Send and activate service agreements for a SIL submission

Lumary DC - This article explains how to send out service agreements for approval and activate them once approval is received.

Once you've checked that the client's requirements are within the cost of the house, you can send them their service agreement(s). At this step in the process you can send out agreements, and upload approvals to set agreements to current.

This article explains how to:

• get back to the Send Agreements step
• send finalised agreements, and
• activate agreements.

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Get back to the Send Agreements step

If you're coming back to a SIL submission process, you'll need to get to the Send Agreements step. If you're already there, you can skip ahead to the send finalised agreements step.

To get back to the Send Agreements step:

1. Go to the client's record.
2. Click on the Accommodations tab.
3. If it's not already open, click on the SIL Submissions tab.
4. Click on the Submission ID text link.
5. This opens the submission process. If the Send Agreements step is not blue -
   1. Click on the Send Agreements step.
   2. Click on the Mark as Current Submission Status button.

You should now be able to see the Send Finalised Agreements and Activate Agreements buttons at the top of your submission record.

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Send finalised agreements

Depending on the client's funding and contributions, you'll see one or two service agreement lists in the Agreements section:

• NDIS Funded Agreements, and
• Tenancy & Lease Agreements.

The lists will show all versions of the agreements generated for this submission. The latest versions will have the highest number in the service agreement name.

If these lists are empty, no agreements have been generated for the client for this submission. Don't worry, you'll be prompted to generate the agreements when you click on the Send Finalised Agreements button.

To send finalised agreements to clients for approval:

1. Click on the Send Finalised Agreements button. This will launch the Send Finalised Agreements popup.
2. If no agreements have been generated yet, you'll be prompted to generate them -
   1. Click on the Generate Agreements button.
   2. Once agreements generate, click on the Send Agreements for Signing button.

3. Select an option from the Approval Action drop-down list.
4. Click on the Next button.

The following table explains how the different approval actions work. The available options may be different depending on how your environment has been set up.

Approval Action	How it works
eSignature	If your environment is set up for electronic signing, this option will forward the service agreement(s) to the client for approval by them or their nominee. Once the document is signed, it will be automatically attached to the service agreement record. The service agreement's status will update to Current.
Download	This action generates a PDF version of the service agreement. To download the PDF so you can provide it to the client: Click on the service agreement name text link. This will open the service agreement. Click on the Related tab. Scroll down to the Files section. Click on the name of the pdf text link. Download, print or share the PDF with the client for approval by them or their nominee.

Once you've selected an approval option, you'll be taken back to the submission record. The status of the service agreement will be set to Quote Submitted.

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Activate agreements

Once your client returns their approved agreement, you can set it to current by uploading it from the Send Agreements step. If you're using eSignature, this will happen automatically when the client or their representative signs the agreement.

To active the client's service agreement(s):

1. Click on the Activate Agreements button.
2. This will launch the Activate Agreements popup.

Depending on your client's funding and contributions, you'll have one or two fields where you can upload signed agreements. Make sure you use the correct field, as this will attach the copy of the agreement to the service agreement record.

The following table explains the fields on the Activate Agreements popup.

Field	How it works
Client Approved Date	Captures the date the client approved the agreement. Defaults to the current date. To set a different date, click in the field and use the popup calendar to make a selection.
Signed NDIS Agreement Upload	Attaches a copy of the signed agreement to the NDIS service agreement record. Sets the status of the NDIS service agreement to Current. Click on the Upload Files button and navigate to the signed copy of the agreement, or Drag and drop the signed copy of the agreement onto the Or drop files area.
Signed Tenancy Agreement Upload	Attaches a copy of the signed agreement to the tenancy and lease agreement record. Sets the status of the tenancy and lease agreement to Current. Click on the Upload Files button and navigate to the signed copy of the agreement, or Drag and drop the signed copy of the agreement onto the Or drop files area.
Expire Existing Agreements	Set this toggle to Yes, expire to expire the client's current agreements. This will reveal a list of existing agreements and an End Date field. The end date defaults to the day before the start date of the draft agreement. To set a different end date, click in the field and use the popup calendar to make a selection.

3. Click on the Activate button.

This will set the latest version of the draft service agreement to the Current status. Service delivered (SD) records will generate from the agreement's start date if:

• your environment is set up to automate funding schedules, and
• service agreement items on the service agreement have funding schedules.

4. Click on the Mark Submission Status as Complete button to move onto the next step.

The next step in the SIL submission is to review the submission summary and set the submission to complete.

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