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Tracks User Guide - School Software and Activity Accounting

1. BLUE BEAR activeeducate part of active NETWORK Student Fee Collection Point of Sale Software User Guide Version 6 3 BLUE BEAR SOFTWARE A part of The Active Network Inc 10812 Telesis Court Suite 100 San Diego CA 92121 858 964 3800 e Toll free 888 543 7223 e Fax 858 551 7619 e 888 490 1555 Support http www activeeducate com Copyright O 2010 Blue Bear Software The Active Network All Rights Reserved This manual and software are copyrighted by Blue Bear Software with all rights reserved Under the copyright laws this manual and software may not be copied in whole or in part You may use the software only as licensed Unauthorized use of the software or related materials can result in civil damages and criminal penalties No part of this manual may be reproduced in any form without written permission from Blue Bear Software LIMITED LIABILITY The software and materials in this package are licensed to a single user No warranty is made express or implied of this software or related instruction material as to merchantability fitness for any particular use or purpose or reliability of use In no event will the developers or their representatives be liable for any direct indirect or consequential damages whatsoever or for any problems resulting from the use of this software and related materials No dealer company or person is authorized to expand or alter either these warranties or this agreement any
2. Notes Information entered in customer s record This line will flash if the Flash flag in Customize is set to Y ID Customer ID number If this is a Student this will usually be the student s district ID number If this is a Club this will usually be something like ZZ FRENCHCLUB Other ID If you use the Other ID field the number will be displayed here Balance Balance due on Account This is the balance due for items that have been charged to a customer s account Status Tracks displays the status of this Customer The Customer is either Active Locked or Withdrawn If you want to sell something to a Customer who is Locked or Withdrawn you must first change the Status to Active and then make the sale Inventory Sales information ltem Number Description Dept Wuantity Price Ext Price AP TEST BIOLOGY AP TEST MATH A Item Number Item Number Description The description of the product or service This description prints on the receipt At the time you make the sale Tracks loads the description of the Item from Item Maintenance But you can edit the description and what you enter will be saved with the history record for this transaction Dept Department of the Item If the Item has a Department assigned in Item Maintenance the Department will be displayed here Qty Quantity sold Price Sales Prices for this ltem for this Customer When you load the ltem Tracks checks the Price Level on the Customer and displa
3. Customer Course No Course Description Item Description Amount Customer Number N ame 901253 Banu Bella 4010 Biology LAEE IO Lab Fees Biology Class 9009 Physical Education Sth TOWEL Tow l Fee Customer Number N ame 901236 Butler Cana 39009 Physical Education Sth TOWEL Towel Fee Tracks will prompt you as follows Tracks LY Did the Convert Fees to Debts Journal print UK and is the data correct Ifthe Convert Fees to Debts Journal looks complete and you do not need to make any changes click Yes The program then displays the next window Tracks If you are ready to update that means you ve looked atthe journal and everything looks OK click Yes Ifyou don t want to update at this time click No or press Enter to return to the menu If you click Yes Tracks will then convert the fees to debts and display this message Success All outstanding course fees have been converted for all students Page 23 15 Tracks User Guide Course Fee Worksheet What does it do Use this worksheet to determine which of your outstanding class fees which have not yet been charged should be converted to debts This report shows the entire customer history all outstanding course fees and the student s current schedule Where is it Go to the Customer Menu Course Schedule Utilities and select Course Fee Worksheet Using the Screen SAMPLE WORKSHEET Play School High School COURSE FEES WOR
4. Other expenses Enter the description and amount of other expenses that will be were incurred during the event Potential income If you are selling items enter the unit price for each item Tracks will calculate the total potential income of the items to be sold If you are collecting money enter the total projected amount you hope to collect Sales to date Tracks will display sales to date information Amount over short When the fundraiser is over enter any amount you are over short here Inventory on hand Tracks calculates and displays the remaining inventory on hand PROFIT CALCULATION The right section of the screen displays a calculation of our total profit for the event given the information you ve entered Closing a FundRaiser When your fundraiser is over and you want to close it simply change the Status to Closed You will not be able to make any other sales to this FundRaiser Code Tracks User Manual Page 17 2 FundRaiser Reports Revenue Potential Report What does it do The Revenue Potential Report is a special report that prints out a summary of FundRaiser activity formatted especially for reporting to schools It is actually formatted according to a special Custom Report described in the next section You can change it to match your exact reporting format Where is it Go to the Modules menu FundRaiser Reports and select Revenue Potential Report Using the Screen F T Revenue Potential Report
5. Show Check Detail Check this box if you want to show the check detail on the receipt Show Tax Included on Receipt Check this box if you want to show the included tax on the receipt For more information on using Included tax see the Work Screen Tab in School Settings Fast Cash Settings Allow Fast Cash F12 Sales Check this box if you want to allow lt F12 gt Cash Sales Leave the box clear if you don t allow lt F12 gt cash sales Fast Cash Sales with Customer Check this box to allow lt F12 gt Fast Cash sales with a Customer on the Work Screen This option is only available if you have enabled lt F12 gt Fast Cash sales period Hint You can complete a sales transaction simply by pressing or clicking lt F 12 gt if there is not a Customer on the screen and the transaction is being done with cash This feature allows you to make fast sales for items that need no tracking by Customer Tracks still assigns a receipt number and can print a receipt but instead of having to press lt F9 gt enter the payment information then press Enter you do it all with one keystroke lt F12 gt Print Receipt for F12 Sales Check this box if you want receipts to be printed for your F12 Sales Show Change for Fast Cash Check this box if you want Tracks to show the change due for Fast Cash Sales Tracks User Manual Page 3 2 Workstation settings Hardware Tab What does it do The Hardware Tab has settings for your cash drawer and pri
