Subsidies are an essential tool for managing fee structures, especially when working with government or private funding. This guide will walk you through the steps to configure and manage subsidies in your childcare billing system, ensuring accurate tracking and application across fee components.
Enable Subsidies in Billing Settings
Navigate to Settings > Billing. Scroll down to find the Enable Subsidies option.
Check the box to allow adding subsidies to fee components.
Add subsidy types:
Type the name of a subsidy type (e.g., "Government Grant").
Click Add to save.
Add subsidy providers:
Enter the name of a provider (e.g., "Federal State" or "Private Organization").
Click Add to save the provider.
Click Save to finalize the settings.
How to Create a New Subsidy
Go to Fee Plan and navigate to Subsidy from the left panel.
Click on Add Subsidy in the top-right corner of the screen.
Fill in the form:
Enter the Subsidy Name (e.g., "Age based Subsidy").
Specify the Subsidy Amount.
Select the Subsidy Type and Subsidy Provider from the dropdown menus.
Set the Start Date and, if applicable, an Expiry Date (optional).
Add any relevant Notes for reference.
Click OK to save.
The subsidy will now appear in the main Subsidy screen, where you can view and manage all created subsidies.
Manage Subsidy Receivables
Navigate to Subsidy Receivables
Perform the following actions as needed:
Mark as Received: Confirm the full subsidy amount has been received.
Record Received Amount:
For partial payments, enter the Received Amount and Payment Date.
Click OK to update the record. The remaining amount will reflect against the student’s record.
Write it Off:
Click on Write Off to open a dialog box.
Confirm by clicking Yes to proceed or No to cancel.
The pending amount will reflect against the student record, if you click on write it off you’ll get a dialog box with a message.
If you click on 'No', you will be redirected to issue a debit note to the parents.
Step 4: Raise a Debit Note (if applicable)
If you need to issue a debit note, follow these steps:
Select Raise Debit Note.
Enter the Debit Date and specify the payment terms (Due After X Days).
Set the Billing Period.
Optionally, choose to send an email notification to the parent.
The subsidy amount will auto-populate in the debit note.
Click Save to generate the debit note. It will be sent via email and as a notification on the Illumine app.
Step 5: Record Payment
Once the subsidy payment is received, navigate to the relevant record.
Click Record Payment and confirm the details.
Click Submit to update the status to Paid.