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Configure Account period for Qikkids

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Configure Account period for Qikkids 

This feature is NOT available for QikKids Professional clients using an Access database or databases with FDC services

To utilise the Account Period functionality within QikKids the user must:

  • Activate the the Accounting function
  • Configure user permissions
  • Configure Account periods

Activating Account Function within QikKids

Configure the Account periods

These functions are located under Merchant > Manage Accounting Periods

This feature is NOT available for QikKids Professional clients using an Access database or databases with FDC services

This document explains QikKids Period Accounting and how to enable it within QikKids.

QikKids Period Accounting

What is Period Accounting?

QikKids Period Accounting is a feature that has been introduced that allows users to close off financial periods to better manage their centres. Period Accounting is an optional extra within QikKids and clients should discuss this feature with with their accountants or book keepers before turning Period Accounting on.

If Period Accounting is not turned on, there is no change to the way QikKids currently works.

QikKids Accounting Period Principles

Under the current system (with Period Accounting disabled), QikKids transactions are fluid. This means that if a transaction is changed, the original transaction may just be updated to the new figure and it isn't always easy to determine what change occurred to that transaction in the past. These changes could be triggered by something such as editing a child's past attendances.

With Period Accounting enabled, clients will now be able to track any changes to a past period and when they occurred.

For example, if a parent's JET eligibility has changes for a period in the past, eg, March, and the rolls have to be recalculated, with Period Accounting enabled, the changes will show up as adjustments made in the current period, rather than the original transactions in March being updated to the new figures.

 

Accounting Period Scenarios

This sections details some examples of how transactions are handled differently when Account Periods is enabled.

Example 1: Changing Roll Entries (Attendances) in past periods

A child has a full day roll entry in March 2013 which is a prior period. The parent comes in today and reports this is as an error as the child only attended half day on that date and the service alters that roll entry.

With Period Accounting enabled, a Period Accounting Statement (Period Accounting ticked on Statement box) for the period encompassing the full date range (March 2013 to June 2013) will now show history of the attendance on that date rather than simply overwriting the attendance. 

A Period Accounting Statement for just the current period, i.e. June 2013 (after the attendance date) will show change history under the heading ‘Prior Period Adjustments’.  Note the original attendance will not show as it was created outside the date range of the statement.

Order of entries on statement:

  • Original attendance (Full Day) - $100 charge applied to the account (will not show on statement with date range after original attendance date)
  • Reversal of original attendance (Full Day) - $100 reversal applied to the account (cancelling out original attendance)
  • New attendance (Half Day) - $50 charge applied to the account

The same behaviour would occur when adding new roll entries in a past period, except there would not be a reversal transaction as there is no existing transaction to reverse.

 

Example 2: Changing Receipts in past periods

A Staff member discovers that a $100 charge applied through the Money button in March 2013 has been entered incorrectly and should have been $1000.

The receipt is deleted and a $1000 transaction is created for the same date via the Money button.

A Period Accounting Statement for the period encompassing the full date range (March 2013 to June 2013) will now show history of the charge on that date rather than showing the latest transaction. 

A Period Accounting Statement for current period June 2013 (after the charge date) will show change history under the heading ‘Prior Period Adjustments’.  Note the original charge will not show as it was created outside the date range of the statement.

Order of entries on statement:

  • Original charge entry - $100 charge applied to the account (will not show on a statement with a date range after original charge date)
  • Reversal of original charge - $100 reversal applied to the account (cancelling out original charge)
  • New charge - $100 charge applied to the account

This rule would also apply to Gateway transactions that are submitted before a period is closed and retrieved in the new period. Any declined transactions would cause a reversal in the new period.

 

Example 3: Charging Rolls in one period and Marking them in the next

Rolls are charged at the end of the period, prior to the period being closed and then the period is closed before the rolls are marked. In this situation, unless there are significant changes to the original roll entries, ie, a CCB % change, Fee change, Day change, hours change, then marking the rolls in the new period will have no impact on the transaction.

If a significant change occurred, i.e a CCB % change, Fee change, Day change, hours change, then the previous transaction will be reversed and recreated in the new period with the new information.

If users are unaware of this, questions may be raised regarding the new transactions in the new period.
 

Example 4: Submitting to CCMS in one period and then retrieving in the next

Rolls are submitted to CCMS prior to the period being closed and the CCMS retrieval occurs after the period is closed. In this situation, all of the submitted roll entries will be reversed and replacement transactions will be created in the new period assuming there is a change to the CCB%, Fee, Day or hours attended.

If users are unaware of this, questions may be raised regarding the new transactions in the new period.
 

Example 5: Undeleting a transaction in a prior period

If a deleted transaction in a prior closed period is undeleted, a new transaction is created in the current accounting period to reverse the deletion.
 

Example 6: Formalising an Informal Enrolment created in a prior period

Any changes to transactions in past periods, ie, CCB coming through, would trigger reversals and replacement transactions in the current period.
 

Example 7: Charging / Marking Rolls or creating/deleting/editing attendance or receipts for a current or reopened period

In this scenario there will be no change to the way QikKids currently handles these transactions. The original transactions would just be edited.

 

Example 8: Closing a period early

When you make a prior period adjustment the "period date" field is used to track the period the change was made in.  This is used by the reports.

