Where to find it?
You may access the Invoice settings tab by going to Left Menu > Edit Centre > Invoice setings at the top.
Here you will find multiple settings/options for Invoicing in Juniorlogs. You can enable/disable the following options as per your required.
- We have two options under Invoice Settings for calculating hours for invoice.” Apply highest of booking or attendance” and “Apply maximum of booking and attendance”.
- For example, booking of a child was from 9 am to 3 pm and if the child attends 8.30 am to 2.30 pm
- With “Apply highest of booking and attendance” settings system will calculate 6 hours which is the same as of total booked hours.
- But with the new option “Apply a maximum of booking and attendance” settings, the system will calculate 6.5 hours. – Booked hours 6 (9 am to 3 pm) plus the time the child came outside of booking time (8.30 am till 9 am).
Furthermore, there are two other options from with you can select one:
Apply past-due balance to invoice: Past due balance will be included in invoices
Apply Current Balance to Invoice: To show the current balance on the invoice
Read more on current balance to invoices: https://helpguide.juniorlogs.co.nz/knowledgebase/invoice-to-include-current-balance/
Automatic Reconciliation of Payments:
When ON, the newly received payments will be automatically applied on to the pending/ outstanding invoices – starting with the oldest invoice first.
Other options in Invoices Settings:
Charge Kiosk attendance hours:
Attended hours are taken from Kiosk timings which could be more than your licensing hours.
Send Email: Select if you would like the system to email invoices to parents when you finalise the invoices.
Attach Weekly Booking and Attendance report: Select if you like to attach weekly booking and attendance report to email
Attach latest transaction list: Select if you like to attach the latest transaction list to the email.
Calculate GST for WINZ: Select this if WINZ payments include GST.
Mark 0 Dollar Invoices Paid: System will automatically mark zero dollar invoices as paid.
Reconcile Invoices with Xero/Bank Payments: Select this option to auto-reconcile payments when importing bank statements or using Xero integration.
Apply Minor Adjustment: Select this if you would like the invoice amount to be adjusted when left unpaid by a few cents.
Minor Adjustment Amount: Enter amount to be adjusted when payment is short by few cents.
Maximum number of Annual Holidays are allowed: Cap the number of annual holidays allowed for a child.
Send Copy of invoice to Centre Admin: Select if you like to attach latest transaction list to the email.
Invoice Cycle Settings:
You can also set up the cycle of invoices in Juniorlogs.
Select whether you want to have the invoices in advance or in arrears. Also choose the period and which day of the week the invoices should start.
Select the Invoicing start date and the due days of the invoices.
Use this option to set up your weekly, bi-weekly, or monthly invoices.
Invoice Email Templates:
Similarly, you can also set up different email templates for the invoices. There’s an option to add an available on the footer of the invoice:
You can also set up an email template which will be a default email sent to the parent when the “email invoice” option is used.