What Are Business Units?
Business Units allow you to group multiple schools that share the same processor ID. When grouped, families enrolled across these schools receive one itemized bill covering all their enrollments across any number of schools within a billing period. Business Units can represent districts, regions, or areas within your business. Please speak with your Kangarootime Customer Success Representative or Implementation Specialist as to what configuration is right for you!
Business Units Benefit...
- Businesses that have families enrolled in multiple schools
- Families will receive a single combined bill spanning multiple schools
- Financial teams that reconcile bank statements with one bank deposit item covering many schools
- Payment reporting at the Business Unit level instead of by individual school
- (Note: Line-item details like tuition, charges, and credits will still be tracked by school)
- Business Units can be configured on an individual school basis
Step 1. Business Unit Configuration
Configure the business units with your Implementation Specialist with the following criteria:
- Business Unit Name
- Address
- City
- State
- Zip Code
- Phone Number
- Tax ID
- Schools
- Via the Schools dropdown, select all the schools that should exist within the Business Unit
Step 2: Understanding Business Unit Impact
When a family enrolls, their account will be created at the Business Unit level, meaning that there will be one family account where all enrollments and billing within the Business Unit will be consolidated.
For example, if a child is enrolled for After School Care at School A, then attends a Summer program at School B, and School A + School B exist within the same Business Unit, enrollments and billing information will exist within one account.
The Business Unit name, address, phone number, and tax ID will appear on all invoices and statements issued for the Accounts that exist within the Business Unit, as opposed to the individual schools the child attend(s) programming.
Within an invoice, Kangarootime will specify which school the charge is rooted in. For example, in the invoice below, Peter Adams was charged at the Toddler Session rate on Monday, March 2nd and Friday, March 6th at the school Grove - Norham, and was also charged the Mobile Infant Weekly Tuition on Tuesday, March 3rd, Wednesday, March 4th, and Thursday, March 5th. This indicates that the family was charged for the care provided at 2 separate locations within a billing period.
Step 3: Understanding Your Financials
Charges and credits can be filtered down by location to provide visibility into what you are charging and/or crediting your families. In the screenshot below, you can see tuition, charges, discounts, subsidies, and a representation of credits filtered down by a unique location within a Business Unit.
Payments are captured at the Business Unit level, meaning all payment data is consolidated within a Business Unit. For example, within a Business Unit, if School A received 100,00.00 in gross payments, and School B received 22,022.16 in gross payments, they would be consolidated into one gross payment amount of 122,022.16, as in the screenshot below.
Business Units Considerations:
1: Consolidated bank deposits = business unit level payments reporting:
- Do you prefer one bank deposit for multiple schools on your bank statement?
- Within Business Units, schools that are grouped will share a merchant ID, and thus, payments will report together on bank statements
- Do you need to view payments per school within the Insights reporting for detailed payment information?
- Within Business Units, the grouped schools will share a merchant ID, and thus, payments are aggregated to capture all payments made within the schools inside the Business Unit.
- If multiple schools are placed within a Business Unit, you will not be able to break down payment data by school within Insights reporting
- How do you reconcile bank deposits?
- If multiple schools are grouped together within a Business Unit, you will reconcile bank deposits by Business Unit, not by individual schools
2: Should multi-site families receive an invoice per school or a combined invoice?
- Business Units are ideal for multi-site businesses where students could attend multiple locations within a Business Unit. The family's information will remain on one account with enrollment(s) specific to school(s)
- If a family moves out of the Business Unit and re-enrolls within a school outside of that Business Unit, a second account will be created associated with their new school/Business Unit
- Ex. If a family is currently a part of District (Business Unit) A within your business, but moves to District (Business Unit) B and re-enrolls in programming, a second account will be created within Kangarootime to represent the family's association with their new district (Business Unit).
Questions? Please reach out to your Kangarootime Customer Success Representative or write in to our Support team via helpdesk@kangarootime.com.