In order to assign a scholarship or other automatic financial reduction to a Child Care Contract, you must first create a Discount. That Discount will reflect either the desired percentage or the flat dollar amount to be applied to that contract.
To create a new Discount:
- Point to Child Care.
- Select Discount.
- Select Add Discount.
- Complete the New Child Care Discount form. The name of the discount will be reflected as line item under the Discounts/Adjustments section of the invoice. If the discount will not use a percentage, select Switch to Flat Fee to display the field to enter the dollar amount that will be deducted when the contract is invoiced.
- Select Create.
Once the Discount has been created, any pending contract can have the discount assigned by staff during the contract acceptance process. There is a Discount drop-down to allow staff to select a single discount for the contract or use the Select Multiple button to add multiple discounts. If the Discount applies to Drop-in Days or Non-school Days, select the corresponding check boxes. Review the remainder of the contract and accept using the standard process for your program.
If the contract was already accepted, it can be modified to add the discount using the steps listed below. Note: The discount will only apply to future invoices. If staff needs to fix invoices that do not have the discount reflected, the invoices can be removed, the contract updated then the invoices re-created.
To attach a Discount to an Accepted contract:
- Point to Child Care.
- Select Contracts.
- Search for and select the desired Contract.
- Select Modify Contract.
- Select the desired Discount from the Discounts drop-down menu. Use the Select Multiple button to add more than one discount.
- If the Discount applies to Drop-in Days or Non-school Days, select the corresponding check boxes.
- Select Save.
There are 3 reports that can be run from one of two locations: Child Care > Discounts list view or Child Care > Sites list view. Each report can be run as Excel (default) or CSV.
Child Care Discount Accounts: Detailed information broken out by account from within a select time frame about each discount that was applied to that account.
Child Care Discount Invoices: Detailed information per invoice from within a select time frame about each discount that was applied to each accounts invoices. The Discount Value column reflects the discount dollar value. The Discounted Amount column reflects the total discount given for that invoice date range.
Child Care Discounts Summary: Total amount information from within a select time frame about each discount for the selected Discount (across all accounts and invoices).