Reports

How can I see my revenue by classroom?

Since a family ledger may contain charges (revenue) from several different classrooms, you will need to make a charge description for each classroom and then run a report that totals each charge description.

1. Create tuition charge names, one per classroom (such as Preschool – Green Room), in the Charge / Credit Descriptions area.
2. Use the new charge names when posting to the account ledgers.
3. To see the total of charges posted by classroom, go to Reports > Standard Reports > Family Accounting > Charge / Credit Summary > Total Summary – Primary Accounts Only.
4. If you also use Agency Accounting, go to Reports > Standard Reports > Agency Accounting > Charge / Credit Summary > Total Summary – Primary & Agency (this includes everything: private pays, copays, and agency portions).
   Note: Or choose the report with Agency Accounts Only, if you want agency totals separately.

How does Cash vs. Accrual affect Reports?

Within Region Options (image below), in the General section, you may select the Accounting Type as Cash or Accrual. As a general definition, cash accounting recognizes income or expenses on the date cash is received or transferred. Accrual accounting recognizes income or expenses on the date a charge or expense is recorded.

The selection affects reports in the following areas of Procare:

• Family and Agency Accounting – No effect. Because individual family payments are applied to the balance due, and not to a specific charge, revenue is always reported on the date of the charge, like an accrual system. Cash accounting is not supported. If needed, the Charge/Credit Summary report will detail when payments are posted.
• Payroll – If cash is selected, the expense is recognized on the “print” date of the check. If accrual is selected, the expense is recognized on the “post” date of the check.
• Expenses and Ledger – If cash is selected, the expense is recognized on the “print” date of the check.

What report displays my cash collections for the year?

One quick report for Family Data and Accounting is the Total Summary – Primary Accounts Only.

Go to Reports > Standard Reports > Family Accounting > Charge/Credit Summary> Total Summary – Primary Accounts Only. This will display the Family Accounting transactions for the year (or whatever period you select).

Note: If you have the Agency Accounting module, there are additional reports for either a combined Agency and Family Data cash collection summary, or a seperate Agency collections only report. These are located in Reports > Standard Reports > Agency Accounting> Charge/Credit Summary.

What report shows me 'hidden' accounts with ledger activity last year?

You may have families who are now Hidden, but had charges, payments and/or credits posted to their Ledger Card during the prior year (or any date range you select). To print a list of these family accounts:

1. Go to Reports > Standard Reports > Family Accounting > Account Activity.
2. Choose the report named “Primary Accounts Only (w/Activity)”.
3. Select the Date Range of your choice, such as Last Year.
4. Set the Group and Sort options to “Group by” Visibility. This will give you separate pages for “visible” and “hidden” accounts.

What are aging reports and how do I make sense of the numbers?

Aging reports for families show how long an amount due has been owed by placing it in a column (sometimes known as a “bucket”) such as 7, 14, 21 or 28 days old. When payments are made the oldest balance is always paid off first (regardless of date), while credits, like a family discount, apply based on the date the credit was given.

Example:
Last month you charged a family 100 dollars. Yesterday you charged them another 100 and also gave a 10 dollar family discount. Today they made a partial payment of 80. Their balance due would be 110 (100 + 100 -10 -80 = 110).

The payment would apply to the original 100 owed so, on a 7 day aging report, you would see 20 still owed in the over 28 days column (100 – 80 = 20). There would be 90 owed in the “current” column since only the family discount would be applied to the current fees (100 – 10 = 90). The total balance owed would still be 110 (20 + 90 = 110).

How Procare Aging Reports are Calculated

Family Accounting Rules:

• For each ledger, payments are applied to the earliest balance due.
• Credits are applied on their post date (NOT the earliest charge or balance due).
• Credit balances are not aged. A credit balance for any given date range will display in the “current” column of the report. This is one reason that an aging report from one month’s ending balance may not tie to the next month’s beginning balance. If you have a credit in the prior report, the credit does not stay “aged” in the beginning balance for the next period…it will show up in the most recent report as “current”.
• Voids are absolute. A charge posted in January and voided in April is treated in the report as though the charge had never occurred.

Agency Accounting Rules:

• Voids on charges are absolute. A void in April for a January charge results in the “charge” not being aged in the report.
• Credits apply to the specific charge they are posted against. As a result, credit balances will age in Agency Accounting.
• Payments are applied on the date they are posted.

May I get more detail on reports?

Yes. Some reports allow you to drill into the data for more detail. When you hold your mouse over an item on a report you may see the phrase “Double-click to Expand Section”. Just double click and you’ll see more information about that item.

How to Use the Royalties Report

For franchise locations, use the Royalties Reports to calculate revenue-based royalties and advertising fees using your specific rates. There are several versions available under

Hint: If you’re not using these reports, you may hide them by going to Report Management.

Set Your Rates

Do this to set your revenue and advertising fees (if any). This only needs to be done one time unless your rates change.

1. From the main screen of Family Data & Accounting, go to Utilities > Download Procare Support File.

2. Enter the password RRPT and choose Download.
   

3. Type in the rates based on your franchise agreement for the following items or enter 0.0 if the rate does not apply. The rates shown are only examples.

   1. Your Revenue Fee.
   2. Your Advertising Fee.
      

4. Choose Save > Exit.

Run the Royalties Report

1. From the main screen of Family Data & Accounting, go to Reports > Standard Reports > Family Accounting > Charge/Credit Summary.

2. Choose one of the following reports depending on what you are required to report. Check with your franchise to determine which report to use.

   1. The Royalties Report is a one-page summary based on tuition charged. Download a sample (1 page).
   2. The Royalties Charge/Credit (Post Date) includes more detail and is also based on tuition charged. Download a sample (3 pages).
   3. The Royalties Report (Payment) is a one-page summary based on payments received. Download a sample (1 page).
   4. The Royalties Charge/Credit with Payments (Post Date) includes more detail and is also based on payments received. Download a sample (3 pages).
   5. The Royalties Charge/Credit (Create Date) is based on the day each charge and credit was entered, rather than the post date.
   6. The Royalties Charge/Credit with Payments (Create Date) is based on the day each payment was entered, rather than the post date.
      

3. Enter a Date Range and click Run Report.