Tag Archives: service profile


The Financial tab enables users to review and record financial transactions for each child. The tab includes a Financial History grid that displays all billing and payment transactions for the child. A billing transaction will appear in the Financial History grid when family billing has been processed (accessible via Billing on the main menu).

The Balances bar that displays across the child record reflects both the child balance and the family balance. Family balance is the sum of all child balances for the primary billing contact. For sites requiring deposits, deposit charge and balance on file are also included in the Balances bar.

Individual financial transactions can be recorded using the ‘Add Financial Transaction’ button, invoices can be produced using the ‘Print Invoice’ button and the financial history may be printed or exported using the ‘Print/Export List’ button.

financial tab

Record a new transaction using the ‘Add Financial Transaction’ button.  Fields appear to document transaction category (payment/credit, charge or transfer), transaction type, billing contact, date, amount paid, payment method, receipt number and notes. If no receipt number if entered, the system will generate a unique receipt number once the transaction is saved.

A charge may be added in the event of a deposit requirement, field trip, late fee or refund, for example.

Click ‘OK’ to save the transaction.

add transaction

Click the ‘Print Receipt’ button to produce a paper receipt for the transaction.

payment receipt

Click ‘Select’ to the right of a transaction in the Financial History grid to review its details. To correct an error in a recorded transaction, make your changes and click ‘OK’ for the update to be reflected in the Financial History grid.

select transaction

To print an invoice for a family, select ‘Date Range’ from the ‘View or Search By’ filter and enter the range in the ‘From’ and ‘To’ fields. Click ‘Search’ to view transactions for this period.

view or search by filter

When the transaction records appear for the date range selected, click ‘Print Invoice’ to produce a family invoice for all billing and payment transactions for that period. The invoice will include starting balance, fees,  payments and ending balance.

search and print invoice

family invoiceUse the ‘Print/Export List’ button to export all transactions in the Financial History grid.

child financial list



The Services tab stores data related to billing and scheduling. It also includes other data that may change over time, such as care level or classroom assignment. The main portion of the tab provides a summary of data stored on the current service profile.

To view the details behind the summary, select the service profile from the Service Profile History grid. To add or edit the service profile record, click the ‘Add/Change Current Service Profile’ button.

services tab

The Service Profile includes three sections: Services, Subsidies/Scholarships, and Costs/Payments. The Services area displays the care type, scheduled days, time in and time out, classroom, care level, meals and family financial information (including meal subsidies) for the selected service profile. The expected schedule is used to create attendance and meal rosters. The schedule and expected meals prepopulate in the attendance and meals roster based on the active service profile within that range. If you subscribe to ChildWare PLUS, the system uses this  data to mark the child absent. Read more about Attendance tracking here.

service profile_services area

Note: If a child has aged out of their original care level, the system will display a reminder to review the care level.

review care level

The Subsidies/Scholarships grid contains all subsidies or scholarships associated with the service profile, along with subsidy care level, subsidy rate and frequency, and copay and copay frequency details. Use the ‘Add Subsidy/Scholarship’ button to document a new subsidy or scholarship or click ‘Select’ to the left of the subsidy to review details of the record.


subsidy details

Children are automatically assigned a private tuition rate based on care type, scheduled days and care level. If the child pays privately, this fee will be billed in the parent payment schedule. You can apply discounts as needed.

private pay summary

If a child has a subsidy, the tuition rate listed serves simply as a reference to the cost of care. If there is a difference between private rates and subsidy reimbursement, you can charge an additional copay or leave as a subsidy discount. The parent payment schedule will include the subsidy copay and any other additional recurring charges.

cost and payment


Reenrolling a Child

To reenroll a child who has been discharged, find the child via the View or Search by filter in the Child Data screen. Press ‘Select’ next to the child’s name.

search for discharged child

At the bottom of the Main tab on the child’s record, in the Referral/Enrollment History grid, click ‘Add Referral/Enrollment’.

add referral button

In the Referral/Enrollment Add screen you can enter important referral information for the new enrollment record, along with a status for the record and an enrollment date. If the child is not yet reenrolling, you can add a referral date only and mark the child as pending, interested, waitlist or waitlist (Head Start). You can return to this record and add an enrollment date at a later time.

Click ‘OK’ to save.

referral enrollment details

When you return to the child’s Main tab, you will see the new enrollment record in the Referral/Enrollment History grid. You should review the newly-created service profile for the reenrolling child as the new profile is simply a copy of the last profile on file for the child. To make changes to a service profile, click ‘Select’ next to the new enrollment record. The service profile is listed at the bottom of the screen.

Note: you can also access the Service Profile from the Services tab.

second enrollment record

If any aspect of the service profile has changed, such as schedule, care type or parent copay amount, click ‘Select’ for the service profile to edit these details.

reviewing service profile_1

review service profile_2When you have completed your changes, click ‘OK’ at the top of the screen. Any changes to the service profile will apply to the new enrollment record, and this child will now appear in the list of ‘active’ children in the Child Data screen.

Congratulations on successfully reenrolling a returning child!