SaH Monthly Statements in quickclaim

In this article:

Overview of Monthly Statements

Fund Types (Categories)

Statement Lifecycle

How Budgets appear on the statement 

Financial Calculations

Document Presentation (Care Recipient Data)

Worked Example

Troubleshooting (post-issuance)

Glossary & FAQ

1. Overview of Monthly Statements

A Monthly Statement is a per-care-recipient PDF summary generated for a specific calendar month. This document serves as a financial record for the recipient, tracking available funding, itemised service delivery spend (categorised by government and individual portions), and closing balances.

From a system integrity perspective, statements provide a stable audit trail by "chaining" balances across months. This ensures that every dollar of entitlement and expenditure is accounted for across the recipient's lifecycle.

Each Care Recipient's statement includes:

• how much funding they had available at the start of the month,

• every service that was delivered and paid for during the month,

• how that spend was split between government subsidy, government reductions, and the care recipient's co-contribution,

• the closing balance left in each of their funds,

• for Assistive Technology (AT) and Home Modifications (HM): how much has been committed* but not yet spent.

Statement Inputs

The issuing process requires specific organisation-level inputs to trigger the automated lookup of budgets, usages, and recipient data.

Input	Requirement	Validation Logic
Organisation	Required	The specific legal entity or provider organisation.
Month	Required	Must be YYYY-MM or YYYY-MM-01. Any other day of the month is rejected.
Claim IDs	Required	One or more existing claims covering the month. Each must have at least one Payment Statement.

Statement Outputs

Standard Header Components

Every generated statement PDF includes the following standard data points:

• Statement Metadata: Statement date (last day of the month), unique statement number (stable per recipient/month), and the statement period.
• Provider Information: The legal entity associated with the service provider.
• Recipient Details: Care recipient name, package level, client number (configurable via user fields), and MyAgedCare gateway ID.
• Address Information: Both home address and postal address (subject to communication preference rules).

Per-fund section (repeated for each Budget the recipient has)

• Fund source (e.g. ON = Ongoing, HC = Home Care, AT = Assistive Technology, HM = Home Modifications)

• Fund name (with the rename rule from Document Presentation)

• Budget period label (budget start date – budget end date)

• Budget opening (the total entitlement of the Budget)

• Previous usage (how much of the Budget was spent before this month)

• Opening balance (what was left at the start of the month)

• Total amount (what was spent during the month)

• Closing balance (what is left at the end of the month)

• Committed amount (AT / HM only — see Financial Calculations)

• A list of line items (see table below)

Line-item Columns

 

2. Fund Types and Categorisation Rules

Budgets are categorised by two-letter fund codes. These codes dictate sorting priority, naming conventions on the PDF, and eligibility for specific financial displays.

Code	Human-Readable Fund Name (on PDF)	Special Rules
ON	Home Support ongoing	Sorting Priority 1 (appears first).
HC	Unspent HCP Funding	Stored as "Home care account"; renamed for PDF. Sorting Priority 2.
AT	Assistive Technology	Eligible for "Committed Amounts" display.
HM	Home Modifications	Eligible for "Committed Amounts" display.
AS	Assistive Technology Specified Needs	Standard display.
RC	Restorative care pathway	Standard display.
EL	End of life pathway	Standard display.
CU	Commonwealth Unspent funds draw down	Provider-held funds; treated as a standard Budget.
CM	Care Management	Excluded from PDF generation entirely.

Notes:

• Every Budget is its own record and produces its own section on the PDF. Budgets are **never merged**, even when two Budgets for the same recipient have the same fund type (see the 60-day rule in [§4](#4-how-the-pdf-is-built-sections-line-items-and-signs)).

• Fund names other than `HC` appear on the PDF exactly as they are stored on the Budget (e.g. `Home Support ongoing`, `Assistive Technology`, `Home Modifications`, `Restorative care pathway`, `End of life pathway`, `Commonwealth Unspent funds draw down`).

• CM is deliberately omitted because Care Management funding is not itemised to the recipient.

