Family Accounting

Family Accounting is the place to track all charges, payments and credits for families as well as to set up recurring fees and run automated billing procedures. In Family Accounting you’ll also generate financial reports for your business, easily ...

Overview Bolster your efficiency with Batch Recurring Payments. Procare Desktop provides an option to send Recurring Payment Request links to multiple payers simultaneously via text message and email. Administrators can monitor the status of for...

Keep track of any deposits on account for a particular family. This is useful if you charge families a deposit to hold their space or to pay for their final month’s tuition in advance. Getting There Look Up the account and click the Ledge...

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 infor...

Explains why some Ledger Card Entries cannot be removed when using the Maintenance Utility called Account Ledger (Balance Forward) . Purpose The maintenance utility named Account Ledger (Balance Forward) is designed to permanently remove ...

Add a company logo to appear on reports that are given to families, such as customer statements, end-of-year summaries, etc. The logo will also display at your Procare Home screen. Logo Size & Shape For best results, your logo should: ...

Your tax identification number (TIN) can be added to statements and receipts sent to parents. First, make sure you have entered your TIN (what Procare calls the “Tax Identification Number” or “Tax ID”) in configuration. From the Procare Hom...

This article explains how to setup and charge annual registration fees for each family, by the anniversary month in which they registered. Overview Use this procedure if you charge a family registration fee in the anniversary month of enroll...

How to set up a family on an annual contract, but allow them to pay it gradually over the year, one month at a time. You may want to track the amount owed for the current month, but also the remaining balance they owe for the rest of the school year...

Learn to how attach a deposit receipt (in .pdf format) to a Procare Deposit Report. You’ll need to already have the receipt in .pdf format, either as an electronic copy sent to you by your bank or by scanning the paper receipt yourself. View, Chan...

Use the Audit button to view a history of all changes on a Ledger Card. Getting There Look Up the account and click the Ledger Card icon on the account toolbar (looks like a ledger sheet, next to the money bag). On the Ledger Ca...

Automated Contract Billing copies recurring weekly or monthly fees from each child’s Billing Box to the Ledger Card. Once Contract Billing is complete each family (or agency) will have a balance due on their account. Getting There At the ma...

Automated Formula Billing requires the Attendance Tracker module and charges fees based on attendance, such as: hourly rates, half/full day fees, overtime, late pick ups, etc. Fees are determined based on Billing Formulas assigned to each child’s Bi...

Drop In Formula Billing works very much like Automated Formula Billing except that, rather than charging all families at once, only the selected family receives a charge. This way the charge may be posted at the time a child is picked up which is id...

Charge a one time fee to all families that are part of a selected group such as those with children in a particular classroom or who have a certain tracking category assigned to them. Getting There At the main screen of Family Data & Acc...

Choose bank accounts from the assets previously set up in your Chart of Accounts. Getting There From the Procare Home screen click Configuration > System. Go to Accounting Management > dbl-click Bank Accounts. Choose B...

Add a Contract Billing line to the billing box of many children at once. This is useful when first setting up child billing boxes or any time you want to add a new billing item to many children. For example, you could select all currently enrolled c...

Add a Formula Billing line to the billing box of many children at once. This is useful when first setting up child billing boxes or any time you want to add a new billing item to many children. For example, you can select all currently enrolled chil...

Use the Billing Formula Builder to modify existing billing formulas or, in rare cases, to create new ones from scratch. Most often you’ll work with Procare technical support to determine the formulas most appropriate for your situation. Much of this...

Variables are used in some Billing Formulas when the rate charged (or some other item) varies from child to child. For example you may use a single formula to charge everyone based on their hours of attendance, but the hourly rate may be different f...

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...

The Billing Box is where recurring charges are set up for each child. Learn how Contract Cycles, Billing Formulas and Child Schedules can work together in the Billing Box. Getting There Look up a Family and click once on the name of the chil...

Billing Cycles (also known as Contract Cycles), such as “weekly” and “monthly” are used for recurring fees charged to families or agencies. Use Billing Cycles if you charge a flat fee regardless of the number of hours a child actually attends. Get...

If you’re using Contract Billing, the Account Contract Billing Summary will display totals for each billing cycle, including all children for the selected account. Getting There Look Up a family account and click the* Contract Billing Summar...

Billing is based on either Contract Cycles or Billing Formulas which are assigned to the Billing Box of each child. Some businesses use both Cycles and Formulas while others use just one. It depends on the way your center charges for its services. C...

Billing Formulas require the Attendance Tracker module. Formulas allow fees to be based on a child’s actual attendance or their schedule. Formulas are assigned to the Billing Box of each child. Use Billing Formulas when charges vary based on atten...

How to account for customer refunds on the Family Ledger Card and issue a refund check. Overview To properly track customer refunds you may wish to use both the Family Data & Accounting module (to track the family’s balance) and the Expenses...

Choose Deposit Accounts from the Bank Accounts you previously set up. These are accounts to which you’ll deposit payments received from families and subsidizing agencies. Deposit Accounts will be available later when you do Deposit Reports. Funds ...

If a payment was incorrectly posted to a Family Ledger Card and the Deposit Report which included that payment was closed you’ll notice a lock icon on the Ledger Card indicating this item cannot be voided or changed. This article describes how to re...

