Invoice/Payments
Reconciling bank statements
After you import a bank statement into eymanage, you can reconcile it with invoices/children on eymanage. Go to eymanage > Payments & Reconciliation in the sidebar. In the Reconcile tab you can see details of all the statement lines imported to the ...
Import payments using bank statements
As an alternate way to upload payments in bulk to the system, you can import your nursery's bank statement. Go to eymanage > Payments & Reconciliation in the sidebar. Click on the Bank Statement tab in the top left. Click on Import Bank Statement in ...
Collecting payments using GoCardless (direct debit)
If you have GoCardless set up on eymanage and parents have been connected, you can begin to collect direct debit payments from parents' accounts. You can either do this manually, or set up automatic collection. Collecting payments manually Click on ...
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 parents to GoCardless (direct debit)
If you've connected eymanage with GoCardless, then you're able to collect payments directly from a parent's account, with their authorisation. To collect authorisation for this, you need to send a direct debit request. Sending Direct Debit Requests ...
Connecting to GoCardless (direct debit)
One option you can activate for your nursery is the ability to withdraw funds for invoices directly from parents' bank accounts via direct debit. The provider we use is GoCardless. If you have a GoCardless account, you can connect it to eymanage. ...
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 deposits
Your nursery may receive deposits from a lot of parents at once. In these cases, eymanage lets you import the deposits in bulk. Click on Children in the sidebar Click on the icon in the top right to take you to the import page. Click on the Download ...
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 Deposits. 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 left. In ...
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 deposit
You can keep track of deposits on eymanage. When a deposit is added to the system, it can be refunded, transferred to another child, or allocated to an invoice. Adding a deposit Click on Children in the sidebar. Click on a child’s name to bring up ...
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 ...
Creating a payment on account
A Payment on Account is just a normal payment that shows up on a child’s Invoices tab instead of the Payments screen, making it easier to track how much parents have paid. This is also a good way to keep track of how much money is left over if a ...
Creating a manual invoice
Manual Invoices allow you to customise each individual line of the invoice, but you can only include products/services, and extra sessions that haven’t already been invoiced. Click on Children in the sidebar. Click on a child’s name to bring up their ...
Bulk payments upload
You can upload payments to eymanage in bulk using a CSV template that we provide. Click on eymanage > Payments in the sidebar. In the top right, click on Bulk Payments Upload. Click on the Download Template button to download the CSV template to your ...
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. ...
Creating 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. Creating payments for ...
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 ...
Sending invoices
To send an invoice to a parent, make sure that at least one parent is marked as Bill Payer on the Parental Details section of the child profile. Parents will receive an email when the invoice is ready to view, which they can do in the parent portal. ...
Approving invoices
Before you’re able to send invoices to parents or allocate payments to them, they have to be approved by manager. Invoices can be approved individually, or in bulk. Approving Invoices individually Click on Children in the sidebar. Click on a child’s ...
Regenerating invoices
If you’ve made minor changes to sessions, schedules, or settings, you can regenerate an invoice to update it with changes you’ve made. Not all changes can be applied through regeneration, but in some cases it can act as a quicker alternative to ...
Generating invoices
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 for just ...
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 ...