|
| I want to enter and bill attendance for the period in the past where billing has already been done, is it possible? |
 | Yes, you can do that. To do so you will need a service program, FixAttendanceRecords.exe, which can download from ServicePacks and save the file in the your DCMS9003\Bin folder. Here are the steps for entering past attendance and billing it: - Enter attendance for the past using the Single Attendance of Edit All Attendance form.
- From the DCMS9003\Bin folder start the service program, FixAttendanceRecords.exe.
- Select Date From and Date To.
- Click on Show Feature for Re-posting Attendance Data.
- Click on Unpost Children's Attendance.
- In iCare run 'Do Dayending' form the Tools menu and select Post Attendance of Past Only. Click on Run Dayending. (Or, you can wait for the Day Ending to run automatically)
|
| When I try to archive my data I get an error message, what should I do? |
| Very likely you have an old version of the archive database, ArchiveMain.mdb. Download the latest version of this file from www.orgamation.com/ServicePacks and save it in your DCMS9003\Database\MainCenter folder. If you are using a network for iCare then you need to save the file in the indicated folder on the server. |
| Some times passwords don't work in the Lobby Interface, why? |
| Parents have PASSWORD and children have CODE. When password is used all the children that parent can pick up are shown in the Lobby Interface one by one. If the code is used then just one child is shown in the Lobby Interface. To select use of Code or Password in the Lobby Interface do as follows: In iCare go to the System Configuration menu and select System HW Setup. Go to the Lobby Interface tab. Select Password or Code. This set up has to be done on each computer that uses the Lobby Interface. Another thing you should make sure is that the password that you are trying actually exits and is an authorized pick-up. You can verify this through the Authorized Pick-up Listing report instead of trying to do this 1 family at a time in the enrollment form.
Keywords: code, password
|
| How do I bill a drop-in child who comes in twice in a day? |
| Drop-in Service: A child came in the morning and was billed; now the child has come again in the afternoon, how do I bill? 1. Open the Drop-in Service form. Find the child who is coming for the second time that day. 2. In the Attendance grid select that child's row. Click on red check marked icon located at the right side under the attendance grid. The tooltip for the icon says, "Change status in billed column of highlighted row." 3. Enter the second set of attendance if it is not already entered. 4. Now click on the Bill button. This will bill 2 sets attendance. Now the 1st set of attendance would have billed twice. 5. Go to the Accounting and click on Account Register. In the Account Register Void the charge for the 1st set of attendance. |
| Can I automatically bill additional days if a child is present on non-scheduled days? |
| Yes. Additional days can be calculated using two methods – Specific Days and Any Days.
When you select the Specific Days option, the system compares attended days with the scheduled days "day-by-day". For example, say the child was scheduled for M, Tu and Th and the child actually came on M, W and Th. Now, although the number of days the child attended is same as the number of days scheduled, Wednesday’s attendance will still be considered an additional day.
When you select the Any Days option, then the system compares attended days with scheduled days by number of days. In the above example, the result would have been no additional days – three days scheduled and three days attended. |
| Can I bill a batch of charges based on the Secondary Programs? |
| Yes. 1. In the Children department, click on the Enroll tab, and select Class Enrollment List.
2. Select the Classes/Sec. Program List for Children.
3. Use the Data Filter to select the program you want to bill (it is labelled "ClassName" on this report).
4. Right-click on any row and select Bill All Same Amount.The Miscellaneous Charges and Discounts form will open in Mass Billing mode. (Thanks for the question, Bonnie!) |
| Can I bill a payer on monthly basis? |
| Yes. You can set up automated billing rates such as:
● Hourly
● Daily
● Weekly
● Biweekly
● Monthly
● Quarterly
● Payment plans set for specific dates
● Hourly codes – half day and quarter day, etc.
|
| Can I change the program names I entered originally? |
| Yes, you can. When you edit and change the existing program names from the program structures form, the system will ask you if you want to change the program names of the children and staff. If you say yes then those program names will be changed automatically. However, there are still other areas that need changing: 1. Old attendance records 2. Old meal served records 3. Meal times for each program 4. Future actions |
| Can I change the tuition fees for all the children quickly? |
| Yes. For rates set up in the rate charts you simply change the rate charts. Or, if you entered rates individually for each child, you still do not need to change one child at a time. You can change these quickly for all children iIn the Fee and Schedules form through the Fee report, which is an editable report. 1. Open the Children's Fee Report / Fee Maintenance. 2. Type over the AmountPayer1, AmountPayer2 or AmountPayer3 columns. |
| Can I charge late fees for late pick-ups? |
| Yes. You can charge additional hours based on time outside of the schedule and for pickups after the school closing time. You can set up these rates for each program or each child. |
