In Caresquare, warnings can appear at two levels: the invoice level and the individual line item (claim) level.
Invoice-level warnings apply to the entire invoice. These are general warnings that may not relate to any specific line item.
Claim-level warnings apply only to the specific line item they are attached to. They reflect issues found within that individual claim, independent of any other line items on the invoice.
NOTE :When a claim-level error is detected during invoice ingestion, it will trigger the invoice-level warning “Claim errors found.”
We've also broken down QA warnings, their associated icon and what this means below:
Warning | Icon | Meaning |
Overlapping Lines: XX invoice(s) with XX overlapping line item(s) |
 | The system has identified existing invoices where services were delivered on the same day for the same participant and provider. |
No Budget Data: No budget information available for this participant |
 | The system was unable to retrieve relevant budget data for this invoice. |
Budget Issues: XX item(s) with insufficient budget / XX unmatched item(s) |
 | There are either insufficient funds available, or the system cannot match one or more items to an approved funding category. |
Requires Approval: This invoice requires approval (or missing participant/provider) |
 | Approval is needed before processing. This may also occur if participant or provider details are missing. |
Approval Requested: This invoice is pending approval |
 | An approval request has been submitted and is awaiting review. |
Invoice is over 90 days old: Invoice is XX days old, please ensure it's still valid for claiming |
 | Please confirm the invoice is still valid and eligible for claiming. |
Check funding period: One or more service dates are from a prior funding period |
 | Services may belong to a previous funding period and should be reviewed. |
SIL/STA: Supporting documentation may be required |
 | Additional documentation may be needed for Supported Independent Living (SIL) or Short-Term Accommodation (STA) claims. |
Possible duplicate: A similar invoice has been detected in the system |
 | The system has identified an existing invoice with the same invoice number and provider. Partial matches (e.g. similar-looking invoice numbers or prefixes) may also trigger this warning. |
Provider limit exceeded: This invoice exceeds the provider payment limit |
 | The total claimed amount exceeds allowable limits based on existing records. |
Flagged provider: This provider has been flagged |
 | The provider has known issues or notes on record (details shown where available). |
Claim errors found: One or more line items have claim rule violations |
 | Some items do not comply with claiming rules and require review. |
Custom rule violated: This invoice violates a custom rule |
 | A rule set up for this participant has been triggered. |
Provider compliance decision: This provider has an NDIS Commission compliance decision on record |
 | There are compliance findings associated with this provider.
|
Flagged participant: This participant has been flagged |
 | A flag has been applied at the organisation level. Check the participant profile for details. |
Reimbursement: This invoice has been flagged as a reimbursement |
 | The claim represents a reimbursement rather than a standard provider invoice. |
Budget allocation violated: XX allocation rule(s) violated (categories listed) |
 | The invoice does not align with predefined budget allocation rules. |
Spending limit exceeded: XX spending limit(s) exceeded (categories listed) |
 | The claim exceeds defined spending limits for one or more categories. |
For additional flags and breakdown of where to find these and their category level, please see below:
Warning/s Flags | Category | Where to Find |
Check bank account details | Invoice-level warning | Invoice QA Warning |
Check dates | Invoice-level warning | Invoice QA Warning |
Check early childhood | Invoice-level warning | Invoice QA Warning |
Check funding period | Invoice-level warning | Invoice QA Warning |
Check GST | Invoice-level warning | Invoice QA Warning |
Check item code | Invoice-level warning | Invoice QA Warning |
Check Provider | Invoice-level warning | Invoice QA Warning |
Check SIL/STA | Invoice-level warning | Invoice QA Warning |
Check total | Invoice-level warning | Invoice QA Warning |
Claim errors found | Invoice-level warning | Invoice QA Warning |
Custom rule violation | Invoice-level warning | Invoice QA Warning |
