Introduction to the Organisation record

This page guides you through the creation and management of organisation records

These are the topics on this page

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

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
Address 2: This field is used to input the second line of the organisation address. Data entry is optional within this field.
Suburb: This field is used to input the suburb associated with the organisation address. Data entry within this field is mandatory for record save.
State: This field is used to input the state associated with the organisation address. Data entry within this field is mandatory for record save.
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.
Whitelist IP addresses: This data grid is used to list IP Addresses from computing devises that can only access the Brevity web application. IP address records are created through the New Allowed IP Address record which is accessed from the Add New record icon.
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.

Create an Organisation record

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

IP whitelisting is a security feature often used for limiting and controlling access only to trusted users. IP whitelisting allows you to create lists of trusted IP addresses or IP ranges from which your users can access your domains.
If your computer devices use a dynamic IP address , which is one that can change between connections or over time the Whitelist IP Addresses data grid should remain ‘empty’. Only update the Whitelist IP Addresses data grid with static IP addresses.

Branch Records

When the organisation record is created the Branch data grid contained within the Branches panel will update with all branch records.
Selecting the delete record icon will remove the Branch record from the database.

Custom Mail Server Configuration

This is the section where you could set your email settings so you could send an email and invoice from Brevity

SMTP Server: This is the SMTP server address of your email. For example, gmail uses the "smtp.gmail.com" server address to send an email

SMTP Port : The port is a number where it is the channel of the email server. There are different ports that you can use. Most common ports are 25, 465, 587.

SMTP Enable SSL : SSL or secure sockets layer is a type of security for your email. There are email server that does not support this kind of security. By default, you can select Yes for this feature

SMTP Username : This is your email address. You need to include the @(your email provider) in username

SMTP Password : This is the password for your email address

You could refer to the links for further configuration of your email in Brevity.

The email configuration should be done by your IT personnel. We could only advice on what you need to do to make your configuration work in Brevity. Once you have configured the email in this page, you could now send an email from Client’s Bulk Email notification and employee’s bulk email notification. This is also the settings that will be used when you go to the client / employee’s communication tab and then creating a new email from that section. This is also the settings that will be used when you send an Invoice from Invoice batches section.

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

`SMTP Server`	`smtp.gmail.com`
`SMTP Port`	`587`
`SMTP Enable SSL`	`Yes`
`SMTP Username`	`Email Address`
`SMTP Password`	`Related Password`

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)

`SMTP Server`	`smtp.live.com`
`SMTP Port`	`587`
`SMTP Enable SSL`	`Yes`
`SMTP Username`	`Email Address`
`SMTP Password`	`Related Password`

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

`SMTP Server`	`smtp.mail.yahoo.com.au`
`SMTP Port`	`465`
`SMTP Enable SSL`	`Yes`
`SMTP Username`	`Email Address`
`SMTP Password`	`Related Password`

iCloud Mail

`SMTP Server`	`smtp.mail.me.com`
`SMTP Port`	`587`
`SMTP Enable SSL`	`Yes`
`SMTP Username`	`Email Address`
`SMTP Password`	`Related Password`

Plan Management organisation settings

Organisational record settings that are applicable with managing the Plan Management co

`Bank`	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`	BSB of financial institution account. This information is written to the ABA file.
`Account Number`	Number of financial institution account. This information is written to the ABA file.
`APCA User ID`	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 Remitter`	Name of financial institution account. This information is written to the ABA file.
`Add Balancing Transaction`	Subject to the financial institution. The provision of a balancing transaction is applicable with the generation of the ABA file.
`Invoice Statement Rounding`	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.
`Remittance Email Address`	Used to specify the email send address for claim batch remittances sent to service providers
`PM Statement Schedule`	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
`PM Monthly Fee Invoicing`	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.
`PM ABA Format`	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

Under no circumstances should the activity status of an Organisation record be adjusted