Statements

Can I print statements ONLY for certain families, like those that don’t have email?

Yes, but you’ll need a way to indicate which families require printed statements.

1. Create an Account Tracking Item, like “Needs Printed Statement” and Assign the Tracking to the appropriate families.
2. When you print statements use the Select Filter to include only families with that Account Tracking.

Can I print statements showing the amount paid per child?

Although charges are typically posted per child ($140 for Infants, $110 for Toddlers, etc.) the amount owed and paid by a family applies to their account as a whole, not a particular child. Therefore you cannot print a separate statement per child.

Example:
Let’s say the charges above were posted to the Account Ledger for a balance of $250. If the parent paid the full amount due then one could safely assume the payment would break down just like the charge (so much toward the infant and so much toward the toddler). However, if they paid a different amount, say just $200, there would be no way to determine how much went toward each child.

Separate Accounts:
Although this is typically not advised, a person could set up separate accounts for each child in the family (instead of listing all children under a single account). In this case parents would write separate checks, one to pay on each account. Individual reports could then be printed per account.

How do I print or email End-of-Year Statements to all my families?

There are two groups of families to whom you’ll want to send end-of-year statements: “visible” families with currently enrolled children, and “hidden” families whose children were enrolled at some point during the year, but no longer attend. More recent versions of Procare make this simpler, so you can catch both groups at once, while for older versions it’s better to print or email each group separately.

See: How to Email or Print end-of-year statements.

May I print statements by classroom?

Statements may not be sorted by classroom, however you may use Account Tracking to do something similar.

Explanation
Statements are financial reports tied to the account as a whole (the Primary Payer) not to individual children. Multiple children may be assigned to each account, each with a different Primary Classroom. Children may also be scheduled in multiple classrooms throughout the day, week, etc. This results in a complex situation where a single classroom cannot be associated with a financial statement for a family. For any one account, the same statement might appear under multiple classrooms because of the children/classrooms in that account.

Use Account Tracking
You could do something similar by assigning an Account Tracking item to each family to represent a classroom of your choice.

1. Use Account Tracking to create a Tracking Group like “Classroom” with the names of each classroom as items within the group. Do not use Child Tracking.
2. Assign One Tracking Item to each Account (not each child) to act as the”classroom” for the family as a whole.
3. When printing reports, like the Standard Customer Statement , use the Select Filter to choose one account tracking item at a time, like “Preschool”. Print the statements all at once for everyone assigned that tracking item and set them aside as your “Preschool” statements, for example.
4. Repeat step 3 for each classroom tracking item.

What amount should the parent claim on their taxes?

The parent must determine the appropriate amount, if any, to claim for tax purposes. The amount charged for each category, such as Tuition – Infants, Tuition – Toddlers, etc. is shown on the Account Charge/Credit Summary (w/o Balance) report, however, it may be more appropriate to claim the amount paid (shown as Pmt by Check, etc.) or some other amount, since some items may or may not qualify as child care or dependent care expenses. Parents should refer to IRS Publication 503 and/or seek the advice of a qualified tax adviser.