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Bulk Fee Update tool

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Bulk Fee Update Tool

The Bulk Fee Update tool will allow the User to update all fees of the same schedule type on the database at the same time.  This will significantly reduce the time taken to perform this process each time there is a fee update within centres on the database.


Enabling Bulk Fee Update
Staff Permissions
Exporting a Fee Schedule
Exploring the CSV file
Creating a new Fee Schedule
Updating the Latest Fee Schedule
Deleting the Latest Fee Schedule
Importing a Fee Schedule

 

Enabling Bulk Fee Update

To enable Bulk Fee Update for the Database go to Tools > Options > Preferences > Enable Bulk Fee Update

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Staff Permissions

Users with Administrator permission level will automatically be able to access the Bulk Fee Update.  

For other Users, the permission can be turned on in their individual User accounts found in Admin > Users.

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*Please note* Users who have limited centre access cannot import a CSV file for the entire database.

 

Exporting a Fee Schedule

To export a fee Schedule go to Tools > Bulk Fee Update.

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Leave the Operation choice as Export Fees.

Choose the Fee Schedule that you want to update. The tool groups the different Fee schedules as each schedule is presented slightly differently in the spreadsheet due to the different properties of the Fee type.

All fees are available to export:
  • Complex Hourly Rate
  • Day/Session Rate with Daily Sibling Discount
  • Day/Session Rate with Weekly Sibling Discount
  • Fixed Day/Session Rate
  • Fixed Hourly Rate
  • Hourly rate with Daily Sibling Discount
  • Hourly rate with Weekly Sibling Discount
  • Per Day Discount (resets weekly)
  • Per Day Discount (resets weekly) with Daily Sibling Discount
  • Per Day Discount (resets weekly) with Weekly Sibling Discount
  • Sessional Discount (resets daily)
  • Sessional Discount (resets weekly)
  • Time Bands
  • Weekly by Hour
  • Weekly by Hour (tiered)
Enter your email address and click Export.

If successful you will receive the following message:

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Exploring the CSV file

Go to your email and open the Fee schedule CSV that has been exported.  As they do in the QikKids Admin screen, the specific fee columns in the CSV will differ depending on the fee schedule type selected.  The example below is of the Fixed Day/Session rate fee schedule for the database:

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1. QKID:  Each fee across the database has it's own QKID.  This can also be found on the fee in QikKids > Admin > Centre Details.  This is information only, do not change the QKIDs or the Import will fail.

2. Fee Name:  The fee names are provided for information only.

3. Schedule Type:  This column will display the exported fee schedule type.  Do not change the schedule type or the Import will fail as the QKIDs and other information will no longer match.

4. Latest Schedule Date:  The CSV will display the latest schedule within the fees only.  This is information only, do not modify the date or the Import will fail.

5. New Schedule Date: If you are creating a new schedule for a fee, you will add the beginning date here.  The date cannot be before the latest schedule date or in the past.  The New Schedule date can be from the beginning of this week or a future date.

6. Action:  Only four actions added here will be accepted on Import. If the value of these cells is anything but the 4 options below the Import will fail.
  • Create New - This will create a new Fee Schedule with a start date of the value in the New Schedule Date column
  • Update Latest - This will update the values in the current Fee Schedule that has a start date of the value in the Latest Scheduled Date column
  • Delete Latest - This will delete the latest Fee Schedule
  • No Action - This is the default setting for a row where, if imported back into QikKids, no action will be taken against the Fee. 
7. Centre name: The service names are provided for information only.  If it is a fee that has 'Show in all Centres' selected, you will see All in this column.  Changing the one line will change the fee in all of those centres.

8. CCB/REG Hours:  The CCB/REG hours of the fee are provided for information only.

9. Fee columns:  If creating a new fee schedule, modify the appropriate fee columns.

Important: Of the first 8 columns which are common across all Fee Schedules, only columns 5 (New Schedule Date) and 6 (Action) should be edited. Editing any data in columns 1, 2, 3, 4, 7 or 8 will cause an invalid import as the information in these columns is for information purposes only. Further, do not change the Headings of the columns or move/remove them in any way or the Import will fail.  The column positions of the CSV need to exactly match what was exported.

Creating a new Fee Schedule

When you open the CSV file, you will be able to create a new fee schedule for one or many fees in the file.

*Please note* The Bulk Fee Update creates new fee schedules within existing fees.  You cannot create new fees in this process.

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Steps to Create a new fee schedule:
1. Export the fee schedule to your email and open the CSV file.
2. Action column - Change the Action column on the applicable fees to read Create New. For those fees you do not want to edit, leave the action as No Action.
3. New Schedule date column - Add the intended start date for the new fee schedules.  This date cannot be before the Latest schedule date or in the past.  It needs to be greater than or equal to the start of the current week.
4. Fee columns - Edit the appropriate fee columns with the new fees.
5. Save the completed CSV file.
6. Import the file into QikKids.

 

Updating the Latest Fee Schedule

If you have imported a previous file into QikKids and want to make a change to the details entered, you are able to update the fee schedule. 

*Please note* You cannot update a fee schedule with a Latest schedule date in the past.

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Steps to Update the latest fee schedule:
1. Export the fee schedule to your email and open the CSV file.
2. Action column - Change the Action column on the applicable fees to read Update Latest.  For those fees you do not want to edit, leave the action as No Action.
3. Fee columns - Update the appropriate fee columns with the correct fees.
4. Save the completed CSV file.
5. Import the file into QikKids.
 

Deleting the Latest Fee Schedule

In the event that the changes that have been made were incorrect and you would like to reverse them, you can delete them in the same way.

*Please note* You cannot update/delete a Fee Schedule with an effective date before the start of the current week.  When deleting a schedule, the corresponding Fee Entry in QikKids > Admin needs to have more than one Scheduled entry.

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Steps to Delete the latest fee schedule:
1. Export the fee schedule to your email and open the CSV file.
2. Action column - Change the Action column on the applicable fees to read Delete Latest.  For those fees you do not want to delete, leave the action as No Action.
3. Save the completed CSV file.
4. Import the file into QikKids.

 

Importing a Fee Schedule

To import a fee Schedule go to Tools > Bulk Fee Update.  Change the Operation choice to Import Fees.

Click Browse

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Paste the copy of your file or use Ctrl + v to copy it.

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The file will now appear in the Upload file box.  Click Import.

If the import fails, you will see the message below.  A report will be generated to identify why the CSV file has failed.

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If there are no errors on the CSV, a confirm action message will appear.  This will ask you to confirm that you understand, uploading this CSV file will automatically recalculate any rolls affected by the changes made.  It is not possible to Create new, update or delete any schedules from the past so the recalc will be greater than or equal to the start of the current week dependant on the CSV details.

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Once this action is confirmed, the import successful message will appear and the fee schedules have been updated with the new information across the database.

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