Why don't a client's funding allocation figures look right?

Key Points

Amount is the total of the allocation's service item lines. Provisioned is the billing on every shift and claim form that uses the allocation, past and future. Spent is the billing on shifts marked Completed and on claim forms. Remaining is the amount less what's provisioned.
Remaining goes down as soon as a shift with billing is rostered, not when it's completed, claimed or invoiced. This is the most common reason FlowLogic doesn't match the NDIS portal or a plan manager's figures.
A shift only counts against an allocation if its billing was picked from the Allocated Items list and the shift falls inside the allocation's dates.
Claim status doesn't change these figures. A rejected or unclaimed item still counts as provisioned and spent.
If you end an allocation early, shifts after the new end date drop off it. They need another allocation, and some can stay on the old allocation until their billing is re-selected.

What do Amount, Provisioned, Spent and Remaining mean?

You'll see these figures on the allocation, in Tracking and Utilisation, on a shift's billing line and in the Allocation Status and Allocation Top Up reports. They all work the same way.

Amount (or Dollar Amount Allocated): the total of the service item lines on the allocation, worked out from each line's quantity and price. You can't type a different total over it. A line with no quantity adds nothing.
Provisioned: the billing on all shifts and claim forms linked to the allocation. It includes future rostered shifts, so it's what you expect to use.
Spent: the billing on shifts marked Completed and on claim forms. A shift that's rostered but not completed is provisioned, not spent.
Remaining (or Available): the amount less what's provisioned. It isn't the amount less what's been claimed or invoiced.

Report columns

The Allocation Status report uses the same figures as Tracking and Utilisation, for every client with an active allocation. It also shows:

% Elapsed: how much of the allocation's date range has passed.
Expected Current Spend: the amount divided across the whole date range, then applied to the time that has passed.
Current Under / (Over) Budget: actual spend compared with the expected spend so far. A client can show as over budget now and still have funds left for the rest of the period.

For how to open Tracking and Utilisation and the Allocation Top Up report, see How do I check a client's funding budget, spot overspend and top up an allocation?

Why is provisioned over 100%?

More billing has been rostered against the allocation than it holds. Because provisioned includes every future shift, a long repeating series can take an allocation over 100% well before the money is used.

Run the Roster Services by Allocation report for the client to see which shifts are linked to the allocation.
Check the billing quantity on the shifts, and that repeating shifts don't run past what the client is funded for.
Check that two current allocations don't hold the same service items. Overlapping allocations can draw on the wrong one.
Either reduce the rostered billing or top up the allocation.

Why hasn't Spent gone up?

Spent only counts shifts marked Completed. If shifts have happened but aren't completed yet, their billing stays in provisioned. Complete the shifts and spent updates.

Spent doesn't tell you what's been claimed or invoiced. In Tracking and Utilisation, use Unclaimed and Not Invoiced to see how much is still to go out.

Does a rejected or unclaimed claim change the figures?

No. Provisioned, spent and remaining follow the shift and its billing, not what happens to the claim in the Funding Exchange. A claim the NDIA rejects, or an item you haven't claimed yet, still counts against the allocation. Resetting or retrying a claim in the Funding Exchange only puts the item back in the Unclaimed figure. It doesn't change provisioned, spent or remaining.

Fix the claim and send it again, rather than changing the allocation. See Why was my NDIS claim rejected or skipped?

Why don't the figures match the NDIS portal or the plan manager?

The NDIS portal and plan managers work from what has been claimed or paid. FlowLogic's remaining amount takes off everything rostered, including future shifts. So FlowLogic usually shows less remaining than the portal.

To compare them, look at what has been claimed or invoiced, not remaining. Also check:

Services delivered before the allocation's start date. They don't count against it, so they won't be in FlowLogic's figures.
Funding used before the client was set up in FlowLogic. FlowLogic only knows about services recorded in it.
The allocation's amount and dates. FlowLogic tracks what you enter, so check them against the client's plan.

Why did the totals change when I ended or edited an allocation?

Shifts only count against an allocation inside its dates. When you bring the end date forward, shifts after the new end date drop off it, so provisioned and spent go down.

Those later shifts need another allocation that covers their dates.
Some shifts can stay linked to the old allocation until their billing is re-selected. Open the shift, re-select the service item from the new allocation's Allocated Items list, and apply it to future shifts in the series.

Removing or replacing a service item on an allocation has a similar effect. Shifts already rostered with that item are no longer linked to the allocation, so re-select their billing too. To avoid this, end the allocation and add a new one rather than removing items. For the steps, see How do I check a client's funding budget, spot overspend and top up an allocation?

Why isn't a shift counting against the allocation?

Billing picked from All Items: items chosen from All Items aren't linked to an allocation. Re-select the item from Allocated Items.
Shift outside the allocation's dates: check the start and end dates cover the shift.
Item from another allocation: if the client has more than one allocation with the same item, the billing counts only against the allocation it was picked from.

How are group shifts (1:2, 1:3) counted?

On a group shift, each client has their own billing line with a ratio. Only that share of the item's price is charged, and that share is what counts against each client's allocation. For example, at 1:3 each client's allocation is drawn down by a third of the item's price for each hour.

If a ratio is set on both the allocation and the shift, they combine. A 1:2 ratio in both places gives 1:4.
For two workers with one client (2:1), don't use a ratio. Increase the quantity instead.

For how to set ratios on a shift, see How do I add billing to a shift?

If you've checked all of this and the figures still don't look right, contact our Support team with the client's name and the allocation.