# Creating & Updating Charge Item Sets

Source: https://docs.astalty.com.au/guide/charge-items/managing-charge-item-sets/creating-updating-charge-item-sets

> Create and update Charge Item sets in Astalty.

Scheduling add-on - This feature requires the Scheduling add-on, which is available on Astalty Premium. See How to enable Scheduling.

## Overview

Create sets of rates for scheduled services. See the [Charge Items Overview](https://docs.astalty.com.au/guide/charge-items/overview) for how sets connect to services.

To manage Charge Item Sets, navigate to the [Charge Items settings page](https://app.astalty.com.au/settings/charge-items).

## Creating a Charge Item Set

To create a Charge Item Set click *Add Charge Item Set* towards the top right of the Charge Item Sets table.

![The Charge Items settings page, with an arrow pointing to the Add Charge Item Set button at the top right of the Charge Item Sets table.](https://docs.astalty.com.au/assets/create-a-charge-item-set.png)

Once you do this you will be presented with two options;

1. Preset Charge Item Set - Using a preset that we have created to quickly get started
2. Manual Charge Item Set - Build your own Charge Item Set from scratch

If the Set's GST Code is **P1**, enter every price in the Set including GST, whichever option you choose.

![The Add Charge Item Set page offering two numbered options: 1 Preset, to use a preset to quickly get started, and 2 Manual, to build your own Charge Item Set from scratch.](https://docs.astalty.com.au/assets/set-types.png)

### Preset

When you select preset you will see a **Select Preset** drop down menu appear where you can choose from our premade Charge Item Sets. The presets available are;

- CB Social - Life Transition Planning
- CB Social - Skills Development and Training
- Community Access
- Group Activities
- Assistance with Self Care
- Assistance with Self-Care - High Intensity
- Supported Independent Living Regular
- Supported Independent Living High Intensity
- Short Term Accommodation Standard
- Short Term Accommodation High Intensity
- Intensive and Complex Behaviour Support
- Access Community Social and Rec Activ High Intensity
- Supports in Employment
- Employment Assistance - Finding & Keeping a Job
- House or Yard Maintenance
- Community Nursing - Nurse Practitioner (Core)
- Community Nursing - Nurse Practitioner (Capacity Building)

Each preset name is prefixed with its support category number. The drop down is searchable. Start typing part of a preset name to filter the list.

![The Add Charge Item Set form with Preset selected and the highlighted Select Preset drop down open, showing the search box and the start of the preset list, each name prefixed with its support category number, from 01 - Assistance with Self Care.](https://docs.astalty.com.au/assets/preset-sets.png)

![The Select Preset drop down scrolled to the end of the preset list, from 01 - Supported Independent Living Regular to 15 - Community Nursing - Nurse Practitioner (Capacity Building).](https://docs.astalty.com.au/assets/preset-sets-scrolled.png)

> **Your business region must be set first**
>
> Presets are priced from the NDIS price guide for your business region, so the drop down stays disabled until a **Region** is recorded on your business details. Astalty links to the setting from the form if you can change business details; otherwise ask an account owner to add it.

When you choose a preset, Astalty fills the Charge Item Set with the related Charge Items. For **Community Access**, it fills these time periods:

- Support Category
- Charge Rate Pattern
- Name
- Number
- Price (which is customisable)
- Unit
- GST Code
- Reference
- Claim Type
- Notional $1

![The Add Charge Item Set form with 04 - Community Access selected in Select Preset and a notice that some fields are locked, with the set details and the Charge Items table highlighted, filled in from Weekday Daytime to Public Holiday and Weekday Night marked N/A.](https://docs.astalty.com.au/assets/preset-look.png)

You can update the **Name** of the Charge Item Set, as well as the **Reference** and **GST Code** if required, to ensure these details align with your organisation's preferences.

