Invoices: How to add extra charges to a child's regular schedule

[EmilyTapestrySupport]

In this tutorial I'll show you how you can apply the extra charges on your account to a child's regular schedule. Extra charges can be any additional product/service/consumable that you wish to charge for, such as nappies or lunches. 

Before you are able to apply extra charges to a child's schedule, you'll firstly need to set these up in your Config. This tutorial will talk you through how to do this.

Once you've set up your extra charges there are two ways in which you can proceed. How you proceed will depend on:

A) Whether or not you have set up regular schedules  for children yet. 
B) If you have set them up already, whether you want to edit these existing schedules or create new ones. 

The first way I'll go through will be the one to follow if you haven't set up children's regular schedules yet, or you want to set up new regular schedules for your children. 

Please find quick links for both options below:

How to apply extra charges to new regular schedules

How to edit existing regular schedules to add extra charges

 

 

How to apply extra charges to new regular schedules

To do this you'll need to go to the 'Booking' tab at the top of the page (1) and select 'Children' from the left-hand side menu (2). Then click on the child you want to add extra charges for (3). This will take you through to their dashboard. 

If you haven't set up a regular schedule for them yet, in the 'Regular Schedule' section you will be informed of this. You can add a new schedule for the child either by clicking on the '+ New Schedule' button in the 'Regular Schedule' box (4) or by going to the 'Regular Schedule' tab at the top (5). 

 

 

 

If you have already set up a regular schedule for a child but want to add a new one for them which includes their extra charges, you can proceed in the same way as above. In the 'Regular Schedule' section you'll see their current regular schedule (1). Click on the '+ New Schedule' button to proceed (2).

 

 

 

Here you'll need to add a start date for the schedule (1) and you can also add an optional end date (2).

Next you can select whether they attend during school holidays (3) and what funding type they receive (4). If you haven't set up your funding types yet, this tutorial will talk you through how. 

Before you are able to proceed you will need to add a start date for the schedule (5). 

 

 

Once you have entered a start date, the 'Sessions' section will appear (1). If you haven't previously added a regular schedule for this child, all the sessions will be blank. You can choose which session/s the child attends for each day using the '+ Add Booking' button (2). This tutorial talks you through the process of adding a regular schedule for a child in full. 

You can add extra charges for each day by clicking on the '+ Add Extra Charge' button (3). 

 

 

If you have already added a regular schedule for this child and the start date for this new schedule falls within that schedule's period, once you've entered a start date, you will see a message appears telling you the current schedule will be shortened (1) and it will show you the new dates for that schedule (2).

 

 

Once you have entered a start date, and you have an existing schedule for this child, you will see your sessions are already populated with the information from the previous schedule (1). 

If you want you can change a session (2), the start or end times (3) or the number of funded hours (4). You can also remove the session completely from the child's schedule (5).

To add extra charges for a day, just click on the '+ Add Extra Charge' button underneath the session/s (6). 

 

 

After clicking on the button to add an extra charge, you will be able to select one of your extra charges from the drop-down (1) and the quantity (2). 

If you add an extra charge by accident, you can delete it using the bin icon (3). If you need to add more than one extra charge for each day just click on the '+ Add Extra Charge' button again (4). 

 

 

At the bottom of the screen you'll see a 'Summary' box (1) where you can see the totals of the number of chargeable/funded hours as well as the total cost for this child for the week.

You can either cancel any changes you've made (2) or save the new schedule (3). 

 

 

Now let's look at how to add extra charges by editing an existing schedule. 

 

How to edit existing regular schedules to add extra charges

If you have an existing schedule for a child and you want to edit that as opposed to create a new schedule, you'll need to be on the 'Booking' tab (1), then select 'Children' from the left-hand menu (2) and click on the child you want to do this for (3).

Once on their profile, select the 'Regular Schedule' tab along the top (4). You'll then need to click on the cog button for the schedule (5) and choose 'Edit' from the drop-down (6). 

 

 

If the schedule has already started you'll see a note stating that editing the schedule may affect historical bookings (1). Please note: if there are time periods within this schedule which have not been invoiced yet, the Extra Charges you add now will be included on any new invoices you create. This includes invoices for past periods. If the existing invoices cover the schedule's start to end date, the extra charges you add now will only appear on new invoices from today.

You'll also notice you can't make any changes to the sessions at the moment (2). To do this, you'll need to click on the 'Edit Sessions' button (3). 

 

 

Clicking on the 'Edit Sessions' button will bring a pop-up box where you will need to confirm if you want to go ahead with editing the schedule (1) or start a new schedule (2). To cancel going ahead with the edits you can select 'Close' (3).

 

 

You'll see that after you click to proceed with editing, you can then make changes to the sessions. To add an extra charge or charges to a day, click on the '+ Add Extra Charge' button underneath any sessions for the day.

 

 

You'll then be able to select an extra charge from the drop-down (1) and a quantity (2). If you want to delete an extra charge, click on the bin icon (3). To add multiple extra charges for a day just click on the '+ Add Extra Charge' button again (4). 

 

 

At the bottom you will see a Summary section where you can see the total, funded, and chargeable hours (1). If you change your mind at any point you can 'Cancel' (2) or to proceed, click 'Save Schedule' (3). 

 

 

 

 

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