...
...
...
...
This page guides you through the creation
...
These are the topics on this page
| Table of Contents |
|---|
Introduction
The organisation record can be associated with multiple branch records. The organisation record within Brevity can be accessed through one of two ways.
The first approach is by selecting the Administration>Branch Setup menu followed by selecting the required organisation record from the Organisation field. The second approach is by accessing the System setup menu and selecting organisation through the Organisation list from the Browse tables menu.
The Organisation record is comprised of a number of data panel that allow you to manage the organisation address and banking information, the later being of importance for clients that are plan managers, system settings that define how certain functions behave, the branch records associated with the organisation record, Date/time Format and IP and mail settings.
Accessing the Organisation record through the branch record
To access the organisation record through the branch record select the Administration > Branch Setup menu to open the branch record. Position the cursor into the organisation field to open the drop down list, click the Edit Selected Record icon located at the bottom right of the listing, to open the selected organisation record into a new tab within the browser.
...
Establishing a new branch from the Organisation record
The Organisation records provides the administrator with both a listing of assigned branches and the functionality to establish new branch profiles. To review an existing branch record highlight and double click the record listed within the branches data grid. To assign a new branch against the organisation record, click the 
Add new record icon.
...
Accessing the Organisation record through the system setup menu
Select the system setup menu to open the Administration page. Select the Browse table > Organisation menu to open the Organisation List page within the browser.
From the Organisation List page , you can search for and highlight the Organisation record that you wish to review. Either click the edit button or double-click the record to open the selected record into the organisation page of the browser.
Navigating the Organisation form
...
...
| title | Click to expand and review the fields and datagrids contained within the Organisation page |
|---|
The following is a summary of the fields contained within the Organisation page:
...
Name: This field is used to input the name of the organisation record. Data entry within this field is mandatory for record save. The organisation name is utilised when assigning the record to a branch.
...
ABN: This field is used to input the ABN used by the organisation.
...
Two Factor Authentication: This field is related with defining how system users will login to the Brevity web application. Setting the field value to YES will prompt a token to be generated that is used in combination with the login credentials to access the brevity web application.
...
Branch Data grid: This data grid is used to list the branch records that are associated with the organisation. To assign a new branch record via this grid select the Add new record icon.
...
Login Timeout: This field is used to specify the time elapsed that a system user can remained logged into the Brevity web application until they are required to re-establish their login.
...
Enable Branch Scheduling: This field is used to determine whether support workers are restricted to their branch when being scheduled for client services. The default for this field is Yes.
...
Auto Publish Shifts: This field is used to determine whether client shifts require publishing before they become available to the support worker through the mobile application. The default for this field is Yes. Unpublished shifts are reflected as grey in the schedule board
...
Hide Client Group Shifts: This is field is used to determine whether group shifts are shown from the client’s view. If you set this option to yes, the group service schedule will be removed from the view. If you set this option to No, the group service schedule will appear also from the client’s view.
...
Approve Cancellation to Invoice: This field is used to determine whether a cancelled client shift needs to be approved from Employee’s Approved timesheet before an client invoice is created. If you set this to yes, you need to approve the cancellation first before creating an invoice. If you set this to No, once you cancelled the shift, it will be automatically approved.
...
Auto Approve Timesheets: This field is used to determine whether a shift, once completed has been completed, Brevity will automatically approve the shift from the employee’s Approved Timesheet so the client invoice can be created. If you set this option to No, you need to need to approve the timesheet first so you could create an invoice for the client.
...
Apportion Group Travel: This field is used to determined whether group travel is divided amongst all participants for a group service. The default for this field is set as Yes.
...
Always Use Quick Staff Search: This field is used to determine whether the Quick staff select function is available through the schedule board. The default for this field is set as No.
...
Combine Shifts: This field is uses to determine is back to back shifts are combined for a single shift start and end.
...
Show Odometer Fields On Mobile: This field is used to determine whether the Odometer field is listed against the shift within the mobile application.
...
SMTP Server: This field is used to input the SMTP server name.
...
SMTP Port: This field is used to input the SMTP port number.
...
SMTP Enable SSL: This field is used to specify whether SSL is used to access the specified SMTP mail server.
