Licensed Connections
The Users tab shows which Procare Users are currently logged in.
Select Kick to force a user off the system. However, if they are in the middle of a task (like on a family Ledger Card), they cannot be automatically forced off and will receive a message requesting them to log off.
The Devices tab displays any instances of the Check-In software that are running. A check-in computer may also be kicked.
Run Repair
The Repair utility should only be used when directed to do so by a member of the Procare Support team. It may be used to upgrade the database to the current version and perform database and file maintenance routines.
Configuration Merge
Use the Configuration Merge utility to combine items that belong together but have slightly different names. For example, if you had
“Infants” and “Infant” (without an “s”) both set up as classrooms and would like to merge them into a single classroom.
You may wish to make a backup (page 18), before using this util-ity, in the event you want to get back to the way things were before they were merged.
1. At the Configuration Merge screen select the category you want to work on. For example, to select classrooms go to Data Man-agement > Scheduling > dbl-click Classrooms.
2. Select the Primary Item (the one you want to keep) and place any duplicates (ones you want to remove) on the Merge List, then click Process.
Reassign Reminders
You may transfer all reminders for one Procare User to another user.
This may be helpful if a staff person leaves and you need to have all their reminders go to someone else. Search for article KB0162 at ProcareSupport.com.
Data Import / Export
Import is generally used when converting from Procare version 9.1.
Visit ProcareSupport.com/convert for details.
Export is used to create a file that may be imported to another v10 installation. This is most commonly used if you move to host-ing your data with Procare after previously havhost-ing data installed
Dashboard & Utilities
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Index
Payment Description 80 Payment Posting 85 Allowance
Housing 171
Allow Bypass - Check In Options 111 ARAccount Assignments 184
Assets 60 Attach
Attach .pdf document to Family 46 Attach .pdf receipt to Deposit 77 Attendance
Batch Check In Children 107 Batch Post Child Time Cards 108 Batch Post Time Card - Employees 156 Deny Entry / Block Check In 110 Employees 155
How to Check In Children 114 Receptionist Check In 106 Register to Check In 114 Authorized Pickup People 109 Automated Backup 19 Automated Billing
Contract Billing 70 Formula Billing 72
Selected Account Billing 73
B
Backup Data 18–19
Balance Checkbook. See Bank Reconciliation Balance Sheet 203
Bank Accounts 61 Bank Reconciliation 201
A
Absences
Absences - Child Schedules 43 Absent Reasons - Children 27 Benefit Codes - Employees 147 Planned Absences - Employees 153 Access
Access to Regions & Schools 16 Limit Access, User Groups 13 Account Assignments 184 Account Filter. See Filter Accounts
Account Information. See Family Information Accounting Maintenance. See Maintenance Utility Accounting Reports 77
Account Search. See Search Accounts Receivable
Account Assignments 184 Activity Manager
Add Activities 131
Assign Activities to a Child 132 Batch Assign Activities 134 Batch Complete Activities 135 Cost of Activity 131
Create Categories 130
Edit / Change Child Activities 133 Edit / Change Overall Activities 132 Prerequisites 131
Advanced Earned Income Credit 171 After School Activities. See Activity Manager Agency
Adjustment Codes 81 Assign to Family 82 Beginning Balances 82 Name Third Party Agencies 80 Parent Charge Description 80
Index
Index
Batch
