TRANSACT: Adding Ad hoc charges for an individual child

There may be instances where you would like to add an extra charge to a child's contract for invoicing and charging via Transact. Examples include: 

• Excursions
• Extra Care / Extended Care charges
• Uniforms

If these items are ad hoc in nature (and therefore not included in a payment plan template) you can add them to a child's contract for invoicing. 

1. On the Contracts tab in Transact, search for the child name you wish to add ad hoc charges for with the filter for is Approved set to Yes
2. Click View on the approved
3. Click Edit Line Items in the bottom menu bar 
4. Click Add New 
5. Complete the relevant details for the charge you wish to be invoiced
   • Name: This will be the name that will show on the invoice issued to the family
   • Item: This will be used for reporting purposes to ensure that the revenue is reported in the correct category. If you are adding a charge that requires a new Item you can add this via Items. Refer here for more information about setting up new item
   • Amount ex GST: The amount you wish to be invoiced (if the selected item is marked as GST applies then GST will be automatically added to this amount, otherwise this will also be the GST incl amount)
   • Invoice Date: If today is selected the invoice will send within 10minutes of saving, if a future date is selected the invoice will be sent automatically on this date. Note, payment will be due / deducted based on the payment terms set in your organisation settings
   • Coverage start and end dates: these are only required for term fees (where the item is marked as Term Fee = TRUE). These should be left blank if the fee being charged is not a term fee. 
6. Add any additional line items, where the invoice date is the same as another line item these will all be sent on one invoice. 
7. Click Save (note, where the line item has been added to an approved contract this will now also be approved and therefore invoice automatically on the invoice date).