ReturnToWorkSA integration

The screenshots on this page do not all reflect the new web version yet.

Invoices for ReturnToWorkSA

• have particular requirements for time recording
• can be electronically exported from Case Manager and imported into the ReturnToWorkSA system

Time recording and charge code rounding

ReturnToWorkSA requires that when activities are invoiced their duration per charge code per day must be a multiple of 6 minutes. The idea is that short activities, such as quick phone calls, can be combined together with equivalent activities into multiples of 6 minute units.

This requirement is supported by Case Manager. The system performs the rounding calculation when creating invoices for all cases with a category where Use ReturnToWorkSA charge code rounding is selected.

This setting is at the Accounting tab of the Category settings. This setting must be saved in the windows version of Case Manager. Once set, the web version can perform the necessary calculations.

More information about the rounding function is at ReturnToWorkSA charge code rounding.

Export invoices from Case Manager to ReturnToWorkSA

ReturnToWorkSA invoices can be electronically exported from Case Manager and imported into the ReturnToWorkSA system.

The first step is to create the required invoices. For more information about invoicing see Invoices.

The export-import process has three steps:

• Create a journal entry containing these invoices
• Create an export file from the journal entry

If you have multiple offices involved with ReturnToWorkSA invoices, you need to perform one export-import process per office.

• Import the file into the ReturnToWorkSA system

Export fields

The export file has one header and multiple detail records, one for each cost in the invoices.

The table below show the Case Manager fields included in the header.

Case Manager field	Required	ReturnToWorkSA export field
Company name (Set in the system options)	Yes	Practice name
Primary address of the selected office (see step 13 below)	Yes	Practice address
Business Number of the selected office	Yes	ABN

The table below shows the Case Manager fields included in the export detail records.

Case Manager field	Required	ReturnToWorkSA export field
Invoice number	Yes	Invoice number
Invoice date	Yes	Invoice date
Claim No	Yes	Claim number
Cost's employee provider number, see Provider numbers for more information	Yes	Service provider number
Cost's date	Yes	Service from date
Cost's start time	No	Service from time
Cost's charge code	Yes	Service type code
Cost's description	Yes	Service description
Cost's unit charge amount	Yes	Rate
For activities - cost's duration in minutes For items and fixed charge - cost's quantity	Yes	Quantity
For activities - M (minutes) For items and fixed charge - U (units)	No	Unit of measurement
Cost's total charge	Yes	Total
Tax status: gst inclusive or no tax	Yes	Y if cost has GST included

Notes

• Required means a value must be supplied and if it is missing the import file will not be processed at ReturnToWorkSA. For example, every cost must have a charge code.
• If Case Manager identifies an error when exporting information for any invoice in the batch (e.g. the charge code is missing for a cost), you will be informed (step 16) so that you can correct it.
• You are prevented from importing the same export file more than once into the ReturnToWorkSA system.

Export-import process

Details of the three steps of the invoice export-import process are below.

Create Journal Entry

1. Go to View > Journal Entry List.
2. At the top left hand side of the Journal Entry List, click the New button to add a new Journal Entry.
3. Select the required date range.
4. Select the Invoices checkbox only.
5. Select only the categories that are relevant to ReturnToWorkSA.

Alternatively, you might filter invoices by the relevant Bill To companies. The choice depends on the way your business is set up in Case Manager.

6. Click Refresh.
7. Review the list of invoices to ensure they are correct.
8. Click OK.

For more information see Journal entries.

Create export file from journal entry

9. Select the newly-created journal in the left hand pane.
10. Click Export.



11. Select WorkCover South Australia.



12. Click Next.
13. Select an Office.
14. Confirm that the output location for the file is appropriate.

You can change the location of the export file by clicking ...

15. Click Next.



16. The export file has been created and the export log is displayed in the window. Any errors are displayed:



You can click Save Log to save the log to a file.

17. You can click Open Output File to display the export file created.
18. Click Finish.



19. If issues were reported in the log, correct them in the system and re-generate the export file by returning to step 10.

Note that when errors are displayed in the log the export file will still be created. However, this file will fail when it is imported into the ReturnToWorkSA system. If errors are reported in the log you need to rectify them and return to step 10 to create a new export file.

Import file at ReturnToWorkSA website

Currently you import the file in test mode first to ensure that there are no errors. The instructions below explain the steps. If there are any errors the entire file is rejected.
The test mode will be eliminated when the new portal is implemented on 13 February 2017 (est.). In the revised system invoices with errors will be rejected and invoices without errors will be accepted and imported.

20. In a browser go to the ReturnToWorkSA website:http://www.rtwsa.com/online-services
21. Click Login to log in with your username and password.
22. Go to Online Services.
23. Select the option to upload invoice.
24. Locate the export file using the file selector.
25. Click Submit.
26. Once you've submitted the file, click the Refresh button to view the status of the upload.
27. If the upload has problems, such as in the example below, error message(s) will be generated and you need to fix the issue(s) before proceeding further.