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 thFeaturedHow 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://help.xap.rocks/en/article/how-to-complete-a-oncSome readersHelp 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 readersHow 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 readersHow 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 readersUnderstanding 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 readersPayments & 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 
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 readersPayment 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 readersHelp 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 readersDeleting 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 readersInvoice 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 readersManaging 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 readersPayments & 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 readersHow 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 readersManaging 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 readersDeleting 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 readersHelp 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 readersHow to add a miscellaneous charge
How to add a miscellaneous 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 logFew readersHow 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 readersKindergarten - 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.  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.  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 readersCreating 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 readersViewing 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 readersPayments & 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 readersHow 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.  Reminding Families of your Services Fee Payment Policies Adding the Notes To add the Notes onto your Invoices. Select the **SettFew readersMissing 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