• Invoices - Direct Debit Processes & Emails

  Invoices - Direct Debit Processes & Emails This article will assist you with understanding the process from Invoice Generation to the Creation of Transactions and emails that are sent to Guardians. Overview When invoices are generated either automatically or manually from the software, there are particular email templates that will be automatically sent out to Guardians. The creation of the Invoice will also create Direct Debit transactions for Families who are set to Direct Debit on thFeatured

• How to stop direct debits or change the scheduled amount

  How to stop direct debits or change the scheduled amount The Scheduled Payments screen will show scheduled transactions before they process through the gateway. This screen will allow users to validate transactions are correct before processing. This help guide, will show you how to stop an already scheduled direct debit or change the amount. Step 1: Select payments & billing and then select scheduled payments. ![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba940Popular

• How to record a once-off payment

  How to record a once-off payment This help document will show you multiple ways in which you can add a once off payment. This could be used if a guardian is paying to settle their account at the centre. Option 1: Payments & Billing - Payment Accounts Step 1: Once you have logged into Xap, select payments & billing from the left-hand menu. **Step 2: **This will bring you to the payment accountPopular

• Direct Debit Statuses & Descriptions

  Direct Debit Statuses & Descriptions Overview Direct Debits or Scheduled Payments is when a parent has chosen to pay their fees using the 3rd party provider from their Bank Account or Credit Card. The Direct Debit payment will be created automatically during the Services invoicing process. See: Managing Invoicing Settings Scheduled Payments Screen The Direct Debit payments will initially be displayed on thePopular

• Refunding A Payment

  Refunding A Payment This article will assist you with applying a Refund to a Families Account. Overview Refunds can be applied to Families Accounts, if they have paid to much or may be finishing care at the Service and have a credit balance on their Account. Note: The Refund option adds a Debit amount onto the balance. The physical exchange of funds will still need to be processed and returned to the Family externally for eg. EFT or Direct Deposit. The refund does not automaticallyPopular

• How To Manually Schedule Recurring Direct Debit Payments

  How to Schedule a Recurring Direct Debit Payment This help document will show you, how can add recurring direct debit payment. This could be used to set up a payment plan for a family. Note: Recurring payments are scheduled for a future date, if you are wanting the payment to come out today via Direct Debit this will be a Once Off Payment/Debit Online see: [How To Complete A Once-Off Debit Online (Using A Credit Card Or Bank Account)](https://help.xap.rocks/en/article/how-to-complete-a-oncSome readers

• Help Page - Payments & Billing Settings Guides & Links

  Help Page - Payments & Billing Settings Guides & Links This article contains all the links to the University links for Guides and Videos to assist you with managing Payments and Billing Settings for your Service. Webinars Full recorded live session Settings - Payments & Billing Configurations Videos How to manage payment & billing profile [Direct Debit Profile how to eSome readers

• How To Read a Family's Invoice

  How To Read a Family's Invoice Note: Invoices will contain information for Booked Sessions, Fees Paid, CCS Entitlements at the point in time it was generated. If any information has changed AFTER the invoice was generated, this will be picked up in the next Invoice that is created. e.g. CCS Entitlements have changed, Fee payments have now been made, or the bookings have changed. [PDF Handout - Understanding an Invoice](https://43956247.fs1.hubspotusercontent-ap1.net/hubfs/43956247Some readers

• How to Transfer Balance from One Account to Another

  How to Transfer Balance from One Account to Another Transferring a balance from one account to another can be done through the payments and billing module. This can be used in different circumstances such as changing a CCSS claimant or payer. Step 1: Once you have logged into Xap, select payments & billing from the left-hand side menu. This will bring you to the PaymentSome readers

• Understanding Your Family's Statement

  Understanding your Family's Statement The Family Statement can be viewed via your Smile APP or the Web Portal. Statements are fluid and may change to show the current information for your child. These changes can include: Changes to your CCSS% or CCS hrs. Changes to Bookings - Adding or Removing of days Changes to Fees e.g. Discounts being applied/removed Declined/Successful payments Download a pdf example of a Family Statement [here](https://43956247.fs1.hubspotusercontSome readers

• Payments & Billing - Creating & Viewing Banking Deposits

  Payments & Billing - Creating & Viewing Banking Deposits This article will assist you with creating and viewing a Banking Deposits. A Banking Deposit allows the user to reconcile banked transactions, and print out a slip. This will assist you with financial reporting. Creating a Banking Deposit To create a new Banking Deposit Select the Payments & Billing Screen From the top toolbar, select the Banking Deposit Tab ![](https://storage.crisp.chat/users/helpdesk/websiSome readers

