Manage NDIS extracts

This article explains how to create an NDIS extract, process errors and process remittances.

To claim funding from the NDIS, you'll need to create an extract that lists the services that will be claimed via the NDIS portal. There are three parts to this process:

1. Create an NDIS extract
2. Process the results file and unlink any errors
3. Process the remittance file.

Create an NDIS extract

To create an NDIS extract:

1. Go to the Lumary Extracts tab.
2. Click on the Extract Type drop-down list and select NDIS.
3. Select your NDIS Registration Number.

If you can’t select the number, contact your system administrator.

4. The Region field is optional.
5. Select how to display the Hours Column.

Field	Description
Extract Type	NDIS
NDIS Registration Number	Must match the number of the entity that delivered the service.
Region	An optional field for filtering against client records that are linked to the selected region. If you have issues when selecting a region, check the client record and verify that the region field has been completed correctly. If selected, this field must match the region where the service was delivered.
Hours Column	Selects the column in the extract used for multiplying units. For example, a 1 hour and 30 minute session appears in Quantity as 1.5 or Hours as 1:30. If unsure, leave set to Quantity.

6. Select the Start Date and End Date for the period you want to claim.
7. Click on the Create Extract button. The process may take a few seconds; an email will be sent to you once the extract is complete.

8. Refresh your browser, then set the Extract Type to NDIS again.
9. Under Previous Extracts, look for the new extract file.
10. Click on the Extract ID hyperlink to open your extract.

11. Click on the Related tab and review the Extract Items list.
12. To see more items, click on View All.

13. Click on an Extract Item Number (EXI) text link to see a full extract item record.
14. You can click on the Extract ID (EXT) text link at any time to return to the extract record.

15. Navigate back to your extract record and click Generate File to generate a .csv file. You may need to use the drop-down arrow to find this option. This may take a few seconds; an email will be sent to you once this process is complete.

16. Refresh your browser and go to the Related tab.
17. Under the Notes & Attachments section a .csv file should be visible.

18. Download the file by clicking on its name.
19. You should be able to find the file in the downloads folder on your computer.

This is the file to upload to the NDIS portal. We recommend that you review it before uploading, but do not make any changes, as this may distort the formatting. If you need to make changes, make them in the system and then generate the file again.

Process your results file and unlink any errors

Once you've received the bulk upload results file from the NDIS portal, you'll need to upload it into Lumary to align the results to your Lumary records.

To process the results file:

1. Go to the Lumary Extracts tab.
2. Set the Extract Type to NDIS.
3. Set the date range to include your extract.
4. Under Previous Extracts, look for the relevant extract file.
5. Click on the Extract ID hyperlink to open your extract.
6. Click on Process Result. You may need to use the drop-down arrow to find this option.

7. Click Upload Files and locate the NDIS results file on your computer or drag and drop the file onto the Or drop files area.

8. Once the file has loaded, click on the Done button.

9. Read the next message carefully, then click Process.

The system will now process the result file and update the status on the extract items as well as the associated service delivered records.

10. The uploaded file is saved under the Related tab in the Notes & Attachments section.
11. Go to the Related tab, select one of the Extract Items and click on the hyperlink.
12. View Claim Status and Status Message fields to verify the result. At this stage, the status will show either Success or Error. 
13. If your record shows a status of Error, you can review the service delivered record for more information. To open the service delivered record, click on the SD text link.

The claim status on the service delivered record may be different than the status on the extract item. Refer to the table further down the page for a full list of service delivered claim statuses and their meaning.

If there are errors in your bulk upload file, you'll need to unlink those service delivered records from this extract so that they can be corrected and claimed in a later extract. The Unlink Errors button must only be used after you've uploaded your results and before processing your remittance file.

14. Open the NDIS extract file.
15. Click on the Unlink Errors button. You may need to use the drop-down arrow to find this option.

16. Read the next message carefully, then click Unlink.

17. Go to the Related tab, select one of the Extract Items and click on the hyperlink.
18. Scroll down to the Service Delivered field and click on the hyperlink to open it. Then scroll down to the Current NDIS Extract Item field and verify that it’s empty.

To view all of your service delivered records that have a claim status of Error, go to the Services Delivered tab. Then click on the Recently Viewed drop-down list and select the Claim Errors list view.

Process your remittance file

Once you've unlinked any errors described in your results file, you can upload your remittance file. This will reconcile your Lumary records to match the payments you have received from the NDIA.

You must not click Unlink Errors after completing this process.

To process your remittance file:

1. Open the corresponding NDIS Extract file.
2. Click on the drop-down arrow at the top of the record and select Process Result. You may need to use the drop-down arrow to find this option.

3. Click Upload Files and locate the remittance file on your computer or drag and drop the file onto the Or drop files area.

4. Once the file has fully loaded, click Done.

5. Read the next message carefully, then click Process.

The system will now process the result file and update the status on the extract items as well the associated service delivered records.

6. The uploaded file is saved under the Related tab in the Notes & Attachments section.
7. Go to the Related tab, select one of the Extract Items and click on the hyperlink.
8. View Claim Status and Status Message fields to verify the result.
9. Click on the text link of the service delivered number to check the Claim Status on the service delivered record.

To monitor all of your NDIS claims, errors and payments, use the NDIA Claiming Dashboard. 

Service delivered claim statuses and extract mapping

Click to return to the service delivered step

Status	Why it shows
Not Claimable	Service Agreement Funding Type is not NDIS or Service Agreement Funding Management is not NDIA This is the default status for all service delivered records that are not able to be claimed via the NDIA portal.
Awaiting Booking	Service Agreement Funding Type is NDIS Service Agreement Funding Management is NDIA None of Service Agreement, Category or Service Item has a Service Booking Number Service Agreement, Category or Service Item Service Booking Number* is blank
Awaiting Acceptance	Service Agreement Funding Type is NDIS Service Agreement Funding Management is NDIA Service Agreement Client Approved Date field is not populated Service Delivered Client/Rep Accepted checkbox is not ticked Service Agreement, Category or Service Item has a Service Booking Number*
Ready to Claim	Service Agreement Funding Type is NDIS Service Agreement Funding Management is NDIA Service Delivered Client/Rep Accepted checkbox is not ticked Service Agreement Client Approved Date field is populated The related Extract Item has a blank Claim Status - the Extract linked to the Extract Item does not have a status of Finished Service Agreement, Category or Service Item has a Service Booking Number*
Submitted for Claiming	Extract item was included in the NDIS csv file successfully uploaded to the NDIS portal - the extract linked to the Extract Item has a status of Finished
Claimed	Payment Request Status is Successful The mapping for the csv file to the Extract Item record is: ClaimReference > enrtcr__Claim_Reference__c Payment Request Status > Claim_Status__c
Error	Payment Request Number is Error The mapping for the csv file to the Extract Item record is: ClaimReference > enrtcr__Claim_Reference__c Payment Request Status > enrtcr__Claim_Status__c Error Message > enrtcr__Status_Message__c
Paid	NDIA paid the claimed item The Service Delivered record will also be updated to Claim Status Paid The Service Delivery record is locked down and can no longer be edited

* The Service Booking Number is a Lumary setting for service agreements. It can be used to restrict extracts to services that have been booked with the NDIA. To activate this setting, a system administrator will need to tick the Require Service Booking to Extract checkbox under the Service Agreements tab in Lumary Settings.