RETAINER ROLLOVER EXPIRY CHECK v1.0
Scope & Follow | Free independent workbook | English

WHAT YOU GET
- Retainer_Rollover_Expiry_Check_v1.xlsx: blank Expiry Check, fictional Worked Example, and Read me.
- Fictional_Month_Totals.csv: the 12 example input rows (not an automatic import).
- Before_You_Carry_Retainer_Hours.pdf: one-page manual checklist, usable without the workbook.
- This README and LICENSE.txt.

WHAT IT DOES
For one client and up to 12 completed calendar months, allocate each month's
usage to the oldest eligible grant. Show allocated usage, uncovered usage,
hours expiring after month-end usage, and the remaining usable bank.
The right-hand Grant 1-12 matrix shows which original month funded each use.
All calculations are visible formulas. No macros, web requests or account needed.

USE THIS ONLY WHEN YOUR AGREEMENT FITS ALL THESE RULES
1. One grant per calendar month, available at the start of that month.
2. Each grant has the SAME fixed life of 1-12 whole calendar months.
3. Consume the oldest unexpired grant first, including the grant that expires
   at the END of the current month. Then expire its unused remainder.
4. No cap on the bank, borrowing future grants, opening bank, negative
   adjustments, mid-month changes, daily cutoffs or multiple client balances.
5. Usage means your approved, in-scope time in HOURS. No minutes or fees.

START
Open in a desktop spreadsheet application. Review Worked Example and Read me.
On Expiry Check, replace B4 with the FIRST DAY of the earliest grant month
needed for the history. Replace B5 with the agreed number of valid months.
Defaults January 2026 and 3 months are illustrative, not recommended terms.
Enter an anonymous client label in B6. Enter granted and used hours in both
yellow columns for every consecutive completed month. Use 0 for a known zero.
Leave future rows blank. Do not skip a closed month or enter planned work as actual.

VALID MONTHS
1 = usable only during grant month, no rollover.
2 = grant month + next month.
3 = grant month + next 2 months.
12 = grant month + next 11 months.
Changing this control recalculates the ENTIRE history. Do not change it to
represent a mid-contract rule change. Use another appropriate ledger instead.

READ THE NUMBERS
Allocated h = usage covered by eligible grants in that month.
Uncovered h = usage not covered. This is NOT automatically an invoice amount.
Expired h = unused hours removed by this MODEL at month close.
End bank h = still-eligible hours after consumption and expiry.
Tie-out h = cumulative grants - allocated usage - expired hours - ending bank.
Expected absolute tie-out <= 0.000001 h. It checks arithmetic, not your terms.
Grant 1 means the first row/month, Grant 2 the second, etc.

WARNINGS
ENTER BOTH NUMBERS: both grant and usage must be numeric.
NONNEGATIVE ONLY: correct a negative input using your original records.
FIX SETTINGS: correct first month or Valid months above.
FIX PREVIOUS: complete/correct earlier months first. Later outputs remain blank.
READY is ONLY input readiness. It is not approval to bill or expire hours.

EXAMPLE
Jan: grant 10, use 2. Feb: grant 10, use 3. Mar: grant 10, use 4.
At a 3-month life: Jan has 1 unused hour after March use, which expires.
March ends with 20 eligible hours. April use 27 consumes 10 Feb + 10 Mar
+ 7 Apr, leaving 3. May has a zero grant and 8 used: 3 allocated, 5 uncovered.
Uncovered usage is not carried as a deficit against future grants.

KEEP HISTORY SAFE
Keep the original source time logs, approved totals and written policy.
Save a dated copy before revising an old month; all later allocation can change.
Do not reset month 1 while older grants remain eligible. No opening bank is
supported. If original history no longer fits 12 months, move to a longer ledger
or dedicated system, not a compressed starting balance.

LIMITS
Not a timer, invoice, payment system, contract template, legal interpretation,
accounting record or automatic client report. Does not validate approval,
scope, payment, legal expiry or client acceptance. No warranty of business outcome.
Native Excel, Google Sheets, mobile editing, physical printing and independent
target-user behaviour are not verified. See the Owner QA for exact tests.
Do not place passwords, sensitive customer details or confidential material here.
