Formerly: The On-Line Calendar-Keeper

Transcription

1 Formerly: TM The On-Line Calendar-Keeper

2 What is Minute Menu Kids? It s software designed for in-home family child care. It s used by about 45,000 family child care providers in the US. Also called C-K KIDS, it was designed in partnership with Redleaf Press and family child care business expert Tom Copeland to be the On-Line Calendar-Keeper Using it, you can: Do your taxes Invoice Parents Collect money from parents electronically Keep detailed files on children, including immunizations and waiting lists. Track child attendance Plan lessons & activities Get recipe ideas and plan menus Print charts & certificates for your families And much more!

3 Getting Started Enter your Facility Information Click Here

4 Review and fill in General information Operation Schedule Meal Schedule When finished, click on

5 Step Three Make sure all of your children are enrolled and review their information Click Here Continue

6 Review Your Children Use the drop-down box to check your list of enrolled children Make note of any missing children, these will have to be enrolled

7 Reviewing Your Children Click on each child and check their information on the first four tabs If any of the child s information is incorrect, notify your sponsor

8 Child Information Pro Features Emergency Contacts Medical Pickup Notes Billing

9 Enrolling Children Click on Enter the child s information Click Enter the parent s information Click Enter the child s Schedule Click

10 Enrolling Children Enter any special information that applies Click You can now print the enrollment report Click on to finish

11 Recording Meals and Attendance You are now ready to Record your meals and attendance Click Here Continue

12 Record Meals 1) Choose the date 2) Choose the meal 3) Split serving 4) Supply meal time 5) Mark attendance 6) Mark sick days or school out 7) Choose foods 8) Click Continue

13 Record Infant Meals 1) Click on Infants 2) Follow the same first four steps as noninfants 3) Check the first infant in attendance 4) Enter the menu for the first infant 5) Check the second infant in attendance ) Enter/verify the menu for the second infant 7) Click Continue

14 Record In and Out Times Click on Child In & Out Times Enter the times in and out for each child Click Click on Continue

15 Claim Submission Click Here Continue

16 Claim Submission 1) Review your claim 2) Print/verify in out times 3) Submit claim 4) Click 5) Click Continue

17 Review Submitted Claim You can see the status of your submitted claim Click Here Continue

18 Review Submitted Claim Payment status Claim amount Tax Report Select claim and click Claim totals Claim status Claim reports Continue

19 Manage Calendar Use the Calendar to record days that you are closed or when open on a holiday. Click Here Continue

20 To Report Days Off Click on the day Click Select which meals you will not be serving Click Continue

21 When Open on Holidays Click on the day Click Click to save Continue

22 Menu Planning You can plan menus ahead of time Click Here Continue

23 Menu Planning Double-click on a day Choose foods Click on to print Click on to save Continue

24 Copying Menus To copy, right-click on a day and choose Copy Day Click OK Right-click on another day and choose Paste Day Click YES Menu saved Continue

25 Create Menu Templates Go into Menu Planner Click on one of the template buttons Click ADD Enter the template name Enter the foods Click Continue

26 To edit or delete an existing template... Click on the template name Make your desired changes Click Or click remove the template to Continue

27 Weekly Attendance Report Assists with Meal Count tracking Click Here Continue

28 Daily Meals Worksheet Can be used to record meals and attendance when offline Click Here Continue

29 Minute Menu Kids Review Download and Install Review Facility Information Enroll Children Record Meals and Attendance Review Claim Submit to Sponsor

30 Accounting Kids Pro can help you manage all of your business finances Click Here

31 Accounting Create and track invoices for parents Manage Electronic Deposits from Parents Record Other Income Manage Business Expenses Record Vehicle Mileage Calculate Business Time-Space %

32 Bill Parents & Record Payments Click here to setup your standard billing rates Create Invoices View Unpaid Invoices View Paid Invoices See all Payment History

33 Creating Invoices Choose the billing dates Click Add Children to the Invoice Specify the $ Rate, Rate Type, & Units Click

34 Creating Invoices Select who to bill Enter any invoice notes Click You can choose to print the invoice. And if you re approved to accept electronic payments, you can the parent so they can immediately pay it.

35 Recording Payments From Parents Go to Unpaid Invoices Select the invoice that has been paid Click Enter payee, date, and amount paid Click You can choose to print a receipt If parents pay electronically, the receipt is recorded automatically so you don t need to use this function.

36 Accepting Electronic Payments from Parents Secure system, same as used by Federal Government Allows automatic, recurring invoices and payments to be set up confirmations & receipts Parents can view invoice history on-line at Private, No Hassle way to collect money you are owed. Low fees, apply only when used: $1 / transaction

37 How to get started with Electronic Payments For basic information, click here. How does it work?

38 Applying to Accept Electronic Payments Fill out the on-line application Once completed, it takes about 3 days to be notified of approval, but you begin setting up parent accounts immediately.

