The following page will run through the parent financial statement that can be generated in Xplor. A parent statement can be downloaded by both administrators and parents themselves.
The following information can also be found in our recorded webinar here: Webinar Recording: Parent Accounts & Xplor Financials.
Contact Information and Statement Period
These are the business details of the Child Care Service. These include the name of the centre, the Australian Business Number, Address, Phone and Email address that have been saved in Xplor.
The contact details, such as title, first name, surname and address of the account holder are displayed here. If these details are incorrect, the service administrators are able to update them on the parent's profile.
The Government CRN displayed here is the account holder's customer reference number held by Centrelink.
The Statement Period is the dates the statement represents. Any fees, charges, payments or subsidy within this date range will appear on the statement. This can be toggled to restrict the dates before generating the statement.
The Statement Generated date is the date the statement was downloaded.
Account Balance
This is your account balance covering the child's fees, charges, payments and refunds up until that date.
Opening balance = the balance at the start of the statement period
New fees and charges = any debited amounts that have been added to the statement between the opening and closing dates.
Payments/refunds = any credited amounts that have been added to the statement between the opening and closing dates.
Closing balance = the final balance at the end date of the period. This is the fees and charges less the payments/refunds. A positive figure represents an owing amount. A negative (-) figure represents a credit.
The payment amount is the upcoming amount that is to be paid this week. A positive figure represents an owing amount. A negative (-) figure represents a credit. The date is the date the payment will be processed.
Basic Transactions
The Transactions listing provides the most accurate, up to date account of all the session fees, additional charges, payments, and CCS subsidy paid on your account. Each entry represents a change to the owing balance. If you want to understand why you owe a certain amount, this is the best place to track each change to your balance.
Weekly CCS represents child care subsidy that has been paid out by the government to the service. It is represented as a weekly amount, receipted to the Monday starting the week it was paid for. It will show as 'Weekly CCS subsidy (Child Name)'. It will always be receipted to a Monday, regardless of whether or not your child attends on Mondays. If there is no entry on a Monday for a particular week, your Service does not have CCS from the government for your child for that week. This data is pulled directly from the Government Payroll Database.
Fees for a child's bookings will appear on your Statement as 'Daily Fee (care type) - [Child Name]' and will be receipted to each day your child has a booking. The hours listed are the number of session hours which will count towards your fortnightly hourly rate cap. The fee amount is the full fee and does not include any subsidy amounts.
Other Transactions
Direct debit payments taken via most payment gateways, such as Ezidebit, Integrapay, etc, will show as 'Gateway Name':SCHEDULED[Receipt Number] and will be receipted to the day the payment request was submitted to your bank. If the word 'Reversed' appears at the beginning, it means that the Payment Gateway was unsuccessful in taking a payment.
If the service has not yet received CCS from the government for your child for a week of care, but based on your child's government enrolment, it is anticipated that they may, it will show as a separate 'Daily CCS estimate' for each session of care for that week. Once the service pays subsidy to your service, the estimates will disappear, and will be replaced with a single 'Weekly CCS subsidy' entry.
Payments taken by cash, EFTPOS or bank transfer (i.e. outside of a payment gateway), will be receipted to the statement as 'Receipt #[Receipt Number](Child Name) - 'Comment'.
Direct debit payments taken by Xpay will appear as Xpay Payment:'Receipt Number' for 'Fee amount $' (surcharge fee information). These payments will only appear once the payment amount has cleared and been received by the centre.