Add a service agreement item to a service agreement

This article explains how to add a service agreement item to a service agreement.

Once you've created a service agreement and added categories, you can add specific service agreement items.

If you ticked the Restrict delivery to Service Line Item checkbox when you added a category, you'll need to add service agreement items to be able to claim services.

There are several parts to adding a service agreement item. Some of them are specific to specific funding types, such as the NDIS. Others only need to be completed if you’re using specific features, such as automatically generating SD records.

For NDIS providers tracking NDIS travel and transport as separate agreement items, we have a separate article. It explains how to add NDIS non-labour provider travel and/or travel and transport as separate agreement items.

This article explains how to:

• add a new item and set the dates
• select a service and add its details
• set a quantity and overclaim option
• add an NDIA service booking
• calculate the quantity using recurrences
• set up the service to automatically generate SD records, and
• save your service agreement item.

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Add a new item and set dates

To add a service agreement item to a category in your service agreement:

1. Go to your service agreement.
2. Scroll down to the Service Agreement Items section.
3. Click on the drop-down arrow at the end of the category's heading row and select New Item.

4. This will launch a New Service Agreement Item popup. The first section captures the dates.
5. The Start Date and End Date default to the dates of the service agreement. You can use the fields to change them, if required. The dates must be within the agreement’s date range.

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Select a service and add details

The Service Details section shows the name of the support category and includes fields for selecting and setting up your service. Different fields will appear and may auto-fill depending on your selections. The following table lists key fields and how they work.

Field	How it works
Site	The site linked to the delivery of the service. If the site you need isn't available, a system administrator may need to link the service to the site.
Service	Select from the list of services available in this category. If you're adding service agreement items to an agreement with a funding type of NDIS, the available services will depend on whether the agreement is marked as a PACE Plan. Depending on the service you select, other fields may become available. If no services appear, the services in this category may need a system administrator to link them to a site.
Program	Optional. May appear if your business uses programs to manage clients and/or services.
Service Type	Optional. May appear if your business uses service types to manage services.
Delivery Ratio	Used to set the ratio of workers to clients for services delivered in a group setting. This is automatically set to 1:1. You may need to add multiple instances of the same line item if the client will attend group settings with different ratios for this service. The Delivery Ratio field won't appear for services that can't be delivered to a group. This includes group support items that already have a delivery ratio included in the service.
Rate	The rate that will be charged for service delivery. For NDIS services, you may need to select the correct rate for the region where the service will be delivered.
Prevent NDIS Rates Substitution	On NDIS agreements, putting a tick in this checkbox prevents new rates from being applied to this service agreement item. Leaving the checkbox blank will substitute new rates when they are available.
Use Negotiated Rate	If the selected Rate allows rate negotiation on service agreements this option will be available. Put a tick in the checkbox to set a negotiated rate.
Negotiated Rate Excluding GST	If the Use Negotiated Rate checkbox is ticked, enter the rate to charge excluding GST.
Negotiated Rate GST Amount	If the Use Negotiated Rate checkbox is ticked, enter the GST amount to charge.
Reason for Negotiated Rate	Optional. Select the relevant reason for using a negotiated rate.
Funding Management	Provides the option to set the funding source at the item level. This allows you to override the funding source of the service agreement. For example, in an NDIS agreement, you can use this field to change the funding source to the participant at the service agreement item level. If you can't see the Funding Management field, it may need to be enabled by your system administrator.
Non Face-to-Face Item	Shows for NDIS services that allow claiming for non face-to-face (NF2F) sessions. Putting a tick in the checkbox will show the NF2F item as a separate line item on your agreement. Find out more about adding an NF2F item.

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Set quantity and overclaim options

In the Financials section, you can enter a value in the Quantity or Total field according to the client's plan or budget. You can also indicate how the system should handle overclaims for this service. The following table explains more about how these fields work.

Field	How it works
Quantity	The number of units that will be delivered for this service. Entering a value here will automatically calculate the total based on the rate. When calculated from a value entered in the Total field, the value rounds down to 2 decimal places. You can also calculate this value by filling out the recurrences panel and clicking on the Calculate Quantity button.
Total	The total amount allocated for this service. Entering a value here will automatically calculate the quantity based on the rate. When saving, this may recalculate to a lower value if the Quantity field has rounded down.
Overclaim	Controls how the system handles overclaims for this service. The Prevent, Warn or Allow options behave the same as at the service agreement and category levels.

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Add an NDIA service booking

If the service is related to an NDIA service booking, you can add the booking number and its dates to the Service Booking field. You can create a new record of the service booking in Lumary by selecting the + New Service Booking option.

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Calculate the quantity using recurrences

The fields in the recurrences panel can be used to calculate the required quantity. They can also be used to set up the frequency and number of repeats for auto-generating SD records.

The following table explains how these fields work.

Field	How it works
Repeat Every	How many days, weeks or months to count before generating a new SD record. For example, every 2 weeks will generate an SD record fortnightly.
Frequency	Sets the unit of time used to count the intervals to days, weeks or months. Selecting Weeks reveals an option to select the day or days of the week on which to generate SD records. Selecting Months uses the Start Date of the service agreement item as the day of the month used to generate SD records.
Repeat On	This field appears and is mandatory if Frequency is set to Weeks. Selecting multiple days will generate SD records on each of the selected days each week.
End On	Users can select whether to end the generation of records on a specific date or after a set number of occurrences.
End Date	Appears if End On is set to Date. This field auto-populates with the end date of the service agreement item and cannot be changed. To change this date, change the end date of the service agreement item.
Number of Occurrences	Appears if End On is set to Set Number of Occurrences. This field can be used to specify how many times to generate an SD record.
Quantity per Occurrence	The number of units that will be charged each time an SD record is generated.
Calculate Quantity	Clicking this button will populate the quantity field using the other information captured in the recurrences panel.
Auto-generate Service Delivered Records	Putting a tick in this checkbox enables the automatic creation of SD records. This option is not available on block agreements.

If you use the same date as the first and last date of your service agreement item, this can cause an additional SD record to be generated at the end of the agreement. For example, if your item is dated 1 January 2023 to 1 January 2024, and you select 1 per day, this will generate 366 SD records.

Once you've set up your recurring schedule and saved your service agreement item, an icon will appear on the item's row on the service agreement.

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Auto-generate SD records

For NDIS, individual and other service agreements, providers can set up an automated process to generate SD records. When this is active, the settings in the recurrences panel will determine how often to generate records. This is often used for accommodation services, where there is a regular claim that is not part of a worker interaction.

Unlike previous versions of the Lumary Funding Schedule, recurrence settings no longer automatically affect the Quantity and Total fields. You’ll need to click on the Calculate Quantity button to update these fields based on your recurrence settings.

Put a tick in the Auto-generate Service Delivered Records checkbox to automatically generate SD records based on your recurrence settings.

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Save your service agreement item

Once you’ve added all of the details about your service, click on the Save button to add the item to the service agreement.

You can click on Save & New to quickly add another version of the same item with slight differences, such as a different delivery ratio or site. When you click on Save & New, your item is saved to the service agreement and you’re presented with mostly the same information as the basis for creating a new item.

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