Family Accounting Topics

Getting Started with Family Accounting

Overview: Family Accounting is the place to track all charges, payments and credits for families as well as to set up recurring fees and run automated billing procedures.  In Family Accounting you’ll also generate financial reports for your business, easily track the amount each family owes, and print statements and receipts for families as well.

Configure Family Accounting: Before entering accounting information for individual families you’ll need to configure the overall “Accounting Management” settings that affect all families like tuition categories and standard rates.

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Family Accounting

How to Use the Late Payment Calculator

Use the Late Payment Calculator to charge a fixed amount or a percentage of each family’s past due balance.

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How to Change Rates or do a Rate Increase

How to account for customer refunds on the Family Ledger Card and issue a refund check.

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How to Post Entries to a Family’s Ledger Card

The Ledger Card is where the history of charges, credits, payments with the balance for each family and/or agency is recorded. Often you’ll use special tools like Automated Billing, the Late Payment Calculator or Quick Ledger Posting to record information on many ledger cards at once. However, it’s good to know how to make individual entries as needed.

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What Are Undeposited Payments?

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.
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What is Accounts Receivable?

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.
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How to Write Off Bad Debt

When a family owes money you are unable to collect, you’ll eventually want to zero out the balance on the Family Ledger Card.
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How to Hide Account Balances From the Main Screen of Family Data

Easy steps to hide the account balances
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Family Accounting Webinar

How to handle recurring fees for families, including family discounts, late pick ups and late payments. You’ll also learn how to record payments, manage deposit reports and print or email customer statements and financial reports.

Watch the Webinar

Family Accounting Webinar
How to Setup Beginning Balances for Families

Beginning Balances are important. They get each family started with their correct balance so you’ll have complete accounting records for the year.

Contents:

  • How to setup beginning balances and year-to date totals
  • Instructional videos

View the ‘Ledger Card Beginning Balances’ Article

How to Post Entries to a Family's Ledger Card

The Ledger Card is where the history of charges, credits, payments with the balance for each family and/or agency is recorded. Often you’ll use special tools like Automated Billing, the Late Payment Calculator or Quick Ledger Posting to record information on many ledger cards at once. However, it’s good to know how to make individual entries as needed.

Contents:

  • How to setup beginning balances
  • How to post a ledger card entry
  • How to void a ledger card entry
  • How to change a ledger card entry
  • How to search for a ledger card comment
  • Instructional videos

View the ‘Account Ledger Card’ Article

How to Setup a Child's Billing Box

The Billing Box is where recurring charges are set up for each child. Learn how Contract Cycles, Billing Formulas and Child Schedules can work together in the Billing Box.

Contents:

  • How to setup contract billing
  • How to setup formula billing
  • Instructional videos

View the ‘Child Billing Box’ Article

How to Process Automated Contract Billing

Automated Contract Billing copies recurring weekly or monthly fees from each child’s Billing Box to the Ledger Card. Once Contract Billing is complete each family (or agency) will have a balance due on their account.

Contents:

  • How to process billing
  • How to view or void a previous contract billing
  • Instructional videos

View the ‘Automated Contract Billing’ Article

How to use Deposit Reports and Manage Bank Deposits

The Deposit Report feature is used and manage your bank deposits by recording the payments received in each deposit.

Contents:

  • How to manage the current Deposit Report
  • How to view, change or print a previous Deposit Report
  • Instructional videos

View the ‘Deposit Reports’ Article

How to Email Customer Statements

If you use Microsoft Outlook® or an email program that supports SMTP (like gmail) you may email statements to family accounts directly through Procare.

Contents:

  • How to setup Procare to send email
  • How to email customer statements to parents
  • Instructional videos

View the ‘Email Statements’ Article

How to Print Family Accounting Reports

This article contains a brief description of the various types of reports available for Family Accounting.

Contents:

  • How to print reports for your families
  • How to print reports for your business
  • Instructional videos

View the ‘Family Accounting and Agency Reports’ Article

How to Correct a Locked Payment on a Ledger Card

If a payment was incorrectly posted to a Family Ledger Card and the Deposit Report which included that payment was closed you’ll notice a lock icon on the Ledger Card indicating this item cannot be voided or changed. This article describes how to remove the lock and make a correction.

Contents:

  • How to make a change to a locked payment
  • Instructional videos

View the ‘Deposit Correction – Unlock Ledger Card’ Article

How to Use the Late Payment Calculator

Use the Late Payment Calculator to charge a fixed amount or a percentage of each family’s past due balance.

Contents:

  • How to process late payment fees
  • How to view or void a previous late payment billing
  • Instructional videos

View the ‘Late Payment Calculator’ Article

How to Handle Divorced Parents Who Pay Seperately

Learn how to split billing between parents in a divorced family or any time two or more people pay separately for the same child.

View the ‘How do I handle divorced parents who pay separately’ Article

How to Issue a Customer Refund

How to account for customer refunds on the Family Ledger Card and issue a refund check.

Contents:

  • How to post a refund to a customer ledger card
  • How to issue a refund check

View the ‘Customer Refunds: Refund Amount to a Family’ Article

How to Reprint Receipts

Learn how to reprint a payment receipt for a family.

Contents:

  • How to reprint a receipt
  • How long are receipts stored?
  • Instructional video

View the ‘Reprint Receipts’ Article

How to Change Rates or do a Rate Increase

Contents:

  • How to change rates for contract billing
  • How to change rates for formula billing

View the ‘How do I change my rates or do a rate increase’ Article

How to Post Past or Future Dates to the Ledger Card

Learn how to record future or past dates on a Family Ledger Card using the Days Back and Days Forward settings.

View the ‘How can I post past or future dates on the ledger card’ Article

How to See Revenue by Classroom

Learn how to set up charge descriptions for each classroom and run a report that totals by the description (classroom).

View the ‘How can I see my revenue by classroom’ Article

How to Hide Account Balances From the Main Screen of Family Data

Right-click the Balance header and uncheck Show Account Balances. To show the balance column again, right-click the Key header, and click Show Account Balances.

View the ‘Can I Hide Account Balances at the main Family Data screen?’ 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.

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