Invoice/Payments
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 ...
Adding payments
Payments received from parents can be added to the system and allocated to invoices. This helps you keep track of how much parents have paid, and how much is still owed. You can only allocate payments to approved invoices. Adding payments Adding ...
Importing and reconciling bank statements
As an alternate way to upload payments in bulk to the system, you can 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. Importing and ...
Approving and sending invoices
To send an invoice to a parent, you need to ensure two things: 1. that the invoice you intend to send has been Approved by a manager, 2. that at least one of the child's parents is marked as Bill Payer on the Parental Details section of the child ...
Setting up direct debit payments
By setting up direct debit payments on eymanage, you're able to withdraw funds for invoices directly from parents' bank accounts. You can either do this manually every month, or set up automatic collection. The provider we use for direct debit is ...
Creating invoices
<br> Once invoice settings and session scheduling have been set up for children, you are able to generate invoices based on the number of hours booked, the price of each session, additional products/services, and so on. Invoices can be created ...
Enabling Tax-Free Childcare on eymanage
If parents are eligible for Tax-Free Childcare (TFC), they can pay for their childcare through their TFC account. If Tax-Free Childcare is enabled on eymanage, parents can even do this through their eyparent app. How do I enable TFC? Tax-Free ...
Sending a payment receipt
Through eymanage, you're able to send receipts for payments received to a parent's email address. Receipts can only be sent to parents who are marked as Bill Payer on their profile. In the sidebar, click on eymanage > Payments & Reconciliation. By ...
Payment gateway settings for eymanage and eyenquiries invoices
If you have payment gateways enabled, then there will be a Pay Now button on invoices sent to parents, which they can use to pay the invoice using your chosen payment gateway. By default, the Pay Now button appears for both the parents of enrolled ...
Sending payment links
If your nursery is integrated with a payment gateway, then you can send payment links to parents from the Invoices tab of the child profile. Whichever parents you send these to will receive an email with a link to where they can submit a payment ...
Connecting to payment gateways
When you’re connected to a payment gateway, you allow parents with an account on that gateway to pay their invoices directly through the eyparent app. eymanage currently supports integration with Stripe, Opayo, and Worldpay. Stripe In the top right, ...
Invoice email template glossary
What follows is a list of placeholders that can be used when customising invoice emails in Invoice Settings. [[AmountDue]] - The outstanding amount remaining to be paid for this invoice. [[ChildName]] - The child’s first and last name as it appears ...
Importing opening balances
Parent debt and credit can be added as opening balances to the system. If you’re just getting set up with eymanage, you may have a lot of opening balances to add for existing parents, in which case you can import the data in bulk. Click on Children ...
Adding notes to the invoices tab
In the Invoices tab of the child profile, you can add notes. Anything you write here can be seen by others with access to the profile. Click on Children in the sidebar. Click on a child’s name to bring up their profile. Click on the Invoices tab on ...
Emailing statements
You can send statements for invoices and payments to parents for them to view and download. Emailing a statement for invoices 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. ...
Downloading statements
You can download statements for invoices and payments as PDFs. Downloading a statement for invoices 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 ...
Downloading invoices
You can download Monthly Invoices and Manual Invoices as PDFs. 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. Click on a Monthly Invoice or Manual Invoice to view it. In the ...
Transferring a payment to another child
If, for whatever reason, a Payment on Account, Credit Note or Deposit has been made to the wrong child, instead of deleting the payment and adding it again, you can just transfer it. Click on Children in the sidebar. Click on a child’s name to bring ...
Creating a refund
You can refund any unallocated Payments on Account, Credit Notes or Deposit payments. There are two ways you can do this. Method 1 Click on Children in the sidebar. Click on a child’s name to bring up their profile. Click on the Invoices tab on the ...
Adding an opening balance
Parents may owe your nursery a payment, or they may have accrued credit, before they’ve been added to eymanage. To account for this, you can add an opening balance to the child profile. Click on Children in the sidebar. Click on a child’s name to ...
Creating a credit note
Credit Notes can be created on the Invoices tab of a child’s profile, or on the Payments screen. They are a way of keeping track of credit on the child’s account from overpayment or other things. Once they’ve been added, credit notes can be allocated ...
Monthly calculations
For children who have Equally Spread (Annualised) invoices, a button called Monthly Calculations will appear in the top right of the Invoices screen on their profile. Clicking on it brings up a window that shows how Equally Spread invoices are ...
Deleting payments
You can delete payments for invoices from the Payments screen, or from the invoice itself. From the Payments screen Click on eymanage > Payments in the sidebar. Click on the icon next to a payment. Type DELETE into the pop-up window. Click Delete. ...
Deleting invoices
Deleting invoices individually 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. Click on an invoice to view it. Click Delete Invoice in the top right. Type DELETE into the ...
Turning on automatic payment for monthly invoices
You can turn on automatic payment for individual children from their profile. This means that whenever you approve a Monthly Invoice for a child, a payment of a certain amount will be automatically allocated to it. Click on Children in the sidebar. ...
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 ...
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 ...