ABA File Generation
Learn how Maica automatically adds successfully claimed funds to the ABA file to process your Provider Payments.
As a Plan Manager, paying your Provider invoices is a key function to support as you manage your Participant's support journey. We have already covered how Maica helps you to enter Invoice
records and manage the Claiming lifecycle and now in this article, we will describe how Maica automates the generation of the ABA File
.
In the ABA process, the following two components are involved:
ABA Export Record
Is a Salesforce record to which
Payment Request
records are associated with in order to group the data and then generate theABA File
ABA File
Is the physical file that contains the
Paid Amount
from thePayment Request
record(s) associated with theABA Export
recordThe ABA File also includes the relevant data from the
Provider
(Account
) record, such as Bank Account details
Please note: this article assumes that you have completed the initial ABA File configuration steps as described in the article below. These steps are mandatory and must be completed prior to exporting an ABA File.
pageABA File ManagementABA Export Record
Whilst it may sound complex or a little overwhelming, the ABA File generation is far from it. Put simply, the ABA Export
and the associated File
contain the Paid Amount
of Payment Request
records where the Status
= Paid
.
The Payment Request
is allocated to an ABA Export
record even if the Paid Amount
is not the same as the Claimed Amount
(Paid Amount
!= Claimed Amount
).
i.e. if the Claimed Amount
= $50 but the Paid Amount
= $25, the ABA Export
lookup will be populated and the $25 included in the ABA File when you generate it.
So, whenever the Payment Request
Status
is set to Paid
, via either the NDIS API Remittance Notification OR the BPR Remittance File Import, Maica will do the following:
Create a new
ABA Export
record, or, if one already exists with the criteria outlined below, retrieve the currentABA Export
recordUpdate the
ABA Export
lookup on thePayment Request
record with theABA Export
recordThis creates a relationship between the Paid
Payment Request
and theABA Export
, allowing thePaid Amount
to be included in the ABA Files
From a Salesforce record point of view, the image below represents a Payment Request
PR - 000027 that has a Paid Amount
of $55.47 included in ABA Export
ABA - 0000002.
ABA Export Create/Update Overview
As mentioned above, Maica will automatically associate a Payment Request
with an ABA Export
export when the Status
= Paid
. As part of this process, Maica wil check to see if a valid (Open) ABA Export
record already exists OR if a new ABA Export
record needs to be created.
When searching for an existing ABA Export
record to associate the Payment Request
with, Maica uses the following criteria:
Date = TODAY
Status != Processed
If an existing ABA Export
record is returned that matches this criteria, it will be populated in the ABA Export
lookup on the Paid
Payment Request
. If no existing record is found, a new ABA Export
record will be created and used in the lookup.
Please ensure that you review the ABA File prior to uploading it to your Bank to ensure it includes the correct Payment information. Once it is uploaded and processed by your Bank, the process cannot be reversed.
The generation and submission of the ABA File is the responsibility of the user and Maica carries no liability for incorrect payments to Providers.
Please also ensure you update the ABA Export
Status
= Processed
once you have uploaded the ABA file to your Bank for processing.
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