How to retire old charge credit descriptions

Retiring old Charge/Credit Descriptions

After a number of years you may want to delete or remove older Charge/Credit descriptions that you no longer use. You cannot delete them because they are on older ledgers, but you can “retire” them by unexposing them to your centers.

Getting There

1. From the Procare Home screen click Configuration > System.
2. Go to Accounting Management > Family Accounting > dbl-click Charge / Credit Descriptions.

Unexposing older descriptions

Use the unexpose method to prevent an existing description from being able to be newly selected in any ledger or new billing box.

1. Click a tab at the top depending on which of description you wish to work on like Tuition Charge, Other Charge, etc.

Note: Items with a lock (right side) are in use. Dbl-click the lock to see where the item is being used.

2. Click once on the description to select it.
3. Click the down arrow by the Expose button.

4. Select Set Individual Exposure Settings and uncheck the appropriate boxes.

5. After clicking Save and Exit, the charge/credit description will no longer be selectable by users in Procare.
6. Note: Special Charges & Credits work differently. They are used for deposits to hold a space for a child like a fall enrollment deposit. See: Deposit on Account
7. To move the old items in your screen list to the bottom, use the Up & Down arrows (on the left of the Expose button) to change the order, and then click Save > Exit.