![The Add Charge Item Set form with the 04 - Community Access preset selected, and the editable Name, Reference and GST Code fields highlighted beside the locked Support category and Charge rate pattern and the Claim Type selector.](https://docs.astalty.com.au/assets/charge-item-sets-1.png)

#### How preset prices are set

Every price in a preset comes from the current NDIS price guide, using the rates for your organisation's **Region**. That includes the higher **Remote** and **Very Remote** rates. If your business region is set to one of those, the preset fills in the remote pricing rather than the standard state rate.

When the NDIS releases a new price guide and Astalty loads it, the presets pick up the new prices automatically. New sets use the newly loaded prices. Existing sets keep their prices unless you update them manually or they receive an eligible automatic update.

> **Review Existing Set Prices**
>
> Loading a new price guide does not by itself change an existing set. Eligible items can change through an [automatic update](https://docs.astalty.com.au/guide/charge-items/automatic-updates). For a manual change, use [Updating all prices in a Set at once](#updating-all-prices-in-a-set-at-once).

> **Remote and Very Remote must be set deliberately**
>
> If you haven't recorded a **Region**, Astalty works one out from your business address' state. An address supplies a state, not a **Remote** or **Very Remote** region. If you deliver supports in a remote area, set the Region explicitly or your presets will use standard state rates.

#### Preset specific notes

Most presets follow the same shape: a Charge Item for weekday daytime, weekday evening, weekday night (where the support type has one), Saturday, Sunday and public holidays, plus travel items. A few are worth calling out.

**Short Term Accommodation Standard** and **Short Term Accommodation High Intensity** set up hourly rates for weekday daytime, weekday evening, weekday night, Saturday, Sunday and public holidays, plus a **sleepover** Charge Item charged per night rather than per hour.

Beyond the STA presets, a **sleepover** Charge Item is also included on **Assistance with Self Care**, **Supported Independent Living Regular** and **Supported Independent Living High Intensity**. No other preset has one.

> **STA presets don't include either travel Charge Item**
>
> The two Short Term Accommodation presets are the only presets that include neither provider travel Charge Item. If you charge for provider travel on STA supports, add them to the set yourself - see [Adding Travel Charge Items to a Set](#adding-travel-charge-items-to-a-set).

> **Check Which Travel Items the Preset Includes**
>
> Assistance with Daily Life presets have no **Travel During Support** item, including **Community Nursing - Nurse Practitioner (Core)**. **Community Nursing - Nurse Practitioner (Capacity Building)** also omits it. Both Nurse Practitioner presets and Assistance with Self-Care - High Intensity include **Travel Before/After Support**, but no sleepover item. Other presets outside Assistance with Daily Life include both travel items. Add a missing item only when it is appropriate for the support; see [Adding Travel Charge Items to a Set](#adding-travel-charge-items-to-a-set).

**Supports in Employment** charges a different rate for each part of the week - weekday evening, Saturday, Sunday and public holidays each use their own support item with the relevant loading applied, so a Sunday shift is charged at the Sunday rate automatically.

**Employment Assistance - Finding & Keeping a Job** works the other way. It uses the single *Employment Assistance* support item for every day of the week, so the same hourly rate applies whether the support is delivered on a Tuesday morning or a public holiday. There are no weekend or public holiday loadings on this preset.

The **CB Social** presets and **House or Yard Maintenance** behave the same way as Employment Assistance - one support item and one rate across the whole week.

##### House or Yard Maintenance

**House or Yard Maintenance** builds a set for house and yard maintenance supports in one step, instead of entering each line by hand. Selecting it fills in:

- **Name**: 01 - House or Yard Maintenance
- **Reference**: `HYM`, which is then applied to each Charge Item in the set as `HYM_WK_DAY`, `HYM_SAT`, `HYM_SUN`, `HYM_PH` and `HYM_TRAVEL_NOT_DURING`
- **Support Category**: 01 - Assistance with Daily Life (Includes SIL)
- **Charge Rate Pattern**: Fixed Weekday

![The Add Charge Item Set form with 01 - House or Yard Maintenance chosen in the highlighted Select Preset drop down, showing the prefilled Name, Reference, Support Category and Charge Rate Pattern.](https://docs.astalty.com.au/assets/charge-item-set-preset-house-or-yard-maintenance.png)

The House or Yard Maintenance preset fills weekday daytime, Saturday, Sunday and public holiday slots with the same support item and price. Its *Fixed Weekday* pattern also removes the weekday evening and night rows. Other Fixed Weekday presets can have different weekend and public holiday prices.

