In this guide we’ll be going through how to record manual payments, monitoring your payments via the overview and sending payment reminders to relatives on Tapestry.
In order to record payments, you’ll need to have the Management System set up first. If you haven’t done that yet, please refer to this guide.
Recording a payment from a child's finance tab
Navigate to a child’s finance tab by clicking Management System > Children > Select the child’s name > Finance.
Then click “+ New” and then “Payment”.
Recording a payment from the invoices tab
Navaigate to Mangement System > Finances > Invoices.
You can then click the cog menu next to any unpaid or part-paid invoice and select “Add Payment”.
Adding payment details
When you choose to add a new payment, either from the child’s page or the invoice page, a new box will appear to add the details of the payment.
You can add the payment amount from the top-right. This amount will be automatically allocated to the most recent invoice, but you can manually tweak the allocation if needed.
You can also choose to send a payment receipt to bill payers at this stage. You can set custom text for your payment receipts from Config > Payments.
Monitoring your payments
You can see an overview of your payments via Management System > Finance > Payments.
You can use the filter options at the top to set a date range, view a specific room, level of allocation or specific child.
The table below will show all the details for each payment and you can export this table as a CSV using the “Export to CSV” button.
Tapestry Pay Payments
Payments made by relatives via Tapestry Pay can be managed from Management System > Finance > Tapestry Pay.
On this page you’ll find a history of all payments, disputes, and payouts associated with Tapestry Pay.
At the top you’ll see you Balance & Activity. This shows your total payable funds, as well as any funds that are pending. To transfer payable funds into your account, click the “Pay out now” button.
Under the Payments tab you’ll find a list of payments with the following details: reference, status, when the funds will settle, which relative made the payment, the method/type of payment, the gross payment amount, fee, and net amount, and when the payment was made/charged.
Click on the arrow to the left of the payment reference to see further details. You can also filter and sort the payments, and export the payments or generate a reconciliation report.
If a child has an outstanding account balance then you can send the child’s bill payer/s a payment reminder. This will be sent to the child’s assigned bill payers via email.
Sending payment reminders individually
You can send a payment reminder to an indivudual child from theire “Finance” tab. Just click Management System > Children > Select the child > Finance.
From this page, you’ll see the “Send Reminder” button underneath their account balance.
You can then add a custom message to the reminder email before sending.
Sending payment reminders in bulk
You can send these payment reminders for multiple children at once by going to Management System > Finance > Account Balance > Send Payment Reminders.