 

3. The Statement Issuing Lifecycle

Preconditions for Issuing (Checklist)

The system performs a strict validation pass before a batch is created. Issuing is blocked if any of the following are true:

• Invalid Month: Format is not YYYY-MM or YYYY-MM-01.
• Active Batch: Another batch for the same organisation is currently running (status PENDING_ISSUE).
• Duplicate Month: A non-voided statement already exists for the requested period.
• Chronology Violation: The month is not strictly after the latest already-issued statement.
• Claim Integrity: Provided Claim IDs have no Payment Statement or are tied to other active batches (you must void that batch first).
• Claim Ordering (Leap-frogging): Older unissued claims exist (checked via createdAtDateTimeExternal). Older claims must be issued first or included in the current batch.
• Provider Config: A service provider in the batch lacks a configured Legal Entity ID.
• Multi-Legal Entity Conflict: A single Budget is linked to multiple providers that resolve to different legal entities.

The Background Journey

Once validated, the system follows this automated sequence:

1. Validation and locking. The requested month and claim IDs are validated against the preconditions above. On success, every Payment Statement belonging to the selected claims is locked to PENDING_ISSUE and tagged with a newly generated batch number. This lock prevents two batches from running for the same organisation at the same time.

2. Queuing. The batch is now place in the queue for issuance. From this point, the rest happens in the background.

3. Reading Budgets. All current Budgets (including those that have expired but not yet rolled over) of the organisation are loaded. A Budget with a start date after the statement month's first day is excluded from the batch entirely.

4. Grouping. One group is created per Budget (and therefore per fund) per care recipient. Each group will become one section in that recipient's PDF and one Monthly Statement Summary record.

5. Committed amount enrichment (AT/HM only). Commitments matching the recipient, fund type (AT or HM), provider, and month window of the Budget are summed into that Budget's group (see Financial Calculations).

6. Reading Payment Items. Payment Items belonging to the selected claims are loaded.

7. Reading Budget Usages. Budget Usages for the month are loaded and matched to Payment Items.

8. Balance calculation. For every Budget/group, the previous-usage sum, month spend, opening balance, and closing balance are computed (see Financial Calculations).

9. Validation pass. Each Payment Statement in the batch is checked to ensure every one of its Payment Items has a matching Budget Usage inside the month. If any claim in the batch fails this mapping, the entire batch is marked ERROR and no Monthly Statement records are created.

10. Writing the records. One Monthly Statement Summary is created per group, and one Monthly Statement Detail is created per line item. The related Payment Statements are moved from PENDING_ISSUE to ISSUED.

11. PDF generation. For each care recipient (statement number), a PDF is requested from the PDF generator using the Summary and Detail records. The PDF's S3 path is stored on the Monthly Statement Summary so user can download or re-email it.

 

4. How Budgets Appear on the Statement 

One section per Budget (grouping rules)

Each group represents a unique combination of Care Recipient and Budget, and becomes exactly one section on the recipient's PDF and one Monthly Statement Summary record in the database.

• A Budget is only eligible if its start date is on or before the first day of the statement month. Budgets that start later are skipped entirely for that month's batch.

• The CM fund is excluded — it never produces a section on the PDF.

• A Budget Usage that has already been counted on a previously issued Monthly Statement is skipped so the same delivery is never billed twice across months.

• A Budget Usage whose SAH service provider cannot be matched to a provider in the batch is skipped.

• A Budget's legal entity is the legal entity of its service provider. If a Budget is linked to multiple service providers and those providers resolve to different legal entities, the batch fails (a Monthly Statement cannot straddle two legal entities).

A group carries: the care recipient, the fund source and name, the Budget start/end period, a growing list of line items, and — for AT/HM only — a committed amount.

The 60-Day Overlap Rule

Support at Home (SaH) quarterly budgets allow a 60-day overlap. If two budgets (e.g., Q4 and the new Q1) are active, the PDF creates separate sections for each. Balances and spending are never merged; each section tracks its own opening and closing figures independently.

Sign Convention and Tagging

The system flips internal signs to match recipient expectations.

Item Type	Internal Sign	PDF Display Sign
Standard Delivery	Negative (Spend)	Positive (Money Out)
Reversal / Correction	Positive (Money Back)	Negative (Money In)

Description Tags:

• [CANCELLATION]: Applied when a reversal exactly matches an earlier spend (same provider, invoice, and item).
• [CREDIT]: Applied to positive Budget Usages (money back) that have no matching prior spend.