**Travel Before or After Support** is included as a provider travel - non-labour costs Charge Item with the notional $1.00 unit price ticked. **Travel During Support**, **Sleepover** and **Centre Capital Cost** are marked N/A.

![The Charge Items table for the House or Yard Maintenance preset, with the Price column highlighted on the weekday daytime, Saturday, Sunday and public holiday rows, all at $59.01, the Travel Before or After Support row, and Travel During Support, Sleepover and Centre Capital Cost marked N/A.](https://docs.astalty.com.au/assets/charge-item-set-preset-fixed-weekday-rows.png)

> **Reading the Charge Rate Pattern**
>
> **Variable weekday** uses daytime, evening and night bands as well as weekend and public-holiday rates. **Fixed weekday** has one weekday band plus separate Saturday, Sunday and public-holiday slots. The Employment Assistance, CB Social and House or Yard Maintenance presets happen to fill those slots with the same item and price; the pattern itself does not require all days to have the same price. A preset locks the pattern in the create form.

> **Changing a Preset Replaces Its Details**
>
> Selecting a different preset clears the previous Charge Item rows and fills the new preset's values. Review custom prices and references again before saving. Fixed Weekday presets clear the evening and night rows automatically.

### Manual

When you select manual you will see a blank table where you can enter each of the Charge Item types where the information has been pre filled within the preset Charge Item Set.

![The Add Charge Item Set form with Manual selected, showing empty Name, Reference and Support category fields, the GST Code and Claim Type selectors, and a blank Charge Items table with a row for each day rate from Weekday Daytime to Public Holiday, each Reference prefilled such as WK\_DAY and SAT.](https://docs.astalty.com.au/assets/manual.png)

Once completed the set will look something similar to this.

![The Charge Item Set Details page for a manually built Community Access set with GST Code P2, and its Charge Items table listing a Name, Number, Price, Unit and Reference for each Charge Item from Weekday Daytime to Travel Before/After Support, with a Claim Type on each day rate but not on the two travel rows, and no Weekday Night row.](https://docs.astalty.com.au/assets/manual-set-completed.png)

#### Search the NDIS Price Guide from the Number field

You don't need to type each line item out by hand. The **Number** field on every Charge Item row (it now sits before **Name**) searches the current NDIS price guide as you type - matching on either the **support item number** or the **item name**.

Each result shows the support item number, its name, and the current price. Selecting a result auto-fills that row's **Number**, **Name**, **Price** and **Unit**, so there's less manual copying and fewer typos.

![A Charge Item Set form with 01\_00 typed into the Weekday Daytime Charge Item's Number field, and a dropdown of matching NDIS support items, each showing its number, name and price, such as 01\_002\_0107\_1\_1 at $82.57 and a dash for an item with no set price.](https://docs.astalty.com.au/assets/charge-item-set-number-search.png)

> **Search by number or name**
>
> Start typing a support item number (e.g. `01_002`) or part of the item name (e.g. `self-care`) and pick the matching result. You can use the arrow keys to move through the list and **Enter** to select.

> **Which items appear**
>
> The search returns items from the price guide for your organisation's region. Claim type locked variants (the suffixed items used for specific claim types) are intentionally hidden, since a Charge Item Set stores the base support item number. The price shown is the current price guide price - a dash (`-`) means the item has no set price.

#### Excluding Charge Items from Sets

When manually adding in the Charge Items types, some Charge Items can be excluded by using the provided checkbox to mark as N/A. Once marked as N/A the relevant fields for that Charge Item type will become un-selectable and not be required to create the Charge Item Set.

