This page guides
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the plan manager in the process of generating and downloading the ABA file.
These are the topics in
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Introduction
The Australian Banking Association (ABA) file lists payment instructions (provide name and provider disbursement details) that are uploaded to your financial institution via internet banking to settle suppliers invoices based on the payment amounts remitted from the NDIS into your nominated bank account.
Additional Information
Details of the ABA file specification can be reviewed at the following web address
https://www.cemtexaba.com/aba-format/cemtex-aba-file-format-detailsExcluding Partial Provider Invoices
When the ABA file is downloaded for your batch only those invoice with a status of PAID or PARTIALLY PAID will be written into the file. Provider totals written into the ABA file are based upon the remittance amount total per provider. If there is a need to exclude a provider invoice from the ABA you can set the status to CANCELLED. To do this observe the following steps:
Select the Claim management>Plan Management claims sub-menu.
Highlight and either select the edit button or double click to open the batch record, that contains the provider invoice that is to be excluded from the ABA file.
Click the Change Invoice Status button to open the Manage Invoice Status page
On the Manage Invoice Status Scroll down to the provider invoices that is marked as Partially Paid.
Within the status field select REJECTED from the drop down list.
Click the SAVE button to present a pop up screen.
Click OK to update the invoice with the revised status and set the amount received
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to 0.00.
Within the status field select CANCELLED from the drop down list.
Within the comments field input a narrative that explains the reasons for cancellation of the invoice.
Click the SAVE button to present a pop up screen and click OK to update the invoice with the revised status.
Click the CLOSE button, to return back to the Batch page.
You will observe the status is set to CANCELLED and the Payment Amount Received is 0.00
To reverse out the partial payment refer to the followingInvoice Reversal.
Downloading the ABA File
The ABA file is downloaded via the claim batch screen and will only be available for claim batches with a status of Remittance Processed, and the invoices in the batch with a status of PAID. The ABA
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file lists a single payment per supplier based on
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the total amount remitted from the NDIS for invoices submitted within the claim batch. Prior to downloading the ABA please ensure that the Organisation and Service Providers have Bank account details specified.
To download the ABA file
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Navigate to Plan management menu and click Claim Batch submenu.
Open the batch for which you want to download the ABA file.
Click Download ABA file button from the menu-bar.
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observe the following steps:
Select the Claim management>Plan Management claims sub-menu.
Highlight and either select the edit button or double click to open the batch record, that you will download the ABA file for.
Select the download ABA File link to generate the ABA file.
Select the Save File option
The structure of the ABA file is presented below
Select the close button to exit back to the Plan Management Claim Batch List. It can be observed that the Batch status will state ABA Downloaded.
Upload the ABA file as per your instructions as provided by your financial institution.
Error Messages
The following are error messages that will be generated in relation to the ABA file download
This XML error message is generated when you have attempted to generate an ABA file on a claim batch that has not had the invoices records updated with a PAID status by the payment remittance |  |
This XML error message is generated when one or more of the Banking fields within the organisation record is absent information. |  |
This XML error message is generated when one or both of the Banking fields within the service provider record is absent either the BSB or Account number. Those records absent banking information will be listed within the error message |  |
This XML error message is generated when an invalid BSB has been supplied. The incorrect format will be due to the presence of non-numeric values. Those records with format concerns will be listed within the error message |  |
Plan Management Banking Details
A valid ABA file will only be generated if you have specified your banking details into the organisation record. Where banking details are observed to be incomplete the ABA file download will error. To add your bank details observe the follow steps:
Select the Administration>Branch setup sub-menu.
Position the cursor in the organisation lookup field, select “Edit Selected record” icon.
Scroll the page down to the Bank Account details under the Plan Management Setup tab.
Input the organisations banking details.
Select the Save button to update the organisation record.
Select Close to exit.
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 The following is a summary of the banking fields configured into the Organisation module.
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Provider Banking details
A valid ABA file will only be generated if you have specified the banking details for the service providers that have been registered against the invoice records that are listed within the claim batch file. Where banking details are observed to be incomplete the ABA file download will error. To add the bank details of a service provider observe the follow steps:
Select the Client>Service Provider sub-menu to open the External Provider List page.
Search for the service provider
Highlight and either select the Edit button or double click on the service provider record.
Scroll the page down to the Bank Account details under the Bank Account details tab.
Input the Service Providers banking details.
Select the Save button to update the Service Provider record.
Select Close to exit.
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 The following is a summary of the banking fields configured into the Service Provider module.
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