Overview

The Accounts Screen contains account and contact information about the families registered with your centre. Use this screen to find and manage information regarding:

balances
billing details
statements and balance reports
entering payments, subsidies and non-attendance related billings
enrolment, contact and family details

Family List Tool Bar

The family list tool bar controls which families appear in the family list. From left to right, the buttons are:

Active Families. These are families with one or more children currently enrolled and attending.
Waiting List Families. These are families with no current enrolments, but with one or more children on a waiting list.
In-active Families. These are families with no current enrolments and no children on the waiting list. Usually in-active families are deleted once any debts have been recovered or written off.
Show / Hide Balances. This button toggles the display of balances in the families list on and off. If your computer is in a public place you may prefer not to have balances always visible. Balances will be displayed for the highlighted family for 5 seconds.

Tip: To quickly display the financial details of a family account, double click on the family name - this brings up a statement for the current period. You can change the current period by highlighting a family and clicking Statements.

Statement Account Tabs (e.g. General, Bonds etc)

Each statement account tab shows the family balance for this account. For example if you run separate bond, fundraising or vacation care accounts the system can maintain individual balances in each account.

If enabled, a Total tab will show you the total of all statement accounts set to appear in the Total list. See Configure Statement Accounts.

Manage / Create

Click Manage / Create to enter a new family, or activate an existing family in your centre. See Family Account Setup

Find

Click Find to search for a specific family's account information. See Find Family.

Remove

Click Remove to deactivate the family in this centre. Families that have left the centre can be safely removed and re-activated at a later date if they return. Removing a family does not alter any historical records or affect CCB claims.

Note: A family can only be deactivated if they have a zero balance in all accounts. See Family Account Setup.

Statements

Prints a statement for the selected family account. See Statements and Account Slips.

Aged Balances

Prints the current aged debtor summary. If the option "Balances include all centres" has been ticked (see Accounts (Database Options)) the account will show the total balance due, rather than what is owed for that particular centre.

Balances

Prints the current list of all family balances.

Print Run

Click Print Run to print multiple statements, receipts, account slips or tax invoices. A print run can include all families, or only those currently selected in the families list.

Note: A print run will check the settings on the General tab and skip families that do not receive the type of item being printed.

Money

Click Money to enter payments and bills for the highlighted family. See Entering Transactions with the Money Button.

Transfer

When you are running multiple statement accounts (e.g. bonds, fundraising, vacation care) you can transfer amounts between them. For example a family may opt to have their bond transferred to their general fees account when leaving the centre. See Configure Statement Accounts.