![The Charge Items table on the Add Charge Item Set form with the N/A checkboxes highlighted on Weekday Night, both travel rows, Sleepover and Centre Capital Cost, where the two travel Charge Items are ticked as N/A and arrows point to their greyed-out fields.](https://docs.astalty.com.au/assets/charge-item-set-na.png)

#### Copy Charge Item into remaining Charge Items

If you are completing a Charge Item Set where the Charge Item doesn't have variable charges for time of day or week, you can use the **Copy to All Day Rates** option to apply it to all remaining day rates.

Complete the **Name**, **Number**, **Price** and **Unit** fields for one day rate, then select **Copy to All Day Rates** from its action menu.

![The Add Charge Item Set form with the Number, Name, Price and Unit highlighted on the Weekday Daytime Charge Item, filled in as 04\_801\_0133\_5\_1, Supports in Employment - Weekday Daytime, $73.58 and hour, and its highlighted three-dot menu open with an arrow to Copy to All Day Rates.](https://docs.astalty.com.au/assets/charge-item-set-copy-guide.png)

After selecting **Copy to All Day Rates**, the other day rates will be pre-populated with the same detail.

![The Add Charge Item Set form after Copy to All Day Rates, with arrows from the Weekday Daytime row and the same Number, Name, $73.58 Price and hour Unit highlighted in the Weekday Evening, Weekday Night and Saturday rows.](https://docs.astalty.com.au/assets/charge-item-set-copy-2-guide.png)

#### Prefill Reference into Each Charge Item Within a Set

When the Reference field is completed with a phrase or acronym to describe a Charge Item Set, that reference will automatically populate the Reference field of each individual Charge Item within the set.

![The Add Charge Item Set form with CA entered in the highlighted Reference field and an arrow to the highlighted Reference column of the Charge Items table, where each Reference starts with CA, such as CA\_WK\_DAY and CA\_SAT.](https://docs.astalty.com.au/assets/charge-item-set-ref-guide.png)

#### Add Weekday Daytime Travel Charge Item to Set

Where travel time should be charged at a different hourly rate to the support itself - Therapy Assistant, for example - the set can hold a **Weekday Daytime Travel** Charge Item. Click the three-dot menu beside the weekday daytime Charge Item and select **Charge different travel rate**.

![The Charge Items table with the three-dot menu beside the Weekday Daytime Charge Item open, and Charge different travel rate highlighted below Copy to All Day Rates.](https://docs.astalty.com.au/assets/update-travel-rate-guide.png)

A row appears below the weekday daytime Charge Item where you enter the travel **Price**. **Remove travel rate** in the same menu takes it back off.

![The Charge Items table with a Weekday Daytime Travel Charge Item row highlighted below the Therapy Assistant - Level 2 Weekday Daytime Charge Item at $86.79, its Number, Name, Unit and Reference greyed out and a travel Price of $43.40 entered.](https://docs.astalty.com.au/assets/charge-item-set-travel-charge-guide.png)

The option isn't offered while a preset is selected. To add a separate travel rate to a set you have already created, see [Adding a Separate Travel Rate to an Existing Set](#adding-a-separate-travel-rate-to-an-existing-set), which also covers what the rate applies to.

### Choosing a Claim Type

When you create a Charge Item Set - whether from a preset or manually - you can choose the NDIS **Claim Type** it should use. The **Claim Type** selector sits alongside **GST Code** at the top of the form and offers:

- Direct Service *(default)*
- Irregular SIL Supports
- Non-Face-to-Face Services
- NDIA Required Report
- Telehealth Supports

![The Add Charge Item Set form with the Claim Type dropdown open, offering Direct Service, Irregular SIL Supports, Non-Face-to-Face Services, NDIA Required Report and Telehealth Supports, with Irregular SIL Supports selected.](https://docs.astalty.com.au/assets/charge-item-set-claim-type-selector.png)

Charges automatically generated from the set are then claimed under the chosen Claim Type, so you no longer need to change the claim type on each charge by hand.

