Infocare Solutions

• Please click here to find answer to common queries and tasks in Infocare

Using the Account Processing screen, you are able to process Invoices, Receipts, Credit Notes, Journals, Statements, Tax Receipts and transaction enquiries for individual or groups of children.

To limit the number of Child-Accounts selected, users can specify that the system searches Current enrolments, Children not started, Children who've left etc.

Child-Account

If you wish to process accounting transactions for individual children, please select the Child-Account from the drop down box.

Category

If you wish to process accounting transactions for groups of children, please specify the relevant group from the drop down box.

Order

Please select the order in which you wish Child-Accounts to be displayed.

Search

Once you have selected the correct category above, click the "Search" button for the system to retrieve the relevant Child-Accounts for that category.

View By

Depending on your level of access, and if you have multiple subgroups, regions or group centres defined, you will be able to select whether you wish to view Child-Accounts from your centre, the subgroup which your centre belongs to, the region, or the group which your centre belongs to.

Effective Date

The effective date field is only applicable if you are processing invoices or a WINZ schedule of payments. Please select the date for which you wish the system to calculate invoices up to. Invoices for fees are calculated weekly and therefore this date must be a Friday, Saturday or Sunday. If your service is open Monday through Friday, you can set the effective date to Friday, Saturday or Sunday. If your service is open Monday through Saturday, you can set the effective date to Saturday or Sunday.

For example if you wish to produce invoices with fees calculated up to Friday 4th June , you would enter this date in the effective date field. The system would calculate any outstanding fees up to and including the 4th June based on the timetables and sign in sheets for each child.

Exclude Fees

If you wish to produce invoices excluding the normal attendance fees, please check the "Exclude Fees" box. For example if you have already produced invoices for attendance fees for the week ending 4th June, and you wish to produce additional invoices for "one off items" such as a trip, you would check the "Exclude Fees" box before producing the relevant invoice.

Include Closed Accounts

If you wish to include all previously closed accounts in the drop down list of accounts available for selection, then ensure that this check box is ticked.

Previous Week

To automatically set the effective date to the previous week, click the "Previous Week" button.

Next Week

To automatically set the effective date to the next week, click the "Next Week" button.

Uncommitted Items

If you have created invoices, receipts etc. and have not yet committed them, the number of items will be displayed in the "Uncommitted" items table. You can view the details of these uncommitted items by click the corresponding view button.

View Uncommitted Items

To view the details of uncommitted items, click the View button associated with the item.

Invoices

If you wish to work with Invoices, please check this radio button.

If you wish to produce invoices in advance, there are 2 methods for achieving this.

• The first is to simply create the invoices with the effective date set to the future date you wish to invoice up to. The system will calculate the invoices based on the sign in sheets and child timetables available. If at the end of this period, children have attended different times or days than were originally invoiced for, you will need to either add an additional charge for this child on the next invoice, or If the child attends for less time, you will need to create a credit note for the difference in hours.
• The second method is to enable the "allow re-invoicing of fees" feature in the centre options screen. Using this method, you can simply create invoices with the effective date set to the future date you require( 2nd June for example). The system will produce invoices based on children's timetables or sign in sheets if they exist. Once this invoicing period is complete and you wish to invoice the next future period. the first stage is to re-invoice the previous period. To do this, set the effective date to the same as the previous invoicing period i.e. 2nd June and then create all invoices. The system will analyse any differences between what was originally invoiced for this period, and what should be invoiced now based on any changes that have been made to the child's attendance or fees for this period, and an invoice will be created with the "adjustment amount". Once you have created and committed the adjustments for the previous period, you can then simply set the effective date for the end of the next "future" period and create all the invoices for this period.

Receipts

If you wish to work with Receipts, please check this radio button.

Credit Notes

If you wish to work with Credit Notes, please check this button.

WINZ

If you wish to process WINZ Payments please check this button. Please note that WINZ Payments must have been previously set up under the child's Account/WINZ section.

Autopayments

If you wish to process autopayments please check this button. Please note that autopayments must have been previously set up under the Child/Account section.

Journals

If you wish you work with Journals, please check this radio button.

Reversals

If you wish to reverse previously committed transactions, please select the relevant Child-Account from the list and then check this radio button and then click "View".

Disputes

If you wish to assign a "disputed" status to a particular transaction, please select the relevant Child-Account from the list, check this radio button and click "View".

Statements

If you wish to work with Statements, please check this radio button.

Tax Receipts

If you wish to produce Tax Receipts, please check this radio button.

Transactions

If you wish to query transactions for a Child-Account, please check this radio button.

Create

This button is only valid if you have selected one of the following radio buttons:-

Invoices, Receipts, Credit Notes, Journals

If you wish to create a transaction for a single Child-Account, select the appropriate Child-Account and click the "Create" button.

Create All

This button is only valid if you have selected the Invoices or WINZ radio buttons.

Invoices or WINZ Receipts will be created for all of the children who meet the selection criteria.

Print

This button is only valid if you have selected one of the following radio buttons:-

Invoices, Receipts, Credit Notes, Statements, Tax Receipts

If you wish to print the appropriate document for an individual Child-Account, select the Child-Account and click the appropriate radio button, and then click the "Print" button. Please note that once the transactions have been committed, they can not be printed again.

If you wish to keep a printed copy of the document, and give a copy to the client, you must print 2 copies before you commit the transaction.

Print All

This button is only valid if you have selected one of the following radio buttons:-

Invoices, Receipts, Credit Notes, Statements and Tax Receipts

If you wish to print the appropriate document for all the Child-Accounts selected, click the appropriate radio button, and then click the "Print all" button. Please note that once the transactions have been committed, they can not be printed again. 

If you wish to keep a printed copy of the document, and give a copy to the client, you must print 2 copies before you commit the transactions.

Commit

This button is only valid if you have selected one of the following radio buttons and have uncommitted items:-

Invoices, Receipts, Credit Notes

If you are satisfied that the transactions you have created for an individual Child-Account is correct, and you wish to commit that transaction to the system, please click the "Commit" button. Please note that once you have committed a transaction, you are not able to print modify or delete the transaction. Please be sure that the transaction is correct before clicking the "Commit" button.

Commit All

This button is only valid if you have selected the Invoices, Receipts or Credit Note radio buttons and have uncommitted items.

If you are satisfied that all of the transactions you have created are correct, and you wish to commit these transactions to the system, please click the "Commit all" button. Please note that once you have committed these transactions, you are not able to print, modify or delete them. Please be sure that the invoices are correct before clicking the "Commit all" button.

Delete

This button is only valid if you have selected one of the following radio buttons:-

Invoices, Receipts, Credit Notes

If you wish to delete the transaction (e.g. Invoice) you have created for an individual Child-Account, please click the "Delete" button. Please note that this can only be performed prior to the transaction being committed.

Delete All

This button is only valid if you have selected one of the following radio buttons:-

Invoices, Receipts, Credit Notes

If you wish to delete all of the transactions (e.g. Invoices) you have created for a group of accounts, please click the "Delete all" button. Please note that this can only be performed prior to the transactions being committed.

Modify

This button is only valid if you have selected one of the following radio buttons and have uncommitted items:-

Invoices, Receipts, Credit Notes

If you wish to modify the transaction (e.g. Invoice) you have selected for a child, please click the "Modify" button. Please note that this can only be performed prior to the transaction being committed.