To generate an invoice, click on the ‘Generate Invoices’ button in the top right-hand corner of the Invoices screen.
This will open a pop-up window in which the user can select which invoices they would like to generate.
- The year the user is generating invoices for can be selected from this drop-down menu.
- The month the user is generating invoices for can be selected from this drop-down menu. If the user has selected to generate invoices on a weekly or termly basis, this drop-down menu will allow them to select the week or term instead. For further information on setting invoices as weekly, monthly or termly, please refer to the System Settings -> Invoice/Payment Settings documentation on the Support Portal.
- Once the year and month have been selected, the invoice date will be automatically set as the invoice date set up in the System Settings. For further information on setting up the invoice date, please refer to the System Settings -> Invoice/Payment Settings documentation on the Support Portal. The user can manually change the invoice date by clicking on this field and selecting the required date from the calendar that appears.
- The invoice due date will also be auto-filled with the invoice due date as set up in the System Settings once the year and month have been selected. For further information on setting up the invoice due date, please refer to the System Settings -> Invoice/Payment Settings documentation on the Support Portal. The user can manually change the invoice due date by clicking on this field and selecting the required date from the calendar that appears.
- The user can select which child they would like to generate invoices for by entering the child’s name in this field. The user can select one child, multiple children, or can generate invoices for all children by selecting ‘All’ from the menu that appears when clicking in the field.
- Once the mandatory information has been entered, the user can click ‘Generate Invoices’ to generate the invoices. This will send an email to the email address set up in the System Settings -> Company/Nursery Chain settings telling the user which invoices were successfully generated and which invoices were not. A new pop-up window will also appear from which the user can download a log file, also showing which invoices have/haven’t been generated successfully. If the user would not like to download the log file, they can simply close the window.
A list of the invoices will then appear on the main Invoices screen. The user can hover their cursor over the invoice number to see a pop-up detailing the date and time the invoice was generated.
Clicking on an invoice will open the invoice in the child’s profile. For further information on the invoices section of a child’s profile, please refer to the Children -> Invoices documentation on the Support Portal.
Once invoices have been generated for a certain month, the user will be able to run reports based on those invoices, such as the Income Forecast Report. For further information on these reports, please refer to the Reporting documentation on the Support Portal.
The Income Forecast section on the Dashboard will also show a breakdown of the income forecast based on the invoices generated for a month. For further information on the Income Forecast section of the Dashboard, please refer to the Dashboard -> Dashboard documentation on the Support Portal.
