Children
Changing Funding Groups
Funding reports will reflect a child's new funding group immediately, not from the apply date. Before changing a child's funding group, download copies of the Funding Summary and Funding Head Count reports for future reference. This is a temporary ...
Setting up annualised billing with stretched funding
If you offer annualised billing where by parents pay a fixed monthly amount that is averaged over a 12 month period, please follow the steps below to setup your funding. Setting up your funding group Stretch funding requires terms that start on the ...
Add custom payment types
To add your own custom payment types, do the following: Click on the 'Settings' button and select 'Data Lists'. Select 'Payment Type' from the drop down menu. Click on the green plus button and type in the name of your new Payment Type. Click 'Save'. ...
Deleting Children
Generally when a child leaves the setting, rather than delete them you would just need to put them onto the left list. You would only need to delete a child in the event that a family has requested that you do so, you have reached a time where you no ...
Exporting a Child's Financial History
You can generate an Account Statement for a child and export this into the programme of your choice. This will show the history of the child's invoices, payments, debts and credits. To generate this statement, head to the Children's tab and select ...
Room Unsuitable
When you schedule sessions for a child, you will need to review the child's room movements. If you notice one of the room movements shows as 'Unsuitable' this means that the child is too old to be placed in any of your rooms. For example: To resolve ...
Marking children as 'Left'
You can bulk move and individually move children to your left list. To bulk move left children, do the following: The system will automatically highlight in red how many registered children have now left ( 'Actual Leaving' date is now in the past). ...
Setting-up Term-Time only Children
If some, or all, of your children only attend during term-time, you will need to set them as 'Term-Time' children before scheduling their sessions. To set a child as 'Term-Time only', do the following: Click on the Children button and select 'Child ...
Credit Notes
If you have generated an invoice and noticed it is incorrect, you will need to raise a credit note before you are able to generate a new invoice. To credit note an invoice, do the following: Click on the Children button and select 'Accounts': ...
Deleting a Room Visit
To delete a child's room visit, do the following: Click on the Children button and select 'Sessions': Select a child from the list. Pick the week in the calendar when the child is having the room visit. Click on the room visit in the sessions ...
Deleting Products from a Child's Account
If you want to delete a product from a child's account prior to it being invoiced, do the following: Click on the Children button and select 'Accounts': Select a child from the list and click on the 'Extras' tab: Click on the 'Delete' button ...
Invoicing Products
There are two ways of invoicing products you have added to a child's account: Invoice immediately Add to the child's next invoice To invoice for a product immediately, do the following: Click on the 'Extras' tab on the child's account page ...
Add a Secondary Bill Payer
If a child has more than one parent or carer who pays their invoices, or someone other than the child's primary carer pays their invoices you will need to add a secondary bill payer to the child's account. To add a secondary bill payer to a child's ...
Adding Products to a Child's Account
Please note: Before you are able to add products to a child's account, you must set-up the different products you offer. Please refer to the Products article for help with this. There are two different types of products that can be added to a child's ...
Reallocate a Payment on a Child's Account
If you have accidentally allocated a payment to the wrong invoice, or you need to allocate it to more than one invoice, do the following: Click on the Children button and select 'Accounts': Select a child from the list and click on the 'Payments' ...
Reverse a Payment on a Child's Account
If you have accidentally added a payment to the wrong child's account or you have incorrectly entered a payment, you can reverse the payment by doing the following: Initial Set-up Before you are able to reverse a payment, you must set-up your reverse ...
Add a Payment to a Child's Account
To add a payment to a child's account, do the following: Click on the 'Children' button and select 'Accounts': Click on the 'Payments' tab: Click on the 'Add Payment' button The New Payment page will be displayed: Select the payment mode from ...
Child Account - Payments Overview
The 'Payments' section of a child's account is where you are able to view and and add payments you have received to reconcile a child's account. To view a child's account, click on the Children button and select 'Accounts': Click on the 'Payments' ...
Add a Discount to a Child's Account
The 'Discounts' section of a child's account is where you are able to view and update any discounts and funding the child is entitled to. To view a child's account, click on the Children button and select 'Accounts': Click on the 'Discounts' tab: ...
Child Account - Charges Overview
The 'Charges' section of a child's account is where you are able to view and update invoicing details, add an opening balance or deposit to the child's account, calculate standing order amounts, or set a flat rate charge. To view a child's account, ...
Child Account Overview
A child's Account page is one of the most important areas of the system as this is where you are able to view their full account history, add charges, deposits, discounts, products and payments. To view a child's account, click on the Children ...
Recording Absences
To mark a child as absent for a session, do the following: Click on the Children button and select 'Sessions': Select a child from the list: Pick a week in the calendar to view the child's scheduled sessions. Click on the session which the child ...
Deleting Sessions
To delete a single session, do the following: Click on the Children button and select 'Sessions': Select a child from the list: Pick a week in the calendar to view the child's scheduled sessions. Click on the session you want to delete: Click on ...
Scheduling Funded Sessions
To schedule a funded session, do the following: Please note: Before you are able to schedule funded sessions you must assign the child to a funding group in Children > Accounts > Discounts > Funding. Click on the Children button and select ...
Deleting a Child's Holiday
To delete a child's holiday, do the following: Click on the Children button and select 'Sessions': Select a child from the list: Click on the 'Delete' dropdown and select 'Holiday'. This will display the Delete Holiday page: Select the ...
Scheduling a Child's Holiday
To schedule a child's holiday, do the following: Click on the Children button and select 'Sessions': Select a child from the list: Click on the Schedule dropdown and select 'Holiday'. This will display the Schedule Holiday page: To add a single ...
Scheduling a Room Visit
To schedule a room visit for a child, do the following: Click on the Children button and select 'Sessions': Select a child from the list: Click on the Schedule dropdown and select 'Room Visit'. This will display the Schedule Room Visit page: ...
Scheduling an Extra Session
To schedule an extra session, do the following: Click on the Children button and select 'Sessions': Select a child from the list. Click on the Schedule dropdown and select 'Extra Sessions' This will display the Schedule Extra Sessions page: Pick ...
Editing a Child's Booking Pattern
To edit a child's booking pattern, do the following: Click on the Children button and select 'Sessions': Select a child from the list. Click on the 'Edit' dropdown and select 'Regular Booking Pattern'. This will display the Schedule Sessions ...
Scheduling a Rotational Booking Pattern
Sometimes a child's booking pattern needs to be changed regularly to accommodate their parent's/carer's shift patterns. Abacus allows you to book up to 4 different weekly patterns and rotate these weeks between any two chosen dates; this is referred ...
Scheduling a Regular Booking Pattern
To schedule a regular booking pattern, do the following: Click on the Children button and select 'Sessions': Select a child from the list. Click on the 'Schedule' dropdown and select 'Regular Booking Pattern'. This will display the Schedule ...
Editing Room Movements
To edit a child's room movements, do the following: Click on the Children button and select 'Room Movements': Select the child whose room movements you wish to edit. For example: You will be able to see the start date and end date for each room ...
Observations
The Observations section in Abacus allows you to record anything you have noticed about a child, such as if they have arrived with an existing injury, if you have noticed any changes in their behaviour, or if their relationship with a parent or carer ...
Accidents & Incidents
To record and Accident or Incident, complete the following steps; 1. Click on the Children button and select "Child Summary". 2. In the top, right-hand corner click on the green Medical box to open the Accidents and Incidents form. Alternatively, ...
Editing Child Details
You can view and make changes to a child's details on the Child Summary page: To edit a child's details, click on the edit button. The fields on the Child Summary page will be enabled to allow you to make your changes. In the Child Summary section ...