39 Set Your Electronic Payment Preferences Go to the Accounting menu, and click on [Electronic Payment Setup] Choose how the transaction fee is charged and click [Next] Customize the welcome message given to parents as they set up their bank information on ChildCarePay.com and click [Next] Confirm your contact information and click [Next]

40 Setup Parent Accounts Click [Add] to begin adding Parent Accounts (for each parent who will pay electronically) You ll see a list of parents based on children you ve already enrolled. Choose any parent. The username & password is used by the parent when initially logging into ChildCarePay.com to set up their bank info. Type the parent s address to send an with instructions so the parent can set up her bank account.

41 Setup Recurring Invoices Click [Recurring Invoicing] to set up automated invoices, which are automatically paid direct from parents bank accounts once they set up their bank info on ChildCarePay.com. Choose the Frequency and effective start date Then set up the invoice

42 Parents visit ChildCarePay.com to set up their bank info and authorize payment

43 Manage Electronic Payments Once Finished with initial setup, you can review your Electronic Payment status any time. Check out your Parent Accounts to ensure parents have approved electronic payments, and add new parent accounts if necessary. Feel free to check out your transaction history.

44 More Accounting Tools Record Other Income Record Expenses Record Vehicle Mileage Time-Space Percentage Tax Reports

45 Record Other Income Other income is anything you receive other than when invoicing parents Click Select the type of income Enter the Date and Amount Enter who the payment is from Click

46 Click Record Expenses Track your business expenses to reduce your tax liability Select the type of expense Click Enter expense details When choosing Business Use, you can choose 100% Business, or base it on Time-Space Calculations Click

47 Record Vehicle Mileage Maximize tax deductions by recording vehicle expenses. Add Vehicle Click Enter Vehicle Details Click Click Enter trip details Click

48 Time-Space Percentage For shared personal & business expenses (like utilities & mortgage/rent) Select Month Enter # of hours children present (use a Calculate button to make it easy) Time Other Activities Space You can view the final time-space calculation (this is applied automatically to relevant expenses)

49 Reports to Help with Taxes Over a dozen accounting & tax reports Print Schedule C Worksheet and Form 8829 at the end of the year to give to your tax preparer Print Form W-10 s for your parents Compare Standard Meal Allowance vs. actual food expenses to maximize deductions Compare actual vehicle expenses vs. per mileage tracking to maximize deductions And more!

50 On-line Calendar Keeper Developed in partnership with Redleaf Press, based on the annual paper Calendar-Keeper. Allows you to plan lessons and activities, and otherwise stay on top of your schedule. Click here to view it.

51 Calendar-Keeper: Planning Activities Click on any day and begin typing to add notes for that day as a whole. Click Activities for Children for great ideas. Search for more activities if you like With activities picked out, click Day Planner to plan your day. Click a time in the day. Save that activity. Add any other details you like. If you want to print the day s plan, click Reports. Select Detail of Activities, and click [View Report]

52 Other Great Resources Get menu planning tips Find Recipe Ideas And search for more recipes if you like Get great nutrition tips Tax tips, from Tom Copeland, CPA and Family Child Care business expert And more ideas and resources

53 Daily Reports for Parents Click [Daily Reports] from the main menu. Record any Activities & Notes you like. Any meals you ve already planned will show up automatically. Put special notes for individual children. Print these Daily Reports to give to parents. Print for any/all children.

54 Make Certificates for Kids & Parents Click [Certificate Maker] from the main menu. Choose the type of Certificate you want Choose the Child Type a Message Print it!

55 Create Charts to Track Progress Click [Chart Maker] from the main menu. Choose a Chart Title type. Choose the children that should be displayed on the chart. Print it!

56 Help and Support is only a click away To get assistance on any screen, click: Look for your question or problem Click Or search for your question For technical problems click here

57 Try it Today! Visit Click Family Child Care Homes Click Try It Now Get a Trial Free for 30 Days When you re ready to subscribe, its normally $69.95 Be sure to use my promo code for a discount!

58 After Signup, You re Ready to Download the Program Click here and then click on If you ever need to reinstall the software, go to

59 Installation Choose to Run the program When prompted, Click Select I accept the agreement and click the button twice

60 Logging In Make sure your computer is still connected to the internet Double-click the icon on your desktop Enter your User Name (login ID number) and Password Click Sign In

61 Login Tips and Problems Tell internet security to allow or permit Minute Menu Kids Use Remember my password for me Click here if you have forgotten your user name or password