Articles on: Discounts

Gap & Fee Discounts FAQ's

For further information on the CCS requirements for Discounts see: Managing Prescribed Discounts and Managing Non-Prescribed Discounts

Question 1: Do I need to backdate Discounts for prior to the release date?

Answer: No,

Fee Discounts

Will continue to apply after the release
Will not report to CCS unless they are recreated under the new Discount process.

Gap Discounts

Will continue to apply after the release
Will not report to CCS unless they are recreated under the new Discount process

Question 2: Do I need to do anything different for QLD Free Kindergarten?

Answer: No, QLD Kindy will continue on as per the current process

Question 3. Can I have more than 1 Discount applied at a time?

Answer: YES, multiple discounts can be applied at the same time, as long as the total discount doesn't exceed the Gap.

Example:

2 discounts are configured:

NSW Preschool Payment (category - State Payment - always applied first)
Staff Discount (category - Educator Discount)

Xap will apply the NSW payment first, then the Educator Discount, adjusting so the total Gap reduction is less than or equal to the Gap Fee.

Gap Discounts	Fee Discounts
Multiple Gap discounts can be applied at the same time, as long as it doesn't exceed the total fee	Only 1 Fee Discount per booking.
Gap Discounts can be used in conjunction with Fee Discounts.	Discount cannot exceed the Total Session Fee.

Question 4. What is the difference between a Discount by Rules or by Codes?

Answer: Rules & Codes are set for Fee Discount types.

Rules vs Direct Discount

Type	Description	Rules
Rules	Are a set of conditions (filters) that decide when a discount applies and will automatically be applied e.g. A rule that applies a discount to all bookings in a certain room or for a certain session. Rules are checked whenever bookings are created, edited or reassessed.	Only able to be applied to bookings from the date it is created or a future date as long as the booking meets the rule criteria. Rules only apply automatically whenever a booking is created or changed and meets the Rule conditions. You will need to directly apply a Discount by Rule if the child now meets the Rule, but their booking hasn’t changed. Example: A Rule applies a discount based on a Tag. If the child has just been given that Tag, the Discount won’t apply automatically because the booking didn’t change. In this case, you will need to manually apply the Direct Discount.
Direct Discounts - by Code	Are fixed discounts that you apply directly to selected bookings. Doesn't depend on conditions or rules. You decide when and where to apply them	Only able to be applied to bookings from the date it is created or a future date.
Direct Discounts - by Amount/Percentage	Are fixed discounts that you apply directly to selected bookings. Doesn't depend on conditions or rules. You decide when and where to apply them	Able to be backdated to a date prior to the created date.

Question 5. Can I setup a Gap Discount by Rules

Answer: Yes, Gap Discounts can be configured to allow the system to automatically apply the Gap Discounts.

NOTE: Rules apply automatically whenever a booking is created or changed and meets the Rule conditions. You only need to directly apply a Discount by Rule if the child now meets the Rule, but their booking hasn’t changed. Example: A Rule applies a discount based on a Tag. If the child has just been given that Tag, the Discount won’t apply automatically because the booking didn’t change. In this case, you will need to manually apply the Direct Discount.

Question 6. Can I backdate a discount if I have created a Fee/Gap Discount by Rule and need to apply this to bookings prior to the creation date of the new Discounts?

Answer: Yes, Discount by Rules or Code are unable to be backdated prior to the date they are created.

If you need to backdate this, you will need to:

Create a New Gap/Fee Discount by Amount/Percentage type
Backdate this to the previous required date
Directly apply this new discount to the bookings (Automatic rules will apply from the discount creation date)

Question 7: When does a Discount Rule get applied?

Answer: Rules are assessed when:

A new booking is created that matches the Rule configuration
When a booking is edited (e.g. session, room, or number of bookings change and meet a rule configuration)
When you run the Apply Discounts action
All Rules are reassessed based on changes, to apply the greatest discount benefit for the Family and ensure the correct discount application order.

Rules apply automatically whenever a booking is created or changed and meets the Rule conditions. You only need to directly apply a Discount by Rule if the child now meets the Rule, but their booking hasn’t changed. Example: A Rule applies a discount based on a Tag. If the child has just been given that Tag, the Discount won’t apply automatically because the booking didn’t change. In this case, you will need to manually apply the Direct Discount.

Question 8: If I create a Discount by Rule assigned against a Tag, and the tag is removed from a child. Will the Discount be removed?

Answer: No, the Discount will only be removed from the date the tag was deleted from the child.

Bookings prior to the tag removal date will only be affected if:

A new booking is created for the prior period
A prior period booking is edited
If you manually run the Apply Discounts against the Tag

Question 9: Will discounts estimate for future dates?

Answer: Yes, the Discounts will estimate

Xap Screen Discount Estimations	Period of Estimation
Statements (including estimating CCS)	For Services invoice period eg. Current Week or 2 weeks in arrears (no change)
Bookings Screen	For the current week + 4 weeks ahead.

For further information regarding discounts see: Help Page - Managing Discounts in Xap

Updated on: 03/03/2026

Was this article helpful?

Thank you!