Professional Documents
Culture Documents
20517
DOCUMENTATION
PART 1
Includes:
Page 1 of 80
TABLE OF CONTENTS
Introduction ...................................................................................................... 78
Generating and processing the invoice with the primary carer as the search criterion
................................................................................................................................... 78
Page 2 of 80
I. Child specific invoicing by account type
The following flowchart represents the typical procedure for invoicing, starting from the
adding of a carer and culminating in the processing/printing of the invoice for a specific
child. The process differs slightly depending on whether you
Start
Add Family
[Enter mandatory fields like relationship to child,
title and last name]
Add Child
[Enter mandatory fields like last name, known
name, gender, DOB, start date, leave date and
enter invoice type, discounts, fee planner no. and
deposit if any]
2
1
Page 3 of 80
1 2
Yes
No
Click close
Click the “process” button
No
Stop
Page 4 of 80
Section A) Hours and Sessions Nursery
Introduction
In child specific invoicing, one can search for a specific child to be invoiced and
subsequently select the child from a list. Child specific invoicing can be done for any of
the account types: Weekly, Fortnightly, Calendar Monthly, Quarterly, Bespoke date and
Standing order. The calculations carried out to arrive at an invoicing amount for the
weekly, fortnightly, calendar monthly and bespoke date account types are essentially the
same, the only difference being the duration for which the invoice amount is generated.
The following pages describe the child-specific invoicing process for an “hours and
sessions” nursery, that is, a nursery which charges a rate per session, either a flat rate or a
rate arrived at by multiplying the number of hours per session with the cost per hour. The
processes are described by means of illustrations, examples and calculations.
Some of the account/invoice types that can be set up within Abacus are:
Weekly Account Type: The invoice is generated on a weekly basis.
Fortnightly: The invoice for a fortnightly account type is generated for a selected
fortnight.
Calendar Monthly: When an account type is set to calendar monthly, the invoice is
computed for the whole calendar month.
Quarterly: When the invoice type is a quarterly invoice, the invoice amount is calculated
for the whole quarter, the quarters being January-March, April-June, July-September,
October-December.
Bespoke date: When this option is selected, Abacus will calculate the invoice amount for
a selected bespoke period for children whose invoice type has been set to “Bespoke
Date”. The Bespoke period Name, start date and end date are configured within the
Configuration section of the Finance section of Abacus.
Fee Planner: Fee planner is Parenta’s direct debit facility. You can configure fee
planner by setting a unique reference number (URN) for a child within the child
accounts screen. It can be configured to run on certain specific dates. When an invoice is
due, the fee planner screen auto populates for a child whose payment is set to fee planner
The following illustrations describe the calculation of the invoice amount for a child
whose account type is set to weekly, under various scenarios.
Page 5 of 80
Booking sessions and holidays
Illustration 1: Consider a child who has been registered at the nursery. The following
steps are carried out to book his regular sessions, extra sessions and specify his
holidays:
1) Select the child from the registered child list.
2) Click on the Sessions tab in the children menu.
3) Under the schedule heading, click on the drop down menu and select regular
booking pattern.
4) In the screen that opens, choose a start date and a repeat pattern. In our example,
we select 18th December 2006 as the sessions start date and a weekly repetition
pattern.
5) Select a stored session or enter the session info by removing the check mark for
“use stored session”. The session info includes a meal selection.
6) Click on the weekdays at the left hand side of the calendar table to book a regular
session.
7) If you wish to check the availability of a room for the session, put a check mark
against the “check availability whilst booking” option.
8) Click on next. On the page that appears, click on save.
9) Similarly, to book extra sessions, select Extra sessions in the schedule drop down
menu.
10) On the page that appears, select the session timings and click on the days on
which you want to schedule an extra session. In this case, we have selected
Monday, Wednesday and Friday.
11) Click the save button to save the extra sessions.
12) Again, in the schedule list on the sessions page, select holiday.
13) On the schedule Holiday page that appears, select a single or a multiple day
holiday and enter a discount percentage for the scheduled sessions. This will
constitute the child holiday discount (CHD).In our example, we select Monday as
a child holiday and 10.25% as the discount.
14) Click on save to confirm the booking.
15) Move the mouse pointer over the settings icon and select holidays in the menu
that is displayed.
16) On the Holidays page, enter the nursery holiday details. Select a single or a multi
day holiday, name it and enter a start date, end date and the nursery holiday
discount (NHD). Check Allow sessions on this day if sessions have already been
booked for this day. In our example, we enter 5.25% as the nursery holiday
discount.
Page 6 of 80
Figure 1: Scheduling Sessions for a child
.
Page 7 of 80
The Accounts page
The accounts page lies within the Children section of Abacus. This page includes the
Account information, Summary information, history, charges, discounts, Payments,
Extras (purchases), Bill payer list and Credit notes.
Account information: This heading contains the account balance, account number,
deposit amount and spend fields
Account balance: This field displays the balance amount in the child’s account, after
deducting any payments made, and factoring any opening balance.
Account Number: A unique account number for the child is displayed under this field.
Deposit Amount: This field displays the deposit amount, if any.
Spend: The last invoice amount is displayed here.
Summary Information: This heading contains the Invoice type, Aged debt, Last
invoice, flat rate charge, sibling discount, general discount and fee planner number fields.
Invoice type: Displays the invoice account type (weekly, calendar monthly etc.)
Aged Debt: Displays the elapsed number of days since the invoice processing.
Last invoice: Displays the date of the last invoice processed.
Flat rate charge: States whether or not the account is configured for a flat rate charge.
Sibling discount and General discount: Displays the set sibling discount and general
discount.
Fee Planner number: If the account type is set to “fee planner”, this field displays the
unique fee planner number for the child.
Page 8 of 80
Illustration 2: Entering an Opening balance
An opening balance can be entered within the charges box of the accounts page, or while
initially adding a child. An entrance fee could probably be represented by entering an
account balance. The opening balance can be positive or negative. A negative opening
balance is displayed in green while a positive one is displayed in red colour.
