The Billing & Payments module generates parent invoices automatically, based on each child's billing plan. From it you record payments, follow each family's balance and export the data for accounting.
We recommend following the steps in order. First set up the company, the series, VAT and the product catalogue. Then create the billing plans and assign them to the children. Only at the end issue the invoices and record the payments.
Contents
1. What do I see on the Dashboard?
Billing & Payments › Dashboard
In the left menu, click Billing & Payments › Dashboard. Choose the period at the top and click Filter.
The cards at the top show the situation for the chosen period: Invoiced, Received, Outstanding amounts, Pending, Penalties and Billing amount for next 30 days.
Further down you find the Revenue vs Invoiced chart and the totals by group. The tiles on the right take you straight to the list of paid invoices, the family deposits, the issued invoices and the balance per family.
Tip: on the billing pages, the Tutorials window opens with short interactive tutorials for that page. Close it with Close, or open it again at any time with View tutorial, next to the page title.
2. How do I set up the billing data (currency, due date, penalties, notifications)?
Billing & Payments › Configuration › Billing data
In the left menu, click Configuration. The Billing data tab opens, where you set:
Invoice currency: the currency invoices are issued in. Invoices can also contain products in another currency; they are converted at the BNR rate on the issue date;
Base Language: the language of the invoices;
Invoice due days;
Notify parent before due date: how many days before the due date the parent gets an email;
Tax point date: whether and how the tax point date appears on the invoice.
Penalties
Turn on Enable penalties and fill in:
Penalty calculation method, for example Percentage of the invoiced amount;
Penalties: the percentage per day of delay;
Penalties days: all days or only working days;
Grace period: how many days after the due date no penalties are calculated;
Apply method, for example Penalties for the billed amount.
Display Not Applied Penalties shows the accrued penalties on the PDF of unpaid invoices, as a warning only. With Manual establishment of penalties you can issue a separate invoice for the penalties you want to collect.
Note! Penalties are added to system-generated invoices only after the late invoice has been paid in full. Until then, penalties accrue.
Display on the invoice and balance
Display outstanding amounts on Invoices: the sum of all the child's unpaid invoices appears as a note on the invoice;
Display Totals in both currencies: for plans billed in another currency;
Display a payment note on the PDF invoice: a text shown on the PDF invoice. The placeholders {{KPCHILDCODE}}, {{KPCHILDNAME}} and {{KPINVOICENUMBER}} are replaced automatically with the child's code, the child's name and the invoice number. Don't delete them from the text;
Allow parent to edit billing details and Hide billed time interval on the invoice.
Block for editing Family Balance: nobody can edit credit, debit, balance or security deposit by hand. Only the account owner can change this setting;
Automatic payment from the family deposit: when issued, the invoice is paid automatically from the deposit. If the deposit is not enough, a partial payment is made.
Notifications and reminders
Automatically send invoice notification: when an invoice is issued, the parents get it by email and as a push notification;
Notify managers about expiring plans: managers get an email with the plans expiring in the next 3, 7, 15 and 30 days;
Send overdue payment notifications, plus Overdue reminder after due date (after how many days), Repeat overdue reminder and Stop after X reminders;
Automatically suspend parents access to Kinderpedia if the invoice goes unpaid: blocks the child's account if the invoice is unpaid after the due date and the grace period.
When you are done, click Save.
3. How do I add or edit a company and turn on receipts?
Billing & Payments › Configuration › Billing companies
To issue invoices you need at least one company. The companies set up here are then chosen in the billing plans.
Open the Billing companies tab. To add a company, click Add new company. To edit an existing company, click it in the list on the left.
Fill in the required fields, marked with *: Company name, VAT ID, Bank and SWIFT/BIC/IBAN, Email, Country, County / Region, City and Address. You can add several banks.
In Invoice Title, write what the document is called, for example “Invoice” or “Payment notification”. Credit Note Title is optional; if you leave it empty, “Credit Note” is used. Cost Center appears in the exports for Primavera, SAGA or CSV.
Note! For e-Factura, the company details must be complete and correct, especially the VAT ID and the address. If the company is in Bucharest, write the exact sector in City, in the format SECTOR1…SECTOR6.
