How to set-up Staff Roster in Juniorlogs
Menu > Staff Records > Roster/Contact hours
- To Add a Staff to the roster, click the plus sign (+) button at the top right to display all the staff. Then simply click the + button beside the name of the staff.
- You can also add or remove Staff/Educator by right-clicking on any staff header on the roster.
Roster Page:
- Hovering into the Time column will show you the requirements for the day; Under 2, Over 2, minimum staff required, minimum qualified staff required, and qualified staff required for maximum funding.
- Assign Duties to staff on the roster by selecting the cell then choose from the duties dropdown – Contact Hours, Break, Sick Leave, etc
- You can also filter by Rooms and display the staff by rooms.
Copy the roster from the saved rosters:
- Select the Copy Roster function under the Actions button at the top right. A calendar will pop up.
- First you need to select the week/s you want to copy. Make sure to select a start and end date then it will highlight the dates.
- Then select the week/s you want the saved rosters to be copied over. Make sure to select a start and end date then it will highlight the dates.
- Make sure to click the Go button.
Different Colors in Roster
Green: If the required number of staff limit is 80% and above
Yellow: If the required number of staff limit is less than 80% but more than the minimum staff requirement.
Pink: If the minimum staff requirement is not met.
Red: If children are booked but no staff is assigned/scheduled with contact hours or if children are not booked but the staff is assigned with contact hours.
Booking exceeded child place capacity:
On the roster, the particular time slot where it exceeds the child place license is highlighted in red color.
Email and Print options:
- Click the Actions button and select Mail or Print functions.
- Select Mail option to Email roster to staff – you can send the Daily/Weekly Planner, Weekly Timesheet or the Staff Individual report.
- Select the Print option to Print – you can print the Daily/Weekly Planner, Weekly Timesheet or the Staff Individual report.
Recording contact hours
Marking educators actual working hours is called Contact Hours recording. You usually save and finalize these hours after creating your roster and after the attendances have been marked for given days.
If you have a saved roster, the duties will be copied over once you access the Contact hours tab. If you need to add staff to the page, simply right click on the top row to do so.
Ensure all duties on the page are correctly assigned. Click on Save button to finalise.
Print Weekly Timesheets
Click on the Actions button then the Print option to print the weekly timesheets. The Action button also includes other functions such as Mail, Sort by, Filter by Room and Copy from Roster.
Contact hours report
To get an overview of the total contact hours, run the Contact hours report located within the Reports section.
Setting up Xero 1-Way Integration
Getting Started:
In Xero > First ensure your Fee accounts are set up as Revenue accounts.
Reconcile all the payments that you are receiving in Xero to your appropriate account code.
The system is designed to identify the parent payees automatically.
Connecting to your Xero account from Juniorlogs
In Juniorlogs – Navigate to Xero Integration menu, select Xero option.
- Fill in the username and password options to get connected to your xero account first.
- Once connected, you should see Connected signal in green.
Map your Fees with relevant GL Codes
- Next select Bank Payments option. Select the date until which you would like to fetch all reconciled bank payments within Xero. Click on Load Payments.
Here the system will fetch the payments and map the Payee name based on the Account Payee Reference code. This can be done manually as well.
Let the parents know about their new Account Payee Reference Code so when they make new payments, it is easier for you to reconcile those payments through the xero integration module in Juniorlogs. (Check the Payee List Report to view the Account Reference codes)
Syncing the payments will reconcile pending parent invoices automatically. The reconcilation works from older to newer invoices.
FAQs:
1.My Xero account codes won’t show up even after Connecting to Xero message shows up
- Check that your Fee accounts are set up as Revenue accounts.
2. How can I save my parent payees for future transactions?
- Look up the parent payee for the payment transactions you’d like to reconcile and select “Remember payee” option. This payee will be remembered by the system for the future transactions.
3. Explain Ignore unmatched payments option.
- For any transactions that show up while you reconcile – that may have got added manually or they may be WINZ transactions, you can leave them BLANK and use Ignore option so that they are not fetched back again by the system.
4.What is the recommendation for reconciling WINZ payments?
- The best way to do this is to leave the WINZ transaction entries BLANK and instead add those payments onto the WINZ Invoices manually – this way it is much easier to manage and track them.
5.If there are 20 payment transactions and if I reconcile 5 only – then what will happen to the other 15?
- They will keep appearing on the list – unless Ignored.
6.Is there a way I can go back to the previous reconciliation and bring back the entries I have reconciled already?
- Once the entries have been “reconciled” through xero integration, we can only move forward from that “batched date”. For any corrections or adjustments, they can be done manually from within the Invoice/ Payment tabs within the Accounts section.
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Adding WINZ details to an account
Menu > List View > Children
Select Child > Accounts tab > Add New WINZ
- Add SWN number
- Number of authorized hours
- Effective start date and end date
- Subsidy rate
- Payment amount approved by WINZ.
Add New Fees>Select Fees>Enable checkbox for WINZ.
Make sure the start and end date of the fees (with WINZ) should be matching with that of the WINZ details.
Invoicing:
Menu> Finance and accounts>Update/Recreate invoices
- Update/recreate – Select Invoice cycle and Select child.
Menu> Finance and accounts>Accounts>Invoices
The system will now create two invoices:
- Regular Payee invoice
- WINZ Payee invoice
