A balance check is performed when a job is created or updated.

The balance check identifies if there is a service agreement funding or time frame gap for the job. This includes all jobs within a recurring schedule. If a job exceeds funding or time frames, a Contract Warning message displays. The message will list the jobs and details, along with options to resolve each issue.

Fig: Schedule job, balance check, contract warning

A Resolution can be selected as per the following options:

• ALL JOBS – Will create all jobs in the recurrence even though some may fall outside the service agreement.
• COVERED JOBS – Will create the number of jobs that can be created within the time frame or funds of the service agreement.
• NO JOBS – Will not create any of the jobs for this client.

And then click Next to proceed.

Note: If the balance check is configured to prevent overclaim (in custom settings), the job record may not be created before the overclaim is resolved on the service agreement.

Balance Check for Category and SA level Budget and Overclaim

When creating a job, the system performs the balance check to show overclaim at three levels: 

• 1st: Service Agreement Item
• 2nd: Category 
• 3rd: Service Agreement 

This function is controlled by three custom settings

• Check_Balance_and_Service_Date = true
• Bypass_Prevent_Overclaim = false
• Check_Balance_All_Three_Levels = true

Function Balance Check is confirmed working correctly and responds with the correct overclaim level and remaining fund.

Category Level:

SA Level:

SAI level:

• An email alert can be sent to a nominated email address, public group, or job record owner when a job is scheduled for a date and time that falls outside the client’s service agreement.
• This check is done in real-time while scheduling an individual job. The system will also perform the same check and send the email notification when you are creating a series of recurring jobs.
• The email alert identifies the job, client, service agreement and service agreement item. These offending items need to be addressed, or the service delivered record will not be created.

An example of the email notification sent when a job is scheduled outside the client’s service agreement.