GENIUS sync: claim plan managed NDIA invoices (without HICAPS)

Set up API (Xero)

First, establish your source of truth – MYP or Xero. 

In most instances it will be MYP, particularly for subscribers using GENIUS, where clients have already been added into MYP. These clients will need to be exported from MYP to Xero. 

The sync process will create a bill to pay (in draft mode) which, once approved, will create a balance sheet journal. No P&L Accounts are available for this sync as the purpose is to recognise an asset. i.e. Amount received from NDIA on behalf of a plan managed client and a liability i.e. amount liable to be paid to the plan managed clients provider once the funds are received from NDIA.

NB: Balance sheet account mappings are completed through the API settings for the GENIUS client. The liability is created in the name of the provider.

Map GENIUS clients

• Select ARM Pro > Administration > API Settings
• Open ‘GENIUS account links’
• Select ‘Clients’ from the drop-down, all plan managed GENIUS clients will be listed
• Enter the account code of the balance sheet account for each plan managed client to be mapped
• Select ‘Save’

NB: A new asset account must be created as Xero does not allow posting to Accounts Receivable. In this example a new current asset account was created called ‘Accounts Receivable (Plan Managed Clients)’ to keep GENIUS plan managed clients separate from normal sales that would go through the standard accounts receivable account. Having a separate account will also help with the reconciliation process.

Sync plan managed invoices to Xero

• Navigate to GENIUS
• Navigate to the ‘PLAN MANAGED CLAIM TO NDIA’ panel
• Select the invoice/s to be synced
• Select ‘SYNC SELECTED’
• Select the relevant accounting package
• Select ‘Confirm’

NB: You will receive an email notification that lists all export successes and failures. When successful, the Xero Account number and the sync date will be added to the GENIUS column.

NB: It is possible to sync invoices multiple times. We recommend limiting access to the API link and documenting a clear whole of organisation process.

Check sync results

• Select ‘Business’
• Select ‘Bills to pay’
• All GENIUS syncs are posted in ‘Draft’ + need to be reviewed and approved

1. To: the GENIUS Provider
2. Date: the date the invoice was approved in GENIUS. If an invoice was created, approved and claimed in GENIUS on 29 March, but payment for that item was not received until 2 April, the date of the sale will be 29 March to accurately reflect the date the sale was recognised. This also allows for invoices to be recognised in the correct month.
3. Due date: determined by the invoice settings within Xero (not relevant to the sync)
4. Reference: REF_Provider invoice number_DATE_Date that invoice was synced
5. Description: the descriptive item in the price book (NDIS code is not quoted) and the service date
6. Account: the Balance Sheet account the claim will be posted to (defined in the Client mapping process above)
7. Tax Rate will always be BAS Excluded as this posting is a Balance Sheet entry which does not attract GST charges.

• If all information is correct, select ‘Approve’ to post it
• GENIUS invoice amounts will appear in the new ‘Receivables’ account and ‘Accounts Payable’ that were used in the mappings. Liability will be created in name of service provider (in this case Lulabel Careful). The accounts receivable amount WILL NOT appear in the ‘Accounts Receivable’ report (as Xero will not allow external postings to this account) but the provider will appear in the ‘Accounts Payable’ report.

Sync reconciled/gap invoice

The amount of the synced balance sheet journal entry will be the amount received from NDIA, not the amount of the original invoice. This allows for the gap to be re-submitted and claimed again.

Example shows $50 was paid on the line item even though the original amount claimed was $175.56. The Xero sync shows 1 line item of $50.00.