Receipts, invoice notes and exchange rate
To issue receipts, turn on Enable receipts module? and fill in Receipt Series and Receipt No. They work like invoices: with the series “C-KP-” and the number “000001”, the first receipt is “C-KP-000001”.
By default, receipts are issued only for cash payments. If you want a receipt for every payment, turn on Issue receipt for all transactions.
Here you also set the default Invoice notes, which can be changed on each invoice, and the company's Exchange Rate. It is used when the billing plan is in a currency other than RON, and it can be changed on each plan or child (see the exchange rate in section 9).
Note! Receipts are generated only for payments added after you turn the option on, not retroactively. If you delete a payment that has a receipt, the receipt is deleted too, and its number can't be recovered. We recommend turning on receipts only if you don't have a cash register and you collect cash.
At the end you can upload a Logo for PDF invoices (max 1920x1080 px). Don't forget to click Save.
4. How do I add a new billing series?
Billing & Payments › Configuration › Billing Series
Open the Billing Series tab and select the company on the left. The table shows the company's series, with the Default series and Active series columns. Click Add.
Fill in Invoice Series (Prefix), for example “DEER2627-” for the new school year, and the Number numbering starts from. Then click Save.
To make a series the default, tick it in the Default series column. On a pending invoice you can change the series from the edit page, at Number.
Tip: if you get the message that the series is already used, choose a prefix different from the existing ones.
Note! If you used the same billing series in another system, define a new series in Kinderpedia or enter the last invoice number issued in the previous system, so invoice numbers don't repeat.
5. How do I set up and update VAT categories?
Billing & Payments › Configuration › VAT Categories
Open the VAT Categories tab and select the company on the left. Click Add and fill in:
Label, for example “Standard VAT”;
VAT Value;
VAT Category, for example “S - standard and reduced rate”, “Z - zero rate” or “E - exempt”;
VAT Exempt Reason, only for 0% categories;
VAT column replacement text, optional. It replaces the VAT value on the PDF only.
Then click Save.
Note! VAT categories are required for e-Factura. We recommend setting them up together with your accountant.
How do I update a VAT rate (for example from 19% to 21%)?
When the legal rate changes, don't create a new category. Edit the existing one, and all the plans and products that use it take the new rate automatically. In VAT Categories, select the company and click the pencil on the rate you want to change.
Click the value in the VAT Value column, choose the new rate from the list and click Save.
Then check the products in Products / Items as well. Click the product's pencil, choose the new rate in including VAT and click Modify. If the product is used in billing plans, the new price and rate apply there too.
Note! If you have invoices not yet sent to SPV, send them before changing the rate. On receipt, ANAF checks that the rate on the invoice matches the configured one.
6. How do I add a product and set up the account chart?
Billing & Payments › Configuration › Products / Items
Products from the catalogue can be added to billing plans or straight to an invoice. Open the Products / Items tab and click Add product.
Fill in SKU (Product short name), Product Category, Product name, U.M., Price with VAT, Currency and including VAT, then click Add.
Tip: the product category matters for reports. In the Sales Report, amounts are grouped by category, for example tuition fee, food or transport.
Products are edited or deleted with the buttons on their row, in the Actions column.
Note! If you delete a product from the catalogue, it also disappears from all the billing plans it was added to.
For exports to SAGA, WinMentor or SmartBill Conta, click Account chart. In the Sales accounts and Income accounts tabs, fill in the accounting account for each product category, then save.
With Product subcategories you add subcategories under each product category. A subcategory is saved on every invoice line made from the product or the billing plan, and you see it in the invoices CSV export and in the Sales Report. Choose the category on the left, type the subcategory and click Add, then Save.
7. How do I turn on online payment of invoices (Stripe or BTePOS)?
Billing & Payments › Configuration › Integrations › Payment Gateway
For parents to pay invoices by card from the app, the company must be connected to Stripe or to BTePOS (Banca Transilvania). Open the Integrations tab, sub-tab Payment Gateway.
Under each company you find the Create new Stripe Account and Add Credentials from BTePOS buttons. Once connected, all invoices issued by that company can be paid online.
Stripe: the fee shown in the app is 1.26% or 6 RON for payments under 500 RON (EU cards), and 3.2% or 16 RON for payments under 500 RON (non-EU cards).