The set-level Claim Type is applied to every Charge Item in the set as a default. If you need different claim types within the same set, each Charge Item row has its own **Claim Type** column that you can adjust individually. (Travel Charge Items don't use a claim type, so they don't show this column.)

![The Charge Items table with the Claim Type column highlighted, showing Irregular SIL Supports selected on each day rate row and no Claim Type on the travel row below.](https://docs.astalty.com.au/assets/charge-item-set-claim-type-per-line.png)

> **Existing sets are unaffected**
>
> The Claim Type defaults to **Direct Service**, so any Charge Item Sets you created before this change continue to work exactly as before. There's no new setting to switch on - it's part of the normal create form.

## Updating Charge Item Sets

To update a Charge Item Set, open its action menu and select **Edit**. This opens the set. Click **Actions** on the **Charge Item Set Details** card and select **Edit**.

![The Charge Item Sets table in Charge Items settings, with the three-dot menu beside Community Access highlighted and open on Edit and Clone, and an arrow pointing to Edit.](https://docs.astalty.com.au/assets/edit-charge-item-set-menu.png)

From here you can update the set-level **Name** and **GST Code**. The **Reference**, **Support Category** and **Charge Rate Pattern** are locked.

![The Edit Charge Item Set drawer for Community Access with the Name and GST Code fields highlighted, beside the greyed-out Support category, Reference and Charge rate pattern, and Archive, Cancel and Update at the bottom.](https://docs.astalty.com.au/assets/charge-item-set-changes.png)

### Checking which preset a Set came from

Open a Charge Item Set and the **Charge Item Set Details** card shows a **Preset Type** field naming the preset it was built from. Sets you built manually, and clones of any set, have no preset type, so the field isn't shown at all.

The preset type records where the set started. It is not a live link. Changing a Charge Item in the set doesn't clear it, and the set doesn't pick up later changes to the preset.

### Editing individual Charge Items within a Set

You can edit the **Name**, **Price**, **Reference** and **Priced at a shared rate** setting on individual Charge Items, including those created from presets. **Number** and **Unit** remain locked. Kilometre items also expose the notional-price checkbox.

1. Open the Charge Item Set, then in the **Charge Items** table click the three-dot menu beside the Charge Item you want to change and select **Edit**.

![The Charge Items card on the Community Access Charge Item Set, with the three-dot menu beside the Travel During Support Charge Item highlighted and open, and an arrow pointing to Edit.](https://docs.astalty.com.au/assets/edit-charge-item-menu.png)

2. Update the **Name**, **Price** or **Reference** as required. Use **Priced at a shared rate** when this price is already one Participant's share, so a Group Support does not reduce it again. The **Number** and **Unit** fields remain locked. See [Priced at a shared rate](https://docs.astalty.com.au/guide/charge-items/managing-charge-items/creating-updating-charge-items#priced-at-a-shared-rate) for the effect on existing charges.

![The Edit Travel During Support Charge Item form with the Name, Price and Reference fields highlighted, showing Activity Based Transport, $1 and CA\_KM, while the Number and Unit fields are greyed out. The notional unit price and Priced at a shared rate checkboxes sit below, both unticked.](https://docs.astalty.com.au/assets/edit-charge-item-editable-fields.png)

If the **Price** you enter doesn't match the current NDIS Price Guide price for your business region, Astalty shows a prompt with the current Price Guide amount. Select **Use this price** to fill the field with the Price Guide amount, or keep your own price.

![The Edit Weekday Daytime Charge Item form with a Price of $75.58 entered, a notice about locking earlier charges, and a warning that it differs from the current NDIS Price Guide price of $73.58, beside a Use this price button.](https://docs.astalty.com.au/assets/charge-item-set-update-prices-fill.png)

3. Click **Save Changes**.

> **Review Existing Charges When Changing a Price**
>
> Previously unlocked charges dated before today in your account's timezone retain the previous price. Existing charges dated today or later that still use the live Charge Item price can take the new price, as can new charges. A stored rate or override remains in place.

