Tax season can be stressful, but generating tax receipts for families doesn’t have to be! With Parent, you can quickly create accurate and detailed tax receipts directly from billing transactions, saving time and avoiding headaches. Whether you’re preparing for audits or assisting families with their claims, we’ve got you covered. Let’s simplify tax reporting together! 📋✨
📌 Availability
Generating Tax Receipts is only available on the portal. Staff and administrators must log in to the portal to access, generate, and download tax receipts based on their assigned permissions.
📑 Table of Contents
Navigate to the billing reports section on the portal.
Learn how to refine tax receipt reports using filters for rooms, child status, and date ranges to generate accurate records
Learn how to retrieve tax reports for individual payers after generation.
How To View the Tax Report List – Find and manage the generated tax report list.
Which Payers Will Receive a Report – Criteria for determining which payers receive tax reports.
Key Information in the Tax Report List – Understand the details included in tax reports.
How to Access Tax Reports on Related Children’s Profiles – Locate tax reports linked to children’s profiles.
Latest Generated Tax Receipt Report Section on Child Profile – Where to find the most recently generated tax receipt in a child's profile.
Export multiple tax reports at once for efficiency.
📥 How to Access the Reports Section in Billing Transactions (Portal)
To access the reports section on the Parent Portal, follow these detailed steps:
🔍 Steps to Access the Reports Section
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
In the menu, click on Finance to expand the available options.
3️⃣ Open Billing Transactions
Under the Finance section, select Billing Transactions.
4️⃣ Navigate to the last "Report" Tab
Once inside Billing Transactions, click on the "Report" Tab at the top of the page.
📥 How to Generate a Tax Report
Generating tax reports in Parent is a straightforward process that ensures accuracy and compliance. Follow these steps to generate tax reports efficiently.
📝 Steps to Generate a Tax Report
1️⃣ Select Children
Use the checkbox next to each child's name to select specific children for the report.
2️⃣ To Select All Children
Click the general checkbox beside "Child Name" at the top-left of the list.
If the list isn’t fully extended, you may see a message:
"Children on this page are selected. Select all children."Click this message to select all children in the records.
📥 Click the Generate Button
Once you have selected the children for the tax report:
1️⃣ Locate the "Generate" Button
At the top of the list, find the purple "Generate" button.
2️⃣ Click "Generate"
This action will initiate the tax report creation process.
📅 Choose a Date Range & Customize Tax Report Settings
After clicking "Generate", follow these steps to refine your tax report:
📌 Choose a Date Range
📍 A date range selector will appear.
1️⃣ Select the Date Range
Choose the timeframe that corresponds to the invoices you want the tax report to cover.
💡 Tip: The date range includes all transactions issued within the selected timeframe. ✅
⚙️ Customize Tax Report Settings (Optional)
2️⃣ Adjust Report Settings (If Needed)
Customize the format and details of the tax report.
📌 Pre-Saved Preferences:
✔️ If you’ve pre-customized your settings in Billing Settings, your preferences will be applied automatically.
✔️ This ensures consistency and reduces manual setup.
📌 For more details on customizing settings, refer to:
🔗Customizing Your Tax Receipt Reports
📌 Review Sharing Options
✅ Decide Whether to Share the Tax Report with Parents
Why Share?
Parents may require tax receipts for filing claims, tax deductions, or reimbursement purposes.
If Not Sharing:
The tax report will be retained internally for center records, audits, or future reference.
You can manually share the report later if needed.
📥 Generate and Send the Tax Report
1️⃣ Finalize Selections & Settings
Ensure the correct date range, report format, and sharing preferences are set.
2️⃣ Click the "Generate" Button
The system will compile the reports based on the selected criteria.
3️⃣ If Sharing is Enabled:
The system will automatically send tax receipts to the selected payers.
Parents will receive an email notification with their tax receipt attached.
💡 Pro Tips for Generating Tax Reports
✔️ Ensure All Records Are Selected
Before generating a center-wide report, confirm that all relevant children’s records are included.
If using filters, double-check that no entries are unintentionally excluded.