6. What does it do The Item Listing Report allows you to print or preview Item information The report displays Item Number Description Department Grouping Code and GL Account Code Unit Cost and Unit Price are also included Where is it Go to Reports Item Reports and select Item Listing Using the Screen T Item Listing Play School High School Sort List By Item Selection All Starting Ending ltem Number A ZZZZZZZZZZZZZZZZ Department ZZZZ Remember Settings GE Gomas lla SALLY ZPLAY 10 09 05 Sort List By You can choose to sort the Item List by Item Number Description Department or Grouping Code Selection To select all Items leave all the check boxes checked To select a range of Items enter the starting and ending values in the appropriate fields Item Number To select all Item Numbers leave the checkbox checked To select a range of Items enter the starting and ending values in the appropriate fields Department To select all Departments leave the checkbox checked To select a range of Departments enter the starting and ending values in the appropriate fields Remember Settings Check this box to have Tracks remember your settings for the next time you run this report item Valuation Report What does it do The Item Valuation Report allows you to print quantity on hand and valuation information The report displays Hem number description department normal stock level quantity o
7. 1 Print predefined list BALDUE is an example of a predefined list it prints mailing labels for all Customers who owe money The selection criteria and source files for this job have already been defined in the Job Management section of the program which is described elsewhere This is an example of a standard job When you print this type of job BarMaster does not prompt you for additional information because there are no selection criteria to choose at the time you print you want to print a label for EVERYONE who has a balance due 2 Print from lookup MISCCUST is an example of a lookup job You can lookup and select individual Customers at the time you want to print 3 Print from a miscellaneous list This List type of job uses a miscellaneous list file as its source instead of a standard Tracks file like CUST the student and club data file For example you may want to print out bar codes for a certain group of students like students on Student Council You can pick which students will be in the special list data file and then print bar codes for that list any time you want The Printing menu also has selections for Clubs Items and Other jobs All these work the same Using the Screen In the example above we ve chosen MISCCUST to print bar codes for miscellaneous Customers from a list BarMaster then displays a lookup screen so you can pick the Customers you want L T Records selection Customer name Cust No Custome
8. Account Number Enter the Account number that you use in either SchoolBooks or your other accounting software Description Enter the Account description Account Type Enter the type of account e Also using SchoolBooks If you are using SchoolBooks and have integration turned on this field will be disabled on this screen Why Because you enter your GL Account numbers and their Types over in SchoolBooks so you don t want to do anything here that would be inconsistent with data in SchoolBooks e Not using SchoolBooks You can enter a one character account Type for this account Account Types are like C for Cash Account and T for Trust Account Account types determine where this account will print on financial statements Suggested account types are listed below Every GL Account MUST HAVE an account type The only way Tracks uses this Account Type is to determine what is a CASH account and what isn t So that s the important distinction here e When you assign a GL Account to a Tracks Item the program checks to make sure it isn t a Cash account e You can divide a Closeout into separate deposits for multiple Cash accounts Tracks will allow you to designate a specific Cash account for each GL Account e Make sure you set up a GL Account for each cash account where you will be depositing money collected in Tracks And make sure each of these accounts has a C in the Type field Enter the type of account using the letters shown belo
9. Department Grouping Quantity Limit Reorder Level L Print extra receipt with no price Sawe History Checks OK with No Cust Normal Stock hy On Hand Include in Physical Count Lategory SALLY PLAY Tracks User Manual 10 09705 Page 6 10 Matrix Item When to add a Matrix item type code M After all basic item information has been entered you will notice that three extra buttons have appears on the lower right part of the Main Tab Now you have the opportunity to add information about Rows Columns and Quantities for this Item Modify Rows The idea with a matrix is that you track items like this O JDED WHITE BLUE SMALL Modify Columns MEDIUM 15 8 Modify Matris Quantites LARGE gS 0 Modify Rows Enter the row headings for this Item or click Grab to copy the Row setup from another Item Modify Columns Enter the column headings for this Item or click Grab to copy the Column setup from another Item Modify Matrix Quantities Tracks will display your matrix Enter the quantities En you have on hand in each cell Tracks will automatically add them up and display the total quantity in the Quantity on Hand field on the Main Tab See the example PLAY 09 30 05 on the following page for more information Page 6 11 Tracks User Guide Example TSHIRT See the screen below Customer Required is checked because we do care who bought it The GL Account is entered because the mon
