How to Process Payments, Credits & Refunds

Step 1: Open the Finance Module

All payment processing is done in the Finance module.

1. Log in to ChildFriendly Pro.

2. Navigate to the Finance module from the main menu.

Step 2: Locate the Invoice for Payment

1. In the Finance module, locate the search area.

2. Search for the family by name or child’s name and/or use the date or other filter options.

3. Click the Apply button to display matching invoices.

4. Identify the correct invoice and, if there is more than one parent or sponsor, ensure you select the correct one.

How to Add a Manual Payment to an Invoice

1. On the chosen invoice, click the Manual Payment icon.

1. Enter the amount being paid.

2. Enter the date the payment was received in your bank.

3. From the Payment Method drop-down menu, select the appropriate method (e.g., cash, check, e-transfer).

4. If you select Check, enter the check number as well.

5. Review all details and click Submit Payment.

6. Confirm that the payment appears in the Payments and Refunds column on that invoice.

How to Process Payments via PAD / Pre‑Authorized Credit Card

1. On the invoice, hover over the pre-authorized icon to see whether the parent or sponsor is set up for:

2. PAD (Pre‑Authorized Debit), or pre‑authorized credit card.

The icon will be faded out if no payment method is set up or authroized.

How To Process PAD Payments in Bulk

1. When you are ready to process multiple PAD payments at once, use the bulk processing tools. First, generate bulk billings (with or without credits), as appropriate for your billing cycle. For detailed instructions on generating bulk billings, refer to the Billings training video or documentation.

2. After bulk billings have been generated, go back to the invoice list.

3. Select the Invoices and Credit Memos checkbox to include both invoices and any credit memos in view.

   

4. Review the options available:

5. Delete invoices in bulk

   • Process manual payments in bulk

   • Process bulk PAD payments

   • Additional options for credits or refunds will be displayed, if applicable.

6. From the Bulk Options menu, select Bulk PAD Payments.

   

7. Use Select All (or individually select) to choose which invoices to process.

8. Any parents set up for PAD will be processed.

   • Any selected parents without PAD set up will be automatically skipped.

9. When ready, click the Submit button to start bulk PAD processing.

   

10. Monitor the progress indicator; processing may take a few moments depending on the number of families.

11. Once the payments have been processed, confirm that they appear in the last column of the invoice list.

Timing Note for PAD Payments

• To have a PAD payment withdrawn from the customer’s account on the same day it is processed, ensure it is submitted before 10:00 AM local time.

• If submitted after 10:00 AM, it will be processed on the next business day.

• Funds will typically leave the customer’s account and be deposited into your center’s bank account within up to two business days.

How to Record an Overpayment and Create a Credit Memo

1. When a parent overpays (for example, the invoice is $163.12 but the parent sends $200):

2. Add a manual payment to the invoice for the full amount received.

3. Enter the actual payment amount (e.g., $200) and submit the payment.

   

4. After submitting the payment, the difference between the payment and invoice amount will appear as a credit memo at the bottom of the screen.

5. For best practice, always document the reason for a credit.

6. On the credit memo line, click the Add Memo button.

   

7. Enter a clear note explaining why the credit exists (e.g., overpayment, discount, adjustment).

8. Save the memo.

9. To make the credit memo available as a credit toward future invoices, scroll to the bottom of the screen.

10. Click the Refund/Credit button.

11. In the Method drop-down, select Credit.

    

12. Click the Submit Refund button to finalize the conversion.

13. The credit will now appear as an available balance in the parent’s ledger.

View the Credit in the Parent’s Ledger

1. To verify how many credits a family has on their account, click the family name in the first column to open the ledger.

2. Under Balances, locate the available credits for each sponsor.

3. Credit can also be refunded from this same screen via a short cut, by selecting the $ icon to its left.

How to Apply Credits Automatically When Generating Billings

1. When generating new billings, you can automatically apply all available credits.

2. Click the drop-down arrow beside Billings and select Generate Billings with Credits.

   

3. The system will automatically apply the available credit to the regular tuition as a credit on the new invoice.

How to Apply Credits Manually to an Invoice

1. As an alternative to automatic application, you can manually apply credits.

2. On the invoice, click the Apply Credits blue icon. This icon will only appear beside invoices whose sponsors have available credits.

   

3. Enter the amount to apply and save your changes.

How to Adjust or Roll Back Applied Credits

1. If credits have already been applied and you need to change the amount:

2. Click the Apply Credits button again on the invoice.

3. Enter the amount of credit you wish to roll back (remove) from the invoice.

   

4. Save the adjustment.

5. Verify that the new amount on the invoice reflects the adjusted credit.

How to Refund a Credit

1. If you prefer to refund the parent rather than apply it to future invoices:

1. On the invoice, click the Refund/Credit icon.

2. Select the refund method (e.g., e-transfer, check, cash) from the Method drop-down.

3. Click the Submit Refund button to record the refund.

4. The refund is now documented in the system and reflected on the family’s ledger.

Note: ChildFriendly cannot currently process refunds via PAD or credit card directly in the system. Refunds must be issued outside the platform (e.g., via e-transfer) and then recorded here.

How to Access and Share Individual Payment Receipts

1. Parents can view their individual payment receipts and year‑end tax receipts directly in the parent portal; these are generated automatically when a payment is made.

2. As an admin, you can also access, email and download receipts in the Finance module:

3. Locate the paid invoice you want to view.

4. Click the Preview Receipt icon to open the receipt.

5. To email the receipt:

6. Select the appropriate sponsor.

   • Click the Email PDF button.

5. To print the receipt:

6. Click the Download PDF button.

   • Open the downloaded file and print it for the parent or sponsor.

How to Preview & Send Statements

1. If a parent wants a statement of all charges and payments for a period (e.g., for a month), they can obtain it from their parent portal in the same way they can access an individual receipt.

2. Admin also has access by going to the Billings (second) column and then clicking the Preview Statement button.

3. Review the statement, which includes:

4. Total billings

   • All invoices

   • All associated sponsors (including subsidies or grants)

5. Provide or export the statement as needed for the family.