What are Plan Parts?

Plan Parts basically allow you to add two parallel plans to one child, according to two attendance patterns.

For example, a child may attend 5 days a week term time (and receive funding), but only attend twice a week during holiday time (and does not receive funding). In this case, you would be able to add two plans according to two attendance schedules described- one for term time and one for holiday time. Right now, this is only possible for annualised invoicing. The invoice will be calculated by annualising the two plans individually to get a monthly price, and then adding the two together.


Step 1: Create the Invoicing Profiles

Requirements for Plan Parts:

  • Invoicing Profiles must use Attendance Schedules with specific dates

  • Invoicing profiles must use Annualised invoicing

  • Invoice must be calculated proportionally if a plan changes mid-month

Invoicing Profile 1: Term Time Annualised

  • Create an Attendance Schedule andname it 'Term Time'.

  • Select 'specific dates' and enter the specific term-time dates. Mark in-term dates as purple, and out of term dates white

  • Click 'Create'

  • Next head over to Invoicing Profiles and select 'New'

  • Select the Term Time Attendance schedule, and edit the title as you'd like

  • Choose Annualised invoicing

  • Make sure the check box is unchecked and chose enter the number of weeks and a months the child should be invoice for and over. In this case 38 weeks over 12 months.

  • Choose whether Funding can be applied to this profile


Invoicing Profile 2: Holiday Time Annualised

  • Create an Attendance Schedule, name it 'Holiday Time', select 'Specific Dates'

  • This time, when entering the dates, mark term-time dates as white, and holiday time as purple.

  • Click 'Create'

  • Next head over to Invoicing Profiles and select 'New'

  • Select the Holiday Club schedule, and edit the title as you'd like

  • Choose Annualised invoicing

  • Make sure the check box is unchecked and chose enter the number of weeks and a months the child should be invoice for and over. In this case 14 weeks over 12 months.


Step 2: Add the booking patterns to a child's plan

Invoicing Profile 1: Term Time Annualised

5 days a week during Term Time + Funding + Full Time Discount

  • Got to the child's profile and select the 'Bookings' tab

  • Next to Plans, click Schedule Change

  • A window will open (as shown below)

  • Be sure to select the first attendance schedule and annualised invoicing

  • The funding must be added to the first booking pattern added

  • After adding the booking pattern, click the '+ Add booking pattern' in the bottom left corner of the plan


Invoicing Profile 2: Holiday Time Annualised

2 days a week during Holiday Time, no Funding, no Discount

  • Select the second attendance schedule from the drop down menu

  • Add the booking pattern and remove any funding and discounts now

  • Click Save


Invoice Calculation

The invoice will then be calculated by adding the monthly total for the Term Time booking pattern to the monthly total for the Holiday plan booking pattern.

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