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Family Fee Transaction Report

NoHo CARE Online User Guide

Family Fee Transaction Report

Owned by NoHo Software (Unlicensed)
Aug 22, 2018

The Family Fee Transaction Report is one of the most used Family Fee reports in CARE. It lists the family fee transactions in the Family Fee History. The information listed on this report includes Family ID, Primary Parent, Invoice Date & Number, Transaction Type & Description, Child ID and Name, Program ID, Void Status and Transaction Amount. This report is a great option for those agencies that need to provide family fee payment information to the agency's Accounting/Fiscal Department.


The report criteria form includes filters for start and stop date, division, data source, family, transaction type (i.e., adjustment, fee, payment), specialist, program group, program, provider, and void status.


Tips

  • When the "Show Total Payments by Program" option is selected, the report will include a Totals by Program section at the end of the report. For each program, this section will include the total number of payments, total payment amount by payment type, and total payments. There will also be grand totals by payment type.

  • You can export the report results to an Excel file, which can be very helpful. The details of the export file are listed below.
    Note: you can do this with all reports in CARE.



Common Uses for this Report


This is the most commonly used of the Family Fee related reports. Below is a list of common uses for this report:

  • To get a detailed list of all payments received during a specified time frame, select "Payments" for the Transaction Type filter, enter a date range, and check the Show Total Payments by Program box. This can be helpful when processing family fee payments and/or preparing a report for your Accounting Department.

  • To get a list of all transactions for an individual family, enter the Family ID in the Family filter. Optionally, you can limit the results to a particular date range, transaction type, program, etc.

  • To get a list of all transactions by transaction type during a specified time period, select the type for the Transaction Type filter and enter the date range. Optionally, you can limit the results to a particular program, provider, etc.

  • To get a list of all transactions for a particular program (CSPP, CCTR, CalWORKs Stage 2, etc), select the program for the Program filter. Optionally, you can limit the results to a particular date range, transaction type, provider/center, etc. Note: the Program Group filter can be used to report by program group instead of individual programs.

  • For agencies with center based program (CSPP, CCTR, etc), to get a list of all transactions for a particular center, select the center for the Provider filter. Optionally, you can limit the results to a particular date range, transaction type, program, etc.



To View the Family Fee Transaction Report:

  1. From the Reports Menu, select the Family Fee Transaction Report. The report criteria form will be displayed.



  2. Enter a start and stop date.

  3. Select a division or select "All" to include all.

  4. Select a data source.

  5. Enter a family ID or click the Search button to use the Family Search Form. Or, leave blank to include all families.

  6. Select a Transaction Type (fee, payment, adjustment, etc) or select "All" to include all.

  7. Select a specialist or select "All" to include all.

  8. Select a program group or select "All" to include all.

  9. Select a program or select "All" to include all.

  10. Enter a Provider ID or click the Search button to use the Provider Search Form. Or, leave blank to include all providers.

  11. Select a Void status ("Yes", "No", or "All").

  12. Select a grouping option.
    If "Group by Provider" is selected, the report will group and subtotal by provider. It will also include subtotals by family.  Note: If the parent has fees from multiple providers during the reporting period, the family will be shown multiple times on the report (for each applicable provider) and the family sub totals shown will not reflect the family’s overall balance. It will only reflect the transactions with that particular provider.  There will not be anything on the report that shows the family’s overall balance for all providers.  If an overall family balance is needed, users will need to rerun the report and select the "Group by Provider" option. 

  13. To include page breaks between families, check the Page Break Between Families box.

  14. To include totals by program at the end of the report, check the Show Total Payments by Program box.
    When the "Show Total Payments by Program" option is selected, the report will include a Totals by Program section at the end of the report. For each program, this section will include the total number of payments, total payment amount by payment type, and total payments. There will also be grand totals by payment type.

  15. Click the Display Report button to view the report. You will have the option to print or save a copy to your computer.


Contents of Family Fee Transaction Report Export File:


When you use the export option for the Family Fee Transaction Report Export File, the export file will include the following fields:

  • Family ID
  • Family Name- the primary parent name in Last Name, First Name format.
  • Invoice Number
  • Invoice Date- if the transaction is a fee, then the value from the Invoice Date field in the Family Fee History table will be used. If the transaction is NOT a fee (i.e. it is a payment or adjustment), this field will be left blank.
  • Service Start Date- will only be included for fee transactions
  • Service Stop Date- will only be included for fee transactions
  • Provider Name
  • Transaction Type ID
  • Transaction Type (Fee, Payment, or Adjustment)
  • Transaction Type Code
  • Void (yes or no)
  • Description
  • Child Name- in Last Name, First Name format. The child name will not be included for adjustment or payment transactions because they are applied at the family level, not the child level.
  • Child ID. The child ID will not be included for adjustment or payment transactions because they are applied at the family level, not the child level.
  • Program ID
  • Total- The transaction amount. Transactions that increase the family's balance (such as a fee transaction) will be a positive value. Transactions that decrease the family's balance (such as a payment transaction) will be a negative value.
  • Program Name
  • Provider ID
  • Provider Name



Applicable Setup and System Options

  • To ensure the proper display of totals when the Show Totals by Program option is selected, there are required setup codes that must be included in the Payment Method Setup Form.

  • When the Show Totals by Program option is selected, the # of Payments field will display the total number of payments made for the specified program. Note: If a parent pays for two different invoices FOR THE SAME PROGRAM with one payment, it will count as only one payment. If a parent pays for two invoices FOR TWO DIFFERENT PROGRAMS with one payment, it will count as two payments, since the lines are totaling by program.

  • The child name will display for all fee transactions, but the child name will not be included for adjustment or payment transactions because they are applied at the family level, not the child level.






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