Charge, Credit & Payment Descriptions

Charge, credit and payment descriptions are used to record financial transactions to each family account as well as any subsidizing agencies. There are various types of descriptions used for different purposes. For example, a charge description might be “Tuition – Infants” or “Late Fee”, while a credit might be “Family Discount” and a payment could be “Pmt by Check” or “Pmt by Cash”.

Getting There

1. From the Procare Home screen, click Configuration > System.
2. Select Accounting Management > Family Accounting, then double click Charge / Credit Descriptions.

Add New Descriptions

1. Select the tab that matches the type of description you wish to add, such as Tuition Charge, Other Charge, etc.
   

2. Click the blank line at the top and enter the name/description, then hit Enter.
   

3. Click the GL Account section to assign it to a revenue account (Ex: 4000.00 Tuition), then hit Enter.
   

4. The Regions and Schools Exposure screen will display. Select all locations that need access to this charge. Important: You cannot post the new description onto ledgers until you Expose it. See: Exposure Settings.

5. Once all locations have been selected, click Save, then Exit.
   

Note: Special Charges and Credits work differently; they are used for deposits to hold a space for a child, such as a fall enrollment deposit. See: Deposit on Account.

6. On the Charge/Credit Descriptions popup, use the arrows to change the order, if needed, then click Save and Exit.

Edit Existing Descriptions

1. Select the tab that matches the type of description you wish to edit, such as Tuition Charge, Other Charge, etc.
   

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

2. Click an existing description to edit, then enter the new name/description.
   

3. Click the GL Account section to assign it to a new revenue account (Ex: 4000.00 Tuition), then hit Enter.
   

4. Click the arrow next to Expose, then select Expose to All Regions or Set Individual Exposure Settings to manually select locations.
   

5. Select all locations that need access to this charge. Important: You cannot post the new description onto ledgers until you Expose it. See: Exposure Settings.

6. Once all locations have been selected, click Save, then Exit.
   

Note: Special Charges and Credits work differently; they are used for deposits to hold a space for a child, such as a fall enrollment deposit. See: Deposit on Account.

7. Click Save and Exit on the Charge/Credit Descriptions popup.

Next Steps

You may also want to set up Standard Amounts, then you’ll need to assign descriptions to the Billing Box of each child.