Keeping track of billing schedules is crucial for maintaining accurate records and ensuring smooth operations. With Parent™, you can easily access detailed reports on your billing schedules, helping you stay on top of payment statuses, invoice timelines, and more. This guide will walk you through the reporting features of billing schedules and how to use them effectively.
📌 Availability Note: Plans Reporting
The Plans Reporting feature is available on both the app and the portal, providing users with the ability to view, track, and manage billing transactions seamlessly across devices.
📌 Key Considerations:
✅ The feature functions similarly on both the portal and the app.
✅ Any differences between the two platforms will be clearly highlighted within the interface.
✅ The portal will serve as the primary reference for detailed reporting and management.
📖 Table of Contents:
Find out where to locate and navigate the Plans/Schedules section in Billing Transactions.
Steps to Access on the Portal – Learn how to access schedules from the portal for full management capabilities.
Steps to Access on the App – Find out how to view schedules on the app (view-only, no editing available).
Get a breakdown of what billing schedules contain and how they are displayed.
Available Information in the Schedules List – Understand what details are visible in the schedule list and why they matter.
How to View the Information and Details of Each Schedule for a Child on the App – Learn how to navigate the app and access schedule details for a child.
Manage billing plans efficiently by adding, modifying, or removing schedules.
How to Add a New Plan (Portal Only) – Step-by-step guide to creating a new billing schedule.
How to view, Edit or Delete a Schedule (Portal Only) – Modify existing schedules or remove outdated plans.
How to View a Schedule on the App (View Only) – Learn how to check schedule details on the app.
Quickly locate and sort schedules using filters.
How to Filter the Plans List – Apply filters to find specific billing schedules faster.
Available Filter Fields and What They Mean – Understand what each filter option does and how it refines results.
📌 How to Access the Plans/Schedules Section in Billing Transactions
You can access Plans Billing Transactions on both the portal and the app, ensuring flexibility in managing and tracking scheduled billing records.
🖥️ Steps to Access on the Portal
1️⃣ Go to the Menu on the Left: On the portal’s main interface, locate the menu on the far-left side of the screen.
2️⃣ Select Finance: Click on Finance to expand the available options.
3️⃣ Open Billing Transactions: Under the Finance section, select Billing Transactions to proceed.
4️⃣ Navigate to the Plans/Schedule Tab: Inside Billing Transactions, click on the Plans/Schedule Tab at the top to view and manage plan-related billing records..
📱 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 Schedule/Plans Tab: Navigate to the last tab within Billing Transactions called "Schedule/Plans", where you can manage all plan-related billing records.
Overview: Billing Schedule
The Schedules List provides a comprehensive overview of billing schedules for children, helping you efficiently track and manage payment plans. Here's a breakdown of the available information and how each field can be utilized:
📌 Available Information in the Schedules List
The Schedules List in Billing Transactions provides essential details to help track and manage billing schedules accurately. Below is a breakdown of the key information displayed and its significance.
1️⃣ Child Name
Displays the name of the child linked to the billing schedule.
Ensures that schedules and invoices are correctly assigned to the right child and family.
Helps administrators and parents easily locate and verify billing records.
📌 Example Scenario:
A parent requests a breakdown of charges for the past year.
The system allows quick access to Emma's schedule, ensuring fast and accurate retrieval of billing details.
2. Schedule Plan period
What it Shows: The duration of the billing period, such as monthly or term-based plans.
Why it Matters: Clarifies the timeline for invoicing and simplifies tracking of ongoing plans.
Example:
The administrator reviews schedules to confirm that all children in the "Preschool Term Plan" are invoiced for January to June.
3️⃣ Status
The Status column indicates the current stage of a child's billing schedule(s), allowing for easy tracking of active, upcoming, and past plans.
Status Types:
Current: Actively invoicing within the current month.
Scheduled: Future plan set to start after the current month.
Expired: Past plan that can still generate retrospective invoices.
No Plan: No active or scheduled billing plan.
📌 Example Scenario:
An admin notices that a child with an Expired schedule wasn’t invoiced for December.
Using the system, they generate a retrospective invoice to recover the missed payment.
4. Calculation Method
What it Shows: How charges are determined:
Monthly: A fixed rate billed consistently.
Actual: Based on attendance or specific usage.
Why it Matters: Ensures transparency and accuracy in billing.