...
SMTP Username: This field is used to specify the SMTP mail server username.
...
SMTP Password: This field is used to specify the SMTP mail server password.
...
Address 1: This field is used to input the first line of the Organisation address. Data entry within this field is mandatory for record save
...
of
...
Suburb: This field is used to input the suburb associated with the organisation address. Data entry within this field is mandatory for record save.
...
organisation
...
Post Code: This field is used to input the postcode associated with the organisation address. Data entry within this field is mandatory for record save.
...
Phone: This field is used to input the phone number associated with the organisation. Data entry within this field is mandatory for record save.
...
After Hours Phone: This field is used to input the phone number associated with the organisation. Data entry within this field is mandatory for record save.
...
Email: This field is used to input the email address associated with the organisation. Data entry within this field is mandatory for record save.
...
Fax: This field is used to input a fax number associated with the organisation. Data entry within this field is mandatory for record save.
...
Website: This field is used to input the website associated with the organisation. Data entry within this field is mandatory for record save.
...
Bank: This field is a drop down field listing financial institutions. Data entry within this field is a requirement for plan management, specifically for the ABA file process.
...
BSB: This field is used to input the BSB of the financial institutions. Data entry within this field is a requirement for plan management, specifically for the ABA file process
...
Account Number: This field is used to input an account number. Data entry within this field is a requirement for plan management, specifically for the ABA file process
...
Account Name: This field is used to input an account name. Data entry within this field is a requirement for plan management, specifically for the ABA file process
...
APCA User Id: This field is used to input a six digit unique identification number. Data entry within this field is a requirement for plan management, specifically for the ABA file process
...
Name of Remitter: This field is used to input the name of the remitter, the information input can be the same as the organisation name or the Account name.
...
IMAP Username: This field is used to input the email server username.
...
IMAP Password: This field is used to input the email server password.
...
IMAP Server: This field is used to input the email server name.
...
IMAP Port: This field is used to input the email server port number.
...
Test Connection: This link allows you to test connectivity with the email server.
...
Plan Management Rounding: This field is used to specify the extent of rounding up if the invoice is not paid in full by the NDIS.
...
Remittance Email: This field is used to input the email address from where plan managed remittances will come from.
...
records
...
Date Format: This field is a drop down field listing the date format that will be used for reporting. Data entry within this field is mandatory for record save.
...
Time Format: This field is a drop down field listing the time format that will be used for reporting. Data entry within this field is mandatory for record save.
...
PM Statement Schedule: This is a drop down field used to set the method of generation of the PM Funding statement as either a manual activity, undertaken through the Bulk email or as an automatic activity through use of the products workflow engine. Automatic generation of the PM Funding statement can be set on a coded range from the 1st day through to the 7th day within the first week of the calendar month.
...
PM Monthly Fee Invoicing: This is a drop down field used to set the generation method of the PM monthly fee as either a manual activity, undertaken by PM or as an automatic activity through use of the products workflow engine. Options available include Anniversary Arrears and Manual Arrears.
...
The steps outlined under this topic relate with creating the organisation record through the branch record.
Select the Administration>Branch setup menu to open the branch page within the browser.
Position the cursor into the organisation field to open the drop down list, click the Create New Record icon located at the bottom right of the listing, to open the New Organisation Record page within the browser.
Within the Name field input a name that will be used to identify the organisation record.
Input the ABN associated with the organisation record.
Within the Date Format field select from the drop down list the preferred date format that will be used when generating reports using Brevity’s reporting function.
...
Within the Time Format field select from the drop down list the preferred time format that will be used when generating reports using Brevity’s reporting function.
...
Under the Address panel of the contact details there are a number of fields that will require input, they include the Address 1, suburb, state and postcode fields. Ensure that data is input into these fields.
...
Under the Contact panel of the contact details there are a number of fields that will require input, they include Phone, After Hours Phone, Email, Fax and Website.
...
For Plan Managers under the Bank Account Details of the Plan Management Setup there are a number of fields that will require input, they include Bank, BSB, Account Number, Account Name, APCA User Id and Name of Remitter.
Within the Plan Management Rounding field input the number of cents for rounding up.
