Approving the Employee's Timesheet

Before you can create a new invoice for NDIS clients, you need to approve the timesheet of the employee. You can approve the timesheet of the employee by going to the Employees from the Main Menu and then clicking on the approve timesheet tab from the sub menu.

When the employees finished a shift using the Brevity Mobile App, you need to approve the timesheet of the employee to complete the shift. You cannot create an invoice for the completed shift of the client if the employee's timesheet is not approved. You can approve the timesheet of the employee by clicking on the shift of the employee you want to approve and then clicking on the Approve Selected Timesheet button.

A new window will appear after clicking on the Approved Selected Timesheet button. It will display all the timesheet of the employees that you can approve. You can also update the shift time, shift Km's and travel time from this page. Click on the checkbox from the approved column and then click on the Approve button to approve the timesheet of the employee.

Once the Timesheet has been approved, you will see a check mark on the upper right side of the shift. This indicates that the shift has been approved.

You can click on the link below to see the full guide for the Employee's Approved Timesheet:

Approved Timesheet.

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Creating a New Funding Claim Record

After approving the shifts for the employee, you can create a new Funding Claim by clicking on the +New button or you can click on the Create Funding Claim tab from the Client's Funding Claim page.

If you selected the +New Button, Brevity will open the create invoice batch page. You will asked if you want to create a funding claim or invoice batch. For NDIS funding claim, select the Create Funding Claim Button.

The create Funding Claims for Clients page will open. If you clicked on the Create Funding Claim from the list of NDIS invoices, you will be redirected to this page. Click on the Funding Source field and select NDIS. You need to select the range of the dates for the funding claim by filling in the from date and to date fields. Click on the Next button once you filled in the information for the funding source and date fields.

The next page will show you the available funding claims. If there are shifts that need to be approved from the approved timesheets of the employee, it will show you an error that some of the shifts need to be approved. You can also see the claim total and unapproved total for the client. 

You can double click on the invoice from the table to show the details of the invoice. The red text from the invoice detail indicates that the shift is unapproved from the employee's timesheet. The black text indicates that the shift has been approved from the employee's timesheet. 

If all the shifts has been approved from the employee's approved timesheet, you can click on the invoice that you want to generate and then click on the generate claim button to start generating the claim.

A confirmation pop up will appear on the top portion of this window. Click on OK to confirm the generating of the Funding Claim.

After Generating the funding claim, you will be redirected to the funding claim record of the client. 

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Editing the Claiming Record

You cannot edit the funding claim details of the client, but you can do several task on this page such as printing the invoice, manage payments, download claim file, and generate new claim. Click on the Funding Claim Record you want to edit and then click on the edit button to edit the funding claim record. Alternatively, double click on the Funding claim record to edit it.

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Print Invoices

After editing the funding claim record, you can print the invoice by clicking on the Print Invoice button.

A page will pop up on the screen. This page will show you the Invoice Receipt for the funding claim. You can save the receipt by clicking on the save button and selecting the file format. The file will be automatically downloaded to your computer after selecting the file format for the invoice.

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Manage Payments

You can track the status of the invoice by going to the manage payments section. After editing the funding claim record, click on the manage payment button to set the status of the invoice.

Click on the status drop down to set the status of the invoice. You can also add comments for the status of the invoice by using the comment box. Once you set the status of the Invoice, click on the save button to save the status and comments for the invoice.

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Download Claim File

You can generate a claim file that can be submitted to NDIS. Click on the Download Claim File button from the funding claim record page.

It will download a file directly to your computer. You can upload that file to the NDIS for claiming the fund. For more further information about uploading the file to NDIS, click on this link (see Step 6: Generate Claim File)

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Generate New Claim

If the NDIS rejected your Funding Claim, you can generate a new Funding Claim record. You need to set the status of the current funding claim record to rejected by going to the manage payment section.

Set the status to rejected and click on the save button to save the status of the current funding claim record. Then click on close button to return to the funding claim record.

Once you set the status of the funding claim record to rejected, click on the Generate New Claim to create a new funding claim record.

Click on the OK Button to confirm the generating of new claim record

It will open another funding claim record. You can do the same tasks on this page.

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Deleting the Funding Claim Record

You can delete the funding claim record by selecting the funding claim record from the list and then clicking on the delete button.

Once you delete the Funding claim record, you cannot recover it. Please be careful in deleting the funding claim record.

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