Invoicing and Fees

How to Create and Apply Hourly Fees Schedule:

Menu > Settings> Hourly Fees Schedule

• Add new fees schedule – Click on Add new fee icon on the right

Hourly Fee Schedule:

1.  Hourly Fee Schedule: Add Name/ Description/ Select Hours
2. Add Minimum and Maximum Charges to be applied on fee
3. Hours – Hours are in slots of 25 min. Fees can be applied accordingly
4. Charges-Select checkbox, Fees can be allotted for hours in Partly or for the full hour
5. 20 Hours ECE – Select the checkbox and put “ZERO (O)” on the sixth hour
6. Holidays & Temporary closure Discounts can also be added and applied with fees
7. Late Charges: Late charges can be added to the Fee schedule and applied on respective fees for the child
8. Save and continue

Copy From

You can use the “Copy From” feature, the details of the selected fee schedule will be copied and auto-populated. Changes can be done as wanted for further use. Just Change “Hourly Fee Schedule Name” and “Description” and click on ‘Save’ to create a new hourly fees schedule.

Autofill

You can use the “Autofill” feature as well when creating hourly fees. Simply enter the hours and the hourly rate as per screenshot below, then click the Autofill button – the system will auto-populate as per the hourly rate and to how many hours it will be, on the table.

Apply Hourly Fees:

Menu > List View > Children

Select Child > go to Accounts and Fees tab

Add New Fees > Add Hourly Fees

• Add the fee type
• Add Effective date
• Select Payee name
• Add any discount if required
• Select the recurrence pattern for the invoice.
• Save

How to Create and Apply Fixed Fees Schedule:

Menu > Settings > Fixed fees Schedule

Add new Fixed Fee Schedule – Click on Add new fee icon on right

Fixed Schedule Fees is mostly used Once

For eg; Enrollment fee, Meal charges, Carryover Balance, etc.

Add fixed fees

Add all values to the fields as required.

• Apply on Attendance – if this option is enabled, the fixed fee will be applied to days child have attended, i.e Meal charges.
• Apply on Absence – if this option is enabled, the fixed fee will be applied to days child is absent or on holiday.

Applying Fees Under Child Record:

Menu > List View > Children

Select Child > go to Accounts and Fees tab

Add New Fees > Add Fixed fees

• Add the fee type
• Unit price can be updated
• Add Effective date
• Select Payee name
• Add any discount if required
• Select the recurrence pattern for the invoice.
• Save

Assign Oranga Tamariki as payee to accounts:

• Navigate to the Contacts tab
• Add the Oranga Tamariki – Ministry for Children contact and select the Oranga Tamariki relation to child.
• Turn the Payee checkbox ON

 After marking the contact as Payee, the system will allocate an Account number or what we call a Bank Reference number.

This is important and it needs to be shared with Payee(s) so that they can use the exact code towards their fee payment.

This Bank reference is also required when you want to use Xero integration or when you would like to import the bank statements for the system to pick up correct payee ids and to provide correct payee mapping information against each payment received.

• To enable sending email invoices to the payee, the Email invoice check should be selected.
• If you would like to assign this payee as a common parent for sibling children, then the “Sibling Invoice” check should be selected.
• To make sibling invoices work, you should make sure that the same contact is marked as Payee for all the siblings, and “Sibling Invoice” is also selected under each child’s record.

How to add Oranga Tamariki as payee to fee:

Under Accounts and fees tab  > select fee > under payee field, Select Oranga Tamariki > Save