How-To Video
Introduction
Generating Invoices is a vital part of managing your finances within Nursery Story. Our simple-to-use Invoicing feature allows users to generate full monthly invoicing plans for your entire Early Years setting, just as easily as it will enable you to generate a single invoice for just one child. Run your invoicing in the way that best suits you and your setting.
Let's go ahead and get started generating your first invoice.
What is required before we can generate Invoices?
Before you get started, you will have needed to run through our introduction to invoicing.
In order to generate an invoice for a child, they must previously have the following setup for each individual child:
Date of Birth - Sessions are charged based on the age of a child and so this is a necessity to run invoicing
Assign Room - Assign a Main Room from a child's profile page to a child in order to remove them from the Waiting List
Children Bookings - Bookings are what will generate fees for a child and must be added prior to generating an invoice. Children with £0 fees will be unable to generate an invoice
With all of the above completed, you are now ready to start generating invoices.
Generating an invoice
Firstly, navigate to Bookings > Invoicing
Step 1 - Identify a Child that has available bookings. You will identify them with account status 'Booked'
Step 2 - Select the child to display bookings data
Step 3 - Select the Attendance or Extras based on what you wish to invoice for. You can use the Select All functions to select both Attendance & Extras for one child, or for ALL children, depending on preference.
Step 4 - Select the Action Menu from the top right-hand corner
Step 5 - Select the Generate Invoice option from the action menu
Hints: If Generate Invoice is unavailable, then you will have a child in your selection that has £0 bookings. Identify this child and remove them from your selection
Step 6 - Select your desired preferences from the Generate Invoice pop-up
Invoice Plan Title - You can generate multiple invoices at a time, Select the Name of the group of invoices here
Selected Children - The number of children in your selection that will have invoices generated
Invoice Period - Customise the period you wish to invoice for depending on your company's needs. Linked to your Attendance Calendar
Date Range - This will update depending on the Invoice Period. You can choose from: Date Range, Academic Year, Term Times
Billing Type & Frequency - Select between generating a one-off invoice or generating monthly invoices based on your Invoice Period. Note you can only charge Monthly if your selected date range ranges more than 1 month.
Invoice Create Date - Manually set the create date to match your desired accounting preference
Hints: Invoices will be filtered by their Create Date, so be sure to set the creation date to fall within the desired Academic year. This is important to check at the start and end of each academic year. For more info read Article ADD LINK
Invoice Due Date - Select your desired due date from the pre-selected dropdown.
Generate Invoices - Once happy with your selection, select Generate Invoices
With the Invoice generated, you will now see the Invoice available within the Attendance & Invoicing table.
The values of a child's Attendance & Invoicing table will update according to the generated invoice(s).
1. Attendance - Total Attendance remains a combined total of bookings + Invoiced. Invoiced Bookings are removed from the Booked Attendance values, leaving only those that are yet to be invoiced
2. Extras - Total Extras remains a combined total of bookings + Invoiced. Invoiced Bookings are removed from the Booked Extras values, leaving only those that are yet to be invoiced
3. Outstanding - The value of any outstanding Invoices is set to the value of any generated invoice in status: Draft, Sent, Overdue
4. Next Due Date - The next due date from all live Invoices
5. Account Status- Invoice status contributes to a child's account status. Learn more about these in Managing My Invoices - ADD LINK
What's Next?
This article has introduced you to how to generate an invoice, learn more about how to use Nursery Story's invoicing feature in the following articles:
We hope you found this article informative. We welcome any questions you might have so please feel free to reach out to us via the Intercom OR email us at support@nurserystory.co.uk if you have any further questions