The Corporate Organizer add-on allows child care organizations with multiple locations to compare center performance (with an Operations Report) and generate export files for time card hours and AP/GL activity that may be imported to third party payroll and accounting systems.

Overview

Use the corporate organizer to:

  • Create an Operations Report: Generate a spreadsheet (.xls format) with data from multiple locations. This report gives you information to audit and compare center performance, revenue flow and enrollment.
  • Export Payroll Hours: Export employee time card hours from the Procare Employee Data module for importing into a third party payroll program such as ADP®. You’ll work with the Procare Development Team to customize the export file to the unique requirements of your payroll system.
  • Export General Ledger: Export accounts payable / general ledger data from the Procare Expenses & Ledger module for importing to a third party financial system such as Sage MAS 500®. You’ll work with the Procare Development Team to customize the export file to the unique requirements of your financial system.

Installation

You must purchase the Corporate Organizer before it can be used. Contact your Software Consultant for details. This document refers Corporate Organizer versions 10.2.4891 or higher.

  1. Log on to your computer with local administrator privileges and close all programs.
  2. Go to the Procare Extras page:
      1. At the main office: Scroll to the Corporate Organizer section, and click the download link. Choose to run the software, or download it first, then dbl-click corporate_setup.exe to install.
      2. At the individual locations (optional): If you will have each location enter additional information for your Operations Report (number of tours given, visitors, phone inquires, etc.) you’ll need to download the Corporate Data Loader on computers where the data will be entered.

    Scroll to the Corporate Data Loader section, and click the download link. Choose to run the software, or download it first, then dbl-click corporate_op_data_setup.exe to install.

  3. If you were logged into Procare, exit out completely, then restart Procare.

Getting There

  • At the main office: From the Procare Home screen go to Utilities > Procare Extras > Corporate Organizer.
  • At the individual locations: From the Procare Home screen go to Utilities > Procare Extras > Corporate Operations Data.

First Time Set Up

Use the Configuration>Edit current Configuration menu to configure overall settings and map Procare categories (like Work Departments) to their corresponding name in your third party software. Your contact person, on the Procare Development Team, will assist you with this the first time.

corp-org-edit1-(2)

Operations Report

  1. At the Procare Corporate Organizer screen choose Operations.
    corp-org-oper-(2)
  2. Optional: You may want each location to manually input additional numeric data to be included on your Operations Report. If so, you’ll set up data fields (known as User Defined Fields) to store the information.
    1. Click the Configuration>Operations and User Defined Fields button.
      corp-org-1-(3)
    2.  Optional: Type instructions people who input the data should see, to help them understand what to do.
      co-udf-instruct-(1)
    3. Type a Field Name for each kind of numeric information you wish to track. Add Tool Tip Text, if needed, to more fully explain what the data entry person should do.
      co-udf-create
    4. Click Save > Exit to return to the main Corporate Organizer screen.
    5. At each location, data must be entered on the Corporate Operations Data screen BEFORE you run the Operations Report.
  3. To create an Operations Report click Next.
    btn-next
  4. At the Operations screen:
    co-ops-rpt-screen2-(1)

      1. Select a Region (or choose All Regions) to include.
      2. Choose a Period Ending Date.
      3. Browse to an existing Workbook (.xls spreadsheet file) using the button with 3 dots. You may use the .xls file installed with the program at C:\Program Files\Procare\Client\Extras\CorporateOrganizer\CompanyOperations.xls or another one you create.

    Note: the file must be in .xls format, not .xlsx.

    1. Enter the name of an existing Worksheet on the .xls file (such as Sheet1). Or, enter a new name to automatically create a new Worksheet, such as the name of the month.
    2. Click Next.
  5. Open the file in Excel.

Export Payroll Time Cards

  1. At the Procare Corporate Organizer screen choose Payroll and click Next.
    corp-org-payroll-(1)
  2. At the Payroll screen:
    co-payroll-screen2-(1)

    1. Select a Region to include.
    2. Choose a Period Ending Date.
    3. Browse to an existing Output Folder using the button with 3 dots. You may use the folder C:\Program Files\Procare\Client\Extras\CorporateOrganizer or another one you create.
    4. Enter the Output Filename you wish to create. It must be a file format your third party program can import, for example .txt.
    5. Click Next.
  3. Import the file to your third party program.

Export General Ledger

  1. At the Procare Corporate Organizer screen choose General Ledger.
    corp-org-gl
  2. At the General Ledgerscreen:
    co-gl-screen2

    1. Select a Region to include.
    2. Choose a Period Ending Date.
    3. Browse to an existing Output Folder using the button with 3 dots. You may use the folder C:\Program Files\Procare\Client\Extras\CorporateOrganizer or another one you create.
    4. Enter the Output Filename you wish to create. It must be a file format your third party program can import, for example .txt.
    5. Click Next.
  3. Import the file to your third party program.

Saving a Configuration File

Corporate Organizer,  with Procare versions 10.2.4891 or higher, can store saved configuration files in the Procare database. These configurations are included in any database backup, and can be restored to whatever terminal the user is on.
You can save multiple configurations long as they are different in some way. For example, some users might want separate files for “Weekly” and “Monthly”.

To save the configuration, select the Configuration menu at the top left of the opening screen.

corp-org-2-(1)

The Restore screen, selectable immediately below in the menu, allows you to see the existing saved config settings and right-click to Select All, Copy or Zoom.

 

image_pdfimage_print