đ Improved Actuals is enabled by default on all new invoicing profiles. If you haven't created any new invoicing profiles yet, you may still be on the previous version of Actuals
How to Create Alternating Booking Plan Parts on Improved Actuals
Plan parts on Improved Actuals let you add two parallel booking patterns to one child, based on two different attendance schedules. This is useful when a child attends on different days or frequencies across term time and holidays.
For example, a child might attend five days a week during term time and receive funding, but only attend twice a week during holidays with no funding applied. With plan parts, you can set up both patterns on one plan.
đĄ Not sure if you're on Improved Actuals? Schedule a change on an existing plan. If the invoicing profile doesn't say Improved, you'll need to create a new actuals invoicing profile. Improved Actuals will be enabled on it by default, and you can then link children's plans to it
Step 1: Create the Invoicing Profiles
Plan parts require invoicing profiles that use attendance schedules with specific dates. You'll need to create two attendance schedules and two invoicing profiles.
Invoicing Profile 1: Term Time
First, set up the attendance schedule:
In Settings â Finance â Pricing â Fundamentals, go to Schedules and create a new schedule named Term Time
Select Specific dates and enter your term dates. Mark in-term dates as purple and out-of-term dates as white
Click Create
Then, set up the invoicing profile:
Go to Invoicing profiles and click Create
Select the Term Time attendance schedule and give the profile a name
Choose Actuals invoicing in the Scheme dropdown
Click Save
Invoicing Profile 2: Holiday Time
First, set up the attendance schedule:
In Schedules, create another new schedule named Holiday Time
Select Specific dates and enter your term dates. This time, mark term-time dates as white and holiday dates as purple
Click Create
Then, set up the invoicing profile:
Go to Invoicing profiles and click Create
Select the Holiday Time attendance schedule and give the profile a name
Choose Actuals invoicing
Click Create
Step 2: Add the Booking Patterns to a Child's Plan
Once your invoicing profiles are set up, you can add both booking patterns to the child's plan.
Booking Pattern 1: Term Time
For example, five days a week during term time, with funding and a full-time discount applied.
Go to the child's profile and open the Bookings tab
Next to Plans, click Create new plan. You can also use Schedule a change, but editing an existing plan won't work for adding plan parts
Select the Term Time attendance schedule and actuals invoicing
Add the sessions, funding, and any discounts for this pattern
Once done, click + Add booking pattern in the bottom left corner of the plan
đĄ If you don't see the + Add booking pattern option, click the pencil icon to edit the plan settings and click Override. The option should then appear
Booking Pattern 2: Holiday Time
For example, two days a week during holidays, with no funding or discounts.
Select the Holiday Time attendance schedule from the dropdown
Add the sessions for this pattern and make sure funding and discounts are removed
Click Save