Example:
The admin uses the Actual calculation method to invoice for a child’s extra hours in aftercare.
5. Pricing Group
What it Shows: Categories such as age groups, classrooms, or custom pricing tiers.
Why it Matters: Simplifies price management across diverse billing requirements.
Example:
A pricing group like "Toddlers Room" helps the center calculate and review fees for all children in that age group.
6. Payer
What it Shows: The person responsible for making payments.
Why it Matters: Maintains accountability and simplifies communication about payment issues.
Example:
The admin identifies Sarah’s mother as the payer when addressing a query about overdue invoices.
7. Price
What it Shows: The financial breakdown, including:
📌 One-Time Invoices
One-Time Invoices refer to charges applied to program packages that are scheduled for a specific, defined time period and billed only once rather than recurring monthly.
📌 How It Works:
Used for short-term programs, seasonal enrollments, or limited-duration packages.
The charge is applied once at the start of the program and does not repeat in future billing cycles.
Ensures that families pay a fixed amount upfront or at a scheduled billing date for the entire duration of the program.
📌 Example:
A 3-week summer camp package that runs from June 1 to June 21 would be billed as a One-Time Invoice rather than a recurring monthly fee.
Next Plan Invoice: refer to recurring next upcoming billing amount as per the schedule.
How This Information Helps
The Schedules List is a powerful tool for monitoring and managing billing schedules. Use it to:
Track active and upcoming plans.
Ensure timely invoicing and avoid gaps.
Handle ad hoc charges or retrospective invoices effortlessly.
📌 How to View the Information and Details of Each Schedule for a Child on the App
Unlike the portal, where schedule details are immediately visible, the app displays only basic schedule information, including:
Child’s name
Schedule period
Schedule status
To view additional details:
1️⃣ Locate the Child's Schedule in the Plans/Schedules section under Billing Transactions.
2️⃣ Tap the Arrow Bar next to the schedule date to expand the details.
3️⃣ View the Following Information:
Invoice Status – A green check mark indicates the schedule is invoiced, otherwise, it remains unchecked.
Calculation Method – Shows how the plan's pricing is determined.
Pricing Group – Displays the assigned pricing category.
Expected Prices:
One-Time Invoices – Lists expected charges for one-time billing.
Recurring Monthly Invoices – Shows the expected cost for next ongoing monthly billing.
📌 Note: Unlike the portal, the app does not display payer details, limiting reporting on who is responsible for payments.
📌 How to Add, Edit, or Delete a Schedule/Plan from the Schedules List
Managing billing schedules in the Schedules List allows administrators to add, edit, or remove plans for children as needed. Follow the steps below to ensure accurate scheduling and invoicing.
📌 How to Add a New Plan (Portal Only)
For children without a schedule, Parent™ provides a quick and seamless way to add a plan directly from the Schedules List.
1️⃣ Locate Children Without a Schedule
In the Schedules List, look for children marked as "No Plan" under the Status column.
2️⃣ Click "Add Plan"
Next to the child’s name, click the "Add Plan" button.
This will open the Plan Page directly.
3️⃣ Set Up the Plan
Configure the necessary schedule details to ensure accurate billing and tracking. Key details include:
Start and End Dates – Define the plan’s active period to determine when billing begins and ends.
Calculation Method & Pricing Group – Choose how fees are calculated and assign the correct pricing category.
Weekly Products (Sessions & Items) – Select the sessions and items included in the child’s schedule.
Details & Applicable Discounts – Apply any eligible discounts to the plan for accurate pricing.
Subsidy Settings – Configure any applicable subsidies to offset costs based on funding rules.
📌 For further details on how to schedule a plan, refer to the guide linked at the end of this article.
4️⃣ Save the Plan
Once all details are entered, click "Save" to finalize the schedule.
The new plan will now appear in the Schedules List under the child’s name..
Why This Feature is Useful
Efficiency: Quickly address gaps in schedules without navigating away from the list.
Clarity: Directly associate the new plan with the child, reducing errors.
Flexibility: Easily customize plans to fit individual needs.
📌 How to Edit or Delete a Schedule (Portal Only)
Editing schedules can only be done on the portal. Follow these steps to make changes:
1️⃣ Open the Schedules Reporting Tab
Navigate to Billing Transactions on the portal.
Click on the Schedules tab.
2️⃣ Locate the Child
Search for the child whose schedule you want to edit.
