This article explains how to use Rollover to apply the same categories and line items to a new service agreement. It replaces the previous Renewing Service Agreements article.
When a client's existing service agreement is due to expire, you may want to continue to use some of the same services for their next funding period. Rather than setting up a new agreement and adding all of the categories and line items again, you may choose to roll over the existing agreement. This will also mean that the client's services will continue to be delivered against the same service agreement number.
This process can also be used when a client has leftover funding that they want to extend into a new period.
To roll over a service agreement:
- Navigate to the client's current service agreement. Make sure you roll the agreement over before it expires, otherwise the Rollover option won't be available.
- Take note of the Total Allocated amount.
- Click on the Rollover button.
- Fill out the New Service Agreement form with the details of the new period.
- Make sure you check your Start Date and End Date carefully, as service deliveries will draw from the service agreement based on these dates. For ease of use, we recommend that you avoid overlapping the dates with the existing agreement. You must add an End Date, as this is a mandatory field.
If you are using a Service Agreement Overclaim setting of Prevent or Warn, you'll need to set your Total Allocation Limit to be equal to or greater than the Total Allocated value from step 2. If you use the Allow setting, you can leave the field blank or add whatever value you choose.
If your service agreement is aligned to an NDIS service booking, you'll need to update the dates on the service booking with the NDIA to ensure that you can continue to claim services.
- Click on the Save button. This will create a new version of the service agreement with a Draft status.
- Click on the Line Items tab to review the categories and service agreement line items. The allocations will be copied over from your original agreement with the Delivered balances reset to zero. If you're using leftover funds or you need to modify the allocations, make sure you adjust the balances of the relevant items to avoid overclaiming.
Amounts that were overclaimed on the previous agreement will show negative values under Allocated to Services, Quantity and Total. You may need to adjust the allocation for those services.
- Once you've included all of the required categories and line items on your new agreement, you can finalise the agreement by generating a quote and capturing the client's approval.
The client will now have two service agreements listed under the Contracts tab on their client record. When services are delivered, the system will use the start and end dates on the agreements to determine which version to draw from. This means that if you have any service deliveries that haven't been added to the system for the Rollover agreement, you'll still be able to deliver them against that version.