Infocare Solutions

For Family Boost Quarterly Statements, click here to view the help article.

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

You can limit the number of child accounts displayed in the Account column by selecting a category from the Category drop down list. To select all currently enrolled children, ensure that "Current Enrolments" is selected.

If your service is part of a subgroup, and if 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.

You can choose to include details of children with accounts that have been previously closed, or only those that are current by selecting the required option from the Include Closed Accounts drop down list.

The Effective Date field is only applicable if you are processing invoices or a WINZ schedule of payments. Please select the date for up to which you wish the system to calculate invoices. Invoices for fees are calculated weekly; 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 4th June based on the timetables and sign in sheets for each child.

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

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

Once you have selected the appropriate options, click the  icon to display the relevant details.

The Account column will display a list of child accounts based on the criteria you have specified in the fields: Category, View By, and Include Closed Accounts. You can change the order in which the child accounts are displayed by clicking on the down arrow or up arrow icon next to Account.

To select an individual child account for processing, click on the radio button next to the child account name. You can scroll through the list of child accounts by using the scroll bar on the right hand side of the child account names.

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

To select all child 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.

Invoices

If you wish to work with Invoices, click on Invoices. If you have already created some invoices, but not yet committed them, the number of uncommitted invoices will be displayed in yellow next to Invoices.

If you wish to create invoices, complete the selection criteria above and then click on Invoices.

If you wish to create invoices excluding the normal attendance fees, check the Exclude Fees radio button. For example, if you have already created 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 radio button before creating the relevant invoice. 

If your service invoices in advance, and you wish to calculate and charge fees for any extra days/hours that have been attended since the last time you invoice, set the Effective Date to the same date as the last invoicing you did. Then click Create. Infocare will analyse any differences between what was originally invoiced, and what should be invoiced now based on any changes in the child's attendance since the initial advance invoicing. For children where a difference in attendance results in different fees, an invoice will be created with the adjustment amount. Once you have checked the uncommitted invoices, you can either Print/Email them 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, or click Create File if you wish to create a .csv file of the uncommitted invoices that can be downloaded to your computer. To download the .csv file, scroll to the bottom of the screen and right click the "Uncommittedview....csv" file name and save it to your computer. Alternatively, you can delete the file by clicking the Delete button at the right hand side of the filename.

Once you have committed the adjustment invoices, you can then set the Effective Date to the future date that you would like to invoice up to and then create all invoices for that period.

If your service does not invoice in advance, you simply need to set the Effective Date to the end of the current week, complete your selection criteria and click Create.

After you have created Invoices, you can scroll through the list of uncommitted invoices that have been created to check that they are correct. If required, for each child account, you are able to modify the Invoice that has been created by clicking the icon at the right hand side of the child account. If you would like further explanation of how the invoice was calculated, you can click the  icon at the right hand side of the child account record.

Show Committed Invoice will show all invoices that have been committed within the week of the current Effective Date. This allows you to reprint an old invoice after it has been committed. If this button is not visible it is due to uncommitted invoices being present. 

Receipts

If you wish to work with Receipts, click on Receipts. If you have already created some Receipts, but not yet committed them, the number of uncommitted Receipts will be displayed in yellow next to Receipts.

There are 3 different types of Receipts. These are normal Receipts i.e. payments for child fees, WINZ receipts which are payments by WINZ for  child fees, and 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. 

If you wish to create Receipts, complete the selection criteria above and then click on Receipts. You will then be presented with a drop down list of receipt types.

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.

Autopayment - select the child or children you wish to process Autopayments for and then choose this option. The number of children who have been selected will be displayed. Please note that 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 or children you wish to process WINZ receipts for using the selection criteria and then choose this option. The number of children who have been selected will be displayed. Please note that 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.

Once you have checked the uncommitted receipts, autopayments and/or WINZ receipts, you can either Print/Email them by clicking the Print/Email button, Commit them to update the child accounts by clicking the Commit button, or Delete them by clicking the Delete button. 

After you have created Receipts, you can scroll through the list of uncommitted Receipts that have been created to check that they are correct. If required, for each child account, you are able to modify the Receipt that has been created by clicking the modify icon at the right hand side of the child account.

Show Committed Receipts will show all invoices that have been committed within the week of the current Effective Date. This allows you to reprint an old invoice after it has been committed. If this button is not visible it is due to uncommitted receipts being present.  

Credit Notes

If you wish to create a credit note for a child account, select the appropriate child account, click on Credit Notes and then click Create. Credit notes can only be created for one child at a time.

Once you have created the credit notes for the required child/children, you can either Print/Email them by clicking the Print/Email button, Commit them to update the child accounts by clicking the Commit button, or Delete them by clicking the Delete button. 

