Invoice In Advance: Booking Modification Explanation for Providers

 

Scenarios
  1. You run a before & afterschool care activity type that invoices in advance.
  2. You need to edit a customers booking and want to understand how this will impact invoices and payments
  3. 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
  4. 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 before & after school care booking upfront.
  • You know how to edit a child's booking.

 

Guide Overview

  • Parent Booking Process for BASC Invoicing In Advance 
  • 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 customers bookings 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 

  • When removing a session/day

  1. Click Action Cog and Edit Booking
  2. Remove the day/s and/or sessions
  3. Save and created Pending Adjustments 
  4. Convert Adjustments 

2021-09-22_08.25.50.gif

 

  • When adding a session/day

  1. Click Action Cog and Edit Booking
  2. Add the day/s and/or sessions
  3. Save and created Pending Adjustments 
  4. Convert Adjustments and Send to customer 

2021-09-22_08.22.59.gif

 

Financial Impact On Session/Day Added To Attendance

  1. Add the child's booking to the day's attendance 
  2. Set the session attended
  3. Save attendance + Convert pending Adjustments

2021-09-22_08.10.55.gif

 

Financial Impact On Attendance Absences

  • Marked as absent with no charge

  1. Mark child as absent on attendance
  2. Set the fee field to Credit Session
  3. Save attendance + Convert Pending Adjustments

2021-09-22_08.08.37.gif

  • Marked as absent with a charge

  1. Mark child as absent on attendance
  2. Set the fee field to Full Charge
  3. Save attendance - No adjustments will need to be converted 

2021-09-22_08.09.57.gif

 

 

 

 

 

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