Finance 3 Booking Patterns
How to input a booking pattern
Children > select Child > Booking Pattern > + Create.
1️⃣General information
Here, you can specify the general information that relates to the booking pattern.
🌸Start date & end date: This is when the booking pattern starts and ends. Tick 'until child leaves' if there is no specific end date to the booking pattern sessions you are assigning.
🌸Attendance schedule: This links with your attendance periods. Select either 'All year round' or the specific term dates that relate to the individual child. To ensure the child appears on the register/occupancy on the correct dates, set your attendance periods here: More > Settings > Attendance periods > Set term dates.
🌸Alternate every (1) weeks: By default, this is set to 1. However, this is where you can specify if it is an alternating booking pattern.
Invoicing
Here, you can select the billing calculation for the child. There are now four options.
🌸Calendar monthly: You can bill the children by actuals, where payees are charged for the actual sessions the child attends.
🌸Annualise: You can average the weekly invoice cost over a specified number of weeks and months. Payees will be invoiced the same amount every month.
🌸Monthly package: A monthly package is whereby you can select how many months of the year you want to bill and input the specific amount to be billed.
🌸Weekly package: The weekly package is where you input the weekly cost, the number of weeks it should be charged, and the number of months it is averaged over.
Regular sessions & regular items
Click 'Add Sessions' to make a selection from your sessions list & choose the days that the child attends that session. If the child does a combination of sessions throughout the week, you will need to click save & repeat the steps again for each session.
Once the sessions have been added, you can select 'Regular Items'. For example, if the child pays for Lunch each day, you may wish to add this as a regular item.
Click 'Continue'.
2️⃣Funding
Select '+ Add Funding Type' if the child receives funding.
Funding type: The funding types that have been set up in the main settings will appear in the drop-down. Select the correct type & the funding will be auto-applied. Funded hours appear in purple, unfunded hours appear in green. Ensure that the number of 'hours per week' and 'max hours per day' are correct. If not, you can edit this.
📌You can change where the funding is applied! Click on the purple bar, and you can edit the start/end time, click the bin to remove the funding from that day, or click on any green bar to add funding that was not placed there.
Show Actual Allocation Per Week: Funding will automatically apply to future weeks as displayed above. However, here you can click the arrows to view the weeks in the booking pattern and where the funding is applied during each individual week.
Once you are happy with the selection, click Save Allocation > Continue.
3️⃣Discounts
Select '+ Add Discount' if the child receives a discount.
Discount name: The discount types that have been set up in the main settings will appear in the drop-down.
Select the days that the discount is applicable.
📌If the child only attends 3 days in the week, we recommend applying the discount to all 5 days if you want the discount to apply to any one-off bookings that are scheduled on the other days.
Select Save > Save Booking Pattern.