Batch Attendance - Children 107 Batch Count Child Meals 126 Batch Post Child Time Cards 108 Batch Post Time Card - Employees 156 Batch Print Payable Checks 198 Batch Print Payroll Checks 179 Batch Schedule Overrides 40, 43 Beginning Balances
Agency 82
Expenses & Ledger 186 Family Ledger Card 66 Benefit Codes 147 Benefit Hours 153
Billing. See also Automated Billing Billing Box 68
Billing Cycles 63
Billing Method Formulas 64 Billing Summary 70 Block Entry / Check In 110 Budget 186
Building Access - Keyless Entry 117 Bypass - Check In Options 111
C
Calendar Reminders 53
Camp Activities. See Activity Manager Cardswipe - Check In Options 111 Change / Cancel Tuition Express Batch 98 Change Rates 63
Change / Reset Password 16 Charge & Credit Descriptions 62 Chart of Accounts 60
Check In
Batch Check In Children 107 Batch Post Child Time Cards 108 Check-In Monitor 116
Deny Entry / Block Check In 110 Employee Check In 157
How to Check In Children 114 Receptionist Check In 106 Register to Check In 114 Check-In Computer
Options 110–112 Sound 112
Checks
Batch Print Payable Checks 198 Batch Print Payroll Checks 179 Check Register 179
New Paycheck 174 Order Checks 168
Payable Check Register 198 Payroll Check Calculation 172 Payroll: Year to Date 173 Post and Print 177
Printing Setup - Expenses 185 Printing Setup - Payroll 168 Reconcile Checkbook 201 Vendor Check 195 Child
Add Child to Family 38 Meal Counts 125 Time Cards 106
Child Activities. See Activity Manager Child Relationships. See Relationship Types Classroom Meal Times. See Meal Times Classrooms
Assign Classrooms to Children 39
Configure Classroom Names, Size, Ratios 24 Graduate Children to Next Class 26
Close a Month or Year 203
Check In Computer Options 110 Employee Data 146
Regions & Schools 10–11 Tuition Express 90
User Groups & Limits 13–14 Contract Billing 70
Contract Billing Summary 70 Contract Cycles. See Billing Cycles Convert from version 9 6
Copy Accounts 211
Earned Income Credit (EIC) 171 Customize
Color Scheme 20 Dashboard Elements 17 Printer Settings 19 Report Settings 17 Custom Pay Periods 146
D
Dance Activities. See Activity Manager Dashboard
Configure Dashboard Elements 17 Using the Dashboard 208
Database
Backing Up Data 18 Restore Data 19
Data Conversion - Version 9 6 Data Hosting 2
Backups 18 Installation 2 Service Contacts 211 Data Viewer 56
Day Camp Activities. See Activity Manager Default Filter
Employees 159 Families 48 Delete
Family or Child 38 Journal Entry 200 Vendor Check 197
Deny Entry / Block Check In 110 Departments 60
Assign to Work Areas 25 Set Up Departments 24 Deposit
Deposit Reports 76
Deposits for Summer, Fall, etc. 67 Direct Deposit 168
Point of Sale Deposits 100 Select Deposit Accounts 61 Tuition Express Deposits 99
Disable
Disable Batch Processing 95 Disable Online Processing 95 Divorced Parents 37, 68 Document
Attach .pdf document to Family 46 Attach .pdf receipt to Deposit 77 Door Controller 113
Duplicate
Duplicate Descriptions - Remove. See Configu-ration Merge
Duplicate People - Remove. See Remove Dupli-cate People
E
Earned Income Credit (EIC) 171 Edit Check Register
Reconcile, Unreconcile 201 Edit Tuition Express Batch 98 Email
Copy or Export Email Addresses 49 Email Contacts for Data Hosting 211 Email or Print a Letter 52
Email Settings 49 Email Statements 77
Manage Email Addresses 209 Send Email & Text Messages 49 Employee Data
Assign a Work Area 150 Benefit Codes 147 Benefit Hours 153 Check In 157
Employment Status 148 Enter an Employee 149, 190 Filter Employees 159
Search for Employee 158 Time Cards 155
Employee W2’s 180 Employee Withholdings 169 Employment Status 148 End of Year. See Year End
Index
Index
Enrollment Status, Assign to Child 40 Enrollment Status, Setup 28
Event Log. See Utilities - System Event Log Exclude
Employee from Social Security, Medicare, etc.
