Articles on: Payment & Billing

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:

Select Settings from the left hand menu
Select the Payment & Billing Setting icon

Select the Transaction Categories Heading
Select the **Green + **add button

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

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

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

Select the Global + Add button

Note: The Credits can also be applied to the Families via the Payments & Billing Screen

Select Once Off Payment

Select the Service name
Select the Account to apply the credit to
Select Fee/Other Payment
Select Add Payment
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.

Select the new transaction type eg. Kindergarten Credit
Add in the amount of the credit
Add in a reference number
Select Save

Repeat the process for any other eligible Accounts.

Reports

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

Financial Transactions
Financial Transactions by Months on Created Date
Transactions by Payment Method

To assist you further with this process, see the video in the Xap University: Managing Kindergarten Credits

Updated on: 22/12/2022

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