Page 9 of 80
Purchasing a product
Illustration 3: To purchase a product for the child, and to add a recurring product,
carry out the following steps:
Page 10 of 80
General Discount and Sibling Discount
Illustration 4: Entering a General discount (GD) and a Sibling Discount (SD) for a
child.
General discount and Sibling discount for a child can be entered at Step 4 of the Add
Family procedure under the Families section. It can also be entered on the Discounts
box within the Accounts page under the children section.
Page 11 of 80
In our example, we have added a GD of 35.35% and an SD of 25.25% for a child, Allan
Smith. These discounts have been applied to regular sessions only (excluding meals).
These options thus enable 25 GD and SD combination scenarios for invoice calculation.
The fifth option (all fees) applies the discount to all fees and purchases.
Page 12 of 80
Additional Bill Payer
Illustration 5: Adding an additional bill payer and splitting the bill amount between
the payers.
1) Click on the Bill payer tab within the accounts page of the children section.
2) Click on the “edit” button at the bottom right hand corner.
3) Click on Add Carer at the bottom-left corner of the “child bill payers” page.
4) Select the carer from the list on the page that appears, enter his/her relationship to
the child and click on save.
5) Now, on the “child bill payers” page, enter a Fixed Amount or a Percentage that
would be billed to the bill payer. Click on Add and Close. If you wish to delete
the bill payer, simply click on the “delete” link to the right of the bill payer line in
the bill payers list.
Page 13 of 80
Invoice Generation
7) Click on the ‘+’ sign at the left of the invoice line to view more data about the
invoice such as the start date, end date, bill payer’s name etc.
8) Click on view on the right of this “Details” line to View the detailed Invoice.
Page 14 of 80
Figure 9: Invoice Details Page for Allan Smith
9) To view further details under each invoice entry, click on the “+” sign to the left
of the entry.
Page 15 of 80
The Invoice Preview screen
The invoice preview page is displayed upon clicking the “Preview” link to the right of an
invoice line in the invoices list that appears after running a search on the invoices page.
Upon clicking the ‘+’ sign, the following further details columns are displayed:
Start date: The invoicing start date is displayed here.
End date: The invoicing end date is displayed here.
Bill Payer Name: The Bill Payer is displayed under this heading.
Late Payment Charge: Late Payment fees for any outstanding invoice are included here.
Charged Amount: The amount payable by the stated bill payer is displayed in this
column.
Page 16 of 80
The Invoice details screen
The Invoice details screen can be arrived at by clicking on the “View” link in the further
details line on the Invoice preview screen. The various field displayed on this page are:
Page 17 of 80
Calculations- Scenario 1: Generation of invoice for Allan Smith with the following
Inputs:
Invoice period: 18th December 2006 to 24 December 2006
Sessions: Regular Booking Sessions on Monday, Wednesday and Friday at ₤ 14.00 per
session.
Extra Sessions on Monday, Wednesday, and Friday at ₤ 15.50 per session.
CHD and NHD: Child holiday and Nursery holiday on Monday. Child holiday discount
(CHD) = 10.25 % and Nursery holiday discount (NHD) = 5.25 %.
GD and SD: General Discount (GD) = 35.35 % (Regular sessions only, excluding meals)
Sibling Discount (SD) = 25.25% (Regular sessions only, excluding meals)
Products purchased: 2 T-shirts at ₤ 2.50 each and stationery (recurring product) at ₤ 3.00.
Calculations:
The various components that are factored in the calculation of the invoice are as follows:
i. 3 Regular Sessions @ ₤14.00 per session = 3 X 14.00 = ₤ 42.00
ii. 3 Extra Sessions @ ₤15.50 per extra session = 3 X 15.50 = ₤ 46.50
iii. Breakfast provided during the regular sessions = 3 X 10.00 = ₤ 30.00
iv. Lunch provided during the regular sessions = 3 X 11.00 = ₤ 33.00
v. Tea provided during the extra sessions = 3 X 12.00 = ₤ 36.00
vi. Product Purchases: 2 T shirts X 2.50 and 1 stationery kit X 3 = ₤ 8.00
vii. NHD applied to the session and extra session on Monday, 18th December 2006 @
5.25 % = ( 14.00 + 15.50 ) X ( 5.25/100) = ₤ 1.55 (-)
viii. CHD applied @ 10.25 % to the difference between the sum of the session costs
on Monday, 18th December 2006 and the NHD = (14.00 + 15.50 – 1.55) X (
10.25/100) = ₤ 2.87 (-)
ix. GD applied @ 35.35% to regular sessions only, excluding meals and after
subtracting the regular session components* only of the NHD and CHD = (42- (14
X (5.25/100)) – ((14- (14 X 5.25/100)) X (10.25/100))) X (35.35/100)= ₤ 14.11(-)
x. SD applied @ 25.25% to the difference between the regular sessions cost
(excluding meals and after subtracting the regular session components of NHD and
CHD) and the GD = ((42-(14 X (5.25/100)) – ((14-(14 X 5.25/100)) X
(10.25/100))) – 14.11) X ( 25.25/100) = ₤ 6.51 (-)
The Total/ Payable Amount thus becomes 42.00 + 46.50 + 30.00 + 33.00 + 36.00 + 8.00 –
1.55 – 2.87 – 14.11 – 6.51 = ₤ 170.46
* The Regular Session Components of NHD and CHD are calculated as follows:
Regular Session Component of NHD = 14 X 5.25 /100 = ₤ 0.74
Regular Session Component of CHD = (14 – 0.74) X (10.25/100) = ₤ 1.36
Page 18 of 80
Flowchart- Scenario 1:
The following flowchart illustrates the calculation flow in the above example
Start
Add a product
purchase and a
recurring product
CALCULATE:
Regular session cost
for the week =
No of sessions in the
week X cost per
session
Compute:
Extra session cost for
the week = No. of
extra sessions in the
week X cost per extra
session
1
Page 19 of 80
1
Compute:
Cost of meals= No of meals
X cost per meal
[Meals include
tea/breakfast/lunch/supper]
Compute:
NHD = (Regular Session
Cost on Monday + Extra
Session cost on Monday) X
(NHD %/100)
Compute:
CHD = (Regular Session
Cost on Monday + Extra
Session cost on Monday-
NHD) X (CHD %/100)
Compute:
Regular session component
of NHD = Cost of Regular
Session on Monday X (NHD
%/100)
Compute:
Regular session component
of CHD= (Cost of Regular
session on Monday- Regular
session component of NHD)
X (CHD %/100)
Compute:
GD = (Regular sessions cost
for the week - Regular
session component of NHD -
Regular session component
of CHD) X (GD %/100)
Page 20 of 80
2
Compute:
SD = (Regular sessions
cost for the week - Regular
session component of NHD
- Regular Session
component of CHD- GD)
X (SD %/100)
Calculate:
Total Amount = Regular
Sessions cost for the Week
+ Extra Sessions cost for
the week + Meals +
Products - NHD - CHD -
GD - SD
Page 21 of 80
Calculations- Scenario 2 : Generation of an invoice for Allan Smith, with a General
Discount for Regular Sessions including meals and a Sibling Discount for all sessions
excluding meals.