Exempt171
Employee Exempt from Income Tax (W-4) 171 Withholding (Pre-Taxed) 166–167
Expenses
Chart of Accounts 60
Expense Account Numbers 194 Reimbursements 171
Expenses & Ledger. See also Vendor Account Assignments 184 Beginning Balances 186 Check Printing Setup 185 Configure Settings 184 Enter a Vendor 190
Expense Account Numbers 194 General Journal Names (Types) 189 Journal Entries 199
Reports 203
Void Journal Entry 200 Export
Data Export to another v10 installation 210 Data Viewer: Export Fields 56
Export Email Addresses 49 Export to QuickBooks 77
Reports: Export a Standard Report 55 Expose
Expose a Charge/Credit Description 62 Expose Person to Regions & Schools 16 What is Exposure? 16
F
Family Information Add Children 38
Assign Agency to Family 82 Enter a Family 35
Ledger Card 65
Federal Unemployment (FUTA) 164 Filter
Employees 159 Family Accounts 48 Report Filtering 55 Vendors 194
Fingerprint: Check-In Options 111 Fiscal Year
Beginning Balances 186 Dates / Calendar 185
Food Program. See Meal Tracker Forgot Password 16
Formula Billing 72 Formulas
Billing Formulas. See Billing Method Formulas Payroll Withholdings 165 Dates / Calendar 185
General Journal Names (Types) 189 GL Numbers: Family Actg. 62 GL Numbers: Payroll 167 Journal Entries 199
GL Account Assignments 184 GL Dates / Calendar 185 Graduate Children 26
H
Hardware
Door Controller 113 Fingerprint Reader 111 Keyless Entry System 117 Ticket / Receipt Printer 113 Header - Reports 55
Hide Mouse - Touch Monitor 111 Hierarchy
School Picture - Check In Screen 112 Immunizations
Add to Child 44 Add to Employee 154
Set Up Requirements - Child 31
Set Up Requirements - Employee 149 Import
Import Bank Statement 202 Import data from version 9.1 210 Import .pdf document to Family 46 Import .pdf receipt to Deposit 77 Income Satement 203
Journal Names (Types) 189 Make a General Journal Entry 199 Void a Journal Entry 200
K
Karate Activities. See Activity Manager Key - Installation Key 3
Keyless Entry System 117
L
Language - Check In Screen 112 Late Payment Calculator 74 Ledger Card
Beginning Balances 65 Change an Entry 68 Manual Entries 67
Regions & Schools 10–11
LogLog Sheets for a Child or Account 45 Set Up Log Sheet Types 34
System Event Log. See Utilities Log In
First Time Log In 4 LogoCheck-In Screen 112
Customer Statements 11 Letter Merge 51
Look Up
An Account (Family) 47 Employee Information 158 Search for a Person 47
M
Maintenance Utility 211
Manage Activities. See Activity Manager Meal Abbreviations 120
Meal Counts
Batch Count Meals for All Children 126 Individual Child Meals 125
Meal Times 121 Meal Tracker
Assign Food Status to Child 125 Batch Count Child Meals 126 Create Menus 122
Food Program Status 120 Individual Child Meals 125 Meal Abbreviations 120 Meal Times 121
Reimbursement Amounts 122 Menus 122
Merge
Merge Configuration Items 210 Merge Letters. See Letter Merge
Merge People. See Remove Duplicate People Messages. See also Text Messages
Check-In Messages 116 Mileage (Reimbursements) 171 Mini Procare 18, 35
Modules
Configure Module License 17 Module License - Install 3 Monitor People Checking In 116 Month End Closing 203
Move Accounts. See Copy Accounts MyProcare 140
N
New Year. See Year End
O
Online
Online Payments 91
Online Portal. See MyProcare
Index
Index
Online Update 209 Online Wait List 35 Options
Check-In Screen Options 110 Region & School Options 11 Order Checks 168
Out of Pocket Expenses 171 Overrides - Child Schedules 43 Overtime 146
P
Parent Charge Description 80 Parent Portal. See MyProcare Passwords
Change Password 16
Check In “Options” Screen 112 Forgot Password (Reset) 16 Require Check In Password 111 Paycheck
Issue New Check 174 Pay Codes 147
Payments
Agency Payment 85
Charge & Credit Descriptions 62 Credit Card Refunds 100 Payments & Bank Deposits 75 Point-of-Sale 98
Quick Ledger Posting 75 Recurring Payments 96 Pay Periods 146
Pay Rate 154 Payroll
Batch Print Checks 179 Checkbook 164
Reprint a Check 178, 197 Void a Check 178, 197
PDFAttach .pdf document to Family 46 Attach .pdf receipt to Deposit 77 People
Unassigned People 209 Person
Add a Person (Procare User) 14 Expose to Regions & Schools 16 Person ID - Check In Options 111 Phone Number Types 34
Photo - Add Photo to a Person 46 Pickup Person 109
Picture - Check In Screen 112 P & L
Account Assignments 184 Play Sound 112
Point-of-Sale Payments 98 Portal. See MyProcare Post and Print Checks 177 Prerequisites 131
Prevent Entry / Check In 110 Print