BTePOS: you need a current account at Banca Transilvania and a virtual POS. The bank gives you a username and a password, which you enter here. The fee is negotiated with the bank.
Kinderpedia doesn't charge a fee for card payments.
Who pays the Stripe fee?
The processing fee is not set or kept by Kinderpedia. Kinderpedia negotiated it for schools, and it covers the processing of the payment by Visa, MasterCard, banks and the other intermediaries. The school decides how it applies:
the parent pays the fee, on top of the invoice value;
the school covers the fee and receives the invoice value minus the fee.
The parent sees the fee during payment and can check the total before confirming.
Note! The fee is not refundable: it is kept by Stripe and/or the financial institutions. A parent can't ask for only the fee back. A refund is requested for the whole invoice, from the school (the invoice issuer), and the school can refund only the value it received. The contract billed through Kinderpedia is between the parent and the school only. Kinderpedia provides the billing platform and the connection to the payment processor, but has no contract with the parent for invoices or payments.
How does the parent pay the invoice online?
Once the company is connected to Stripe or BTePOS, parents pay the invoices issued by that company straight from Kinderpedia:
on the web: in the left menu, Invoices, then the green Pay now button next to the invoice;
on mobile: from the menu, Invoices, choose the invoice, then the green pay by card button.
The parent is taken to the processor's payment page. The payment appears automatically on the invoice in Parent Invoices.
8. How do I set up e-Factura and follow the invoices sent to ANAF?
Billing & Payments › Configuration › Integrations › e-Factura
Since 1 January 2025, legal entities in Romania (schools, companies, NGOs) must report all issued invoices to ANAF, whether to individuals or to companies. Kinderpedia sends the invoices automatically to SPV (ANAF's Virtual Private Space). Prepare first:
the digital certificate (electronic signature), bought from an authorised provider;
the registration of the certificate in SPV, following the current procedure on anaf.ro;
complete company details in Billing companies: name, VAT ID, email, country, county, city and address. For Bucharest, write the sector in City as SECTOR1…SECTOR6;
the VAT categories set up for each company (section 5);
correct parent billing details (section 16). The social ID (CNP) is not required, but if you fill it in, it must be correct.
Generating the authorisation token
With the USB key holding the digital certificate plugged into the computer, open the e-Factura sub-tab, select the company on the left and turn on the switch. Click Issue new token, tick the two confirmations and continue.
The token is linked to the company and must be renewed every 90 days. If the certificate is not plugged in or not registered in SPV, the message Error while issuing a new access token appears.
Automatic upload
Turn on Automatic upload. You can choose immediate automatic sending, or sending within at most 4 working days. In Trimite în SPV începând cu data de (send to SPV starting with), choose the date from which invoices are sent. Leave it empty if you want all invoices sent; this lets you also upload invoices issued before the token was created. Click Save.
Note! After generating a new token, check that automatic upload is turned on again.
Following and manually sending e-Invoices
Billing & Payments › Parent Invoices › e-Factura
In Parent Invoices, turn on the e-Factura switch. The tiles show the status of the invoices in SPV: Pending (to send: tick them and send them to ANAF manually), Overdue, Processing (sent, waiting for ANAF's answer), Failed (for example invalid CNP, wrong address or missing VAT categories) and Success.
For a failed invoice, open it, read the error details, correct the data (on the invoice, the company or the parent's billing details) and send it to ANAF again. For an issued invoice, the e-Factura XML is downloaded from its status menu, with Download eFactura.
Incoming Invoices: e-Invoices received from suppliers
Billing & Payments › Incoming Invoices
In Incoming Invoices you see the invoices your company received in SPV. Click Preia e-Factura (fetch e-Factura) to bring them from ANAF. This needs an e-Factura token set up for that company.
9. How do I create a recurring billing plan?
Billing & Payments › Configuration › Billing plans
Invoices are generated from each child's billing plan. Open the Billing plans tab and click Add billing plan.
Setting up a plan has 5 steps: Configuration, Billing data, Price, Linked modules and Extra products. You can go back to any step by clicking it.
