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. The youngest age group should be in Age Group 1.
    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.

    • Related Articles

    • Modifying products/services rates

      You can change the rates you charge for products or services any time. Using the Modify Rates button, you can schedule when these rate changes will take effect. Products and services charged before this date will remain unchanged. In the top right ...

    • Creating a manual invoice

      While eymanage gives you the ability to generate invoices automatically, Manual Invoices allow you to customise each individual line of the invoice, but you can only include products/services, and extra sessions that haven’t already been invoiced. ...

    • Generating invoices

      Once invoice settings and session scheduling have been set up for children, you are able to generate invoices based on the number of hours booked, the price of each session, additional products/services, and so on. Invoices can be created for just ...

    • Creating 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. You can only allocate payments to approved invoices. Creating payments for ...

    • Creating a profile on eylog from eymanage

      While filling in a staff member’s profile form, you’re given the option to also create a profile for them on eylog using the information stored for them on eymanage. When adding a new staff member Click on Staff in the sidebar. Click on the icon in ...