Administrators are able to perform Bulk Actions within their Discover system for a range of purposes. To utilise this tool, navigate to the Bulk Actions tab within the Discover system.

The Bulk Actions categories are as follows:

• Absence Exemption
• Ad-hoc Invoices
• Credit Notes
• Delete Invoices
• Enrolment Invoices
• Partial Closure -  Credit Notes
• Resend Invoices
• Reverse Absence Exemptions
• Reverse Invoices
• Reverse Absence Exemptions
• Send Welcome Email
• Set Holidays
• Split Enrolments
• Update Attendance

Absence Exemption

This functionality has been added to help centres handle the COVID-19, and other pandemic situations, attendance recording.

You can bulk add Health Exemptions for children booked to attend, managing any exceptions on a case by case basis using the normal Health tab of the child.

1. Input date/date range
2. Place a detailed Comment around what this exemption is for
3. Done
   

Ad-hoc Invoices

Complete the categories as follows:

• Children Enrolled Between Date 
• To Date
• Categories
• Centre Room
• Children
• Invoice Issued date
• Invoice Due Date
• Invoice Amount
• Invoice Description
• Taxable
• Email Invoice
• Private Comment

Once completed, select Create Ad-hoc Invoices to generate.

Credit Notes

This will create a credit note to the billpayers of the the selected children. The value of the invoices between the two dates provided is calculated by looking at the value of each day. 

Either a % of that value can be refunded, or a fixed $ amount up until the value of the invoice on those days, but not more than that.

Administrators will input the following filters:

• Date From
• Date to
• Categories
• Centre Room
• Children
• Credit Note Issued Date
• Credit Note Description
• Credit Note Amount (This can be a % or $ amount)

Once ready, select Create Credit Note

Delete Invoices

You can delete all children invoices in the centre, as of a certain date onwards. Note this is not the date the invoices were created/transacted but the enrolment period from date for the invoices. Be very careful with this action, it can not be undone by our helpdesk, you would need to fix any issues arising manually yourself. Invoices that are related to dates from the giving 'from' date will be deleted and there is no audit trail.

Please note that after you click delete the deleting will happen in the background and may take 30-60 minutes to complete - please be patient.

By Selecting the date, the invoices created will be listed on screen. Once ready, the administrator can select the red WARNING! Bulk DELETE Invoices button to the bottom right. 

Please note: This action is not reversible.

Enrolment Invoices

Administrators are able to filter children applicable for this action. The filtering options are as follows:

• Children Enrolled Between Date From and To
• Categories
• Centre Room/s
• Children Available
• Invoice Issued date
• Invoice up until date
• Invoice Description
• Private Comment
• Email Invoice (Delay Send: Invoice will be sent with next bulk invoice send, Send Now: invoice will be sent immediately, Do Not Send: Invoice will be created but email will not be sent)

Once ready, administrators can select Create Enrolment Invoices.

Partial Closure -  Credit Notes

Use this function to create bulk credit notes for bill payers for a particular day. Discover will work out how much the value of that day is, and then immediately create a credit note for a percentage of that, on the account.

Administrators will input: 

• Closure Date
• Discount (%)
• Description

Once ready, administrators will select Create Credit Notes.

Resend Invoices

This feature can be used to resend statement/invoices to parents. First, choose a date to determine which parents will be re-sent the invoices. If you use combined statement/invoices in your centre settings then the parent will receive an up-to-date statement with the invoice details. If you do not have a combined statement/invoices turned on then the parent will receive an up-to-date statement and also copies of the invoices from the date you selected onwards.

By selecting the date, administrators will see a list of applicable Invoices. Once ready, they can select Resend Invoices.

Reverse Absence Exemptions

This bulk action allows you to remove any absence exemptions for all children across the selected date range.

• Administrators will input the date or date range applicable. 
• Then they will input a comment, with enough detail that the team knows why this action was reversed when viewing a historic log. 
• Once ready, select Reverse Exemptions to apply

Reverse Invoices

This feature will reverse all Enrolment Invoices (not adhoc invoices or late fees) from a specified date onwards. Select a date after which any enrolment invoices present on the Account will be reversed. The date relates to the Invoicing Period and not the day/date on which the invoices were created. In Discover, the Invoicing Period starts on a Monday, you should select the date on the Bulk Reverse Enrolment Invoices Date below to be the Sunday prior to the Monday of the week from which you wish to reverse.

Please note that after you click reverse the reversing will happen in the background and may take 30-60 minutes to complete - please be patient. Be very careful with this action, it cannot be undone by our helpdesk!! You would need to fix any issues arising manually yourself.

• Administrators will select the date for Bulk Reverse Enrolment Invoices to be actioned
• Once selected the admins will see a list of applicable invoices
• Once ready they will select the red WARNING! Bulk REVERSE Invoice button
  

Reverse Absence Exemptions

• Administrators can can the Date from and Date to to filter the absence exemptions applicable
• Add in a detailed comment
• Once ready, select Reverse Exemptions

Reverse WINZ Payments

This feature will reverse all WINZ payments from a specified date onwards. Select a date after which any WINZ payment present on the Account will be reversed. The date relates to the receipt effective from date and not the day/date on which the receipt was created.

Please note that after you click reverse the reversing will happen in the background and may take 30-60 minutes to complete - please be patient. Be very careful with this action, it cannot be undone by our helpdesk!! You would need to fix any issues arising manually yourself.

• Administrators will select the date for Bulk Reverse WINZ Payments to be actioned
• Once selected the admins will see a list of WINZ payments
• Once ready they will select the red WARNING! Bulk REVERSE WINZ Receipts button

Send Welcome Email

This action will send an email to selected primary caregivers. This email includes information on how to access the Home App.

1. Input the date range the children enrolled
2. The list of recipients will be listed in the Available column
3. Move once, some or all to the Selected recipients column
4. Once ready, select Send Welcome Email

Set Holidays

1. Input the Holiday Date (From date, to date)
2. Input Holiday Type (Holiday, Absent, Booked)
3. Apply a Discount (Centre Discounts will be listed here)
4. Funding Type (Casual, Funded, Unfunded, Not in Funding Ratio)
5. From the Available children, select one, some or all of the children and move them to the Holiday column
6. Once ready, admins can select the Green Create Bulk Holiday to apply in the system

Split Enrolments

You can split all children enrolments in the centre, as of a certain date. A new, identical enrolment will be created as of the date selected. Only one enrolment is changed, split at the date you specify - future bookings are unchanged. 

This would typically be a superuser action so be very careful with this action, it can not be undone by our helpdesk, you would need to undo any changes manually yourself. Splitting the enrolment can be very handy if, for example you are changing fee structures completely and want to then update each new enrolment.

Update Attendance

You can bulk update missing (Unknown) attendance records to set the attending times to be the same as the booked times and mark the child as attending OR set the attendance to Absent. You can then manage any exceptions on a case by case basis using the normal attendance screen.

This bulk action cannot be reversed so be sure before you take this action! Only records that are currently in Unknown status will be updated. There are currently 2971 records that are missing attendance prior to today.

You should ensure you have your Centre Holidays loaded into the Centre Calendar before doing a bulk attendance update.

1. Input the From and To Date
2. Reason can be Attend or Absent
3. Once ready Update Missing Attendance
4. Done