End of year summaries may be printed or sent by email.

To Print Statements:

1. Go to Reports > Standard Reports > Family Accounting > Account Statement.
2. Although you could use any report in this section we typically recommend the Account Charge/Credit Summary (w/o Balance). This is a one page summary (for each family) showing the total amounts charged for each program, any credits given (such as family discounts) and the total received in payment.
3. You may include a Report Message to appear at the bottom of each summary such as "This is your end of year summary for tax purposes. If you have questions please contact the billing office at 555-1212."
4. Choose a Date Range such as Last Year depending on what time frame you wish to include.
5. Click Filter and choose to include All Accounts not just Visible Accounts. This is because some families may have left during the year (and you may have marked them as "hidden") but they still need a tax summary. Old family accounts with no activity during those dates (and no balance currently due) will be ignored.
6. Click Run Report.
7. At the Report Viewer screen (print preview) click the Printer icon (upper left) to print the report for everyone at once.

To Email Statements:

1. At the main screen of Family Data & Accounting confirm your Select Filter is set to include just Visible Accounts, which in most cases is the default setting.
2. Follow the steps on how to Email Statements.
3. After emailing Visible Accounts you'll want to change your Select Filter to include just Hidden Accounts. This is because some families may have left during the year (and you may have marked them as "hidden") but they still need a tax summary.
4. Again, follow the steps on how to Email Statements, but only check off families who were there during the prior year. You don't want to send blank statements to very old accounts that did not have any fees charged or payments made during last year.

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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.

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.

No. Typically you do not want to remove accounting records for the prior year, from any Procare module, at least not for a while. In most cases you'll want to retain records for the year that just ended so you'll have quick access to the information. This is helpful when generating financial reports for your business as well as when families request end of year statements for their accounts.

At a point when you no longer need access to old accounting information the Maintenance Utility may be used to remove financial history from the specified area such as Account Ledger Cards. For example, you may wish to remove records that are more than two years old.

The Payroll Year is set within Region & School Options.

Note: You must be a member of the System Supervisor User Group to perform this task.

1. From the Procare Home screen to go Configuration > System > Locations & Users > Regions & Schools.
2. At the Regions and Schools screen:
   1. To set the year for all schools in the region click once on the name of the region to select it, then click the Set Options button (bottom of screen).
   2. To set the year for a single school within the region click the small plus sign (+) to the left of the Region Code to display all schools in that region. Then click once on the name of a school to select it and click the Set Options button (bottom of screen).
3. At the Options screen click Payroll (left side).



4. Under Standard Options (right side) choose the Current Payroll Year.

What's Next?

You'll also need to Update FUTA & SUTA rates for the New Year.

Please see:

• W2 / 1099 Questions
  
• Tax Table Formulas

You'll want to set up dates for the months, quarters, and the year in your calendar. These dates will then be available to choose for certain types of reports, like the Receivable Journal Summary, Income Statement, Balance Sheet, etc., depending on which Procare modules you are using. See: How to Set Up General Ledger Dates

To calculate beginning balances for the Expenses & Ledger module see: Calculate Balances for New Year.