In this tutorial we will explain how to configure the billing data, how to create a billing plan and how you can change a student's billing plan.
How to configure the billing data
Step 1: Access Kinderpedia from a WEB browser (we recommend using Google Chrome) and login using your credentials. You can only acces and configure the Billing Module from the WEB Platform.
Step 2: Go to "Billing" > "Configuration". Here you will see 3 tabs: Billing Data, Billing plans and Products / Items.
First, you need to add a billing company. To do that, click on the grey button called "Billing companies" from the top right corner.
A pop-up window will show up, there you need fill the company data and press "Save" when you've filled all the fields.
Step 3: After you configured the billing company in step 2, you need to configure the billing data (from "Billing" > "Configuration"). In this screen fill in all the necessary information, you will configure the following:
- invoice currency
- base language
- invoice due days
- notifications to parents prior to the due date (optional)
- penalties (optional)
You can also enable/disable the option to allow parents to edit their billing details or if you wish to hide the billed time interval on the invoice.
How to create a price plan
Step 1: Go to "Billing" > "Configuration" > "Billing plans" and click on the green button "Add billing plan".
Step 2: Enter a name for the billing plan, set the schedule and the plan period (when the plan starts to apply and when it will expire, keep in mind that no invoices will be generated for the students attached to this price plan after it expires. Click on "Next".
Step 3: In the "Billing settings" row you will set the issue frequency, reference date for the billing period and if you want the invoice to be generated for the next period or the previous period.
Next to "Generating pending invoices" you can set when the pending invoices will be generated.
Finally you can select the payee company if you have more than one configured.
Now click "Next".
Step 4: Now set a price for this billing plan, you can either set a fixed price or a variable price based on the student's presence (Fixed price + price / day of presence) or absence (Fixed price - price / day of absence). After you set a price, click "Next".
Step 5: Here we will choose if we want to connect the Billing Plan with the Events Module or the Activities Module. What does this mean?
In the Events Module, when we add an event we can also set a price for it and invite parents to respond if they and/or their children will be going or not going to the event. If the parent's answer is positive, the price we set for the event will be automatically added on the next billing invoice of that family.
In the Activities Module, when we add a new activity, we can also set a price for it. Every time the teachers will mark a child as present for a paid activity, that price will also be automatically added on the next billing invoice of that family.
In this case, the amount added on the billing invoice will be the price of the paid activity multiplied by the number of presences recorded for that paid activity.
If you want to enable these connections, just check the boxes next to them.
After we connect with either one of the modules, we will be able to choose the issue frequency. This option works the same for both of the connections.
We can either choose "Include in the main invoice", which means the events and/or the activities price will be added on the next biling invoice of the family, or choose a frequency (weekly, biweekly, monthly, etc.).
Choosing a frequency will open the same menu as in step 3, and we will have the possibility to set the issue behavior of only the events, only the activities or both of them.
In other words, if you want the events or the paid activities to appear on a different invoice than the main billing price, set a frequency for them. You can configure them the same as the billing plan, meaning that you can set the same issue reference date for the Main Plan, Events and Activities. If you do that, the billing module will generate at the same date 3 invoices, 1 for the billing plan we set, 1 containing only the events and 1 containing only the paid activities.
After you've configured the connections, hit "Next".
Step 6: This is the last step in setting up a billing plan. Here we can also add some other services(products) for the billing plan, like the price of the meals, transport, or paid optional activities that have a price per month, instead of a price per presence.
To be able to add a service or product on the billing plan, first we have to configure them from the Products/ Items tab. You can hit Finalize for now, go to the Products/Items catalog to define your products and then edit the billing plan to also add the products you configured.
Once you open the Products/Items Tab, you can add a new product form the top-tight "Add Product" button.
For each product you will enter: SKU( a short name to be easier for you to find your products in the list), Product Name (what you want to appear on the invoice as the name and description of the product, Product Category (you can choose a predefined category from the drop-down list), U.M (unity of measurement), Price, Currency and VAT.
After you filled all the fileds, press Add and the product will be added in the list.
Now you can go back to "Configuration -> Billing Plans" and edit the plan you were working on.
Click "Next" until you get to the last section where we can add products.
Now, you will be able to add products to your billing plan from a drop-down list containing the products you've just defined.
After you choose the product from the drop-down, you can edit it one more time before actually adding it to the billing plan. From the "Quantity" section you can also set the product to be calculated "related to the presence days", a really usefull option for the meals or transport, as you can see in the image below.
Last but not least, we can also set a discount from the "Add Discount" red button.
Step 7: After you add all your different billing plans, you can start associating them to the children.
!!! Attention: All the products added in the prior example were added on a general billing plan. That means that all the children associated with the plan will have the discount, the english optional activity and meals on the plan, like in the image above.
It is recommended to make the billing plans as general as we can, because we can also personalise them for every child. So we can add the meals, because is a general service that all children have, but in terms of optional activities and discounts, we will add them for each child when we personalise the plans.
To associate a plan to a child, you have to go to Billing -> Billing Plans.
Then, click the "details" button found in the right side, next to the child you want to associate a new plan to.
This will open a new window where you'll see all the plans you configured on the left side. Choose the desired one.
After you choose a plan, you will have 2 options "Select this plan" and "Customize this plan". If you choose "Select this plan", the plan will be associated with the child. If you choose "Customize this plan", the billing plan options will open again, but all the changes we make from now on, will only apply to the child we are setting the plan for. So now, we can jump straight to the last step in billing plan configuration (Product catalog). Now, we can add all the optional activities and other services for this child only.
This way, you can configure all the monthly paid optional activities, transport and other services for each child independently.
After we click "Customize this plan", it will open that plan configuration, but as you can see in the title of the Plan, it will be customized only for the child we previously selected.
As a quick recap, we have to create all our billing plans, then associate each child to a billing plan and personalize the plan further if you need to.
After all these steps are done, the Billing Module will automatically generate invoices on the date you have set, for each child, according to the associated and personalized plan.
You will find the invoices under the Billing Module in the menu, in the "Parents Invoices" section.
If you need help navigating through the invoices, be sure to check our tutorial on sending, editing and adding payments for invoices.