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Customer Questions
....Purchasing iCare
........Why iCare?
....Installation
........Software Installation
........Hardware Installation
............Keypad w/ LCD Panel
............Touch Screen
............Fingerprint Reader
............Electronic Signature Tablet
....Administration
........General, Database
....Enrollment
........Record Keeping
....Staffing
....Scheduling
....Attendance
........Lobby Interface (Touch Screen)
........Keypad w/ LCD Panel
........Fingerprint Reader (Biometric)
........Electronic Signature Tablet
........PDA (Palm Pilot)
........Barcode Reader
....Accounting
........AR and Billing
............Receivables
............Billing Procedures
............Custom Stored Billing Procedures
........AP and Assets
........GL and Financials
....Report Making
....Communication
........Messaging and Alerts
........Mail Merge, Email and Mass Printing
....Drop-In Service and Cash Register
....Custom Fields and Forms
....Food Program
Tutorial Guide
....How to Use This Guide
........Writing Conventions
........Layout of the Guide
........Chapter Summaries
....Overview of the Product
........Product Line Overview
........Functional Overview
........Technical Overview
....Installation Plan
....Software Installation
........Installing ON-line Support Software
........Installing iCareSQL
........Installing iCare Web and iCareProvider Web
........Installing iCare
........Notes on using iCare on a LAN
........Installing iCare on the LAN
........Running iCare via Remote Desktop
........Check if all Workstations are working with the Right Database
........Check iCare File Versions on Your Computer
........Troubleshooting the LAN setup
........Upgrading iCare from a CD
........Upgrading iCare from an Upgrade Patch (Web Download)
........Installation on Novell Networks
........Special Notes for Citrix Server
........Notes on using iCare through Remote Desktop
....Hardware Installation
........Computer Setup
........Installing Data Terminals
........Identifying COM Port Numbers on your Computer
........Installing the Door Opener
........Installing a Touch Screen Monitor or Lobby Interface
........Installing a Swipe Card or Barcode Reader
........Installing a 3" Receipt Printer for Point-of-Sale Transactions
........Installing a Cash Drawer
........Installing a Finger print reader for Attendance
........Installing Signature Tablet for Attendance and Signatures
........Setting up PDA for Remote Attendance
....Getting Started
........Starting iCare
........Understanding the iCare Interface
........Home Page
........Setting Up Your Software
........Setting Up Your Center
........Setting up Sites and Regions
........Automation Setup via the Dayending Process
........Installing the Day Ending Service
........Overview of the Initial Data Entry and Basic Tasks
........Data Import
....Hints and Tips
........Data Entry
........Finding a Child or an Adult
........Quick System Navigator
........Shortcuts
........Reports - Intro to Report Making and Report Actions Tool
........Operations Control - Intro to Scheduling, Attendance, and Billing
........Help - Knowledgebase (FAQs), Videos and Tooltips
........Help, Training and Support
....Administration and Maintenance
........Managing the Day Ending Process
........Backup and Archiving
........Repairing and Compacting the Database
........System Security and User Group Setup
........Transferring Data from an Old Computer to a New One
........Deleting Old Backup Files
........Upgrading iCare
....Ch 1: Enrollment, Scheduling and Recordkeeping
........Enrollment Fields
........Enrolling and Unenrolling Children for Now or a Future Date
........Adding Contact Information
........Adding Additional Information to a Child's Record
........Entering Future Enrollments and Unenrollments of a Child
........Mass (Batch) Edit Enrollment Data
........Managing Slot IDs or Student IDs
........Children's Schedules
........Available Schedules
........Entering Children's Main Schedules
........Entering and Managing Children's Future Schedules
........Entering and Managing Children's Temporary Schedules
........Mass (Batch) Edit Free Data
........Enrollment Related Reports
........Maintaining Immunization and Medical Records
........Medication Administration
........Demographic Data and Records Required by the State
........Waiting List Management
........After School Programs, Camps, Field Trips and Special Events
....Ch 2: Staffing
........Enrolling Staff
........Unenrolling Staff
........Permanent and Temporary Scheduling
........Staff Waiting List Management
........Interactive Staff Scheduler and Enrollment Monitor
........Staffing Reports
....Ch 3: Accounts Receivable and Billing
........>> SETUP
........Setting up the Day Ending Process
........Setting up Billing Automation
........Setting up Children's Fees
........Setting up Multiple Payers for a child
........Subsidy Accounts and Subsidy Billing
........Managing Fee Charts
........Managing Scheduling Templates (Available Schedules)
........Setting up Late Fee Charges for Late Pick-ups
........Additional Hourly Charges
........Grace Periods
........Additional Days' Charges
........Maintaining Types of Activity
........>> BILLING METHODS
........Dayending Process - Automated Billing
........Schedule Based Billing
........Attendance Based Billing
........Billing Tuition Manually if Automation is not preferred
........Individual Account Register - Reveivables Ledger Manager
........Batch Account Register
........Making Misc. Charges and Credits
........Billing Grid Filter (A Flexible billing method)
........Batch Billing Grids
........Setting up Recurring Non-Tuition Charges
........After School Programs, Special Events, Field Trips and Camps
........Entering and Applying Deferred Deposits
........How to fix Ledgers (Bills) if Attendance is Corrected
........>> AR FEATURES
........Entering Single Payments
........Entering Multiple Payments for Family and Subsidy Accounts
........Credit Card Payments
........ACH Payments
........Opening and Closing Payment Batches
........Payment (Cash) Apply Process
........Reviewing and Printing Accounts Receivable (AR) Statements
........Unserstanding the Tuition Billing Entries in the AR Statements
