management Invoice sub menu to open the Plan Management Invoice List.
Select the New button to open the New Plan Management Invoice record page within the browser.
Within the Client Plan field either select the name of the participant either from the drop down list or by inputting the participant name into the field.
and excluding it from the PM Batch.
Ensure that a budget has been established against the service booking applicable with the invoice.
Create the invoice using the step outlined under Manual Invoice Registration against Plan or Importing Plan Management Invoices (OCR Processing) .
Ensure Approval of the invoice.
Inclusion of invoice into the PM Claim Batch.
Ensure that the status of the PM Claim Batch is set as NEW, if not you will not be able to adjust the invoice status
Click the Change Invoice Status button to display the Manage Invoice Status form
Click the drop down list within the Status field applicable with the invoice and set the status to PAID.
For Plan Managers using the NDIS API submit the claim batch through to the NDIS as per normal otherwise download the claim file and upload for those plan managers not using the NDIS API.
Await for the return of the remittance and change of batch status. Take action on errors and partial payments.
Click the Download ABA File button to generate the ABA file.
