Invoicing on Tapestry

[BenLittleT]

Hi all,  

I currently use a different software for generating invoices for our parents. I'm wondering if Tapestry is able to do the same thing.

Some of our parents attend all year but choose to allocate their funding over 38 weeks (we offer this as 3 full days over 38 weeks) leaving them with a more expensive summer bill in theory, however our system annualises/divides the invoices over 12 months, allowing them to spread the cost. I have seen the previous forum post about annualisation/spreading the cost so thank you for that. My question however is, how can I set up this schedule for a child that receives funding during the term time but not during the holidays? Our current software allows us to have schedules running concurrently i.e. a term time and a non term time contract. When I set up a schedule for a child on Tapestry and add the funding to the specific days, it assumes that that is for the whole 51 weeks, if I have selected 'attends during the holiday'.

Thanks,

Ben

[VannaTapestrySupport]

Hi Ben,

I responded to your question via our customer support email, but just in case the answer below can help anyone else, I have copied the reply here as well. 

If you need for children's schedules to have some weeks that are funded and have other weeks unfunded, what you'll need to do is add new schedules for the child for each period. So you have one schedule which includes funded hours which you end date. You then add a new schedule which starts the day after which has no funded hours. And you can just do that as many times as needed.

If you just leave the term time schedule without an end date (assuming the same pattern does pick up again after term break) then when you add in that different week's schedule it will essentially slot itself within the child's regular term schedule, which will just carry on again without you needing to add it again as a new schedule. You'll just need to tick that they attend during the school holidays for those half term schedules so they are invoiced for it. 

This guide shows you how: https://scribehow.com/viewer/How_to_Add_a_non-funded_period_to_a_Childs_Booking_Schedule__Ia7ii9NRR22C23yOjECp0Q?referrer=workspace

But, if you are using annualised billing, then please note that the price each month is worked out from the first week of the schedule within that month. The calculation is as follows: [schedule's weekly cost] x [weeks entered] / [months entered].

That will mean for the months that the half term falls into, unless it falls on the first week of the month, the half term unfunded hours will not be taken into consideration. In this case, you can either add an additional line item to that months invoice for the charge of the unfunded hours, or change the invoice calculation to fixed monthly fee for the month the half term falls in. This would mean you needing to calculate the cost of the invoice for that month, and also ensuring to change the calculation back to annualised monthly fee for the following month. 

We are looking at an enhancement to Tapestry to allow children to be assigned to more than one schedule, to allow different attendance patterns to be accommodated which you mention your current system does now. So, I've made a note of your interest and fed this back to our development team. If we have an update about this feature we'll be sure to let you know. 

I hope this helps. Let us know if you have any further questions. 

Best wishes,

Vanna