Step 1: Configuration
Fill in Name, which appears on the invoice, and, optionally, the Schedule. Tick Recurring contract and choose the Plan period. No invoices are generated outside this period.
Contract value is optional for a recurring plan and appears in the Contract reports. Click Save.
Note! The plan period is not the date of the first invoice. The generation date is set in step 2.
Step 2: Billing data
Choose the Issue Frequency: weekly, biweekly, once every 4 weeks, monthly, every 2, 3, 4 or 6 months, or yearly.
Then set:
Reference date for billing period and Issue for. For example, with 1 November, Previous period bills October and Next period bills November;
Generating draft invoices: on the reference date, or a few days before, so you can check the invoices;
Billing company, with its series;
Exchange Rate: the rate for plans in a currency other than RON (see below).
The plan's exchange rate
If the plan price is in another currency (for example EUR) and the invoice is issued in RON, choose in Exchange Rate how the conversion is made:
Billing company setting (default): the rate set on the billing company, in Billing companies;
BNR exchange rate: the BNR rate on the invoice issue date;
BNR rate + x%: the BNR rate plus a percentage you fill in;
fixed rate: a rate you set, for example 1 EUR = 5.0000 RON (max 5 decimals).
The rate can also be changed for a single child, from the child's billing page (section 15). The order is: the child's setting, then the plan's, then the company's.
Note! If you have billing plans in at least two currencies other than RON, don't set a fixed or preferred rate at company level. Set the rate on each plan.
Click Save.
Step 3: Price
Choose Fixed price and fill in the amount, the currency and the VAT Category. For a discount on the plan, tick Add Discount.
You can also choose a variable price based on presence, on absences or on approved absences (a fixed price plus an amount per day). The presences come from the attendance module.
Step 4: Linked modules
Here you link activities, paid events and optional classes to the plan, so they appear on the invoice automatically.
Tick Connect with Activities Module and choose the frequency. With include on main invoice, activities appear on the same invoice as the tuition fee. If you choose another frequency, they are invoiced separately. Choose the Invoiced Period and click Save.
Do the same for Connect with Optional Classes. Then continue to the next step.
Step 5: Extra products
Add products such as meals or transport. Choose the product from Products / Items or type it in. Then choose the Qty Type, which is how the quantity on the invoice is calculated, and the option in Qty.:
Fixed Qty: each invoice shows the same quantity, chosen in Qty. (for example 1 month of transport);
Based on Check-in Module: the quantity is the number of days taken from the Daily Reports and Timeline module;
Based on calendar: the quantity is the number of calendar days, whether or not the child was present.
With Based on Check-in Module, Qty. has four options: daily presence days only; presence plus unexcused absences (excused absences are not billed); excused daily absences; all absences, excused and unexcused.
With Based on calendar, Qty. has two options: all working days in the selected period, including holidays; or working days based on the school year structure, which bills only the working days in intervals marked as billable.
Tip: the school year structure option is useful when you charge a service per day, for example meals. Define the holidays once in Center Management › School year structure (untick Billable days on the holiday interval), and Kinderpedia subtracts the holiday days from the quantity on the invoice. When two intervals overlap, the unticked option takes priority.
Frequency of product pricing sets whether products appear on the main invoice or on a separate invoice.
Click the green + to add the product. On each row you can change the company and series, the VAT category, the discount, or delete the product. At the end, click Finalize.
10. How do I create a termly billing plan (in installments)?
Billing & Payments › Configuration › Billing plans › Add billing plan
A termly plan is used for a contract with a total value paid in installments. In step 1, tick Termly contract and fill in Contract value (required), for the whole period.
In step 2, choose only the billing company. In step 3, define the installments: the name, the date the invoice is issued, the amount, an optional discount and the billing details (Buyer Billing Details - Primary or Secondary). With Add you add a new installment. If the first installment is the enrolment fee, tick Enrolment Fee.
Note! The sum of the installments must equal the contract value. The first day of the period must be before the first invoice, and the last day after the last invoice.
Steps 4 and 5 are the same as for a recurring plan, including the Qty Type options in step 5.
11. How do I edit, disable or delete a plan and set it as the main plan?
Billing & Payments › Configuration › Billing plans
Click ⋮ in the plan's Actions column. From the menu you can choose Edit, Disable, Set as Main Plan or Delete.