Inputs:
Invoice Period: 18th December 2006 to 24 December 2006
Sessions: Regular Booking Sessions on Monday, Wednesday and Friday at ₤ 14.00 per
session.
Extra Sessions on Monday, Wednesday, and Friday at ₤ 15.50 per session.
CHD and NHD: Child holiday and Nursery holiday on Monday. Child holiday discount
(CHD) = 10.25 % and Nursery holiday discount (NHD) = 5.25 %.
GD and SD: General Discount (GD) = 35.35 % (Regular sessions only, including meals)
Sibling Discount (SD) = 25.25% (All sessions, excluding meals)
Products purchased: 2 T-shirts at ₤ 2.50 each and stationery (recurring product) at ₤ 3.00
Calculations:
The various components that are factored in the calculation of the invoice are as follows:
i. 3 Regular Sessions @ ₤14.00 per session = 3 X 14.00 = ₤ 42.00
ii. 3 Extra Sessions @ ₤15.50 per extra session = 3 X 15.50 = ₤ 46.50
iii. Breakfast provided during the regular sessions = 3 X 10.00 = ₤ 30.00
iv. Lunch provided during the regular sessions = 3 X 11.00 = ₤ 33.00
v. Tea provided during the extra sessions = 3 X 12.00 = ₤ 36.00
vi. Product Purchases: 2 T shirts X 2.50 and 1 stationery kit X 3 = ₤ 8.00
vii. NHD applied to the session and extra session on Monday, 18th December 2006 @
5.25 % = ( 14.00 + 15.50 ) X ( 5.25/100) = ₤ 1.55 (-)
viii. CHD applied @ 10.25 % to the difference between the sum of the session costs
on Monday, 18th December 2006 and the NHD = (14.00 + 15.50 – 1.55) X (
10.25/100) = ₤ 2.87 (-)
ix. GD applied @ 35.35 % to the regular sessions only, including the meals (
breakfast and lunch) and after subtracting the regular session components only of
the NHD and CHD = (42- (0.74 + 1.36) + 30 + 33)) X ( 35.35/100) = ₤ 36.38 (-)
x. SD applied @ 25.25 % to ( Regular session cost – component of GD excluding
meals + Extra Session cost – NHD – CHD) = 42- ((42 – (0.74 + 1.36)) X
(35.35/100)) + 46.50 – 1.55 – 2.87 = ₤ 17.67 (-)
The Total/ Payable Amount thus becomes 42 + 46.50 + 30.00 + 33.00 + 36.00 + 8.00 –
1.55 -2.87 – 36.38 -17.67 = ₤ 137.03
Inputs:
Invoice Period: 11-17th December, 2006
Sessions: 3 Regular sessions on Monday, Wednesday and Friday @ ₤ 20 per session
An Extra Session on Monday at ₤ 20 per session.
CHD and NHD: Child holiday on 11th December. Child holiday discount (CHD) = 5.25
%.
Page 22 of 80
GD and SD: General Discount (GD) = ₤ 50 (Regular Sessions only, excluding meals)
Sibling Discount (SD) = ₤ 200 (All Sessions, Including meals)
Products purchased: Stationery (recurring product) @ ₤ 3.00.
Calculations:
The various components that are factored in the calculation of the invoice are as follows:
i. 3 Regular Sessions @ ₤ 20.00 per session = 3 X 14.00 = ₤ 60.00
ii. 1 Extra Sessions @ ₤ 20 per extra session = 3 X 15.50 = ₤ 20.00
iii. Breakfast provided during the regular sessions = 3 X 10.00 = ₤ 30.00
iv. Lunch provided during the extra session = 1 X 11.00 = ₤ 11.00
v. Tea provided during the regular sessions = 3 X 12.00 = ₤ 36.00
vi. Product Purchases: 1 stationery kit = ₤ 3.00
vii. CHD applied @ 5.25 % to the difference between the sum of the session costs on
Monday, 18th December 2006 and the NHD = (14.00 + 15.50 – 1.55) X (
10.25/100) = ₤ 2.10 (-)
viii. GD amount, ₤ 50, deducted = ₤ 50.00 (-)
ix. SD amount, ₤ 200 to be deducted from (Regular sessions cost + extra sessions
cost + meals - CHD - GD). This being greater than the resultant ( in the brackets)
, the resultant is taken as the SD= 60 + 20 + 30 + 11 + 36 - 2.10 - 50= ₤ 104.9(-)
The Total/ Payable Amount thus becomes 60.00 + 20.00 + 30.00 + 11.00 + 36.00 + 3.00
-2.10 – 50.00 - 104.9 = ₤ 3.00
NOTE: The general logic applied to calculate the SD for a child is as follows:
i. If the GD is applied to all sessions, while the SD is only applied to regular
sessions, the GD used for the computation of SD is the GD applied to the regular
sessions only
ii. If the GD is applied to regular sessions only, but the SD is applied to all sessions,
the GD used for the computation of SD is the regular sessions GD.
iii. If the GD includes meals but the SD excludes them, calculate the GD excluding
meals and then use this figure in computing the SD.
iv. If the GD/SD is applied to regular sessions only, the NHD and CHD used for
calculating the GD and SD are the NHD and CHD calculated for the regular
sessions only.