✔️ Double-Check Dates
The selected date range determines which invoices are included in the report.
Ensure the range accurately covers the invoice issuance dates to prevent missing transactions or discrepancies.
✔️ Leverage Pre-Customization
Save time by pre-configuring tax receipt settings in Billing Settings.
This ensures consistency across reports and eliminates the need for manual adjustments every time.
How to Use Filters for Tax Receipts
Applying filters when generating tax receipts allows you to refine results and retrieve the necessary records quickly and accurately.
📖 How to Access Filters
1️⃣ Go to Billing Transactions – Navigate to the Billing section in your portal.
2️⃣ Go to Reports – Select the Reports tab to access tax receipt records.
3️⃣ Click the Purple Funnel Icon – Located in the far right corner, this opens the filter settings.
📖 Available Filters
✔️ Rooms – Select specific rooms or locations to filter tax receipts by where children are assigned.
✔️ Child Status – Choose between:
Current & Upcoming & Withdrawn – Includes active, soon-to-be-active, and withdrawn children.
Last Generated Date – Filter by the most recent tax receipt generation date.
✔️ Date Range Selection:
From: DD/MM/YYYY – Set a starting date for filtering tax receipts.
To: DD/MM/YYYY – Set an end date to define the reporting period.
📌 Pro Tip:
Use the filters to generate a specific list of payers and children when issuing a new tax receipt report.
📌 Example Use Cases:
✔️ Issue tax receipts for only current children – Filter by Child Status → Current & Upcoming.
✔️ Generate receipts for children in a specific room – Select the desired room from the filter options.
Using precise filters ensures that tax receipts are generated accurately, making financial reporting smoother, more organized, and easier for tax documentation! ✅📊
📥 Post-Generation: Accessing Tax Reports for Each Payer
Once the tax report is generated, it is saved in multiple locations within Parent for easy access and management. Below is a guide to locating, reviewing, and understanding tax reports for each payer.
📌 How to View the Tax Report List
1️⃣ Navigate to the Tax Report Section
Log in to the Parent Portal.
Go to Billing & Invoicing > Tax Reports.
2️⃣ Find the Payer’s Tax Report
Each payer with transactions during the defined report period will have their tax report listed in this section.
Use the search or filter options to locate specific reports based on payer name, date, or report status.
📌 Which Payers Will Receive a Report?
The system automatically determines which payers will have a tax report based on their transaction history within the selected date range.
🚫 Payers Without Transactions
If a payer has no transactions within the specified date range, they will not have a tax report listed.
This ensures that only relevant reports are generated, preventing unnecessary or empty reports.
✅ Payers With Transactions
Payers who have made transactions during the selected period will have a tax report generated.
The report will summarize all transactions, including payments, refunds, and applicable taxes.
📌 Key Information in the Tax Report List
The Tax Report Section provides essential details to help administrators track and manage tax reports efficiently. The following columns are available in the Tax Report List:
📅 Last Generated Date
Displays the most recent date a tax report was generated for the payer.
Example: If the last report was created on January 20, 2025, this date will be displayed.
Why It Matters?
✔️ Helps track when the last tax report was issued.
✔️ Ensures the report is up-to-date for the payer.
📆 Report Period
Indicates the date range covered by the tax report.
Example: January 1, 2024 – December 31, 2024.
Why It Matters?
✔️ Provides clarity on which transactions are included.
✔️ Helps payers verify the correct tax filing period.
📂 Report Column with "Open" Option
Displays a button labeled "Open" next to each payer’s tax report.
Clicking "Open" allows staff to view and download the generated tax report.
Why It Matters?
✔️ Allows quick access to individual reports for verification.
✔️ Enables efficient retrieval of documents for payers.
📂 Reviewing Tax Reports: Clicking "Open"
Clicking the "Open" button next to a payer’s tax report allows staff to review detailed financial information before downloading or sharing it.
💡 Pro Tips for Efficient Use of Tax Reports
✔️ Review Quickly
Use the Last Generated Date column to identify the most recent reports for quick validation.
Ensures you’re accessing the latest tax report without unnecessary duplication.
