Purpose
Reconcile subsidy payments by comparing the current-month DWS report with Brightwheel invoices, while documenting sibling cases and unresolved discrepancies.
Procedure
Sign in to the DWS system through the organization’s approved password manager. Open Children in Care and export the current-month report.
2. Open the internal DWS spreadsheet and paste the export into the appropriate tab. Review it for completeness and accuracy.
3. Identify sibling cases and ensure fees are recorded separately for each child. Label or annotate sibling entries as needed.
4. Sign in to Brightwheel through the approved password manager. Open Billing → Subsidies → Open Invoices and locate each student from the DWS spreadsheet.
5. Compare the DWS amount with the corresponding Brightwheel invoice. If they match, tag the invoice as Paid.
6. If an amount is different or an invoice is missing, flag the entry in the spreadsheet and do not mark it paid.
7. Compile the flagged items and report each discrepancy to the designated reviewer with the student name, DWS amount, Brightwheel amount, and notes.
Quality checklist
[ ] Current-month DWS export used
- [ ] Spreadsheet import reviewed
- [ ] Sibling fees separated by child
- [ ] Every student matched to the correct Brightwheel invoice
- [ ] Matching invoices marked Paid
- [ ] Discrepancies left unpaid and documented
- [ ] Reviewer received a complete discrepancy report
Never place credentials in the article or task notes.