Assistance such as County Assistance can be added to a Child Care Account using the Add Assistance feature. When Assistance has been added to a Child Care Account, it will show on the Invoice for that appropriate Child Care Contract it applies to. NOTE: The organization paying the assistance will first need to be added as an Organization. For directions on adding an Organization, click here and follow steps 1-4.
Use the following steps to add Assistance to a Child Care Account:
- Select Child Care.
- Select Accounts.
- Search for and select the Account to add Assistance.
- Select Show Account.
- Select Add Assistance.
- Complete the Adding Assistance to Account form. Note: If using the bi-weekly option, ensure the Start Date is a Monday. Also, all assistance Repeat types support any tuition rate repeat type.
- Select Add Assistance.
Once the Assistance has been added, if desired, you can tag the Child Care Accounts that have assistance. When you invoice, you can either include those tagged accounts in the mass invoice or exclude them and run a separate mass or manual invoice for those tagged accounts. Select this link for information about adding tags.
Collecting upon Pending Assistance Payments
Payments coming from organizations offering assistance can be collected upon for multiple pending payments (recommended) or individually from each pending assistance payment's show page. Follow the below directions for collecting multiple pending assistance payments in one payment.
- Point to Finance.
- Select Payments.
- Select the pending assistance payments to collect upon.
- Select the Collect Payment button from the right side of the screen.
- Confirm the amount and select Process Payment.