Add a line item to a support category on a service agreement – Lumary DC Help Centre

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 service delivered (SD) records.

To help guide you through, we've divided the process into these parts:

navigate to the service agreement
dates
service details
financials
comments and additional information, and
save your service agreement item.

Navigate to the service agreement

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

Navigate to your service agreement. To find a service agreement:
- Go to a client's record and click on the Funding tab. Service agreements are listed under Individual Service Agreements or Block Service Agreements, depending on the type of funding. Click on the View link for the agreement, or
- Click on the Service Agreements tab and use the filters to locate the agreement.

Scroll down to the Service Agreement Items section.
Click on the drop-down arrow at the end of the category's heading row and select New Item.

New Item button

This will launch a New Service Agreement Item popup. The first section captures the dates.

Dates

Check the Start Date and End Date. They will default to match the service agreement dates. You can narrow these if a particular service only applies for part of the agreement period — for example, if a client starts receiving a new service mid-plan. Dates must fall within the overall service agreement date range. Set the start and end date.

Service 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. Mandatory fields are marked with an asterisk. Fill in the relevant fields.

Field	How it works
*Site	Choose the location where this service will be delivered. Click the dropdown and select the appropriate site. If the site you need isn't listed, your system administrator may need to add it.
*Type	Select the appropriate option either Flexible (default) or Fixed. This setting is recorded on the service agreement. For most NDIS plans, Flexible is the appropriate option — however, check your organisation’s guidelines if you're unsure.
*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 the site.
Program	Optional. May appear if your business uses programs to group sites and services for reporting.
Group Program	Shown for Program of Support agreements. Required when 'Auto-generate Service Delivered Records' option is ticked.
Delivery Ratio	The Delivery Ratio field won't appear for services that can't be delivered to a group. 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. Ratios with more workers than clients are not accepted. The ratio is - Worker:client. For example: 1:3 means 1 workers to 3 clients.
*Rate	Select the rate that will be charged for service delivery. For NDIS services, you may need to select the correct rate for the state where the service will be delivered.
Prevent NDIS Rates Substitution	On NDIS agreements: Ticked — Prevents new NDIA rates from being applied to this specific line item. The rate set at the time of creation will remain. Unticked — When new NDIA rates are released, they will be applied to this item automatically.
Use Negotiated Rate (and related fields)	If the selected rate allows rate negotiation on service agreements this option will be available. Tick this to enter a custom negotiated rate (excluding GST), set the GST amount, and optionally record the reason for the negotiated rate. Other Reason will appear if Other is selected as the reason for a negotiated rate. Enter a reason for using a negotiated rate in the text field.
*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 or their nominee at the service agreement item level. Your selection here affects whether Lumary generates claims or invoices for this line item. If you select: Participant — You will invoice the client directly. The client must exist in Lumary as a contact with correct debtor details, including an invoicing email address. Participant's Nominee — The client has nominated someone else to pay on their behalf. An additional field will appear to identify the nominee. The nominee must exist in Lumary as a contact with correct debtor details. NDIA — You will submit claims directly to the NDIA. Select this for Agency-managed clients. Registered Plan Manager Provider — A plan management provider handles the funding. You will invoice them directly. An additional field will appear to select the plan manager — they must be added to the client's Circle of Support as an associated provider before they'll appear here. If you can't see the Funding Management field, this feature 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) time. Putting a tick in the checkbox will show the NF2F item as a separate line item on your agreement.

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Financials

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. Fill in the relevant fields.

The Auto-generate Service Delivered Records option is now hidden for Centre Capital Cost (CCC) line items. This change helps prevent accidental duplicate service delivered records when the parent service is already generating CCC child SDs, reducing the risk of double claiming for CCC services.

For organisations that wish to continue to enable the ‘Auto-generate Service Delivered Records’ option for Centre Capital Cost (CCC) line items, it can be re-enabled via the Lumary Custom Setting: Allow CCC Service Delivery Item Schedule. If you have any issues, please raise a ticket with our Customer Success team or reach out to your account manager.

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 more about how these fields work. Fill in the relevant fields.

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. Selecting Months (on a specific day) reveals a Monthly Day field. Enter a number from 1-28 to select which day of the month should be 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.
Holiday Impact	Depending on whether the line item's site has a linked Public Holiday Calendar and/or Closure Period Calendar, you can select one of these options: Not affected by public holidays/closure periods Public holidays and closure periods do not impact quantity calculations or SD auto-generation (default behaviour). No service on public holidays Public holidays are excluded from quantity calculations, and no SDs are auto-generated for those days. This option is only available if there is a Public Holiday Calendar linked to the selected site. Only on public holidays Only public holidays count toward quantity calculations, and SDs are auto-generated exclusively for those days. This option is only available if there is a Public Holiday Calendar linked to the selected site. No service on public holidays/closure periods Public holidays and closure periods are excluded from quantity calculations, and no SDs are auto-generated for those days. This option is only available if there is a Closure Period Calendar linked to the selected site. Only on closure periods Only closure period days count toward quantity calculations, and SDs are auto-generated exclusively for those days. This option is only available if there is a Closure Period Calendar linked to the selected site. Hovering over the Holiday Impact field's info icon will indicate when there is no public holiday and/or closure period linked to the selected site.
Auto-generate Service Delivered Records	This auto-generate service delivered records feature is often used for accommodation services, where there is a regular claim that is not part of a worker interaction. Note: This option is not available on block agreements. Putting a tick in this checkbox means SD records will be automatically generated for this line item based on the recurrence you have set. The recurrence will determine how often the SD records will generate. Be aware, the recurrence defaults to 1, so be sure to correct it. Note: recurrence settings don't 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. Important: If Auto-generate Service Delivered Records is enabled, do NOT also add this line item as a Planned Service when scheduling sessions. The SD record will be created automatically — adding it again as a Planned Service will cause the client to be billed twice for the same session. When enabling the checkbox option on service agreement items in Program of Support (POS) agreements, you must select the associated active Group Program, except for supported independent living services.

Important note:
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 of 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.

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.

Comments

The Comments field is optional. Use it to record any notes relevant to this specific line item that would be useful for reference.

Additional information

Line Item Service Booking Preference
This controls the automatic service booking creation in the PRODA Portal for this item. This integration is triggered when the service agreement status changes to Quote Submitted or Current, depending on your Lumary configuration. Leave this as None unless your system administrator has advised otherwise.

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.

Once you've added all of your services, you can generate a draft version of the quote or generate a quote for the client's approval.

If you're setting up a block service agreement, you can add funded clients.

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 responds when claims against this line item approach or exceed the allocated amount. Works alongside the overclaim settings at the category and agreement level to give layered budget control. Allow — Services can be delivered even after all allocated funds for this line item have been used, without any warning. Warn — Users receive an alert before rostering a service that would exceed the allocation, but can still proceed. Prevent — No further service delivery records can be created once the allocation is reached.
Service Booking	Optional. This option applies to non-PACE NDIS plans. Most NDIS plans no longer support service bookings. 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.
Override Centre Capital Cost Quantity	Use this field to set a specific quantity for Centre Capital Cost (CCC) charges, rather than the hours billed for the support. This allows CCC charges to reflect true centre usage, specifically in scenarios like 2:1 supports. When this field is set on a Service Agreement Item, the Quantity on any Centre Capital Cost Service Delivered records created for this item will be overridden with this amount.