The main plan is assigned automatically to every new child added to the school. You recognise it by the Primary Plan label.
A disabled plan can be enabled again at any time.
Children who had a deleted plan automatically get the main plan.
Note! The main plan can't be deleted. First set another plan as the main plan, then delete the old one.
12. How do I bill optional classes at a fixed monthly price?
Student Groups › optional group › Settings
If an optional class (for example Advanced English) has a fixed monthly price, set the price straight on the optional group. In Student Groups, filter by Group Type › Optional. The Group Type column shows each group's monthly price.
Open the group and click Settings.
Turn on Price for optional class and fill in Monthly price and Currency. Then choose Product Category, Billing company and VAT Category. Don't forget to click Save.
Note! For optional classes to appear on the invoice, the child's billing plan must have Connect with Optional Classes ticked in step 4.
For optional classes charged per session, based on attendance, see the next section.
13. How do I bill optional classes based on attendance?
Kinderpedia can bill optional activities (football, dance, English and so on) automatically based on attendance. You set a price per session, and when the invoice is issued, the platform counts the sessions the child was marked present at and multiplies them by the price. Follow the steps below, in order.
Create the optional group and add the children. In Student Groups, click Add Group, fill in the group name (for example “Optional Football”), choose the Optional group type and save. Open the group and click Add child to add the enrolled children.
Add the activity with a price per session. In Activity Calendar, add or edit the activity. Give access to the optional group and turn on attendance; without attendance the platform has no sessions to count. Turn on the price, fill in the price per session and choose to bill the activities with attendance (present or unexcused absent).
Schedule the activity in the timetable. In the Activity Calendar planner, show the optional group's activities and drag the activity into the calendar, on the day and time it takes place. To repeat it weekly, make it recurring. At each session, the teacher marks attendance.
Link the activities to the billing plan. In the children's billing plan, step 4 Linked modules, tick Connect with Activities Module (section 9). Leave Invoiced Period on Previous period, so the sessions that already took place are on the invoice.
On the invoice, the activity appears with the number of sessions and their dates, for example “Advanced English - 100.00 RON / session (12 Oct, 15 Oct, 19 Oct, 22 Oct)”.
The steps in the Activity Calendar are explained in detail in the Activity Calendar. Complete guide.
Note! The other billing method, for all activities planned in the calendar, bills every session in the timetable, whether or not the child came. Activity attendance is not the same as daily check-in. Don't combine the optional group's monthly price (section 12) with a per-session price for the same optional class, or the child is billed twice.
14. How do I assign a billing plan to children?
Several children at once
Billing & Payments › Configuration › Billing plans
In the list of plans, click the eye in the plan's Primary allocations column. The Select Children window opens, where you also see each child's current plan. Filter by group or search for the children. Select them one by one or with Select All, then click OK.
One child
Billing & Payments › Billing plans
In the left menu, click Billing plans. For each child, the list shows the plan (Package), the Discount, the date of the next draft invoice, the Last invoice, and whether app access is granted or suspended.
You can filter by plan, group, Siblings? or Discount?. If you tick several children, the New Invoice button appears.
Click the child's name, then Choose another billing plan. In the window, click Select package on the plan you want. The current plan is archived.
15. What can I set on a child's billing page?
Billing & Payments › Billing plans › child's name
On the child's page you find:
Discount per child and Exchange Rate (the rate for this child only);
Billing Details, with the Primary and Secondary tabs, for a second payer;
the main plan, with the Customize this plan, Choose another billing plan and Remove billing plan buttons.
Under the plan you see the linked modules and the extra products that will appear on the child's invoices.
Discount per child
Click + under Discount per child. Choose a percentage or a fixed value, write the reason in Discount for and click Save. The discount applies to this child only, on top of the plan's discount.
Tip: a discount per child saves you a customized plan when the only difference is the discount, for example a sibling discount.
Exchange rate per child
Click the pencil under Exchange Rate. The default is the plan setting. For this child you can choose the BNR rate, the BNR rate + x% or a fixed rate, as on the plan, then click Save.
