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The Account Processing screen is used to view/process/print/email Invoices, Receipts, Credit Notes, Journals, Statements, Family Boost Statements and Tax Receipts. 

Category
To limit the number of children's accounts displayed in the Account column select a category from the Category drop down list. To select all currently enrolled children, select "Current Enrolments".

View By
If your Service is part of a subgroup, and you have the correct access level, you can choose to include child accounts from either "Centre" or "Subgroup" by selecting the required option in the View By drop down list.

Order
Select the order to view the accounts from the Order drop down list.

Include Closed Accounts
You can include accounts that have been closed, or only those that are current by selecting the required option from the Include Closed Accounts drop down list.

Effective Date
The Effective Date field is only applicable if you are processing invoices or a WINZ schedule of payments. 

Select the date which you wish the system to calculate invoices up to. Invoices for fees are calculated weekly; therefore, the effective date must be a Friday, Saturday, or Sunday. If your Service is open Monday through Friday, set the effective date to Friday, Saturday, or Sunday. If your Service is open Monday through Saturday, set the effective date to Saturday or Sunday.

For example, to produce invoices with fees calculated up to Friday 15^th August 2025,  enter 15/08/2025 as the Effective Date. The system will calculate any outstanding fees up to and including 15th August, based on the timetables and sign-in sheets for each child.

To select the week previous to the date displayed in the Effective Date field, click on the    icon.

To select the week after the date displayed in the Effective Date field, click on the icon.

Once you have selected the appropriate options, click the  icon.

The Account column will display a list of children's accounts based on the criteria you have specified in the Category, View By, and Include Closed Accounts fields. 

You can change the order in which the child accounts are displayed by clicking on the grey down arrow or up arrow icon next to Account.

To select ALL childrens accounts for processing, click on the radio button to the left of Account. You can toggle this selection on and off by clicking the radio button. 

Multiple child account selections are only allowed for Invoices, Autopayment Receipts, WINZ Receipts, Statements, and Tax Receipts.

To select an individual child's account for processing, click on the radio button next to the child account name. 

To select multiple child accounts for processing, click on the first child you would like to select and then press and hold the SHIFT key on your keyboard and then click on the last child you would like to include in the selection. 

To select random multiple children, hold the CTRL key on your keyboard and click on each child you would like to select. 

To change the selection back to single selection, release the SHIFT/CTRL key and click on the Single child account you would like. 

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Invoices

The invoices tab is used to invoice Bill Payers for fees, donations (where applicable) and additional charges.

To work with Invoices, click on Invoices.

If invoices have already been created, but not yet committed, the number of uncommitted invoices will be displayed in yellow next to Invoices. 

Tip: Any uncommited invoices will need to be committed or deleted before new invoices can be created.

To create invoices, select the criteria for the children you wish to invoice and click Create.

TIP: If invoices appear with a zero amount, it is likely that this period has already been invoiced. You can delete these invoices, then change the effective date for processing and create the invoices for the next period.

Invoices excluding weekly Fees
To create invoices that exclude the normal weekly attendance fees, check the Exclude Fees radio button before selecting Create. 

For example, if you have already created invoices for the normal attendance fees and you wish to produce additional invoices for "one off items" such as a trip, check the Exclude Fees radio button before selecting create.

Invoicing in Advance
If your Service invoices parents in advance of children’s attendance and you wish to check to ensure any additional hours children have attended are charged, you can re-invoice for the same period. 

To do this, set the effective date to the same date as the last date invoices were commited and click create. Infocare will analyse any differences between what was originally invoiced, and what should be invoiced based on any changes in the child's attendance. Where there is a difference in attendance details and therefore different fees are incurred, an invoice will be created with the description “Fee Adjustment”.  

Once the invoices have been created, check and modify (if required). 

Print/Email the invoices by clicking the Print/Email button. 

Commit the invoices to update the child accounts by clicking the Commit button.

Delete the uncommitted invoices by clicking the Delete button if you wish to discard them.