First time provider for participant | Invoice-level warning | Invoice QA Warning |
Flagged participant | Invoice-level warning | Invoice QA Warning |
Flagged provider | Invoice-level warning | Invoice QA Warning |
Missing invoice number | Invoice-level warning | Invoice QA Warning |
Missing participant | Invoice-level warning | Invoice QA Warning |
Missing Xero contact | Invoice-level warning | Invoice QA Warning |
Multiple participants found | Invoice-level warning | Invoice QA Warning |
Multiple providers found | Invoice-level warning | Invoice QA Warning |
Possible duplicate | Invoice-level warning | Invoice QA Warning |
Provider limit exceeded | Invoice-level warning | Invoice QA Warning
|
Warning/s Flags | Category | Where to Find |
Approval Requested This invoice is pending approval. | Invoice-level warning | Invoice Banner (when you open the Invoice) |
Check funding period One or more service dates are from a prior funding period | Invoice-level warning | Invoice Banner (when you open the Invoice) |
Hold Reason | Invoice-level warning | Invoice Banner (when you open the Invoice) |
No Budget | Invoice-level warning | Invoice Banner (when you open the Invoice) |
Participant is flagged with reason: [flag_reason] | Invoice-level warning | Invoice Banner (when you open the Invoice) |
POSSIBLE DUPLICATE A similar invoice has been detected in the system | Invoice-level warning | Invoice Banner (when you open the Invoice) |
Provider is on [participant_name]'s approval exclusion list. | Invoice-level warning | Invoice Banner (when you open the Invoice) |
Rejection Reason [rejection_reason] | Invoice-level warning | Invoice Banner (when you open the Invoice) |
Requires Approval This invoice requires approval | Invoice-level warning | Invoice Banner (when you open the Invoice) |
Rule Violation(s) [message] | Invoice-level warning | Invoice Banner (when you open the Invoice) |
SIL/STA Supporting documentation may be required. | Invoice-level warning | Invoice Banner (when you open the Invoice) |
You flagged this provider for (reason) | Invoice-level warning | Invoice Banner (when you open the Invoice) |
Warning/s Flags | Category | Where to Find |
ALLOCATION rule exceeded - There is no remaining budget for this provider | Individual line item (claim) level warning | Claims Flags |
Cannot claim line item that is less than 0 | Individual line item (claim) level warning | Claims Flags |
Claim has already been attempted for line item | Individual line item (claim) level warning | Claims Flags |
Insufficient budget for line item | Individual line item (claim) level warning | Claims Flags |
Invalid ABN - checksum validation failed | Individual line item (claim) level warning | Claims Flags |
Invalid service item number: {service_item_number} | Individual line item (claim) level warning | Claims Flags |
Invalid unit price or quantity for line item | Individual line item (claim) level warning | Claims Flags |
LIMIT rule exceeded between participant and provider | Individual line item (claim) level warning | Claims Flags |
Line item does not fall within budget dates | Individual line item (claim) level warning | Claims Flags |
Line item does not fall within budget dates | Individual line item (claim) level warning | Claims Flags |
Line item does not fall within plan dates | Individual line item (claim) level warning | Claims Flags |
Line item does not fall within service booking dates | Individual line item (claim) level warning | Claims Flags |
Line item exceeds service booking remaining amount | Individual line item (claim) level warning | Claims Flags |
Line item is missing GST code | Individual line item (claim) level warning | Claims Flags |
Missing participant number for invoice | Individual line item (claim) level warning | Claims Flags |
No budget found for participant | Individual line item (claim) level warning | Claims Flags |
No item catalogue match found for service item with service region {service_region_id} | Individual line item (claim) level warning | Claims Flags |
No service booking found for participant | Individual line item (claim) level warning | Claims Flags |
No support category match found for service item | Individual line item (claim) level warning | Claims Flags |
Service date from is greater than service date to for line | Individual line item (claim) level warning | Claims Flags |
Service date from is in the future for line item | Individual line item (claim) level warning | Claims Flags |