howto: Calculate the Vendor Payment 


The option determines fee(s) due the Day Care Vendor for each child receiving service in the attendance month. It is a standalone option on menu 42. Before calculating the fees, the program clears any fees that have not been vouchered. It then creates a Fee Detail records. These Fee Detail records are then updated by the “Voucher” and “Reimburse” programs.

Examine Error List and correct errors and omissions.
Re-run option until error list is clear.

The program re-calculates fees in ALL attendance months. The fee shown in the current reporting month is the difference between the fee now due less the fee previously vouchered. Thus, the program automatically self-corrects fee payments retroactively.

The program reports any errors it finds on two reports. The worker examine the error reports, correct errors and omissions, and re-runs the option until the error reports are free of unacceptable errors.


Run "Calculate Vendor Fees" from Menu 42

To start the option, any authorized worker accesses the "Calculate Vendor Fees" option from menu 42, then specifies Reporting Year/Month, Vendor/Site Number, and Day Care program.

Reporting Year.... ____
Reporting Month... __
Program..........* _____ Blank = all
Vendor Number....* ____ Blank = all
Vendor Site......* __ Blank = all

Use 'F2=Chg Prt Defaults' to set the correct values in the Printer Window. Send the Attendance Sheets to print on a printer that can print in landscape format.


Date of Birth, not Age, drives payment

Both Date of Birth and Age are stored for each Person. Since Age changes only when the Person record is updated, the program uses DOB to calculate fees.


Rates

Rates are stored in the "Vendor Rates" table. There is one rate per Day Care Vendor per Program per Service Unit per Age. The program pulls the Rate with the most recent Effective Date prior to current date. The “Vendor Rates” program is on menu 48.