Purchase Import Process

Your organisation may receive a high volume of invoices from external suppliers. Manually entering each purchase into CareVision is time-consuming. To make this easier, CareVision provides the Purchase Import feature so you can bulk upload purchase files and reduce manual work. This helps you easily claim expenses, generate statements, and meet funding requirements.

Since accounting systems use different export file formats, this documentation shows you how to convert your external purchase data into the required format before uploading it to CareVision.

Keywords: purchase import, bulk upload, carevision, mapping, ref codes, validation

Prerequisites

1. All debtor accounts in the organisation’s finance system must match CareVision’s records.
   
2. Each transaction must reference a valid price guide item (SERV code, NDIS support item, or CHSP service type ID).
   
3. Purchases are correctly mapped to the appropriate reference codes used in your organization. This is important to ensure that the correct billing categories are applied to services, so they are imported accurately as bookings. For more information, see Carevision Reference Codes Table.
   

What You Need

• Access to the CareVision portal as a Coordinator Admin
• Purchases Extract_Import Template
• Support at Home eKit
• Microsoft Excel
  
• Notepad
  

Steps

1. Client Mapping

1. Download the List of Current Clients:

1. In the left navigation pane of the portal, go to Reports > Client Reports.
   

1. In the Filter Parameters section, set the Client Status field to Active Client. Apply any additional filter parameters as required by your organisation.
   

2. Set Display and Export Options:

1. In the Display Parameters field, select First Name, Last Name, ID, and Salutation.
   

1. Set the Export Option field to CSV.
   

1. Click Export Report.
   

3. Prepare the Data

• Open the downloaded CSV file in Excel.
• Navigate to the Client Mapping tab of the Purchases Extract_Import Template.
  

4. Map Client Data

• Copy the Salutation, Last Name, First Name, and ID from the CSV file.
• Paste each value into the relevant columns in the Client Mapping tab.

2. Manage Source Data Tab

1. In the Purchases Extract_Import Template, go to the Source Data tab.
   

2. Enter the details of the items or services to be imported in columns A to M.

3. For columns D, E, F, and M:

1. Ensure the values match the references provided in the SAH Reference Data document.
2. You can find this document by searching for "Support at Home eKit" on Google.
   

4. After entering your final item, make sure there is no data below the last entry. Delete any blank rows after your last item.

3. Manage AdhocImport Tab

1. Review all details in the AdhocImport tab.
   

2. If you need to change any services, descriptions, or values, make these changes in the Source Data tab only.

3. The last line of data in the AdhocImport tab should match the last line in the Source Data tab.

4. Delete any rows that contain only #REF!

5. Format columns as follows:

1. Column H: Use the format YYYY-MM-DD
2. Column I: Use the format hh:mm:ss
3. Column AY (if data is present): Use the format hh:mm:ss
   

The following table lists key columns and their descriptions from the AdhocImport tab of the template.

CareVision Import File Columns	Description
booking_id	Unique identifier for the booking.
client_user_id	Identifier for the client associated with the booking.
service_name	Name of the service being booked.
service_id	Unique identifier for the service.
booking_description	Brief description of the booking.
description	Additional details or notes about the booking.
instructions	Specific instructions related to the booking or service delivery.
allocated_to_staff_user_id	Identifier for the staff member assigned to the booking.
delivery_date	Date when the service or booking is scheduled to be delivered.
Key	Unique key or reference for the record, if applicable.
Funding Source ID	Identifier for the funding source used for the booking.
start_time	Scheduled start time for the booking.
Reference	Reference code or number related to the booking or purchase.
Gross	Total gross amount for the booking or service.
Cost excluding GST	Cost of the booking or service, excluding GST (Goods and Services Tax).
GST	Amount of GST applicable to the booking or service.
Debtor Reference	Reference for the debtor or payer associated with the booking.
duration_hours	Duration of the booking or service in hours.
duration_in_minutes	Duration of the booking or service in minutes.
timezone	Timezone applicable to the booking’s scheduled time.

Make sure all required columns are present and formulas populate correctly.

4. Save File

1. Make sure you are on the AdhocImport tab.

2. Save the file as CSV (Comma Delimited).

3. Name the file according to your naming convention.
   

5. Clean the Data

1. Open the CSV file in Notepad.

2. Click on "View" and remove the tick from "Word Wrap".

3. Check the end of the file for any extra lines containing only commas (e.g., ,,,)

4. If you find any such lines at the end, delete them and save the file again.
   

6. Import File into CareVision Portal

1. Log in to the CareVision portal as a Coordinator Admin.

2. Navigate to the left navigation pane and click Actions.

3. Next, select Purchase Import.

4. Click Browse.

5. Browse your computer and select the relevant CSV file.

6. Click Submit.

7. A success message will appear if your file is uploaded successfully. Your import will then be processed. Click OK.

Notes:

1. If errors occur (such as invalid input, date/time format issues), correct the CSV and retry.
2. Make sure all time formats have leading zeros (09:00:00, not 900).

7. Data Validation

After successfully importing, follow these steps in the portal:

1. Go to Actions > Service Review.

2. Set the From and To date fields to the relevant period.

3. Apply any necessary filters. Make sure to filter for externally delivered bookings.

4. Click the Print icon.

5. Select CSV as the file format and generate the service review report.

6. Cross-check the records between the file you used for import and the file generated in Service Review.

1. Confirm the number of imported records matches expectations.
2. Once validated, the process is complete. Repeat for subsequent months as required.

 

This topic outlined the process of converting external purchase data into the required CareVision import format and described the steps to import the file using the Purchase Import feature. For more information about importing purchase data, contact the CareVision Support Team.

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