Migrating Balances

If you have been using a different system before coming to Discover and did not elect to have your data imported, you will need to load opening balances into Discover.

You will need to locate the bill payers and manually enter their balance.

If in Credit:

1. Navigate to Children > Contacts tab > Select the bill payer > Transactions tab

2. Click the green Make Payment button.

3. Select Balance for the Payment Method and enter their credit in the Receipt Amount field.

4. Enter the Receipt date as your 'go live' date in Discover and type Balance brought forward in the description field.

5. Click Create

If in Debt:

1. Navigate to Children > Contacts tab > Select the bill payer > Transactions tab

2. Click the green Create Invoice button

3. Select Invoice balance brought forward as the invoice type and enter your go live date in Discover as the Issued Date

4. Click Add Item, type in the description and their balance

5. Click Create

Setup

Under your Centre Settings you will find the key settings for Invoicing. 

See the Invoicing Master Guide for further information on setting up your cycle.

Invoice/Statement Message

You can include a message to all your families at the bottom of the invoice and statement.
To add a message, navigate to Center Setup > Templates.  

1. Search for the templates Tax Invoice Instructions and/or Tax Statement Instructions 

2. Click on the name of the template

3. Type the message you would like to include in the Template field.

4. Click Save

The Invoice Preview

From Finance Reports > Invoice Preview you will be able to see all invoices that are yet to be created.

Before your first Invoice run using Discover, it can be helpful to run the Invoice Preview to compare the invoice values with your previous system and/or what you expect that they should be.

Please note: These are the invoices that have not been created and by altering child enrolments, they may change. Any previously created enrolment invoices that have subsequently been reversed will appear here, ready to be re-invoiced at their new values.

The First Invoice Run

After you have confirmed the Invoice Preview is correct and you are ready for them to be created, review your settings via Centre Settings > Centre Details tab > scroll to Invoice Settings.

We recommend that you leave/set the "Email Invoices/Statements To Centre Only" checkbox ticked for the first invoice run. This will ensure that the invoices come to the service only in the first instance, so you may review them if needed. 

Once you have ensured they are correct, email Support and ask that they be re-queued and sent to the parents/bill payers.

Please note: The "Email Invoices/Statements to Centre only" setting will mean that any invoices you select to send, such as interim or adhoc invoices, will also only go to the centre.

Once you are ready, be sure to untick this setting.