10. Orders Export Leave Start Date and End Date blank to export new orders only Start Date Emsou 21 114 End Date ajosizoo lt 113 Export To Blue Bear al Export Pie Name Export csv enge BR Start Date Enter the start date for this export The Start and Stop Dates will usually be the same except when you are dealing with a weekend or vacation period Assume it is February 6 2004 which is a Friday want to export records for the prior date which is Thursday February 5th I m going to enter 2 5 04 for both starting and ending dates End Date Enter the ending date for this export Note about weekend and vacation dates On Monday you will want to select the dates for Friday Saturday and Sunday RevTrak Web Store transactions settle at midnight every night except the weekends are different Transactions for Friday Saturday and Sunday are combined into one batch and settled on Sunday night So on Monday you ll want to make sure you pull in ALL those transactions for the last three days Even though you re not making sales your web site is The same thing applies for vacation days When you have a vacation day at school remember to adjust the dates you enter for the export Anytime there is a banking holiday remember that the ACH created will roll up into the next day If you have any questions please check with your RevTrak representative Export To Choose Blue Bear as the type of file to export Export Fi
11. Sort On the lower left you can select to sort by either Receipt Transaction or Date and in either Descending or Ascending order Just click the Redisplay button for your changes to be displayed Customer History Button Click this button to print a Customer History Report for this Customer Tracks does not also a Preview of this report it goes directly to your default printer The assumption is that you are already seeing the transactions on the screen so the program just prints If you want to preview this report you can preview then print it from the Customer Reports menu Form Letter Click this button to print a form letter for this Customer Clicking this button is exactly the same as launching Form Letter Printing from the menu You will have all the same options you have by accessing this function through Customer Reports Click here for more information on Form Letter selection options Reprint Receipt Enter the receipt number to be reprinted and click the printer button Tracks will reprint this receipt with the word Copy on the top You can either type in the receipt number to be printed or find the receipt transaction on the screen and copy and paste it using your mouse To copy simply highlight the receipt number right mouse click and choose Copy Pecesipt Weis Next move your mouse to the Reprint Receipt field right mouse click again and this time choose Paste Tracks will paste the receipt number for you
12. What does it do The Modify Bonus utility allows you to change bonus field data that was entered at the time of the original sale You may also add new bonus field data to existing receipts Why is this important Because maybe you were selling prom tickets and using the bonus field to enter the Bid number and you made a mistake and entered the wrong number or didn t enter a bid number at all This utility gives you the opportunity to enter the correct bid number in the bonus field You will NOT be able to change anything else about the receipt Where is it Go to the Management Menu Special Functions and select Modify Bonus Using the Screen Page 11 7 Tracks User Guide F T Modify Bonus Field Play School High School 0001010 mmm pk YEARBOOK Plage Cho Stephanie 00 e Dec No Se ItemNo Dese Customer Name Quantity Bonus 0001001 000I 0001001 oon 0001002 0007 0001003 0001 0001004 0007 00001008 0001 0001005 000Z 0001008 0003 0001008 0004 0001006 0007 000100 0007 0001008 0007 0001003 UU 0001003 000I 20001010 0001 00010010 000 2 0001014 0001 0001012 0001 0001013 DUU 4 HER HER LOSTTE SBCARD YREK LOCK LFIME LFIME NSFEHRE NSFEHEF Mem lost YEARBOOK TEARBOOR SBLAHL LOSTTE 36 LARD Book Treasure lal YEARBOOK Book Geography SE CARD YEARBOOK LOCKS LOCKER 1012 Library Fine Library Fine NSFOCHE ENTE
13. Y Accept SALLY PLAY 09 30 05 The job displayed above prints mailing labels If you want to change any of the settings like Label Name do it here Printing Customer Mailing Labels Using the Screen Where is it To print mailing labels in BarMaster go to Modules BarMaster Printing and select Customer Bar Codes T BarMaster Labels Play School High School Sait CUSTOMER MAILING LABELS 30 UIP Position of the First Label Starting Column Starting Aow PLAY 09 30 05 When you are ready to print mailing labels enter the starting column and starting row on your label sheet and click Print If you are starting with a new sheet of labels your starting column and row will be 1 Page 5 15 Tracks User Guide Chapter 6 Items Things You Sell Tracks allows you to sell both services and products tangible and non tangible items things that involve money and others that are used only for tracking student activities You can sell tangible items like candy and sodas in the student store clothing like gym clothes and sweatshirts as well as school supplies like pencils and workbooks You can also use Tracks to sell more intangible things like dance tickets PSAT tests and nurse emergency cards There are a host of options for each item depending upon what kind of item it is and how you want to track sales For specific information and suggestions about assigning item numbers and item types please read the rest o
14. sequence 0000 and the 50 for Fine Arts would be receipt 123456 sequence 0001 If you are entering donations through the Work Screen Tracks will assign the sequence numbers for you If you are entering donations directly into Donation Maintenance and a specific donation was split between several different accounts you will need to assign different sequence numbers to each line Page 20 1 Tracks User Guide Donor Number Enter the number for this Donor If this is an existing Donor already in Tracks the program will display the Donor Name If this is a new Donor Number Tracks will ask you if you want to enter the information about this Donor now You can also use the Lookup button to see if the Donor already exists in the system Date Enter the date of the donation Customer Number If this donation is related to a specific student the Customer Number and Customer Name will be displayed here If you wish to link this donation to a specific Customer enter the Customer Number here Item Number Enter the Item Number for this donation The program will display the Item Description This is a required field GL Account Number Enter the GL Account Number for this donation You can use the lookup button or press lt F2 gt to display a list of Cash Accounts If you sold this donation on the Work Screen and the Item had a GL Account attached Tracks will populate this field with the correct GL Account Amount Enter the amount of the donatio
