Frequently Asked Questions

Click on the section about which you have a question, or use the search field on the right!
 

Enrollments

Make sure the child is Active in Children’s screen (must have a tick in the check box).
Create Enrolment (select the Type of Care for OSHC) – Display All (this will show all the exited enrolments as well as current enrolments).
Highlight the child and Synchronize Single.
Select Start Date (must be after the exited date) – Highlight the child and click Upload Enrolments.

Category: Enrollments

Make sure the Active box is checked in Children’s screen
Entrolments – Create Enrolment – display all – highlight the child and Upload Enrolment
This will create a new active enrolment at CCMS
Sometimes a new child has been made active but was started on the incorrect date in Kindy Manager. Change the start date in Update Enrolment. You can only backdate an enrolment, not forward date it.
You can now enter their attendances in data entry screen.

Category: Enrollments

You are unable to update a cancelled enrollment so you need to create a new enrollment.

Category: Enrollments

Make a note of the Enrolment ID.
KM5 – Tools – Query Enrolment – enter the ID – Import.
Create Enrolment– Type of Care – highlight the child and Synchronise Single.
If the record won’t import because it is an Informal enrolment or the details are incorrect (eg. Parent DOB resetting to 1901) call the Help Desk on (07) 5594-0519.

Category: Enrollments

The child is not “Active” in the Centrelink system or an incorrect CRN number or date of birth have been entered. The parent needs to go to Centrelink and make the child eligible for CCB for the correct type of care (eg. LDC or FDC) or check their CRN numbers are correct and that Centrelink have the correct DOB in their system.
Make the child Informal while you check the child’s information, then you can still process the attendances. When the child becomes Active at CCMS and you are able to make them Formal, the payments will come through for all the attendances and you can then download the payments and update their account.

Category: Enrollments

Go into Update Enrolments and select Informal – Type of Care – Refresh – Highlight the child and then Make Formal.
The screen will refresh and the child line will turn green if successful and red if not.
If unsuccessful check that the CRN and birth dates are correct.

Category: Enrollments

The drop down box in Update Enrolments should say Informal [Refresh].
This will bring up all the Informal enrolments and you can now click on your child and click the Make Formal button. This button only appears when Informal enrolments are shown.

Category: Enrollments

The enrollment probably already exists as an Informal enrollment.
Go into Update Enrollments and select Informal, Type of Care, Refresh – Highlight the child and then Make Formal.

Category: Enrollments

An AMEP/Other enrollment cannot be changed or updated to a Formal enrollment. You need to end the AMEP enrollment and start a new Formal enrollment. If this occurs midweek you will need to end the AMEP on the (eg.) Wednesday and start the Formal on the Thursday. If you get an error that the enrollment already exists synchronise the enrollments and check that the AMEP has been exited.

Category: Enrollments

If the centre is closed, open database and synchronise enrollments to become up to date with CCMS information.
Go to Update Enrollment and Make Formal.
The child is now formalised with CCMS so attendances can be uploaded to Centrelink for fee relief calculation.

Category: Enrollments

Go to Create Enrollment – Synchronise Enrollments.
This will bring up a list of changed CCB percentages.
In KM4 – Tools – Change CCB will bring up a table where you can quickly change multiple rates. Save.
The CCB% will also be different for multiple children families. You can manually override this for estimating purposes in the children’s screen.

Category: Enrollments

Child has probably been deleted and then re-created. Reinstate child from Deleted Children and put an asterisk (*) next to the surname to make sure you are deleting the details for the correct child. Go into the bookings and delete all bookings for the deleted child. Delete child again.

Category: Enrollments

Click on the Families icon. Add New. Fill in all the relevant details on all tabs. Save.
Click Add New if you want to then add another family.

Category: Enrollments

Check that Centrelink have not set the child up as School Age.
If they have the parent will need to go to Centrelink to fix the issue.
Also check that you are not estimating for multiple child CCB when there is only 1 child or that the CCB % has changed when synchronizing enrollments but you haven’t changed it in the Children’s screen.

Category: Enrollments