Scenarios:

  1. You want to understand when draft invoices or credit notes are being automatically generated

This document assumes the following:

  1. You understand the reconciliation flow for your activity type

  2. You understand Manual Invoices in Enrolmy

  3. You understand how to create Manual Credit Notes and allocate them

The below Help Guide explains when draft invoices and credit notes are automatically generated.

Draft Invoices are Automatically Generated When Your Staff

  • Generate invoices in bulk when invoicing in arrears for Before and After School Care and Holiday Programme activity types.

  • Quick Books a child into an activity that has In Advance Invoicing rhythm (Holiday Programme and Before and After School Care)

  • Manually adds an attendee to the activity and edits the child’s booking to generate an invoice (if an activity has In Advance Invoicing rhythm)

Please note that invoices will be automatically generated and approved if a parent books from their Parent Portal in an activity that has In Advance Invoicing rhythm.

Draft Credit Notes are Automatically Generated When

  • A fully paid booking is cancelled by a parent if the activity booking modification settings permit the cancellation. Please see How Adjustments Are Created for further details.

  • Partially paid bookings are cancelled by a parent if the activity booking modification settings permit the cancellation. Please see How Adjustments Are Created for further details.

  • A staff member moves a booking to a Waitlist (if an activity has In Advance Invoicing rhythm

  • Pending adjustments are created by a provider when the child is marked as absent. Please see the below table for further details:

Activity with an In Advance Invoicing Rhythm

After Bookings Are Closed

Before Bookings Are Closed

Classes and Lessons

If the provider chooses to credit or partially charge for the session and saves as draft or finalises the attendance.

If the provider chooses not to charge for the session and saves changes.

Holiday Programme

If the provider chooses to credit or partially charge for the session and saves as draft or finalises the attendance.

If the provider chooses not to charge for the session and saves changes.

Before and After School Care

If the provider chooses to credit or partially charge for the session and saves as draft or finalises the attendance.

If the provider chooses not to charge for the session and saves changes.

Awesome! Now you should understand what circumstances trigger automatically generated draft invoices and credit notes!