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# Managing Kindy Transaction Categories & Credits

# Managing Kindy Transaction Categories & Credits

This article will assist you with the process on applying creating Transaction Categories to allow you to apply credits to your Families accounts for the Free Kindergarten in NSW and VIC, and also applying Kindergarten credits for other States.

### Overview

Kindy Credits can be applied to your Families Account Balances to reduce their Out of Pocket Expense.
The recommended process is to create a specific Transaction Category to assist you with tracking and reporting on applied Credits.


### Creating Transaction Categories

To allow you to easily apply and track the Kindergarten credits, we recommend creating a new Transaction Category.

### To create the Transaction Category:

1. Select **Settings** from the left hand menu
2. Select the **Payment & Billing Setting** icon

![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_9gb52d.png)

3. Select the **Transaction Categories** Heading
4. Select the **Green + **add button

![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_wzdm60.png)

5. Add in the **name** of the Transaction eg. Kindergarten Credit / KFS+ / FTB / Base Funding
6. Select the **Payment** Ledger Account
7. Add in a **Description** of the transaction
8. A **Default amount** can be added or left blank if it will be different per Child
9. Tick the option of **Transactions can be edited, reversed or deleted**. To allow you to make corrections if required
10. Select the **Service/s** this credit will be available in
11. Select **Save**

![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_1nqv9jy.png)

### Applying the Credit

||| Note: This option is if you would like to add the Kindy/Preschool credits without creating a Kindy Program. If you would like to manage a Kindy Program see: [Help Page - Managing State Funding](https://help.xap.rocks/en/article/help-page-managing-state-funding-1ceilcg/?bust=1646795863109)
To apply the Credit to the Accounts.

| To assist you with viewing the GAP for the family prior to the Kindergarten credit being waived see: [Parent GAP Fee Report](https://help.xap.rocks/en/article/parent-gap-fee-report-1s2yzob/)

1. Select the **Global + Add** button 
| Note: The Credits can also be applied to the Families via the Payments & Billing Screen
2. Select **Once Off Payment**

![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_1kzmij6.png)

3. Select the **Service name**
4. Select the **Account** to apply the credit to
5. Select **Fee/Other Payment**
6. Select **Add Payment**
7. Select the **Date** to apply the Credit
| Note: For CCS Services it is recommended this is applied in arrears, once the prior weeks sessions are finalised to assist with applying the correct amount.

8. Select the new **transaction type** eg. Kindergarten Credit
9. Add in the **amount** of the credit
10. Add in a **reference number**
11. Select **Save**
**Repeat the process for any other eligible Accounts.**

![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_1dku0cp.png)

### Reports
To assist you with tracking these payments, you can find the Transactions on the below reports:

1. Financial Transactions
2. Financial Transactions by Months on Created Date
3. Transactions by Payment Method


| To assist you further with this process, see the video in the Xap University: [Managing Kindergarten Credits](https://xap.fleeq.io/l/jcugatisg1-8s9zqqnq8z)