Secondary plans
With Add secondary plan, the child has another plan besides the main one, at the same time. Choose the plan, Start date and End date. If you turn on Will become the primary plan?, the chosen plan replaces the main plan from the start date, which must be in the future. Click Select this plan (no customization).
A child can have several secondary plans, each with its own period, price, frequency and billing company: click Add secondary plan again for each one. For example, the main plan is the tuition fee, one secondary plan covers an optional class and another covers a temporary programme.
Each secondary plan appears as its own card under the main plan, with the buttons Customize this plan, Archive (stops the plan for this child) and Set as primary plan.
Customizing the plan
Click Customize this plan and confirm. The plan's 5 steps open, where you change it for this child only. In the children list, customized plans show the Customized label.
Note! Use customized plans only for special cases. A customized plan is no longer updated when you change the standard plan, so you will edit it separately for each child. If several children need the same conditions, create a new plan.
16. How do I change the parents' billing details?
Billing & Payments › Billing plans › child's name › Billing Details
On the child's page, click Edit in the Billing Details box. Fill in the required details, marked with *.
The optional Email fields send the invoice to other addresses too, without showing them on it. If needed, also fill in:
Social ID (CNP): not required, but if you fill it in, it must be correct;
Client ID: for example the client code from SAGA. In SAGA you find it at Files › Clients, in the first column of the list;
Contract Number: appears on invoices.
If the invoice is issued to a company, turn on Legal person and fill in the company details. Only invoices to legal entities are sent automatically to SPV.
Note! Billing details are not updated retroactively. Changes appear only on invoices generated after you save.
Tip: the Kinderpedia client code (KP…) appears under the invoice number in Parent Invoices, on the PDF invoice and in the Client ID column of the Family Balance.
17. Where do I find the invoices and how do I filter them?
Billing & Payments › Parent Invoices
In the left menu, click Parent Invoices. Choose the period by Billing date or Invoice due date, then filter by company and class. You can search by invoice number, child or parent name, or amount.
The status tiles (Pending, Unpaid, Overdue, Paid, Canceled, Credit Note) filter the list. With clear selection you go back to all invoices.
The e-Factura switch shows the SPV sending status (section 8).
Tip: the company filter uses the VAT ID. Two companies with the same VAT ID appear together.
18. How do I create an invoice manually?
Billing & Payments › Parent Invoices › New Invoice
Invoices are created only on the Kinderpedia web platform, not in the mobile app. Click New Invoice. In the Add New Invoice window:
Choose the Reference date for billing period. It sets the period shown on the invoice.
Tick whether the package price is included and whether empty invoices can be created.
In Choose the invoicing plan, choose Based on the current child plan or a specific plan.
Select the children on the right, one by one or with Select All. You can filter by group.
Click OK.
Note! The main invoice includes the tuition fee and the optional classes billed by the same company. For termly plans, only products or optional classes are included.
The invoices appear in the list with the Pending status. If you chose a single child, the invoice edit page opens straight away.
19. How do I edit, issue or delete pending invoices?
Billing & Payments › Parent Invoices
Click the invoice's Pending status button and choose Edit invoice.
On the edit page you can change the company (Payee), the Payer, the series, the Issue Date, the Invoice due date and the Period, with the pencil icons. The number is assigned automatically when the invoice is issued. On the right you see the child's attendance in the period; this information doesn't appear on the invoice.
In Add new product to invoice, choose a product from the catalogue, add a new one or type it in, then click +. On each row you can edit, add a discount (%) or delete the product.
At the bottom of the page you find the Save, Print and Delete buttons. To issue, check the Send email, push and in-app notification tick, then click Issue this invoice. If the family has money in the deposit, you also see here the option to pay from the balance.
Several invoices at once
Click the Pending tile, tick the invoices or the first box to select all of them. Then issue or delete the selected invoices and confirm.
Note! At most 30 invoices can be issued or deleted at once. Invoices of children without billing details are not issued.
On issued invoices, the bulk buttons are Send Push Notifications, Resend by e-mail and Marked as paid.
Only pending invoices can be deleted. An issued invoice can be edited only while it is not fully paid. If it is paid, delete the payment first, make the change, then add the payment again.