Page 23 of 80
Flat Rate Charge (FRC)
A flat rate charge (FRC) structure replaces all other calculations for a child. It can be
applied on a weekly or a monthly basis. There are five scenarios where it could be
applied:
1. Regular sessions excluding meals
2. Regular sessions including meals.
3. All sessions excluding meals
4. All sessions including meals
5. All fees.
The invoice now generated will reflect the FRC entered as can be seen below.
Page 24 of 80
Figure 13: Invoice generated with FRC
Page 25 of 80
The Total Amount thus becomes 50.00 + 46.50 + 30.00 + 33.00 + 36.00 + 8.00 – 0.81 –
1.51- 17.68 – 44.32 = ₤ 139.18, as shown below.
NOTE: The NHD and CHD for a session which is assigned a FRC is zero, hence the
NHD and CHD of the regular session in the above example is excluded.
The figures below illustrate the invoice breakup that results from the application of FRC
to:
a) Regular Sessions including meals
b) All sessions excluding meals
c) All fees
Page 26 of 80
Figure 15: Invoice when an FRC is applied to Regular sessions including meals
It can be seen that meals included during the regular session are included in the flat rate
charge of the regular session. However, meals during the extra session are charged
separately.
In the above figure, one may note that the extra session cost and regular session cost are
combined together with a flat rate and hence the extra session cost is seen to be zero.
Page 27 of 80
c) All fees:
In the above figure, all the fees have a single flat rate charge and this is indicated under
regular sessions. Hence the extra sessions cost and meals cost is displayed as zero.
Page 28 of 80
Fee Planner
Fee planner is Parenta’s direct debit facility. You can configure fee planner by setting a
unique reference number (URN) for a child within the child accounts screen. It can be
configured to run on certain specific dates. When an invoice is due, the fee planner screen
auto populates for a child whose payment is set to fee planner or standing order (with
URN). You can amend the displayed collection amount by highlighting the appropriate
child, entering the amount in the amend box at the bottom of the screen and then clicking
on the amend button. Finally, click on the process button to send the amount along with
the URN to fee planner. The file would then be processed by Parenta and the payment
collection will be done on the due date.
Illustration 8: Configuring a child for a “Fee Planner” account type and generating the
invoice.
To configure Fee Planner as the account type for a child, carry out the following
procedure:
1) Click on the accounts tab in the Children section of Abacus.
2) On the accounts page, click on the Charges tab in the lower section of the
page.
3) In the Invoicing box, select “fee planner” as the Invoice type in the drop down
menu and enter a unique fee planner number. This number is mandatory as
abacus will not save “fee planner” as the account type for a child if this
number is not entered.
To generate an invoice for a child whose account type is set to fee planner, we carry out
the following steps:
1) Click on the Invoicing option in the finance menu.
2) Select “Fee Planner” invoice in the top left box on the Invoice page.
3) Select any date within the billing cycle, for example, if the invoicing
cycle is 15th December to 15th January, you could select 20th December.
4) Click the Calculate button below the calendar on the invoice page, after
unchecking “combine multiple invoices”.
5) A list of invoices for children whose account type is set to “fee planner”
is displayed. Select the invoice you would like to process and click the
process button in the lower-right hand corner. If you wish to view
invoice details, click the “detail” link on the right hand side of the
invoice preview line.
6) The invoice amount can be amended if desired by highlighting the
appropriate child, entering the amount in the amend box at the bottom of
the screen, and clicking on the amend button.
Page 30 of 80
7) The invoice is generated from a date defined on the configuration page of
the finance section. For example, if the date is set as the 15th of every
month, we can generate an invoice for the period 15th December to 14th
January via Fee Planner.
Figure 20: Generating an invoice for the “Fee Planner” account type.
Page 31 of 80
Figure 22: Invoice details for an account type set to “fee planner”. Due to a bug currently present in
the software, only 4 regular sessions have been included in the invoice. The actual number of sessions
is 21 over a span of a month, i.e., 15/12/2006 to 14/01/2007.
Page 32 of 80
Editing Sessions, General discount, Sibling discount and Product
purchases from the Invoice screen
Illustration 9: Procedure to edit the sessions, GD, SD and product purchases from the
invoice details screen.
After selecting invoicing from the finance menu, and subsequently generating a list of
invoices for the chosen period and/or account types, one can preview an invoice from the
list of generated invoices by clicking on the preview link on the right hand side of the
invoice line. This would open the Invoices preview page.
The following steps may then be carried out to edit sessions, general discount, and
product purchases from the invoice details screen within the invoice tab of the finance
section.
1) Click on the ‘+’ sign on the left hand side of the invoice line to display further
details such as the start date, end date and bill payer name.
2) Click on the “view” link on the right hand side of the line with the additional
details to open the invoice details screen. The invoice details screen contains a
scrolling box with a breakup of various invoice items including sessions,
products, meals and discounts
3) To edit regular sessions from this screen, click the “Edit regular session” link on
the right hand side of the “Regular sessions” line. This will take you to the
Sessions page within the Children section.
Page 33 of 80
Figure 24: The Invoice details screen
4) Edit the regular sessions as desired within the sessions page and click on next.
5) Enter the start and end dates in the respective rooms and click on save. You will
then be redirected to the updated invoice details screen.
Page 34 of 80
Figure 26: Entering the start and end dates on the sessions page.
6) Similarly, to edit extra sessions, product purchases, general discount and sibling
discount click on the respective “edit” links on the right hand side of the invoice
detail line, make the desired changes and save the changes.
Page 35 of 80
Processing and printing an Invoice
Once the invoice has been previewed and the details viewed, the invoice can be
processed. The following procedure is carried out to process the invoice. Once an
invoiced has been processed, an invoice number will be generated for it and the invoice
will be added to the sales ledger. Please note that once an invoice has been processed, it
cannot be modified or deleted. To cancel an invoice, you would have to raise a credit
note.
Illustration 10: Processing and printing an invoice, invoice summary reports and invoice
history.
Assuming that we are on the Invoice details screen, we can carry out the following steps
to process an invoice:
1) Click on the close button in the lower-right hand corner of the page to close the
“invoice details” screen and go to the “invoice preview” page.
