AlexandraTapestrySupport Posted April 8 Posted April 8 When you come to invoice a child there are three options for how the invoices will be calculated. The default is 'Actual charges', so the invoice will be based on the actual sessions and extra charges within the invoiced period, or you can choose to invoice based on either a fixed monthly fee or an annualised monthly fee. To start, head to the Management System (1) > Children (2) > select the child you want to set this for (3). Click on the child's finance tab (1) and you can see that their Invoice Calculation method will be the default of 'Actual Charges' (2). Click on the pencil icon to view the different options and make changes (3). To change the calculation method click on 'New Calculation'. You'll then need to enter some details. Firstly, select the billing month that you would like these changes to take affect from (1). This will apply from the start of the month as it's not possible to change the invoice calculation method half-way through a month. Then select one of the three calculation options (2), enter any of the required details and click to save the changes when you're done (3). We'll go into detail about these three options and give an example invoice below. Actual charges This is the default option within Invoicing on Tapestry. The invoice will be based on the actual charges (sessions, any extra bookings or extra charges) that fall within the invoice date range. You don't need to input any further details as it'll use your session prices (and extra charge prices if you've set these up) to work out the charges. Linked below you can find the tutorials for setting up your sessions and extra charges: Booking: How to set up your sessions Booking & Invoices: How to add extra charges Fixed monthly fee The cost of regular schedule bookings and charges will be replaced by a set fee that you choose. Extra bookings and ad hoc charges will be charged separately. You just need to enter the amount you'd like to charge per month. Annualised monthly fee Regular schedule bookings and charges are annualised based on the weekly cost of the schedule, the number of chargeable weeks, and the number of months to be invoiced. The calculation is as follows: Monthly Charge = {Weekly Cost} x {No. of weeks} / {No. of months} Extra bookings and ad hoc charges will be charged separately. You need to enter the number of chargeable weeks and how many months you'd like the charge split into. Once you've added a new invoice calculation method, you'll see this listed with the start date (1). If you need to remove it, you can do so by clicking the bin icon (2) and then 'Confirm Deletion' (3). Deleting a calculation method won't affect your existing invoices or cause any adjustments. So, if you have generated an invoice incorrectly, you would also need to cancel the invoice and regenerate it using the new calculation method. This tutorial will show you how to cancel your invoices. If you have any questions please get in touch at customer.service@eyfs.info and we'll be happy to help. Back to Main Tutorials Page
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