Managing deposits

Managing deposits

Invoices for deposits can be created and sent to parents from the child's profile. Separate records are kept for deposit invoices and deposit payments. Records for deposit payments are added automatically once a deposit invoices is fully paid off, or you can add them manually. From there, it can be refunded, transferred to another child, or allocated to an invoice. 
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Creating a deposit 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. In the top right, click Create+ > Deposit > Deposit Invoice.
  5. Fill out the dates and reference at the top of the screen.
  6. The deposit appears as the only item on the invoice. The details in the fields are based on the Deposit product/service that is pre-created on the system, and can be edited in System Settings > Products and Services. However, the fields can also be edited manually from this pop-up, if needed. 
  7. Click Save as Draft or  > Save & Approve. Note that only approved invoices can be sent to parents, or have payments allocated to them.

Importing deposits

Your nursery may receive deposit payments from a lot of parents at once. In these cases, eymanage lets you import the deposits in bulk.
  1. Click on  Children in the sidebar
  2. Click on the  icon in the top right to take you to the import page.
  3. Click on the Download Template button under the Import Deposit field.
  4. Your browser will begin downloading the template for importing your deposits.
  5. Open up the template and type information into the relevant columns, with each new row representing a new child.
  6. Save the template.
  7. Under Import Deposit, click on Browse, select the template, and Open it. 
  8. Click Next.
  9. You’ll be taken to a summary of the data you’re importing. Hovering over the  icon will let you view the status of a row and if there are any issues that need amending.
  10. Click on the  icon to edit the information in the fields. Click the  icon to confirm your changes. 
  11. Click Save to finish the import.
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Adding a deposit payment

Adding a payment through a deposit 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 a deposit invoice to view it.
  5. Underneath the invoice preview is a section called Receive a Payment, which allows you to enter details of how much has been paid. This is set to the full invoice amount by default. Make changes to these fields where necessary.
  6. Click Add Payment.
  7. If the invoice has been paid in full, the Receive a Payment section will disappear and the invoice will be marked as Paid. For deposit payments only, a separate record will be created on the child's Invoices tab for the deposit payment.

Adding an isolated deposit payment

Deposits payments can be added to the system regardless of whether an invoice for it exists. 
  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. In the top right, click Create+ > Deposit > Deposit Payment. 
  5. Enter the details of the deposit.
  6. Click Save.

Allocating a deposit

  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 to view it.
  5. You will see a list of Deposits. Click on the  icon next to the one you want to allocate to this invoice.
  6. Fill out the details of the payment.
  7. Click Save.