Creating products & services

Creating products & services

Products and services are anything that the parent pays for in addition to scheduled sessions. They can be opted into or allocated automatically, and there are a lot of ways to customise how they function on the system.
  1. In the top right click on  > System Settings.
  2. Click on the Products and Services tab on the left.
  3. Click on the  button in the top right to create a new product/service.
  4. Fill out the form:
    1. Name/Description: Choose name and description so you can quickly identify what the product/service is.
    2. Type: Select whether this is inventory (product) or a service.
    3. Group (optional): Another way of categorising your products/services. You can filter by Group on the Products/Services tab.
    4. Under Rate type, choose between Flat Rates or Automated Rates.
Flat Rates:
  1. Price (Sales): Here is where you put the price of the product/service.
  2. Cost (Purchase): Here is where you put how much the product/service cost you to provide.
  3. Comments/Notes: Here you can add extra information about the product/service.
  4. Price included in session rates: Checking this option will make it so the parent isn’t additionally charged the price of the product/service. It is included in the standard session rate.
  5. Show on Child Scheduling Screen: Checking this option will mean the product/service appears as an optional addition when scheduling a child’s sessions.
  6. Automatically allocate products/services: Checking this option will automatically allocate this product/service to monthly invoices. A few fields will pop up, allowing you to configure who these get allocated to:
    1. Allocation Rules: Use this to assign which children this product/service is automatically allocated to. You assign by specific Children, Rooms, Tags, and Cohorts. Choose whether you want to Include or Exclude the Children/Rooms/Tags/Cohorts you select. Excluding something will assign the product/service to everything but the excluded Child/Room/Tag/Cohort.
    2. To Invoice/Invoice Amount: Products/services will only be automatically allocated to invoices greater than, or greater than or equal to, this invoice amount.
    3. Apply Discount: Choose whether or not you want to apply a child’s Default Discount (%) (from the child’s profile) to this product/service.
  7. Linked products/services: If you chose to have the product/service appear on the Child Scheduling Screen, then selecting that product/service while booking a session will also automatically select any linked products/services.

Automated Rates: Automated rates allow you to automatically allocate products/services to any day when the child has a session scheduled. It also allows you to set up different hourly rates depending on times of day and the age of children:
  1. As Per Time Intervals: 
    1. Applicable Hours: Choose whether this product/service will be allocated to all Scheduled hours or just Funded hours. 
    2. Time Intervals: Here, you can set different rates for this product/service over different time periods.
    3. Start: When the time interval starts.
    4. Finish: When the time interval ends. 
    5. Priority: You can assign each interval a priority number. This determines the order in which funding hours are allocated, with 1 being the highest priority.
    6. Age Group (In Years) (Less than): The Age Group columns allow you to input different hourly rates for different age groups. The age you type in here will create a group including children under that age.
    7. Rate (hourly): The hourly rate for different time intervals and age groups, according to its row and column. 
    8. Comments/Notes: Insert anything else you want to add here.
  2. As Per Formula: Tick this if you want to use your own formula to calculate weekly or monthly rates for a product/service. Type [[ into the box to see a set of values that are automatically calculated by the system. Use these together with the */+- modifiers to formulate your rate. Weekly rates are applicable to Actual and Equally Spread invoices, while Monthly rates are only applicable to Equally Spread. 
  3. Allocation Rules: Use this to assign which children this product/service is automatically allocated to. You assign by specific Children, Rooms, Tags, and Cohorts. Choose whether you want to Include or Exclude the Children/Rooms/Tags/Cohorts you select. Excluding something will assign the product/service to everything but the excluded Child/Room/Tag/Cohort.
  4. Apply Discount: Choose whether or not you want to apply a child’s Default Discount (%) (from the child’s profile) to this product/service.
When you've filled out the form, click Save to create this product/service.

To create products and services for all nurseries, go to  > Global Settings, then continue from Step 2.

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