# Reconciling NDIA Payments

Source: https://docs.astalty.com.au/guide/finance/payments/reconciling-ndia

> Reconcile NDIA bulk payments using the receipt file once processed.

Once the NDIA has processed your bulk upload payment request and the portal provides a results file, download it for reconciliation. Portal processing times and labels can change. See [Finding the NDIA receipt file](https://docs.astalty.com.au/guide/finance/payments/ndia-receipt-file) for the portal walkthrough.

## Creating the Payment

After you have downloaded the [receipt file](https://docs.astalty.com.au/guide/finance/payments/ndia-receipt-file) from the portal, open the relevant batch on the [Invoice Batches page](https://app.astalty.com.au/finance/invoice-batches). Open **Actions** and select **Add NDIA Payment**.

![An invoice batch with the Actions button highlighted and its menu open, with an arrow pointing to Add NDIA Payment. The menu also lists Add Comment and Audit Trail.](https://docs.astalty.com.au/assets/creating-the-payment.png)

## Upload the Receipt File

On the new payment, drag the receipt file into the **Results File** section or select it from your computer.

![A new NDIA payment for Invoice Batch B-90005 with the Results File card highlighted. It offers a drop zone to drop the results file or click to browse, and accepts .csv files up to 50 MB.](https://docs.astalty.com.au/assets/upload-the-receipt-file.png)

## Apply the receipt file

Select **Apply Results File**. Astalty matches each result to the submitted claim reference and creates the supported charge-level allocations.

![An NDIA payment with a results file uploaded to the Results File card and an arrow pointing to the Apply Results File button. The Allocated Amount shows $0.00 against a Payment Amount of $55.19.](https://docs.astalty.com.au/assets/apply-the-receipt-file.png)

## Payment Errors

If the NDIA rejects a claim, Astalty shows an error on the relevant charge. Review the rejection, correct the charge when appropriate, then generate a new bulk upload file from the Invoice Batch.

![An NDIA payment after the results file is applied, with the first claim highlighted in the Allocations table and an arrow pointing to a red error icon beside its Paid Amount of $0.00. The other claim shows a Payment request number and a Paid Amount of $55.19.](https://docs.astalty.com.au/assets/payment-errors.png)

## Missing Claims Handling

If a results file contains claim references that are not in this Invoice Batch, Astalty can still apply the matching results. You do not need to edit the file to remove the missing references.

#### What Are Missing Claims?

A missing claim occurs when a claim reference in the receipt file cannot be found in the invoice batch you're applying it to. This can happen if a claim was removed, billed in a different batch, or if the wrong results file was selected.

#### What Happens When You Apply a Receipt File

When you click **Apply Results File**, Astalty automatically checks that all claim references in the file exist in the invoice batch.

- If all claims match, the file is applied as normal.
- If one or more claims are missing, Astalty will display a **Missing Claims Warning** dialog. The warning dialog will:
  - Show a list of the claim references that could not be found
  - Explain that these missing claims will be skipped if you continue
  - Give you the choice to either **Proceed** or **Cancel**. If you choose to proceed, Astalty will apply the receipt file and process only the claims that exist in the batch. Any missing claims will be skipped, and payment allocations will be created for the valid claims only.

![The Missing Claims Warning dialog listing two claim references from the results file that were not found in this invoice batch and will be skipped. It asks whether to proceed with the remaining claims, with Cancel and Proceed buttons.](https://docs.astalty.com.au/assets/missing-claims-guide.png)

#### Example Scenario

If your receipt file includes claims A, B, C, and D, but the invoice batch only contains claims A, B, and C, Astalty will notify you that claim D is missing. You can then choose to proceed, in which case claims A, B, and C will be processed successfully while claim D is ignored.

## Open Payments

When a results file contains claims with an **OPEN** result, Astalty warns you but still lets you apply the completed results in the file.

![The Open Payments Warning dialog saying the file has OPEN payments that will be ignored, and that another receipt file can be uploaded once they have been processed, with Cancel and Proceed buttons.](https://docs.astalty.com.au/assets/open-payment-guide.png)

The OPEN claims remain unpaid after the file is applied.

![An NDIA payment with a results file applied. In the Allocations table, the first claim is highlighted in orange with no Payment request number and $147.16 still Outstanding, while the claim below is highlighted in green with a Payment request number and a Paid Amount of $55.19.](https://docs.astalty.com.au/assets/open-payment-1-1763607243.png)

After the NDIA processes those claims, download the updated results file and add another NDIA Payment from the same Invoice Batch. Keep the earlier payment. Astalty recognises results already applied and does not duplicate those allocations; it applies the newly paid claims from the later file.

![A later NDIA payment for the same Invoice Batch with the updated results file applied. The claim that was unpaid before is highlighted with a Payment request number and a Paid Amount of $147.16, while the other claim shows $0.00.](https://docs.astalty.com.au/assets/open-payment-2.png)

> **Xero Integration**
>
> For accounts that have a Xero Integration setup, reconcile the NDIA batch here in Astalty either way - Astalty reconciles NDIA claims line by line, and it will never bring a payment back from Xero onto an NDIA managed invoice.
>
> What you then do in Xero depends on the advanced setting **Send NDIA invoices**, which is off by default and which Astalty recommends leaving off - see [Send NDIA Invoices](https://docs.astalty.com.au/guide/integrations/xero-integration/configuring-the-integration#send-ndia-invoices).
>
> - **Setting off (the default)** - the NDIA managed invoices never reach Xero. Once you've reconciled the batch, Astalty will tell you how much the NDIA paid, and you reconcile that total as a single [Receive Money](https://central.xero.com/s/article/Add-a-receive-money-transaction) transaction in Xero.
> - **Setting on** - the invoices are already in Xero, so reconcile the NDIA deposit against them there instead. Don't also add a Receive Money transaction, or you'll count the income twice.
>
> See [Reconciling Payments in Xero](https://docs.astalty.com.au/guide/integrations/xero-integration/reconciling-payments-in-xero) for how this differs from Plan and Self Managed invoices.

> **Reconcile NDIA payments in Astalty with MYOB too**
>
> For accounts with the MYOB integration, reconcile the NDIA batch here in Astalty. Astalty reconciles NDIA claims line by line, and never brings a payment back from MYOB onto an NDIA managed invoice. What you do in MYOB depends on **Send NDIA invoices**, off by default; see [Send NDIA Invoices](https://docs.astalty.com.au/guide/integrations/myob-integration/configuring-the-integration#send-ndia-invoices).
>
> - **Setting off (the default):** the NDIA managed invoices never reach MYOB. Record the total the NDIA paid in MYOB as a single **Receive Money** transaction.
> - **Setting on:** the invoices are already in MYOB against the **NDIA** customer card, so apply the NDIA deposit to them there instead. Don't also add a Receive Money transaction, or you'll count the income twice.
>
> See [Reconciling Payments in MYOB](https://docs.astalty.com.au/guide/integrations/myob-integration/reconciling-payments-in-myob) for how this differs from Plan and Self Managed invoices.

> **Confirm accounting treatment outside Astalty**
>
> The Xero and MYOB examples describe how the Astalty integrations behave. Confirm which transaction and account are appropriate for your organisation before recording the deposit.