Create File
To create a .csv file of the uncommitted invoices that can be downloaded to your computer, click the blue Create file button. To download the .csv file, scroll to the bottom of the screen and right click the "Uncommitted view....csv" 
file name and save this to your computer. Delete the CSV file by clicking the Delete button at the right-hand side of the filename on screen.

Invoicing in Arrears
If your Service invoices after the children have attended, set the Effective Date to the end of the week you are invoicing, complete the child selection criteria and click Create.

After invoices have been created, check and modify as required. To modify the Invoice click the icon at the right-hand side of the child's account. To view an explanation of how the invoice was calculated, click the  icon at the right-hand side of the childs invoice.

To view/print/email invoices that have previously been created within the week of the Effective Date that is displayed at the top of the screen, click Show Committed Invoices. If the show committed invoices button is not visible this is because there are no committed invoices present for the week of the effective date displayed at the top of the screen.

 

How Fees are calculated

To calculate fees for invoicing Infocare will use the following information:

1.  The attendance details and Fees Structure that is specified within the child’s current timetable

2.  Attendance records from the Daily Sign in Sheets 

3.  The Effective Date selected from the Accounts Processing screen

For more information on how fees structures are calculated CLICK HERE for the Fees Update help notes.

TIP: When calculating fees, Infocare looks at the fee structure that is associated with the child, if the fee structure does not exist because it has been deleted, an error is displayed. To rectify this, go to the child’s timetable that displays “unknown fees” and assign a fee structure from the drop down box.

Using the "effective date" from the Accounts Processing screen, Infocare determines whether fees are due. It reads each child’s account transaction file to determine when fees were last charged, it then looks at the Daily Sign in Sheets and Children’s Timetables after the last invoicing date to the current effective date and calculates the fees based on this information. 

TIP: It is important to ensure that childrens timetables and the Daily Sign in Sheets are 100% complete and up to date before invoices are created. If childrens timetables are updated after sign in sheets have been created, it is essential the sign in sheets that have been created are updated to pull through the correct booking information. 

Fees are charged based on the greater of the booked or attended times. ie: If a child is booked to attend 8.00am-12.00pm but actually attends from 8.00am-1.00pm fees will be charged for the attended times.

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Receipts

The receipts tab is used to process payments made by Bill Payers.

To work with Receipts, click on Receipts. If Receipts have been created but not yet committed, the number of uncommitted Receipts will be displayed in yellow next to Receipts. 

Tip: If there are uncommitted receipts these will need to be committed or deleted before new receipts can be created.

To create Receipts, complete the selection criteria for the child you are creating a receipt for and then click on Receipts. You will then be presented with a drop-down list of receipt types.

There are 3 different types of Receipts:
Receipts which are payments made for fees by parents/caregivers/bill payers
WINZ receipts which are payments by WINZ for fees
AutoPayments which are payments that have been set up by the bill payer to automatically pay a certain amount at defined time intervals, i.e. $100 per week. 

Receipt - select this option to create a receipt for a payment from a bill payer. Select the required child account. Receipts can only be created for one child at a time. 

TIP: To process receipts for a number of children at the same time go to Accounts Processing > Batch Receipts

Autopayment - select the child or children you wish to process Autopayments for. The number of children who have been selected will be displayed. Autopayments will only be created for children who have had Autopayments set up in the child/account section of Infocare.
Children who have Autopayments set up can be identified as they will have beneath their name in the selection list.

WINZ - select the child/children you wish to process WINZ receipts for using the selection criteria and then select WINZ. The number of children who have been selected will be displayed. WINZ receipts will only be created for children who have had WINZ payment details set up in the Child/Account section of Infocare.
Children who have WINZ set up can be identified as they will have beneath their name in the selection list.

After the Receipts have been created, scroll through the list of uncommitted Receipts to check that they are correct. If required, modify the Receipt by clicking the modify icon at the right-hand side of the child's account.

Once the uncommitted receipts, autopayments and/or WINZ receipts, have been checked, Print/Email the receipts by clicking the Print/Email button, Commit the receipts to update the child accounts by clicking the Commit button. 

