If your parents receive vouchers to pay for childcare, you can enter them in two ways:

Adding a voucher as a one-off payment

If the voucher is a one-time payment, or does not have a reoccurring fixed amount, add it as a normal payment. A voucher payment can be applied to a specific invoice or simply applied to the account.

To access Revenue and Debt, you'll need the 'Show Financial Reports' permission enabled.

To add a voucher payment:

  • Log in to the app and click on the 'Apps' menu

  • Open the 'Revenue & Debt' app and select 'All Invoicing Activity' at the top

  • Use the Apply Payment box (top left) to type in a child's name, an invoice number, or a bill payer's name.

  • Select the correct bill payer from the drop-down list and a new window will pop up (as below).

  • From the payment method menu, select 'voucher' from the drop-down menu

  • Enter the correct details in the pop-up

  • If you cannot find the voucher company under 'Search for existing', you can select 'New voucher company' and enter the details (as shown below)

  • Once you have entered all the details, click 'Add'

Add a voucher as a recurring monthly payment

If they are monthly reoccurring fixed amounts you can add them in the voucher section of a Bill Payer's account.

  • Go into the 'Bookings' tab of a child's profile.

  • Click on 'Manage Account' under the 'Bill Payers' box.

  • On the left, click 'Add' next to the 'Vouchers' box

  • A new pop-up will open (as below)

  • Enter the fixed monthly amount, when you will receive the 'First Payment', the 'Last Payment' (if applicable) and select either an existing Bill Payer or Create a new voucher company.

    It is only required that you enter a name, though you are free to enter the additional details and click 'Add'.

  • This fixed payment amount will be added to the account on the first of every month and will appear on an invoice as Future Payments.


Confirming a voucher payment

The last step is to confirm that you have received the voucher payment. To do this:

  • Log in to the app and click on the 'Apps' menu

  • Click on the Revenue and Debt app and select 'All Invoicing Activity'

  • Use the filter to the left and select Unconfirmed, to show only the unconfirmed voucher payments

  • Click each voucher and click 'Confirm' to confirm receipt of that voucher payment

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