Pro-rating and Synthetic Lines

• Pro-rating: If a Payment Item is split across budgets, the government subsidies, reductions, and co-contributions are split based on the ratio of the split of the total amount.
• Synthetic Line: If a recipient has no service deliveries in a month, the system generates a single line: "No services delivered for this month" to ensure the PDF renders with correct balance information.

 

5. Financial Calculation Logic & Balance Chaining

The system uses high-precision math for internal calculations, maintaining 4 decimal places to prevent cumulative rounding errors from exceeding one cent, while displaying 2 decimal places on the PDF.

Calculation Field	Definition	Logic / Formula
Budget Opening	Total entitlement	Budget.total (Includes SAH quarterly accruals).
Previous Usage	Prior reported spend	Sum of line amounts from all previously issued statements for this Budget.
Opening Balance	Start-of-month funds	Budget Opening – Previous Usage.
Total Amount	Current month spend	Sum of all line amounts reported in the current batch.
Closing Balance	End-of-month funds	Opening Balance – Total Amount.

Important clarifications:

• "Previous usage" is driven by issued Monthly Statements, not by Budget Usages directly. A delivery that happened before the Budget ever had an issued Monthly Statement is not deducted from the Budget opening. This is intentional so balances chain cleanly once the Budget is under statement management — but it also means the very first statement for a Budget requires care (see the caveat below).

• Voided statements do not count as "previous". After a batch is voided, its line amounts are no longer subtracted from the Budget opening in any future calculation. The Budget looks "fresh" again from the point of view of the next batch.

• Balance chaining across months. For each subsequent month, the previous-usage sum naturally grows by the previous month's Total amount, so Opening balance (this month) = Closing balance (previous month) provided there were no voids or corrections in between.

• Rounding. Amounts are rounded to 2 decimal places for display; internal accumulations use up to 4 decimal places to keep cumulative rounding error under one cent.

The First Statement Caveat

The first Monthly Statement issued for a Budget does not account for raw Budget Usages (real deliveries) that occurred prior to the statement month. Because "Previous Usage" is only triggered by issued statements, the first statement will show Previous Usage = 0, even if spend occurred previously.

• Remediation: To ensure a clean balance chain, users must issue statements for prior months chronologically (oldest first). This "backfills" the usage into the chain.

Committed Amount Logic

For AT and HM funds, the PDF displays a "Committed Amount."

1. These represent funds earmarked for future spend that have not yet been delivered.
2. Informational Only: They do not affect the opening, total, or closing balances.
3. Matching Rule: A Commitment matches a Budget when **all** of the following are true:
   1. The Commitment's service type equals the Budget's fund type (`AT` or `HM`).
   2. The Commitment's care recipient equals the Budget's care recipient.
   3. The Commitment's month falls inside the Budget's start/end window. If the Budget has no end date, only the start date is checked.
   4. Either the Commitment has **no service provider**, or its service provider equals the Budget's service provider.
   If a Commitment has no service provider, it matches multiple budgets of the same recipient and fund type without being split.

 

6. Document Construction (Section Order and Care Recipient Data)

Order of appearance

1. Latest Budget first: Budgets with the latest start date appear first with earlier budgets following.
2. Fund priority: Ongoing Support --> Home Care Packages --> Everything else
3. Alphabetical order: funds are then sorted in alphabetical order of their source code

Data Priority Hierarchy

1. SAH Finance Preferences: Primary source for communication flags and addresses.
2. AR Person Record: Fallback source if Finance preferences are missing.

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Statement numbers

• A statement number is assigned per care recipient per month.

• The same recipient keeps the same statement number across all of their fund sections in the same batch — all the sections of one person always share one statement number.

• If a summary already exists in this batch for the recipient (for example because the batch was partially started), its existing statement number is reused rather than a new one being generated — a recipient can never end up with two different statement numbers in the same batch.

• Statement numbers start at 1,000,000 and increment per organisation.

Batch numbers

• One batch number is assigned per issue request.

• Every Payment Statement and Monthly Statement Summary produced in that run carries the same batch number.

• Batch numbers start at 1,000,000 and increment per organisation.

Fund names on the PDF

Stored fund name	Shown on PDF
Home care account	Unspent HCP Funding

Other fund names are shown as stored.

Care recipient information on the PDF

The care recipient header is assembled from two sources, in this priority order:

1. Care recipient preferences on file in SaH Finance (Care Recipient record) — these always take priority when present. This includes email, address, home address, post-delivery enabled, and email-delivery enabled.

