Automatic Tuition Billing
Why enter billing for a child's tuition when the system will automatically do it for you? Setup is easy in the child's information form. Once you have chosen a tuition rate for the child, simply check the AutoBill option and enter a billing date on which the system should begin billing. That's it!  For weekly, bi-weekly or monthly billed tuition rates, once the system bills tuition for the child, it will automatically reset the AutoBill date to the next date in the billing cycle. Weekly, bi-weekly and monthly rates are billed regardless of attendance. For daily or hourly billed tuition rates, the system will automatically bill tuition according to the child's attendance. Daily rate children are only billed once for the day, regardless of the number of times the child is signed in and out. Hourly rate children who are signed in and out more than once in a day are billed one transaction for the sum of hours attended. To turn off automatic billing for a child, simply uncheck the AutoBill option.

 Automatic Sign-In/Sign-Out For Children
It couldn't be easier to track child attendance. With our computerized Daily Child Sign-In/Sign-Out feature, you'll be tracking child attendance by week, day and hour with the click of a button! On the Daily Child Sign-In/Sign-Out form, simply click a checkbox to sign-in or sign-out a child. The system captures the time and date for you. The top of the printable form gives you total attendance counts for the day. Comprehensive reports summarize attendance hours for both daily and weekly child attendance.

 Automatic Sign-In/Sign-Out For Employees
Like the Daily Child Sign-In/Sign-Out feature, our computerized Daily Employee Sign-In/Sign-Out feature simplifies tracking of employee hours. Employee attendance is tracked by week, day and hour. On the Daily Employee Sign-In/Sign-Out form, simply click a checkbox to sign-in or sign-out an employee. The system captures the time and date for you. Comprehensive reports summarize employee attendance hours on a daily and weekly basis.

 Global Billing
Need to post a billing transaction to several accounts at once? Global Billing allows you to enter the transaction only once and select multiple accounts to which you will apply the debit. This feature is excellent for posting those once per year billings, activity fees, etc. Or, you may use it to bill a negative amount to make adjustments for those times that your center is unexpectedly closed due to weather or other circumstances.

 Today's Reminders
Clearly one of our most informative features! Each time you open ChildCare Office Pro, the Today's Reminders form will open. This form includes: interoffice reminders for that day, upcoming children's birthdays and age, upcoming activities, upcoming child immunizations due, account information needing to be updated and accounts that are currently past due. The Today's Reminders form is also available at any time from the Reminders Menu.

 End Of Month Statements
Print end of month statements, similar to an account statement received from a bank, for an individual account or all accounts at once. Only accounts with activity during the month will be printed. You may choose any month/year in which records exist. Statements will print up to 35 transactions per page. End of month statements include a running balance and balances do carry from year to year.

 Update/Change Tuition Rates
With the click of a button, you may update tuition rates and apply those updates, if you choose, to children currently in your care. You may also choose an individual rate for any child under any tuition program, regardless of the tuition amount currently in the system for that tuition program. You may also print a report that lists all children under each tuition rate and the amount currently being applied to each child.

 Daily Roster
You may view and/or print the current day's roster, as a whole or by individual classroom. The roster is based on each child's classroom assignment and days that he/she is scheduled to be in attendance. The printed report includes the classroom, teacher name(s), child names and a count of children scheduled to be in class. Additionally, it includes checkboxes for attendance, a place for lunch count and additional lines for the teacher to write in any child who is present but not preprinted on the roster. This is an excellent means for tracking and billing drop-ins.

 Transportation Schedule
Any childcare facility that provides transportation for students to or from school will find the Transportation Schedule invaluable! With the click of a button, you may print a weekly report that includes the schedule of transportation required (before/after school or both), schools and children requiring transportation to/from.

 Guardian Information
The Guardian Menu makes it very easy to look up current information about a guardian and children on the account. Guardians are listed separately, by Active or Inactive accounts. To view information about all children on an account, simply select a guardian name and click to view all children on the account. When a guardian no longer has children in your care, simply mark the account as Inactive. This removes the guardian account and children from future active lists such as attendance, transportation, birthdays, etc., without having to delete the account and child records from your system.

 Child Information
The Child Menu works in the same manner as the Guardian Menu, giving you simple drop-down boxes from which you will select a child name. You may choose to view an individual child record, or you may scroll through active child records very easily. This makes it easy to look up information such as which children do not have an immunization record on file.

ChildCare Office Pro also provides you with a birthday lists, birthdays by classroom and a Quick Desk Reference. The Quick Desk Reference is a handy report to have at your fingertips! It is an alphabetical listing which includes guardians, children, emergency contacts, medical and restricted pick up information for every child actively enrolled in your care.

 Account Transactions
The Account Transactions Menu follows the same format as the guardian and child menus. When you need to look up, enter or edit transactions on an account, simply select the account name from a drop-down box. Buttons on this menu are very easy to understand. For instance, you may post a charge to an account by clicking the Bill To Account button. It doesn't get much easier than that. Make a mistake? Simply open the account and correct the error on the transaction. In addition to printing an End Of Month Statement on an account, you may also print a report of every transaction on an account, including a running balance. AutoBill information for the day is also available from this menu. Another feature available from the Account Transactions menu is the ability to click a button and be provided with a list of outstanding accounts and the amount that is past due on each account. Priceless!

 Activities
You may enter upcoming activities and information regarding the activity including children who will attend. Activities scheduled in the upcoming week are also included in the Today's Reminders form. You may choose to print out an Activity Calendar for a particular month.

 Waiting List
You currently have no openings? You need an easy method of organizing a waiting list. The waiting list is organized to present you with the most recent inquiries first. Also, if you have entered a date of birth for children waiting, their current age will appear as you scroll through the list. No more trying to figure out the age of a child waiting for an opening!

 Employees
Enter and track employee information, past, present and/or future. Employees are also referenced separately in the system as being Active or Inactive, just as are guardians and children. You may also print employee mailing labels if you wish.

 General Ledger
The General Ledger Menu allows you to enter other transactions not applicable to childcare accounts. For recurring expenses, such as an electricity bill, you may choose to enter vendor information for the electric company so that their name will be available in the drop-down box when entering a payable transaction. You may also enter income other than from a childcare account as a receivable transaction.

 Company Information
In the Company menu, you will find many useful reports including the ability to print year end receipts for guardians!

General Ledger Payables Summary
A quarterly breakdown of all payables, subtotals and totals by vendor and type of expense.

General Ledger Receivables Summary
A quarterly breakdown of all receivables, subtotals and totals, other than childcare accounts.

Company Summary
A quarterly breakdown of Childcare Accounts, Accounts Receivable and Accounts Payable, subtotals and totals.

Quarterly Childcare Accounts Summary
A quarterly breakdown of all childcare account debits and credits, subtotals and totals.

Year Childcare Accounts Summary
A complete alphabetical listing of all accounts, debits and credits, total for the year.

Year End Guardian Receipts
Individual receipts, totaling debits and credits, for each guardian account in which there was activity on the account during the year you choose.