Best Practices

Can I let families pay their annual tuition one month at a time?

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

How do I handle divorced parents who pay separately?

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.

1. Create a New Account for each party, for example one for mom and another for dad.
2. Add the same child to each account. On the first account you’ll choose “Add New Child“. For any additional accounts you’ll choose “Add Existing Child” so the system recognizes them as the same person.
3. In the Billing Box set up the fees to be charged to each account. Since the Billing Box is tied to the child it doesn’t matter which account is displayed when you access the Billing Box screen.

See the full article on Divorced Parents for more detail.

Should I purge or delete old Family Accounting, Payroll or Expense records?

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. This is helpful when generating financial reports for your business as well as when families request end of year statements for their accounts.

At a point when you no longer need access to old accounting information the Maintenance Utility may be used to remove financial history from the specified area such as Account Ledger Cards. For example, you may wish to remove records that are more than two years old.