Finance > Accounts Receivable > NDIS Invoicing for Self-Managed and Plan Managed Participants
Authorised by Chief Executive Officer
Issue Date: 11 February 2019
Generating invoices from Carelink
3. In Carelink under the Start Page Tab:
•Click on the down arrow next to Start Menu, then click on Imports/Exports/Add Ons
•Click on Export Invoices.
•Select your start and end dates
•Select funding bodies to include (4 from NDIS list)
•Click on Create Invoices
4. In Carelink go to Reports Centre
•Type Invoice in the Search box, select Financial Invoice
•Complete Date, Select Clients, then click on Display Report
•Print Invoices
Ensure Invoice has Participant Name/Carers Name, Address and Account Detail.
Creating invoices manually in Reckon from the Carelink- generated invoice
1. Invoices are printed from Carelink for self-managed and plan managed NDIS participants each fortnight (when download to Portal has been completed) and given to the Finance Manager to be sent out.
2. Invoices from Carelink do not have Item numbers on them. Also invoices have to be put in Reckon manually as Carelink is not compatible with accounting program.
3. Sort invoices into Self-Managed and Plan Managed.
4. In Reckon under Memorised Transactions invoices are memorised for each participant either under Plan Managed or Self-Managed. (Some participants have more than one memorised invoice due to their programs not being the same for each fortnight.)
5. Choose correct memorised invoice, adjustments might need to be made – use information from Carelink invoice. Invoices are dated to correspond with the pay period ending date, regardless if the participant(s) does not have service on that date.
6. When invoice has been completed, check it balances with the Carelink Invoice. Some participants will have more than one invoice due to the different programs, e.g. House cleaning, yard maintenance, sometimes accommodation is printed on a separate invoice.
7. Print invoices and statement, scan and email/post to either participant or Plan Managers. (Carelink invoice and Reckon invoice are both scanned/posted with statement due to different information being on both invoices – Carelink has dates and hours of support, Reckon has item numbers and total hours for each item.)
8. On desktop of Finance Manager’s computer is a spreadsheet that needs to be marked when invoices have been sent, if no invoice check on Carelink that participant has not had service for that period.
9. Put printed copy of invoices/statement in Individual Files in Filing Cabinet in Finance Manager’s Office.
10. When payments are received keep copy of remittance advice in filing cabinet and save an electronic copy in K Drive / NDIS/ NDIS Invoices