Articles on: Kindergarten

QLD Kindy for All - Adding a child to a submitted Forecast

This article will assist you with adding a child/ren to a Forecast that has already been submitted or processed with QGrants.

Overview

The automatic addition of the QLD Free Kindy payments to eligible children in Xap is based on the child being included in the Forecast for the period.

If a child commenced care in your services Kindy Program after you have submitted your Forecast for the quarter, the child will need to be added to the Forecast.

Children added to a Forecast after it has been submitted to QGrants will not be submitted to QGrants until the Acquittal for the period is submitted. Due to this, no additional funding will be received for the child until the Acquittal Results are processed.

The Xap Free Kindy Estimator will detect the newly added children and add the Free Kindy payments to their account for the current period to update their account balance. No further action is required by the Service.

NOTE: A Child will need to be added onto the Forecast before submitting the Acquittal for the same period.

To add the child onto the Forecast:

Select the Bookings & Attendances screen
Select the Kindy Program Tab
Select the Forecast Tab
Select the 3 dot icon next to the required forecast to add the child too
From the drop-down select View

Select + Child

Select the name of the child from the Children field
Select Save

Use the 3 dot menu to ensure all fields are completed

The Xap Free Kindy Estimator will detect the newly added children and add the Free Kindy payments to their account to update their account balance if this is for the current quarter. If the child was added to the Forecast for a prior Quarter then you will need to Settle the Kindy payments.

Settling the Kindy Payment

Why, would you need to do this step?

The Automated Kindy Payments process will only apply payments for the current period. Manually settling payments has the following benefits:

You are able to apply the Kindy Payments for children who have just been added to the forecast after it has been submitted and don't have to wait for the invoice cycle for payments to be added for the current period.
If you added a child to a forecast in a prior period, or adjust bookings or varied session reports for one or many children, you can settle the payments at the Forecast, Program or Child level to ensure balances are as up to date as possible.

Some examples of when this might be needed is when ACCS is backdated or when an Enrolment is formalised.

To apply the estimated QLD Free Kindy payments, this can be applied:

Per Forecast - All Programs and all Children
Per Program - All Children in a Program
Per Child - A single Child

Settling whole Forecast

Select the 3 dot menu
Select Settle Kindy payments from the drop-down menu

Settling per Program

View the Forecast and select the Program to settle the payments for
Select Settle Kindy payments button.

Settling per Child

View the Forecast and select the 3 dot menu next to the child
Select Settle Kindy payments from the drop-down menu

Updated on: 21/08/2024

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