Knowledge Base

Subsidy vouchers are typically based on Full-Time (FT) and Part-Time (PT) schedule instead of time-based schedules so here the example is based on FTPT scheduling.

1. Enter schedules (vouchers) in the Fee and FTPT Schedule form. Schedule should include the End Date of the voucher.

2. Go the Weekly FTPT Schedule Report. Filter for EndDate > xxx AND EndDate < yyy by choosing xxx and yyy so that the period you want is selected.

3. Click on Mail Merge. If you have already created a mail merge template for this report, which would be the reassessment letter, then the Old Template choice will be avaialble and you can choose that. Otherwise, you have to create a new template. Click here to view a video on how to create a new mail merge template: Mail Merge Template.

1. Install iCare from your CD on the new computer.
2. Start iCare for the first time, you will be asked if you want to register the software. Click on NO.

Copy over your files from the old computer

1. From the old computer copy the entire C:\DCMS9003 folder.
2. Paste this folder in the C: drive on the new computer. (It will ask you if you want to replace the existing folder. Click YES.)

Changes on other connected computers (Workstations)

Take the following steps on all connected workstations.
1. Open the file, DCMS9003\Resource\DCMS_DB.LOC, in Notepad.
2. Edit the server name to the new server name. Save the file and close it.

Program Names are like 'rooms' in a center. This field in particular is made available in most record-keeping reports and is also used in attendance data as a marker. There are a few other similar fields - room, enrollment type and secondary program - which provide further classification if needed. However, in a typical childcare operation Program Name is sufficient.

Site_ID (*) represent locations of a multi-site operation. This field is also carried around in most reports. So, children are essentially enrolled in a Program and a Site. Same Program Names can be used, and probably is better that way, for all the sites.

When a user (your staff) from a site logs in into iCare, she would see children of her site only. When a user from a 'corporate' site (see this identifier in the data template, site tab) logs in, she would see children of all the sites.

Yes, in most financial and operations reports, the Site ID is included so you can filter by all, one or a group of sites, to see the data from that or those sites.

(*) As of Feb 2008, Site IDs and the multi-site centralized operation is available only in the MS SQL Server version of iCare.

Here is an outline of how to use the software. The details are of course given in the Tutorial Guide.

Enrolling and Entering the Registration Fee:

Enrolling a New Child

1. Click on the Enroll Child icon (it's in the Toolbar in the top left hand corner).

2. Click on Add New and then on Add New Child or Add New Sibling as the case may be.

3. Enter data and click on Save the Changes.

(If you want to enter Registration Fee, do not close the Enrollment Form).

Charging the Registration Fee

1. In the Enrollment Form click on the Accounting menu (lower part of the form) and select Account Register.

2. Fill out the entire last (yellow) line in the grid.

3. Click on Save and Post.

(If you want to take payment for the Registration Fee, do not close the Receivable Ledger Manager).

 Taking Payment for the Registration:

1. In the Receivable Ledger Manager, click on the $$ icon.

2. Use the Payment Entry form to enter the payment, operate the cash drawer and print the receipt.

3. Close the Payment Entry form and the Receivables Ledger Manager.

 Drop-in Services and All Other Operations

You should be able to do almost all other operation form the Drop-in form.

Open the Drop-in Service Form and Search a Child or Parent

1. Click on the Drop-in icon (it's in the Toolbar in the top center.)

2. In the middle box at the top of the form, select LastName, FirstName or the HomePhone.

3. Search by child by typing in the left box or by a parent by typing in the right box.

4. Double-click on the child's or parent's name to select them for drop-in transactions. (Double-clicking the name is important; if the name is highlighted but you have not double-clicked on it, the name may not yet be set for the transactions.)

Enter Check-in Times

1. Enter the check-in time in the TimeIn1 column. You may enter an 'X' to enter the current time.

2. Click on Confirm Attendance.

Enter Check-out Time, Bill the Attendance Based Charges and Accept the Payment

1. Enter TimeOut1.

2. The Rate column will fill automatically; however, if you want to change the rate, you can simply type over in the Rate column.

3. Click on Bill. (This will also save the TimeOut attendance in the database)

4. Click on the $$ icon and accept the payment. From the Payment Entry form you can do the following:

    - Enter payments by cash or credit card

    - Operate the Cash Drawer

    - Print receipts on the 3" printer

These features are accessible from the icons or drop-down menus on the form.

1. Check the day's transaction for that parent

2. Check if attendance has been billed

3. Check for print complete ledger cards for parent; useful for regular clients

4. Check other reports

There are 2 methods that you can use.

• Data Browser (see Tutorial Guide, Chap 8): Specifically, for the requirement in the above question, the steps are given below.
  
• Mail Merge (see Tutorial Guide, Chap 10): Open a report that has the children's names and starting date. Now click on Mail Merge, choose child category and parent as contact. This will give you mail merged letters with the required information.

Data Browser Method:

1. Open the Enrollment form.

2. Click on the Child Last Name field. Click on the Data Browser. Do not close the Data Browser. Click on the opened Enrollment form. (You have to repeat this step for each of the following fields; meaning, click on the field, click on the Data Browser and so on.)

• Child First Name
• Starting Date
• Adult Last Name (on the Contacts tab)
• Adult First Name
• Home Address
• And, so on as needed
  

3. In the Data Browser click on Show Report.

4. Click on Memorize.

5. Enter Name (perhaps, StartingDatesAndAddress). Enter Report Category (Children's Basic Records). Click Save.

To open the saved report in the future:

1. Go to Report Center.

2. Click on Recall/Delete Memorized Reports.

3. In the Available Ad Hoc Reports box, select your saved report and click on View Report.

This can happen if the Dayending process on a previous day was unexpectedly stopped.

Using Windows Explorer go to your C:\DCMS9003\Databases folder and delete the file, DayendingRunning.txt.

Take the following steps:

1. Open the Current Statement report. Click on the PayerName column.

2. Click on Data Browser. From the Available Fields drop-down add the fields of the Current Statement that you need.

3. Without closing the Data Browser, open the enrollment form. You can open it by clicking on the Enroll icon in the Toolbar.

4. In the Enrollment form click on the Enrollment Type box.

5. Click on the Data Browser.

6. Click on Show Report.

You can follow steps similar to the above to add fields in others reports. 

There is one wrong value in the your System Configuration. To correct the problem do as follows:

1. Go to System Configuration. Select Center Setup.Click on Center Operations.

2. Go to the Daily Open/Close Time tab.

3. Change the Sunday Open Time to 7:00 AM or an appropriate value less than the Sunday Close Time.