How do I export AIM Invoice data from Nightingale?

This article will provide an overview of the AIM Exports and details on how to use then.

Enabling the AIM Exports

If you would like the AIM Exports enabled for your organisation, please raise a support ticket to request a quote for this to be made available.

Access to the AIM Exports

This feature requires the AIM export permission to be enabled for your position access.

The access setting can be found on the organisation tab of a positions position access.

Once enabled, navigate to Organisation Settings/Finance and the options will be at the bottom of the finance settings page.

AIM HCP CSV Export

For all clients you want to include in a given month’s report, make sure they have:

1. Finalised HCP balances with some additional/basic/income fee charges for that month

2. Their AIM fields filled out in their details, which can be found in client dashboard > edit details.

   1. On the edit details page under the internal tab, you’ll be able to enter their AIM Client No, AIM Debtor Code, and AIM Service Code (which can be HC.BSW, HC.BROK, or HC.PRIV)

Once that is completed:

1. Navigate to the AIM HCP CSV page.

2. Select the client(s) you want to export for (or all/inactive clients if applicable)

3. Specify the month(s) you want to report on

4. If desired, fill in the sundry code that will be used for additional service fees (sundry code for basic daily fee will be BDCF.HCP, sundry code for income tested fee will be ITCF.HCP)

5. Tick any of the GST boxes that are applicable

6. Click Generate CSV, a CSV file will then be downloaded to your browser

AIM Appointment and Travel CSV Export

Exporting Appointments

Before exporting appointments ensure the following has been completed:

• For all staff you want to include in this report, fill out their AIM fields in their details within staff dashboard > edit details.

  • Under “Internal Information”, specify their “AIM Id” and “Grade Code”.

    

• For all funding types that will appear in this report, fill out their AIM fields in the funding item details (Organisation Settings > Funding > (Category) Funding Items > Edit Funding Item

  • At the bottom of the edit screen you can find Finance Tracking 1 & 2

    

Running the Appointment and Travel CSV Export

1. Navigate to the Appointment and Travel CSV

2. (Optional) Filter by staff.

3. Select a date range.

4. Click Export Appointments

Report Options

The AIM Appointment and Travel CSV Export provides the following options:

All Staff: Enable to run the export for all staff.

Select Staff: Use to select specific staff for the export.

Export Range: The date to export for.

Export Appointments: Will run the appointment export.

Export Travel: Will run the travel export

The Export will provide the following information:

Field	Mandatory	Description
Surname	Yes	Employee last name
Given Name	Yes	Employee first name. Must be as per AIM (no nicknames or preferred names in this field)
Employee Code	Yes	Employee code in AIM. Numeric field
Grade Code	Yes	Employee classification stored in AIM.
Job Code	Yes	Stored in AIM. Needs to be set in NG.
Shift Date	Yes	Date of appointment, in the format DD/MM/YYYY and may be padded with zeros, eg: 09/10/2024
Start Time	Yes	Start time of the appointment. Times are in 24-hour format, must be in the format HH:MM and may be padded with zeroes eg: 08:30
Finish Time	Yes	End time of the appointment. Times are in 24-hour format, must be in the format HH:MM and may be padded with zeroes eg. 18:00
Meal Break	No
Time Code	Yes	NORM – appointment  TRAVEL – travel time
Overlap	No	If StartTime and FinishTime overlap with any other rows with same staff member, the text “OVERLAP” will be added to this column.

Exporting Travel

1. Set up the relevant staff AIM ids and grade codes as per step 1 of Exporting Appointments above.

2. Set up the relevant client support funding AIM job codes as per step 2 of Exporting Appointments above.

3. Navigate to the Appointment and Travel CSV.

4. (Optional) Filter by staff.

5. (Optional) Enter in a default travel rate.

6. Select a date range.

7. Click Export Travel.