How to Adjust Billing for Prorated and One-Time Charges

Step 1: Navigate to the Family or Finance Module

Go to either the specific family’s record (via the Family module and then the family’s Finance tab) or open the main Finance module in ChildFriendly, where all families are displayed in one view. From here, you will locate the invoice and billing you want to adjust.

Step 2: Locate the Specific Invoice Using Filters or Scrolling

Use the available filters to find the specific sponsor or family whose billing needs to be adjusted.

You can also scroll through the list of families to find them manually.

Step 3: Open the Main Billing to Prorate for a Mid-Month Start

Using the example of Star Brandt’s child, open the main billing entry you want to adjust. If the child started halfway through the month and you need to prorate.

To do so,adjust the amount of the billing line to reflect the prorated amount (for example, 50% of the original monthly fee if the child started mid-month).

Step 4: Save the Prorated Billing and Assign the Adjustment

After entering the prorated amount, save your changes.

The system automatically creates a separate invoice for the difference (e.g., a minus $400 adjustment) and initially sets it to “Unassigned.” To ensure this adjustment is applied to the correct sponsor:

1. Open the new adjustment invoice.

2. Select the correct sponsor (e.g., Brandt).

3. Save the invoice so the adjustment is associated with the sponsor, which will then automatically combine it into one invoice for that sponsor.

You will now see the invoices combined so that the total matches the prorated amount (e.g., $400).

Step 5: Add a One-Time Charge as a New Billing Line Item

If you want to add a one-time charge (for example, a key or key fob) to the billing:

1. Click the plus (+) sign again on the billing to add another line item.

2. Choose the sponsor who will pay for this new line item.

Select the sponsor (e.g., Brandt) in this case.

1. Choose the line item(s) you want to add. You may add as many as needed.

2. Open the dropdown list to see all catalog items available to add as charges.

These catalog items are fully customizable in your Setup module.

3. From the catalog, select the appropriate one-time charge item (for example, a key fob).

The default amount (e.g., $10) will appear based on your Setup configuration.

You can override the default amount if necessary and then submit the new line item.

Click Submit to finalize adding this line item.

You will now see that a new invoice has been created for Brandt containing this one-time charge.

Step 7: Add the One-Time Charge Directly to the Existing Invoice

If you would rather have the one-time charge appear on the same invoice as the main billing, you can add it directly to the existing invoice instead, so the family receives just one invoice:

1. Open the existing invoice you want to consolidate.

2. Add the desired item (e.g., the key) directly to this invoice by selecting the (+) sign.

After adding the item (key in our example), save the invoice.

The invoice and corresponding billing are automatically updated to reflect the new one-time charge. You have now successfully adjusted the invoices and overall billings, including prorating and adding one-time charges.