Articles on: Booking, Attendance & Session reports

Past Balance Adjustments Screen - Overview

This article will assist you with understanding the Past Balance Adjustments screen, this screen allows you to apply 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 for CCSS Adjustments or adjusted bookings for sessions submitted prior to your Go live date on Xap.

If you need to make session or booking adjustments see: How to make 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.

Past Balance Adjustment Screen

The Past Balance Adjustment Screen will display:

Date - The Date the change was made
Child/Enrolment ID - Child Name and CCSS Enrolment ID
Payment Account
Session Report Date - The Monday the sessions have been adjusted for
Fee Type - This will be either

Booking Fee - Additional Days added to Xap for sessions prior to Go Live Date
CCS - CCS Adjustments for sessions prior to Go Live Date, can be credit or debit

Amount

Red - Debit to be added to the Account Balance
Green - Credit to be added to the Account Balance

Status

Pending - Credit/Debit Balance pending on being settled to Family Account Balance/Statement
SettledinStatement - Credit/Debit Balance has been settled onto the Family Account Balance/Statement
Return Fee Reduction - Credit has been sent to CCSS as a Return Fee Reduction see:
Archived - Balance Adjustment has been archived.

Note: The Service can Archive without applying the adjustment to the Family Account Balance. This is a Service decision.

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.

To assist you with applying the Adjustments to the Family Account Balance see: or the full Help Page - Managing Past Balance Adjustments

Updated on: 06/04/2022

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