Introduction to NDIS bulk upload
The NDIS Bulk upload report allows you to create a Bulk Payment Request file which can be imported into the NDIS myplace portal for bulk claiming, and is compliant with PACE.
Splose can generate Bulk Upload Files that can be easily downloaded and uploaded to the portal, reducing the need to make individual claims.
Checklist
Before you start, make sure the following is set up:
Set up services correctly with NDIS item line codes from the price guide
Select the correct tax rate (Most NDIS services are GST Free Income)
Ensure you use the correct cancellation reasons and codes when cancelling an appointment
Add your NDIS registration number in the Location settings (Typically starting with 43)
Add your ABN without any spaces
Select NDIA-managed under the client details section for Fund management
Add the participant NDIS number
Settings
Go to Settings, Payments and make select a payment method under NDIS bulk upload (typically how the NDIS remits funds).
How to generate a Bulk Upload File in Splose
You must create invoices for all NDIA-managed clients. The individual support items being claimed will then appear in the NDIS bulk upload report. They need to be invoiced because a participant can always request a copy of their invoice and receipts, and additionally, once a Bulk payment request is made, the payments from the NDIS can be applied to the invoices, marking them as paid.
Assign NDIA-managed
Make sure that in the participant record, "NDIA-managed" is selected under Fund management. This is a default filter applied when searching for support items that can be claimed in the portal.
Create invoices
You can create invoices individually, or use batch invoicing to create invoices for all NDIA-managed participants at once.
Note: If you are using the 'Mark as finalised' option to reconcile through the Xero integration, be sure to select 'Mark as sent' on the invoice or Batch Invoicing screen. This will update the invoice status to 'Awaiting payment' and ensure it is synced to Xero.
Create a bulk upload
Go to Reports, then NDIS bulk upload and click + New bulk upload. You will see previously created NDIS bulk upload files.
Next, select a date range for Supports Delivered From to Supports Delivered To. A list of support items invoiced for NDIA-managed participants will be displayed.
Select the support items that you want to be included in the Bulk Upload File, then click Create bulk upload.
The Bulk upload file will be ready for export. Under Actions, click Export CSV.
Then select an email to send the Bulk upload file to and click Export.
The Bulk upload file will be sent to the specified email.
Note: There is no need to open or edit the Bulk upload file, so simply download the file and keep it on your desktop.
Note: We use the latest Bulk Upload File template provided by the NDIS which can be downloaded for your reference.
How to make a Bulk payment request in the NDIS myplace portal
Log into your PRODA account.
Click on Payment Request.
Click Bulk Payment Request Upload.
Upload your Bulk upload file then click Upload.
You should see a "successful" response after submitting.
Viewing payment request results
Once a Bulk payment request is submitted, go to Payment Request, then View Payment Requests and search by the Bulk upload file name and click Search.
Click Download results to download the file to your desktop.
Go back to Splose NDIS Bulk upload report and click Upload payment result.
The status will be updated to "Submitted" and show the status of each claim, including whether they are Successful or Rejected. Any rejected claims will show an error message on the item line.
Remittance advice
The NDIS will typically send payment remittance within 7 days. There are two ways to mark the invoices as paid.
Reconcile with Xero
Once you receive the lump sum payment amount in Xero, you can reconcile the payment to all individual invoices with the NDIS remittance PDF. Once all invoices are paid, you can click Actions, then Mark as finalised to mark the Bulk upload file as complete.
The following message will be displayed indicating that no payments will be applied, since they have already been applied from the Xero reconciling action.
Finalise results
Finalise results is used to apply a payment to all invoices, only after the payment result file has been uploaded to Splose, and all invoice items are displayed as Successful. Under Actions, click Finalise results.
The following message will be displayed indicating that items with "Successful" status will have payments applied. Select the date of payment from the NDIS and click Finalise.
The Bulk upload file will be marked as finalised, an invoices will be updated to paid.
Common errors
Look out for these common errors when creating an NDIS bulk upload in splose.
Bulk upload file name must be unique
splose generates a random bulk upload name since the myplace portal won't accept a bulk upload with the same name. We don't recommend changing this.
NDIS number missing
Make sure your participants have a valid NDIS number.
Fund management missing
Make sure you select NDIA-managed under Fund management in NDIS details.
Support item code missing
Make sure you have set up the correct NDIS item codes from the NDIS price guide.
Don't open your bulk upload file after exporting from Splose
Opening the bulk upload file can alter the data structure - no need to open it.
Item already added in a previous bulk upload
If an item was included in a previous bulk upload, it will not appear in new uploads. To re-claim a rejected item, you must first remove it from any previous uploads.
💡 The quantity for the bulk upload claim will be determined based on the duration recorded on the calendar service. Please make sure not to modify the rate or add custom line items directly to the issued invoice, as these will not be included in the bulk upload.