In this article:
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Potential Scenarios
The message 'Nothing to invoice' is appearing
Check the child’s attendance schedule to make sure dates have been entered for the invoicing period:
Settings → Finances → Fundamentals → Schedules
If dates are missing, fill them in and re-invoice.
*Note that selected dates appear in purple.
Check that the child’s sessions or products are available and have prices entered:
Settings → Finances → Pricing → Pricing structure
There are sessions missing on an invoice
Check to see if this child was ill or if there were any closure/bank holidays/training days during the month:
Go to Child profile → Past Leave
Check if Sessions/Products are set to be charged for on closing/training days or bank holidays etc:
Settings → Finances → Pricing → Pricing structure → click into a specific session and look for this section:
Check this child’s attendance schedule to make sure dates have been entered for the invoicing period:
Settings → Finances → Fundamentals → Schedules
The invoice is being sent to only one sibling
Check that the bill payer has icons for both siblings in the top right of their bill payer profile:
If not, the bill payer has most likely been duplicated
Delete the bill payer from one child and re-enter them using the Suggested bill payer:
The funding amount is incorrect
Check to see that this child has a funding grant attached to them:
Go to Child Profile → Booking tab → click on Plan → see Public Funding tab on right
Check to see that you aren’t ‘over-funding’ - remember only 10 hours of funding can be applied to one day (by government regulations).
Check that all sessions are available to fund (either in pricing setup or by clicking directly on them on the plan):
Settings → Finances → Pricing → Pricing structure → open session
Check that the invoicing profile allows all funding grants:
Settings → Finances → Fundamentals → Invoicing profiles → open an invoicing profile
Holidays are being charged for
Check that the session isn’t set to charge for these days in your pricing setup:
Settings → Finances → Pricing → Pricing structure → open sessions
Check that closure days are entered correctly:
Settings → General → Closure days → note what type of day the closure is marked as
Ad hoc bookings appearing in wrong month
If added in one go across multiple months, ad hoc bookings will show as one purchase and will all be added to the next invoice you raise - regardless of the date they are due to take place.
To separate ad hocs across months, enter them month by month instead of in one go:
Go to Child Profile → Purchases → enter date → add ad hocs for one particular month → Save → Close → repeat process for following month
Ad hocs not appearing as an option in Purchases
Check that all sessions or products that should be available have prices entered in the ad hoc section in the pricing setup:
Settings → Finances → Pricing → Pricing structure → open a session or product → enter ad hoc price
Check that all sessions or products that should be available are entered for the correct pricing groups.
Sending invoices with future dates
Invoices are a bill payer item - meaning any charges linked to that bill payer, across multiple children (if applicable) will be billed together. Therefore any siblings with items in the same time period will be picked up on that invoice run. It's always best to send the invoice for the current time period, even if it's for a future start date, for example.
Matching payments to invoices
Always ensure an invoice is sent out prior to/at the same time as a manual payment is logged if you are not using Famly Pay. Otherwise, the bill payer balance is affected if the invoiced amount isn't matched to a payment.