How to Set Up a Families Ledger for Auto Billing

Step 1: Open the Families Module and Select a Family

To begin, click the Families module icon on the left.

Select the family you would like to access.

Step 2: Navigate to the Ledger Tab

In the family file, click the Ledger tab at the top.

The ledger is where you can view all financial information for each family, including balances and which sponsors are set up.

Use the Balances section is view only and is used to view all personal and third-party sponsors once they are set up. Here you can see:

• Any credits on the account

• Outstanding balance for each sponsor

• A breakdown by child if there is more than one child at the center

If there are credits, these can be applied to future billings.

The Auto Billing section is view only. It displays a summary of what the family’s recurring billing will generate once auto-invoicing and adjustments are set up. You can see:

• The amount each parent pays (if split)

• The amount paid by subsidies or other programs

• Any discounts (e.g., employee discounts)

• Any supplemental fees (e.g., meal service)

The Auto Regular Tuition Invoicing section is where you allocate a child’s recurring tuition to the appropriate personal and third-party sponsors. The Auto Adjustments section shows recurring discounts or supplemental fees that modify the recurring billing amount.

Step 3: Add and Configure Sponsors for Auto Regular Tuition Invoicing

In the ledger, go to the Auto Regular Tuition Invoicing section. You will first need to add all the sponsors that will be spliting the auto generated billing each period.

Click the green plus sign to add a sponsor.

A list of available sponsors will appear.

This list includes personal sponsors that you have authorized for family members, as well as any third-party sponsors you have created in the Setup module. If a personal sponsor is not shown, go to their profile and toggle on "Authorized Sponsor".

Select the sponsor you would like to add.

Enter the allocation of the regular tuition amount that this sponsor is responsible for. This can be entered as a dollar amount or a percentage.

Percentages must add up to 100%.

Examples:

• If two parents are splitting tuition, set each at 50%.

• If one parent is responsible for all tuition, set their allocation to 100%.

If both dollar amounts and percentages are used, the system will first calculate the dollar amounst assigned and any remaining balance will be allocated by percentages, which must still total 100%.

It is recommended to use percentages or a mix of dollars and percentages, whenever possible for recurring billing. This way, if your overall rates increase, you do not need to manually update each family’s ledger dollar amount.

If fixed dollar amounts are used, any difference between the actual rate and the combined sponsor contributions is automatically billed to Unassigned, allowing the discrepancy to be tracked and filtered.

You can also set up third-party sponsors, such as government grants or subsidies. Make sure to enter an expiry date based on the third parties contract end date, so that the billing automatically updates accordingly.

Any additional third party sponsors must first be added in the Setup module under Sponsors.

Step 4: Add Recurring Supplemental Fees and Discounts (Auto Adjustments)

In the Auto Adjustments area of the ledger, you can add recurring discounts or fees (for example, meal services) that are in addition to the regular tuition.

From the Type dropdown, select the fee or discount that has been configured.

In this example, select the full-time meal service that has been set up.

From the Sponsors dropdown menu, select who will pay for this additional program.

If desired, enter a start date and an end date so the recurring fee automatically starts and stops being generated automatically.

The other option in this section is to add a recurring discount.

A common example is an employee discount, which must first be added as an adjustment in the Setup module.

When you select the discount, it will default based on the configured discount amount or percentage that was set up in the Set Up module under the Adjustments tab.

If you added a discount under a sponsor, decide which parent or guardian is receiving the discount.

This amount will reduce the total that the parents owe.

You can also add a start and end date for the discount.

For more details on supplemental fees, refer to the supplemental fees training video.

Step 5: Access and Provide Tax Receipts

The last section in the ledger is the Tax Receipts area.

These receipts are also available in the Parent Portal for parents to download themselves.

However, if parents are having difficulty downloading their receipt for any reason, you can access it here and email it to them.