Once a parent payment has been received in Xero, you will be able to get this payment to show in Infocare from selecting: Billing menu > Xero > View Payments.
If you cannot find the payments, you can request to get the payment from Xero by clicking on the “Synchronise with Xero” button and all payments from Xero will be populated in the “Payments View” table.
You can choose to have this synchronisation processes automated daily by selecting “Automate Daily Synchronisation” button at the top right of this screen. This screen shows all imported bank transactions. The radio buttons enable you to control which status of transactions are being shown.
“Pending” – Payments imported but not yet matched.
“Matched” – Payments that have been matched either automatically, or by using the Batch Receipts screen.
“Discarded” – On the Batch Receipts screen the “ignore” checkbox was selected.
If “Pending” is selected, you will be able to delete any unwanted payments. To do this, click the check box adjacent to the payment, and then click the “Delete” button at the bottom of the screen.
If “Matched” is selected, you can set the status back to “Pending”. Select the check box adjacent to the payment, and then click the “Reverse” button at the bottom of the screen. The receipt will also be reversed on the child’s account.
If “Discarded” is selected, you can set the status back to “Pending”. Select the check box adjacent to the payment, and then click the “Reverse” button at the bottom of the screen.
The “Automate Daily Synchronisation” check box may be selected if you would like the synchronisation between Infocare and Xero to occur automatically every day. This will be done overnight. Note that this will import any Bank Transactions from Xero that have been "Cash Coded" or matched to Invoices and will automatically match them to children if an exact match can be achieved. We recommend that this is not enabled for the first month, so you can carry out manual matching via the Batch Receipts screen. This gives the system an opportunity to remember matches.
The “Synchronise with Xero” button may be clicked to carry out a synchronisation. Note this may take a few minutes.
By clicking the button "Go to Batch Receipts" you head to a screen that is used to match imported payments to the correct child’s account.
Many of you will already be familiar with this screen. However, please note the following functionality: you are able to click into the “Reference” field and press the down arrow button on your keyboard. You will then be able to select the child’s account you require from a drop-down list. When in the drop-down list pressing the left arrow key on your keyboard will return you to a text box.