Part 5: Family accounts and statements in Core package

Once you have completed set up, training, and CCMS migration, family's accounts and statements need to be reconciled and shared.

Going through the Finance course of the LMS training first is strongly recommended.

 

Family account set up

  • Xplor automatically creates accounts when parents are set as Primary Carer; the account will also be in the Primary Carer's name
  • The default opening balance for each account is $0; to change that, click on Financial > Parent Accounts (to bulk import opening balances, please send a spreadsheet to your account manager with each Primary Carer's first name, last name, and opening balance)
  • Account managers have the ability to bulk import all your existing parent balances.
  • Your account manager will set the account cycle or fee run, either weekly in arrears, two weeks in advance, or fortnightly in advance
  • For more information on family accounts, see the overview page

 

Reconciling accounts

  • The 'gap' fee or out-of-pocket amount for each child will automatically appear in the accounts - to edit this, simply adjust the bookings/fees on the Master Roll
  • Any changes to the accounts can be made on the Master Roll or under Financial > Financial Adjustments (for all other changes, such as enrolment fees or up front payments)
  • Each family will have 1 account per service by default; accounts of families in multiple services can view as Merged Accounts under Reports > Financial Reports > Merged Accounts

 

Sharing accounts

  • Once the family statement is accurate, click the 'Email' button to send a statement to the Primary Carer
  • To view a copy of the family statement, click 'Print' or 'Detailed Statement' and pick the date range
  • 'Email', 'Print', and 'Detailed Statement' are available under Financial > Parent Accounts > search for family > Statement

 

Xplor's help desk is available from 7am - 7pm AET on weekdays (excluding public holidays) at support@myxplor.com or through live chat by clicking the black 'Chat' button at the bottom corner of your screen in Xplor.