• Payments & Billing - Pay Now Option

  Payments & Billing - Pay Now Option The Pay Now Feature will allow the Family to make a payment via the Family Portal. The Family can make this payment regardless of if they are setup for Direct Debit, Direct to Centre or B-Pay payment methods. Please Note: Your Service will need to be setup with Paychoice to be able to use Pay Now. Items Activating Guardian Online Payment Viewing Guardian payments [Email notFew readers

• Payment Method Report

  Payment Method Report This article will assist you with viewing the Payment Methods for your Families. Overview Payment Methods can be: Direct Debit - Credit Card/Direct Debit via Paychoice This method also includes: Gap Fee Gap/Up to Amount Recurring Direct to Centre - Family is paying over the Counter eg. Eftpos payments B-Pay - Family is using their unique Biller Reference Number to pay their Account. Viewing Payment Methods To view the set payment methods foFew readers

• How to complete a once-off debit online (using a credit card or bank account)

  How to complete a once-off debit online (using a credit card or bank account) In this document, we will show you how you can simply add a once-off debit online payment. Debit online is used to debit a family, using a credit card or bank account for an unscheduled or a once off payment. Step 1: Select payments & billing from the left hand side menu. Step 2: Select accFew readers

• Help Page - Managing Scheduled Payments/Direct Debits Guides & Videos

  Help Page - Managing Scheduled Payments/Direct Debits Guides & Videos This article contains all the links to the University links for Guides and Videos to assist you with managing Scheduled Payments for your Service. Videos Direct Debit Profile how to edit/update Scheduled Payments Screen Overview [How to stop direct debitFew readers

• Deleting an Incorrect Misc. Charge

  Deleting an Incorrect Misc. Charge As a Service you may apply miscellaneous account charges to Families, for example: Show or Excursion charges Service merchandise charges e.g. Hat or T-shirts Automatically applied Early Drop-Off or Late Pick-up charges Manually applied Early Drop-Off or Late Pick-up charges To assist you with Early Drop-Off or Pick-Up Charges see: Booking Configurations However,Few readers

• Invoice Screen Overview

  Invoice Screen Overview This help article will assist you navigating through the invoice screen. Overview The Invoices screen allows you to view and manage the Invoices for Families at your Service. Viewing a Family Invoice Family Invoices can be viewed and downloaded by the Service either via: Family Summary > Payments & Billing screen and Invoice Tab or via the Payments & Billing Screen > Invoices Tab Step 1: Select the payment and billing fromFew readers

• 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 withFew readers

• Payments & Billing Overview

  Payments & Billing Overview ** Step 1: ** Click on payments & billing from the left hand side menu. ** Step 2: ** You can now view accounts, payments, scheduled payments, misc. charges, invoices and statements. ** Step 3: ** Accounts - Where you can view all accounts information and records, add charges and muFew readers

• How to Schedule a Once Off Direct Debit Payment

  How to Schedule a Once Off Direct Debit Payment This help document will show you, how you can add a once off payment via Direct Debit. This could be used if a guardian is wanting to settle their account at the center using their current Billing information or using Credit Card/Bank Account Information as a once off. Note: If the Family is paying over the counter eg. Eftpos, this would be a Once Off Payment and selecting Add Payment NOT Debit Online. Step 1: Select paymFew readers

• Help Page - Managing Payment Processes Guides & Videos

  Help Page - Managing Payment Processes Guides & Videos This article contains all the links to the University links for Guides and Videos to assist you with managing your Payment information for your Service. Videos Payments & Billing Overview How to use the search filter function (Payments & Billing) How to manage payment & billing profile [AccouFew readers

• Managing fixed recurring payments

  Managing fixed recurring payments This article will assist you with managing fixed recurring payments for Families. Overview Recurring payments are helpful when: The Family is on a Payment Plan and would like only a set amount to come out for their agreed amounts They are wanting a set amount to be taken regardless of their Account balance Recommended process In this Scenario, we are looking at: Setting a fixed amount to be taken regardless of their Account Balance.Few readers

• Deleting Incorrect Payments

  Deleting Incorrect Payments This article will assist you with deleting incorrect Direct Debit or Manual Payments within the Software. Overview Payments can be created by: When Invoices are created for your Service and your Families are on Direct Debits. Manually Created Debit Online transactions Direct to Centre Payments eg. Cash, Eftpos These payments can be managed if they have been entered for: Incorrect Family Incorrect Amount Incorrect Type of Payment The Receipt aFew readers

• Adding a Miscellaneous Charge

  Adding a miscellaneous charge Miscellaneous Charges allow you to add additional fees in Xap, such as for events, excursions, or other non-standard charges. Charges can be applied as either a one-time fee or a recurring charge, providing flexibility to suit your service's billing requirements. To assist you with creating a Miscellaneous charge see: [Payment & Billing settings: Adding or editing transaction categories](https://help.xap.rocks/en/article/payment-billing-settings-adding-oFew readers