2) Click the Process button in the lower right hand corner of the “Invoices preview”
page.
3) The invoice is processed once the process button is clicked, and an invoice
number is generated. The invoice is added to the sales ledger as well, and the
processed invoices page opens, displaying the invoice.
4) Click on the print button in the lower-right hand corner of the “processed
invoices page” to print the invoice.
Page 36 of 80
Figure 28: The processed invoices page
5) Click on the View link on the right hand side of the processed invoice line if you
wish to view the detailed invoice.
6) Click the Invoice summary tab to go to the invoice summary page, where a
summarized list of invoices is displayed.
7) Click on the Print Invoice summary button after placing a tick mark against the
desired invoice to print the Invoice summary or the print invoices button to print
Page 37 of 80
a brief invoice. If you wish to include all the details, check the “View all details”
box. To print a receipt, click on the print receipt button.
8) To view and print the invoice history for a child, click on the accounts tab within
the children section. The history box within this tab will be displayed by default.
9) To print the invoice history, click on the print button in the lower- right hand
corner of the screen, as shown in figure 26.
NOTE: When a list is displayed in Abacus, it is possible to rearrange the order of the
list items. To do so, simply click on the heading of the column whose list you wish to
reorder.
Page 38 of 80
Figure 31: Printing the Invoicing summary report
Page 39 of 80
Figure 33: The printed invoice history
Page 40 of 80
Raising a Credit Note
A credit note can be added whenever the invoiced amount has to be changed, either due
to changes in a booked session, scheduled holidays, errors in billing or any other reason
deemed eligible for a refund.
A predefined reason for a refund can be entered under the data lists tab in the Setting
section of Abacus as illustrated in Fig 30 below. Simply select “Credit note reason” from
the drop down list and click the Add button below the drop down list. Next, enter a credit
note reason and click on the save button.
Page 41 of 80
Figure 36: Invoice generated for a child, Janet Andrews, for whom credit notes have to be
subsequently raised.
The following Example illustrates the sequence of events that occur while a credit note is
automatically raised upon modifying sessions or holidays that were already invoiced:
Page 42 of 80
Figure 37: Child summary for the child in the illustration. Note the dark borders of the sessions as a
result of the invoice having already been processed.
Let us now consider the following scenario which would lead to the generation of a
credit note.
Deletion of a session during the invoiced period: If a session between the invoiced
period, say the extra session on Friday, is deleted, a credit note would be
automatically raised for the invoiced amount.(Figure 34)
i. Click on the extra session.
ii. In the list that populates, click on the “delete” link.
iii. Click on the Save button in the lower-right corner of the screen.
iv. A dialog box will popup asking you whether you want to Save the changes
for the child and stating that “ Saving these changes will raise the credit
note for Invoice No. #”. Click on “Yes”.
v. Click on the Credit tab within the Accounts page of the children section.
You will notice that a credit note has been raised against the previously
processed invoice for a sum of ₤ 141.03. This is also reflected in the
invoice history list.
vi. A new invoice can now be processed, excluding the extra session that has
been deleted. The new invoice generated displays a total amount of ₤
110.03
Page 43 of 80
Figure 38: Credit note arising from the deletion of an extra session.
A credit note can also be generated by clicking on the new credit note button within the
Credit box, selecting a predefined credit note reason, clicking on the add link to the left
of the invoice and then saving it.
Page 44 of 80
Making a Payment against an Invoice
With Abacus, one can make a payment against an invoice from the payments page within
the accounts section or via quick pay within the finance section.
Illustration 12: To make a payment from the payments page, carry out the following
steps:
1) For an unpaid invoice, click on the new payments button in the bottom-right
cornet of the payments screen, within the accounts section.
2) On the payment receipt screen that appears, select the bank account which you
would be paying funds into followed by the date the payment was made. You can
configure the bank account in “data lists” under the settings section in the main
menu.
3) Select the payment mode from the drop down list and the amount of money which
is being paid. The payment can be made by cash, cheque, credit card, debit card,
direct debit, fee planner, standing order, voucher etc.
Cash: select this option if the payment has been made in cash
Cheque: Select this option if a cheque has been offered for the payment.
Credit card: Select this option if the payment has been charged to a credit card.
Debit card: Select this option if the payment is made via a debit card.
Direct debit: Select this option if the payment amount is directly debited from the
bill payer’s account.
Fee planner: Select this option if Parenta’s direct debit facility is used.
Standing order: Select this option if the payment is made by means of a standing
order.
Voucher: This option is selected is the payment is made by means of a voucher.
Page 45 of 80
4) Add some text to describe the transaction, if needed.
5) Select which outstanding invoices you want theses funds to be allocated against.
6) Click on the OK button at the bottom of the screen.(Figure 37)
7) You can now Save and Print the payment or, if desired, cancel the payment.
(Figure 38)
8) The Payment is then listed in the Payments section and you can re-allocate it to a
different invoice if needed by clicking on the “re-allocate” link on the right-hand
side of the payment line.(Figure 39)
This payment is reflected in the reports section of Abacus. To confirm this, click on
report menu within the reports section of Abacus. Next click on finance and then, paid
invoices. Select the dates and mode of sorting (by child/invoice number). You may be
prompted to enter the administrator name and password. The invoice will be displayed in
the “paid invoices” report, and removed from the unpaid invoices report (Figure 40).
Page 47 of 80
Quick Pay allows a user to enter payments into abacus and allocate them to the relevant
processed invoice without having to navigate to each child’s account screen
To make a payment via quick pay, carry out the following steps:
1) Click on Quick Pay within the Finance section.
2) On the quick pay screen that appears, select the child against whose invoices you
wish to make a payment, by selecting the check box to the left of the child’s
name. To change the invoice search dates, modify the “from” and “to” dates on
the page and click process.
3) Click on the pay link on the right hand side of the invoices line.
4) You will then be directed to the Payment receipt screen, and the same procedure
is carried out as before to enter a payment.
