Version 2.04
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common queries and tasks in Infocare
This page details new features, changes and enhancements which have been made to the Infocare system for the current version of the software.
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1. Billing-Accounts Processing - Invoicing
If you wish to produce invoices in advance, there are 2 methods for achieving this.
The first is to simply create the invoices with the effective date set to the future date you wish to invoice up to. The system will calculate the invoices based on the sign in sheets and child timetables available. If at the end of this period, children have attended different times or days than were originally invoiced for, you will need to either add an additional charge for this child on the next invoice, or If the child attends for less time, you will need to create a credit note for the difference in hours.
The second method is to enable the "allow re-invoicing" feature in the centre options screen. Using this method, you can simply create invoices with the effective date set to the future date you require( 2nd June 2006 for example). The system will produce invoices based on children's timetables or sign in sheets if the exist. Once this invoicing period is complete and you wish to invoice the next future period. the first stage is to re-invoice the previous period. To do this, set the effective date to the same as the previous invoicing period i.e. 2nd June 2006 and then create all invoices. The system will analyse any differences between what was originally invoiced for this period, and what should be invoiced now based on any changes that have been made to the child's attendance or fees for this period, and an invoice will be created with the "adjustment amount". Once you have created and committed the adjustments for the previous period, you can then simply set the effective date for the end of the next "future" period and create all the invoices for this period.
2. Centre - Centre Options
You may now specify if you wish re-invoicing of fees to be enabled for either debit amounts, credit amounts, both or not at all.
3. Center - Calendar
You may now specify whether you charge or not for each day that your centre is open. For example if you do not charge for specific statutory holidays, but do charge for others, you may select charge or no charge for each day individually. Days that are selected as a holiday will be highlighted in yellow, and days that are selected as "no charge" will be highlighted in orange. It is now not necessary to create sign in sheets for those holidays that you do charge for.
4. Accounts Processing - Invoices - Create/all - modify - explain fees
when modifying or viewing an invoice that has been created, users can now use the "explain fees' button to view a detailed explanation of how the fees for that invoice were calculated.
5. Reports - Child Reports - Roll Forecast
A new Roll Forecast report has been provided to enable users to look at children who are booked into your centre across multiple weeks. The report will enable users to see if there are vacancies on certain days across a number of week.
1. Reports - Finance Reports - Transaction Listing By Type
In addition to the previous transaction types, you are now able to produce a reports for; all Invoices, Invoices for fees only, Invoices for adjustments only, invoices for discounts only, Invoices for holiday discounts only, and invoices for products only.