Within the Remittance Email field input the email address from where Provider Remittances will be sent from.
Under the System Settings and Mobile Settings panel(s) update the individual options, if your organisations is generating direct service client and group shifts and/or is utilising the Brevity Care mobile application.
Select the Save button to create the record.
Select the Close button to exit back to the Organisation List page.
...
Additional information
The following is additional information related with the organisation record settings
Whitelisting |
|
Branch Records |
|
Custom Mail Server Configuration |
|
Custom Mail Server Configuration
These are the lists of common smtp email configuration. The word that comes after the "@" sign is your email provider. You can use this smtp details for the SMTP server, SMTP port, and SMTP Enable SSL. You need to use your SMTP username (this will be your whole email address) and the SMTP password (this will be your email password) to complete the email configuration.
Google / Gmail & G Suite SMTP Configuration |
|
|
|
|
|
|
|
|
|
|
For more detailed configuration of the email using gmail and gmail suite, please see this link: Configuring Gmail or G-Suite Mail Server in Brevity alternatively if you use Google Workspace please refer to this link for configuring relaying from Brevity: Configuring Gmail SMTP Server in Brevity
Outlook & Hotmail SMTP Configuration (Emails that uses @outlook.com, @hotmail.com) |
|
|
|
|
|
|
|
|
|
|
Microsoft Office 365 |
As of November 2019, Microsoft has implemented restrictions for relaying emails via Office 365, allowing only the configured account within Brevity to send emails. You should ask your IT provider to configure relaying by following this guide:
Configuring Office 365 Mail Server in Brevity
Yahoo AU |
|
|
|
|
|
|
|
|
|
|
iCloud Mail |
|
|
|
|
|
|
|
|
|
|
...
Plan Management organisation settings
Organisational record settings that are applicable with managing the Plan Management co
...
| Name of the financial institution. This information would match with the financial institution details held within PRODA organisational profile. This information is written to the ABA file. |
| BSB of financial institution account. This information is written to the ABA file. |
| Number of financial institution account. This information is written to the ABA file. |
| Unique six digit unique identification number. In the absence of an identification number set this value to 000000. This information is written to the ABA file. |
| Name of financial institution account. This information is written to the ABA file. |
| Subject to the financial institution. The provision of a balancing transaction is applicable with the generation of the ABA file. |
| Used to specify the extent of rounding up if the invoice is not paid in full by the NDIS. This value is utilised when processing electronically PM claim remittance files. |
| Used to specify the email send address for claim batch remittances sent to service providers |
| Method and occurrence of generation of the PM Funding statement. This options allows for the Plan Management Statement to be sent automatically to those clients that receive their statements via email. You are able to set the day of the month to send these on and Brevity will automatically send these for yo |
| Used to set the method (generation occurrence) of the PM monthly fee. Upfront Anniversary: Will invoice monthly, at the beginning of the month, based on the service agreement start date. Upfront Manual: Will invoice at the beginning of the month. You will invoice manually using the Monthly Processing Fee invoicing screen. Arrears Anniversary: Will invoice monthly, at the end of the month, based on the service agreement start date. Arrears Manual: Will invoice at the end of the month. You will invoice manually using the Monthly Processing Fee invoicing screen. |
| Used to determine the format that will be within the ABA file. Payments amounts can be either grouped by Provider or Provider Invoice. |
...
Edit the Organisation record
To edit an Organisation record observe the following steps
Select the Administration > Branch Setup menu to open the branch record.
Position the cursor into the organisation field to open the drop down list, click the Edit Selected Record icon located at the bottom right of the listing, to open the selected record into the organisation page within the browser.
Apply the required edits to the Organisation record.
Select the Save button to update the record with the changes made
Select the Close button to exit back to the Organisation List page.
...
Delete a Organisation record
Organisation records MUST not be deleted under any circumstance. Please consult Brevity in the first instance, through the support desk. To remove the organisation record will compromise data relationships and will interfere with your ability to log into the Brevity web and mobile applications.
...
Adjust the activity status of a Organisation record
| Note |
|---|
Under no circumstances should the activity status of an Organisation record be adjusted |