If you don't run a period accounting report for the entire period you may have missing data

Normally:

Roll date being affected 29 September
Period set as current is 1 - 31 October
Actual date you are making the change: 2 October
Period date is set to 2 October

if the actual date falls outside the current period - e.g. it is closed early - then the system sets the period date as the end of the period

e.g.

Period set as current is 1 - 31 October

Roll date being affected 29 September

Actual date you are making the change: 29 September

Period date is set to 31 October

 

Enabling Period Accounting

Period accounting is enabled through the following 2 options:

  • First the user must enable the Accounting functionality via the Preferences (Database Options), located under Tools > Options > Preferences and ticking 'Enable Periodic Accounting'
  • Secondly the user must have the correct User Permissions located under Admin> Users Configure Users


     
  • Full Access to periodic A/c Schedules permissions allows the user to add / remove / delete accounting schedules. Further the user can Close and Make Current accounting periods as required. 
  • Read Only access to periodic A/c Schedule permission allows the user to view the schedule only.

Accounting Period Management dialog

This screen is accessed via Merchant > Manage Accounting Periods

Schedule

This dialog allows the user to create and delete accounting period schedules. Further this window displays the header information for each schedule

  • Clicking on the 'New' button opens the New Period Schedule dialog. 
  • Clicking on the 'Delete' button deletes the highlighted schedule.
    • If a schedule has no activity against it, the system will delete with a warning.
    • Attempting to delete a schedule that is 'in use' will cause a warning to be displayed. If the user chooses to continue with the deletion the system will delete the schedule and remove all period data from transactions. In use is defined as at least 1 period that has been closed

No two financial period schedules will be able to overlap.

 New Period Schedule

This dialog allows users to create a Period Accounting Schedule 

Financial year  Specifies the year in which the schedule is to start. 

2013 is the earliest year that QikKids will allow the user to create

Start Date  - The date on which the schedule starts and is also the start date of the first period of the schedule.

End Date  - The date on which the schedule ends and is also the end date of the final period of the schedule.

Period Length  - This function allows the user to specify the period length

Options are

  • Yearly – 1 period per year
  • 6 monthly – 2 periods per year
  • Quarterly – 4 periods per year
  • Monthly – 12 periods per year
  • 4-4-5 – Variable week grouping
  • 4 weekly – 13 periods per year
  • 2 weekly – 26 periods per year
  • Weekly – 52 period per year
  • Manual - Activates the 'Open Manual Period Length dialog'

If the calculated end date of the final period exceeds the date nominated in the End Date, the system uses the following option to decide what to do: 

  • Truncate last period End Date - This option causes the system to finish the final period on the nominated end date which would result in a shortened final period.
  • Round End Date up to last period end date - This option causes the system to extend the nominated end date to the calculated end date of the final period which would result in a full final period.

Manual Schedule dialogue

The start and end for the manual schedule are taken from the previous screen. 

The user would configure the schedule by adding the individual periods.

Details Window

This window displays the 'period' break down of the highlighted schedule. Further it displays the current status of each period. Finally each period entry has the ability to be finalised or made current. 

Definitions

Open Period (Current period) - Transactions which are made within a open (current) period are treated as normal.

Closed Period (Prior Period) - Transactions which are edited or created within a closed (prior) period have a reversal transaction and replacement transaction created in the 'current period'.

Future Period - Transactions which are edited or created within a future period a treat as though they had occurred with in the current period.

Options:

Close selected period -  This option allows the user to close a 'current period'

Re-Open selected period for entire database -  This option allows the user to reopen (make current) a period which has been previously closed for all users, in a given database. This period will remain open until it is manually closed.

Re-Open selected period for session only -  This option allows the user to reopen (make current) a period which has been previously closed for themselves only, while they are logged in to the current session. When that user logs off the period would be closed again. For all other users it would remain closed.

Changes made while using 'Re-Open selected period for entire database' or 'Re-Open selected period for session only' may cause changes to historic reporting and should be used with caution.

Select Current Period

  • This button is only displayed the first time a schedule is created.  
  • This function allows the user to specify which period is current and will close all periods prior to the selected one.
  •  To used this, select the period which is to be made current and then select the button.

Once used the schedule would need to be deleted if a mistake was made.

Autoclose Current Period

This function, when ticked, will cause the system to close the current period when the number of days specified has been exceed. The system will undertake this process on the first log on of the day and will advise the user of its occurrence.  If the option prompt user to auto close is selected the, the system will prompt the user to close the period on eth given date, instead of close it automatically.

 

Accounting Period FAQ

Why would I use QikKids Period Accounting?

QikKids Period Accounting enables users to better track changes to transactions that have occurred in a prior closed period.

What does the new QikKids Period Accounting Statement show?

A sample Period Accounting statement is shown on theAccounting period statement variation page.

How do I enable QikKids Accounting Periods?

Please read the Configure Account period for Qikkids setup guide for assistance on how to enable your QikKids Accounting Periods.

 

New reports for Accounting period

To facilitate the use of the accounting feature the following changes have been made and new fearures add.

Accounting period statement variation

There is is now an option located on the Statements and Account Slips which configures the selected statement types to display prior period transaction changes. 

A sample can be found Accounting period statement variation.

Reports

Accounting Period Reports

 

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