Agency Accounting Topics

Getting Started with Agency Accounting

Overview: This article outlines the steps for set up and use of Agency Accounting such as: configuring agencies, assigning agencies to families, charging fees to agencies and parent copays, and processing agency payments.

View Full Article

Agency Accounting

How to Setup Agency Billing Boxes

How to setup the agency billing boxes.

View Article

How to Make an Agency Correcting Entry

Occasionally you may need to make an agency correcting entry to offset a mistake made when posting an Agency Payment.

View Article

k

How to Handle Co-Pays for Subsidized Families

This article explains how to handle co-pay amounts for subsidized families and how to transfer an amount owed from an agency to the family.

View Article

How to Correct an Agency Adjustment

You may correct an agency adjustment by making additional adjustments. For example you may make two adjustments, one to reverse the original entry and another to correct it. This may be appropriate if an item had been posted to the wrong family, or for the wrong amount, or using the wrong adjustment code.
View FAQ

What is the Difference Between an Agency Credit and a Write-Off

Once you have determined an agency (like DHS, DFACS, etc.) will not be paying the full amount owed, you’ll use the Agency Payment Posting screen to enter an adjustment, clearing the balance due on that item. If the balance is not being transferred to the parent, you may adjust it as an Agency Credit, Agency Write Off or create your own Agency Adjustment Code. An Agency Credit is a good choice for correcting a mistake, such as overcharging the agency. An Agency Write Off may be better to indicate that portion of a legitimate charge you do not expect to collect.
View FAQ

Agency Accounting Webinar

This session builds on concepts learned in Family Accounting. For subsidized care you’ll learn how to handle family co-pays and charge the agency (like DHS, DFACS, etc.) their share. Then see how to apply an agency payment to multiple families, credit back any differences or charge them back to the families. We’ll also discuss simplified methods that may be used to handle more complex agency prepayment and take-back situations.

Watch the Webinar

Agency Accounting Webinar
How to Post an Agency Payment

When you receive a check from an agency you’ll need to apply the payment to specific charges for each subsidized child.

Contents:

  • How to setup agency accounting
  • How to manage your current agency posting
  • How to view or print a previously posted agency payment
  • Instructional videos

View the ‘Agency Payment Posting’ Article

How to Assign Agencies to Families

Indicate which agencies (like DHS, DFACS, Head Start, etc.) are assigned to each subsidized family.

Contents:

  • How to assign agencies to families

View the ‘Assign Agencies to Families’ Article

How to Handle Co-Pays for Subsidized Families

This article explains how to handle co-pay amounts for subsidized families and how to transfer an amount owed from an agency to the family.

Contents:

  • How to post co-pay fees before an agency payment is received
  • How to transfer amount to parent after an agency payment is received
  • Instructional video

View the ‘Handling Co-Pays’ Article

How to Make an Agency Correcting Entry

Occasionally you may need to make an agency correcting entry to offset a mistake made when posting an Agency Payment.

Contents:

  • Sample correcting entries
  • Instructional videos

View the ‘Agency Correcting Entry’ Article

How to Setup Agency Billing Boxes

How to setup the agency billing boxes.

Contents:

  • Examples on how to setup agency billing boxes
  • Instructional videos

View the ‘Billing Box with Agencies’ Article

How to Correct an Agency Adjustment

You may correct an agency adjustment by making additional adjustments. For example you may make two adjustments, one to reverse the original entry and another to correct it. This may be appropriate if an item had been posted to the wrong family, or for the wrong amount, or using the wrong adjustment code.

Contents:

  • How to make an agency adjustments

View the ‘How do I correct an agency adjustment’ Article

What is the Difference Between an Agency Credit and a Write-Off

Once you have determined an agency (like DHS, DFACS, etc.) will not be paying the full amount owed, you’ll use the Agency Payment Posting screen to enter an adjustment, clearing the balance due on that item. If the balance is not being transferred to the parent, you may adjust it as an Agency Credit, Agency Write Off or create your own Agency Adjustment Code. An Agency Credit is a good choice for correcting a mistake, such as overcharging the agency. An Agency Write Off may be better to indicate that portion of a legitimate charge you do not expect to collect.

View the ‘What’s the difference between an agency credit and a write-off’ Article

Need Some Training?

Schedule some time with a Procare Training Specialist.

Need Some Training?

Schedule some time with a Procare Training Specialist.

Need Some Training?

Schedule some time with a Procare Training Specialist.

Search Procare Support