3️⃣ Find the Schedule to Edit
Locate the specific schedule you need to modify.
4️⃣ Click on the Schedule Period Date
Clicking the schedule period date will open a window where you can adjust the current setup or delete the plan if it has not been invoiced .
Make the necessary changes and save the updates.
📌 Important Note:
Schedule edits cannot be made on the app—all modifications must be done via the portal.
Invoiced plans cannot be edited unless the corresponding invoice is removed first.
📌 How to View a Schedule on the App (View Only)
While schedules cannot be edited on the app, you can still view them by following these steps:
1️⃣ Tap on the Schedule Date
Clicking the schedule date opens a screen displaying all schedule details.
2️⃣ Review the Setup
View the schedule plans and products linked to the child.
Scroll down to see Plan details and billing summary.
3️⃣ Invoice Summary
Displays a breakdown of charges, including:
Recurring Charges & Packages – Lists ongoing weekly or monthly recurring fees.
One-Time Package Programs – Shows charges for programs scheduled for a defined time period and billed only once.
Weekly or monthly Recurring Plan cost – Highlights charges for ongoing weekly sessions or services.
📌 For further details on reading and understanding schedule information, refer to the Schedule Creation Guide below.
📌 To make any changes, you must access the portal. The app is for viewing only. ✅
Filtering the Plans List
The Plans List in Parent™ allows you to refine and search schedules quickly using a search bar and various filter options. This makes it easier to manage and track billing schedules across different criteria.
How to Filter the Plans List
Search Bar
Use the search bar to look up a specific child by name.
This is ideal for finding individual schedules quickly.
Filter Funnel Icon
Click the filter funnel icon to access additional filtering options.
Available Filter Fields
Child Status:
Options:
Withdrawn: Child is no longer enrolled.
Upcoming: Enrollment or schedule starts in the future.
Current: Actively enrolled.
Scenario Example:
An administrator needs to review all withdrawn children to ensure their schedules are marked as expired or appropriately adjusted.
Room:
Options: Filter by specific classrooms or age groups (e.g., Toddlers, Preschoolers).
Scenario Example:
A teacher in the Preschool room wants to ensure all children have active schedules for the upcoming term.
Calculation Method:
Options:
Monthly: A flat rate billed consistently each month.
Actual: Based on attendance or usage.
Scenario Example:
The finance team reviews all Actual calculation plans to ensure invoices reflect accurate attendance records.
Plan Status:
Options:
Current: Active and being used for invoicing.
Scheduled: A future plan set to begin later.
Expired: A past plan no longer in use.
No Plan: No billing schedule assigned.
Scenario Example:
The administrator filters for children with No Plan to ensure schedules are created for the upcoming school year.
Pricing Group:
Options: Categorize plans by pricing tiers (e.g., age-based or custom tiers).
Scenario Example:
The owner wants to check if all children in the Sibling Discount pricing group have been assigned the correct rates.
How These Filters Can Be Used
1. Audit and Review Schedules
Identify children with No Plan to ensure there are no gaps in billing coverage.
Review Expired schedules to verify if invoices were issued before the expiration.
2. Financial Planning
Filter by Calculation Method to analyze revenue patterns (e.g., flat rates vs. attendance-based charges).
Use Pricing Group to ensure all children are correctly billed under their assigned tiers.
3. Room-Specific Insights
Filter by Room to track schedules for specific classrooms and ensure consistency in billing across groups.
4. Preparing for New Enrollments
Use Child Status = Upcoming to ensure billing schedules are ready for children starting in the next term or month.
5. Address Withdrawn Cases
Filter Child Status = Withdrawn to double-check if refunds or schedule adjustments are needed.
💡 Pro Tip
Combine multiple filters (e.g., Room + Plan Status = Current) for targeted searches. This saves time and ensures no details are overlooked.
📌 Want to Master Billing Plans? Here’s How! 🚀
Take full control of scheduling and managing billing plans with our comprehensive guide! Whether you're setting up new plans, adjusting pricing, or ensuring accurate invoicing, this guide walks you through every step with ease.
What You’ll Learn:
✔️ Step-by-step setup of schedules with start and end dates.
✔️ Applying pricing methods, discounts, and subsidies for flexible billing.
✔️ Managing weekly products like sessions & items to fit different plans.
✔️ Reviewing and finalizing invoices to ensure smooth, accurate billing.