Invoice settings for a nursery branch
You’re able to edit how invoices function on the system through Invoice Settings. The Invoice Settings you assign for a nursery branch are the default for any children added to that branch. Unlike individual invoice settings, branch invoice settings also allow you to edit email templates, invoice layouts, and payment settings.
- In the top right, click on
icon > System Settings.
- Click on Invoices/Payments on the left.
- Go through each section and make any changes you want.
- Click Update to save your changes.
Invoice Settings
This section lets you customise the invoices themselves – how they’re calculated, when they’re due, and so on.
Invoice Generate Type: Choose whether you want to generate invoices as Actual Sessions or Equally Spread (Annualised).
Actual Sessions: Invoices will charge parents based on the individual sessions they’ve been booked for.
Equally Spread: The cost of all sessions is equally spread out over a year, so parents are charged the same amount in each invoice. Selecting this option will bring up a Calculation Factor, which is (Number of Weeks the Nursery is Open in a Year)/(Number of Months the Nursery is Open in a Year), or 52/12 by default. This value is multiplied by the weekly total from a sample week, and used to determine the average monthly cost across the whole year. Funding reduction is then applied to determine the invoice amount for each month. Some more options for Equally Spread include:
- Holiday Reduction: Check this if you want holidays to be deducted from the weekly total.
- Exclude Products/Services from Weekly Calculation: Check this if you don’t want products and services to be included in the calculation for the weekly total. This means they will be included as a separate charge in the invoice.
- Exclude Products/Services from Discount: Check this if you don’t want discounts to apply to charges for products and services.
Invoice Frequency: How often you invoice parents. You can create Weekly, Monthly or Termly invoices.
Generate Invoice as Per: This refers to which dates invoices will run through. Invoices generated as per Strict Calendar Dates will run from the 1st, to the last day of the month. Invoices generated as per the Weekly Calendar will run until the last Friday of a given month so that the parent is only charged for complete weeks.
Invoice Date: Select which day of the month this invoice is sent.
Invoice For (Month): Select whether this invoice is for the Same Month it is generated, or the Next Month.
Invoice Due Date: Select which day of the month this invoice is due.
Invoice Number Prefix: Define what goes before the Invoice Number. This always stays the same.
Invoice Number: A number is assigned to every invoice generated for a nursery branch. This number increases with every new invoice. Edit this field to adjust what the starting number is.
Invoice Number Suffix: Define what goes after the Invoice Number. This always stays the same.
Show From/To Dates on Invoices: Check this if you want to display what period the invoice is charging for.
Show account balance prior to invoice date on invoices (including manual invoices): Check this if you want to display the account balance, as of the date of the invoice, at the bottom of the invoice.
Invoice Email Settings
This section allows you to edit the kind of email that parents receive with their invoices. There is a default message that can be edited in the text box.
The placeholders in square brackets [[ ]] draw upon information stored in the system. When the parent is sent this email, the placeholders are replaced with personalised information about the parent/child/invoice. You can see a list of placeholders by typing [[. For what each placeholder refers to, go here.
Invoice Layout Settings
This section lets you customise the layout of the invoice that parents receive as a PDF. You can choose between two versions. Version 1 is more condensed, while Version 2 is best suited to Equally Spread (Annualised) Invoices.
Payment Settings
Within this section, you can tick two options.
Allocate payments to unpaid invoices/payment on account automatically (oldest invoice first): Ticking this means that whenever you Save & Allocate a payment on the Payments screen, you will have the option to automatically allocate it to that child’s oldest invoice. You can also choose to exclude certain children from this automatic allocation if they’ve been assigned certain payment terms.
Allocate payment on account/credit notes automatically on invoice generation/re-generation: Ticking this option means that payments on account and credit notes will be automatically allocated to the next invoice you generate and approve.
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