This page allows the user to change various settings related to generating invoices and receiving payments. At the top of the page there are four buttons that allow the user to perform certain processes: lock invoices, generate invoices, regenerate invoices and send invoices email. The page is then split into four sections: invoice settings, invoice email settings, invoice PDF settings, and payment settings.


Lock Invoices


Clicking the ‘Lock Invoices’ button opens the list of invoices in the Invoices section of the Dashboard. This list displays the child’s name, invoice number and date, the amount due, paid and pending, the status and the balance. The user can filter the list by selecting the invoice year and month using the drop-down menus in the top right-hand corner. Once the user has selected an invoice, they can click the ‘Lock Invoices’ button in the top right-hand corner of the screen to prevent any changes being made to the invoice. The user can search for an invoice by entering full or partial details into the blank fields at the top of the list. It is also possible to download a PDF of the invoice by clicking the ‘Download PDF’ link in the far-right column of the list.


Generate Invoices


Clicking the ‘Generate Invoices’ button opens a pop-up window in which the user can enter details for generating invoices.

  1. This drop-down menu can be used to select the invoice year.
  2. This drop-down menu can be used to select the invoice month.
  3. The invoice date is automatically input here and is the value determined when setting up the invoice settings (see Invoice Settings below for further information). This value can be manually overridden.
  4. The invoice due date is automatically input here and is the value determined when setting up the invoice settings (see Invoice Settings below for further information). This value can be manually overridden.
  5. The user can select the children they want to generate invoices for by entering full or partial details into the blank field and selecting the relevant children.
  6. Alternatively, the user can click this tick box to generate invoices for all children at the nursery.


The invoices the user has generated will then be displayed in a list on the Invoices section of the Dashboard. A log file is also sent to the user via email.


Regenerate Invoices


Clicking on the ‘Regenerate Invoices’ button opens a pop-up window in which the user can enter details for regenerating invoices.

  1. This drop-down menu can be used to select the invoice year.
  2. This drop-down menu can be used to select the invoice month.
  3. The user can select which children they would like to regenerate invoices for by entering full or partial details into the blank field and selecting the relevant children.
  4. Alternatively, the user can click this tick box to regenerate invoices for all children at the nursery.


The invoices the user has regenerated will then be displayed in the Invoices section of the Dashboard. A log file will also be sent to the user via email. Please note, equally spread monthly invoices cannot be regenerated.


Send Invoices Email


After the invoices have been generated, they can be sent to parents by clicking on the ‘Send Invoice Email’ button. This opens a pop-up window in which the user can enter details for sending the invoices.

  1. This drop-down menu can be used to select the invoice year.
  2. This drop-down menu can be used to select the invoice month.
  3. The user can select which children they would like to send the invoices to by entering full or partial details into the blank field and selecting the relevant children.
  4. Alternatively, the user can send the invoice emails for all children at the nursery by ticking this tick box.


Once the user clicks ‘Send Invoices Email’ a log file will be sent to the user via email.


Invoice Settings


This section allows the user to set how and when invoices are generated and due.

  1. This drop-down menu allows the user to select the invoice generate type, either Actual Sessions Monthly or Equally Spread – Months. This will be set up as Actual Sessions Monthly by default.
    • Actual Sessions Monthly means the parents will be charged for the actual sessions their child is booked in for in that particular month.
    • Equally Spread – Months means the annual cost is split into equal monthly invoices, so the parent is charged the same amount each month over the year.
  2. This drop-down menu allows the user to select the invoice frequency, either monthly, termly or weekly. This will be set up as monthly by default.
  3. This drop-down menu allows the user to select whether the invoices are generated as per strict calendar dates or as per a weekly calendar. This will be set up as Strict Calendar Dates by default.
  4. The date of the month that the invoice should be generated can be set in this field. For example, if December’s invoices are run on 20th November, the value would be 20.
  5. This drop-down menu allows the user to select whether the invoices are generated for the same month or the next month. This will be set up as Next Month by default.
  6. The day of the month the invoice is due on can be set in this field. For example, December’s invoices may be due on the 1st December, so the value would be 1. The due date can never be before the invoice date, so if the due date is set as 27, the invoice date would be 20th November and the due date would be 27th November.
  7. The invoice prefix, number and suffix can be set in these fields.


Invoice Email Settings


This section allows the user to set up a template for their invoice emails.

  1. The email addresses the invoices are sent from and replied to can be entered in these fields. This will usually be the general nursery email.
  2. A template for the email subject can be set up here, using the merge fields on the right-hand side of the screen.
  3. This list displays all the merge fields that can be used in the invoice email template. They are linked to other areas of the system, such as Branch/Nursery, to enter the exact details for each invoice automatically.
  4. A template for the email message can be written and edited here.


Invoice PDF Settings


This section allows the user to set up a template for the invoice PDFs.

  1. This drop-down box allows the user to select whether the invoice header type is a custom header or a header image.
  2. The invoice header text can be entered in this field.
  3. This drop-down menu allows the user to determine whether the invoice header logo is the company logo or the branch/nursery logo. This will then use either the logo uploaded on the Company/Nursery Chain page or the logo uploaded on the Branch/Nursery page.
  4. This drop-down menu allows the user to select the invoice header colour.
  5. The invoice footer text can be written and edited here using the merge fields on the right-hand side of the screen.
  6. This list displays the merge fields that can be used to create the footer template. They are linked to other parts of the system, such as Branch/Nursery, to enter the exact details for each PDF.


Payment Settings


This section is used to determine the settings related to receiving payments.

  1. This tick box allows the user to indicate whether the system should allocate payments to unpaid invoices/payment on account automatically, allocating payments to the oldest invoice first.
  2. This tick box allows the user to indicate whether the system should allocate payment on account/credit notes automatically on invoice generation.