This article explains how to set up a schedule to automatically generate SD records from a service agreement.
When you’re adding a service agreement item, you may have an option to automatically generate service delivered (SD) records. This option only works if a system administrator has set up the automated process that generates SD records.
This feature 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 impact the Quantity and Total fields. You’ll need to click on the Calculate Quantity button to apply recurrence settings to those fields.
Before you begin...
You'll need to:
- create an NDIS, individual or other service agreement. The type of service agreement you create will affect which categories you can add. The instructions in this article cannot be used to auto-generate SD records from block service agreements.
- add a category to your service agreement, and
- add a service agreement item to your service agreement.
When you're adding a service agreement item, the fields in the recurrences panel capture settings for automated SD record creation. The following table explains how to set up the frequency and number of repeats. Make sure you put a tick in the Auto-generate Service Delivered Records checkbox at the bottom of the panel.
| 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 update the quantity field using the other information captured in the recurrences panel. |
| Auto-generate Service Delivered Records |
Put a tick in this checkbox to enable the automatic creation of SD records. |
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.
Recurring schedule week starts on Sunday
Each week on a recurring schedule starts on Sunday and ends on Saturday. This may affect how you schedule your services. For example, if you schedule services every 2 weeks and select Saturday and Sunday, these days will not be consecutive. They’ll generate SD records on opposite weekends, as shown in the example below.
To schedule fortnightly services to occur on a Saturday and Sunday of the same weekend, we recommend creating two versions of the same line item in your agreement. The service agreement item dates should be offset to ensure that the recurrences begin and end on the same weekend.
When you’ve added all the details for your recurring schedule, click on the Save button.
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. You can keep adding services, generate a draft version of the quote or generate a quote for the client's approval.