Troubleshooting

Yes, if you recorded the check number in the Comment field on the Ledger Card. Use the Account Filter to include only accounts where the Other Filters, Ledger Comment contains the check number for which you are looking.

Account balances can be hidden by right clicking the Balance header and unchecking the Show Account Balance option. To unhide account balances, right click the Key header and click Show Account Balances .

Yes. You can set things up to track an annual amount due from a family but bill them one month at a time. See article: Annual Tuition Charged Monthly

Yes. Go to Reports > Standard Reports > Family Accounting > Miscellaneous Ledger Activity > Account Ledger Audit Summary . You may see also changes made to individual family ledger cards on their Account Ledger Audit screen. Note: This report i...

Although charges are typically posted per child ($140 for Infants, $110 for Toddlers, etc.) the amount owed and paid by a family applies to their account as a whole, not a particular child. Therefore you cannot print a separate statement per child. ...

Yes, but you’ll need a way to indicate which families require printed statements. Create an Account Tracking Item, like “Needs Printed Statement” and Assign the Tracking to the appropriate families. When you print statements use the Selec...

The change in undeposited payments (whether they went up or down) is shown on the Receivable Journal Summary. The amount is the difference between what was received in payments (by check, cash, etc.) and what was taken to the bank (“closed” in Depos...

A lock next to a payment on a Family Ledger Card indicates that payment is part of a closed Deposit Report. To change a locked payment item: Re-open the Deposit Report which includes the item and remove it from the deposit. Then temporarily ...

Selecting or changing the date on a Ledger Card depends on these factors: For a new entry, the number of days you may post into the past or future is set in Region & School Option screen. From the Procare Home screen go to Configurat...

Since a family ledger may contain charges (revenue) from several different classrooms, you will need to make a charge description for each classroom and then run a report that totals each charge description. Create tuition charge names, one per ...

If you make a mistake using an Automated Billing procedure, such as posting charges two times in a row, you can void the entire batch at once. This applies to three types of billing and all use the same void process. From the main screen of Fa...

For “In Service” days presumably school age children attending your center during the day, when they would otherwise be attending only before or after school. If you use Billing Formulas (that charge for extra days or extra hours) that would be co...

It depends on whether you use Contract Billing Cycles (fixed weekly, monthly rates) or Billing Formulas (calculated hourly, daily rates, etc.) Contract Cycles: To change the amount charged for all families from this point forward, ...

There are several ways to charge a registration fee to families: You can post an individual registration fee for one family directly to their Account Ledger Card . Just choose a Description like “Registration”. If the amount varies per fami...

When two or more people pay separately for the same child each person must be set up as the Primary Payer on their own separate account. Create a New Account for each party, for example one for mom and another for dad. Add the same child to ...

There are two groups of families to whom you’ll want to send end-of-year statements: “visible” families with currently enrolled children, and “hidden” families whose children were enrolled at some point during the year, but no longer attend. More re...

When a family owes money you are unable to collect, you’ll eventually want to zero out the balance on the Family Ledger Card. Just use the credit description called “Bad Debt Write Off” or Create Your Own Description . This will bring the custom...

Within Region Options (image below), in the General section, you may select the Accounting Type as Cash or Accrual. As a general definition, cash accounting recognizes income or expenses on the date cash is received or transferred. Accru...

When a family (or agency) has paid in advance or overpaid, their ledger card will have credit balance (negative balance). This reduces your accounts receivable. For example, if ten families owed you a total of 1,000 and one family had a credit of 20...

Your center’s address can be added to statements and receipts sent to parents. For statements, the center’s email may also be added. Getting There From the Procare Home screen go to Configuration > System> Locations & Users . Note: You m...

Depending on the report, your accounts receivable asset is shown in different ways. The “Receivable Journal Summary” shows the change in accounts receivable (how much it has gone up or down). Reports under the “Charge/Credit Summary” sect...

Family Accounting Rules: For each ledger, payments are applied to the earliest balance due. Credits are applied on their post date (NOT the earliest charge or balance due). Credit balances are not aged. A credit balance for any given date ra...

The Customer Statement that parents receive includes typical contact information (at the top) such as the name, address and phone number of the center, as well as an email address, tax ID number, and the center’s logo. You may change this informatio...

This article briefly describes how to set up and charge a late pickup fee to all families whose children were checked out past a specified time (closing time) and assumes you are using the Attendance Tracker module. If you need help for your specifi...

For franchise locations, use the Royalties Reports to calculate revenue-based royalties and advertising fees using your specific rates. There are several versions available under Hint: If you’re not using these reports, you may hide them by going ...

Retiring old Charge/Credit Descriptions After a number of years you may want to delete or remove older Charge/Credit descriptions that you no longer use. You cannot delete them because they are on older ledgers, but you can “retire” them by unexp...

Yes. Some reports allow you to drill into the data for more detail. When you hold your mouse over an item on a report you may see the phrase “Double-click to Expand Section”. Just double click and you’ll see more information about that item.

Statements may not be sorted by classroom, however you may use Account Tracking to do something similar. Explanation Statements are financial reports tied to the account as a whole (the Primary Payer ) not to individual children. Multiple child...

No. Typically you do not want to remove accounting records for the prior year, from any Procare module, at least not for a while. In most cases you’ll want to retain records for the year that just ended so you’ll have quick access to the information...

Aging reports for families show how long an amount due has been owed by placing it in a column (sometimes known as a “bucket”) such as 7, 14, 21 or 28 days old. When payments are made the oldest balance is always paid off first (regardless of date),...

Undeposited Payments are considered an asset. They are payments you have collected, but not yet deposited in the bank. Typically, this is the total of cash and checks sitting in your cash drawer waiting to be deposited. Undeposited Payments on Dep...

The parent must determine the appropriate amount, if any, to claim for tax purposes. The amount charged for each category, such as Tuition – Infants, Tuition – Toddlers, etc. is shown on the Account Charge/Credit Summary (w/o Balance ) report, howe...

Accounts receivable, also known as “AR”, is the difference between the amount you have charged families (and agencies) and what has been received in payment. In other words, it is the amount of money owed to you. If you charge a family 100, and they...

One quick report for Family Data and Accounting is the Total Summary – Primary Accounts Only . Go to Reports > Standard Reports > Family Accounting > Charge/Credit Summary> Total Summary – Primary Accounts Only . This will display the Family A...

You may have families who are now Hidden , but had charges, payments and/or credits posted to their Ledger Card during the prior year (or any date range you select). To print a list of these family accounts: Go to Reports > Standard Reports > ...

Procare doesn’t determine the order, your computer does, and that could be different each time you run Automated Billing. This is because the transactions are “threaded”, which is by far the fastest and most efficient way for your computer to proces...

Accounts Receivable (AR) may seem incorrect due to: You are looking at a Family Accounting view with a Family Account Filter set to just visible accounts, but AR reports include both visible and hidden accounts. Solution : Change you...