The Invoices section of a child’s profile lists all the invoices generated for that child. From this page the user has the option to print a statement or email a statement to a parent/carer using the ‘Print Statement’ and ‘Email Statement’ buttons in the top right-hand corner of the screen.
The invoice settings are set up in the Invoice/Payment Settings section of the System Settings (please refer to the System Settings -> Invoice/Payment Settings documentation on the Support Portal for more information) but the user can manually edit the settings for a certain child through the Invoices section of the child’s profile. The user can click on the ‘Invoice Settings’ button to view/edit the invoice settings. Once the changes have been made, click on the ‘Override’ button to save the changes.
- This drop-down box is used to select the invoice generation type – either Actual Sessions or Equally Spread (Annualised).
- The invoice frequency can be selected from this drop-down menu – either Monthly, Weekly or Termly.
- This drop-down box is used to select whether the invoices are generated as per strict calendar dates or as per a weekly calendar.
- This drop-down menu allows the user to select whether the invoices are generated for the same month or the next month.
- The day of the month the invoice should be generated can be set in this field. For example, if December’s invoices are run on 20th November, this value would be 20 and the ‘Invoice For’ field would be set to Next Month.
- The day of the month the invoice is due on can be set in this field. For example, December’s invoices may be due on the 1st December, so the value would be 1. The due date can never be before the invoice date.
Clicking on the ‘Create +’ button in the top right-hand corner of the screen will open a menu from which the user can create invoices, payments, credit notes, deposits or opening balances. The user will only be able to create credit notes if this function is enabled in the System Settings. For further information on this, please refer to the System Settings -> Company/Nursery Chain documentation on the Support Portal.
Monthly Invoice
Clicking on the ‘Monthly Invoice’ menu option opens a pop-up window in which the user can select which year and month they would like to generate the invoice for. The Invoice date and due date can be entered by clicking on the relevant fields to open a calendar from which the user can select the required date. The name of the child will be automatically filled in as the name on the child’s profile. Click the ‘Generate Invoices’ button to generate the invoice.
Manual Invoice
Clicking on the ‘Manual Invoice’ menu option opens a new window in which the user can manually add items to an invoice. At the top of the window the parent’s name and the child’s name, nursery and room will be displayed. The invoice date field will be automatically filled with the current date but can be manually changed. The due date also needs to be entered. Clicking on one of the date fields will open a calendar from which the user can select the required date. Clicking on the ‘Add a new line’ button will open a new line of fields in which the user can enter details about the invoiced item. In this line the item can be selected from a drop-down menu. This menu shows all the products/services as set up in the System Settings – for more information on how to add products/services, please refer to the System Settings -> Products and Services documentation on the Support Portal. Once the item has been selected from the drop-down menu, the remaining fields will be auto-filled with the details of the item as set up in the System Settings, but each field can be manually changed if required.
Clicking on the ‘Add Extra Sessions (Uninvoiced)’ button opens a pop-up window from which the user can search for uninvoiced sessions. The user can use the two drop-down menus to select the year and month they would like to search in. This will generate a list of any unvoiced sessions in that time period. If there are no uninvoiced sessions in the selected time period, the message ‘No Sessions Found’ will appear instead.
The user can click on the ‘+’ button to add the uninvoiced session to the manual invoice. This will list the details of the session on the original form. The only field that can be edited in this line is the discount field. The name, description and unit price of the session is auto-filled as set up in the System Settings. For more information on setting up sessions, please refer to the System Settings -> Session Types documentation on the Support Portal. Click the ‘Create Invoice’ button to create the invoice.
Payment on Account
Clicking on the ‘Payment on Account’ menu option will open a new window in which the user can enter the details of the payment to be added to the system. The payment mode drop-down menu can be used to select how the payment is being made. The items in this drop-down menu are set up in the Other Settings section of the Global Settings. For more information on adding items to this drop-down menu, please refer to the Global Settings -> Other Settings documentation on the Support Portal.
Clicking ‘Save’ will add the payment to the list of invoices in the child’s profile. As the payment has not yet been allocated, it will be highlighted in green. Clicking on the payment will open a new window in which the user can edit the payment. The user can also refund or transfer the payment via this window.
Credit Note
The user can add a credit note to a child’s profile by clicking the ‘Credit Note’ menu option. This will open a new window in which the user can enter a description and amount for the credit note. The date will be auto-filled to the current date but the user can change it by clicking on the field and selecting the required date from the calendar. The tick box can be used to indicate if the money has been received for the credit note. Clicking on the ‘Save’ button will add the credit note to the invoices list on the child’s profile.
Clicking on the credit note will open a form in which the user can edit or delete the credit note.
Deposit
Clicking on the ‘Deposit’ menu option will open a new window in which the user can add a deposit to the child’s profile. The description field will be auto-filled as ‘Deposit’ and the money received tick box will be ticked by default. The user can enter the deposit amount in the relevant field and the date can be entered by clicking on the field and selecting the required date from the calendar. The payment mode can be selected from the drop-down menu. The items in this drop-down menu are as set up in the Global Settings. For more information on how to add payment mode menu options, please refer to the Global Settings -> Other Settings documentation on the Support Portal.
Clicking ‘Save’ will add the deposit details to the invoice list on the child’s profile.
Opening Balance
Clicking on the ‘Opening Balance’ menu option will open a new window in which the user can enter a description and amount of the opening balance. If the child’s account is in credit, enter the opening balance amount as a negative number. The date field will be auto-filled with the current date but can be manually changed by clicking on the field to open a calendar from which the user can select the required date. The user can select the payment mode from the drop-down menu. The drop-down menu options are created in the Global Settings. For more information on this please refer to the Global Settings -> Other Settings documentation on the Support Portal.
Clicking the ‘Save’ button will add the opening balance details to the invoice list on the child’s profile.
If the opening balance is a credit amount it will be saved as a payment on account which can be credited against a future invoice, refunded or transferred. If the opening balance is a debit value, clicking on the opening balance will open an invoice. This invoice can be emailed, printed off as a PDF or deleted from this window.
Viewing an Invoice
Clicking on an invoice in the invoice list on a child’s profile will open a new window displaying the invoice. The way the invoice is displayed is dependent on whether it is an ‘actual sessions’ invoice or an ‘equally spread’ invoice and how the funding is deducted from an invoice – at the session rate or at the funding rate. These options are set up in the System Settings – please refer to the System Settings -> Invoice/Payment Settings and System Settings -> Terms/Funding documentation on the Support Portal for more information. The example below is an ‘actual sessions’ invoice with funding deducted at the session rate. It shows the days a child attended which sessions and how much those sessions cost. There is also a column showing the funded hours being deducted from the invoice. If the child is not entitled to funding, this column will not appear on the invoice.
Using the buttons at the top of the page, the user can email a PDF of the invoice to the parent marked as the bill payer. The user can also generate and download a PDF of the invoice. If there is an error on the invoice, the user can regenerate it. The user can also add an item to the invoice.
The user can add a payment to this invoice by filling out the ‘Receive a Payment’ details and clicking the ‘Add Payment’ button. If a payment has been added to this invoice, it will appear in the ‘Invoice Payment History’ section. If the user has regenerated the invoice at any point, the date the invoice was regenerated and the original invoice amount is listed in the ‘Invoice Regenerate History’ section.