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
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
Select RECEIVABLES REPORTS menu (On
Print FAMILY BALANCE 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.
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
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:
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
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
- Select RECEIVABLES REPORTS (Top Right)
Print FAMILY BALANCE Report
Print OPEN ITEMS Report
The individual family balances in each report
should be the same. If they are not
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
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