Frequently Ask Questions
Answers to frequently asked questions (FAQ) on The Pre-School Partner are available here. Simply click on the given issue below to read its corresponding answer.
Issue/Concern
- Why do my invoices/transactions appear duplicate in my Accounts receivable reports?
- Why do I have duplicate invoice numbers in my receivables?
- Why are my family's A/R aging reports totals not matching?
- How can I handle prepayments?
- Why am I getting an invalid record declaration?
- Why can't I delete a family?
- Why can't I change a family ID?
- Where do I find my center's billable services?
- Why do I get a program access expires or has expired message?
- Why can't I import/export to my PDA?
Why do my invoices/transactions appear duplicate in my accounts receivable reports?
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 A/R procedure was running. To check your files follow these steps:
From within the Accounts Receivable module:
- Select REPORTS SUBMENU
- Select AGING REPORTS
Print A/R BALANCE REPORT
Print A/R 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 update record, accounting tab, A/R balance field.
4- Print A/R BALANCE and A/R 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 POST SUBMENU
7- Select AFTER THE FACT INVOICE and enter family balances for the first 5 family. In the description you should reference original invoice number.
8- Select POST ATF INVOICES
9- Consolidate A/R Transactions
10- Print A/R BALANCE and A/R 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.
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Why do I have duplicate invoice numbers in my receivables?
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 A/R transactions and print an A/R Open Items Report and an A/R 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 Accounts Receivable, access Maintenance, Family, Family Master, Family Record Update, Accounting tab of the given family and set the A/R balance field to equal to the amount of the A/R BALANCE report, even if this is not the desired balance.
2-If necessary, enter an adjustment thru Enter Payments/Adjustments, to bring the balance to the correct amount. Use a negative number to decrease a family’s balance.
3-Post the adjustments thru Post Payments/Adjustments.
4-Reprint the A/R Open Items and the A/R Balance reports. Each family’s balance should match.
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Why are my family's A/R aging reports totals not matching?
If your familys’ accounts receivable A/R Balance report total do not match the A/R 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 Accounts Receivable module:
- Select REPORTS SUBMENU
- Select AGING REPORTS
Print A/R BALANCE REPORT
Print A/R OPEN ITEMS REPORT
The individual family balances in each report should be the same. If they are not then;
Enter the correct client A/R balance in Accounts Receivable, Family, Family Master, Family Record Update, Accounting tab, Current Balance field so that it matches the corresponding invoices total. Next enter adjustments thru Adjustments/Payments as may be needed.
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How can I handle prepayents?
One may track prepayments by simply introducing a negative after the fact invoice for the amount received. 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.
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Why am I getting an invalid record declaration?
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 from any module and click on "About the Pre-School Partner"). Read over and go thru the conversion process again.
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Why can't I delete a family?
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 Billing (BL) and print any standard bill listed. Next, exit Billing and access Accounts Receivable and post these invoices.
The next thing the program checks is if the family has a zero balance in Accounts Receivable. You may check this by going to Inquiry in Accounts Receivable. 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 Enter 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.
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Why can't I change a family ID?
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.
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Where do I find my center's billable services?
Billable services and rates are set up on a staff level. Access Staff from the Maintenance menu. Next, highlight the desired staff and click on Change. Go to the Services tab. 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.
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Why do I get a program access expires or has expired message?
You will get this message if your 30 days program trial period has expired, or is about to expire. To remove this message and unlock your program simply enter the emailed or faxed access code you received from ON-Q Software Inc. as per your manual's instructions.
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Why can't I import/export to my PDA?
The ability to import or export to or from The Pre-School Partner (PSP) into your PDA is based on several factors.
First be sure the Files Setup option in PSP, file management utility (FMU), PDA Interface, Files Setup is pointing to the folder your data files reside in.
Second install the SmartListToGo into your PC and PDA.
Third Install the PSP SmartListToGo PDA applications as per your user's manual instructions.
Fourth make sure that at least one record of the file/s you wish to transfer from PSP is completely filled in as per the fields displayed in the particular PDA application. Ex. PspChildren in your PDA displays several fields. Be certain that at least one record in The Pre-School Partner Children Master has all the fields corresponding to PspChildren in your PDA filled in.
Fifth, create an import/export template and map all fields in your desktop SmartListToGo application as per your user's manual instructions for each file you wish to import and/or export.
Lastly click on your PDA's cradle hotsync button.
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