Financial

At the start of a new year, most clients will choose to send year end tax statements to families. Tax statements provide a summary of payments made by families for the previous year. In order to ensure all valid payments have been included, client...

Parents can pull year end tax statements from the Parent Portal by following the steps below: Once a parent is logged in, they click Statements On the Statements screen, click Summary Year End A PDF statement will option with...

At the start of the new year most clients will choose to send year end tax statements to their families. Tax statements provide a summary of payments made by families. Ensure the payment type valid values are setup correctly. Administrators can ...

At the start of the new year most clients will choose to send year end tax statements to their families. Tax statements provide a summary of payments made by families. Ensure the payment type valid values are setup correctly. Administrators can ...

If the family does not see a refund posting back to their account and the refund was an ACH or Credit Card, you will need to go to the processor gateway and see if the refund was processed successfully. If the payment is not showing as refunded ...

An couple of examples for how to setup a general ledger. If my ledger was setup so that I wanted to pull center ID and type of program being offered, my segments might look like this- When I pull financial reports I want to see strings t...

This article is a walk through of how to import payments to family financial ledgers. Import Payment/Adjustment Process Click Reports, then select Financial Click Actions, then select Import Payment/Adjustment Spreadsheet ...

Receipting a payment from the admin side: Find the family making the prepayment. Then navigate to the family's financial ledger. On the family financial screen select the actions button and press make payment (or online payment): Comple...

To pull a payment report navigate to the Payments > Payments/Adjustments screen- Select the Search Criteria option, enter a date range, select a payment type etc, then press View Select the Actions menu, then select Export-CSV or Expo...

To send invoices, select the Payments menu, then select the Outstanding option. Once on the Outstanding page, select the search criteria button to display the families that match your criteria. Once criteria has been entered, select the view o...

There are several ways a credit (adjustment) or a fee could be added to a family account. To add a late credit or fee to a group of family accounts go to the On the Outstanding screen, use the Search Criteria option to edit the families that dis...

Refunds for any credit card transactions made over 90 days can be processed from the POS Payments screen. Important : Users must know the credit card number, CVV and expiration date in order to refund a payment greater than 90 days old. Please n...

The Print Batch Statements option creates a PDF for a time period of all family statements. From the home toolbar select the star icon, hover over Quick Links- Things To Do, then select Print Batch Statements- On the Print Batch Statements s...

To add a convenience/service fee for electronic payments go to the Setup menu, then select system config- Select the Payments option- Enter the amount parents should be charged when electronic payments are charged- Once an amount i...

Coupons applied to a child’s program/room assignment only apply to charges for that program/room assignment. As opposed to coupons applied on the family Financials tab, which are applied per child and not specific to program/room assignments. Addi...

The first step in using coupons to add another discount to a family record is to setup coupons under Setup > Rates, then select the actions menu and select Setup Coupons. Note: make sure you are changing the settings on the coupon setup to m...

There are several aging reports within the system. The easiest way to pull an aging report is to go to payments > outstanding- Enter search criteria, press view Then select the actions icon and choose Outstanding Balance Export or Outs...

The Charge/Reduce Revenue section allows administrators the ability to simplify adjustments made to financial ledgers for families in the system. Using this method, administrators can select what Type - Fee Valid Values can be setup in the syste...

Check unlock codes allow families the ability to register for a program without paying the registration or other fees up front. These codes would need to be given to parents in order for them to be able to use a code during registration. From t...

From the family record, select the Program/Room assignment tab on the Child record. From the discount drop down list select the correct discount- Once the discount has been selected scroll to the bottom of the page and press Save.

When a payment is returned by the bank and you would like to take the payment off of the family financial ledger and add a fee, you can mark the payment as a returned payment. In order to return a payment you must have a type- payment valid val...

Prepay deposits allow funds to be collected up front and applied to the financial ledger at a later point- on a specific date, billing period or at the time of a child's withdrawal from the center. One-Time Setup: Set up at least one type-...

How to add a fee or adjustment to multiple family ledgers at once (by room/program). From the main menu, select Reports then select Room/Program. Select General from the Report Category drop down menu Then select Online Select ...

By default, the revenue type associated to rooms will display as a normal fee. To see billing associated to a specific type- fee ( valid value ) adjust the default revenue field on the room/setup screen (this will only impact future billings). ...

Unscheduled attendance fees allow for sites to charge children for attendance in a room on a day that is not on their schedule. From the menu, select Setup then Room/Program On the Room/Program page, select a room's name Scroll to th...

Receipting a payment from the admin side: Find the family making the prepayment. Then navigate to the family's financial ledger. On the family financial screen select the actions button and press make payment (or online payment): Comple...

To help streamline the process for admins when entering program/room assignments for children specific rate categories can be assigned to room categories or specific rates. To setup rate categories: Step 1: Setup rate category Step 2: Add ...

Go to the family's financial record. On the financial page, select the actions button- then select Online Credit Card- On the payment screen, enter the payment amount then select the payment type. From this screen only Credit Card and ...

To process a refund go to the family's financial page and select the payment corrections icon. If the refund is a credit card refund select Gateway Refund/Void- If the refund is a check or cash refund select Refund- Enter amount being...

Billing can be created from the business level or center level. There are two types of billing methods; defined and transactional. Follow this link for directions to find out the differences between the billing types. Transactional billing allow...

Each site is set up as transactional or defined billing, this will relate to how a site is able to bill their families. Defined billing means a site will only ever bill one period at a time, the nice feature of defined billing is that billing ca...

Overview Reconciliation is the process of comparing transactions and activity to supporting documentation. Further, reconciliation involves resolving any discrepancies that may have been discovered. The process of reconciliation ensures the accura...

Billing can be created from the business level or center level. There are two types of billing methods; defined and transactional. Follow this link for directions to find out the differences between the billing types. Defined billing can be crea...