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HPV Reports

The HPV report was specifically built to accommodate the Health Purchasing Victoria (HPV) procurements. 

The HPV Report Filters screen is used to generate detailed reports on Hours, Pay, and Variance (HPV) across selected months, qualifications, and pay levels.
This report helps payroll, finance, and operations teams analyse pay rate trends, qualification-based costs, and employee pay level performance over a defined time range.

Filter Fields

Field Description
From Month (Mandatory) Sets the starting month of the reporting period. This determines the first month of data to be included in the report (e.g. April 2025).
To Month (Mandatory) Sets the ending month of the reporting period. The report will include all data from the “From Month” up to this month (e.g. October 2025).
Group (Or/And) Allows users to combine or filter report results based on group logic (e.g. show results that match multiple conditions using AND, or show results that meet any condition using OR). This helps refine complex data queries.
Admin Location Filters the report by the administrative office or branch managing the employees or payroll data. Useful for organisations with multiple regions or teams.
Qualification (Mandatory) Allows selection of one or more qualifications (e.g. RN, EN, PCA, AIN). The Select All checkbox includes all qualifications in the report.
Pay Level Filters the report by a specific pay level (e.g. Level 1, Level 2, Level 3). This helps analyse pay and variance for particular employee classifications.

Buttons

Button Description
Export To Excel (Click to Download Sample) Generates the report and exports it directly into an Excel file format for further analysis or record-keeping.
Generate Report (Click to view Sample) Displays the report within the system interface based on selected filters.
Close Exits the HPV Report Filter window without generating or exporting data.

Typical Report Output

When generated, the HPV Report generally includes:

  • Total hours worked,

  • Pay rates and total pay,

  • Variance amounts (difference between expected and actual pay),

  • Breakdown by qualification and pay level, and

  • Time-based comparisons across the selected month range.

Use Cases

  • Payroll Team: To validate pay rate accuracy and identify variances across multiple pay levels.

  • Finance Department: For month-to-month cost tracking and workforce budgeting.

  • Operations Management: To review labour distribution across qualifications and identify high-cost segments.

  • Auditing: To ensure payroll compliance across time periods and pay structures.

Reports > Management > HPV

 

 Then you need to select your filters for the report.- information explained earlier in this article 

 

Report Break Down

Field Description
Title Displays the report name: HPV Report.
Period Specifies the time range the report covers (e.g. April 2025 – October 2025).
Qualifications Lists all qualifications included in the report. These can be multi-selected during report generation. Examples include: Administration Officer, RN, EN, PCA, Disability Support Worker, Cook, Barista, etc.

Column Breakdown

Column Description
Contract Number and Contract Name Identifies the contract or funding category linked to the invoice (e.g. NDIS 24-25, HEALTH2024-2025).
Invoice Date (YYYY-MM-DD) The date when the invoice was issued. Used for financial reconciliation and reporting.
Invoice Number The unique identifier for the issued invoice.
Purchase Order Date (YYYY-MM-DD) The date when the related purchase order (PO) was created or approved.
Purchase Order Number The reference number of the PO that authorises the service or shift.
Hospital The facility, hospital, or client name associated with the invoice (e.g. Daisy Doms Aged Care, Xeople).
Location GLN The Global Location Number (if applicable) for identifying the client location in a structured billing system.
HPV Product Number Refers to the item code linked to the invoice line under the HPV (Health Purchasing Victoria) framework.
GTIN Global Trade Item Number — a unique product identifier often used for compliance or procurement systems.
Part Number An internal product reference number used for item tracking or cross-referencing within ERP systems.
Product Description A short description of the service or product provided (e.g. Shift Type, Qualification, or Role).
Agreed Contract Price The hourly or unit rate agreed under the client’s contract for that product or service.
Content UOM (Unit of Measure) Specifies the unit used for billing — typically “HOUR” for labour services.
Net Content The number of units (e.g. hours) applied per invoice line.
Quantity Invoiced The quantity (e.g. total hours) billed in that invoice line.
Total Amount (excl. GST) Displays the subtotal amount for that line item, excluding GST.
Holder Name The legal or trading name of the entity that issued the invoice (e.g. Xeople Pty Ltd).
Supplier The supplier associated with the invoice, typically the same as the holder unless third-party suppliers are involved.
Additional Information Displays metadata such as creation timestamps, system-generated notes, or other relevant audit trail details.

Key Insights

  • Multi-Contract Coverage: The report consolidates invoices across several contract types (e.g. NDIS, Health, Aged Care).

  • HPV Standardisation: Fields like HPV Product Number and GTIN are aligned with Health Purchasing Victoria’s compliance and procurement data requirements.

  • Financial Validation: Enables cross-verification between contract pricing and invoiced amounts to ensure pricing accuracy.

  • Audit & Reconciliation: Provides a full trace of invoice creation, purchase order details, and associated client or facility names.

Use Cases

Department Purpose
Finance / Accounts Validate invoiced amounts against purchase orders and contract rates before submission or payment.
Payroll Confirm pay levels and ensure hourly rates align with qualification and award structure.
Procurement / Compliance Ensure contract and product codes adhere to HPV or procurement framework standards.
Auditing Verify accuracy of invoices, timestamps, and associated supplier data across months.
Operations / Client Management Review client-level billing trends across multiple sites and qualifications.

Typical Output Example

Each line item in the report represents an individual invoice entry tied to a contract, purchase order, and facility, with pricing, quantity, and invoice metadata aligned under the HPV compliance format.