Overview
When starting your existing Private Pay students in Oases (private pay refers to services paid for by an individual rather than an agency or contract), you will need to pick a date when you will begin their services and accounting in your Oases Database for any on-going services.
Article Sections
- Calculate the liabilities
- Liability Example
- Enter liability manually
- Important note about reference numbers
- Importing liabilities via field mapped import
Calculate the Liabilities
1. For the date you have selected you must know their liability to you and your liability to them:
a. How much does your customer owe you up to the chosen start date?
b. Have any payments been made by them since that date?
c. What services have been ordered or invoiced for after that date.
You will need to make sure that these items are entered into Oases so that the transition is seamless.
Liability Example
2. You are planning to start a student that is carrying over from a prior system from March 1st in Oases.
In your previous system or manual accounting method, Mrs Smith has an invoice for 16 sessions. 8 for February and 8 for March.
The invoice is $400.00 for February and March but she has paid $200.00 towards it in February and made a payment of $100.00 towards the March sessions on March 1st.
The liabilities would be:
a. Her liability to you on your start date in Oases is $200.00 for the March sessions ($400.00 less the $200.00 February payment logged in a prior system).
b. The $100.00 payment will be entered directly into Oases as this was given to you on or after the start date.
c. Your liability is 8 hours of service in March.
Enter the above liability manually:
3. Create an invoice for the 8 hours for March. This will generate her liability of $200.00 and also release 8 hours of service to the student matching your liability. As this invoice is duplicating part of an invoice that was generated elsewhere add the text 'Transfer Balance' to the reference so you don't include it as new revenue for your tax returns.
4. Enter the $100.00 payment for March services.
This will leave the customer owing you $100.00 and free up 8 hours to be scheduled in Oases.
This example was easy as Mrs Smith had all services prior to the launch day in Oases paid up so it was a simple transition.
If the customer owes you money for services invoiced and taken before the 'go' date (they have attended sessions not paid for and those sessions will not be scheduled in Oases), enter that as an invoice with a session type of 'starting balance', quantity of one and the amount she owes you. (you will need to create this session type releasing no time (zero minutes).
If the customer is in credit with you on go day simply enter a payment to that value.
Important Note on Reference Numbers
5. Change the reference on invoices and payments created to add liabilities to include the number generated by Oases plus the text STARTING BALANCE or Transfer Balance so that you, your customers and accountants know that the entry is a duplicate.
Importing Liabilities with Field Mapped Import
6. Go To: SET UP - DATA IMPORT - FIELD MAPPED IMPORT and press Export Available Fields for the Student import. This will give you an empty import sheet with the column headers that match items in Oases.
7. Complete your spreadsheet with all items other than financial columns following the tutorial instructions making sure to add the compulsory columns.
8. Your session types will have columns in the spreadsheet. Each Oases database is different and has different session types but as you have just programmed them, you should spot them quite easily.
9. If you want to release 3 hours to a student of Group, just place a 3 under Group for that student row. When mapping these columns you will map to your session type name.
10. In the column called Starting Balance bring in their balance. For Starting Balance, if they owe you money then enter an amount with a negative symbol and if they are in credit, enter the credit amount with no symbol. Oases will automatically deal with the money accordingly. If they owe you money but it's for services not yet taken per the above example don't enter anything. Step 9 will generate an invoice and generate the amount owing.
Link To
IP01. Program Different Invoicing Rates For Different Students