🔒 If you'd like to use Annualised Plan Parts, you'll need to reach out to support@famly.co to have this feature enabled. Keep in mind, only Premium and Professional packages can use Annualised Plan Parts
What are Plan Parts?
Annualised Plan Parts allows you to add two parallel plans to one child, according to two attendance patterns. This feature is only available with annualised billing and must be enabled by customer support.
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 could add two plans according to the two attendance schedules described - one for Term Time and one for Holiday Time. The invoice will be calculated by annualising the two plans individually to get a monthly price, and then adding the two together.
💡 Funding can be applied to only one part of the plan if you're using Annualised Plan parts
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
To start using Annualised Plan Parts, you'll need to make sure your Attendance schedules reflect the dates relevant to each Plan Part. Head to your Settings → Finances → Fundamentals → Schedules. From here:
Create an Attendance Schedule and name it Term Time
Select specific dates and enter the specific term-time dates. Mark in-term dates as purple, and keep 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
If you don't see the option to + Add booking pattern, check if the child is on Annualised billing. If they're not, you'll need to click the pencil icon to edit their settings and untick the box titled Invoice by actuals when plans change mid-month
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
Now it's time to create your second Attendance schedule for Holiday Time. This Attendance Schedule should highlight all the days you left blank in the first Attendance Schedule in purple. Head to your Settings → Finances → Fundamentals → Schedules. From here:
Create an Attendance Schedule, name it Holiday Time, and select Specific dates
This time, when entering the dates, mark in-term dates as white, and out-of-term dates 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
Uncheck the Invoice by actuals when plans change mid-month box and enter the weeks of care as well as the number of invoices. In this case, we're adding 14 weeks of care, spread over 12 invoices
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.
