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Managing balance adjustments for sessions submitted before using Xap

Managing balance adjustments for sessions submitted before using Xap


This article will assist you with applying credit or debit session balance adjustments prior to your Go live on Xap.


Overview


The Past Balance Adjustments screen will display Credit or Debit Amounts.

This will only display if you have made changes to sessions for a period prior to starting with Xap.


The Past Balance Adjustment Screen:


  • Calculates CCS Fees and Bookings adjustments for periods prior of care submitted in a different software prior to you starting with Xap.
  • Allows the Service the option to apply a balance adjustment if required.


Note: From your Go live date in Xap, any adjustments to session information moving forward will automatically be applied to Guardian accounts. This only affects dates prior to your Go Live date with Xap.


A few Scenarios of Credit/Debit options that will display in the Past Balance Adjustments screen are:


Scenario 1
  • Centre Go live date was 20/3/22
  • Previous Software Balance for Account for initial Session Submissions - 2 Bookings for w/e 14/3/22 = $200
  • Sessions are then varied and re-submitted using Xap, changing to - 3 Booking for w/e 14/3/22 = $300.
  • This adds a new charge for the additional day for $100.00
  • Past Balance Adjustment screen will show a $100.00 Debit is now available to be added



Scenario 2
  • Previous Software Balance for Account for initial Session Submission - 2 Bookings for w/e 14/3/22 = $200
  • Sessions are then varied and re-submitted using Xap, changing to - 1 Booking for w/e 14/3/22 $100
  • This adds a new credit for the removed day of $100.00
  • Past Balance Adjustment screen will show a $100.00 Credit is available to be added
  • This amount will be displayed in the Past Balance Adjustments Screen.


Scenario 3
  • Centre Go live date was 20/3/22.
  • Sessions were submitted in the prior software and paid at $230.00 for eg w/e 14/3/22.
  • The Guardian has had a change of entitlement that has been backdated to the w/e 14/3/22.
  • New CCS Payment amount $206.000.
  • Past Balance Adjustment screen will show a Debit of $24.00 to be applied to the Families Account balance for adjusted CCS payment amount.


Viewing Past Balance Adjustments


  1. Select the Payments & Billing screen
  2. Select the Past Balance Adjustments Tab


The Past Balance Adjustments screen will display the following:


a) Dates - That the Session has been retrieved and finalised within Xap

b) Child Enrolment ID's - Enrolment ID's of children who have add adjustment made

c) Payments Account details - Primary Contact for the Account

d) Session Report Start Date - Monday of week adjustments have been made for sessions

e) Fee Type

  • Booking Fee if adjustments to GAP have been made
  • CCS if Adjustments have been made to Paid CCS

f) Amount - Amount of Adjustment to be applied

g) Status - Status of adjustment

  • Pending - Not yet applied to the Statement
  • Settled in Statement - Credit/Debit amount applied to Statement
  • Archived - Adjustment not applied to Account but has been archived, i.e a manual adjustment was added by the service
  • Return Fee Reduction - CCS credits returned to Guardian via CCS processes
To assist you further with Return Fee Reductions see: Return Fee Reductions


You can use the filter options at the top of the screen to filter on selected items




  1. Selecting the Filter option will allow you to filter on specific statuses.



  1. The adjustment can be added to the Family Statement either in bulk or individually

a) Bulk Action - Allows the adjustment to be applied to the selected families

b) Add to Statement - Applies the Credit/Debit adjustment amount to the selected Family/ies

c) Mark as Settled - Settles the adjustment but it isn't applied to the Statement balance

d) Archive - Archives the selected adjustments but it isn't applied to the Statement balance

e) 3 dots - Allows the same processes to be applied above to the selected Family only



Applying a Past Balance Adjustment for Booking Fee to a Family


  1. Search on the Child or Family name
  2. Select Search

The screen will display the updated filter results.

  1. Select either the 3 dots next to the particular week with Booking Fee Type or select Bulk actions
  2. Select Add to Statement



  1. Confirm the information
  2. Additional Description details can be added if required
  3. Select Save



The Status will be updated to Settled in Statement



Applying a Past Balance Adjustment for CCS to a Family


  1. Search on the Child or Family name
  2. Select Search

The screen will display the updated filter results.

  1. Select either the 3 dots next to the particular week with CCS Type or select Bulk actions
  2. Select Add to Statement



  1. Confirm the information
  2. Additional Description details can be added if required
  3. Select Save


The Status will be updated to Settled in Statement



Viewing the Adjustments on the Statement


The Statement screen for the selected family will display the different adjustments that have been made. And if a Credit or Debit have been applied.



The Account Transactions section of the Family Statement will display similar information. This will assist the family with understanding the variations to their Account Balance.



To assist you further with this process see the University Guide Video: Managing Balance Adjustments prior to migrating to Xap

Updated on: 06/04/2022

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