eymanage: Adding payments

eymanage: Adding payments



Once a parent has paid their invoice using whatever methods are available to them, a record of this payment needs to be added to the system and reconciled with a child. There are several different methods you can use to go about this.

Adding payments

Adding 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 No. to view it.
  5. Underneath the invoice preview is a section called Receive a Payment, which allows you to enter details of how much was paid. This is automatically filled in with the full invoice amount. Make changes to the fields if and where necessary. 
  6. Click Add Payment.
  7. The payment will be displayed in the Invoice Payment History at the bottom of the invoice. If the invoice has been fully paid, the Receive a Payment section will disappear and the invoice will be marked as Paid. 

Importing bank statements

  1. Go to eymanage > Payments & Reconciliation in the sidebar.
  2. Click on the Bank Statement tab in the top left. 
  3. Click on Import Bank Statement in the top right.
  4. Click on the Select Nurseries menu to choose which nurseries to import the statement for.
  5. Click   to upload a CSV file of your bank statements. Clicking on the  icon next to the uploaded file name will remove it. 
  6. Click Next.
  7. In the Import Settings settings, the column headings from the CSV file will be matched with the fields on the system. If the columns match the field names, they are assigned automatically. If not, you will be able to assign them yourself using the drop-down menus. Check each field before continuing to make sure all columns line up with the correct values.
  8. Click Next.
  9. On the Review screen, you'll see a summary of which transactions are ready to be imported, and which contain errors. You cannot import transactions with errors. Click Back to go to previous steps and correct these errors before continuing. 
  10. When everything is ready, click Import.

Adding payments with eypay

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

Payment accounts

In-app payments made using eypay, are automatically added to the system. On the Transactions/Payments screen of the child profile, you will be able to track the status of direct debit and TFC payments.

Bank Feeds

If you have eypay in addition to eymanage, you are given access to the bank feeds feature, which allows you to connect your bank accounts with the system and import transactions into eymanage automatically. For TFC payments, and payments using methods outside of eypay, this is the easiest and quickest way to record payments on the system. We have already covered the set-up process in Step 3; now, you can finally make use of it. 

Go to Global Settings > Payments > Manage Bank Feeds, and you'll see a list of the bank accounts you have linked, alongside their day-to-day cash flow. These accounts will be automatically synced with eymanage at a set time overnight, which will add the most recent payments to the system, ready for reconciliation. You can also sync the feed manually by clicking on the  icon, and then Refresh Bank Feed.

Reconciling payments

If you have not added a payment directly to child or invoice, you will need to reconcile it. This is done by going to eymanage > Payments & Reconciliation > Reconcile.

On the left, you'll see a list of payments from your uploaded bank statement, or synced bank feed. The system will try to automatically match each statement line to a child on the system, who will appear on the right. If there are multiple potential matches, you are able to select one from the suggestion box. If there are none, you can used the Advanced Search to find the child manually.

Once the payment is matched to a child, click the OK button to reconcile it.

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