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This screen is used to capture batches of payments using the unique child reference numbers or WINZ client numbers.
If applicable, you may capture payments for children from a variety of services within your group at the same time. Infocare will allocate the payment to the correct child based on the unique child account reference number.
To search for a child or child's reference start by entering the first few characters of a child's name or reference in the Reference or WINZ field. As you type, a list of matches will be displayed in the field and you can scroll to and select the correct child.
To upload payments from your banking system or from Xero, click on the Upload File button. File imports can be done from a variety of banks. The following bank transactions can be imported into Infocare:
ANZ
ANZ Direct Link
ASB
ASB FastNet
BNZ
BNZ Personal Banking
KiwiBank
SBS
TSB
Westpac
Receipts will be imported into the Batch Receipts screen and will be available to check and validate before committing. For transactions where parents have not used the child's reference, enter the reference for the child. If this is a regular payment, the system will remember the reference for next time.
From the Online Banking application, export the transactions to a .csv file and save to your computer.
If you wish to import transactions from Xero using a .csv file, rather than the automatic interface, log in from Xero and ensure that "Dashboard" is displayed and click on "Reconcile Items". Then in the top right hand corner of the screen, click on "Reconciliation Report". Scroll to the bottom of the page and click "Export". Select "Excel". Open the Excel spreadsheet. Once the spreadsheet is open, click on the "office button" in the top left hand corner and click "save as". In the "Save as Type" box, select CSV (comma delimited), and in the "File Name" box enter Xero. Remember where on your computer you have saved the xero.csv file.
Then, in Infocare, from the "select file" drop down box, select the name of the system you have used to create the file and click Upload File. All of the transactions from the .csv file will be imported into the batch receipts screen. Scroll through the list of transactions and ensure that they are correct. For those that do not have a reference or have the wrong reference, enter the correct reference. The system will remember your correction the next time you do an import (if the parents have set up and automatic payment, but not if they have made a one off payment) so you will not have to make the correction again.
For transactions that are not appropriate to Infocare and need to be excluded, simply click the Exclude Icon at the right hand side of the screen for that transaction. The system will remember the correction next time you import transactions.
If a particular transaction does not have a child name associated with it, you can either begin entering the first few characters of a child's name or Reference in the Reference or WINZ field. As you type, a list of matches will be displayed in the field and you can scroll to and select the correct child. Alternatively, you can click the Find Child button at the top of the screen to search for the relevant child/reference.
When you have completed checking and correcting, click the Validate button at the bottom of the screen. If the system detects any invalid data, an error message will be displayed. Correct any errors and click Validate again. When no errors are displayed and you are happy that all transactions are correct, click Commit to update the transactions to the child accounts.
For other banks or financial systems, the Batch Receipts screen also provides a facility to upload a generic .csv file using the "Upload File" button. Using this facility, users can import a .csv file that has been created using Excel or from their bank statement etc., and then modified to the following format.
Column 1 = Child's Reference or WINZ number
Column 2 = Transaction date
Column 3 = Payment method (as seen on receipts update screen i.e., AP)
Column 4 = Comments
Column 5 = Receipts amount ($0.00)
For example, Line 1 of the .csv file may look like:
RF12,01/09/2024,AP,paid for 2 weeks,$125.67
If you have entered or uploaded a batch of receipts and you would like to search for a particular receipt/s, you can do so by typing some relevant characters into the Search box (i.e., "ig" will display all references that begin with ig). To refine the search, continue entering data (i.e., ig21 will display a further refined list of matches).
The order in which the receipts are displayed can be customised to ascending or descending by clicking on the up or down arrow next to Reference or WINZ, Amount, Payment Date, Payment Method, Comment, Child, Type or Previous Balance.
Reference
Enter the child account reference number or the WINZ client number in this field. To search for a child or child's reference begin entering the first few characters of a child's name or reference in the Reference or WINZ field. As you type, a list of matches will be displayed in the field and you can then scroll to and select the correct child.
Amount
Enter the amount of the payment.
Payment Date
Enter the effective date of the transaction in the format ddmmyy (e.g., 101205 is 10th December 2005). Note that if the effective date of the following transaction is the same, you may leave that field blank and the system will use the last date that you entered.
If the payment date entered is 3 months or more prior to the current date, the system will display a warning that this transaction is more than 3 months old. You will be required to check the Override button at the bottom of the screen to continue, or change the date if it is wrong.
Payment Method
Select the relevant payment method from the drop down list. If the following transaction has the same payment method, there is no need to select the payment method again.
Comment
To record a comment associated with this payment, enter it here.
Donation
If your service is set up as a registered charity, and you have indicated that receipts are usually donations, a column with the heading Donation will be displayed. You can toggle all receipts to be Donations or not by clicking the radio button at the top of the Donation column. Alternatively you can toggle Donation on or off for each receipt individually by clicking the donation radio button for the relevant receipts.
Ignore
If you have uploaded a file with transactions, there may be some transactions that are not relevant to child accounts within Infocare. For example a payment may be received from an organisation or person that is not associated with a child's account. In this case, select the Ignore radio button, and Infocare will ignore those transaction when validating and saving the uploaded data. If this is a recurring transaction, Infocare will remember to ignore the transaction for future uploads as well.
Child
Once all of the payment details have been entered and the validate button clicked, the appropriate child's name with @Service will be displayed in this field so that you can ensure that the correct child from the correct service has been selected
Type
Once all of the payment details have been enterd and the validate button clicked, the appropriate type (if any) for this child will be displayed in this field. For example if the child is on WINZ, "W" will be displayed. If the child is on a Payment Plan, "P" will be displayed etc.
Previous Balance
Once all of the payment details have been entered and the validate button has been clicked, the balance of the child's account prior to this receipt will be displayed.
Validate
Once all of the required details have been entered click the validate button so that the system can validate the data. Any invalid data or errors will be highlighted. Data can be validated as many times as needed before committing.
Commit
Once the data has been checked and validated, click the Commit button to update the records with the data you have entered.
For further information or assistance please call0508 INFOCARE (0508 463622) or email help@infocaresolutions.co.nz
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