5) One the payment is saved, the invoice is listed under “paid invoices” in the
reports section instead of “unpaid invoices”
Page 48 of 80
Figure 46: Creating a payment receipt through Quick Pay
Page 49 of 80
Invoice generation with multiple bill payers
The Procedure to add an additional bill payer for a child and to split the invoice amount
between two bill payers was shown in illustration 4. We can see the effect this has on the
invoices generated below:
Figure 47: Additional bill payer configured to pay 30% of the bill amount
Page 50 of 80
Figure 48: Total invoice amount split between the two bill payers in the invoices preview page
Figure 49: Two separate invoices generated for the two bill payers.
Page 51 of 80
Figure 50: Invoice for the additional bill payer
Page 52 of 80
Charging a Late Payment fee
The Late payment fee can be configured on the configuration page within the finance
section. Here one can specify the type of fee, i.e., a percentage or a fixed amount,
whether the charge is mandatory or optional and the late payment action (raise new
invoice or add in new invoice)
The figures below illustrate the case of a child with several pending invoices, whose
cumulative late fee is ₤ 80.
Page 53 of 80
Figure 52: Invoice preview for a child with several unpaid invoices
Page 54 of 80
Changing the Charge band
A change in the charge band could occur if a child’s age changes during the invoicing
period, or at the start of an invoicing period.
Illustration 15: Generating invoices for a child with a weekly account type whose charge
band/age has changed.
Regular sessions are booked for a child, whose age changes from 24 months to 25 months
on 17th January 2007 (his Date of Birth is 17th December 2004). We book these sessions
for the week during which his age is 24 months and week where he would have
completed 25 months, and a transition week during which his age changes from 24 to 25
months.
Figure 54: Scheduling regular sessions for a child. The charge bands for the session are displayed in
the upper right hand section of the screen
The invoice generated for a week during which his age is 24 months (say, 8th-14th
January) is displayed below:
Page 55 of 80
Figure 55: Invoice generated when the child's age is 24 months
Note that he is charged under the 0-24 months charge band, i.e., ₤ 20 per session.
In the subsequent week (15th- 21st January), his age changes from 24 months to 25
months (on the 17th of January). He is therefore charged under 2 charge bands in the
invoice generated, i.e., ₤ 20 for a session booked on 15th January and ₤ 30 (24-48 months
charge band) for the sessions on the 18th and 19th of January.
Figure 56: Invoice generated for the week when the child’s age changes from 24 to 25 months
Page 56 of 80
In the invoice for the week 22nd-28th January, the child falls completely under the 24-48
months charge band, and hence each regular session is charged at ₤ 30 per session, as
shown below:
Figure 57: Invoice generated for the week when the child is 25 months old
Page 57 of 80
Specifying settings for Bespoke, Quarterly and Fee Planner account
types
Settings for the bespoke, quarterly and fee planner account types can be specified on the
configuration page of the Finance section. Click on the configuration tab to view the
settings.
Bespoke Dates: You can edit the start and end dates for a bespoke period in the “Bespoke
dates” box at the bottom of the screen. Enter a Bespoke period name, click on Add, and
finally click on Save.
Quarterly: The starting month of a quarter can be defined in the “Quarterly” box on the
upper right hand side of the configuration page.
Fee Planner: The date on which fee planner will automatically raise an invoice can be
selected here.
Figure 58: Settings for Bespoke, Quarterly and Fee Planner account types.
One can also specify the fortnightly, termly and calendar monthly settings on this page.
The number of weeks for which the nursery is open the settings for switching a child’s
charge band and the late payment fees can also be specified on this page.
Page 58 of 80
Section B) Hourly charge band Nursery
In an hourly charge band nursery, the sessions charges are calculated on an hourly basis,
i.e., the regular and extra session hours during an invoicing period are totaled up, and
multiplied by a rate per hour to arrive at the invoicing amount.
The hourly charge bands can be configured on the hourly charging page within the
settings section of Abacus. This option will only be available to hourly charging
nurseries.
Figure 59: Configuring the hourly charge bands within the settings section
The Default charge bands available are therefore 0-10 hours, 10-20 hours, 20-30 hours,
30-40 hours, 40-50 hours and 50-200 hours, which can be edited by clicking on the
“Edit” link.
Page 59 of 80
Invoicing for a child at an hourly charge band nursery
The invoice generation procedure for a child at an hourly charge band nursery remains
the same as that for an hours and sessions nursery. Similarly, most of the other aspects of
invoice calculation remain the same, for instance, when an FRC is applied. For further
details, please refer to the above section on Hours and Sessions nurseries. As such, most
of the topics under the hours and sessions nurseries section (Section A) above would
be applicable to hourly charge band nurseries as well. The only major difference
between the two lies in the use of total hours per invoicing period for the invoicing
amount calculations in hourly charge band nurseries.
We can illustrate this difference by means of the below example.
Illustration 16: Generation of invoice and invoice calculations for a child at an hourly
charge band nursery.
Consider a child who has been registered at the nursery. We follow the same procedure as
described in Section A to add the child, book regular and extra sessions and book
holidays and to make product purchases.
Figure 60: Booking sessions for a child at an Hourly charge band nursery
Page 60 of 80
Figure 61: Invoice Preview screen for Elizabeth Johnson
6) Click on the “view” link to the right of the details line to view the invoice details
or click the process button on the screen to process the invoice.
NOTE: For details on how to make a payment against this invoice, raise a credit note and
add an additional bill payer, please refer to section A.
Page 61 of 80
Calculations- Scenario 4: Generating an invoice for Elizabeth Johnson for an hourly
charge band with the following inputs:
Inputs:
Invoice Period: 18th December 2006 to 24 December 2006
Sessions: Regular Booking Sessions on Monday, Thursday and Friday and an Extra
Session on Monday
Total Hours in the invoicing period: 5 + 2.5 + 5 + 5 = 17.5 hours
Child’s Charge Band: 0-23 months: ₤ 4.10 per hour
CHD and NHD: Child holiday and Nursery holiday on Monday. Child holiday discount
(CHD) = 12.50 % and Nursery holiday discount (NHD) = 25.25 %.
