Abacus Help Files SettingsEditing Free Entitlement

Editing Free Entitlement

We understand that Free Entitlement information can change so here is how you can edit the different areas.

Editing Non Qualifying/Non Term Days

1) Click on "Settings" and click "Free Entitlement".

2) Click on the "A" symbol next to your Free Entitlement LEA you wish to edit.

3) Select the 'Term Name' you wish to edit, and click "Edit Term".

4) If your want to delete a non qualifying/non term date, click on the bin symbol next to the date you wish to delete.  NB: Credit notes will be raised where the deleted Free Entitlement session has been invoiced. You will need to remember to re-enter a Free Entitlement session for that day for all children if required.

5) If you want to add non qualifying/non term days, first select if it is a 'Single' or 'Multiple' days.

6) Enter the 'Start Date'.

7) Click the plus sign to add.  NB: This will delete any Free Entitlement session(s) booked on this/these day(s).  Credit notes will be raised where invoices have been affected.

Editing The Term Names

1) Click on "Settings" and click "Free Entitlement".

2) Click on the "A" symbol next to the Free Entitlement LEA you wish to edit.

3) Select the 'Term Name' you wish to edit.

4) Click 'Edit Term'.

5) Type in the changes you wish to make to the 'Term Name' field.

6) Click 'Save'.

Editing The Headcount Date

1) Click on "Settings" and click "Free Entitlement".

2) Click on the "A" symbol next to the Free Entitlement LEA you wish to edit.

3) Select the 'Term Name' you wish to edit.

4) Click 'Edit Term'.

5) Click on the calendar to edit the 'Head Count Date'.

6) Click 'Save'. This will update on your Home page and Diary.  

Editing Sessional Voucher Value

1) Click on "Settings" and click "Free Entitlement".

2) Click on the "A" symbol next to the Free Entitlement LEA you wish to edit.

3) Select the 'Term Name' you would like to edit.

4) Click 'Edit Term'.

5) Type in your new 'Term Voucher Value'.

6) Click 'Save'.

Please Note

If you decrease the 'Term Voucher Value', all existing invoices using the original sessional voucher value will need to be manually credit noted before you can proceed.

Editing LEA Hourly Value

1) Click on "Settings" and click "Free Entitlement".

2) Click on the "A" symbol next to the Free Entitlement LEA you wish to edit.

3) Select the 'Term Name' you would like to edit.

4) Click 'Edit Term'.

5) Type in your new 'LEA Hourly Value'.

6) Click 'Save'.

Editing Term Start Date

To edit the start date you must send a message to Customer Service and we will update this for you (see Emailing Customer Service). This will need to include the LEA funding area name, the Term Name and the new Start Date.

However, please be aware -

  • If you request the start date to be set before the original date, you will need to book Free Entitlement into this extended date range.
  • If you request the start date to be set after the original date, or for the same date as the Term End Date, then you are decreasing the number of Free Entitlement days.  Free Entitlement will be deleted for this period, and credit notes will be raised where invoiced sessions are affected.

Editing Term End Date

To edit the end date you must send a message to Customer Service and we will update this for you (see Emailing Customer Service). This will need to include the LEA funding area name, the Term Name and the new End Date.

However, please be aware -

  • If you request the End Date to be set after the original date, you will need to book Free Entitlement into this extended date range.
  • If you request the End Date to be set before the original end date or for the same day as the Term Start Date, then you are decreasing the number of Free Entitlement days.  Free Entitlement will be deleted for this period, and credit notes will be raised where invoiced sessions are affected.

Editing Hourly Voucher Value

To edit the Hourly/Sessional Voucher Value you must send a message to Customer Service and we will update this for you (see Emailing Customer Service). This will need to include the LEA funding area name, the Term Name and the new voucher value and type.

However, please be aware -

  • If this is changed to be a different value then mass credit notes will be raised for all children’s accounts where invoices have been raised for this term. Children’s accounts will be affected by this change. If you have any questions or concerns about this then please contact our Customer Care Team before asking us to make this change.
  • Please Note: This will credit note ALL invoices within the WHOLE TERM which have been raised.