• Kindergarten - Applying a Term Based Billing Charge

  Kindergarten - Applying a Term Based Billing Charge Some services, like kindergartens, may wish to bill by term rather than by session. Xap has been configured so term based billing is simple for these services to manage. Select the Payments & Billing screen Select Misc Charges Select the Green + Add button the right side of the page to add a new misc. charge. ![](https://storage.Few readers

• How To Add A Charge

  How To Add A Charge This help document, will show you multiple ways in which you can add a miscellaneous charge, such as for an event or an excursion. Please note, before adding a charge, you will first need to create the charge transaction type. In the first step you will learn how you can do this, if you already know these steps or have already created the transaction type please proceed to how to add a charge. Creating a transaction type **Step 1: **Once you have logged into Xap,Few readers

• Accounts Screen Explained

  Accounts Screen Explained This help document will assist you with navigating and reading the accounts page. This accounts page will allow you to view all account information and outstanding debt. ** Step 1:** Select the payments and billing from the left-hand side menu. Step 2: Select the accounts page from the top menu. ![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/imagFew readers

• Payments & Billing Screen - Search Filter Function

  Search Filter Function When using Xap, you have the option to customise your search results to find exactly what you want! Searching, filtering or refining can help you get a quick overview of the data you wish to view for a specific purpose. Step 1: Select payments & billing from the left hand side menu. Step 2: Select the tab you want to look at from the top menu.Few readers

• Scheduled Payments Screen Explained

  Scheduled Payments Screen Explained This help document will assist you with navigating and reading the Scheduled Payments page. This page will allow you to add and schedule a recurring payment(s) and view all details. ** Step 1: ** Select the payments and billing from the left-hand side menu. ** Step 2: ** Select the scheduled payments page from the top menu. ![](https://storage.crisp.chat/users/helpdeFew readers

• Payments & Billing Screen - Direct Debiting A Bond Payment Online

  Direct Debiting A Bond Payment Online Bonds are payments made in advance (usually at the beginning of care) by a guardian to cover any unpaid fees when the child finishes care. If the fees are paid in full when the child finishes, then bonds can be refunded at the service's discretion. **Step 1: ** Select payments & billing from the left hand side menu. **Step 2: **SelectFew readers

• Creating a Manual Invoice - Term Based Billing

  Creating a Manual Invoice for Term Based Billing This article will assist you with creating a manual invoice for a family for Term Based Billing charges Overview Invoices are generated based on your Service settings however for some services such as Kindergartens who charge per term invoices need to be generated manually. If you are billing for attendances per Term, please see this guide on how to create Kindergarten Sessions. [How to create Kindergarten Sessions](https://help.xapFew readers

• Payments & Billing Screen - Recording A Bond Payment

  Recording A Bond Payment Bonds are payments made in advance (usually at the beginning of care) by a guardian to cover any unpaid fees when the child finishes care. If the fees are paid in full when the child finishes, then bonds can be refunded at the service's discretion. **Step 1: **Once you have logged into Xap, select payments & billing from the left-hand side menu. **StFew readers

• How to View or Download a Statement (Payments & Billing)

  How to View or Download a Statement (Payments & Billing) In this help document, you will learn how to email a statement to the payment account holder via the Payments and Billing module. A statement will show you the attendance summary, any payments made, any once off payments or credits made for a selected period of time and Year to date absences. Step 1: Once you have logged into Xap, Select payments & billing from the left-hand menu. ![](https://storage.crisp.chat/users/helpdesk/weFew readers

• Viewing which Direct Debit Families have incomplete Billing Details

  Viewing which Direct Debit Families have incomplete Billing Details This article will assist you with viewing which Families that are setup for Direct Debit that have incomplete Billing Details. Overview If your Service has enabled Direct Debit as a payment method, Families payment method will display as Direct Debit, however their Billing Details will still need to be added. To view the payment methods for Families see: [Payment Method Report](https://help.xap.rocks/en/article/paymeFew readers

• Misc.Charges Screen Explained

  Misc. Charges Screen Expained This help document will assist you with navigating and reading the misc.charges screen. The misc.charges page will allow you to view all misc.charges information and how you can create these charges. Step 1: Select Payments and Billing from the left-hand side menu. Step 2: Select the Misc.Charges page from the top menu. ![](https://storage.crisp.chat/users/helFew readers

• How to Email a Statement?