If significant changes are required, you will need to archive the existing Charge Item Set and create a new version. For more on this, see [Archiving & Restoring Charge Item Sets](https://docs.astalty.com.au/guide/charge-items/managing-charge-item-sets/archiving-restoring-charge-item-sets).

### Adding Travel Charge Items to a Set

A Charge Item Set holds two travel Charge Items, one for each type of travel that can be charged against it:

- **Travel During Support** - used for kilometres on travel recorded as Travel Type - During Support.
- **Travel Before/After Support** - used for kilometres on travel to and from the support.

Either can be absent. Only the two Short Term Accommodation presets include neither.

Other Assistance with Daily Life presets include **Travel Before/After Support** but omit **Travel During Support**. Both Nurse Practitioner presets also omit Travel During Support. Check the rows on the selected set before enabling travel charging.

Where one is missing, the **Charge Items** card shows that row as *Not configured*, and kilometres can't be charged for that type of travel on any support using the set. See [Travel Setup Errors](https://docs.astalty.com.au/guide/scheduling/travel-to-during-and-from#travel-setup-errors) for how this presents when rostering.

Adding the Charge Item to the set applies it to every support that uses the set, both existing and future, with nothing to configure per support.

To add one:

1. Go to **Settings**, select **Charge Items**, and open the Charge Item Set.
2. In the **Charge Items** card, click the three-dot menu at the end of the *Not configured* travel row and select **Add**.

![The Charge Items card on a Supported Independent Living Charge Item Set, where the Travel During Support row shows Not configured and an arrow points to its highlighted three-dot menu, open on a single Add option. The Travel Before/After Support row below has Provider Travel - SIL.](https://docs.astalty.com.au/assets/charge-item-set-add-travel-charge-item-menu-guide.png)

3. Enter the **Name**, **Number** and **Price** for the travel line item. The **Reference** is prefilled from the set's own reference and can be changed.
4. Tick **This charge item has a notional unit price of $1.00** where the NDIA has set a notional unit price for the line item. See [Notional Charge Items](https://docs.astalty.com.au/guide/charge-items/managing-charge-items/creating-updating-charge-items#notional-charge-items).
5. Click **Add Charge Item**.

![The Add Travel During Support Charge Item drawer, with empty Name and Number fields, a Price of $0 and a Reference prefilled with SILR\_TRAVEL\_DURING, and an arrow to the highlighted This charge item has a notional unit price of $1.00 checkbox. Cancel and Add Charge Item buttons sit at the bottom.](https://docs.astalty.com.au/assets/charge-item-set-add-travel-charge-item-drawer.png)

The Unit is set to kilometres for you, and travel Charge Items don't use a Claim Type, so neither is asked for. Once added, the Charge Item can be edited like any other in the set - see [Editing individual Charge Items within a Set](#editing-individual-charge-items-within-a-set).

> **When to use an override instead**
>
> Add the travel Charge Item to the set where kilometres should be charged from the set on every support that uses it. Where kilometres need to be billed to a Participant's own transport funding instead, leave the set as it is and set a [Travel During KM Charge Item Override](https://docs.astalty.com.au/guide/scheduling/travel-to-during-and-from#travel-during-km-charge-item-override) on the support. That override applies to travel during the support only.

### Adding a Separate Travel Rate to an Existing Set

A Charge Item Set can charge travel *time* at its own hourly rate rather than at the day's support rate - useful where travel is billed lower than the support, as it is for Therapy Assistant. You can add that rate to a set already in use, without rebuilding the set or reassigning Participants.

This is the **Weekday Daytime Travel** Charge Item, and it covers the time component of travel - the Charge Behaviours **Time only** and **Time & km**. It has nothing to do with kilometres, which stay on the two Charge Items covered in [Adding Travel Charge Items to a Set](#adding-travel-charge-items-to-a-set).

