If you ran your invoices and it appears that the subsidy was not applied, it is most likely because the subsidy approval is either missing OR was added after the invoice was posted.
To verify:
A – Check the subsidy approval under the payer (make sure it is referenced to the correct childcare service AND make sure it has the correct start and end dates)
B – Preview the invoices for the following month. IF the subsidy is applied and charging correctly, then this means that the subsidy approval was indeed added after the invoice was generated.
To move forward.
If subsidy was missed on an invoice that was posted (example July 01, 2025):
- For each child’s/ payer’s subsidy approval (**do one child at a time):
- Update the subsidy approval to start on the next month’s month (billing period) Example: Aug 01, 2025. (we are doing this so that the system doesn’t try to fix itself at a later date).
- Go to Payer’s account with the subsidy approval
- Choose the child’s approval
- Click the edit pencil to the left of the approval
- Update the start date to Aug 01, 2025
- Save
NEXT we are going to create a manual credit for the payer for their subsidy amount that was missed.
- Go to accounts receivable
- Select Billing
- Select Manual Credit
- Customer = Payer
- Branch = The Payer’s branch
- Reference contact = The Payer’s child
- Date = date it for July, 2025
- Reference = add a note here to say what you are doing (example: subsidy adjustment)
- THEN Click the “+” under the Line section
- Add the item = (subsidy payment)
- Tab off
- Unit price =This is the amount subsidy is paying (Total cost of care – parent’s portion = what subsidy is paying)
- Select the check mark to update the line item
- Select the Post to post the credit to the parents’ account.
NEXT you want to invoice Subsidy for this same amount.
Follow the same steps as above except now we are charging subsidy
- Customer = Subsidy Provider Name
- Reference contact = child