Using Agency Accounting

Occasionally you may need to make an agency correcting entry to offset a mistake made when posting an Agency Payment. Getting There From the main screen of Family Data & Accounting click Functions | Agency Accounting | Agency Payment Posti...

In some cases after converting from Procare version 9.1 you may find some old items shown as though they are due (even though they were paid long ago) while new items show they have been paid (although they have actually not been paid yet). You’ll n...

This article explains how to handle agency overpayments for subsidized families. Overview You may handle an agency overpayment several different ways depending on what you would like to do. Choose one of the following methods: a. Charge the Ag...

When you receive a check from an agency you’ll need to apply the payment to specific charges for each subsidized child. Before You Begin You MUST set up Agency Accounting. Follow the steps in the Agency Accounting Overview . Getting The...

Simplify complex subsidized prepayments and post payment take-back adjustments by using lump sum entries, rather than tracking balances per family. This may be a good solution for certain state voluntary prekindergarten programs (VPK), etc. Overvi...

In some cases after converting from Procare version 9.1 you may find a “system” entry on the agency ledger card for certain families. This is an automatic correction made ensure that the balance on the agency ledger agrees with the amount owed on th...

No. Because a single agency payment (recorded through the Agency Payment Posting screen) is used to pay the agency share of tuition across many different family accounts, an agency payment cannot be voided or deleted; instead, you’ll want to make ...

This article explains how to handle co-pay amounts for subsidized families and how to transfer an amount owed from an agency to the family. Post Co-pay Fees before Agency Payment is Received Purpose: To charge parents ahead of time for...

You may correct an agency adjustment by making additional adjustments. For example you may make two adjustments, one to reverse the original entry and another to correct it. This may be appropriate if an item had been posted to the wrong family, or ...

Which is Your Situation? There are two types of situations you may encounter. The Agency Payment Posting screen shows an outstanding balance from long ago, but the balance due IS CORRECT. The agency currently owes that amount for that family...

Once you have determined an agency (like DHS, DFACS, etc.) will not be paying the full amount owed, you’ll use the Agency Payment Posting screen to enter an adjustment, clearing the balance due on that item. If the balance is not being transferr...