This page displays a list of the funding terms used by the nursery, determining how the system deducts funding from a child’s invoice. In the top right-hand corner of the screen there is a ‘Funding Settings’ button. Clicking on this button opens a pop-up window in which the user can set the terms and funding settings.

  1. The maximum number of universal entitlement funding in hours/week can be entered in this field.
  2. The maximum number of extended entitlement funding in hours/week can be entered in this field.
  3. The total maximum funding in hours/week is calculated as the sum of the universal entitlement and the extended entitlement.
  4. The maximum number of funded hours per day can be entered in this field.
  5. This drop-down menu allows the user to determine how the funding is allocated, either ‘as per sessions’, ‘as per funding rates’ or ‘average of actual sessions’.
    • If ‘as per sessions’ is selected, funding will be reduced from the invoice as per the session priority set when creating sessions on the Session Types page. Further information on this can be found on the System Settings -> Session Types page of the Support Portal.
    • If ‘as per funding rates’ is selected, funded hours will be reduced from the invoice at the rate defined in the funding terms. This may be a different amount to the Local Authority’s funding provision.
    • If ‘average of actual sessions’ is selected, the funding rate will be calculated at an average hourly cost from the child’s weekly sessions.
  6. These three tick boxes allow the user to turn certain funding settings on or off.
    • The first box is used to indicate whether funding is applicable on weekends. For example, ticking this box would allow funding to be allocated to a session on a Saturday.
    • The second box is used to indicate whether to round off entitlement, i.e. funding hours can only be allocated to the closest 0.5 hours. For example, ticking this box means weekly funding could be set to 11 hours or 11.5 hours, but not 11.4 hours.
    • The third tick box is used to indicate if extra sessions can be enabled and excluded from funding. Sessions created in this way can be invoiced manually and are identified by a flag icon on the child’s schedule. For term time only children, the user would need to mark any sessions in funding holiday periods as extra/additional sessions for them to appear on the child’s schedule and invoice.


Once the user has updated the funding settings, they can add funding terms. To do this, the user can click on the ‘+’ icon in the top right-hand corner of the screen. This opens a ‘Terms/Funding – Create’ form, in which the user can enter details of the term.

  1. The name of the term can be entered in this field, e.g. Autumn 2018.
  2. A brief description of the term can be entered in this field.
  3. This drop-down menu allows the user to select the year the term is in.
  4. The start date and finish date for the term can be entered here, e.g. 03/09/2018 – 31/12/2018. These dates will be provided by the local authority.
  5. This drop-down menu allows the user to set how funding entitlement for partial weeks should be allocated – either full week entitlement or pro rata entitlement. For example, if a term starts on Wednesday:
    • If full week entitlement is selected, a 15-hour funded child would still be allocated 15 hours for the partial week.
    • If pro rata entitlement is selected, a 15-hour funded child would be allocated 15/5 x 3 = 9 funded hours for the partial week.
  6. The start and finish dates for any holidays within this term can be set in these fields, e.g. the Autumn 2018 term could include a Christmas holiday from 22/12/2018 to 31/12/2018. If the Christmas holiday runs over to January 2019, the January dates would be set up as a holiday in the Spring 2019 term.
  7. A colour for the term can be set using this drop-down menu so that it can be easily identified on the Calendar section of the Dashboard.
  8. This tick box allows the user to indicate if the term is active.
  9. The rate per hour received by the nursery from the Local Authority for a two-year old can be entered in this field.
  10. The rate per hour received by the nursery from the Local Authority for a three-year old can be entered in this field.
  11. The rate at which the nursery reduces funding on invoices for two-year olds can be entered in this field. This will only apply if funding is deducted at the funding rate.
  12. The rate at which the nursery reduces funding on invoices for three-year olds can be entered in this field. This will only apply if funding is deducted at the funding rate.


The terms created will then be displayed in a list on the Terms/Funding page. The user can view, edit and delete the term by clicking on the eye, pen and bin buttons respectively on the right-hand side of the list.


Bulk Funding Allocation


Clicking on the ‘+’ button on the right-hand side of the list (next to the bin button) allows the user to allocate funding to each child.

  1. The children’s names are listed in this column, organised by age with youngest child first.
  2. This column is used to indicate whether a child has stretched funding.
  3. This column is used to indicate whether the nursery has received a parent declaration form for that child.
  4. The number of universal entitlement hours per week the child is entitled to can be entered in this field.
  5. The number of extended entitlement hours per week the child is entitled to can be entered in this field. Please enter a value of zero where no extended entitlement applies.
  6. The total number of entitlement hours per week will be automatically calculated in this column.
  7. Once the user saves the funding entitlement for a child, the child’s entitlement will be automatically calculated and entered in this column as number of hours per term.
  8. Once an invoice is generated, the number of used entitlement hours will be entered in this column.
  9. The total number of entitlement hours a child has remaining will be automatically calculated in this column.
  10. When allocating funding to a child, tick the box to the left of the child’s name. This highlights the row in a light green colour. The user can then enter the relevant data about the child’s funding.
  11. Once the user has saved the funding entitlement for a child the information will be displayed in this format. At this point the user can delete the funding entitlement if necessary, by clicking the bin icon on the right-hand side of the list. Once invoices have been generated for a child, their funding allocation related to those invoices cannot be deleted without removing the invoices.