In some situations, the User may want to create a manual invoice or create a credit on the account. Please note that invoices for childcare services will not create an attendance schedule.
FOLLOW THESE STEPS: How to create manual invoices or credits:
- Select Accounts Receivable.
- Select Billing.
- Select Manual invoice or credit.
- Select Customer = the contact that the user is creating the invoice or credit for.
- Enter the Reference Contact = The system will default to the customer, but the user can search for the child if the charge is related to a child.
- Enter any Reference = This is used if the user would like to make a comment.
- + Item = Select the plus sign.
- Select an Item = The user will select an existing customer item
- Select a Branch = Needs to be selected.
- Enter a Quantity = How many units to charge.
- Unit Price = Price to be charged. (The user can update the unit price)
- Subtotal = Auto Total.
- Click Accept and New to create a new invoice line, or
- Click Checkmark to return to previous screen, or
- Click X to cancel the entry and return to the previous screen.
- Total will display the total of your miscellaneous invoice or credit.
- Memo: will allow you to type additional information.
How to Preview Statements displaying the manual invoices and/or credits.
- Select Accounts Receivable.
- Select Statements.
- Select Process Statements.
- Select Location = Select the location.
- Select a Period = Select the period the user publishing statement for.
- Select Preview Mode = Leave checked to view the statements.
- Select Preview Statements.
- Review statements for accuracy.
How to Publish Statements displaying the manual invoices and credits.
- Select Accounts Receivable.
- Select Statements.
- Select Process Statements.
- Select Location = Select the location.
- Select a Period = Select the period the user publishing statement for.
- Select Preview Mode = Uncheck the preview.
- Select Publish Date = Today’s date.
- If the user is emailing out the statements.
- Send on Demand Alert = On Demand Alert = Select the drop down to select the alert
- Select the Edit Template to update the message or change the email address that the statements are coming from.
- Update Statement Message to add a message on the statements.
- Select Publish statements.
How to Process Manual Payments
- There are two (2) steps to recording payments.
- Step 1 – Record the payment against the account.
- Step 2 – Create the bank deposit.
NOTE: You can record payments on different days and only generate the bank deposit when you are ready to do the physical bank deposit or create the upload file.
- You can make a single payment, or you can do batch payments (recording payments on multiple parent accounts). When generating a single or multiple payment, the screen will display all outstanding amounts for all the parents, and you will select which payments are being recorded.
Once selected, you will proceed to step 2 – generate the bank deposit.
FOLLOW THESE STEPS: Singular Manual Payments
Enter the payments.
- Select Accounts Receivable.
- Select Payments.
- Select Mode: Manual Payments.
- Select the contacts that are making a payment.
- Select the payment method.
- If you selected PAD, select the payment method information.
- Enter in the payment amount.
- Select Create.
FOLLOW THESE STEPS: Process EFT Batch Payments
- Select Accounts Receivable.
- Select Process Batch Payments.
- Select Mode: Payment Agreements.
- Select Date of the agreement.
- Select the payment method.
- Select GO
- Select the contacts that are making a payment.
- Select Create.
Close the Deposit : Manual
- Select accounts Receivable.
- Select Payments.
- Select Bank Deposit.
- Select a Mode = Deposit – Manual
- Select all the payments that will be deposited.
- Select the Post button.
- Select the Print button.
Close the Deposit: EFT
- Select accounts Receivable.
- Select Payments.
- Select Bank Deposit.
- Select a Mode = Deposit – Payment Agreement
- Select Date
- Select Location
- Select Payment Method
- Select all the payments that will be deposited.
- Select the Post button.
- Select the Print button.
Reverse Payment
- Accounts Receivable.
- Payments.
- Payment Reversal.
- Payment = Select the search button.
- Contact Name = Enter in the payer’s name.
- Select = GO.
- Select the payment that needs to be reversed.
- Select POST.