15. Choose Option 6 Credit to Account in the Payments window Tracks will print a receipt and record the transaction but no money changes hands PIS Return An Item and Issue a Refund Check This option assumes that you re going to process the return now and eventually write a refund check to the Customer for the amount they originally spent If you use SchoolBooks you can have Tracks automatically credit an invoice over in SchoolBooks for the amount of the refund check Setup Customer Refund Checks Refund Check Item Number HEFC OK REF CHE ENTER DESCRIPTION Enter your Refund Check Item Number on the Integration Tab in School Settings Tracks will now know to create the SchoolBooks invoice when the program sees this Item Number On the Work Screen In the example below we want to return a yearbook and eventually write a refund check to the Customer Tracks User Manual Page 7 8 Command Line Description Quantity Price REFCHK YEARBOOK Bei A 8 50 00 tem Number Description Dept Quantity Price Ext Price Sub Total Sales Tax Total First choose the Customer Then enter the item to be returned in this case YRBK The item number and description will be displayed Type R Enter or select Return from the Other Options Menu Tracks will change the quantity field to a negative number If the quantity was 1 the changed quantity will be 1 The amount of the receipt down in the right corner of the sc
16. Enter the name of the label layout to use or press lt F2 gt to lookup valid layouts Label layouts are created and maintained in Label Layouts To select from a list of valid layouts press the lookup key lt F2 gt or the lookup button and select the desired label name Tracks User Manual Page 16 4 Source File Enter the data file to be used for this Job You can choose between the Customer Item or TexTrack file If this job is printing student bar codes choose Customer Sort by You can designate the order in which the labels will print The Sort choices are determined by which file you selected If you chose Customer you can sort by Last Name or Customer Number Copies Enter the number of copies of each label you want to print If you want to print 2 copies of each label enter a 2 in this field For Regular Jobs Only You have the option to enter up to three sets of criteria for selecting or filtering records for each regular job For example to print bar codes for 9 graders only you would want to filter the data in the whole Customer file so BarMaster would only pull records where the Student s grade class equaled 2003 if that is the graduation year for current oi graders Hint Tracks stores all grade class information as the 4 digit year even though you may choose to display the actual grade like 9 Filter A filter is a combination of entries which tells the computer which records in the data file to prin
17. If you ve checked Use Item Not Bought this field becomes active and you can enter the Item here Tracks User Manual Page 9 18 Selection Use the selection ranges to limit the number of letters you print by some criteria Select either the entire range of customer names and item numbers or narrow it down to a smaller range or just one Customer Number Name Leave the All box checked to print this form letter for All Customers or limit the form letter printing by entering a starting and ending Customer If you only want to print the letter for John Smith enter John Smith Item Number Leave the All box checked to print this form letter for All Items or limit the form letter printing by entering a starting and ending Item If you only want to print the letter to people who purchased APBIO enter APBIO here Date Purchased Leave the All box checked to print this form letter for All dates or limit the form letter printing by entering a starting and ending date If you only want to print the letter for Customers who purchased things between 10 1 03 and 10 31 03 enter those dates here Remember settings Check this box to have Tracks remember the settings you chose Emailing Form Letters To email form letters click the Email button to the left of the Print button You will be prompted to enter a Subject Line for this email and other information about who should receive this form letter Page 9 19 Tracks User Guide Item Reports Item Listing
18. PARKING PERMITS Prompt Price Sundry kel Price Taxable Lost Grade Limits 11 12 Last Cost Department Prompt Cty Grouping Quantity Limit Save History C Reorder Level Checks OF with No Cust O Normal Stock Print extra receipt with no price Qty On Hand O m O 9 Include in Physical Court Ml Lategory SALLY PLAY 10 09705 Tracks User Manual Page 6 16 FundRaiser Item When to add a FundRaiser item type code F To utilize the FundRaiser program you must set up Items for the fundraising activities you want to track Then when you sell this Item like CANDY Tracks will automatically update the FundRaiser files for the appropriate fundraiser You can tell Tracks to prompt for FundRaiser Code if you sell this item for multiple fundraising activities Example CANDY See the screen below Customer Required is automatically checked for FundRaiser type items The GL Account is NOT entered because the money always goes to the GL Account on the FundRaiser Code See FundRaiser Maintenance for more information about setting up fundraising events We have checked Include in Physical Count because we want to count this item We ve entered a Quantity on Hand because we want to track how many we have left If this item will be sold for several FundRaisers at the same time check the Prompt FundRaiser box to have Tracks prompt you for the correct FundRaiser Code when the item is sold F A T item Mai
19. See Chapter 4 After you have completed these setup steps you can begin entering sales transactions 1 Find out about making sales on the Work Screen in Chapter 7 2 Find out about the Closeout end of day processing in Chapter 8 3 Find out about printing sales reports and end of day reports in Chapter 9 4 Find out about how to speed up collections with the Balance Due Report and Form Letters in Chapter 10 Have thousands of questions Check out the HELP files for answers and suggestions Just press lt F1 gt on any screen or click the 2 button at the bottom of any screen Page 1 1 Tracks User Guide How the Screens and Lookups Work Tracks Screens The screens in Tracks work the same way most Windows screens operate You can either use your mouse to click on the field you want or you can use the Alt key with an underlined field For example to move to the Contacts Tab below you could either click on the tab or type Alt 3 T Customer Maintenance Carol s Play School High School Customer No 901253 First Name Last Name Middle 1 Main 2 Parents 3 Contacts A History D Additional 6 Schedule State ip Code T Birthday Ethnicity YearClass Gender Notes Emergenci Emo Phone 2 Accept Saves the record Cancel Leaves the record without saving your changes Ea lx T Charges NoChecks Status Date of Last Status Change EA GL Account Ee EA Price Level Locker Ma Driver