GD and SD: General Discount (GD) = 25.25 % (All sessions, including meals)
Sibling Discount (SD) = 35.35% (Regular sessions only, excluding meals)
Products purchased: 1 Polo shirt for ₤ 5.00 and birthday parties (recurring product) at ₤
7.50
Calculations:
The various components that are factored in the calculation of the invoice are as follows:
i. Regular Sessions and Extra sessions cost @ ₤ 4.10 per hour = 4.10 X 17.5 = ₤
71.75
ii. Lunch provided during the sessions = 3 X 1.95 = ₤ 5.85
iii. Product Purchases: 1 Polo shirt @ ₤ 5.00 and 1 birthday party @ ₤ 7.50 = ₤ 12.50
iv. NHD applied to the session and extra session on Monday, 18th December 2006 @
25.25 % = ( 7.5 X 4.10 ) X ( 25.25/100) = ₤ 7.76 (-)
v. CHD applied @ 12.5 % to the difference between the session costs on Monday,
18th December 2006 and the NHD = ((7.5 X 4.10) – 7.764375) X ( 12.5/100) = ₤
2.87 (-)
vi. GD applied @ 25.25 % to all the sessions , including the meals and after
subtracting the NHD and CHD = (71.75 + 5.85 – 7.764375 – 2.873203125) X (
25.25/100) = ₤ 16.91 (-)
vii. SD applied @ 35.35 % to ( Regular session cost – Regular sessions component of
GD excluding meals and excluding regular session components of NHD and
CHD * – regular sessions component of NHD** – regular sessions component of
CHD***) = ((15 X 4.10) – 13.738091015625 – 5.17625 – 1.91546875) X
(35.35/100) = ₤ 14.38 (-)
The Total/ Payable Amount thus becomes 71.75 + 5.85 + 12.50 - 7.76 - 2.87 - 16.91 -
14.38 = ₤ 48.18
Page 62 of 80
Figure 63: Invoice generated for the above calculations.
NOTE: Unlike the calculations for an hours and sessions nursery, the parameters such as
NHD, CHD, and GD are not rounded up to the last 2 decimal places during calculations.
Instead, the complete values of these parameters are used during the calculations. The
rounded off is done only while displaying these fields and while computing the overall
amount
Another scenario that can be considered is that of a nursery which has opted to include
sibling bookings in calculating total hours and relevant charge. This can be done from the
Hourly charging page within the Settings section.
In such a scenario, the sibling’s booked hours for the invoiced period are included to
determine the charge band in which the child’s account would be placed.
For instance, let us consider a child, Elizabeth Johnson (who falls in the 0-23 months age
group) for whom sessions of 12.5 hours (10 regular and 2.5 extra) have been booked for
the week 1st -7th January, 2007. This would put her in the 10-20 hours charge band (₤
4.10 per hour). Now, let us assume she has a sibling, James Johnson in the same nursery
for whom 18 hours (all regular session). Now the Total number of hours for the two
siblings would become 30.5 hours, thus shifting Elizabeth to the 30-40 hours charge band
(₤ 3.65 per hour), as illustrated in the figure below.
Page 63 of 80
Figure 64: Including the sibling’s bookings in determining the relevant charge band.
Figure 65: The invoice after including the sibling’s hours for determining the charge band. Note that
the Siblings hours are only included in determining the band, and are not included in the actual
calculations
Page 64 of 80
Section C) Standing Order Invoice Type
Introduction
When a child’s account is configured for a “Standing Order” account type, (either within
“charges” on the accounts page of the children section or during the addition of the child
to abacus), the invoices generated for the child will be of standing order invoice type. In
this case, a regular sessions cost is calculated for the entire year from the joining date,
and then divided by 12 to arrive at a monthly figure. The extra session costs are
considered individually (total extra session cost per calendar month). The invoices for the
starting and ending calendar months ( known as the starter and leaver invoices) are
calculated in the usual manner, i.e., on a monthly basis, whereas the invoices for the
intermediate months are calculated using the standing order method.
NOTE: The session costs considered for the standing order calculations of an
intermediate month depend on the charge band of the child during that specific month.
Figure 66: Configuring an account as "Standing order" invoice type while adding a child.
Some of the points to be noted for the Standing order invoice type are:
Child holiday discounts and nursery holiday discounts on the regular sessions are
only computed in the “starter” and “leaver” months. If a child holiday or a nursery
holiday is added in the months “in-between”, they are not considered for the CHD or
NHD applied to the regular sessions. They are, however, applied on the extra
sessions.
NOTE: All numbers should be calculated to 2 decimal places. If required, the number
should always be rounded up to 2 decimal places.
Page 66 of 80
Figure 67: Configuring the invoice type.
Examples:
Within these examples, the nursery is open for 50 weeks of the year and each session is
valued at £10.00 each.
George has 3 sessions in the first week and 2 sessions in the second week.
Therefore, George’s monthly standing order invoice amount against regular sessions
should show as £104.17.
Page 67 of 80
Processing a standing order invoice
As mentioned earlier, a standing order account calculation can be divided into 3 parts:
Calculation of the invoice for the starting calendar month (starter invoice).
Calculation of the invoice for the leaving calendar month (leaver invoice).
Calculation of the invoice for any calendar month in-between the starting and leaving
calendar months.
We shall describe the calculations involved and the various scenarios that could take
place by means of the following illustrations.
Illustration 17: Processing a standing order invoice for a booking pattern which includes
regular sessions only.
In this illustration, we book regular sessions for a child, William Hawkins with a standing
order account type. His starting date is 16th January 2006 and leaving date is 18th
December 2006. The regular sessions are booked on Mondays, Tuesdays and
Wednesdays in a weekly pattern. We also schedule child holidays on 23rd January and
12th December 2006. We can now generate the standing order invoice for January
(starting month), March (intermediate month) and December (leaving month).The
invoices for January and December would be calculated in the same manner.
The Total/ Payable Amount thus becomes 160 + 80 + 96 + 2.50 - 2.10 - 8.68 - 49.98 = ₤
277.74, as shown below
Page 68 of 80
Figure 68: Invoice for the month of January
Page 69 of 80
Figure 69: Invoice details for the month of March
Illustration 18: Processing a standing order type invoice for a booking pattern which
includes regular and extra sessions.