1. Go to **Settings**, select **Charge Items**, and open the Charge Item Set.
2. In the **Charge Items** card, click the **Actions** menu and select **Add Weekday Daytime Travel Charge Item**.
3. Enter the **Price** - the hourly rate for travel time.
4. Click **Add Charge Item**.

**Name**, **Number**, **Unit** and **Reference** are taken from the set's weekday daytime Charge Item and locked: the name gains *(Travel)*, the number is the same support item number, the unit is hours, and the reference gains `_travel`. Once added, the Charge Item shows as the **Weekday Daytime Travel** row and can be edited like any other in the set - see [Editing individual Charge Items within a Set](#editing-individual-charge-items-within-a-set).

> **The rate applies to travel on every day of the week**
>
> Despite the name, a set that has a Weekday Daytime Travel Charge Item charges travel time at that rate on every support using the set - Saturday, Sunday and public holiday included, not just weekday daytime.

#### When the Option Isn't in the Actions Menu

**Add Weekday Daytime Travel Charge Item** appears only while all of these hold:

- **The set has no Weekday Daytime Travel Charge Item yet.** A set holds one, and it can't be swapped from this menu - edit its **Price** instead.
- **The set wasn't created from a preset.** Manually built sets qualify, and so do clones, which are always manual sets. To put a separate travel rate on a preset-built set, [clone it](#cloning-a-charge-item-set) and use the clone from then on. [Checking which preset a Set came from](#checking-which-preset-a-set-came-from) tells you which you have.

> **The Reference must be unique**
>
> The **Reference** is locked to the weekday daytime reference plus `_travel`, and every Charge Item Reference has to be unique across your organisation. If that value is already taken, change the **Reference** on the Charge Item holding it first, then add the travel rate.

#### Which Travel Charges Use the New Rate

Adding the Charge Item does not immediately change existing travel charges. New travel charges select the new travel item:

| Travel                                                                                                   | Rate used                                                                           |
| -------------------------------------------------------------------------------------------------------- | ----------------------------------------------------------------------------------- |
| New supports and group supports                                                                          | The new travel rate                                                                 |
| Existing supports whose travel isn't charged yet - future shifts, or travel not yet recorded or approved | The new travel rate, the next time the travel charge is created                     |
| Travel already charged                                                                                   | No immediate change; an uninvoiced charge can select the new item when recalculated |

Recalculating an uninvoiced travel charge can select the new item, for example when travel duration is reviewed or support times are changed. An invoiced charge keeps its item. Review any stored unit price or override as well; changing the selected item does not remove a stored rate.

### Updating all prices in a Set at once

Instead of editing each Charge Item one by one, you can update every price in a Charge Item Set from a single screen - and pull the latest amounts straight from the NDIS Price Guide.

1. Open the Charge Item Set, then in the **Charge Items** card click the **Actions** menu (top right) and select **Update Prices**.

![The Charge Items card on a Charge Item Set with the Actions menu open at the top right, showing Add Weekday Daytime Travel Charge Item and Update Prices.](https://docs.astalty.com.au/assets/charge-item-set-update-prices-menu.png)

2. The **Update Prices** screen lists every Charge Item in the set with an editable **Price** field. Type new prices directly, or click **Fill from NDIS Price Guide** to populate each price with the latest amount from the current NDIS Price Guide for your business region.

![The Update Prices drawer listing each Charge Item in the set with its Number, Unit and an editable Price field, a Fill from NDIS Price Guide button above the list, and Save Changes at the bottom.](https://docs.astalty.com.au/assets/charge-item-set-update-prices-drawer.png)

3. Click **Save Changes**.

> **Fill from NDIS Price Guide**
>
> **Fill from NDIS Price Guide** uses the price guide for your organisation's business region, so your business region must be set first. If a Charge Item's support item number has no current Price Guide price, that row keeps its existing price and Astalty lets you know which items couldn't be filled.

