Question 1

Invoices - Direct Debit Processes & Emails

Accepted Answer

Invoices - Direct Debit Processes & Emails

Q: Invoices - Direct Debit Processes & Emails

<h1 id="invoicesdirectdebitprocessesemails">Invoices - Direct Debit Processes &amp; Emails</h1> <p>This article will assist you with understanding the process from Invoice Generation to the Creation of Transactions and emails that are sent to Guardians.</p> <h3 id="overview">Overview</h3> <p>When invoices are generated either automatically or manually from the software, there are particular email templates that will be automatically sent out to Guardians. The creation of the Invoice will also create Direct Debit transactions for Families who are set to Direct Debit on their Payment Account. see: Adding Family Direct Debit details</p> <p>| To assist you further with managing your settings see: <a href="https://help.xap.rocks/en/article/payment-billing-settings-invoice-and-general-settings-configuration-15a8jpi/">Payment & Billing Settings: Invoice And General Settings Configuration</a></p> <p><img src="https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_1neqpmp.png" alt="" /></p> <h3 id="emailstatuses">Email Statuses</h3> <p>There are a number of different statuses that email can have in the email history screen in Xap. The below table details these statuses and necessary actions.</p> <p><img src="https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_lgvapl.png" alt="" /></p>

This article will assist you with understanding the process from Invoice Generation to the Creation of Transactions and emails that are sent to Guardians.

Overview

When invoices are generated either automatically or manually from the software, there are particular email templates that will be automatically sent out to Guardians. The creation of the Invoice will also create Direct Debit transactions for Families who are set to Direct Debit on their Payment Account. see: Adding Family Direct Debit details

| To assist you further with managing your settings see: Payment & Billing Settings: Invoice And General Settings Configuration

Email Statuses

There are a number of different statuses that email can have in the email history screen in Xap. The below table details these statuses and necessary actions.

Question 2

Help Page - Managing Discounts in Xap

Accepted Answer

Help Page - Managing Discounts in Xap

| Available in Xap from the 17th November 2025

Xap has introduced a smarter way to manage and report discounts - this includes automations & discount rules.

Don't worry, you don't have to make these changes right away!

If you have questions reach out to our support team at support@xap.com.au or 1300 543 792

Getting Ready for the CCS Discount Changes

Actions to help you get ready for the Discount changes are:

Reviewing the Discount changes

Discount changes for 2025 - Prescribed & Non-prescribed Discounts
Watch the video below: ${vimeo}Quick overview of Managing Discounts within Xap

Run the Gap Details Analysis Report

The information displayed on the report will allow you to easily view all Discounts that are for your Service. Reviewing the current discounts will assist you in creating discounts that align with the new CCS requirements for Fee Discounts (Non-Prescribed) and Gap Discounts (Prescribed).

Run the Discount Setup Report

The Discount Setup report shows existing Fee discounts that have been created for your service, as well as the details of the Family or

Question 3

CCSS Services - Managing Periods of Emergency

Accepted Answer

CCSS Services - Managing Periods of Emergency

This article will assist you with managing periods of emergency for your CCS Services.

| For further information regarding Emergency closures see the DESE Website links: Emergency Absences, Help in an Emergency and Emergency Support by Region

What constitutes a period of emergency?

Help is available for families and early childhood education and care services in the event of an emergency, like bushfires, storms, or floods. Support includes

gap fee waivers
extra absences
support for service closures

|| For further information regarding periods of emergency see: DESE - Help in an emergency

||| Note: Please refer to communications from the Australian Government Department of Education for directions regarding your specific event.

Managing the GAP Discount in Xap

If you have been approved by CCSS to discount the GAP, this can be managed within Xap.

Create a GAP Discounts for your Service see: Gap Discount - Emergency Closures
Apply the Discounts t

Question 4

Smile APP - Managing Direct Debit Details

Accepted Answer

Smile APP - Managing Direct Debit Details

This article will assist you with viewing and updating your Direct Debit details via your Smile APP for your Service.

Overview

If your Service has enabled the Direct Debit payment method, you can add or update your Direct Debit details via the Smile APP.

Viewing your Direct Debit Information

To view your current payment information:

Log into the Smile APP

Select the 3 line menu icon

Select the Families option

The Family screen will display

Scroll down and select Payment Account (s)

Select the Payment Account to manage the details for.

Your current Balance will be displayed

Editing Account Details

You can edit your Account information eg. Emails address, phone number by selecting the Edit button. | Note: If the Edit button is

Question 5

Help Page for Guardians & Carers Guides & Videos

Accepted Answer

Help for Guardians & Carers Page Guides & Videos

Videos

Getting Started!

Getting Started Managing your Kiosk Code Signing your child in & out of Kiosk

Registering for a new Childcare Organisation Adding Casual Days Adding a new child to the waitlist

Downloading and logging into the Xap Smile App for Guardians & Carers (Android & Apple) How to access/login to the Web Portal for Guardians & Carers How to submit a waiting list application

Portal

Portal for Guardians & Carers - Multi Centre Access How to request a change to permanent days Accepting Offer & completing enrolment form Viewing your child's CCS Entitlements How to setup your Direct Debit [Viewing and Understanding your Invoi

Question 6

Web Portal for Guardians & Carers - Marking Absences

Accepted Answer

Portal for Guardians & Carers - Marking Absences

Overview

If your child has a permanent or casual booking, you have the ability to mark that session as Absent via the Portal for Guardians and Carers. || Note: Only Absences can be marked via the Portal or Smile App. Sign in/out times must be managed via the Services Kiosk device | Note: Depending on the Services settings, charges may still be incurred for Absent Days. Please contact your Service for further information.

You can mark your child absent in 2 places via the Guardian Web Portal:

via the Dashboard
via the Families screen and Bookings Tab

1. Marking Absences via the Dashboard

Once you have logged into the Guardian web portal:

From the Dashboard screen using the calendar, select the date your child will be absent for.
Select mark absent

2. Marking Individual Absences via the Families screen

Select the Families Screen from the left-hand menu
Select the Bookings Tab
Select the 3 Dot menu for the required day
Select Mark Absent from the drop-down menu

Select the Absence Reason from the drop-down menu
Tick if you would like to upload supporting documents
Upload documents if required | Note: If your child attends a CCS service noting the reas

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