20. and you want to see the A R information as well Description from History will print the Item description for this particular transaction on this report if you have edited the description for example you added something to the description field when you sold the item that new description will print on the report A R Information will print any amounts due for each individual Customer on the report Use this option to get a report showing everyone who bought a yearbook and who still owes money e Bonus Field Information If you entered data in the Bonus Field at time of sale and want to see that on the report Select By Status You can choose to print the report for all customers only active customers only locked customers or only withdrawn customers Use User Defined Fields Select this box to use the UDFs that you set up on the UDF Tab of School Settings Select the box below to choose which UDFs to include and their ranges In the example below we re going to limit the selection to only Customers with a Homeroom of Smith Use User Defined Fields User Defined Fields Ranges T User Defined Fields Selection Starting Ending Homeroom SMITH SMITH Favorite Class ZZZZZZZZZZZZZZZ E Sort by You can sort this report on Customer Name or Receipt Number Item Number range Leave the All box checked to print this report for all items or enter a range of Item numbers for t
21. can click on the browse button marked with a picture of a folder to navigate to the folder It doesn t really matter where the data goes it just has to be the same as the location set up in Tracks in the previous section Note that the entry Tracks Data Folder is for the location of the ITEM file used in Purchase Order not for this import 1 If Tracks is installed on the same computer as SchoolBooks the location might be something like C Program Files BlueBear SBDATA ZPLAY the location of the data for SchoolBooks data for ZPLAY substitute your school code for ZPLAY 2 If you are using a floppy diskette to transport data to SchoolBooks the location should be A 3 Ifyou are using a shared network drive to transport the data the location should be appropriate for your installation like perhaps FAAPPSIEXPORTI Allow Selective Imports Check this box if you want to allow the option to NOT import data for some GL Accounts from Tracks You would use this option if some of the sales data in Tracks will never come over to SchoolBooks If you turn on this option SchoolBooks will allow you to select the option None in the Import Type field in GL Account Maintenance Creation of Adjustments in SchoolBooks NSF Checks amp NSF Bank Fees What does it do You can have the program automatically create adjustments in SchoolBooks for NSF Checks and NSF Bank Fees when you enter an NSF check in Tracks Tracks will create these adj
22. eho Totes 100 53 of 53 ITEM LISTING BY ITEM tem Range All Department Range All tem Number Type Dept Grp Description GL Account AP AIO DIS APT AP TEST BIOLOGY 2005 00 00 HOE hk MAA When you click on the Export button the program displays an Export window allowing you to select the format of the export and the destination In the example below we ve chosen Excel and Application So the program will export the Trial Balance data and open Excel with the data displayed Tracks User Manual Page 9 2 Format Excel OU Destination Application Calculus FUN FR CANDY SALES Car Wash We ll end up with something like this E1 Microsoft Excel It114 xls 2000 00 00 APTEST Cancel DER Ej File Edit View Insert Format Tools Data Window Help Adobe POF lah elo a MM 100 21110 ES C O Play School High School ITEM LISTING BY ITEM ltem Range All Department Range All tem Humber Type 5 DIS AH BIG z DIS AHENG z DIS AP MATH z DIS 20 APSPAN 44 H Item Listing rpt Ready Page 9 3 Dept Grp Description GL Account APT 2005 00 00 DISTRICT CLEARING ACCOUNT AP TEST BIOLOGY APT 2000 00 00 APTEST AP TEST ENGLISH APT 2000 00 00 APTEST AP TEST MATH APT 2000 00 00 APTEST AP TEST SPANISH 4 Tracks User Guide Sales Reports Sales by Iltem Customer Report What does it do The Sales by Item Customer Report provides a sal
23. like YRBK 3 Type R for Return Tracks will change the quantity to 1 and the total receipt will be displayed as 40 This line effectively removes Johnny from the yearbook list and takes the money out of the yearbook account But we can t leave it like this because if we stop now it looks like we ve taken 40 out of the drawer and we haven t 4 Enter the Item number for your NSF Check like NSFCHK This should be set to prompt for price and you ll enter the amount of the bounced check in this case 40 After you ve entered the amount click lt F6 gt to edit the description Enter the check number of the bounced check and what it was for originally in this case yearbook 5 Notice how the receipt total is now zero This is correct because there has been no change to the amount of cash in your drawer Press lt F9 gt to complete the receipt 6 Or if you charge the Customer a fee add that now Let s assume we charge 5 for a bounced check so we ll want to charge that on account Add your NSFCHKFEE charge on the receipt and then press lt F9 gt to complete the receipt Choose Charge to Account and then click the Payment button Offset the positive and negative 40 against each other as shown below ltem Humber Description Dept Quantity Price Est Price YEAPEDORK NSFCHE Chk 3510 Yearbook NSFCHEFEE NHSF CHECK FEE 5 00 5 00 Sub Total 7 When you do a Closeout you ll see a negative 40 hitting the yearbook account a
24. you can choose to sort the students by Name or by number of units sold If you want to give a prize to the student who sold the most units of something choose Units FundRaiser Number If you want to print the report for all FundRaisers leave the All box checked Otherwise enter a starting and ending FundRaiser Number Date If you want to print the report for all dates leave the All box checked Otherwise enter a date range Remember Settings Check this box to have Tracks remember your settings for the next time you run this report Custom Report Maintenance What does it do Custom Report Maintenance works the same way that form letters work You can set up as many different reports as you want and save them for future use Most schools use the Revenue Potential Report included with this module to print a summary about their fundraisers But if you need or want a custom report for a special form or just to display fields in a different order you can use this feature to create your own reports Where is it Go to Modules FundRaiser Reports and then choose Custom Report Maintenance Using the Screen F T Fundraiser Custom Report Maintenance Play School High School Report Code FUND Copy Information from other School Choose a field from the drop down SC position cursor in the letter right Description FundR aiser 1 Report mouse click and PASTE Or simply type the field like D l lt POROT gt lt ON
