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Lists



There are a number of lists that Childcare Professional keeps as references for other files. These lists are for Schedules, Rates, Reimbursement Tiers, Sponsors, Contacts, Vaccines, Events and Notes. These lists can be entered ahead of time or as you are filling out the rest of the information in Childcare Professional.
Schedule List
The Schedule List allows you to set up standard schedules that will streamline the logging of hours for both children and employees. It will also help in the calculation of grocery lists for your menus.
How do I add a schedule?
A schedule can be added for any parent, child and employee. It will be used for both logging their hours and the creation of grocery lists.


  • To create a schedule:




  1. Select Family Schedules from the Childcare Menu or Employee Schedules from the Payroll Submenu of the Accounting Menu if you have Payroll installed. The Schedule List window will appear.

  2. Click on the Add button to create a schedule.

  3. Enter the schedule’s name in the Schedule box.

  4. Click on the Add button to create a new schedule day. The Modify Schedule Information window will appear.

  5. Select the Day of the Week that this schedule day is for.

  6. Enter the time that they arrive in the Time In box.

  7. Enter the time that they leave in the Time Out Box. If they come and go several times a day, don’t worry. You can add as many times per day as you need.

  8. For Parents & Children, select the meals for which the children will be present.

  9. Click on the Update button to save this schedule day.

  10. To add another schedule day, click on the Add button again.

  11. If the same times are used on other days, click on the Duplicate button. The Modify Schedule Information window will appear again with the information from the selected schedule day filled in. Simply change the Day of the Week and click on the Update button.

  12. Click on the Done button when the schedule is finished.


The schedule is ready for use by Childcare Professional. When you add a parent, child or employee who needs this schedule, simply select the schedule name in their Schedule box.
Rates
Childcare Professional allows you to establish a flexible fee rate. You can have a two level rate, minimums, maximums, overtime, multi-child discounts & memos, and even add your own list of additional charges.
How do I add a rate?


  • To add a rate:




  1. Select Rates from the Other Lists Submenu of the Childcare Menu. The Rate List window will appear.

  2. Click on the Add button. The Modify Rate Information window will appear.

  3. Enter the name for this rate in the Rate box.

  4. Enter the name of the Income Account that any charges created using this rate will be credited to. If you need to add an account, click on the Locate button next to the account list.

  5. Enter your basic fee in the first Fee Rate box.

  6. Enter the fee period in the Per Period box.

  7. If you are done modifying this rate, click on the Update button, otherwise continue on to the next section.


How do I add another fee level?


  • To add another fee level:




  1. If the Modify Rates window is not open, select Rates from the Other Lists Submenu of the Childcare Menu. The Rate List window will appear. Select the rate that you want to add another fee level to and click on the Modify button.

  2. Check the box next to the second Fee Rate box.

  3. Enter the second level fee in the second Fee Rate Box.

  4. Enter the cutoff number of hours in the To Hours box.

  5. Enter the period for the cutoff hours in the Per Period box.

  6. If you are done modifying this rate, click on the Update button, otherwise continue on to the next section.


How do I add a minimum charge?


  • To add a minimum charge:




  1. If the Modify Rates window is not open, select Rates from the Other Lists Submenu of the Childcare Menu. The Rate List window will appear. Select the rate that you want to add another fee level to and click on the Modify button.

  2. Check the Minimum box.

  3. Enter the minimum charge in the Minimum Rate box.

  4. Select the Period for the minimum charge.

  5. If you are done modifying this rate, click on the Update button, otherwise continue on to the next section.


How do I add a maximum charge?


  • To add a maximum charge:


If the Modify Rates window is not open, select Rates from the Other Lists Submenu of the Childcare Menu. The Rate List window will appear. Select the rate that you want to add another fee level to and click on the Modify button.

Check the Maximum box.

Enter the maximum charge in the Maximum Rate box.

Select the Period for the maximum charge.

If you are done modifying this rate, click on the Update button, otherwise continue on to the next section.
How do I set the overtime rate?


  • To set the overtime rate:




  1. If the Modify Rates window is not open, select Rates from the Other Lists Submenu of the Childcare Menu. The Rate List window will appear. Select the rate that you want to add another fee level to and click on the Modify button.

  2. If the Modifications tab is not selected, click on the Modifications tab.

  3. Enter the overtime rate in the Overtime Rate box.

  4. Enter the overtime period in the Overtime Period box.

  5. If you want the overtime rate to start at a certain time like the facility’s closing time, check the After box. Enter the time of day that overtime should start.

  6. If you want the overtime rate to start if the child is present over a certain number of hours, check the Over box. Enter the Number of hours at which overtime should start. Enter the Period for the number of hours.

  7. If you are done modifying this rate, click on the Update button, otherwise continue on to the next section.


How do I set up a multi-child discount rate?


  • To set up a multi-child discount rate:




  1. If the Modify Rates window is not open, select Rates from the Other Lists Submenu of the Childcare Menu. The Rate List window will appear. Select the rate that you want to add another fee level to and click on the Modify button.

