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This screen allows users to capture batches of payment types 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.
You are able to search for a child or child's reference simply 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 for you to check and validate before committing. For transactions where parents have not used the child's reference, you are able to enter the reference for the child. If this is a regular payment, the system will remember your correction for next time.
From your Online Banking application, you will need to export your transactions to a .csv file on your computer. Remember the name and location of the .csv file you have created from your online banking system.
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. The file must be named "receipts.csv".
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:
RF12,01012012,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
Please enter the child account reference number or the WINZ client number in this field. You are able to search for a child or child's reference simply 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 then scroll to and select the correct child.
Amount
Please enter the amount of the payment.
Payment Date
Please enter the effective date of the transaction in the format ddmmyy (e.g., 101205 is 10th December 2005). Please 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
Please 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
If you would like 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 radi buttin 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. For example you may receive payment from an organisation or person that is not associated with a child's account. In this case, you can 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 you have entered all of the payment details and clicked the validate button, the appropriate child's name with @Service will be displayed in this field so that you can ensure that you have entered the correct child from the correct service.
Type
Once you have entered all of the payment details and clicked the validate button, 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 you have entered all of the payment details and clicked the validate button, the balance of the child's account prior to this receipt will be displayed.
Validate
Once you have entered all of the required details, click the validate button so that the system can validate the data you have entered before committing it. Any invalid data or errors will be highlighted for you. You may validate the data as many times as you require before you commit.
Commit
Once you have validated the data and it is correct, 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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