CCSS Financial Year Lock

This article will assist you with managing the CCSS Financial Year Lock.

Once this has been activated by Xap, then you will be unable to make adjustments to attendance information in locked CCS periods, without having approval from CCS to submit the adjustments. This means that attendance information in Xap may differ from the information that has been submitted to CCS.

You will only be able to edit and re-submit this information, once you receive approval from CCSS by completing an Application to Submit, Vary or Withdraw Session Reports for a Previous Financial Year

Purpose of the CCSS Lock

The purpose is to create a system wide CCS lock period, based on the yearly lock dates provided by the CCSS.

The CCS Lock will stop users from making changes to the following in a prior locked period:

• Bookings - Adding, Editing, Removing
• Attendances - Remarking
• Sign In/Out/Absence
• Clear Attendances
• Session reports
• Fees/Session schedule
• Discounts / Gap Fee Discounts
• Enrolments (E.g. Change Arrangement Dates)

Enabling CCSS Financial Year Lock

The CCSS Financial Year Lock will be automatically activated by the Xap Development Team. The Dates will be based on the information provided by CCSS.

Creating a CCSS Prior Period Adjustment

To allow you to make changes to Bookings, Attendances, Sessions & Enrolments within the Locked period, you will need to create a CCSS Prior Period Adjustment.

To create a CCSS Prior Period Adjustment

1. Select the Settings screen
2. Select Booking Configurations

3. Select CCSS Prior Period Adjustments
4. Select the Green + add button

5. Child - Select the name of the Child the exemption is for
6. Week Start Date - Select the Monday of the week the child's bookings/attendances need to be corrected for.
7. Week End Date - Select the Sunday of the week the child's bookings/attendances need to be corrected for.
8. Open Until - Select the Date that you will be making the adjustments up until

9. Description - Add in a description for why the exemption is being created
10. Select Save

You will now be able to make the changes for the child as required.

Editing a CCSS Prior Period Adjustment

If the incorrect information has been created for the CCSS Prior Period Adjustment, this information can be edited to allow you to continue to make changes.

Items that can be edited:

• Week Start Date
• Week End Date
• Open Until
• Description

To edit this information.

1. Select the 3 dot menu next to the exemption that requires editing
2. Select Edit from the drop-down menu

3. Make the required changes
4. Select Save

Managing Changes to Bookings, Attendances or Sessions

If the sessions/attendances require correction, you will need to:

1. Create a CCSS Prior Period Adjustment for the Child for the selected Date Range the bookings need to be adjusted for
2. Make the required adjustments to the attendances/bookings
3. Submit the changed session information to CCSS for processing

Managing Changes to CCSS Enrolments

Existing CCSS Enrolments can be managed without an Exemption.

If the Child does not have a CCSS Enrolment created with a start date within the Locked period you will be unable to create a new one straight away.

This is due to an Exemption being required to be created for the child, however the Exemption in Xap requires an Enrolment ID.

You will need to:

1. Create the New CCSS Enrolment, with a start date within the Non-Locked Date Range
2. Create the CCSS Prior Period Adjustment
3. Edit the CCSS Enrolment and change the Enrolment Start Date to the correct backdated date.
4. This will allow you manage bookings/attendances linked to the new Enrolment ID.

Updated on: 15/11/2022