25. 1 EQGUIPIMENI PROCESS ME E E 18 1 EQUIPMentiMaltenan CO ens areas 18 1 E GUIDIMENT ee 18 2 Chapter 19 IMpott Manager ninas 19 1 IMPOR e IMC yate 19 1 LS A ne ea mn ern mcr Cm rT NE Cm Seon tee Co ne een 19 3 port Job Jouial td A Pernt erence er enon nme OS 19 4 Chapter 20 Donations Tax CreditS ooooccccnnnccconoccconcncoconanconnnnnrcnnnnrrnnnanrrnnannrrnnanrrrnannrrnnannos 20 1 Beiler e 20 1 DONO MAING ANCES oir NR 20 2 Donation IPS MOS tallada cados 20 3 Donor Transactions On the Work Ser sa 20 4 D nanon Tax Grodi REDONS ai las aiii 20 5 Donations by Gl Repita oe iio ulus a a ER 20 5 Rei Wei E by MeN RODO aria aba idos inten Ast ER 20 5 Donations by Donor RED OM E 20 6 PODO ESING ecer 20 6 Form Letter Maintenance DonatioNS iiiiconicici car A a denia 20 7 OM ALSTIST Eat e DonalonS serian ern a 20 8 Chapter 21 PC Remote Sales aa 21 1 Tracks Export From Mother to Daughter sentia dis 21 1 PO Remote Impor rom E ten EE 21 3 PO Remote ImpoOr om MOO EE 21 3 PO Remotes Expoon tO MONE sita tii 21 4 PG Remote CIOS green a EE aiii 21 6 Chapter 22 Locker Sinai a a iE 22 1 EEN 22 1 Reie Sne Ela EE 22 2 ROCKER Male nac iaa incl lana is indios ito 22 2 Beie Lei IT birds 22 3 Foye A A ee ee eee 22 4 OG ICC ls EISINO EE tic 22 5 EE Locker Aeon to lO a ad 22 6 Unassigned Locker REDO ruriini lt o a o O y a do 22 7 Chapter 23 Student Schedules and Course Fee S ccssccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeneeseeenees 23 8 EEN 2
26. 10 CUSTOMER Maintenance Charges Tai a de 5 11 Finding a Customer on the Work Screen ccccooocccncccccocccnccccnoncnnnonononcnnnononancnnnnnnnnnrnnnnrnnnnnnnnnnnnnrnnnnnnnnnrnnnonnnanennnns 5 12 SISTING GUSTO MO sit lbs 5 12 CUINA o ene ai 5 13 Gustomen Malin aDeSe il id 5 15 Chapter 6 tems Things YOU Sell usina dai di ii 6 1 e e 6 1 Tracking Tangible ProduCIS s sieicrcicntt is ccttuiieecas Sen A A een uemmcnl eben 6 2 kem Maintenance A dida 6 3 Item Melntenancs Mal Tab EE 6 3 lem Maintenance tLevels att 6 6 Item Maintenance Additional Tab iii aa 6 7 Item Maintenance WebStore Tabs 1 ANd 21 6 8 More Information about tem Types reremenna a a E 6 9 SAVICE NE Miesa r a a e aca 6 9 O 6 10 WEE e EE EE 6 11 Na cae A EEI E ad oe e O e ES O ETE e ce E ET 6 14 eier BEE 6 16 Stell VE 6 17 A A A ee eee 6 18 A A noemaeeesenaeneuce te 6 19 TO Ree EE 6 20 A 6 21 kem EEGENEN EE EA AA Ad 6 22 tem Requirements AE A EA AAN 6 23 Chapter 7 Making Sales on the Work Screen oooommccconnncccocononononccconanennnnnnenonannnnonnnernnannnnos 7 1 A o ee ee ee ee ee ee 7 1 Ee gfiert Ee DEE 7 1 Ire ee MOM el e o deceit aati 7 2 Function Code Buttons with descriptions 11nnnenne1111nnennsennrnrrnnsrrnrrrrensrrnrrrrennsrnnrrrrennnnrrrrennnnrrrrrnsrnnnrrrennnnnnnnrennnnnre eeen 7 2 C mnmand WINS esra cas RE E A E O E a 7 3 F11 Other Options Other Options EE 7 3 HOWTO MKE a al oia id a a ia a a a a ce cameias 7 4 Tenang Payme rarena a dia
27. 16 BarMaster What does it do BarMaster is a bar code printing program designed to simplify printing bar code labels and sheets of bar code symbols used with Tracks and other Blue Bear programs With BarMaster you can print most bar code labels and sheets with just a few keystrokes You can also design just about any specialized bar code label using BarMaster s utilities A bar code is composed of black and white lines arranged next to each other so that a bar code scanner can read them The bar code is printed on a label or sometimes combined with other bar codes on a sheet Usually there is a human readable text equivalent to the bar code printed along with the bar code Other additional information related to the bar code item such as the name description or other identifying codes can also be printed There are several types of bar codes called symbologies available Each symbology is like a language Imagine that some words are in English some in French and some in Spanish Some scanners can be programmed to understand only English or only Spanish Most scanners can read all of the commonly used symbologies but sometimes it is easier and faster to have the scanner only recognize certain ones BarMaster can print the symbologies most frequently used in inventory and sales situations as follows CODE 39 This symbology sometimes also referred to as 3 of 9 allows the use of all characters in the alphabet all digits and all p
28. 9 05 e Use the Printer button to send the report to your printer This must be the printer you selected before you previewed the report When you click on the Printer button the program will display a Print wndow Here you can select which pages to print and the number of copies to print This is the best way to selectively print only specific pages of a report Printer System Printer HP Desk Jet 500 Cancel Print Range fe All C Pages Copies 1 From Im oye w Collate Copies e The little envelope with the red arrow is the Export button See more detail below about how to use the Export function e The percentage displayed in the little box tells you the size of the document being displayed You can make the report bigger or smaller by changing the percentage e Number of records In the sample above there are 125 records in the report Page 9 1 Tracks User Guide Using the Preview function to Export data How does it work Let s assume we want to export the Item Listing to Excel First click the Preview button instead of the Print button r T Item Listing Play School High School L cf Sort List By Selection Item Number Dl 27227277777777772 Department Remember Settings HP DeskJet 500 on LPT1 Ea Print Preview e Cancel Sy Setup Ri Preview the Listing an Screen SALLY Ip ae 09 30 05 We see the report preview DN Item Listing H 4 Iole EN amp
