Answers to common support questions on The Pre-School Partner daycare manager software are available here. Simply click on the given issue below to read its corresponding answer.
If your accounts receivable transactions are duplicated or even triplicated, it is a sign that the accounts receivable files are damaged. This might be due to hardware failure, file damage or the system being interrupted while the Consolidate Receivables procedure was running. To check your files follow these steps:
From within the Family Accounts Receivable Balance screen:
Select RECEIVABLES REPORTS menu (On Top Right)
Print FAMILY BALANCE Report
Print OPEN ITEMS Report
Check if individual family balances on both of these reports match. If these balances do not match, or you have duplicate invoices you will need to set your family balances down to zero and re-enter beginning balances. To do so, follow these steps:
1- Back up all your Pre-School Partner data files
2- Exit The Pre-School Partner and delete the following data files thru windows explorer.
ARTRNDET.TPS
ARTRNHDR.TPS
ARFINCHG.TPS
ATFINVCE.TPS
BATCHPAY.TPS
TMPARDET.TPS
TMPARHDR.TPS
3- Set all family balances to zero in the Family master, Family Record Update, Accounting tab, Current Balance field.
4- Print FAMILY BALANCE and OPEN ITEMS REPORTS. They should equal 0.
5- Be sure your next invoice number will not create a duplicate number (look in Maintenance, Daycare/Pre-School info, Next invoice # field) as this can recreate the original problem.
6- Select RECEIVABLES Menu option
7- Select ENTER AFTER THE FACT INVOICES and enter family balances for the first 5 family. In the description you should reference original invoice number.
8- Select POST AFTER THE FACT INVOICES Icon
9- Select RECEIVABLES, CONSOLIDATE RECEIVABLES
10- Print FAMILY BALANCE and OPEN ITEMS Reports
11- If the balances on these two reports match, enter the remainder family balances.
12- If balances do not match, you might have skipped a step.
If you have duplicate invoice numbers it could be because someone changed the "Next Invoice #" field in the Daycare/Pre-School Info. screen (look in Maintenance). Once the next invoice number is assigned, it should not be changed, as this can cause numbers to overlap. If this has occurred, you need to do Consolidate Receivables and print an Open Items Report and an Family Balance Report. Compare the totals for each individual family on both reports. For any family that the balances are not matching, do the following:
1-Within the Family menu option, Family Master, Family Record Update, select Accounting tab for the given family and set the Current Balance field to equal to the amount of the FAMILY BALANCE report.
2-If necessary, enter an adjustment thru Receivables, Batch Payments/Adjustments, to bring the balance to the correct amount. Use a negative number to decrease a family’s balance.
3-Post the adjustments in Batch Payments/Adjustments Post Adjustments icon.
4-Reprint the Open Items and the Family Balance reports. Each family’s balance should match.
If your familys’ accounts receivable Family Balance report total do not match the receivables Open Items report total you first need to look at the first two issues in this page. If the first two issues do not apply, then perform the following steps.
From within the FAMILY ACCOUNTS RECEIVABLE BALANCE screen:
- Select RECEIVABLES REPORTS (Top Right)
The individual family balances in each report should be the same. If they are not then;
Enter the correct client balance in Family, Family Master, Family Record Update, Accounting tab, Current Balance field so that it matches the corresponding invoices total. Next enter any adjustments through Batch Adjustments/Payments.
One may track prepayments by simply introducing a negative after the fact invoice for the amount received(Receivables, Enter After The fact). You may enter "prepayment" as your transaction description. When you later issue an invoice for this prepayment, you will need to make a positive adjustment to the "prepayment" after the fact invoice to bring the invoice to a zero balance, and re-enter the payment, this time applying it to the actual invoice.
The message "Invalid record declaration" comes up when the system encounters data files in one version and the program in a different version. This will come about when you upgrade from a prior version and the conversion instructions were not followed correctly. Restore your prior version and data files. Go into the old version and verify the version number your are upgrading from (access Help menu option and click on "About The Pre-School Partner"). Read over and go through the conversion process again.
When attempting to delete a family, the system will scan to make sure that all temporary files are empty. This is to prevent you from deleting a family for which outstanding transactions exist. This also means that the system is checking files, not a specific family. If you have invoices, payments or adjustments that have not been posted, you will need to post these first.
When you select to delete a family and a file is not empty, the system will indicate which file you need to attend to. For example, the system might give you the following message: "PB, unposted Standard Invoices Exist". A family cannot be deleted while unposted transactions exist. You must post or delete related message transactions before proceeding." In this case, go to the Billing menu option, select Standard Bill and print/post any standard bill invoices displayed. Next, select the Receivable menu option and Post Invoices.
The next thing the program checks is if the family has a zero balance in Receivable, Family Accounts Receivable Balance screen. When attempting to delete a family that has an outstanding balance the system will display the following message: "There are no records available to process." You will need to enter the necessary adjustments from within the Batch Payments/Adjustments option and post these prior to attempting to delete the family. Remember to use a negative number in the amount field if you want to decrease a family’s balance.
Once a family ID is assigned, you cannot change it. If you wish to assign a new ID, you will need to delete the current family and create a new family. Remember, the family balance must be at zero and all transactions be posted prior to deleting.
Billable services and rates are set up on a staff level. Access the Staff menu option and select Staff. Next, highlight the desired staff in the Staff Master screen and click on Change. Select the Services tab on the top right. You may Insert, Change or Delete as many services as needed. If you don’t want to assign services on a per staff basis, create a "master" or "center" staff and enter all billable services there.
You will get this message if the software trial period has expired, or is about to expire. To remove this message and unlock the software simply enter the e-mailed or faxed access code you received from ON-Q Software Inc. as per your manual's instructions.
The Pre-School Partner - Support Questions & Answers The Pre-School Partner - Support Questions & Answers