After you have created Credit Notes, you can scroll through the list of uncommitted Credit Notes that have been created to check that they are correct. If required, for each child account, you are able to modify the Credit Note that has been created by clicking the modify icon at the right hand side of the child account.

Show Committed Credit Notes will show all invoices that have been committed within the week of the current Effective Date. This allows you to reprint an old invoice after it has been committed. If this button is not visible it is due to uncommitted credit notesbeing present. 

Journals

If you wish to view Journals that have been created for a child account, or create a new Journal for a child account, select the appropriate child account, and click on Journals. 

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

You can further refine the list of Journals displayed by selecting All, Debits Only, or Credits Only from the Journal Type drop down list.

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

Reversals

If you wish to reverse previously committed transactions, select the relevant child account from the list and then click Reversals. Transactions that have been reversed will still appear on the transaction view list; however, they will be displayed in orange text, and the amount will not be included in the account balance.

A list of transactions will be displayed for the selected child. You can change the selected date range for transactions by changing the dates in the From and Until date fields.

You can then scroll through the list of transactions. 

To reverse a transaction, click on the Reverse radio button at the right hand side of the relevant transaction. You can "un-reverse" a transaction by clicking the Reverse radio button at the right hand side of the transaction again. 

You can include a comment with the reversal in the Comments field.

Once you have completed your comments and reversals, scroll down and click Commit to update the child account with the Reversal information.

Disputes

If you wish to mark a transaction as disputed, select the relevant child account from the list and then click Disputes. Transactions that have been Disputed will appear on the transaction view list; however, they will be displayed in pink text. Disputed transaction amounts will still be included in account balances; however, when payments are receipted for this child 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. You can change the selected date range for transactions by changing the dates in the From and Until date fields.

You can then scroll through the list of transactions. 

To mark a transaction as disputed, click on the Dispute radio button at the right hand side of the relevant transaction. You can mark a transaction as undisputed also by clicking the Dispute radio button at the right hand side of the transaction again. 

You can include a comment with the disputed transaction in the Comments field.

Once you have completed your comments and Disputes, scroll down and click Commit to update the child account with the Dispute information.

Transactions

If you wish to view transactions for a child account, select the required child account and then click Transactions. 

A list of transactions will be displayed for the selected child account. You can change the selected date range for transactions by changing the dates in the From and Until date fields. 

You can refine the Transaction Type that is displayed in the list by selecting 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 (i.e., receipts for the selected transactions).

Debits will display the total value of Debits (i.e., invoices for the selected transactions).

Balance will display the current Balance of this child account.

If the Ref for a transaction has a link icon and is displayed in blue, you can click on this link to view an explanation of how the invoice was calculated.

Transactions that have been Disputed will appear on the transaction view list; however, they will be displayed in pink text. Disputed transaction amounts will still be included in account balances; however, when payments are receipted for this child 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.

Transactions that have been reversed will still appear on the transaction view list; however, they will be displayed in orange text, and the amount will not be included in the account balance.

If you would like 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.

If you would like to print an "aged Analysis" for this child account, click on the   icon at the right hand side of the screen and select Print Aged Analysis.

Statements

If you would like to view or send out Statements, click on Statements.

A list of transactions will be displayed for the selected child/children. You can change the selected date range for which transactions will be included on the Statements by changing the dates in the From and Until date fields. 

Using the Print Type drop down list, you can select whether you wish statements to be Full Statement which will include all transaction details for the selected period, or Balance Statement which will print the current child account balance only and no transactions.

Using the Print Hours Table drop down list, you are able to select the level of details you wish to be included regarding 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 for 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, you can select if you would like 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 your selection criteria, a list of child accounts will be displayed where you can confirm how each account will receive the statement. You can choose Print by checking the Print radio button, or Email by checking the Email radio button, or both.

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 all 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 for that child account.

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.

Family Boost Quarterly Statements

See this support article on how to produce and provide your parents with a Family Boost Quarterly Statement.

Quarter: Select which quarter the statement is for.

Year: Which year the quarter is in.

Mode: Single Statement or also provide a copy of a statment list.

Combine Siblings Statements: Combine sibling's statements.

Tax Receipts

If you would like to view or print Tax Receipts, click on Tax Receipts.

Using the Print Mode drop down list, you can choose All if you wish to print a tax receipt for all children, Those who have paid to print a tax receipt for children who have receipted transactions on their account, and Itemise payments to print tax invoices where date and payment method will be itemised for all payments.

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, you can change the selected date range for transactions which will be included 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 at 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 

© 2018 Infocare Systems Limited