For agencies that collect Family Fees, CC4 offers a Ledgers Module in order to create invoices for all families with a nonzero amount. The Ledgers tab contains the entire scope of ledgers within the database, and the Batch Family Fee tab shows a log of the ledger Batch Actions.

Creating a Batch Monthly invoice

Within the Ledgers subtab of the Ledgers Module, there are 5 tabs organizing the different actions that can be taken. To complete a Batch Family Fee:

1. Navigate to “Missing Families Fee Billing” tab.

2. In the Filter section, select the Service Month and the Program(s) that this Batch action will be taken on. Click “Search” to populate the Filtered List.

3. Clicking the check box at the top of the leftmost column to select the entire list, navigate to the “Batch Family Fee” button. 

4. Fill out all required fields of the pop up window, then click “Save” to complete the batch action.

5. When the status of the batch updates from Processing to Completed, click the checkbox in the first column then click "Send Invoice".

   1. Clicking “View Results” will open a new tab with a list view of the Actions taken by the batch and the Outcome of each Action.

To Complete a Batch Print Invoice:

1. Within the Ledgers tab of the Ledgers Module, navigate to the “Unpaid Invoices” tab.

2. Using the first column to select the invoices to include in the batch, click “Batch Print Invoice” button.

3. Select the form to generate from the “Select Forms” pop up window then click "Save".

4. Once the batch status has updated to “Completed” the click “Merge to Files” if the Invoice document needs to be downloaded to the browser.

Receiving Family Fee Payments

Payments made online through stripe will update on the family's ledger on CC4 the next day. 

If the payment is not received through Stripe (check, cash, money order), you will need to manually input these from the action menu in the Unpaid Invoices subtab.

Selecting Receive Payment will slide open the box shown below. From here, you will be able to enter the payment amount and apply it to the correct invoice. 

Selecting Apply to Invoice will automatically apply the payment starting with the oldest invoice. Selecting revert Apply will clear the Applied amounts inputted. 

Payment and Invoice Statuses

Payment

1. Received- Online payment is received but not assigned to any invoice.

2. Partial Processed- There is a remainder amount of the payment not assigned to an invoice, for example if the family overpaid one of their invoices.

3. Processed- Payment is complete.

Invoice

1. Pending- Still awaiting payment from family. Option to send reminder email while in this status.

2. Partial Paid- Family paid less than the full amount. Will remain in the Unpaid Invoices subtab.

3. Paid- Invoice amount has been fulfilled.