  2. If the Modifications tab is not selected, click on the Modifications tab.

  3. Check the Multi-Child Discount box.

  4. If you want a certain amount deducted from the bill, select Amount. Enter the Amount and Period for the deduction.

  5. If you want a certain percentage deducted from the bill, select Percent and enter the Percentage for the deduction.

  6. If you are done modifying this rate, click on the Update button, otherwise continue on to the next section.


How do I change the bill memo for a rate?


  • To change the bill memo for a rate:




  1. If the Modify Rates window is not open, select Rates from the Other Lists Submenu of the Childcare Menu. The Rate List window will appear. Select the rate that you want to add another fee level to and click on the Modify button.

  2. If the Modifications tab is not selected, click on the Modifications tab.

  3. Enter the new Bill Memo. There are special codes that you can use to personalize the billing memo. See Appendix A: Memo Formats.

  4. If you are done modifying this rate, click on the Update button, otherwise continue on to the next section.


How do I add other charges to a rate?


  • To add other charges to a rate:




  1. If the Modify Rates window is not open, select Rates from the Other Lists Submenu of the Childcare Menu. The Rate List window will appear. Select the rate that you want and click on the Modify button.

  2. If the Other Fees tab is not selected, click on the Other Fees tab.

  3. Click on the Add button. The Modify Other Fee Information window will appear.

  4. Enter the name of the fee in the Name box.

  5. Enter the Rate and Period for the fee.

  6. Enter the Memo for the fee. There are special codes that you can use to personalize the memo. See Appendix A: Memo Formats.

  7. Select the Income Account to which the fee should be credited. If you need to add a new account, click on the Locate button next to the account list.

  8. Click on the Update button.

  9. If you need to add another fee, click on the Add button again.

  10. If you are done modifying this rate, click on the Update button.


The rate you have created is now ready to be used by Childcare Professional to automatically calculate the parent’s bills. When you enter a parent or child that needs this rate, select its name in their Rates box.
Reimbursement Tiers
The reimbursement tiers are used when your facility participates in a food program or you need to charge parents for meals served.

How do I set up a reimbursement tier?


  • To set up a reimbursement tier:




  1. Select Reimbursement Tiers from the Other Lists Submenu of the Childcare Menu. The Reimbursement Tier List will appear.

  2. Click on the Add button. The Modify Tier Information window will appear.

  3. Enter the name for the Tier in the Title box.

  4. Enter the Breakfast, Lunch, Supper and Snack reimbursement amounts in the corresponding boxes.

  5. If you are done with this Tier, click on the Update button, otherwise continue with the next section.


How do I charge parents for meals?


  • To set a tier to charge parents for meals:




  1. If the Modify Tier Information window is not open, select Reimbursement Tiers from the Other Lists Submenu of the Childcare Menu. Select the tier you want to have charged to a parents account and click on the Modify button or click on the Add button to create a new tier as described in the last section.

  2. Check the Charge Rates to Parent’s Bill box.

  3. Enter the Income Account to which you want the meal charges credited.

  4. Enter the Bill Memo for the meal charges. There are special codes that you can use to personalize the billing memo. See Appendix A: Memo Formats.

  5. Click on the Update button.

The Reimbursement Tier is ready to be used by Childcare Professional. Whenever you enter a parent that need this tier level, enter its name in the Tier box.
Sponsors
Whenever a parent receives assistance or subsidies for childcare either from government agencies, organizations or other people, you can have Childcare Professional keep track of how much each will pay of the bill using the Sponsor List.
How do I set up a Sponsor?


  • To set up a sponsor:




  1. Select Sponsors from the Other Lists Submenu of the Childcare Menu. The Sponsor List window will appear.

  2. Click on the Add button. The Modify Sponsor Information window will appear.

  3. Enter the name of the sponsor in the Name box.

  4. Enter the accounts receivable account in the Account box. If you need to add an account, click on the Locate button beside the account box.

  5. Enter the Memo for the sponsor transaction. There are special codes that you can use to personalize the memo. See Appendix A: Memo Formats.

  6. Click on the Update button.


The sponsor is set up and ready to be used by Childcare Professional. Whenever you enter a Parent that needs this sponsor, enter the name of the sponsor in the Sponsor box and the percentage of the bill that the parent pays in the percentage box on the parent’s information form.
Contacts
You can add information to parent and child records about contact people for them. The information includes name, address, phone numbers, company, PIN # and whether they can pickup the child. You can also include a picture of the contact person.
How do I add a contact person?
A contact person can only be added from the Modify Parent Information window or the Modify Child Information window.


  • To add a contact person to a parent or child record:




  1. Click on the Contacts button in the Modify Parent Information window or Modify Child Information window.

  2. Enter the contact’s First Name and Last Name.

  3. Enter the contact’s Address.

  4. Enter the contact’s City, State and Postalcode.

  5. Enter the contact’s Home Phone and any Notes.

  6. Enter the contact’s Employer name.

  7. Enter the contact’s Work Phone and any Notes.

  8. Enter the contact’s Other Phone and any Notes.

  9. Enter the contact’s PIN # if they have one and whether they Can Pickup the child.

  10. If you have a picture of the contact in BMP format, click on the Select button, locate the picture on your hard drive and click on the Open button to add it to their record.