If you charge families a deposit to hold their space (or to pay their final month’s tuition in advance) you’ll want to set up Deposits and Deposit Refunds using what are known as “Special Charge” and “Special Credit” descriptions in Procare. Thi...

The Deposit Report feature is used and manage your bank deposits by recording the payments received in each deposit. Before You Begin To use the Deposit Report feature you must have configured Deposit Accounts and posted at least some pay...

How to set up family accounts and billing information when parents are divorced, separated, or otherwise paying separately for the same children. Separate Payers for Same Child When two or more people pay separately for the same child each perso...

You may track revenue from donations, grants, fundraisers, scholarships and other sources separately from normal child care tuition. In some cases, these funds may be set aside and used for specific purposes. GL Numbers for Donations, Gra...

Drop In Contract Billing works very much like Automated Contract Billing except that, rather than charging all families at once, only the selected family receives a charge. This way the charge may be posted at the time a child is picked up which is ...

Choose settings how to print receipts when a payment is recorded from a family. Getting There Getting There From the Procare Home screen go to Configuration > System > Accounting Management > Family Accounting > dbl-click Recei...

When sending email through Procare using your own SMTP mail server you may encounter an error if the option to use a secure socket layer (Use SSL) is set incorrectly. Explanation When you choose email settings in Procare, for your SMTP mail serv...

Learn how to email statements to family accounts directly through Procare. Before You Begin Before you send email through Procare you must Set Up Email Options . Getting There / Select Families Optional: Use the Select Filter to...

This article explains the steps necessary to charge an employee for childcare and withhold the amount from their paycheck. The same person is used as the payer in Family Data & Accounting and the employee in Employee Data & Payroll. Befor...

There are two groups of families to whom you’ll want to send end-of-year statements: “Visible” families with currently enrolled children, and “hidden” families whose children were enrolled at some point during the year, but no longer attend. Current...

This article contains a brief description of the various types of reports available for Family Accounting and Agency Accounting. Using Reports Family Accounting Reports and Agency Accounting Reports work the same as Family Data Reports...

Learn how to set up family discounts in the Child Billing Box for use with Billing Formulas. If you are using Contract Billing see the article for Family Discounts & Contract Billing. Explanation Since Billing Formulas may be set up in a v...

Learn how to set up family discounts in the Child Billing Box for use with Automated Contract Billing or Drop In Contract Billing. If you are using Formula Billing see the article for Family Discounts & Formula Billing . Getting There Lo...

How to issue a vacation day credit to a family If you charge a fixed weekly rate and a family goes on vacation, you may want to give that family a vacation credit for the time they were away. Go to the Family Ledger Card . Post a credit for...

Fund Accounting is used to track accounts receivable and funds collected separately for various programs you offer. For example you could assign preschool charge and credit descriptions to one AR account and those for school age children to another....

Use the Late Payment Calculator to charge a fixed amount or a percentage of each family’s past due balance. Getting There At the main screen of Family Data & Accounting go to Functions > Family Accounting > Late Payment Calculato...

Beginning Balances are important. They get each family started with their correct balance so you’ll have complete accounting records for the year. Getting There Look up the account and click the Ledger Card icon on the account toolbar (looks lik...

Enabling the ledger lock allows centers to prevent all users from editing existing ledger items or posting new ledger items after the reporting period has been closed by the financial team. The ledger lock will ensure the accuracy of the reconciliat...

Learn how the 60 family account limit is determined for Mini Procare and see how many families you have now. Mini Procare – Background The Mini version of Procare has always had a limit of 60 total family accounts at one time. Beginning with ver...

This article describes how to make manual entries to reverse bounced checks (known as NSF checks, or non-sufficient funds checks) and declined credit cards. Tuition Express makes these entries for you—see: Tuition Express NSFs and Declined Credit C...

Quick Ledger Posting is most often used to record payments, especially when you have a stack of checks to enter. However, it may also be used to record charges or credits when the amount varies from family to family. Before You Begin Use the...

Reconcile Digital Payments If a digital payment has been successfully processed but failed to post to the account ledger card, take the following steps to reconcile the ledger. From the Family Data & Accounting tab Locate the account...

When receipts are printed a snapshot is taken at that point in time and automatically saved. These “stored receipts” may later be reprinted if a person loses their receipt or for any reason needs a duplicate copy. Before You Begin Turn rec...

Set up and apply full or partial scholarships to specific children to reduce (or eliminate) the amount owed for tuition. Before You Begin If you are receiving money to use for scholarships, there are several possible methods for recording th...

Show billing calculations to parents right on their statement anywhere customer statements are available ( emailed , printed , online ). This is perfect to show how charges were determined for late pickups, drop-ins, extra hours, and so forth. ...

Setting up Standard Amounts will save time if most families are charged the same amount for a particular service like “Tuition – Infants”. You may also update rates for everyone at once. Getting There From the Procare Home screen click ...

This article lists the Standard Billing Formulas included with Procare for common child attendance or schedule billing scenarios. Overview Standard Billing Formulas included with Procare can generate charges for child times based on the chil...

Using and closing the Transaction Summary as an audit report. Overview The Transaction Summary report is a chronological listing of all Family Accounting transactions captured in the order they were entered into Procare. Periodically you may cl...

Learn how to void or make changes to an entry on a Ledger Card. Getting There Look Up the account and click the Ledger Card icon (on the Account toolbar next to the money bag). Is the Item Locked? If the item you wish to void is a pa...