This article explains how to roll an existing service agreement over to a new agreement that includes the same categories and service agreement items.
The rollover feature enables you to:
- keep using the same services for a new funding period
- change the funding management after you’ve extracted and claimed service delivered (SD) records
- extend a client’s leftover funding into a new funding period, and/or
- transfer scheduled appointments to a new agreement.
Rolling an agreement over means you won’t need to spend time adding all of the categories and items to a new agreement.
Required packages and permissions
Available with: Appointment transfer requires Lumary 21 minor release 2 or later. Transferring Skedulo jobs requires Lumary 21 minor release 3 or later.
Permissions: Flow user
Rollover can be used for NDIS, individual grant, block or other type service agreements.
Before you begin…
There are a few things to consider before you roll over a service agreement:
- service agreements can only be rolled over from a status of Current
- your original service agreement’s status will change to Rollover
- you can keep delivering services against the original service agreement until it passes its end date and its status changes to Expired. However, this won’t update balances on your new agreement.
- service agreement items on the new agreement will have the same rates as the original service agreement unless you change them after rolling over
- if you're automatically generating SD records from the old agreement, you'll need to set up new schedules on the new service agreement, and
- if you’re rolling over a block agreement, only funded clients without an end date will be rolled over onto the new agreement.
When transferring appointments during rollover:
- users must have Flow User activated to access the rollover functionality
- transferrable appointments include a participant's scheduled sessions or bed allocations. Transferring Skedulo jobs is supported in Lumary 21 minor release 3 or later.
- only appointments that are not complete or cancelled are eligible for transfer, and
- to generate SD records, the new service agreement must have a status of Current.
To roll over a service agreement:
- Go to the service agreement you want to roll over.
- Click on the Rollover button.
- Enter the start date and end date for the new service agreement.
The new agreement’s start date must be later than the original service agreement’s start date. The original service agreement’s end date will be updated to match the new agreement’s start date minus one day.
- Set the Total Allocation Limit. This field will show the remaining balance of the original agreement, unless that agreement’s total allocation is blank or negative -
- If it’s blank, this field will also be blank.
- If it’s negative, this field will be set to $0.00.
- Select a Service Agreement Overclaim option. If you choose Prevent or Warn, you’ll need to make sure the total allocation limit is greater than or equal to the remaining balance on the original service agreement.
- Select a Funding Management option and, if required, Funding Manager.
- Put a tick in the Assign New Service Agreement Number checkbox if you want the new service agreement to have a different service agreement number.
- For an NDIS service agreement, you'll have the option to update consents and charges. Untick the Same Consents and Charges checkbox if you want to change consents or charges from the original service agreement.
- To transfer scheduled appointments to the new service agreement, leave the tick in the Transfer Appointments checkbox.
Only appointments within the new agreement’s start and end dates will be eligible for transfer. Appointments will be moved to their corresponding agreement item or category on the new service agreement.
- Click on the Next button.
- If you chose not to use the same consents and charges, you'll be presented with consent and charges options. The options here are the same as when you set up a new NDIS service agreement. Once you're happy with your settings, click on the Next button.
- If you chose to transfer appointments, the next screen will notify you if the system finds future appointments. You can click on -
- Cancel Transfer to skip the transfer process and continue with the service agreement rollover, or
- Next to transfer the appointments to the new service agreement. If you select Next, the next screen will provide a summary of the number of services and appointments that were transferred. Click on Done to continue.
- The system will then take you to the new version of the service agreement.
- Scroll down to the Service Agreement Item section to review the categories and service agreement items. These allocations will use the remaining balances from the original agreement. You may need to increase them to match new funding amounts.
Amounts that were overclaimed on the previous agreement will show $0.00 values under Allocated to Services, Quantity and Total. You may need to adjust the allocation for those services.
If you're rolling over a block service agreement, you can also click on the Funded Clients tab to check the details of your funded clients or to add new funded clients.
For NDIS, individual grant and other agreements, once you've included all of the required categories and items, you can finalise the agreement by generating a quote and capturing the client's approval.