Reconcile NDIA claim results

Import the NDIA bulk results file inside the Record payment drawer, read the accepted and rejected lines, and void a batch.

Last updated · 2 August 2026

For an NDIA batch there is no separate reconciliation screen. You open the batch’s Record payment drawer and import the bulk payment results file from the NDIS there: the platform matches each line, records its outcome against the batch, and then prefills the payment amount with the accepted total so you can record the money in the same visit. This block only appears on NDIA batches, and only if your role has payments edit access.

Note

The standalone Upload claim results row action is gone. Everything it did now happens inside the Record payment drawer, which is the single NDIA entry point. If a guide or a colleague sends you looking for an upload icon in the Action column, it is the money icon you want.

Screenshot pendingThe Record payment drawer on an NDIA batch, showing the Claim results block at the top with its file picker, and the Matched, Accepted, Partial, Rejected and Unmatched count cards that appear once a results file is read.

Open the batch's Record payment drawer

Go to Finance›Payments, find the NDIA batch in the Invoice batches table, and select the money icon in the Action column (a banknote while the batch still owes money, a paperclip once it is settled). The drawer opens with a Claim results block at the top: “Import the NDIA bulk payment results file for this batch to record its claim outcomes.”

Choose the results file

Select the NDIA bulk payment results file. Only .csv files are accepted, and a file larger than 10 MB is rejected with Results file is larger than 10 MB. Export the results file again and retry. If the file cannot be read, a Results file not recognised message appears.

Matching runs on the ClaimReference column only, the same reference our NDIA bulk-claim CSV writes and the NDIA portal echoes back unchanged. Column names can otherwise vary a little between portal exports (for example “Claim Status” or “Status”), so only ClaimReference and a status column are actually required.

Once the file is read, five count cards show how it matched against the batch:

Count	What it means
Matched	How many lines matched, shown as a count like 8 of 10.
Accepted	Lines the NDIA accepted in full.
Partial	Lines the NDIA paid only part of.
Rejected	Lines the NDIA rejected.
Unmatched	Lines in the file with no matching batch row. Their references are listed below the cards.

Below the cards, watch for:

N import warnings to review, for example a paid amount the platform could not read, or an NDIA line that paid more than the claimed amount. These do not block the import.
Existing outcomes will be overwritten, “This batch already has imported results. Re-importing replaces them.”
N previously imported rows are missing from this file, “These rows keep their existing outcomes. If this file supersedes the earlier results, export the full results file and re-import.”
Nothing to import, “No rows in this file match batch claim references. Check you have the right file.”

Import the results

Select Import results at the bottom of the block. On success the toast confirms how many lines were recorded, splitting out partials, for example “6 accepted · 2 partial · 1 rejected recorded”, and the batch’s Status column shows the same accepted and rejected counts below its badge (with a partial count too, when there is one).

A Claim results imported confirmation stays in the drawer. When the accepted total falls short of what you claimed, it says so plainly: “NDIA accepted $X of $Y claimed.”

Record the money

The drawer stays open, and the Amount field is now pre-filled with the accepted total rather than the full invoiced amount, so the payment you record matches what the NDIA actually paid. (If you had already typed an amount yourself, it is left alone.) Check the date, add a reference if you have one, attach the remittance advice, and select Record payment. See Record a payment for the rest of the fields.

Note

Rejected lines need to be corrected and re-billed. Fix them from the finance register, then generate a fresh batch for the affected items.

Void a batch

If a batch was issued in error, select the Void batch (ban) icon in the Action column. A Void this batch? dialog explains that Rows return to billing and the batch is kept for audit. Recorded references are cleared. Confirm with Void batch. The rows return to the Billing register to be billed again, and a toast confirms how many rows returned to billing.

Watch out

Voiding is blocked once a batch has been actioned. The button is disabled, with the reason in its tooltip, when this batch is already void, when it has recorded payments and can no longer be voided, or when claim results have been imported for this batch and it can no longer be voided. You also need payments edit access to void.

Watch out

If the batch was pushed to Xero, the void dialog adds an amber warning: “This batch was pushed to Xero. Void or delete the draft invoice in Xero as well; OneForce Care will not do it automatically.” Voiding here never reaches into your Xero organisation.