........Transfer an Account Balance from One Account to Another
........Printing Yearly Payments Receipts for Family Accounts
........AR Reports
........Troubleshooting - Billing Automation
........To catch up for the days when the Day Ending Process did not run, see the Setting up Payment Plans
....Ch 4: Attendance Management - Children and Staff
........Printing Password Cards (Punch Cards)
........Recording Attendance using Data Terminals
........Recording Attendance using the Lobby Interface
........Recording Attendance using a Swipe Card Reader
........Recording Attendance using iCare Fingerprint Reader
........Recording Attendance using an iCare Signature Tablet
........Recording Attendance using PDAs
........Recording Attendance Manually
........Quick Attendance Entry using Schedules
........Quick Attendance Entry using FT/PT Monthly Calendar
........Correcting Attendance
........Managing 24-Hour Attendance Collection
........Attendance (In/Out) Sheets (By Programs)
........Staff Attendance and Payroll Hours Report
........Staff Payroll
........Managing Child-Teacher Radios Using the Ticker
........Making Temporary Program Changes
........Leaves of Absence
........Children's Attendance Reports
........Monthly Attendance Register
........Setting up Hours Per Day Codes
........Attendance Based Billing
........Setting up Round-Up and Cutoff Minutes
........Attendance Graphs
........Managing Buslines
....Ch 5: Drop-In Service and Cash Register
........Setting up a Cash Registrater Station
........Opening and Closing a Cash Drawer
........Reconciling the Cash Drawer
........Enrolling a Child
........Setting up the Billing Rates for Drop-in Billing
........Making Drop-in Service (Point-of-Sale) Transactions
........Pre-Paid Packages
........Alerts and Messages
........Checks and Balances in Drop-in Care
....Ch 6: Prepaid Hours
........Introduction
........Enrolling children
........Additional enrollment related procedures
........Prepaid hours and attendance
........Accounting
....Ch 7: FDC Agencies, State-Funded Programs and After-school Programs
........Changing to FT/PT scheduling
........Setting up Scheduling and Attendance Types (FT and PT, ect.)
........Setting up Providers
........Setting up Drivers
........Setting up Children
........Setting up Rate Charts
........Setting up Provider and Driver Billing GL Accounts
........Entering Schedules
........Entering Attendance
........Billing Subsidies
........Billing Parents
........Billing Providers
........Billing Drivers
........Using the FT/PT Monthly Calendar for quick scheduling, attendance, and billing
........Billing Rates
....Ch 8: Making Reports, Browsing Data and Exporting Data
........Report Action Buttons
........Report Statistics and Actions Tool
........Checks and Balances
........Using the Data Filter
........Data Filtering - Additoinal Notes
........Using the Date Filter
........Date Filtering - Additional Notes
........Using the Data and Date Filters Simultaneously
........Printing Reports
........Formatting Reports - Using Crystal Wizard
........Formatting Reports - Using Format Report
........Formatting Reports - Using Column Grouping
........Scheduling Reports for Printing or Email
........Using the Data Browser
........Creating Ad hoc Queries
........Memorizing Reports
........Save As: Customizing Standard Reports
........Writing/Inserting Hand-written Queries
........Recalling Memorized Reports
........Transferring Reports to Excel
........Exporting Data in Standard Formats
....Ch 9: Messaging, RSVP, Alerts and Memos
........Communication with Parents and Staff
........Automatic Messaging Setup
........RSVP Messages
........Alerts and Memos
........Alerts and Memos - Center Level
........Alerts and Memos - Child and Staff Level
....Ch 10: Mail Merge, Email and Mass Printing
........Mail or Email Merge with Preset Templates
........Mail or Email Merge by Creating Your Own Templates
........Sending Emails
........Mass Printing of Forms
........Printing Standard Labels
........Printing Custom Labels Using Excel and Word Mail Merge
....Ch 11: User-Defined Fields and Custom Forms
........Creating User-Defined Fields and Forms
........How to Modify Custom Forms
........How to Remove or Reinsert (Activate and Deactivate) Forms
........How to Convert Textboxes into Dropdown Boxes
........How to Create Reports with User-Defined Fields
....Ch 12: Food Program
........Setting up Meal Timings
........Setting up Payment Rate/Food Components/Age Groups
........Setting up Food Chart and Purchase Units
........Eligibility Categories Setup
........Parent Food Bill Setup
........Monthly Menus
........Food Production Records
........Meal Count Report and Meals Served
........Food Program Reports
....Ch 13: General Ledger and Financials
........General Ledger Accounts Setup
........General Ledger Automated Transactions Setup
........Posting Transactions to the GL
........GL Manual Entry
........GL Register
........GL Reports
........Integration with QuickBooks Financials
........Financial Reports
....Ch 14: Accounts Payable and Assts
........Vendor Maintenance
........Enter Bills, Pay Bills and Print Checks
........AP Reports
........Assets Management
....List of Standard Reports
........Accounts Payable
........Accounts Receivable
........Alerts, Memos and Messaging
........Busing and Car Pooling
........Children: Application Process
........Children: Attendance
........Children: Basic Records
........Children Records: Family Demographics
........Children: Camps, Classes and Special Events
........Children: Medical
........Children: Scheduling
........Classroom Planning
........Daily Cash Drawer
........Deposits Ledger
........Equipment and Inventory
........Food Program
........GL Accounting
........Batch Billing Grids
........RSVP
........Staff Administration
........Staff Assistance/Payroll
........Staff Basic Records
........Staff Scheduling
........Staff Waiting List
........System Administration
....Technical Support, Training, and Customization Service
........Contacting us
........Web support (KnowledgeBase and FAQs)
........Technical Support
........Training
........Yearly Updates Plan
........Software Customization Service
........Software Warrenty
........Index
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