When you have a canceled scheduled day (weather, emergency, etc), or otherwise need to pro-rate contracted dates, Eleyo makes it easy to apply a credit to multiple contracts at once. Or, if you need to add a fee to multiple accounts for an activity, field trip, etc, staff can create a Mass Adjustment to assess that as well.
There are several important items to consider before creating a Mass Adjustment:
- Adjustments, including ones created using the Mass Adjustment, are picked up by the next invoice. It is recommended to only add Mass Adjustments right before you are going to generate the invoice you want them reflected on.
- Are you creating a credit for one particular date, a date range or a flat amount?
- If creating a credit that is a flat amount, is it the same amount for all contracts? Or, do discounts and/or specific rates affect the amount of credit a particular account will receive?
- Should contracts receiving subsidies (County, DES, DHS, etc) be included and receive the same adjustment especially a credit adjustment?
- If there are any questions about this process or you want to test it before you create the actual mass adjustments, please contact Support before initiating the steps below.
To create a Mass Adjustment, select Child Care > Contracts within the Admin Dashboard.
- Select View All or close the search box to see your full list of contracts.
You can use the Advance Search tools to filter the list to find your desired contracts. - If you are creating a Mass Adjustment for a date range or using a Flat Amount adjustment, select the checkboxes for the desired contracts.
To select all displayed contracts, select the checkbox in the header. - Click Add Adjustment in the menu panel on the right.
The Mass Add Child Care Adjustment screen displays.
- Select a previously Saved Adjustment from the drop-down or complete the required fields.
- The Name provided reflects what the line item will read on the next invoice.
- Using the Percentage option will pro-rate weekly and monthly rates and apply credit adjustments based on the date range entered. If pro-rating for contracts using Monthly rates, be sure to enter a date range that reflects the entire month. For example, if you're pro-rating 50% of August so parents are only charged for 2 weeks, you will still enter the start date as 8/1 and the end date as 8/31.
- The Flat Amount option allows you to enter a credit or fee for a specified amount.
- Unchecking the box for Use Same Budget Code As Child Care Site will allow you to enter a custom budget code for this adjustment. For example, if assessing a t-shirt fee, you could have that reflect a specific budget code.
- Choose to include child care Drop-In Days or Non-School Days if the pro-rating credit applies for contracts scheduled as Drop In or for Non-School Days.
- Once complete, click Add Adjustment.
It can take a few minutes to create the adjustments. When complete, the message "The system is done creating the adjustments" is displayed.
The added adjustments will show as Not Posted on each account and will be picked up by the next invoice. They can also be viewed by selecting Child Care > Adjustments. Note: If any need to be removed from that list, they can only be selected and deleted one at a time.