29. Active customers only Locked customers or only Withdrawn Customers Date Range Check the All checkbox to print this report for all dates or enter a specified date range to limit the selection In the example above we ve limited the report to transactions between 7 1 03 and 12 31 03 Remember Settings Check this box if you want Tracks to remember these settings for the next time you print this report Tracks User Manual Page 9 10 Summary by Item Report What does it do The Summary by Item Report prints a report summarizing Item Sales for a selected date range Tracks prints one line for each individual price for each ltem For example if you sold Yearbooks for 30 00 35 00 and 40 00 during this time period the report will give you a total of how many Yearbooks sold at each of those prices Where is it Go to Reports Sales Reports and select Summary by ltem Report Using the Screen F T Summary by Item Report Play School High School Sort by Department blank All Grouping blank All Subtotal By ltem Mo Selection All Starting Ending Date TT 07004 03 30 05 Remember settings D CAS SALLY PLAY 039 3005 Sort by Choose how you want to sort items on this report By Item Number Department or Grouping Department If you only want to see ltems in a specific Department enter the 3 character code for that Department Leave the field blank for ALL Departments Grouping If you only want to see
30. Checks You can have the program automatically create Invoices Check Requests in SchoolBooks for Customer Refund Checks you need to write Tracks will create these Invoices when you do a Closeout In Tracks go to the Management Menu Customize School Settings and complete the options on the Integration Tab Customer Refund Checks Refund Check Item Number FREFCHE E REF CAR ENTER DESCRIPTION Periodically you may have to refund money to a student or another Customer Usually you will write a check for this refund instead of taking money out of your cash drawer When Sara tells you she s moving away and wants a refund for the Yearbook money she gave you two weeks ago you will enter a refund transaction for Sara You also have to enter an invoice in SchoolBooks to write her a check If you enter a Refund Check Item in this field Tracks will automatically create an invoice for this refund over in SchoolBooks Refund Check Item Number Enter the Item number you use for Customer refund checks When Tracks sees this Item on the Work Screen the program will automatically create an invoice for SchoolBooks Item Lookup from SchoolBooks PO and Invoice Screens If you want to be able to order Tracks items on a SchoolBooks purchase order you need to make sure SchoolBooks can find the location of the Tracks data In SchoolBooks go to the Management menu Customize School Settings on the School Data tab Item Quantity on Hand Update from Schoo
31. DOES NOTHING to actually closeout or update transactions on the Mother computer You must still do a Closeout on your Mother computer to complete your actual Closeout for the day Page 21 7 Tracks User Guide Chapter 22 Lockers Overview You can track lockers at your school using the Locker Tracking feature found on the Customer menu of Tracks This means you will always know which student is assigned to which locker You can track both lockers and locks and can even print locker cards to make issuing lockers easier You can use locker tracking whether you charge a fee for lockers or not There are three major components of Locker Tracking e Initial Setup e Issue Lockers e Print Reports INITIAL SETUP 1 Create atleast one Item in tem Maintenance make sure the Item has a type of Locker We recommend having your description be similar to what you see below because Tracks will automatically append the Locker Number to the end of the description for this reason you should have a pipe in the description T Item Maintenance Play School High School ltemNo LOCKER Description Locker HIE vier locker number Last Activity 2 setup your School Settings for Lockers on the UDF s Tab in School Settings See the explanations in Chapter 3 for more information about these options A fusing them setup locks in Lock Maintenance A Setup Lockers in Locker Maintenance ISSUE LOCKERS There are two ways to issue lockers The fi
32. Entry Play School High School 1 Job Setup JobNo NEWw00002 A JobCode SAUSAGE A Sausage Fundraiser Type On Account y File Type Excel Path Name C iDataiB and Fundraiser Info Sausage on account no payments xls Total Amount 0 00 Total Payment Received ltem No Load from Import File sl GL Account Load from Import File v l Fundraiser No Load from Import File k 2 Validate data and create job Validate 3 Edit data only if necessary E lt gt SALLY ZPLAY 08 13 05 Job No To edit or view an existing import job click the lookup button to display a list of existing jobs To enter a new Import click the button to have Tracks assign a new Job Number Job Code Select the Job Code from the Lookup These are the Import Jobs that have already been set up in Import Job Maintenance Type There are three types of import jobs defined as follows e Regular Use this type for sales where all the money was collected at time of sale e On Account Use this type for sales for On Account sales and Payments made on account e Textbook Lost Charges on Account File Type Enter the type of file you will be importing Options include Excel Comma Delimited and Tab Delimited Path Name Enter the path and file name for the import file You can use the Browse button to find the file Total Amount Enter the total amount of all the transactions in this import job This includes both
33. For more information about how the Auto Complete feature works please go to Using Auto Complete in the Getting Started section 1098 T Item If you are using Tracks Plus check this box if you want this item to be included on your 1098 T See 1098 T Reporting for more information Bonus Field Options If you want to be able to enter additional information about this item when it is sold on the Work Screen you can enable the Bonus Field here and Tracks will prompt you to enter additional information when the item is sold Use Bonus Field Check here to enable the Bonus Field for this item Bonus Field is Customer ID Check here if you want to scan a student ID or lookup a Customer in this field Tracks will populate the field with the name not the Customer number of the Customer We added this feature so you could easily enter a student name as a Prom Guest Export Information to SchoolBooks by If you have SchoolBooks you can choose whether you want the information for this item to be exported in summary or in detail This gives you the ability to override the default setting for the GL Account where this item goes For example if you usually import Student Store Sales in Summary who needs all the detail of each pen and shirt sold but want the detail on this particular item you would choose Detail here Sales Control Codes Make determinations about Sales Control Codes In this example we will NOT sell this item to a Custome
