Invoices: Adjustments on an invoice

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If you make changes within a period after it has already been invoiced then you have three options:

1) Cancel the original invoice, and reissue a new invoice for the same period with the new charges. The new invoice will automatically include most up to date charges for the period.

2) Keep the original invoice, and issue an additional invoice for the same period with the new charges. The new invoice will automatically include most up to date charges for the period.

3) Keep the original invoice, and let the new charges carry over to the next invoiced period. This is shown on the next invoice as an adjustment, and this is what we'll look at during this tutorial. This is also what will happen by default if you don't purposely do options 1 or 2.

 

An adjustment can be either a positive or a negative charge, depending on whether the previously issued invoice had overcharged or undercharged.

Adjustments can appear as a result of:

• Adding or cancelling an Extra Booking
• Changing a child's Regular Schedule dates or Regular Schedule funding
• Changing a session price 
• Adding or removing a school closure
• Adding or removing a school holiday if the child doesn't attend their regular schedule during holidays

When you make a change to any of the above that will result in an adjustment, you will see an orange warning message that looks something like this:

This text will vary depending on what you are changing. For example, if you amend a school closure it would say "This closure is within an invoiced period". Or when changing a Regular Schedule date it would say "This schedule is within an invoiced period", etc. 

When creating your invoices, if there are adjustments, you will notice a message beneath it. Depending on the type of adjustment, the wording will change. 

 

 

Positive charges

A positive adjustment will show as a charge on an invoice, as a result of the child being undercharged on a previous invoice. The adjustment in the below example has been created by:

1. Generating an invoice for Abby for the month of May.
2. Adding an extra booking for Abby in May after the initial invoice has been created.
3. Generating an invoice for Abby for the month of June. This will include the extra booking from May. 

On the invoice you can see a section for adjustments (1). If you click on the drop down (2) you can hide and expand the details of the adjustment, and in this case we can see that Abby had an extra booking on May 16th for a Late Session (3). You will notice a blue notification explaining the reason for the adjustment. For more support and to bring you back to this tutorial, click 'More info' (4). 

 

 

 

Similarly, on the PDF invoice you will see the adjustment within the summary (1), and at the end of the PDF you can find a breakdown of this positive adjustment (2) under the section for "Adjustments from a previous period" (3).

 

 

 

 

Negative charges 

A negative adjustment will show as a refund on an invoice, as a result of the child being overcharged on a previous invoice. The adjustment in the below example has been created from:

1. Generating an invoice for Abby for the month of June.
2. Adding a school closure in June for a date that Abby is scheduled to attend.
3. Generating an invoice for Abby for the month of July. This will include the refund from the closure in June. 

On the invoice on Tapestry you can see a section for the adjustments (1). If you click on the drop down (2) you can hide or expand the details of the adjustment, and in this case we can see that this child has been refunded for an Afternoon and Late session on June 3rd (3). This session didn't take place due to the school closure. You will notice a blue notification explaining the reason for the refund. For more support and to bring you back to this tutorial, click 'More info' (4). 

 

 

 

Similarly, on the PDF invoice you will see the adjustment within the summary (1), and at the end of the PDF you can find a breakdown of this refund (2) under the section for "Adjustments from a previous period" (3).

 

 

 

Positive and negative charges

If we combine the above scenarios (an extra booking + school closure) then we'd end up with an invoice that contains two adjustments: a positive charge and a refund. 

On the invoice on Tapestry you'll see positive (1) and negative (2) adjustments under different headings, which you can again expand or collapse to view the details for (3). You will notice a blue notification explaining the reason for the adjustment and the refund. For more support and to bring you back to this tutorial, click 'More info' (4). 

 

 

On the PDF you'll see both adjustments listed in the summary (1). And at the end of the PDF, under the section for adjustments (2), the negative (3) and positive charges (4) will be detailed separately. 

 

 

 

 

And that's it! If you have any questions please get in touch at customer.service@eyfs.info and we'll be happy to help.

 

 

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