When parents register online, contracts are automatically set to a Pending status to be reviewed and approved by staff. When staff approve the pending contract, the system displays an option (defaulted to Yes) to charge any registration fees, miscellaneous fees and/or prepayments (deposits) using the payment method that was saved during the enrollment process.
If your team has designated that the registration fee and/or prepayments should be deferred, the payments are collected immediately. The deferred date reflects when that amount will be picked up and posted on an invoice.
During the contract approval process, if there are any issues collecting the payment, a red banner message will be displayed with details about the source of the issue. Staff are presented with the option to Cancel approving the contract or to Continue Approval Without Payment. If the option to Cancel is selected, the contract stays in a Pending status. If the Continue Approval Without Payment is selected, the contract will change to an Approved status. In addition, any registration or other fees will be displayed on the account activity. If those fees are not collected manually, the system will include them on the next invoice.
If the contract was created on the Administrative side and was not manually set to Pending (to be approved at a later date), when Create is selected, the contract automatically reflects an Accepted status. Any registration fees, miscellaneous fees and/or prepayments must then be processed as a separate step from creating the contract. The steps are only used for collecting payments manually.
Use the steps below to manually charge any fees or deposits and collect the necessary payments.
- Point to Child Care.
- Select Accounts.
- Search for and select the account.
- Select Show Account.
- Select Registration from the options on the right side.
- Complete the Registration form.
- Verify the fee and/or prepayments (deposit) amounts are correct.
- Select Process Registration.