> **Existing Charges May Use the New Price**
>
> Updating prices preserves previously unlocked charges dated before today at the previous rate. Existing today/future charges still using the live price can change too. See [Changing a price](#editing-individual-charge-items-within-a-set) before saving.

> **No future-dated pricing**
>
> Price updates take effect immediately. You cannot schedule them to start on a future date. Each Charge Item Set is updated manually, so if a price change applies across several sets you'll need to repeat these steps for each one.

### Video Walkthrough

Watch the following video for a walkthrough on how to update the prices within a Charge Item Set.

Video walkthrough: updating charge item set prices.

## Cloning a Charge Item Set

If you need a Charge Item Set that is similar to one you already have - the same support items at different prices, or the same rates claimed under a different Claim Type - you can clone the existing set instead of building a new one from scratch.

To clone a set, click the three-dot menu to the right of the entry in the **Charge Item Sets** table and select **Clone**.

![The Charge Item Sets table with the three-dot menu beside Assistance with Self-Care highlighted and open on Edit and Clone, and an arrow pointing to Clone.](https://docs.astalty.com.au/assets/clone-charge-item-set-menu.png)

This is the *set-level* menu at the end of each row of the Charge Item Sets table, which also offers **Edit**. It isn't the three-dot menu on the individual Charge Item rows inside a set, which is where options like **Copy to All Day Rates** and **Charge different travel rate** live.

> **Cloning a single Charge Item**
>
> This clones a whole set. To clone one standalone Charge Item from the **Charge Items** table instead, see [Cloning a Charge Item](https://docs.astalty.com.au/guide/charge-items/managing-charge-items/creating-updating-charge-items#cloning-a-charge-item).

The **Clone Charge Item Set** drawer then opens, pre-filled from the original with:

- The **Name**, with *(Copy)* added to the end
- The **Reference**, **Support Category**, **GST Code** and **Charge Rate Pattern**
- Every Charge Item in the original set, including its Name, Number, Price, Unit, Reference, Claim Type and Notional $1 setting

Any Charge Item type the original set didn't use stays marked as N/A, and every value that has been copied across can be changed before you save.

Once you're happy with it, click **Clone**. A new Charge Item Set is created, and the set you copied from is left unchanged.

> **Give the clone a new Reference before saving**
>
> The **Reference** is copied across unchanged, but each Charge Item Set needs its own unique Reference, so the clone will not save until you give it a new one. Update the set's **Reference** and Astalty rewrites the Reference on every Charge Item in the set to match, just as it does when creating a set. The **Name** isn't restricted this way, so you can leave *(Copy)* on the end if it's useful.

> **A clone is always a manual set**
>
> Even when the original came from a preset, the clone is created as a manual set, so fields that stay locked while a preset is selected can all be edited. Because of this, the drawer opens with **Manual** already chosen. Switching to **Preset**, or re-selecting **Manual**, clears the form and loses the copied details.

### Changing the Claim Type on a clone

Claim Types are fully editable on a clone, which makes cloning a quick way to run the same support items under a different Claim Type.

The **Claim Type** selector at the top of the form sets the Claim Type for the whole set, and each Charge Item row keeps its own **Claim Type** column for when they need to differ within the set. Each row starts on the Claim Type it had in the original set, and the set-level selector starts on the one used by the original's weekday daytime Charge Item.

Changing the set-level **Claim Type** overwrites the Claim Type on every Charge Item row, so choose it first and then adjust individual rows if you need to. Travel Charge Items don't use a Claim Type, so those rows show a dash instead.

For what each of the Claim Types means, see [Choosing a Claim Type](#choosing-a-claim-type).

## Applying the Charge Item Set

Attach the set to an appropriate [Scheduled Service](https://docs.astalty.com.au/guide/scheduling/setup/services-and-charges/creating-a-service) before using it on a Participant support.