  11. Click on the Update button.


The contact person has been added to their record.
Vaccines
Childcare Professional allows you to customize the list of immunizations that you can track for each child. The complete list of vaccines is kept in the Vaccine List. Each child can have any number of vaccines on their personal list.

How can I add a vaccine to the list of vaccines?


  • To add a vaccine to the list of vaccines:




  1. Select Vaccines from the Other Lists Submenu of the Childcare Menu. The Vaccine List window will appear.

  2. Click on the Add button. The Modify Vaccine Information will appear.

  3. Enter the vaccine name in the Immunization box.

  4. Enter the vaccine short name in the Abbreviation box.

  5. Enter the number of Months at which each shot is due. You can enter up to 10 shots per vaccine.

  6. Enter the number of weeks warning you want when a shot will be due in the Warning box.

  7. If this is a vaccine that you want added to all children from now on, check the Child Default box.

  8. Click on the Update button.


This vaccine has been set up and is ready to be used by Childcare Professional. You can manually add it to a child’s shot record or, if you checked the Child Default box, it will automatically be added to all children created from this time on.
Events
Childcare Professional helps you keep on top of all your important dates. You can create Event categories such as licensing, training, fire drills or other disaster drills, CPR and First Aid certifications as well as anything else you need to keep track of. When it is time to handle one of the events, Childcare Professional will notify you.
How do I create an Event Category?


  • To create an Event Category:




  1. Select Events from the File Menu. The Event List window will appear.

  2. Click on the Add button. The Modify Event Information window will appear.

  3. Enter the name of the event in the Event box.

  4. Click on the Update button.


The event is setup and ready to track.
How do I create an Event reminder?


  • To create an Event reminder:




  1. If the Event List window is not open, Select Events from the File Menu. The Event List window will appear.

  2. Select the Event that you need a reminder about.

  3. Click on the Event Log button. The Event Log window will appear.

  4. Click on the Add button. The Modify Event Log Item window will appear.

  5. Check the Notify box so that it will remind you of this event.

  6. Enter the date on which you want to be notified of this event in the Notice Date.

  7. Enter a notification message in the Message box.

  8. Click on the Update button.


The event reminder is logged and ready to remind you on and after the date you selected.
How do I check on Events?
There are two ways that you can be reminded of events due. Whenever you startup Childcare Professional, if there are any events due, the Events Notification window will appear. You can also manually check by selecting Events Notification on the Tools Menu.


  • To check on Event Notification:




  1. Select Event Notification on the Tools Menu. The Event Notification window will appear with a list of all the events that need to be dealt with.

  2. If you want to take care of one or more of the events see the next section.

  3. Click on the Done button.


How do I take care of an Event?


  • To complete an Event reminder:




  1. If the Event Notification window is not open, select Event Notification from the Tools Menu. The Event Notification window will appear.

  2. Select the Event that you want to take care of.

  3. Click on the Do Event button. The Do Event window will appear.

  4. Enter the date that the event was Completed.

  5. If you want a reminder of this event for the future, check the Notify box.

  6. If you want a reminder of this event for the future, enter the next reminder date in the Date box.

  7. Click on the Update button.


The event is completed and logged in your Event Log for this event. If you elected to have another reminder set, it too will be listed in the Event.
Notes
There are many places in Childcare Professional that you can keep track of information using the Notes. You can add, and update notes and you can even remind yourself of an important message using the Childcare Professional Notes.
How do I enter a note in someone’s record?


  • To enter a note in someone’s record:




  1. Click on the Notes button in the window of the record to which you want to add a note. The Notes window appears with a list of notes for that record.

  2. Click on the Add button. The Modify Note window will appear.

  3. Enter the note in the Message box. The note can be up to 254 characters long.

  4. Click on the Update button.


How do I setup a note as a reminder?


  • To setup a note to be a reminder:




  1. Click on the Notes button in the window of the record to which you want to add a reminder. The Notes window appears with a list of notes for that record.

  2. Click on the Add button. The Modify Note window will appear.

  3. Enter the reminder in the Message box. The reminder can be up to 254 characters long.

  4. Click on the Notify button.

  5. If you want the reminder to appear whenever you startup Childcare Professional, check the Startup box.

  6. If you want the reminder to start on a particular date, check the Starting box and enter that date in the Starting Date box.

  7. If you want the reminder to end on a particular date, check the Ending box and enter that date in the Ending Date box.

  8. Click on the Update button.


Your reminder is setup and you will be notified of it either at startup or whenever you enter the record to which it is attached.
How do I check on reminder messages?


  • To check your reminder messages:




  1. Select Message Notification on the Tools Menu. The Message Notification window will appear with a list of all your reminders that are due.

  2. If you want to keep a message but no longer wish to be reminded of it, select the message and click on the No Notify button.

  3. If you don’t need the reminder or the message itself any longer, click on the Remove button.

  4. Click on the Done button.



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