  How to Email a Statement? In this help document, you will learn how to email a statement to the payment account holder in the Payments and Billings module. A statement will show you the attendance summary, any payments made, any once off payments or credits made for a selected period of time and Year to date absences. **Step 1: **Once you have logged into Xap, select payments & billing from the left-hand menu. ![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/screenshoFew readers

• Payments Screen Explained

  Payments Screen Explained This help document will assist you with navigating and reading the payments page. This page will allow you to view all payment information and the status of the payment. Step 1: Select payments and billing from the left-hand side menu. Step 2: Select the payments page from the top menu. ![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_1anFew readers

• Invoices - Adding Bank Account Details

  Invoices - Adding Bank Account Details This article will assist you with adding your Bank Account details onto your Families Invoices. Overview If you are providing the option of Direct to Centre payments for your Families, and this includes EFT, you can add in you Bank Account Details so they show on the Invoices. Adding Bank Details To add in your Bank Account Details: Select the Settings Screen Select the Payment & Billing Profile Icon ![](https://storage.crispFew readers

• How to Re-send an Invoice via Email or To Download

  How to resend an invoice via email or download a copy This article will show you how to re-send a copy of an Invoice to Family via email it will also show you how to print a copy of an invoice if required. STEP 1: Select the Families Tab on the left side of the screen STEP 2: In the Search Bar Search the family name you would like to resend the invoice to STEP 3: Select the Family ![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_Few readers

• Invoice Overview & Statuses

  Invoice Overview & Statuses This article will assist you with understanding the status of Invoices. Overview An Invoice is a locked bill that has been generated for a specific period. Any changes that were made after this invoice was generated will display on the next invoice. Invoice Screen Overview Search Field - allows you the ability to search on guardian/family names Issue Date From - date to view Invoices from Issue Date To - date to view Invoices up untFew readers

• Payment & Billing Settings - Auto Suspend Bookings

  Payment & Billing Settings - Auto Suspend Bookings This article will assist you with managing the invoicing for Families who meet the criteria of Suspended. Overview To assist Services with managing Family Debts within the system you can enable an option to stop Guardians from adding/requesting further bookings while they have a Debt. To Manage this option Select the Settings screen from the left-hand menu Select the Payments & Billing icon ![](https://storage.crispFew readers

• Transaction Statuses

  Transaction Statuses This article will assist you with understanding the different statuses of payments via the Xap program. Overview Payments made via the Xap program will display different statuses in the Payments & Billing Screen. Payments can include: Direct Debit - Transactions using Paychoice for Credit Cards and Bank Accounts Direct to Centre - Over the Counter payments eg. Eftpos B-Pay - Payments made by Families using their Service specific B-Pay referenFew readers

• Multi-Payment Frequency Options For Families on Direct Debit

  Multi-Payment Frequency Options For Families on Direct Debit This article will assist you with managing and applying multiple payment frequencies to Families. Overview This feature will allow services who would like to offer multiple payment frequencies to families that may differ to the Service’s set billing cycle. Setup and Configurations To enable the Multi-Payment option Select the Settings Screen Select Payment & Billing Profile icon ![](https://storage.crispFew readers

• Bulk Add Payments

  Bulk Add Payments This article will assist you with bulk adding payments for Families or Children at your Service. Overview The option will allow you to apply a bulk credit to 1 or More Families or Children. This would be of assistance for example - Applying State Funding Credits where the amounts are all the same or adding Bulk Bond Credits if you are carrying them over from a prior owner or software. Note: This option will not take money from Families bank accounts/credit cards.Few readers

• Migration - Adding a Bond Credit from a prior Software

  Migration - Adding a Bond Credit from a prior Software This article will assist you with adding Bond Credits that have been paid in your prior Software. Overview When you migrate to Xap from a different software, a part of the onboarding process is that your balances are imported. This is for your General Account Balances eg. Family GAP details. Bond Credits can be either: A Liability eg. Bond Credit is held separately and then either refunded to the Family when they leave OR tranFew readers

• Invoices - Adding Notes to Invoices

  Invoices - Adding Notes to Invoices This article will assist you with adding Notes onto the Services invoices for Families to view. Overview Adding notes onto your Services invoices will assist you with passing further information onto your Families. e.g. Generating a Manual Invoice and adding notes in reference to Due Dates (Term Based Billing) Reminding Families of your Services Fee Payment Policies Adding the Notes To add the Notes onto your Invoices. Select the **SettFew readers

• Missing Direct Debit Details

  Missing Direct Debit Details Your Service may be configured for Direct Debits for your Families accounts. You can easily track who hasn't completed this information within Xap. Missing Direct Debit Details This can be viewed either from: Payments & Billing Screen Xap Analytics Screen - Aged Debtor Listing report Payments & Billing Screen To view the missing Direct Debit details via your Payments & Billing Screen: Select the Payments & Billing screeFew readers