We have introduced updates to Travel Management in Maica to ensure correct assignment of Support Item records when billing flows are executed.
Previously, incorrect Support Items could be assigned to Delivery Activities (for NDIS), leading to billing discrepancies due to mismatches in Support Category, Registration Group, or Agreement Items.
1. Accurate Selection of Support Items
- The system now determines the correct Non-Labour Travel Support Item based on the primary Appointment Service of the Appointment.
- This ensures that the assigned Support Item is aligned with the NDIS rules for claiming travel costs.
- Matches on Support Category and Registration Group where applicable.
- If no Support Item is found, the Delivery Activity Billing Status will be set to Review.
2. New Logic for Identifying the Primary Support
- When multiple Appointment Services exist for an Appointment, the Primary Support is determined correctly.
- If multiple Participants are associated with an Appointment, a Primary Support is assigned for each Participant. Note: The Primary Support is the same for all participants.
3. Execution
- Travel Management Automation now applies the correct Support Item and Agreement Item to Delivery Activities after an Appointment is completed.
- The system ensures that non-time-based Delivery Activities correctly retrieve and assign the associated Support Item.
4. Validation & User Controls
- The Appointment Wizard now enforces correct ordering of Appointment Services.
- Users can move Appointment Services up to ensure that the correct Primary Service is selected for Travel.
- The Manage Travel UI has been refined for better clarity and consistency.
This update eliminates billing inconsistencies and ensures that NDIS Provider Travel rules are correctly applied, making Travel Management in Maica more compliant.
For more information on this feature, please read the following Knowledge Base article: Travel Management
Delivery Activity Billing Date.
As part of this update, we have improved the Maica - Invoice Flow to ensure that the Delivery Activity Billing Date is properly set when processing billing automation.
Previously, the Update Delivery Activity step of the Flow did not populate the Billing Date field, which could lead to incomplete billing records. With this enhancement, the Billing Date is now systematically populated as part of the billing process, ensuring greater accuracy and alignment between Delivery Activity and Invoice records.
This improvement helps maintain data integrity and ensures that billing records reflect the correct service delivery dates.
We resolved an issue where day-spanning Appointment and Shift records could not be created due to limitations in the Operating Hours configuration.
Users attempting to schedule overnight Shifts (e.g., 8:00 PM - 6:00 AM) encountered issues because the End Time in Operating Hours could not extend past 11:59 PM, creating a 1-minute gap and preventing the system from recognising a full 24-hour availability record.
End Time that is equal to the Start Time to create a full 24-hour Availability record.24-hour Availability is described in more detail below.
The 24-hour support functionality ensures that a Resource can be scheduled for full-day Availability while maintaining proper validation rules. The system now recognises continuous Availability when the Start Time and End Time on an Operating Hour record are equal (e.g., 12:00 AM & 12:00 AM), allowing full-day scheduling without gaps or errors.
1. Creating a 24-Hour Operating Hour Record
- A Resource’s Operating Hour can now be set for 24-hour Availability by ensuring that the Start Time equals the End Time (e.g., 12:00 AM – 12:00 AM or 1:00 AM – 1:00 AM).
- This allows Maica to recognise unlimited scheduling within that time frame for the selected days.
2. Appointment Validation Based on 24-Hour Availability
- If an Appointment starts on a day with 24-hour support, it can extend up to 24 hours within that day.
- If multiple consecutive days are selected in Operating Hours, the system allows up to 48-hour appointments spanning those days.
- The Appointment cannot extend beyond the defined Availability window.
Monday 24-hour support (12:00 AM – 12:00 AM): Allows scheduling from any time on Monday to any time on Tuesday (max 24 hours).
Monday & Tuesday selected (12:00 AM – 12:00 AM): Allows scheduling from Monday through Tuesday up to Wednesday (max 48 hours).
Monday 4:00 PM – Tuesday 5:00 PM: ✅ Valid: Within 48-hour support window.
Monday 4:00 PM – Wednesday 5:00 PM: ❌ Invalid: Exceeds the 48-hour limit.
Monday & Wednesday selected, skipping Tuesday: ❌ Invalid: Cannot skip a day in between.
Monday 12:00 AM – Tuesday 12:00 AM, Start Time ≠ End Time: System reverts to standard availability rules (i.e., works as before).
Start Time = End Time to enable 24-hour support for that day.Appointment records up to 48 hours long.Start Time ≠ End Time, Maica applies previous scheduling rules, ensuring backward compatibility.
This update ensures greater flexibility for scheduling full-day and multi-day shifts, particularly for overnight shifts and extended care services.
For more information on this feature, please read the following Knowledge Base article: Overnight and 24 Hour Availability
We identified and resolved an issue where updating a Master Appointment triggered excessive SOQL queries, resulting in the Too Many SOQL Queries: 101 error. This issue occurred when the system attempted to recreate scheduled Appointment records while enforcing Availability validation.
The process was performing unnecessary checks and triggering Availability validation logic when Availability enforcement was disabled or the Resource had no associated Availability records.
Availability validation and related caching/initialisation logic when Availability enforcement is disabled.Master Appointment records no longer fail due to query limits.
This fix ensures that Appointment records with Schedules update efficiently while maintaining accurate Availability validation when required.
This script updates all Support Items, triggering related Appointment Service updates to calculate new rollups for Reg Group and Category Number.
