Support at Home invoice import

In this article, we will cover how to assist providers in understanding the changes to the invoice import under Support at Home. 

 

Claiming Items Under Support at Home 

To make sure items can be successfully claimed under Support at Home, all providers must use invoice imports. This ensures that every required code is captured correctly. 

 

New Fields to Support Claiming 

Claiming code:

• A required field used by Services Australia to validate Support at Home claims. 

• Important: Any invoice line missing a claiming code cannot be claimed. 

Previously paid:

• Select this option if the invoice line has already been paid in your finance system. 

• When selected, these lines won’t appear in future Accounts Payable reports, but they will still be included in relevant claims. 

Use the Previously paid field for items that were originally imported using transaction imports. You can use the Data Export feature to check which items should be excluded from Accounts Payable reports. 

 

New invoice import template 

To access the new invoice template, navigate to Invoices and credit notes under the Finance section in the main menu. 

Click the Import CSV button in the top right-hand corner. 

A new screen will load, press the blue + New invoice input button in the top right-hand corner. 

A new screen will load again, with a button you can click to download the new import template. 

The import template includes the following new fields that should be populated: 

• LinePaidExternally 
• LineSAHServicesID 
• LineSAHItemID 
• LineSAHWraparoundID 
• LineSAHHealthProfessionalTypeID 

From the SAH ID columns, please enter the correct ID that applies. You only need to enter the one appropriate ID in its specific column; do not provide an input for all. Examples include SERV-001 as the LineSAHServicesID or WRAP-001 as the LineSAHWraparoundID. To view the complete list of ID codes, download the Services Australia Support at Home eKit.  

The LinePaidExternally field has been added to help signify if your invoice has already been paid. For example, you have made a payment via your finance system and need to bring the amount in to be claimed. A typical example of this would be cab charges. Enter TRUE or FALSE here. If you enter TRUE, this line will be filtered to not appear in your Accounts Payable reports. 

As a quick refresher, here’s an overview of the purpose of each field within the invoice import template. These changes extend to the API and data exporter for enhanced automation and filtering capabilities. Remember, if the input name has an asterisk * next to its name, this is a required field.

IssuedOn* – This is the date the invoice was created. 

ServiceDeliveredOn* - This is the date the services were delivered on. 

ServiceEndingAt – An optional field if you need to add a service delivery time. 

HelperIssuerID* - The Helper ID. This can be found by exporting a. Helper’s ID via Data Export. It can also be located in the Helper’s URL. 

RecipientType(Helper/Membership)* - Who is the invoice being charged to? Typically, this will be a Member if you are capturing a third-party invoice. 

RecipientId* - ID’s can be found by exporting Helper or Member ID’s via Data Export. ID’s can also be located via their URL. 

DocumentType(credit_note/invoice)* - Here, either enter “invoice” for a charge, or “credit note” for a refund.  

UnitType(cost/hours/item)* - Here, you will either enter the wording cost, hours or item as the unit type. 

Quantity* - Based on the unit type, this is where you will enter the number of hours. Alternatively, you will enter 1 to cover one cost or one item. 

UnitPrice* - This is where you will enter the price of the unit type. 

TaxId* - Tax IDs should show in the example line. However, you can find your Tax ID by navigating to Settings by clicking the three dots next to your name in the navigation bar, and then selecting Taxes under the Finance heading. 

Description* - This is a free-text field for you to give a description of the item. What you type here will appear on a Member’s SaH statement. 

ExtendedDescription – Here, you can enter a more detailed / long description of the item. This is also for internal use only. 

LineLabel – Line labels are available to help categorise your invoice. Paste any of one of the below in the line label column to have it assigned to that invoice line: 

• Fees 
• Package management fee 
• Care management fee 
• Time tracking fee 
• Basic daily fee 
• Income tested fee 
• Client contribution 
• Platform fee 
• Client transport platform fee 
• Provider travel distance platform fee 
• Provider travel time platform fee 
• Visits & services 
• Visit fee 
• Group visit fee 
• Brokerage service 
• Cab charge 
• Other 
• Third party invoice 
• Client reimbursement 
• Travel 
• Client transport fee 
• Provider travel distance fee 
• Provider travel time fee 
• Adjustments 
• HCP claim settlement 
• Manual adjustment 

ItemCode – Here, you could add something like “Accounting Item Code”. 

AccountCode – Here, you could add something like “Accounting Account Code”. 

ThirdPartyProviderRateId – The Rate ID can be found via Data Exporter. This rate will not override any unit price entered. 

 

Services – This is where you will add the service name, as per your Lookout service name, for example, Domestic Assistance or Physiotherapy.