Reports

What does Accounts Receivable “Calculated” mean?

On some reports, drilling down (double clicking) on the Accounts Receivable (A/R) line will give you a screen displaying that A/R is a “calculated” amount. This means that within the report, Procare will not display every charge/credit/payment that affected A/R for that period.

You can find the details for A/R by running the Specific Charge/Credit Summary report for the same period. The change in A/R for any period of time is calculated as follows: (Total Charges during the period specified) – (Total Credits for the period)- (Total Payments for the period).

Important! If you have Agency Accounting, you’ll want to run reports under the “Agency Accounting” section so you can choose to include both Primary (parent) and Agency totals on the same report.

How are undeposited payments determined? Can I cross check the amount?

The change in undeposited payments (whether they went up or down) is shown on the Receivable Journal Summary. The amount is the difference between what was received in payments (by check, cash, etc.) and what was taken to the bank (“closed” in Deposit Reports) during the selected dates. To cross check the amount subtract deposits made from payments received.

1. To get payments received, use one of the Charge/Credit Summary reports.
   1. If you have Agency Accounting go to Standard Reports > Agency Accounting > Charge/Credit Summary. Choose the “Specific Summary – Primary & Agency Accounts”.
   2. If you have Family Accounting without Agency Accounting go to Standard Reports > Family Accounting > Charge/Credit Summary. Choose the “Specific Summary – Primary Accounts Only”.

2. To get deposits made, go to Standard Reports > Family Accounting > Deposit Report. Choose either the “Deposit Report Summary” or the detail format.

3. Subtract the deposits (step 2) from the payments received (step 1).
   Example:
   
   ### What report shows profit and loss?
   The Income Statement shows revenue and expenses for the dates you select. The difference between the two (revenue minus expenses) is your profit (positive number) or loss (negative number) for the period and is known as your Net Income. Net Income appears on the last page of the report in the Report Summary section.
   

4. From the main screen of Expenses & Ledger go to Reports > Standard Reports > Expenses & Ledger.

5. You may run the report at the region or school level. Choose either General Ledger Reports – Regional or General Ledger Reports – School.
   

6. Select a report like the regional “Income Statement” or “Income Statement – Each School”, or the individual school report called “School Income Statement”.
   Hint: If you have many locations, you may run an Income Statement under Corporate Reports. From the Procare Home screen go to Corporate Reports > Standard Reports > General Ledger Reports.
   Please note that “Revenue” in the Family Accounting module is based on charges, not cash collected.
   See also: What happens to Profit & Loss When I Calculate Balances for the New Year?