✔️ Audit for Missing Reports
Cross-check the Report Period column to confirm all payers with transactions in the defined time range have reports.
If a payer’s report is missing, check their transaction history to verify eligibility.
✔️ Use the "Open" Option
Quickly review reports directly from the list before downloading or sharing.
Ensures accuracy before sending tax reports to payers for filing purposes.
📥 How to Access Tax Reports on Related Children’s Profiles
📍 Location:
1️⃣ Navigate to the Child’s Profile under the Invoicing Section.
2️⃣ Go to the Reports Section within the profile.
3️⃣ Locate the Tax Report under the available reports.
📌 Purpose:
✅ Allows administrators and staff to review and retrieve tax reports for specific children anytime.
✅ Quickly access tax documents when parents request information.
✅ Ensure smooth financial record-keeping by storing tax reports in an organized section.
📂 How to View the Report:
1️⃣ Find the relevant tax report in the Reports Section.
2️⃣ Click "Open" next to the report to review its details.
📌 Example Use Case:
📌 A parent inquires about their tax report. By accessing their child’s profile, staff can quickly locate and share the report, ensuring efficient support and response.
📌 Parent Access:
Parents also have access to the same report section in the portal, where they can view and download all issued tax reports sent to them as the payer. This allows them to manage and retrieve their tax documents independently
📌 Latest Generated Tax Receipt Report Section on Child Profile
📍 Location:
1️⃣ Navigate to the Child’s Profile under the Invoicing Section.
2️⃣ The Latest Generated Tax Reports are stored in the Tax Receipt Report Section, located on the far right of the profile.
3️⃣ From this section, you can download previously generated reports.
🛠 Additional Functionality:
✅ View & Download Past Reports – Access all previously generated tax receipts for the selected child.
✅ Generate a New Tax Report – Create a new tax receipt specifically for the selected child as needed.
📌 Purpose
This centralized location ensures that staff can efficiently find, manage, and retrieve tax reports, whether they are handling a single payer's tax receipt or managing tax reports for the entire center.
💡 Benefit: It simplifies access to previously generated reports while allowing staff to generate new tax receipts when needed, ensuring smooth financial documentation and compliance.
💡 Pro Tips for Managing Tax Reports
✔️ Quick Access
Use the Child’s Profile to quickly retrieve individual tax reports linked to specific children.
Ideal for responding efficiently to parent inquiries without searching through full report lists.
✔️ Centralized Oversight
Manage all generated tax reports in the Tax Receipt Report Section.
This section allows you to view, download, and organize reports in one place for easy administration.
✔️ Generate Individual Reports
For specific requests or adjustments, create a tax report directly from the Child’s Profile or by selecting a specific group of children in the Tax Report Section under Billing Transactions.
This feature allows generating reports for particular cases without affecting the entire batch.
💡 Pro Tip:
Use batch generation for efficiency, but rely on individual report creation when handling special requests or corrections.
How to Download Tax Reports in Bulk
Follow these simple steps to download tax reports for specific children or all children in bulk:
📥 Steps to Download Tax Reports
1️⃣ Head to the Tax Report Section:
Navigate to the Billing Transactions page in the portal.
Select the Tax Receipt Report Section from the available options.
2️⃣ Select a Group or All Children:
Use the checkboxes next to the names of individual children to select specific reports.
To select all children, follow these steps:
✅ Click the general checkbox at the top of the list.
✅ If the list isn’t fully extended, a prompt will appear:
📌 "Children on this page are selected. Select all [number] children."
✅ Click the prompt to ensure all records are included in the report download.
💡 Pro Tip: Make sure you have the correct selection before exporting to avoid missing any required tax receipts.
📥 Download the Reports
3️⃣ Download the Reports:
Once you have selected the children’s tax reports, click the orange "Download" button at the top of the list.
4️⃣ Access the Downloaded File:
The tax reports will be downloaded as a ZIP folder, containing individual tax report PDF files for each selected child.
Extract the ZIP folder to view and access each child’s tax report separately.
💡 Pro Tip: Ensure you have the correct file extraction tool to open the ZIP folder and quickly access all reports.