DayCare
Information Systems PRO 2004
Detailed Info
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Below you will find a listing of different
areas within the DayCare Information Systems PRO 2004. Click the
category desired for more information about that area of the software.
While the categories below are not a complete listing - it should give you a
good overview of the software. For more detailed information about this
software - click
HERE to download a FREE trial version.
If you would like to see the difference
between the FULL version, and the LITE version of the software - click
HERE.
Child and Employee
Folders
The Child and Employee folders allow you to keep a detailed "folder" of each
child and employee, but without the paper. There are many sections to
these folders for each child or employee, but you only need to use the portions
you are interested in. There are no requirements for these folders -
except for a first and last name, but the more information you enter, the more
detailed your records will become.
Some highlights of the Child Folder are
:
- Keeps all parental information, and emergency contact
information.
- Maintain an ongoing shot record for each child.
- Setup the type of billing you plan to do for each
child, or if your not going to be billing at all.
- Create a "photo album" for each child - assuming you
have a scanner, or another way of importing pictures into the software.
- Maintain important medical information for each child,
emergency phone numbers, and insurance information.
- If the child receives payment assistance - these values
can be entered here to help when billing the child.
- Enter a base schedule for the child to make schedule
creation a snap every week.
- Plus more . . .
Some highlights of the Employee Folder
are :
- Keeps all basic employee information
- Maintain hiring info, and pay rate info, and tax
withholding information.
- Keep an ongoing training record for each employee.
- Put the employee's base schedule in the folder to make
creating employee schedules each week easier.
Income and Expense
Entries
The Income and Expense window tends to be one of the most
important areas of the software for most providers. This is where you record
all of your income received for your daycare, and then any expenses you may
incur because of the daycare. We have provided you with different options in
recording this information - so that you can choose what best fits your needs.
Some highlights of the Income Entry are
:
- Post child payments to their account either by single
child, or as a family as a whole.
- Separate payment assistance monies from the monies paid
you by your client.
- Record all income received that were not from a child
such as food programs.
- If you provide refunds to a child for any reason - you
can create the refund from within this window.
- Print receipts out for child payments only if desired.
You can always go back and reprint receipts if needed at a later date through
the income report.
- Have the ability to email receipts in Adobe format when
payments are made.
Some highlights of the Expense Entry
are :
- Record your expenses, and track them by category, date,
or store from within the general expense report.
- Enter allocated / shared expenses (mostly used by home
daycare's). This total can be used at the end of the year to calculate the
tax deduction you may take based off of your time / space ratio.
- Set up ReOccurring Expenses that will be entered into
the software automatically every month, or at the other specified frequency.
Standard and Express
Billing
The DayCare Information Systems PRO 2004 allows you to bill your clients in several different ways. Below you will find
a brief summary of the Standard Billing, and Express Billing systems.
The Express Billing window gives you 4 different types of
invoices you can create for your clients. You can easily post invoices for a
standard flat rate, an hourly based invoice, a miscellaneous fee invoice which
will apply the same amount to every child selected, or a late payment invoice.
The Late Payment invoice will search out the families which currently have past
due balances, and then automatically bill them for the late fee you have
specified. All 4 of these invoices will allow you to specify which children you
want to bill, and then with the click of a mouse you could potentially bill 300
kids at once.
Standard Billing creates invoices that are created for your
normal child care fees - those invoices are:
-
Period Invoice - You can bill your child a full time
rate, part time rate, or by daily rates. You also have the
ability to add discounts and extra fees by the day, or once you have
subtotaled the invoice.
-
Hourly Invoice - You can bill your child by an hourly
rate, by the day. This rate can be automatically calculated by a click
of a button - importing the child's hours directly from the signin module, or
you can simply enter their times for each day they were present.
-
Simple Period Invoice - Simply choose the period for
the invoice, and the amount you wish to bill, and with a few clicks of the
mouse your invoice is complete.
-
Simple Hourly Rate - Same as the hourly invoice above,
however the hours are displayed as a total, and not broken down by day.
Other Invoices
Menu Entry and
Meal Attendance
The Menu Entry and Meal Attendance area of the DayCare
Information Systems PRO 2004 has been completely revamped, and enhanced based
off of customer requests. This area allows you to enter your weekly menu
easily with the few clicks of the mouse. If you serve the same meals repeatedly
you can also save those meals, and then load them on the appropriate days to
simplify the menu entry process even further. This menu can then be printed out
to be posted for parents, or turned in to your food program.
You also have the ability to track which children were
served which meal for every day of the week. This information can easily be
imported from the SignIn Module 2004 with the single click of the mouse, or
you can manually select the children that were served meals. Once you have
selected the children that were present for meals you can then print out
different meal attendance sheets.
We have also incorporated electronic submission of your menu and meal
attendance information into this version of the software. You can easily
submit your monthly meal and attendance information VIA email, or you can print
out the same information to be mailed into your sponsor. Check with your
food program sponsor to see if they are currently participating, or are
interested in participating.
Program Security
Controls
The DayCare Information Systems PRO 2004 has the ability
to block employee's from different areas of the program - so that they only have
access to what you want them to have access to. After you have set up the
employee folder you can then go and set up permissions for them, and basically
tell the computer what area of the program they are allowed into, and which
areas to keep them out of.
If an employee attempts to access
an area which is restricted to them, they will simply receive an error window
stating to contact their administrator if they feel they should have access to
this area.
Classroom Functions
The classroom functions allow you to set up different
classrooms, and then assign each of your children to a specific classroom. This
can be especially helpful if you are also using the
SignIn Module PRO 2004.
When setting up a classroom you can specify the classroom
name, teacher, class capacity, and then any specific comments for this
classroom. You can assign the child to a classroom either from the Maintain
Classrooms window, or directly from the Child Folders window.
The Classroom Function window also allows you to print out
a roster for each classroom, and to create lesson plans for each room.
Payroll Calculation
The DayCare Information Systems PRO 2004 can create basic
payroll calculations for your employee's based off of the hours they either were
scheduled for, or off of their actual hours if using the
SignIn Module PRO 2004.
A tax table is included with the initial purchase of the software that is
current for federal and state taxes. Updated tax tables may be purchased
annually from SDS Software Solutions.
Reports
The DayCare Information Systems PRO 2004 provides you with
over 65 different reports - that's 25 more reports than the 2000 version of the
software. Most of the reports have the ability to be customized so that they
display the information desired, for the time frame desired. They also
have the ability to be saved in several different formats, along with now having
the ability to preview the reports prior to printing them out.
The reports are divided into 9 different categories Child Reports, Scheduling
Reports, Employee Reports, Income and Expense Reports, Invoice Reports, Menu and
Meal Attendance Reports, DayCare Forms, Classroom and Waiting List and finally the Year End Reports.
Internet Capabilities
The DayCare Information Systems PRO 2004 has incorporated a few
new features that can be used with an active internet connection. The
reports will allow you to email them to any valid email recipient, and if your
food program sponsor participates - you can email your menu and meal attendance
information directly to your sponsor!
You also will have the ability to email both invoices (bills)
and payment receipts to the enrolling parent.
To be able to send emails from within the software you need to
have a valid SMTP email server.
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