Agency Accounting Topics
Getting Started with Agency Accounting
Overview: This article outlines the steps for set up and use of Agency Accounting such as: configuring agencies, assigning agencies to families, charging fees to agencies and parent copays, and processing agency payments.
How to Make an Agency Correcting Entry
Occasionally you may need to make an agency correcting entry to offset a mistake made when posting an Agency Payment.
How to Handle Co-Pays for Subsidized Families
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.
How to Correct an Agency Adjustment
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 for the wrong amount, or using the wrong adjustment code.
View FAQ
What is the Difference Between an Agency Credit and a Write-Off
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 transferred to the parent, you may adjust it as an Agency Credit, Agency Write Off or create your own Agency Adjustment Code. An Agency Credit is a good choice for correcting a mistake, such as overcharging the agency. An Agency Write Off may be better to indicate that portion of a legitimate charge you do not expect to collect.
View FAQ
This session builds on concepts learned in Family Accounting. For subsidized care you’ll learn how to handle family co-pays and charge the agency (like DHS, DFACS, etc.) their share. Then see how to apply an agency payment to multiple families, credit back any differences or charge them back to the families. We’ll also discuss simplified methods that may be used to handle more complex agency prepayment and take-back situations.
How to Post an Agency Payment
When you receive a check from an agency you’ll need to apply the payment to specific charges for each subsidized child.
Contents:
- How to setup agency accounting
- How to manage your current agency posting
- How to view or print a previously posted agency payment
- Instructional videos
How to Assign Agencies to Families
Indicate which agencies (like DHS, DFACS, Head Start, etc.) are assigned to each subsidized family.
Contents:
- How to assign agencies to families
How to Handle Co-Pays for Subsidized Families
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.
Contents:
- How to post co-pay fees before an agency payment is received
- How to transfer amount to parent after an agency payment is received
- Instructional video
How to Make an Agency Correcting Entry
Occasionally you may need to make an agency correcting entry to offset a mistake made when posting an Agency Payment.
Contents:
- Sample correcting entries
- Instructional videos
How to Setup Agency Billing Boxes
How to setup the agency billing boxes.
Contents:
- Examples on how to setup agency billing boxes
- Instructional videos
How to Correct an Agency Adjustment
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 for the wrong amount, or using the wrong adjustment code.
Contents:
- How to make an agency adjustments
What is the Difference Between an Agency Credit and a Write-Off
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 transferred to the parent, you may adjust it as an Agency Credit, Agency Write Off or create your own Agency Adjustment Code. An Agency Credit is a good choice for correcting a mistake, such as overcharging the agency. An Agency Write Off may be better to indicate that portion of a legitimate charge you do not expect to collect.
View the ‘What’s the difference between an agency credit and a write-off’ Article
Need Some Training?
Schedule some time with a Procare Training Specialist.
Need Some Training?
Schedule some time with a Procare Training Specialist.
Need Some Training?
Schedule some time with a Procare Training Specialist.