To disregard uncommitted receipts that are not required, click the Delete button. 

Show Committed Receipts will show all receipts that have been committed within the week of the current Effective Date. Committed receipts can be viewd/reprinted by selecting show Committed Receipts. If the show committed receipts button is not visible this is because there are no committed receipts present within the week of the effective date displayed at the top of the screen.

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Credit Notes

Credit notes are used to reduce an amount invoiced and are commonly used where an error has been made in the calculation of fees or a discount to fees needs to be applied after an invoice has been created.

To create a credit note for a child, select the appropriate childs account, click on Credit Notes and click Create. Credit notes can only be created for one child at a time. After the Credit Note has been created, check the details are correct, modify if required by clicking the modify icon at the right-hand side of the child's account.

Once the uncommitted credit note has been checked, Print/Email by clicking the Print/Email button, next Commit the credit note to update the child accounts by clicking the Commit button. 

To disregard an uncommitted credit note that is not required click the Delete button. 

Show Committed Credit Notes will show all credit notes that have been committed within the week of the Effective Date displayed at the top of the screen. Committed credit notes can be viewed/reprinted by selecting Show Committed Credit Notes. If the show committed credit notes button is not visible this is because there are no committed credit notes present within the week of the effective date displayed at the top of the screen.

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Journals

Journals are used to transfer amounts from one sibling's account to another. 

To view Journals or create a new Journal, select the appropriate child account, and click on Journals. 

If any Journals exist for the selected child these will be displayed. You can change the selected date range for Journals by changing the dates in the From and Until date fields. 

To refine the list of Journals displayed select All, Debits Only, or Credits Only from the Journal Type drop down list.

To Create a new Journal for the selected child click the Create button. Journals can only be created for a single child account at a time. 

TIP: To transfer amounts between siblings, a debit journal is created for one sibling's account and a credit journal is created for the other sibling's account. To increase the amount of a child’s account, select the “Journal debit” radio button. To reduce the amount of a child’s account, select the “Journal Credit” radio button. 

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Reversals

Reversals are used to reverse a previously committed transaction within a child's account.

Transactions that have been reversed will still appear on the transaction view list; they will be displayed in orange text. Reversed transactions will not be included in the account balance or appear on the statements sent to bill payers.

To reverse previously committed transactions, select the relevant child's account from the Account column and click Reversals. 

A list of transactions will be displayed for the selected child. To change the selected date range for transactions enter the required dates in the From and Until date fields.

To reverse a transaction, click on the Reverse radio button (+ symbol) at the right-hand side of the relevant transaction and enter a comment in the comments field. 

A reversed transaction can be "un-reversed"  by clicking the Reverse radio button (+ symbol) again at the right-hand side of the transaction.

Once the transaction to reverse/re-reverse radio button (+ symbol) has been selected, scroll down and click Commit to update the child account.

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Disputes

Disputes are used to mark a transaction as disputed by the bill payer. Transactions that have been disputed will appear on the transaction view list; they will be displayed in pink text.

To mark a transaction as disputed, select the relevant child's account from the Account column list and then click Disputes.

Disputed transaction amounts will still be included in account balances; however, when payments are receipted for the child's account, payments will be allocated to all other transactions before being allocated to the disputed transaction. This will be reflected in the aged analysis report.

A list of transactions will be displayed for the selected child. To change the selected date range for transactions enter the required dates in the From and Until date fields. 

To mark a transaction as disputed, click on the Dispute radio button at the right-hand side of the relevant transaction. To mark a disputed transaction as undisputed click the Dispute radio button again, at the right-hand side of the transaction. 

Once the Disputed transaction has been updated, scroll down and click Commit to update the child account.

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Transactions

To view transactions for a child’s account, select the required child account and click Transactions. 

A list of transactions will be displayed for the selected child account. To change the selected date range for transactions enter the required dates in the From and Until date fields. 

To refine the Transaction Type that is displayed in the list select All, Debits Only, or Credits Only, from the Transaction Type drop down list.

