LittleLives Help Centre

Invoice, Credit and Payment Management

Overview

This section covers comprehensive invoice management, credit handling, and payment processing.

4.1 Invoice Management

Viewing and Managing Invoices

Accessing Invoice Management:

1. Navigate to Invoices

   • Click "Invoices" on the left navigation tab

2. Search and Filter

   • Use search functionality to locate specific invoices
   • Apply filters to narrow down results

3. Create Ad Hoc Invoice

   • Click "Invoice Action" to create new ad hoc invoices
   • Configure invoice details and line items

4. View Invoice Details

   • Click on any invoice to view complete details

5. Invoice Actions

   • Click the three-dot menu (⋮) for additional options:
     • Apply Credit
     • Apply Deposit
     • Make Payment
     • Print Invoice

Managing Paid Invoices

Paid Invoice Features:

1. Access Paid Invoices

   • Navigate to "Paid" tab to view all completed payments

2. Overpayment Management

   • Click the three-dot menu (⋮) to "Add Overpayment"
   • Configure overpayment details and processing

4.2 Credit Management

Understanding Credit Types

The system handles three types of credits:

Credit Note:

• Generated automatically when IEF applications are approved
• Contains full subsidy amount based on subsidy type
• Automatically utilized to offset future invoices

Overpayment:

• Created when parents pay more than the outstanding invoice amount
• Can be applied to offset other outstanding invoices
• Generated from paid invoices

Advance Receipt:

• Used when parents make advance payments for future months
• Created by Centre Admin or HQ Finance
• Automatically used to offset future monthly billing

Managing Credits

Accessing Credit Management:

1. Navigate to Credit Management

   • Click "Credit Management" from the main menu

2. Search and Filter

   • Use search functionality to locate specific credits
   • Filter by credit type (Credit Note/Overpayment/Advance Payment)

3. Create Advance Receipt

   • Click "Credit Action" to create new advance receipts
   • Configure receipt details and amounts

4. View Credit Details

   • Click on any credit to view complete information

5. Request Refunds

   • Click the three-dot menu (⋮) to "Request for Refund"
   • Process refund requests for various credit types

4.3 Payment Management

Viewing and Managing Payments

Payment Management Features:

1. Access Payment Receipts

   • Click "Payment" > "Receipts" to view all payment records

2. Search and Filter

   • Use search functionality to locate specific payments
   • Apply filters to narrow down results

3. Cancel Payments

   • Click the three-dot menu (⋮) to "Cancel Payment"
   • Important: GIRO payments cannot be cancelled

4.4 Refund Management

Processing Refunds

Refund Request Process:

1. Initiate Refund Request

   • Click the three-dot menu (⋮) and select "Request for Refund"
   • Fill in all required refund details
   • Click "Request Refund" to submit

2. Process Actual Refund

   • After making actual refunds to parents
   • Navigate to "Pending Refund Processing"
   • Click the three-dot menu (⋮) and select "Mark as Refunded"

3. Complete Refund Process

   • The credit note will be moved to the "Closed" tab
   • Refund process is complete

Part 5: GIRO Collection Process

Overview

GIRO (General Interbank Recurring Order) collection provides automated payment processing for regular billing cycles.

GIRO Process Flow

The GIRO process follows a structured workflow:

1. Student GIRO Account & Payment Mode Setup
2. GIRO Batch Generation (based on Billing Schedule)
3. GIRO Batch Review and Locking
4. GIRO Batch Processing
5. Payment Processing and Results

GIRO Setup Requirements

Prerequisites:

• Student GIRO account must be configured
• Payment mode must be set to GIRO
• Bank account must be approved and active

Managing GIRO Collections

Outstanding Invoices

Outstanding Invoice Management:

• Lists all invoices eligible for GIRO collection
• Shows invoices that are outstanding and not yet added to any GIRO batch
• Allows inclusion/exclusion from GIRO batches

GIRO Batch Management

GIRO Batch Processing:

1. System-Generated Batches

   • GIRO batches are automatically generated based on billing schedules
   • No manual creation required

2. Batch Management

   • Under "Student GIRO Collection," click the three-dot menu (⋮)
   • Select "Exclude invoice from GIRO Batch" if needed

3. Lock GIRO Batch

   • HQ Finance clicks "GIRO Batch Action" to lock the batch
   • Locked batches cannot be modified

4. Process GIRO

   • Click "Process GIRO" at least 1 working day before scheduled deduction
   • Must be completed by 11am on processing day
   • Invoices move to "Pending GIRO Processing" tab

5. Bank Processing

   • GIRO batch is sent to the bank based on deduction date
   • Bank processes payments according to schedule

Transaction Results

Successful Transactions:

• System automatically issues receipts
• Invoices move to "Paid" tab
• No manual intervention required

Unsuccessful Transactions:

• Invoices remain in "Outstanding" status
• Require manual follow-up or alternative payment methods
• Can be included in future GIRO batches

Practice Task #11 (15 minutes):

1. Exclude an invoice from GIRO Batch
2. Include an outstanding invoice for GIRO Batch

eGIRO Application Process

eGIRO Workflow

eGIRO Process Steps:

1. Parent Application Submission

   • Parents submit eGIRO application form online
   • Application is automatically created in the system

2. System Processing

   • Application appears in "Bank Processing" > "GIRO Application"
   • Initial status is "Pending"

3. Centre Review

   • Centre reviews application details
   • Click the three-dot menu (⋮) button
   • Select "Review Application"
   • Click "Submit" to forward to bank

4. Bank Processing

   • Bank receives and processes the application
   • Bank approves or rejects the application

5. Activation

   • Approved applications move to "Active" status
   • Bank account information is updated automatically
   • Account becomes available for GIRO collections

Part 6: PayNow Integration

Overview

PayNow integration provides an alternative payment method for parents who don't use GIRO collection.

PayNow Payment Process

PayNow Activation:

• When "GIRO Collection" is set to "No"
• PayNow QR code link is automatically included in invoices
• Parents can scan the code to make immediate payments

PayNow Process Flow:

1. Invoice Generation

   • System generates invoices with embedded QR codes
   • Only applies when GIRO Collection is disabled

2. Parent Payment

   • Parents scan QR code to make payment
   • Payment is processed through PayNow system

3. Automatic Processing

   • Successful payments automatically mark invoices as "Paid"
   • Receipts are generated automatically
   • No manual intervention required

PayNow Important Notes

QR Code Limitations:

• PayNow QR codes are valid for 5 minutes only
• New codes must be generated for each payment session

Parent Guidelines:

• Do not use the same QR code for multiple invoices
• Each invoice requires a separate payment transaction
• For duplicate payments, system will create overpayments automatically

PayNow vs GIRO Comparison