This article explains how to match remaining balances on rolled over service agreements to allocations on the new agreement. This type of matching may be required if service delivered (SD) records were created for the old agreement after rolling over.
When you roll over a service agreement, the remaining balances of the old agreement are used to set the allocations on the new agreement. However, you may need to keep generating SD records against the original agreement. If you do this, the allocations on the new agreement will not be reduced. You may need to adjust the agreement, support category and item allocations on your new agreement to prevent your client from overclaiming their funds.
For accuracy, it's best to apply the following steps after all SD records have been created for the original (rollover or expired) agreement. This should include:
- primary services
- travel and/or transport
- centre capital costs, and
- any other costs that could affect service agreement, support category or service agreement item balances.
There are several parts to this process. This article explains how to check the:
- remaining balances on the rolled over service agreement, and
- allocations on the current service agreement.
For remaining balances that don't match allocations on the new service agreement, we explain how to adjust the new agreement's:
- service agreement item allocations
- support category allocations, and
- total service agreement allocation.
We recommend you work through each part in the listed order.
Check the remaining balances on the rolled over service agreement
To get started, you'll need to take note of the balances on the original rolled over service agreement. To do this:
- Click on the Service Agreements tab and find the pair of service agreements that need to be reconciled.
Rolled over service agreements
A service agreement that has been rolled over may have the same service agreement name/number as the new service agreement that was created from the rollover. The original service agreement should have the status of Rollover or Expired, and the new service agreement should have the status of Current.
Any new SD records generated with dates up to and including the end date of the original service agreement (in this case 30/6/2023) will only deduct funds from the balance of the Rollover or Expired service agreement.
- Click on the text link of the service agreement with the Rollover or Expired status.
- Take note of the Remaining Balance amount in the summary at the top of the service agreement.
- Scroll down to the Service Agreement Items section.
- Take note of the Remaining amount in each support category.
- For each service agreement item, calculate the remaining amount by subtracting the Delivered amount from the Total.
Check the total allocation on the current service agreement
To check the total allocation for the current service agreement:
- Open your list of service agreements in a new browser tab.
- Click on the text link of the service agreement with the Current status.
- Check if the Total Allocation matches the remaining balance of the original service agreement. If they match, no changes need to be made to this service agreement.
- If the balance is different, click on the Amend button.
- Scroll down to the Amendment Information section.
- Click on the Amendment Reason drop-down list and select Funding Changes.
- Click on the Save button.
- This will update the agreement's status to Draft.
Service agreement item allocations
Changing service agreement item allocations will affect support category allocations. Therefore, it's best to start with service agreement items.
To check and adjust service agreement item allocations:
- Make sure you're in the latest version of the service agreement. It should now have a status of Draft.
- Scroll down to the Service Agreement Items section and check the value shown in the Total field of each service agreement item. This should match the total on the original agreement item minus the delivered amount for the original agreement item.
- If you need to adjust the total of an item, click on the drop-down arrow at the end of the item's row.
- Select Edit.
- Change the value in the Total field to match the remaining balance calculated for that item. This will also affect the Quantity and Qty Remaining fields.
If the original rate for the item is no longer available, you may need to select a new rate before changing the total. Changing the rate will affect calculations in the Quantity and Total fields.
- Click on the Save button.
Support category allocations
Once you've made adjustments to service agreement items, you can move onto support category allocations.
To check and adjust support category allocations:
- Make sure you're in the latest version of the service agreement. It should now have a status of Draft.
- Check the value shown in the Allocation label on each support category. This should match the category's remaining balance on the original service agreement.
- If you need to adjust the allocation of a category, click on the drop-down arrow at the end of the category summary.
- Select Edit.
- Change the value in the Support Category Amount field to match the remaining balance calculated for that category.
- Click on the Save button.
Service agreement allocation
Once you've made adjustments to service agreement items and categories, you can adjust the service agreement's total allocation. This should match the remaining balance of the original agreement.
To adjust the service agreement balance:
- Make sure you're in the latest version of the service agreement. It should have a status of Draft.
- Check the value shown in the Total Allocation field in the summary at the top of the service agreement.
- If you need to adjust the allocation of the agreement, click on the Edit button.
- Change the value in the Total Allocation Limit field.
- Click on the Save button.
Once the new agreement's allocations are correct, generate a quote and record client approval to finalise your service agreement.