Invoice settings for an individual
By default, invoice settings for individual children draw from the invoice settings for the nursery. If necessary, you can make changes to a single child’s settings through their profile.
- Click on
Children in the sidebar.
- Click on a child’s name to bring up their profile.
- Click on the Invoices tab on the left.
- In the top right, click on Invoice Settings.
- Click Update when you're done editing the settings.
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.
Show From/To Dates on Invoices: Check this if you want to display what period the invoice is charging for.
Split Payments: Check this option if you want the payment for invoices to be split between all parents marked as Bill Payer. In the fields which appear, type in the percentage of the invoices each parent must pay.
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