Batch Print Payroll Checks 179 Check Setup - Expenses 185 Check Setup - Payroll 168 Payable Checks 198 Reprint Vendor Check 197 Procare
License 17
Procare Mini. See Mini Procare Procare Users 14
Procare Touch Computer 2 Profit & Loss
Account Assignments 184 Program Customization 17
Q
QuickBooks Link 77 Quick Ledger Posting 75
R
Rate Change 63 Receipts
Attach .PDF Receipt to Deposit Report 77
Receipt / Ticket Printer for Check In 113 Set Receipt Printing Options 65
Receptionist Check In 106
Reconcile Bank Accounts 201 Refund: Credit Cards 98 Regions & Schools 10–11 Register Your Software 18 Registration Number
For Employee Check In 157 For Pick Up Persons 109
Reimbursement Amounts - Meals 122 Reimbursements 171
Relationships Assign to Child 39 Assign to Employee 150 Child Relationship Types 28 Employee Relationship Types 148 Reminders 53
Remove
Duplicate Descriptions. See Configuration Merge
Duplicate People 209 Family or Child 38 Journal Entry 200 Expenses & Ledger 203 Family Accounting 77
Assign Schedules to Children 42 Batch Schedule Overrides 40, 43 Employee Schedules 152 Override Child’s Schedule 43 Review or Print Child’s Schedule 43 Schedule Templates - Children 26 Vacation - Children 43
Vacation - Employees 153 School Close Dates. See Close Dates Schools & Regions 11–12
Screen Time Out 112 Search
All Locations 47 For Employee 158
For Family, Child, Pickup Person, etc. 47 For Vendor 193
Seats
License Configuration 17 Select Criteria. See Filter Selected Account Billing 73 Signature - Require at Check In 113 Sign In. See Check In; See also Log In Skin. See Color Scheme
Soccer Activities. See Activity Manager Sound: Play sound at check-in 112 Sports Activities. See Activity Manager Staff. See Employee Data
Standard Accounts Vendor 194 Standard Amounts 63 Statements - Email 77 State Unemployment 164
Summer Camp Activities. See Activity Manager Supervisor Utilities. See Utilities
SUTA 164
Swimming Activities. See Activity Manager System
System Event Log. See Utilities System Supervisor 13
Index
Index
T
Tax Credit 171
Tax Tables / Tax Formulas. See Withholdings;
See Year End
Telephone Number Types. See Phone Number Types
Templates - Child Schedules 26 Text Messages
Manage Texting Addresses 209 Sending Text Messages 49 Third Party Agencies 80 Ticket Printer 113 Time Cards
Batch Post Time Card - Children 107 Batch Post Time Card - Employees 156 Child Time Card 106
Employee Time Card 155 Touch Monitor - Hide Mouse 111 Touch Screen Computer 2 Tracking
Assign Tracking to Child or Account 44 Configure Tracking Items 29
Trial Balance 203
Tuition Categories. See Charge & Credit Descrip-tions
Tuition Express
Change / Cancel Batch of Payments 98 Deposit Reports 99
Disable Batch Processing 95 Disable Online Processing 95 First Time Set Up 91
Group Limits 93
ID Number for Parents 101 Log In for Child Care Centers 100 Log In for Families 101
Online Payments 91 Online Services 100 Recurring Payments 94, 96 Refund: Credit Cards 98 Website Registration 94 Update Module License 18 Update Software Online 209 User Defined Fields
Assign Fields to Child or Account 45 Configure User Defined Fields 31 Users
Procare Users 14
User Groups & Limits 13–14 Utilities
Account Search 47 Back Up / Restore Data 18 Configuration Merge 210 Copy Accounts 211 Data Import / Export 210 Licensed Connections 210 Maintenance 211
Manage Email Addresses 209 Manage Texting Addresses 209 Online Update 209
Reassign Reminders 210 Remove Duplicate People 209 Repair 210
Search All Locations 209 System Event Log 209 Unassigned People 209
Add Contact People 191 Batch Print Payable Checks 198 Check Register 198
Enter a Vendor 190 Filtering Vendors 194 Form 1099 204
Issue Check to a Vendor 195
Look Up a Vendor 193 Reports 203
Search for a Vendor 193 Standard Accounts 194 Void or Reprint Check 197 Version 9 6
VoidContract Billing 72 Formula Billing 73 Journal Entry 200 Late Payment Batch 74 Ledger Card Entry 68 Paycheck 178, 197
Selected Account Billing 73 Vendor Check 197
W
W2 Software 180 Wait List 35
Website Registration: Tuition Express 94 Withholdings
Assign to Employee 169
Payroll Withholding Formulas / Tax Tables 165 Word Processor. See Letter Merge
Work Areas 24
Y
Year End
Accounting Maintenance. See Maintenance Utility
Calculate Balances for New Year 188 Closing a Month or Year 203
Employee W2s 180 Frequent Questions 77 Tax Tables for New Year 165 Vendor 1099s 204
Year-to-Date
Agency Charges 82 Agency Payments 83 Deposit Reports 76
Expenses / Vendor Checks 196 Family Ledger Cards 66 Payroll Checks 173