The Foundation Stage Forum Community

Alongside annualised invoicing, we also released a few other updates and improvements to Tapestry's Nursery Management System. These include: Allowing users on mobile and tablets to enter negative and decimal line items when creating an invoice Itemising funded hours separately on invoices to make billing more transparent for families Providing the option to hide inactive children when looking at your account balances

The management system is amazing. It would however be even better if you could add in the staff rota so that we can see who is in each room/expected at that time, and whether staffing meets the ratio needs. To improve this even further it would be really useful if it also took into account qualification ratio's as well. Allowing us to see that staffing was definitely meeting the requirements for the day.

You now have a choice of three calculations to use when invoicing families: Actual charges: This is the current approach and the default one. The invoice will be based on the actual charges that fall within its date range 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. Annualised monthly fee: The cost of regular schedule bookings and charges are annualised based on the number of chargeable weeks and number of months to be invoiced. This is calculated by Tapestry. Extra bookings and ad hoc charges will be charged separately. You can use any of the three types of calculations for each child in your setting, which gives you the flexibility you need. See how to put it in action: Invoices: Setting your invoice calculation method Annualised invoicing is part of Tapestry’s multi-functional Nursery Management System, included in every subscription.

Hi @chloemorgan The partially deleted status is now live on Tapestry - please see Emily's post above. Tutorial can be found here to help you

How is the monthly price calculated with annualised invoicing? The calculation is as follows: [schedule's weekly cost] x [weeks] / [months] What happens if there are price changes during a month? If the regular schedule has a rate change occurring mid-month, or has age-based pricing in place, and the child is changing age mid-month, then its effect on the annualised fee depends on where the price change falls in the month. We always base the annualised calculation on what the schedule’s weekly rate was during the first full week of the month. So, if the price change happens after that week, it has no effect on the calculation. Only if it happens to fall within that week will it have an effect. Let’s say we have aged-based pricing in place, a child has a birthday within in a month and the first full week of the month runs Monday 3rd – Friday 7th. There are three different options depending on when a child’s birthday falls: Their birthday is the 1st, 2nd or 3rd of the month – The new price will be used for the whole month Their birthday falls on 4th- 7th of the month – a combination of the old and new price will be used, for example if their birthday is on the 6th it would be as follows: Monday 3rd - Old price Tuesday 4th - Old price Wednesday 5th - Old price Thursday 6th - New price Friday 7th - New price Their birthday falls on the 8th or later, the old price will be used for this month Are extra bookings or extra charges affected? Any ad hoc extra bookings or extra charges are charged separately on the invoice and charge in addition to the annualised fee. Are discounts applied? For fixed fee invoices, discounts are ignored. For annualised invoicing, discounts are applied to the monthly annualised fee, instead of being applied to the individual regular schedule bookings and charges that are covered by that annualised fee. What happens if a child’s schedule changes within a month We always charge a full month and we pick the earliest schedule that falls in that month and use its weekly cost, as if the schedule had covered the whole month. What happens if a schedule doesn’t cover a whole month e.g. a child starts or leaves during the month? For fixed fee and annualised invoicing the whole month is always charged for. If the schedule covers less than the whole month, regardless of whether it is the beginning, end, or middle of the month, we take the weekly fee of that schedule and apply the same annualised fee calculation as if the schedule had covered the whole month. If you need to discount the cost you can either add a negative line item to the invoice to bring the cost down to what you want it to be or you can change to a fixed feed calculation for the month. Will it work if a child has an alternating schedule To calculate an annualised fee we take the child's schedule from the first full week of the month. Therefore if there is another schedule within the month, this will not be taken into account. How are funded hours applied? You can apply the number of funded hours a child receives to their schedule. The total number of unfunded hours are then what's used to calculate the annualised invoicing calculation ([schedule's weekly cost] x [weeks] / [months]). Why is this month's invoice not the same as last month, if we agreed in a monthly fee? We'd recommend checking the following things: Do you have age-based pricing and the child had a birthday which changed their pricing band? Did you have a price change come into affect in that invoiced period? If it's neither of these things, do get in touch with us by emailing customer.service@eyfs.info with details of the invoice and we will look into it for you. We added more sessions this month, but the monthly invoice is the same as previous one. We always base the annualised calculation on what the schedule’s weekly rate was during the first full week of the month so it's worth checking if the extra sessions started within this week. If you need to override the cost for a month all you need to do is: Select the child from the list and go to their 'Finance' tab. Click on the pencil icon in the 'Invoice Calculation' box. Click on the 'New calculation button'. Select the month you want the change to apply to and select the 'Fixed monthly fee' option. You'll then just need to enter the price for that month. Do note that if you want to return to annualised invoicing the following month, you'll need to add a new calculation again and selecting the following month.