How to Create Manual Invoices or Credits.

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:  

1. Select Accounts Receivable.  

2. Select Billing.  

3. Select Manual invoice or credit.  

4. Select Customer = The Contact who you need to invoice or credit.

5. Enter the Reference Contact = Typically the Child

6. Enter any Reference = Notes to display on the Payer’s statements

7. + Item = Select the “+”
   • Select an Item = Find your Item to charge to the Customer
   • Select a Branch = Tab off for default or Select appropriate Branch (Location)
   • Enter a Quantity = How many units to charge.  (can override)
   • Unit Price = Price to be charged. (can override)
   • Subtotal = Auto Total. 
   • Review for accuracy
   • Click Checkmark to apply and to return to previous screen,
   • Item and fee will display
   • Review for accuracy
   • Memo: Internal Notes
   • Click the POST icon to complete

How to Preview Statements displaying the manual invoices and/or credits. 

1. Select Accounts Receivable.  

2. Select Statements.  

3. Select Process Statements.  

4. Select Location = Select the location.  

5. Select a Period = Select the period the user publishing statement for.  

7. Select Preview Statements.  

8. Review statements for accuracy.  

How to Publish Statements displaying the manual invoices and credits. 

1. Select Accounts Receivable.  
2. Select Statements.  
3. Select Process Statements.  
4. Select Location = Select the location.  
5. Select a Period = Select the period the user publishing statement for.  
6. Preview and review for accuracy
7. Select with a blue checkmark the statements you would like to publish
8. Select Publish Date = Today’s date.  
9. 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. 
   • ‼️DO NOT remove the embedded link in the default message. This will remove the link to each payer’s unique statemetn
   • Update Statement Message to add a message on the statements.  
   • Click the checkmark to apply and return to the previous screen
10. Click the PUBLISH statements to complete

How to Process Manual Payments 

1. There are two (2) steps to recording payments.   
   • Step 1 – Record the payment against the account. 
   • Step 2 – Create the bank deposit.  (For EFT (CCP Payments), Cash, Cheques)
     • eTransfers are typically set up direct to bank, therefore there is no need for a Bank Deposit.
     • If unsure, please check with your CCP Team Lead or your Organization for Payment Processing Setup.   

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. 

2. 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.  

1. Select Accounts Receivable.  
2. Select Payments.  
3. Select Mode: Manual Payments.  
4. Select the contacts that are making a payment.  
5. Select the payment method. 
6. If you selected PAD, select the payment method information. 
7. Enter in the payment amount.  
8. Select Create.  

FOLLOW THESE STEPS:  Process EFT Batch Payments  

1. Select Accounts Receivable.  
2. Select Process Batch Payments.  
3. Select Mode: Payment Agreements. 
4. Select Date of the agreement.  
5. Select the payment method. 
6. Select GO  
7. Select the Contacts/ Payers 
8. Select Create. 

Close the Deposit  : Manual   

1. Select accounts Receivable.  
2. Select Payments.  
3. Select Bank Deposit.  
4. Select a Mode = Deposit – Manual 
5. Select all the payments that will be deposited.  
6. Date = The date you want to send the fund pull to CCP Payments (Telecom).
7. Select the POST button. 
8. Select the Print button – if you need to print

Close the Deposit: EFT 

1. Select accounts Receivable.  
2. Select Payments.  
3. Select Bank Deposit.  
4. Select a Mode = Deposit – Payment Agreement 
5. Select Date = The date you want to send the fund pull to CCP Payments (Telecom).
6. Select Location 
7. Select Payment Method 
8. Select all the payments that will be deposited.  
9. Select the Post button. 
10. Select the Print button – if you need to print 

Reverse Payment  

1. Accounts Receivable.  
2. Payments.  
3. Payment Reversal.   
4. Payment = Select the search button.  
5. Contact Name = Enter in the payer’s name.  
6. Select = GO.  
7. Select the payment that needs to be reversed. > Find the CPM Document
8. Review for accuracy
9. Select POST.