Ad-Hoc Purchases
Ad-hoc purchases can be either Sessions or Fees from your created Pricing Structure. These are items that are NOT part of a child's recurring plan.
While a child's Plan is the recurring pattern of attendance, Ad-hoc Purchases are one-off purchases, such as:
an extra attendance-based Session not typical for this child (before school, after school, late fee tied to attendance, hourly rate, extra day, holiday club)
Fees, such as one-off meal costs, diapers, field trip and anything else your site may charge as ad-hoc fees
💡 Did you know: A session or fee will only appear as an option to book ad-hoc if you have added an ad-hoc price when creating it.
How to add an ad-hoc purchase
Adding an ad hoc purchase to a child's profile will instantly be picked up by your Revenue report, your Occupancy report, and your Classroom Planner / expected attendance schedules.
To add an Ad-hoc Purchase:
👉 Where: Finance menu - Overview
Stay on the Overview tab
Select the appropriate single child or multiple children you wish to apply ad-hoc purchases to. By selecting more than 1 child, you will apply the same items in bulk.
Click Add purchases
Select the relevant Pricing group or set it to automatic if you have set up pricing group advance rules in your pricing section. The system will automatically calculate the correct price at the time of purchase.
Then the date for this Session or Fee
Click on the items you'd like to add as ad-hoc purchases
You can click on as many as you'd like to add them in bulk. They will all be collected in the Summary section on the right.
Add a discount or a note if needed
When you're ready, click Add purchases
The ad-hoc purchases will show up in the Purchases overview within a child's Profile :
☝️ Be aware: All ad-hoc purchases (appearing in the Selected items column) are bundled together and added to an invoice as a group of purchases. We recommend that you don't have purchases from two different months in the same bundle, because all of it will be picked up next time you issue an invoice.
Deleting an ad-hoc purchase
Provided the ad-hoc purchases or sessions have not been invoiced for (shown by a green checkmark), you can delete them. To remove an item, open up the bundle of purchases and click on Remove under the item.
To delete an ad-hoc purchase that has already been invoiced, you must first cancel the relevant invoice, then delete the ad-hoc. Once you have removed it, you can re-issue the invoice.
Invoicing ad-hoc purchases
It's not possible to raise an invoice for only ad-hoc purchases since they are automatically picked up the next time you issue an invoice.
However, if the ad-hoc purchase was for the period that has already been invoiced, you can of course still invoice for this. You will need to raise an invoice for the same period, so the ad-hoc purchase will be picked up.
☝️ Be aware: If you choose not to charge for sessions where a child is unwell, you will need to delete the ad-hoc session, even if you left the boxes below unchecked when creating the session. This is because these boxes only apply when the Session is part of a Plan; this checkbox does not apply to Ad-hoc Purchases.
