What is a needs product and how to use it
If you need to charge an amount for each diaper change, you can use the needs product to automatically calculate the costs to apply to family members based on the records made by educators in the logbook.
How to create a needs product
- Access product management
• Go to Administration → Products.
• Click on the ”+ New” button at the top right.
- Fill in the product fields
• Product type: Select “Needs”.
• Internal product name: Enter a name useful for identifying the product (e.g. Diaper change €2). This name is visible only internally.
• Short name: Enter the name that the parent will see on the invoice (e.g. Diaper change).
• Description (optional): You can enter additional details or use student variables, selectable by clicking on the available light blue buttons.
• Amount: Indicate the cost for single change or single diaper.
• VAT rate: Select the VAT rate to apply and specify whether the amount is VAT included or VAT excluded.
- Set the reference period
• You can choose whether to display or not the reference period.
• By selecting “Previous”, the system will automatically insert the start and end date of the previous month relative to the document date.
- Define the types of changes to charge
• You can choose to charge the cost for a logbook record related to:
• Pee
• Poop
• Both types
- Save the product
• After completing the setup, click the “Save” button at the top right.
• You will be redirected to the Product List page, where you can:
• Edit the product by clicking on the pencil icon.
• Duplicate it by clicking on the gray “Duplicate” icon to create a variant with different prices.
• Delete it by clicking on the red “Delete” icon.
How to use the needs product
The needs product can be used in two ways:
Manual: Entering it manually during invoice creation.
Automatic: Including it in a package to automatically generate the charge based on the data recorded in the logbook.
We recommend consulting the guides related to packages for more efficient management of automatic invoicing.