Handling deposits can sometimes feel tricky, but with Parent™, it's simpler than ever. In this guide, we'll walk you through everything you need to know about managing and tracking deposit billing transactions, so you can focus on what matters most—caring for the little ones. Let's dive in
📌 Availability Note: Deposit Reporting
The Deposit Reporting feature is accessible on both the app and the portal, allowing users to view, track, and manage deposit transactions seamlessly across devices.
📌 Key Considerations:
✅ The feature operates similarly on both the portal and the app.
✅ Any differences between the two platforms will be clearly indicated within the interface.
✅ The portal serves as the primary reference for detailed reporting, transaction history, and management in this guide.
📖 Table of Contents:
Learn where to find and navigate the deposit section for reviewing and managing deposit transactions.
Steps to Access on the Portal – Learn how to access the Deposit List and details via the portal.
Steps to Access on the App – Find out how to view deposit records on the app.
Understand the layout and structure of deposit records across platforms.
On the Portal: Deposit List Overview – View payer-based deposits, associated children, and transaction details.
How to View Deposit Information on the App – Learn how to expand deposit records and check deposit amounts and statuses on the mobile app.
Apply filters to quickly find specific deposit transactions based on payer, child, amount, or status.
Learn how to generate and export deposit reports for record-keeping, reconciliation, and financial tracking.
How to Access the Deposit Section in Parent™
🖥️ Steps to Access on the Portal
Log in to Parent™:
Open the Parent™ app or portal and log in using your credentials.Access the Finance Menu:
On the left-hand menu, locate and click on Finance.
Open Billing Transactions:
Under the Finance section, select Billing Transactions.
Navigate to the Deposit Tab:
Once in Billing Transactions, switch to the Deposit Tab at the top of the page.
Here, you can view and manage all deposit-related transactions.
📱 Steps to Access on the App
1️⃣ Launch the App or Log in to the Portal: Open the Parent™ app on your mobile device or access the portal from a browser.
2️⃣ Navigate to the Options Menu: In the footer menu, tap on the first tab to the right labeled "Options".
3️⃣ Access Billing Transactions: Click on "Billing Transactions" to view transaction records.
4️⃣ Go to the Deposits Tab: Navigate to the deposit tab within Billing Transactions where you can manage all deposit-related billing records.
Overview of the Deposit List
📌 On the Portal: Deposit List Overview
The Deposit List on the portal offers a detailed view of all deposit-related transactions, helping administrators efficiently track, review, and manage deposits.
Columns in the Deposit List
Total Deposit Accumulation:
Displays the total deposit amount for the selected records.
Useful for quick financial summaries.
Date of the Deposit:
Shows the exact date when the deposit was made.
Helps track deposit timelines and payment schedules.
Payer:
Identifies the individual responsible for the deposit.
Useful for confirming the source of payments.
Child:
Indicates the child associated with the deposit.
Helps link payments to specific students.
Status:
Reflects the current status of the deposit (e.g., Pending, Completed, Refunded).
Helps monitor transaction progress.
Related Transaction Reference:
Provides a unique reference number for the related transaction.
Useful for cross-verifying records in audits or reports.
Deposit Amount:
Shows the individual deposit amount for each record.
Offers clarity on the exact contribution from each payer.
Why This Matters
The Deposit List is designed to:
Simplify tracking and reconciling deposits.
Provide a clear audit trail for financial accountability.
Offer detailed insights for better financial management.
📌 How to View Deposit Information on the App
Easily track and manage deposit information directly from the app by following these steps:
1️⃣ Go to the Deposit Tool
Open the Parent™ app and navigate to the Deposit Tool from the menu.
2️⃣ View Deposits by Payer
Deposits are initially displayed per payer, showing a list of individuals who have made deposits.
3️⃣ Expand to See Details
Tap the arrow bar next to the payer’s name to reveal additional details, including:
Associated Child Name – The child linked to the deposit.
Deposit Status – Indicates whether the deposit is active, refunded, or pending.
Deposit Amount – Displays the total amount associated with the child’s deposit.
Note - a brief written record used to provide additional context, clarification, or important details about the deposit transaction
🧮 Filtering the Deposit List
You can filter the Deposit List using these parameters for focused insights:
Payer Name: Narrow down results by the individual responsible for the deposit.
Child Name: Focus on deposits linked to a specific child.
Deposit Date Range: Filter deposits made within a specific timeframe.
Rooms: Target deposits associated with particular groups or classes.
Status: Use the following statuses to refine the list:
Pending Payment: Deposits waiting to be paid.
Paid Externally: Payments made outside the Parent™ (Parent Pay)system.
Paid Online: Payments completed within the Parent™ (Parent Pay) system.
