---
title: "Account Ledger Card"
slug: "account-ledger-card"
tags: ["frmARLedger"]
updated: 2026-10-29T14:48:32Z
published: 2026-10-29T14:48:32Z
canonical: "www.procaresupport.com/account-ledger-card"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://www.procaresupport.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Account Ledger Card

The Ledger Card is where the history of charges, credits, payments with the balance for each family and/or agency is recorded. Often you’ll use special tools like Automated Billing, the Late Payment Calculator or Quick Ledger Posting to record information on many ledger cards at once. However, it’s good to know how to make individual entries as needed.

[Embedded content](https://www.youtube.com/embed/15Zsp3EYbqQ)

## Before You Begin

Confirm your ledger posting date ranges are set correctly to allow posting to prior or future periods as needed in the Family Accounting section of [Region and School Configuration.](https://procaresupport.com/region-and-school-options/)

## Getting There

[Look Up](https://procaresupport.com/look-up-search-for-families/) the account and click the *Ledger* icon on the account toolbar. Account Toolbar: Family Ledger Card

## Beginning Balances

If you are just getting started with Ledger Cards, you’ll want to begin by posting beginning balances for each family. See: [How to Post Beginning Balances.](https://procaresupport.com/ledger-card-beginning-balances/)

## Post an Individual Entry

At the Account Ledger screen, enter a transaction:

1. Select a *Description* like “Tuition Toddlers”, “Family Discount” or “Pmt by Check” as appropriate.
2. Today’s *Date* will be automatically entered. Change the date if needed.
3. Type a *Comment* (optional) like the check number when a payment is made.
4. **Applies To**: The option is available to apply this amount to an individual child or the account.
5. Confirm the *Amount* or type it in as needed. **Note**: The *Amount* will be entered automatically if the selected *Description* has a [Standard Amount.](https://procaresupport.com/standard-amounts/) When recording a payment the full amount due appears by default. In either case you may type over the amount as needed.
6. To continue adding additional items tap *Enter* (on your keyboard) until a new, blank line appears.
7. Click *Post & Exit*.

## Void an Entry

To void an item at the Account Ledger screen:

1. Click once on a line to select it.
2. Click the *Void* button.
3. Select a *Void Date* and enter a *Comment* if needed.
4. Click *Void*.
5. At the *Account Ledger* screen click *Post & Exit*. **Note**: To see who voided an item (as well as the date & comment) just go to the Ledger Card, click once on the line to select it, then click the *Void* button. [Embedded content](https://www.youtube.com/embed/KP8YB34Gbp8)

## Change an Entry

The User Group to which you are assigned determines whether you can make changes to a Ledger Card. In most cases it’s best to void items that were posted incorrectly rather than just changing them.

1. At the *Account Ledger* screen click the field you want to edit (*Date, Description, Comment* or *Amount*) and make your change:
2. Click *Post & Exit*. **Note**: To change the void date of an item previously voided go to the Ledger Card, click once on the line to select it, then click the *Void* button. Change the *Void Date* or *Comment* as needed.

## Search for a Ledger Comment (Check Number)

You may use the [Account Filter](https://procaresupport.com/select-families-filter-accounts/) to select only families that have a particular item (like a check number) in the *Comment* box on their Ledger Card.

1. Click the *Filter* icon on the account list (looks like a funnel or coffee filter).
2. Choose to filter by *Account*.
3. Choose *Other Filters*.
4. In the *Ledger Comment box*, select an option from the drop down list like “Contains”
5. Type the text for which you are looking, such as the check number. ![image](https://s3.amazonaws.com/cdn.procaresoftware.com/pdfs/Support+Site+Images/Desktop/Family+Accounting/AccountLedgerCard_1128.png)