Adding payments

Adding payments



Payments received from parents can be added to the system and allocated to invoices. This helps you keep track of how much parents have paid, and how much is still owed. If you have eypay along with eymanage, much of this can be done automatically.

You can only allocate payments to approved invoices.

Adding payments

Adding payments for individual invoices

  1. Click on  Children in the sidebar.
  2. Click on a child's name to bring up their profile.
  3. Click on the Invoices tab on the left.
  4. Click on the invoice to view it.
  5. Underneath the invoice preview is a section called Receive a Payment, which allows you to enter details of how much has been paid. This is set to the full invoice amount by default. Make changes to these fields where necessary.
  6. Click Add Payment.
  7. If the invoice has been paid in full, the Receive a Payment section will disappear and the invoice will be marked as Paid.

Adding payments through the Payments screen

The advantage to creating payments through the Payments screen is that you can allocate a payment to multiple invoices.
  1. Click on eymanage > Payments in the sidebar.
  2. Click Create Payment in the top right.
  3. Choose which children this payment is for from the field on top. 
  4. Fill in the rest of the fields.
  5. Click Save & Allocate.
  6. You will see a list of outstanding invoices. Enter the amount paid to each invoice in the box under Allocated Amount. 
  7. If a parent has overpaid, you can allocate the remaining money as a Payment on Account.
  8. Click Allocate Payment when you’re done.
InfoIf you have automatic allocation turned on in Invoice settings, you will be given the option to allocate the payments automatically, starting with the oldest outstanding invoice.

Bulk payment upload

You can upload payments to eymanage in bulk using a CSV template that we provide.
  1. Click on eymanage > Payments & Reconciliation in the sidebar.
  2. In the top right, click on Bulk Payments Upload.
  3. Click on the Download Template button to download the CSV template to your browser.
  4. Fill out the CSV template where each row represents a new payment.
  5. Save the template.
  6. On the Bulk Payments Upload window, click Choose File, select the template, and Open it. 
  7. Click Submit.
  8. You’ll be taken to a summary of the data you’re importing. Hovering over the  icon will let you view the status of a row and if there are any issues that need amending.
  9. Click on the  icon to edit the information in the fields. Click the  icon to confirm your changes. 
  10. Click Submit. 
Alternatively, you can download a bank statement from your online banking and upload it to the system. Find out more about uploading and reconciling bank statements.
Alert
With the introduction of eypay and the existence of bank statements as a more effective payment upload method, we'll be retiring bulk payment upload on 31 August 2026.

Adding payments on account

A Payment on Account is just a normal payment that shows up on a child’s Invoices tab instead of the Payments screen, making it easier to track how much parents have paid. This is also a good way to keep track of how much money is left over if a parent has overpaid. Once a Payment on Account is created, it can be refunded, transferred to another child, or allocated to an invoice. It cannot be allocated to multiple invoices at once; you can only do that when allocating payments from the Payments screen.

Adding a payment on account

  1. Click on  Children in the sidebar.
  2. Click on a child’s name to bring up their profile.
  3. Click on the Invoices tab on the left.
  4. In the top right, click Create+ > Payment on Account. 
  5. Enter the details of the payment.
  6. Click Save.

Allocating a payment on account

Once you've created a payment on account, you can allocate it to an invoice.
  1. Click on  Children in the sidebar.
  2. Click on a child’s name to bring up their profile.
  3. Click on the Invoices tab on the left.
  4. Click on an invoice to view it.
  5. At the bottom, you will see a list of Payments on Account. Click on the  icon next to the one you want to allocate to this invoice.
  6. Fill out the details of the payment.
  7. Click Save.
InfoIf you have automatic allocation turned on in Invoice settings, the payment will be allocated automatically to the next invoice to be approved.

Adding credit notes

Credit Notes can be created on the Invoices tab of a child’s profile, or on the Payments screen. They are a way of keeping track of credit on the child’s account from overpayment or other things. Once they’ve been added, credit notes can be allocated to invoices.

Adding a credit note through the child profile

  1. Click on  Children in the sidebar.
  2. Click on a child’s name to bring up their profile.
  3. Click on the Invoices tab on the left.
  4. In the top right, click Create+ > Credit Note. 
  5. Enter the details of the credit.
  6. Click Save.

Adding a credit note through the Payments screen

  1. Click on eymanage > Payments in the sidebar.
  2. In the top right, click Create Credit Note.
  3. Choose which children this payment is for from the field on top. 
  4. Fill in the rest of the fields.
  5. Click Save.
  6. The credit note will be added to the child’s account. You can see it on the Invoices tab on the child’s profile.

Allocating a credit note

Once you've created a credit note, you can allocate it as a payment to an invoice.
  1. Click on  Children in the sidebar.
  2. Click on a child’s name to bring up their profile.
  3. Click on the Invoices tab on the left.
  4. Click on an invoice to view it.
  5. You will see a list of Credit Notes. Click on the  icon next to the one you want to allocate to this invoice.
  6. Fill out the details of the payment.
  7. Click Save.
InfoIf you have automatic allocation turned on in Invoice settings, the credit note will be automatically allocated to the next invoice to be approved. 

Adding payments with eypay

eypay makes it easier for you to manage payments by connecting your bank account with the system and allowing parents to pay fees directly to you. 

Payment accounts

When you create a payment account with eypay, you are able to set up one of four payment methods: card, bank transfer, direct debit, and Tax-Free Childcare (TFC). Parents can make use of these payment methods to pay their nursery fees through the eyparent app. When this happens, records of the payment are added to the system automatically.

Bank Feeds

For payments made through TFC, or using a payment method that is not covered by eypay, you'll be able to use the Bank Feeds feature to automatically sync your payments with eymanage overnight. 

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