Once you have selected the required Transaction Type and the required From and Until date range, click the search icon at the right-hand side of the screen.

Credits will display the total value of Credits within the date range specified (i.e., receipts/credit notes/credit journals/WINZ payments)

Debits will display the total value of Debits within the date range specified (i.e., invoices/debit journals).

Balance will display the current Balance of the child's account on the last day of the date range specified.

Transactions that have been Disputed will appear on the transaction view list displayed in pink text. 

Transactions that have been Reversed will appear on the transaction view list  displayed in orange text, the amount will not be included in the account running balance.

Type indicates the type of transaction is, ie: invoice (INV), Receipt (RCPT), Reversed invoice (REV INC), Jounral (JNL), Credit Note (CRN) 

Ref is the numeric reference associated with the transaction ie: the invoice number. 

TIP: If the Ref for a transaction has a link icon and is displayed in blue text, to view an explanation of how the transaction was calculated click on the blue underlined transaction.

Description shows a description of the transaction

Posted shows the date the transaction was created/committed in Infocare

Effective shows the date the transaction is effective 

MOP indicates the method of payment ie: (ACC/WINZ/Direct Cr/Credit Card/Cash/AP)
Amount is the amount of the transaction

Running balance shows the latest balance of the account

To print the list of transactions that are on display, click on the icon at the right-hand side of the screen and select Print Transactions.

To print an "aged Analysis" for the child's account, click on the   icon at the right-hand side of the screen and select Print Aged Analysis.

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Statements

To view/send Statements, click on Statements.

Select the child account/s to view statements fora list of Statements will be displayed for the selected child/children. 

To change the date range for which transactions will be included on the Statements enter the dates in the From and Until date fields. 

Using the Print Type drop down list, select either Full Statement which will include all transaction details for the selected period, or Balance Statement which will include the current account balance only and no transactions.

Using the Print Hours Table drop down list, select the level of details to be included for the child's/children's attended hours, booked hours, and 20 hours ECE. 
None will print statements with no additional information. 
Detailed will print a detailed breakdown for each day the child attended including attended hours, booked hours, and 20 hours ECE. 
Summary will print a summary breakdown of attended days, booked hours, and 20 hours ECE.

Using the Mode drop down list, select the applicable option to print statements for: All Balances, Debit Balances only, Credit Balances only, only accounts with Zero Balances, or only accounts where they Owe $10+—1000+.

Once you have completed the selection criteria, a list of Statements will be displayed. 

The Print or Email radio buttons are initially displayed as per the settings in the child account section of Infocare. You can toggle all Print on or off by checking the Print radio button at the top of the Print column, and you can toggle all Email on or off by checking the Email radio button at the top of the Email column.

To Print or Email statements for individual child accounts displayed, click the Print or Email icons at the right had side of the screen.

To Print all statements that have been set to Print, click on the blue Print button at the top of the list of names. This button will also display the number of statements that will be printed.

To Email all statements that have been set to Email, click on the blue Email button at the top of the list of names. This button also displays the number of statements that will be emailed.

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Family Boost Quarterly Statements

CLICK HERE to view the full help note article for Family Boost Quarterly Statements

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Tax Receipts

To view or print Tax Receipts click on Tax Receipts. 

Using the Print Mode drop down list, select All to print a tax receipt for all children. 

Where no donations have been recorded the tax receipt will show $0.00 total donations. For children who have donation payments recorded an itemised list will be displayed.

Using the Non-Donations drop down list, you can choose to Include or Exclude non donation payments in the tax receipts (i.e., fee associated payments).

Using the From and Until date fields, change the selected date range for transactions to include in the Tax Receipts. 

The default date will be the current tax year. 

To select the next year, click on the >> icon at the right-hand side of the screen. 

To select the previous year, click the << icon on the right-hand side of the screen.

To Print the Tax Receipts which are displayed on the screen, click the Print button.

For further information or assistance call 

  0508 INFOCARE (0508 463622) or email help@infocaresolutions.co.nz 

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