Invoice In Advance: Booking Modification Explanation For Providers

Scenarios:

1. You run a Before and After School Care activity type that invoices in advance

2. You run a Holiday Programme activity type that invoices in advance

3. You run a Classes and Lessons activity type

4. You need to edit a customers booking and want to understand how this will impact invoices and payments

5. A child is added to the attendance for a day/session that they did not originally book and pay for, and you want to know how this will impact invoices and payments

6. A child is marked absent on the attendance for a day/session that they originally booked and paid for, and you want to know how this will impact invoices and payments

This document assumes the following:

• You have read and understood the difference between invoicing in arrears and invoicing in advance - Invoice In Advance Or Arrears?

• You understand how the parent books and pays for their bookings upfront

Guide Overview:

• Financial Impact On Editing Childs Booking

  • When removing a session/day

  • When adding a session/day

• Financial Impact On Session/Day Added To Attendance

• Financial Impact On Attendance Absences

  • Marked as absent with no charge

  • Marked as absent with a charge

When you make any modifications to the customer's booking, you will need to convert these changes in order to send out an Invoice or Credit Note to the customer to correctly reflect the change of booking amount. 

Financial Impact on Editing a child booking

For Before and After School and Holiday Programmes

• When removing a session/day

1. Head to the Attendance Tab and find the attendee

2. Click Action Cog and Edit Booking

3. Remove the day/s and/or sessions

4. Save and create Pending Adjustments 

5. Convert Adjustments 

• When adding a session/day

1. Head to the Attendance Tab and find the attendee

2. Click Action Cog and Edit Booking

3. Add the day/s and/or sessions

4. Save and create Pending Adjustments 

5. Convert Adjustments and Send to customer 

For Classes and Lessons Activity

Please refer to this help guide to learn how to Edit a Class Or Lesson Booking

Financial Impact On Session/Day Added To Attendance

1. Add the attendees booking to the day's attendance 

2. Set the session attended

3. Save attendance

4. Convert pending Adjustments

Financial Impact On Attendance Absences

• Marked as absent with no charge

1. Mark the attendee as absent from attendance

2. Set the fee field to Credit Session

3. Save attendance

4. Convert Pending Adjustments

• Marked as absent with a charge

1. Mark the attendee as absent from attendance

2. Set the fee field to Full Charge

3. Save attendance - No adjustments will need to be converted 

Awesome! You now understand Booking Modifications for Invoicing in Advance rhythm!

Last Updated: 13 Jun 2023