Importing and reconciling payments

Importing and reconciling payments



Reconciliation is the process of matching the payments you receive with existing invoices on the system. If parents have paid through eypay, then most payments should be added to the system automatically, but you can also use Bank Feeds to sync payments and prepare them for reconciliation.

For customers without eypay, an alternate way to upload payments in bulk is to import your nursery's bank statement. Then, once the information is on the system, you can reconcile the statement lines with the invoices/children on eymanage. 

Info
Card payments made through eypay will be reconciled automatically.

Syncing payments with your bank account on eypay

With Bank Feeds, payments will automatically sync payments with eymanage overnight. However, you can also sync payments yourself at any time by following these steps:
  1. Go to  > Global Settings.
  2. Click on the Payments tab, then Manage Bank Feeds.
  3. Click on the  icon for one of the feeds.
  4. Select Refresh Bank Feed.

Importing bank statements

If you don't have eypay, you'll need to import your payments manually.
  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.
  11. The screen should update with the lines on the bank statement.
  12. To delete a statement line, check the box to select a row, then click Bulk Action > Delete.

Duplicate payments

eymanage has a safeguard in place against accidentally importing the same payment twice, or importing a payment that has already been added automatically from the parent app. When you complete your Import Settings and click Next, the system will check the information in the each of the assigned fields, and if it detects that there is a duplicate transaction on the system, you will get an error and the payment will be deselected. However, if you've reviewed the payment and want to upload it anyway, you're able to do so by reselecting the payment and clicking Import.

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To help you with importing the correct data into the system, we provide a CSV template that you can fill out according to your bank statement. Click Import Bank Statement, then click on the Download .csv template link in the text.
Warning
Company Admin & Accounts Admin are able to import bank statements and delete statement lines.
Company Admins, Accounts Admin, Area Managers and Nursery Managers are able to reconcile the payments to the children/invoices of those they have access to. 
If you import a bank statement to All nurseries then a nursery manager for example will have visibility of all those statement lines but will only be able to reconcile to children in the nursery they have access to. 


Reconciling payments

  1. Go to eymanage > Payments & Reconciliation in the sidebar.
  2. In the Reconcile tab you can see details of all the payments imported to the system. Click on More details to view more details about the statement.
  3. Previously, we used to match the details of a payment to specific invoices based on the invoice amount. However, with recent improvements we've changed it so that we prioritise matching to a child, rather than an invoice. The system will compare statement lines with information on the child profile (Child Name, Child URN, Parent Name, Tax-Free Childcare Code, Voucher Code, and DD Reference) to automatically assign a child to the bank statement.
  4. Once a statement is uploaded or a payment is synced, there are three potential results:
    1. If the system finds one exact match for the bank statement, the right hand field will be bordered in green and the Child Name will be filled in automatically.
    2. If the system finds multiple matches it will be coloured orange. The most likely option will be automatically filled in, but you will also be given  Suggestions in a drop-down window, which you can review and select instead.
    3. If the system does not find a clear match, the right hand field will be coloured grey and no child will be selected. In this case, you will either have to choose one from one of the suggestions, if they are available, or use Advanced Search to find the correct child (see below).
  5. If the Payment Mode has not been filled in automatically, select the correct one from the drop-down menu.
  6. Click OK to reconcile the statement.
  7. If the child has multiple unpaid invoices, and the setting Allocate payments to unpaid invoices/payment on account automatically (oldest invoice first) except children with following payment terms is enabled in Payment Settings, the reconciled payment will be automatically allocated to oldest unpaid invoice first. Otherwise, it will appear on the child's Invoices screen as an unallocated payment. If there is overpayment, it will be added as credit.

You can reconcile a statement with an invoice manually by clicking on Advanced Search for the line you want to reconcile. This may be useful if the system can't detect a suitable match automatically, or if the child's payment terms don't allow invoices to be allocated automatically. Note that using this method will reconcile statements to an invoice, not a child.
  1. Click on Advanced Search next to a statement line. 
  2. Type the Child Name, Child URN, Tax-Free Childcare Code, Voucher Code, Parent Name, or DD Reference into the search bar and select a child from the list. You may select more than one child.
  3. The child's invoices will appear in the table below.
  4. Select the invoices you want to match with this statement by checking the boxes.
  5. You can also reconcile them to Payments on account and/or Deposit payments by typing the amounts into the corresponding fields for each child.
  6. If the Payment Mode has not been filled in automatically, select it from the drop-down menu at the bottom.
  7. Click Reconcile. 

Using auto-reconciliation

For TFC only, you have the option to automatically reconcile payments when they are added to the system. This only works if you have Bank Feeds set up through eypay, and if the parent has made the TFC payment through the eyparent app.
  1. Go to Global Settings > Manage Bank Feeds and click on the bank account name to open the manage bank account screen.
  2. Click on the Auto-Reconcile toggle.
  3. Click Update.
With this option enabled, from now on, every time you sync or upload Tax-Free Childcare payments, it will be automatically reconciled, so long as the system finds an exact match. Because this feature is capable of functioning without any input from the user, we've also given you the ability to check what payments have been reconcile this way. All you need to do is click View All Reconciled next to the auto-reconcile button. 

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