How to Manually Enter a Deposit in ChildFriendly

While deposits are typically automatically recorded when a parent registers through the online registration form, there may be occasions when an administrator needs to manually record a one-off deposit—especially if the payment was made by e-transfer, cash, or cheque. In such cases, you can follow the steps below:

Step 1: Create the Deposit Entry

• Navigate to the Families module and open the Finance tab.
• Click the ➕ (Add) button and select Custom Billing.
• In the Custom Billing window:
  -set the Type to Deposit.
  -set the Counterpart to Credit.
  -enter the Amount, Date, Description, and any other necessary information.
  -click Submit.

Step 2: Review the Generated Items

• The system will automatically create:
  -an invoice (positive amount) for the deposit, and
  -an credit memo (negative amount) for the same amount.

• Both will appear in the family's Finance tab as Unassigned.

Step 3: Assign the Deposit Invoice

• Locate the invoice (the positive deposit amount).
• Change the Assigned To field from Unassigned to the payer (the person paying the deposit).
• Click Save.

Step 4: Collect the Payment

• Now that the invoice is assigned, proceed to collect the actual deposit payment (e.g., record the e-transfer, cash, or cheque).
• Use the Collect Payment $ icon on the invoice and click Submit.

Step 5: Assign the Credit Memo

• Once the deposit payment has been collected, go back to the credit memo (negative amount).
• Assign it to the same payer, and click Save.

You're Done! The credit is now sitting on their account, ready to be applied to future billings or refunded if needed.

Updated on: 14/06/2025