Projection of Fees
The help on how to create fee projections can be found here
Fees must be projected (for the relevant weeks you wish to bill in advance) prior to running an individual statement or statements in bulk.
Sending an Individual Statement
You can send an individual parent a statement, regardless of their activity or filter settings, by accessing the Statements tab within the relevant parent’s profile.
Select Add , fill in the Date From and Date To fields. A Note may also be added to the statement.
You can tick the box to send the invoice to the parent as an email, or leave it unticked to preview the invoice first.
If you do not want a running balance tick the Does not carry balance before, running balance or total owing box.
Tick the Do not display amount if you do not want the amount due displayed at the top of the invoice.
Tick Display attendance details for times signed in and out of each session. This is displayed in an attendance table at the end of the invoice.
When the details are correct click Confirm.
A statement will be generated, the parent will be emailed a link to download the statement if you ticked the email box and they have an email address on file and the statement will become accessible on the Statements tab.
You can click on this link to download the statement in PDF format and print it if required.
If you the parent doesn’t have an email address, click generate, then download to print a PDF version of their invoice.
Sample Statement
Below is an example of a statement. Each statement is personalised with the parent’s name, the names of each child and your service details. Your logo if uploaded will appear inthe top left corner.
The statment shows all charges and payments in the period together with the balance brought forward and a running balance.
This makes it very easy for a parent to understand their charges and how the amount owing is calculated.
Sending Statements in Bulk
Generating statements in bulk follows a similar process but with a few more options to control which parents will be sent statements.
Extracts > Produce Statements, ‘Add’, fill in the Date From and Date To plus the number of Weeks to Project if intending to bill in advance. A Note may also be added to the statement.
If you have set up Direct Debit Frequency & Direct Debit Filters in the parent direct debit tab, you can use these when invoicing, if not just ignore the filters.
When the details are correct click Confirm. A statement will be generated, the parents will be emailed a link to download the statement if they have an email address on file and the statement will become accessible on the Statements tab.
If all parents have an email the message ‘Nothing to Generate’ will appear, if not you will see Sent/Unsent figures ie. 86/90, you can then generate and download the (example) four statements for parents without emails.