Insufficient Balance Error

Insufficient balance error is one of the error you could see from the schedule board if the client doesn’t have enough funding for all service schedules.

Understanding the Client’s Funding

The client’s funding section will show you a summary of the client’s funding. Below is the detail of each field for the funding.

Open

Budget: This is the Main Budget of the client. This is the amount that has been agreed with the provider and with the client and the budget for all the services of the client.

Opening Balance: This is the field you could use if the client has a used budget that is not from the schedule board. This is useful when the budget has been claimed before using the Brevity Software and you don’t want to create the service schedule again. The opening balance will always deduct the budget and it will be reflected on the Balance.

Allocated: This is the field where it will show you the total of the service schedule from the schedule board. This is the field that you need to look when fixing this concern.

Utilised Total: Is the total amount of the invoiced service schedule of the client.

Balance: This is the remaining budget of the client.

When you see that the allocated is almost the same as the budget, it means that the service schedule that will exceed the budget will turn into an insufficient balance error. Each service schedule that you create on the schedule board is using a portion of the budget. If you look at the service schedule below, you will notice that the two shifts have an error because it exceeded the amount of the budget.

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If the client has a $1000 budget, and each service schedule has a cost of $124.98, the amount below the service schedule will show you the remaining amount of the budget. On May 11, it will turn into yellow because the budget remaining amount is 104.64 and the total for the service schedule is $124. 98.

The balance that you see from the funding is the balance of Budget minus the Utilised total. Even if you are seeing a balance from the funding, it doesn’t mean that it will fix the issue.

Checking on the budget (optional) section

The budget optional section from the service type is a field where you could use to limit the use of budget for a certain service type. The same rule will be applied to this section if the allocated is almost the same as the budget. The shift will turn into yellow once the service schedule total will exceed the budget (optional).

If you remove the budget optional amount, what will happen is that the service type will use the main budget.

Checking on the client’s service schedule

You could run the Client Funding report where it will show you the client’s list of service schedule, the amount of the service schedule, and the balance of the client’s funding. You could do this by going to the client’s funding.

You could click on the $ sign under the client’s name from the schedule board to open the client’s funding.

Click on the Run Funding report from the upper right to generate the client’s funding report

Click on Run Report to generate the client’s funding report

Brevity will generate the Client’s Funding Report. This is useful if you want to know the last service schedule that has taken a portion of the client’s funding. In the report, if you see a green record, it means that the service schedule has been completed.

Fixing on the Error

There are two ways on how to fix the error. The first way is by increasing the Main Budget or the budget (optional). This could be done if you don’t have an exact amount for the client’s budget. The second way is by deleting the future shifts of the client. By doing this, it will create a room for the client’s funding.

You could click on the calendar icon under the client’s name from the schedule board to delete multiple client’s funding.

You will see the list of client’s service schedule. You would know what shifts you need to delete if you run the client’s funding report (see the previous section of this guide). You could select the Shift key or ctrl key to select the service schedule from the list.

Once the shift has been deleted, select the service schedule from the schedule board, and then click on the calculator icon to recalculate the shift. The shift will turn into scheduled status once there is enough funding for the service schedule