Hi Carmel
We have 6 childcare centres and implemented a process many years ago for all receipts to be received through our core receipting module – Pathway. We did this so they could leverage off all of our payment options such as BPAY, Australia Post OTC, front counter (our office), internet and phone payments. We made sure that the billing information needed was included in all the data received from each channel so we could import into Pathway and income would be applied to the right centres.
Yes, a separate BPAY biller code was created, would highly recommend this unless your system allows integration to debtors and your debtor system has a Biller code already.
Each night we scheduled/automated a receipting data extract file that could be injested into our childcare solution – Hubworks. The file included receipt amount, source, date/time, reference/account number for both receipts and any reversals.
We did not accrue childcare payments as parents were required to pay in advance.
This all worked exceptionally well until our childcare team announced they would be moving wholly to direct debit, which works well aside from all the dishonours.
I hope this is helpful.
Regards,
Andrew
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