2. fThe person record in AR (Account Receivable Module) — used as a fallback for any field that was not filled in step 1.

Specifically:

Field	Primary source	Fallback
Email	SAH Finance preferences (email)	AR person (email)
Postal address	SAH Finance preferences (address)	AR person (address)
Home address	SAH Finance preferences (homeAddress)	AR person (homeAddress)
"Include in batch PDF"	SAH Finance (isPostDeliveryMethodEnabled)	AR person (isIncludedInBatchPdf)
"Auto email notification"	SAH Finance (isEmailDeliveryMethodEnabled)	AR person (isAutoEmailNotificationEnabled)

Client number. The client number field on the care recipient record is configurable per organisation via the Settings menu (for example userField3). If that field is empty or no setting is configured, the client number is omitted from the PDF.

Package level is read directly from the care recipient record.

Postal address rule on the PDF. The "Postal Address" line on the PDF is resolved as follows:

• If the recipient's preferences say they want email delivery (isAutoEmailNotificationEnabled = true) and they do not want to be included in the printed batch PDF (isIncludedInBatchPdf = false) and they have an email on file, then the email is printed in the postal-address line on the PDF.

• Otherwise the normal postal address is printed.

The home address line always shows the home address (no email substitution).

Post-Issuance Actions

• Voiding Batches: Marks summaries as VOIDED and detail records as soft-deleted. Resets Payment Statements to NOT_ISSUED.
• Regenerating PDFs: Refreshes recipient metadata (address, package level) without recalculating financial totals.
• Batch PDF Merging: Stitches together all PDFs where isIncludedInBatchPdf = true for physical printing.

7. Worked Example (March 2026)

Scenario Overview

• Quarterly HCP Budget (Jan–Mar 2026): $12,000.00 total entitlement.

• Previous Activity: Jan & Feb statements reported $3,000.00 total spend.

• March Payment Items:

  • Item A: $200 (100% HCP)

  • Item B: $500 (Split: $400 HCP / $100 AT)

  • Item C: $300 (Delivered then reversed)

• Assume:
  • Budget Usage for A allocates the full **$200** to HCP.
  • Budget Usage for B allocates **$400** to HCP and **$100** to AT.
  • Budget Usage for C allocates **$300** to HCP *delivered*, plus a matching **−$300** reversal.

HCP Section (PDF View)

Line	Date	Description	Unit	Rate	Amount	Gov Subsidies	Reductions	Contributions
A	07/03/2026	[Description]	2	100.00	200.00	180.00	0.00	20.00
B	14/03/2026	[Description]	1	400.00	400.00	360.00*	0.00	40.00**
C (Del)	20/03/2026	[Description] [CANCELLATION]	1	300.00	300.00	270.00	0.00	30.00
C (Rev)	20/03/2026	[Description]	1	-300.00	-300.00	-270.00	0.00	-30.00

*Prorated: $450 × ($400 / $500)

**Prorated: $50 × ($400 / $500)

HCP Balances:

• Budget opening: $12,000.00

• Previous usage: $3,000.00

• Opening balance: $9,000.00 ($12,000 - $3,000)

• Total amount: $600.00 ($200 + $400 + $300 − $300)

• Closing balance: $8,400.00 ($9,000 - $600)

AT Section (PDF View)

For the same recipient, the $100 portion of Item B appears here. If matching commitments exist for this month ($500), the section displays as follows:

• Total amount: $100.00

• Committed amount: $500.00

• Note: The committed amount is informational and does not deduct from the closing balance calculation.

Variant: 60-Day Quarter Overlap

If a new HCP Budget (Apr–Jun 2026) starts early on 01 March, deliveries are split between the two budgets. The PDF will generate two separate HCP sections because balances are independent.

Section	Budget Period	Budget Opening	Previous Usage	Opening Balance	Total Amount	Closing Balance
HCP (Jan-Mar)	01/01/26 – 31/03/26	$12,000	$3,000	$9,000	$500	$8,500
HCP (Apr-Jun)	01/03/26 – 30/06/26	$12,000	$0	$12,000	$100	$11,900

 

 

8. Post-Issuance Troubleshooting Reference

Regenerating a single PDF

Generating the PDF can be re-run for a specific statement number. This re-reads the latest care recipient preferences (address, email, client number, package level), calls the PDF generator again, and replaces the existing PDF file.

