DayCare Information Systems PRO 2004

Now, Ready For Vista!

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.

Child and Employee Folders
Income and Expense Entry
Standard an Express Billing
Menu Entry and Meal Attendance
Program Security Controls
Classroom Functions
Payroll Calculation
Reports
Internet capabilities

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

Late Payment Invoice
Returned Check Invoice
Miscellaneous Invoice
Part Time To Full Time Invoice
Half Day To Full Day Invoice

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.