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| I see some transactions under 'Rebill Credit' in Receivables Ledger. What are these? |
 | The Rebill Credit transactions are coming from an automated procedure in the dayending process. When a new attendance record for a child is encountered and already the Receivables Ledger (RL) has an attendance based charge for that child for that day, then this procedure enters a new 'Rebill Credit' transaction in the RL to offset the existing attendance based transaction.
For example, for 8/26/08 there is an attendance record for a child named, Joey, and say Joey' billing is set for attendance based billing. In the dayending process of 8/28/08, Joey's attendance record will be billed and a transaction will be entered in the RL.
Later on, say on 8/30/08, you find that Joey's attendance for 8/28/08 had been entered incorrectly and so you go ahead and fix that attendance record. Now, in the dayending process of 8/30/08, the billing procedure will see that the attendance for 8/28/08 had already been billed and it will give a Rebill Credit to basically void the old attendance charge. |
| How can I print birthday card labels (or address labels) for children with birthdays this month? |
| - Open the Enrollment List Report.
- Use the Data Filter to filter for BirthMonth = 'selected month'. This will give you the names of children
- Now you can use the iCare mail-merge feature to print the addresses directly on your birthday cards or envelopes.
- For help with creating a mail-merge see the video listed below.
- Tips for creating the mail-merge: In the 'Create New Mail-Merge Template' from the left side you need the child's name. In the right side you need to get the address. With this method you won't need to print labels, you will directly printing on the postcard.
Other keywords: mail-merge, address labels. |
| How can we handle parent-teacher conference notes? |
| Parent-Teacher Conferencing You can of course track parent-teacher conferencing notes by creating a user-defined page. However, a simpler method is as follows: - 1. In the enrollment form click on the Reminders and Memos box. The Reminder and Memos Calendar will open.
- 2. Click on OK to go to the notepad.
- 3. Click on the [...] button to create a Parent-Teacher category.
- 4. Now in this category with a date and time stamp, the teachers can write their notes from their meeting with the parent.
- 5. Click on Save Notes. Close the Calendar.
- 6. Back in the enrollment form click on the icon next to the Reminder and Memos box, which says 'See All Reminders and Memos'. This will open the Children's Reminders and Memos report. Here you can review or print the memo notes. You can also directly email to the notes to the parents.
Other examples of categories that can be added in the memos calendar are: - - children's progress
- - children's behavior
- - reading, writing skills, etc.
If you install IIS on your computer, parents can directly read these notes from their homes through the Internet in a secured way by having to login so you don't have to print or email. Other Keywords: teacher-parent, progress notes. |
| How can I enter a batch of late payment fee? Meaning, charge accounts that have not paid on time. |
| To create a billing batch follow the steps below. In these steps, we have taken the example of posting late payment fees.
- Open the Account Balances Report.
- Data filter for AccountBalance > 0 or any criterion you choose.
- Right-click on any cell in the Grid and select 'Bill All Different Amounts'.
- Click on Go To Billing Grid.
- Use Fill Rate and Fill Qty to enter late payment fee. For example, put 1 in Qty column and 10 in Fee column.
- In the box, TypeOf Activity, enter Late Payment Fee.
- Click on Bill Now.
More examples can be found in www.Orgamation.com/HelpVideos.
Key words: Billing grid, billing filter, batch billing, filtering reports for billing.
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| I have entered many children but I can't see them in the enrollment form or report, etc. What am I doing wrong? I am using iCareSQL. |
| iCareSQL has interface filtering based on children's site ID. Meaning, that you can see the data of only the children of the site in which you are logged in. However, if you are logged in as a corporate user then you will see the data of all the children. |
| Error message 3000 appears when typing in immunization on 1 child, and it will not let me add immunization, but will let me type in medical information and permission slips, help |
| Customer had a very old version. After upgrading to new version the error went away. |
| Which report can give me the age of the child in years and months? |
| There are 2 reports that can directly give you the age of children. Both reports are projection reports; meaning, that in the date box you can type any date from the future or past and then when you click on Date Filter the report will refresh and show you the age of the children on that date.
1. Enrollment Projection Report: This report shows the children's age in years and months separated by a period. To open this report go to Children's Enrollment List and choose from the list of available reports.
2. Children's List with Birthday's by Age - Projection: This report shows the children's age in months. To open this report go to Children's Enrollment List and choose from the list of available reports.
Also, in the Enrollment Form the age of children in years and months is shown above the Birth Date box and the Sibling Grid. |
| After upgrading the server to a new version of iCare what is an easy way to upgrade all the workstations? |
| Here is an easy way you can upgrade iCare on the workstations after the server has been upgraded.
1. (This step you have to do only once) On every workstation, share the entire DCMS9003 folder for full access.
2. After upgrading the server, from the server copy all the files from the \\server\DCMS9003\Bin folder on to each workstation to its \DCMS9003\Bin folder. This can be done through 'My Network Places' in Windows Explorer.
Keywords: iCare version upgrade, synchronizing the server and the workstations.
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| How do I find out the average number of students that attended my program per day from August 2004-June2008 and the average number of hours attendance by children each day in that period? |
| For finding average number of students 2 methods are shown here.
Method 1 - Through Attendance Report
- Open the children's attendance report.
- Apply Date Filter to get the data for the period for which you want the average.
- At the bottom of the report you will see the total number of rows in the report.
- Divide the total number of rows by the total number of days to get the average number of students.
Method 2 - Through Historical Attendance Graph
- Go to the Graphs department.
- Click on the Child Punch Activity Profile - Historical and select Child Punch Activity Profile - Historical.
- Select a period and and click on Graph Redraw.
- The average attendance profile for that period will show.
For finding average number of hours attendance each day do as follows:
Average number of hours attended each day
- Open the children's attendance report.
- Apply Date Filter to get the data for the period for which you want the average.
- Right-click on any cell in the HoursThisDay column. And, select Sum. The sum of total hours for that period will be displayed.
- Divide the Sum by the number of days in that period to get the average hours per day.
Other keywords: Attendance profile, attendance graph |
| Can we put children's leaves through the Drop-in form? |
| Yes.
- In the Drop-in form select a child.
- Click on the Leaves button.
- Instructions for the leaves form are given on the form.
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