Note: The underlying Summary and Detail records are not re-calculated during a regeneration.

Voiding an entire batch

A whole batch can be voided. Voiding performs the following actions:

• Status Update: Marks every Monthly Statement Summary in the batch as VOIDED.

• Data Removal: Soft-deletes every Monthly Statement Detail (line item) that belonged to those summaries.

• Resetting Payments: Resets every related Payment Statement back to NOT_ISSUED and clears its batch linkage so it becomes eligible for a future batch.

• Balance Correction: Removes the batch's contribution from Previous usage for all affected Budgets. The next batch will calculate balances as if this voided batch never existed.

Important: Voiding is required before you can re-issue the same month or include any of the batch's claims in a new run.

Re-issuing a month

To re-issue a month, you must follow this sequence:

1. Void the current batch for that month.

2. Call Issue again with the desired claim IDs.

Batch PDF (One merged file)

• Stitched Output: A single merged PDF can be produced that stitches together every individual per-recipient PDF in the batch marked for inclusion.

• Inclusion Logic: A recipient is included only if isIncludedInBatchPdf = true (checked in SAH Finance preferences first, then AR person as fallback).

• Naming Convention: The file is named sah-monthly-statement-<statementStartDate>-batch-<batchNumber>.pdf.

• Storage: The path is stored on every included summary's metadata for easy download.

• Clean Exit: If no recipients are marked for inclusion, no batch PDF is produced.

Email delivery (Attachments)

Finance can trigger email delivery for a batch, attaching each recipient's specific PDF.

• Auto Mode: Only summaries with isAutoEmailNotificationEnabled = true are emailed. Others are skipped silently.

• Explicit Mode: Specific selection by statement number/ID is honoured regardless of the auto flag. However, an email must be on file and the PDF must exist, or the request is rejected.

• Templates: Subject and body are pulled from organisation-level settings and support the placeholder.

• Required Settings: A "From" address is mandatory; CC is optional.

• Exclusions: Specific emails or statement numbers can be passed to skip rows during the run.

• Dispatch: Emails are sent via the shared communication service in chunks. Failures will trigger an error so Finance can retry the remaining items.

Symptom	Probable Cause	Resolution Path
Rejected for "Leap-frogging"	Older claims exist with an earlier createdAtDateTimeExternal.	Include the older claims in the current batch or issue them first.
Claim-scoped mapping failure	Payment Item cannot be mapped to a Budget Usage.	Verify Budget Usage linkages (re-sync if necessary) and re-issue.
Opening balance too high	First statement for budget; Previous Usage is zero.	Issue statements for prior months chronologically to backfill the usage.
Legal Entity error	Multi-provider budget resolves to different Legal Entities.	Correct provider legal entity configuration or split budget usage.

 

9. Master Glossary & FAQ

Glossary

• Claim: A claim submitted to SAH by a service provider for a billing period.
• Payment Statement: The statement SAH returns for a claim, listing the Payment Items and their outcomes.
• Payment Item: A single line inside a Payment Statement (one invoice item).
• Budget: An account assigned to a care recipient for a fund type (e.g. HCP, AT, HM, Ongoing). Each Budget has a total entitlement, a start date, and optionally an end date.
• Budget Usage: The record of how a Payment Item was allocated to a specific Budget.
• Fund source/Fund name: the code and human name of the Budget's fund type (`ON`, `HC`, `AT`, `HM`, …).
• Commitment: Funds earmarked for future AT/HM spend; does not impact balances.
• Batch: One run of "issue monthly statements". One batch covers one month and produces multiple PDFs.
• Statement number: An identifier stable per care recipient per month, shared across all that recipient's funds in the PDF.
• Legal Entity: The billing entity of a service provider; a single budget cannot span multiple legal entities on one statement.
• Monthly Statement Summary: The database record representing a specific Budget's totals for the month.
• Monthly Statement Detail: The database record for a specific line item on the statement.

FAQ's

Q. How is the Opening balance in the budget summary calculated?

Opening balance = Budget opening − Previous usage.

• Budget opening is the Budget's total entitlement for its period (e.g. one quarter).