20. How do I cancel an invoice or issue a credit note?
Billing & Payments › Parent Invoices
For an issued invoice, click its status button. The menu contains View invoice, Edit invoice, Download eFactura, Save as PDF, Resend by e-mail and Cancel (only for unpaid invoices).
For a paid invoice the menu has the same options, without Cancel.
To issue a credit note, open the invoice with Edit invoice and click Credit Note at the bottom of the page, then confirm. The credit note opens, linked to the original invoice, with the products at negative quantities. For a partial credit note you have two options:
credit only some products: delete with the red bin the rows of the products that are not credited;
correct a wrong price: click the row's pencil and enter the price difference to credit, then save. The credit note total adjusts.
Click Create Credit Note. If the original invoice had payments, the amount moves to the family deposit, but no more than the credit note value. Credit notes appear with the purple Credit Note status.
What do I do with the money after a credit note?
The credited amount from a paid invoice goes to the family balance. From there you have two options:
return the money to the family (by transfer or cash), with a Withdraw from the deposit, without issuing an invoice (section 25);
use the amount to pay another invoice: when paying, choose the deposit as the method, or turn on automatic payment from the deposit in Billing data.
21. How do I export invoices (PDF, CSV, SAGA)?
Billing & Payments › Parent Invoices › Export Data File
Filter the period first, because the export contains only the invoices shown. Then click Export Data File and choose Download all invoices as PDF, Save as CSV or Export in SAGA.
PDF: if there are several invoices, they download in a .zip archive.
CSV: one table with all invoices (number, issue date, child, parent, value, amount collected and more).
Tip: if all the data appears in a single column when you open the CSV in Excel, select the column, choose Data › Text to Columns and set the comma as the separator.
The list of draft invoices is downloaded from Reports › Draft Invoices.
22. How do I add or delete a payment on an invoice?
Billing & Payments › Parent Invoices
Find the invoice and click Make a payment. The Payment window opens, with all the family's unpaid invoices.
By default, the payment settles the oldest invoice first. You can tick or untick the invoices you collect, and the amount adjusts automatically. Choose the Payment Method (bank transfer, card, cash, deposit, fiscal receipt, subsidy and the other methods in the list), fill in Date, Price and Currency, then choose whether a confirmation email is sent. Click Pay Now.
Note! The payment date matters for the penalty calculation. If the amount collected is higher than the selected invoices, the difference goes to the family deposit and a deposit invoice is generated.
For several invoices at once, click the Unpaid or Overdue tile, tick the invoices and click Marked as paid. Each invoice is closed with its remaining amount.
Deleting a payment
Click View payments under the amount collected, then the red bin next to the payment. From the same window you can add a new payment.
With View invoice you see the whole invoice, the payments related to it and the remaining amount.
23. Where do I find the receipts?
Billing & Payments › Receipts
Receipts are issued automatically for cash payments, or for all payments, depending on the company setting. You find them in Receipts, filtered by period and class. Download them one by one with Save as PDF, or all at once with Download PDF all receipts.
24. What is the Family Balance and how do I check it?
Billing & Payments › Family Balance
The Family Balance is the history of each family's invoices and payments. Filter by group, status, company, or search for the family. For an exportable list with the balance of all families, click Convert for export.
For each family you see Available cash, Client ID, Credit, Debit, Security Deposit and Family Balance. With the pencil you can correct them by hand, unless editing is blocked in Billing data.
Click the family name to open its balance. At the top you see the Family Balance, the Security Deposit and the Available cash, then all the transactions. You can calculate the penalties on a given date. With the buttons at the top you download the family's invoices as PDF or the balance as CSV.
Note! Clear Balance deletes all the data in the family's balance. Use it only if you are sure.
25. How do I take or withdraw a deposit or a security deposit?
Billing & Payments › Family Balance › family name
In the family's balance, click Make a deposit. Choose the child and Topup to:
Deposit: the amount goes into the available cash and can pay invoices;
security deposit: the amount doesn't pay invoices and can only be withdrawn.
Choose whether a deposit invoice is issued, then the company, the payment method, the date, the amount and the details. The details are visible to the parent. Click Make a deposit.
For a withdrawal, click Withdraw. Choose to withdraw from the deposit or the security deposit, whether a credit note is created, then the method, the date and the amount. Click Withdraw.
