The standard Child Care Accounts list view defaults to reflect the Total Balance for an account across all Programs that account has had contracts and has been invoiced for. You can adjust that list view to display a column reflecting the balance data for one or more specific Programs. When a new column is added, the list view will update to display that data which can then be generated as an Excel file using the List Data Export report. From the list of Accounts, you can also run other pre-made reports.
- The Child Care Balances report is an Excel report that shows basic account information, account balance, and latest invoice amounts with the option to reflect the exact date and time you wish to show the balance. Some teams may use this report to verify accounts are up-to-date and not past due at the end of each Season.
- The Child Care Accounts Aging report can also be helpful to see the balance broken down by the age of the debt in 30 day segments (i.e what was due for 0-30 days, 30-60 days, etc).
Use the following steps to add the Balance column to reflect the amount owed for a specific Program:
- Point to Child Care
- Select Accounts
- Select the Column tool (in the top right with the two small white boxes).
- Select the check box for the desired Program's balance column (i.e. Balance for Before & After Program, Balance for Preschool, etc)
- Select Done.
To create the List Data Export report, with the desired list view visible on the screen, use these steps:
- Select Reports in the top left (near your name and the Connect button)
- Select List Data Export report from the choices in the left column
- Select Run Selected Reports
- Select Continue.
- When the Download button changes to green, select it to open the Excel file.
To create the Child Care Balances or Child Care Accounts Aging report, with the desired list view visible on the screen, use these steps:
- Select Reports in the top left (near your name and the Connect button)
- Select either Child Care Balances or Child Care Accounts Aging Report from the choices in the middle column.
- Select Run Selected Reports
- For the Balances report, ensure the desired Program is selected from the drop down and the desired date/time to validate the balances. For the Again report, update the desired date you wish to see the account details for and the desired Program.
- Select Continue.
- When the Download button changes to green, select it to open the document.