Refunded: Deposits that have been refunded.
Invoiced: An old deposit creation process (no longer active).
Added to Balance: Deposits applied to a balance instead of remaining as a deposit.
📝 Clear Filters
To reset all filters, use the Clear Filter button for a fresh search.
Insightful Use Scenarios
1. Tracking Pending Payments
Scenario: A center administrator wants to follow up on unpaid deposits for new enrollments.
How to Use: Filter by Status = Pending Payment and Room to identify specific cases. Use this list to send reminders to parents or track overdue payments.
2. Audit of Refunds
Scenario: During an internal audit, the finance team needs to review all refunded deposits for a specific time period.
How to Use: Filter by Status = Refunded and Deposit Date Range. Cross-check these records with bank statements or financial reports.
3. Reconciliation of Paid Online vs. Paid Externally
Scenario: The center is transitioning to online payments and wants to identify deposits made via the old external process.
How to Use: Filter by Status = Paid Externally and compare with Paid Online records to track the shift in payment methods.
4. Tracking Deposits for a Specific Room
Scenario: A teacher or administrator wants to ensure all deposits for the "Toddlers" room are accounted for.
How to Use: Filter by Room = Toddlers and cross-check the Status to identify pending or completed payments.
5. Reviewing Deposits for a Specific Child
Scenario: A parent disputes a deposit payment and requests details of all payments made for their child.
How to Use: Filter by Child Name and export the results for reference during the discussion.
6. Handling Invoiced Deposits
Scenario: While the invoiced system is no longer functioning, some old records may need reconciliation.
How to Use: Filter by Status = Invoiced to locate and close these records for archival purposes.
7. Managing Deposits Added to Balance
Scenario: The center applies deposits to account balances for tuition payments, and the administrator wants a summary of these transactions.
How to Use: Filter by Status = Added to Balance and analyze trends or generate reports.
💡 Pro Tip
Combine filters (e.g., Room + Status + Date Range) for highly specific searches.
Use the Clear Filter button to reset filters after each query to avoid confusion.
How to Download and Read the Deposit Report
Locate the Orange Download Icon
Go to the Deposit Section within the Billing Transactions page.
Click the orange download icon 📥 to export the deposit report.
Available Information in the Report
The downloaded report includes the following details:Date: The exact date of the deposit transaction.
Payer: The individual responsible for the deposit.
Child: The child linked to the deposit.
Birthday: The child's date of birth.
Room: The class or group associated with the child.
Status: The current status of the deposit (e.g., pending, paid, refunded).
Note: Additional details or comments about the transaction.
Related Transaction Reference: A unique identifier linking the deposit to other financial records.
Amount: The amount of the deposit.
Insightful Use Scenarios
1. Monitoring Deposit Trends
Scenario: The finance team wants to analyze deposit patterns over time to forecast cash flow.
How to Use: Use the Date and Amount fields to identify peak periods of deposit activity or track monthly trends.
2. Tracking Payment Completion
Scenario: Administrators need to follow up on deposits that remain unpaid.
How to Use: Filter the report by Status = Pending to generate a list of outstanding deposits and take appropriate action.
3. Parent Communication
Scenario: A parent inquires about deposits linked to their child’s account.
How to Use: Use the Payer, Child, and Related Transaction Reference fields to locate the specific deposit and provide accurate information.
4. Room-Based Financial Planning
Scenario: A daycare owner is analyzing deposits made for specific rooms to budget for resources like supplies and staffing.
How to Use: Filter the report by Room and sum the Amount for each group to allocate budgets.
5. Audit and Compliance
Scenario: During an external audit, the center needs to verify deposit transactions for compliance.
How to Use: Use the Date, Related Transaction Reference, and Amount fields to match deposits with bank statements and ensure accuracy.
6. Tracking Refunds
Scenario: A parent requests a refund for a deposit.
How to Use: Use the Status = Refunded and Note fields to confirm the refund details and provide documentation.
7. Birthday-Related Insights
Scenario: A center needs to manage fee deposits while planning birthday celebrations, ensuring that only children with paid deposits are included in special celebrations.
How to Use: Use the Birthday field to generate a list of children with upcoming birthdays who have active deposits.
8. Resolving Discrepancies
Scenario: A discrepancy arises between the deposit record and the amount applied to a balance.
How to Use: Use the Related Transaction Reference and Amount fields to verify and resolve the issue.
9. Streamlined Record-Keeping
Scenario: The center needs to archive deposit records for long-term record-keeping.
How to Use: Export and organize the report using the Date, Child, and Payer fields for efficient documentation.
💡 Pro Tips
Regularly download and archive the report to maintain a consistent audit trail.
Use spreadsheet tools to sort, filter, and analyze the data for actionable insights.