This article is REQUIRED READING for persons preparing to convert to Procare v10. Learn how to prepare your data in Procare version 9.1 for a successful conversion to Procare  v10.

Prepare 9.1 Data

Before You Begin

  • Do you have Payroll Data in 9.1? Before converting you MUST READ the Payroll Conversion article.
  • Make a Backup – It’s always a good idea to back up your 9.1 data before removing anything or making any significant changes.
  • Check Your Version – You must have version 9.1.428 or higher.
    1. To check your version, click the Procare Logo (with the 3 penguins) at the main screen where you first sign in. A list of each module and version number will be displayed.
    2. If you need to update (the version listed is below 9.1.428) click the Operations menu (top left) at the main screen of Procare and select Online Procare Update.

Remove Old Data – Especially if you have Mini-Procare!

Anything you do not want to convert must be deleted from version 9.1 prior to conversion.

  • If you have families, employees, etc. from past years (that are no longer needed) you’ll want to delete them prior to conversion.
  • This is especially important if you have a “Mini” version of Procare as you are limited to 60 families. Every family in version 9 that has both a “Sponsor” and “Co-Sponsor” paying fees (indicated by transactions on the Co-Sponsor Ledger Card) will convert as two accounts in v10. This means you could quickly reach, or even exceed the limit of 60. See: Converting Mini-Procare

Edit People Names

Parent names (sponsor / co-sponsor in 9.1) must be entered as follows in order to convert in a predictable manner.

  • 2 Parents / Same Last Name: If two parents have the same last name and are entered together as the “sponsor” their first names must be separated by an ampersand “&”, the word “and”, a front slash “/” or backslash “”, for example: Jane & John Smith, Jane and John Smith, Jane/John Smith, JaneJohn Smith. In v10 they will be treated as two people on the same family account.
  • 2 Parents / Different Last Names: If two parents have different last names they must be entered separately, one as the “sponsor” and the other as the “co-sponsor”. Assuming the co-sponsor did not pay separately (no entries on the co-sponsor ledger card) they will be treated in v10 as two people on the same family account.
  • Divorced or Separated Parents: Divorced parents should be entered separately, one as the “sponsor” and the other as the “co-sponsor”. Assuming they did pay separately (there are entries on the co-sponsor ledger card) then in v10 they will be treated as two separate family accounts. Each parent will be the Primary Payer on their own account.

Edit Email Addresses

The Family Information screen in 9.1 allows for multiple email addresses separated by a comma or semi-colon. The first and second email addresses will convert as described below. Additional addresses (beyond two) will not convert.

  • 1 Email Address: If there is only one email address it will be assigned to the first person listed as the “sponsor”. If Jane & John Smith are both listed as sponsor the email address will go to Jane.
  • 2 Email Addresses: If there are two email addresses the 1st will go to the first listed sponsor and the 2nd to the second sponsor. If Jane & John Smith are both listed as sponsor the 1st address will go to Jane and the 2nd to John. If there is only one person listed as the sponsor (and there is no co-sponsor) the 1st address will go to that person and the 2nd address will be ignored. If there is one sponsor and one co-sponsor the 1st address will go to the sponsor and the 2nd to the co-sponsor.

Edit Phone Numbers

Phone numbers must be entered as follows in order to convert in a predictable manner.

  • Phone numbers in the “Home Phone” and “Work Phone” fields will convert as long as each phone number is on a separate line. Tap enter to begin each line with a new phone number.
  • The “Work Location” field does not convert. If you have phone numbers here you’ll need to move them to the “Home Phone” or “Work Phone” field.
  • You may use parentheses, dashes, dots or spaces to separate the numbers, or use no separator at all.
  • An area code is not required.Example of correct phone number entry (each on a separate line)
    (541) 123-4567 home
    890-3217 cell
    503.321.7654 ext # 123 work
    799 3313 pager
    Note: Text after the number will convert as the phone “comment”. Text before the number (like Cell: 770-1212) will be ignored, although the number itself will convert just fine.

Child Enroll & Withdraw Dates

The enrollment status of children in v10 influences many things such as whether a family is billed and which children show up on reports, etc. Therefore, it is important to be sure each child enrolled in 9.1 has an appropriate enrollment date and any children who have left the center have a withdraw date. If a family is already set to “Deactive” you’ll still want to confirm that children in the family also have withdraw dates.

  • To quickly see which children are missing dates go to General Reports > Family Data > Letter K – Special Reports > Child’s Key Date Summary. Be sure to select all Customer Status levels (Active, Deactive and Potential) to include on the report. You may also wish to set the Primary Sort to “Customer Status”.

Family Accounting

The following things must be done.

  • All charge, credit and payment descriptions must have valid GL Numbers. Go to Functions > Program Configuration > Family Accounting Setup. Review each set of descriptions (Tuition Charges, Other Charges, etc.) making sure each item has a GL Number and General Ledger Description.
    Note: GL numbers and descriptions are maintained in the Chart of Accounts, accessible from the Main screen > Configuration > Chart of Accounts.
  • Run Accounting Maintenance to clean up any possible irregularities on family ledger cards. Wait to do this until just before you are ready to export your 9.1 data. Go to Functions > General File Management > Accounting Maintenance > Make sure the “Purge Date” says 12/31/1980 > Click Start.
  • The Current Deposit Report must be closed. Wait to do this until just before you are ready to export your 9.1 data. Go to General Reports > Accounting > Letter – K “Deposit Report” > click Close.
  • The Current Transaction Report must also be closed. Wait to do this until just before you are ready to export your 9.1 data. Go to General Reports > Accounting > Letter – L “Transaction Summary” > click Close.

Tuition Express

  • You must “sync” family Tuition Express information. Wait to do this until just before you are ready to export your 9.1 data. Go to Functions > Process Tuition Express > click Step 1. When this process is complete you’ll see “End Server Sync Check” or “Sync Complete”. Then click Exit.

Employee Data

  • Each employee must have at least one actual Work Department that is not called “All Departments”. The first Work Department assigned to the employee will become their Primary Work Area in v10. Other departments are not converted.
  • All Employee Positions must have valid GL Number assignments in Program Configuration. Go to Functions > Program Configuration > Employee Positions. Review each position (Teacher, Assistant Teacher, etc.) making sure each item has a GL Number and General Ledger Description.
    Note: GL numbers and descriptions are maintained in the Chart of Accounts, accessible from the Main screen > Configuration > Chart of Accounts.