26. How do I import a bank statement?
Billing & Payments › Import Bank Statement
With a bank statement you add all the transfers received at once. You download the CSV or XLS file from your internet banking app (see below). Click New upload.
Choose the company, the currency and the bank. If your bank is not in the list, choose -Custom import-.
Upload the file. For a custom import, match the file's columns with the transaction date, the amount credited and the description, then validate the data. Previous imports are in Bank statement import history.
Kinderpedia looks for the matching invoice for each transaction, by client code, amount, name and invoice number. If the match is correct, approve the payment. Mark the transactions that should not be imported with ignore transaction.
Tip: ask parents to write the client code or the invoice number in the transfer details. Transactions are then found much more easily. The View tutorial button opens a step-by-step interactive tutorial for the import.
Note! At the end, finalize the import. Without this step, the import is not saved. Don't reload the page while the transactions are being processed. If a transaction pays several invoices at once, or an invoice that already has a partial payment, the difference goes to the deposit. In such cases, ignore the transaction and close the invoices by hand in Parent Invoices.
How do I get the statement from my bank?
The steps depend on the bank. Always download the transactions as CSV (or XLS, where indicated), for the period you are importing:
Banca Transilvania, NeoBT: Products › My accounts › the account › Transactions, filter the period, then Export CSV.
Banca Transilvania, BT24: Search transactions, choose the account, the period and the transaction type, Search, then choose CSV and export the file.
Alpha Bank (Alpha Online Banking): Current and savings accounts › Summary › View more details, choose the account, the period and CSV, Search, then download the file.
ING Business: Administration and Tools › Import/Export › Export templates, CSV format.
ING Home'Bank: Reports, letters and statements › Transaction report › Export (not Account statement). Tick Address, Intermediate balance and CNP and choose XLS; other formats don't work.
OTP Bank (OTPdirekt): Accounts › Statements and payment proofs, choose the account and the period, then export the statement as CSV.
BCR (Business 24 Banking): Reports › Download, choose the account, the period and the file type, then Send. If you customised the CSV format in Administration, keep all columns.
BCR (George): choose the account › Statements › Generate, choose the period and CSV, Generate, then download the file.
Raiffeisen: Account statements, choose the account and the statement type (with the period), then download it as Excel.
UniCredit (Online Banking): Account information › History, choose the account, the period and the transaction type, Search, then Export › export.csv.
If your bank is not in the Kinderpedia list, use -Custom import- and match the file's columns.
27. Which reports are available?
Billing & Payments › Reports
All reports have period filters and can be exported to PDF, CSV or XLS.
Draft Invoices: the value of invoices not yet issued, by product category;
Sales Report: the products on invoices, by category. You can choose the Report Type, for example broken down monthly, plus currency and VAT;
Sales Report per Child: the total per child and category, with Paid Amount and Due amount;
Income Report: payments by payment method, including from the deposit and the security deposit. Stripe payments have a Stripe ID in the notes column;
Contract reports: for recurring or termly contracts, with the contract value, the billed total, the total collected and the Remaining billing amount;
Yearly Statement: each child's yearly statement of fees, from the Download button;
Invoice notification evidence: the reminders sent to parents, with the delivery and open status, by email or push.
28. How do I export payments and import the data into SAGA?
Billing & Payments › Reports › Income Report
Choose the period and click Filter. The export contains only the payments in the chosen period. Click Export › Export payments in SAGA.
In the window, confirm with the green Export payments in SAGA button.
Note! Only payments linked to invoices are exported. Amounts collected above the invoiced value are ignored.
How do I import invoices and payments into SAGA?
Export the invoices: Parent Invoices, choose the period, then Export Data File › Export in SAGA (section 21).
Export the payments from the Income Report, as above.
The files download as a .zip archive. Unzip them before importing.
In SAGA, go to Diverse › Import Date, choose to import data from XML or DBF files, and select with the three-dots button the folder with the Kinderpedia files. Import the invoices first, then the payments.
Tip: for invoices to match the clients in SAGA, fill in the SAGA client code in Client ID, in the parents' billing details. The accounting accounts for the export are set in Products / Items › Account chart.
Related articles
Need help? Write to us in the chat and we'll help you set up billing.