iCare Knowledge Base

Data Entry in Forms

To enter and save data in forms, in general, you have to take the following steps:

1.       Click on a button with a title like “Edit”, “Add New” or “Edit This Entry”.

2.       Enter your data.

3.       Click on a button with a title like “Accept This Entry” or “Save”.

—          The additional steps of clicking on the Edit and Accept buttons prevent your data from being accidentally erased or changed.

Required Fields

Every form has some required fields, which are highlighted in yellow. You cannot save a new entry like a new child or a new contact without entering these required fields.

Data Entry in Grids

For quick data entry, several data entry functions are provided in a grid. For example, payment entry, attendance entry and meals served are grids.

When entering data through these grids you must take these steps:

1.       After entering data, move the cursor to another row.

2.       The pencil icon (!) in the row header will change to an arrow icon (u).

3.       Click on the Confirm Changes button.

—          When you click the Confirm Changes button, iCare will not save the data of any row where the pencil icon (!) is present. The pencil icon indicates that the record is still under review.

Entering Dates

1.       Most fields for dates include a calendar control, which is opened when you click on the dropdown arrow (6) of the field.

2.       You can choose dates in the calendar control by clicking on a specific date. To find a date use the scroll buttons to scroll a month at a time, click on the month to pick a month, or click on the year to scroll through years.

3.       In many date fields, when entering data, today’s date is the default value. For example, when entering a payment if you don’t put any value in the Date field, today’s date will be automatically entered. In these places, if you want to enter a date other than today's simply type over it or select your date from the calendar control.

Entering Times

In fields and grid cells that accept time, short cuts for entering times can be used as shown in the table below:

Auto-fill in Drop-down Boxes

For many drop-down boxes, the last selection you made in memorized for you. And, next time when you try to enter new data these boxes are automatically filled with the memorized value. In the SQL version 8.0.361, this feature has been implemented in the Enrollment form and Fee and Schedule form. In future versions more forms will be added to this list.

This feature has to be initialized though. To initialize this feature do as follows:

1.       Go to System Configuration select Screen Security and click on User Group Permissions.

2.       Click on Auto Fill Controls.

3.       Make your selections and Save your changes.

—          In the current version, this feature is available only in iCareSQL.

Editable Reports

In general all reports in iCare are read-only; meaning, the data in the reports can be altered. You can alter data only through the forms. However, a few reports allow data entry but only in some columns; for example,

§         Authorized Pick-up List – Child-Code and Password columns

§         Children’s Fee Report / Fee Maintenance – PayerAmount columns

Note that iCare also has many multiple data entry grids, which have grid that look like reports. These data entry grids allow you to enter data in batches. Some examples of such grids are:

§         Multiple payment entry grid

§         Edit All Attendance Entry grid

§         Batch Account Register

§         Manual Billing grids

§         Billing Grid Filter