• Previous usage is the sum of every amount that this same Budget has ever contributed to an already issued Monthly Statement. In plain terms: this month's opening = this Budget's entitlement minus everything that's already been reported in prior monthly statements for this same Budget.

Q. What is the "previous usage" made of, exactly?

It is the sum of the line-item amounts on every previously issued Monthly Statement that was produced for this exact Budget. Voided statements do not count. Budget Usages that were never picked up by a Monthly Statement do not count either — only what has been reported before.

Q. Budgets are quarterly but statements are monthly — how does that reconcile?

The Budget's Budget opening is the quarterly entitlement.

• First month: Previous usage is 0, so Opening balance equals the quarterly entitlement.

• Subsequent months: Previous usage is the sum of what was reported in the earlier months of that quarter. The closing balance of one month automatically becomes the opening balance of the next because the month's total is added to the Previous-usage sum for the next run.

Q. What happens during the 60-day overlap, when both the previous quarter's Budget and the current quarter's Budget are open? Both Budgets appear as separate sections on the recipient's PDF. Each section has its own entitlement, its own previous-usage sum, and its own balances. They are never merged. The deduction is decided by the upstream usage allocation.

Q. What are all the fund types that can appear on a statement?

• ON: Home Support ongoing

• HC: Home care account (shown as Unspent HCP Funding)

• AT / HM: Assistive Technology / Home Modifications

• AS: Assistive Technology Specified Needs

• RC / EL: Restorative care / End of life pathways

• CU: Commonwealth Unspent funds draw down (provider-held)

• CM: Care Management (Not shown on PDF)

Q. What is "Commonwealth Unspent (provider held)"?

This is funding held by the provider for the recipient. Once the ongoing budget is exhausted, the next draw down comes from this pot. It is delivered as a regular Budget with fund code CU and appears on the PDF with its own balances and spend.

Q. Why are the government subsidies / reductions / contributions also different per line?

They are prorated by the same ratio as the amount. If 40% of the invoice hit this Budget, only 40% of the subsidies and contributions will show on this line.

Q. What does [CANCELLATION] mean on a description?

A reversal (positive Budget Usage) that exactly matches an earlier spend. Both the original spend and the reversal lines are shown so the history is visible.

Q. What does [CREDIT] mean on a description?

A reversal that does not match an earlier spend (e.g., a provider refund). It appears as a negative amount and reduces the month's total spend.

Q. Why is "Home care account" showing as "Unspent HCP Funding" on the PDF?

This is a fixed rename applied at the time of PDF generation so recipients see the public-facing name.

Q. Why is one of the recipient's Budgets missing from the PDF? Possible reasons:

1. The Budget starts after the statement month.

2. The Budget is the CM fund.

3. The Budget has no prior balance and no deliveries this month.

Q. A care recipient had no services this month — why did they still get a PDF?

Because their Budget still has an opening and closing balance to report. The list will display a single line: No services delivered for this month.

Q. Can I re-generate just one PDF?

Yes. Finance can trigger a regeneration for a specific statement number to refresh recipient preferences (address, email, etc.) without re-calculating the underlying data.

Q. I need to fix something after issuing — what do I do?

Void the batch, fix the underlying data (linkages or preferences), and re-issue the same month with the same claim IDs.

Q. Why did the whole batch fail because of one claim?

Batches are "all-or-nothing." If one claim's items cannot be mapped to Budget Usages, the batch marks as ERROR to prevent producing partially incorrect PDFs.

Q. What does the Committed amount on an AT/HM fund represent?

Money earmarked for future work within the Budget's date window. It is informational only and does not reduce the opening or closing balance.

Q. Why was a recipient's email used as their postal address on the PDF?

If preferences are set to email-only delivery and they are excluded from the printed batch PDF, the email address is substituted into the postal address line.

Q: Why is the Care Management (CM) fund missing?

Care Management funding is not itemised to recipients and is excluded by system rule from PDF generation.

Q: Why is the line amount different from the invoice?

The line represents only the portion of the invoice allocated to that specific budget. If an item is split across two budgets, each section displays only its prorated share.

Q: Why did the first statement ignore previous spending?

Chaining is driven by issued statements. If no statements were issued previously, Previous Usage is $0. Refer to Financial Calculations (First Statement Caveat) for backfilling instructions.