When a booking pattern includes extra sessions, these are calculated separately (standing
order calculations not being applicable to extra sessions) and are included in the invoice.
In this illustration, we book extra sessions for a child, William Hawkins on the 25th of
January, 2006, 13th March 2006 and 15th March 2006.
As can be seen from the fig. below, the extra session cost, ₤ 20 is included in the invoice
for the month of January and the invoice amount is calculated as usual.
Figure 70: Invoice details for the month of January with extra sessions.
The Total/ Payable Amount thus becomes 250 + 40 + 125 + 150 + + 22+ 8 - 13.75 -
88.64 = ₤ 492.61
Figure 71: Invoice details for the month of March with extra sessions.
This invoice can be processed by clicking on the process button on the invoice preview
page
Page 71 of 80
Figure 72: Processing the invoice, the invoices preview page
Illustration 19: Processing a standing order (SO) type invoice for March with regular
sessions only and adding extra sessions post- processing.
When a standing order invoice is processed and extra sessions are subsequently booked
for the child in the invoiced month, a new invoice is generated for the extra sessions.
Page 72 of 80
Figure 74: Processed invoice for William Hawkins
Figure 75: Scheduling extra sessions in March, after processing the invoice
Page 73 of 80
Figure 76: Invoice generated for the extra sessions only
Illustration 20: Processing an invoice for a child with a standing order invoice type and
with a flat rate charge (FRC) applied.
When the child’s invoice type is “Standing order” type and in addition, a flat rate charge
(FRC) is applied simultaneously, only a monthly flat rate charge can be applied and the
weekly FRC option becomes unavailable.
The sessions with/without meals to which the FRC is applied are then charged at a flat
rate while the standing order calculations are applicable to all the other sessions
including/ excluding meals (extra sessions and the extra session meals being the
exception).
For example, let us consider the standing order invoice for a child, William Hawkins,
with an FRC applied to all regular sessions, excluding meals.
We then generate an invoice for the month of August. In the figure below, we can see
that the regular sessions have been charged at a flat rate of ₤ 400 for the month. By
contrast, the extra sessions are charged separately, i.e. extra sessions per month X cost
per session, as is typically done for extra sessions in standing order invoices. The same
applies to the extra session meals (lunch, in this case).The normal standing order
calculations are applied only on the regular session meals in this case. For instance, for a
weekly booking pattern:
Breakfast charge = (charge per week X no. of weeks in a year the nursery is open)/12
The charge per week = Cost per meal X no of meals in the week
The same calculations apply for tea (as it has been entered as a regular session meal), but
not to lunch (extra session meal in this case).
Page 74 of 80
Figure 77: Standing order invoice with FRC applied to regular sessions, excluding meals
In general, the invoice that is generated after performing a search on the invoices page of
the finance section can be previewed by clicking on the “preview” link in the invoice
line. The detailed invoice can then be viewed by clicking on the “view” link in the
invoice details line that appears when the ‘+’ sign next to the invoice line on the “invoice
details” screen is clicked. The invoice can be processed by clicking on the process button
on the “invoices preview” screen.
A payment can then be made against the invoice either from the quick pay page within
the finance section or from the payments tab under accounts in the children section.
A credit note can be raise in case of an error in the bill or any other specific reason either
from “credit” within the accounts page or automatically in the event of an already
invoiced session being deleted, an additional session being added during a period already
invoiced and so on, as described in Section A. The invoice can also be viewed in the
reports section, by clicking on the “finance” link within the reports section, and then
clicking the “paid invoices” link.
Page 75 of 80
II. Child specific invoicing by room
Invoice processing with a room as the search criterion
Introduction
In Abacus, invoices can be generated and processed by specifying a room as the search
criterion. It is therefore possible to generate a list of invoices for a desired room. The
calculations and other aspects of creating and processing the invoice remain the same,
the only differentiating factor being the use of a room as the search criterion as opposed
to say, the invoice type or primary carer.
The illustration below describes the procedure to search for an invoice for a specified
room.
Figure 78: Searching for an invoice by room on the invoicing page within the finance section
7) A list of invoices for the selected room will appear. Click on the “select” link on
the right hand side of an invoice line to select the invoice.
Page 76 of 80
Figure 79: List of invoices for the selected room
Page 77 of 80
III. Child specific invoicing by primary carer
Introduction
Child specific invoicing by Primary carer involves the generation of an invoice for a child
by entering the primary carer as the search criterion. One has to enter the first or last
name (or a part of the name) of the primary carer in the search box and abacus will
generate the invoices for that particular carer. In the following illustrations, we shall add
a primary carer to a child, book sessions, holidays and add a product purchase. Later, we
shall run a search for an invoice for this child based on the primary carer from the invoice
screen in the Finance section and subsequently, process the invoice.
Generating and processing the invoice with the primary carer as the
search criterion
The illustration below describes the procedure to search for an invoice for a certain
primary carer.
Illustration 22: Displaying the invoices for a particular carer and processing an invoice.
The general procedure for generating an invoice for a child with a specific primary carer
is as follows:
1) Click on the invoicing link within the finance section.
2) Select the “child specific” invoicing radio button in the box at the upper-left hand
corner of the screen.
3) Select the “By Primary Carer” radio button in the box below the previous one.
4) Enter the first or last name of the carer in the “Name of Carer” box.
5) Uncheck “Combine multiple invoices” in the box at the top-right hand corner of
the page.
6) Click on the Search button in the lower-left hand corner of the page.
7) A list of child specific invoice summaries for the desired primary carer will
appear. Click on the “select” link on the right hand side of an invoice summary
line to select the invoice.
8) Based on the child’s account type, a calendar, a drop-down list of months or a
radio button list of calendar quarters will appear in the lower-left area of the page.
Select the week, month, fortnight, quarter or bespoke period.
9) Click on the calculate button. The “invoices preview” page will appear. Continue
as usual to process and print the desired invoice.
Page 78 of 80
Figure 81: A Search for invoices based on the primary carer
Page 79 of 80
Figure 83: The Invoices preview page in child specific invoicing by primary carer.
Page 80 of 80