34. Hall Grade ls s sa fs BI Remember Settings Hl Ay 067 13 06 Sort By You can choose to sort this report by Locker Number Location Grade Hall or Last Name Filter By Status You can choose whether you want the report printed for all customers only customers that are Active only customers that are Locked or only customers that are Withdrawn Customer Number Leave All checked if you want to print assigned lockers for all customers Otherwise you can select a certain range of customers Locker Number Leave All checked if you want to print assigned lockers for all locker numbers Otherwise you can select a certain range of locker numbers Lock Number Leave All checked if you want to print assigned lockers for all lock numbers Otherwise you can select a certain range of lock numbers Hall Leave All checked if you want to print assigned lockers for all halls Otherwise you can select a certain range of halls Grade Leave All checked if you want to print assigned lockers for all grades Otherwise you can select a certain range of grades Remember Settings Check this box if you want Tracks to remember the above settings for the future Tracks User Manual Page 22 6 Unassigned Locker Report What does it do The Unassigned Locker Report provides a list of all of the unassigned lockers Tracks prints one line for each locker assignment which can be sorted by Locker Number Location G
35. Hours Tracking Hours Reports What does it do The Hours Report allows you to report on Hours Type ltems you have sold to Customers For example if you have set up an Item called VOLLIB for Volunteer Hours in the Library Where is it Go to Reports Volunteer Hours Tracking and select Hours Reports Using the Screen F T Hours Report Play School High School Sort by Customer Number Selection All Starting Ending Customer Number E ZELLE ELEL EA ltem Number PE EE O Receipt Date 06 13 05 For greater or equal to Less than or equal to Remember Settings SALLY Hl Ar 06 13 05 Sort by You can choose to sort your report by either customer number or item number Selection Use the selection ranges to limit the number of letters you print by some criteria Select either the entire range of customer names and item numbers or narrow it down to a smaller range or just one Customer Number Leave the All box checked to print this form letter for All Customers or limit the form letter printing by entering a starting and ending Customer Item Number Leave the All box checked to print this form letter for All item numbers or limit the form letter printing by entering a starting and ending number Receipt Date Leave the All box checked to print this form letter for All receipt dates or limit the form letter printing by entering a starting and ending date For greater or equal to If
36. If you have opted to do a Blind Cash Count the numbers from that count will be displayed here The Closeout Comments section allows you to enter text that will be printed on the Closeout Summary Report Click Next to move to the next screen or Cancel to exit from the Closeout Page 8 3 Tracks User Guide F T Closeout Wizard Summary Report Play School High School ala EN Print Your Closeout Reports The Closeout Wizard e ready to print your closeout reports IF pou wish to check your reports before printing choose Preview but In order to complete the Closeout you must choose Print and print your reports IF you feel You need to change your Closeout reporting options go to the Management Menu Customize School Settings and check options on the Closeout 1 and Closeout 2 Tabs SALLY PLAY 10409405 Next you are given an option to Print or Preview your Closeout Reports You can Preview but will still be required to Print before the Closeout can be completed Tracks requires you to have a hard copy printout as part of your audit trail Click Print to have Tracks print your reports or Back to make corrections Click Cancel to exit from the Closeout i Closeout process A Didthe closeout reports print correctly and do S you want to proceed to update your closeout Once the Closeout Reports have been printed Tracks will display the window above Tracks now asks you if your reports printed correctly When yo
37. Items with a specific Grouping Code enter the 3 character code for that Grouping Leave the field blank for ALL Grouping Codes Subtotal By Item No Check this box if you want a separate subtotal by item on the report Tracks will subtotal the quantity sold and the amount too Date Range Enter a date range for this report or leave the All box checked to print values for all dates Item Range Enter a range of items for the report or leave the All box checked to print item totals for all items In the example above we ve limited the selection to just see YRBK Remember Settings Check this box to remember these settings for the next time you run this report Page 9 11 Tracks User Guide Item Not Bought Report What does it do The Item Not Bought Report prints a report showing who has NOT bought a specific Item in a selected date range Tracks prints one line for each Customer who has not purchased the selected Item For example if you want a list of every Customer who has not turned in their Emergency Card for the Nurse use this report Where is it Go to Reports Sales Reports and then select ltem Not Bought Report Using the Screen T item Not Bought Report Play School High School Iter Not Bought GRADECHK A Enter Grade to Print Customer Type Student MM Sort and Break on Grade or ear Double Space kel Selection All Starting Ending Date kel OF AUT 04 03230405 Last Name 2222222222 ZZZZZZZZZEZZZZZ kel Re
38. Lic Ps Demerits 500 Der No Hold on Textbooks kel Balance EPLAY 0670610 Delete Deletes the record if it can be done without harming the audit trail Printer Prints a report related to the screen Help Launches Help for this screen You can also access Help by pressing lt F1 gt Lookups Tracks uses the same lookup procedures in all maintenance files in the system You will use the same lookup procedure to find a specific Customer or a specific Item To access lookups once you are on a maintenance screen you can either click on the lookup button or press lt F2 gt on the keyboard F T Customer Maintenance Customer No Use the Lookup Button to display a list of all the records in the file KI For example to find a specific Customer use the drop down button on the right side of the field to access the Customer lookup Tracks will open up this lookup window Customers are sorted in Last Name order To find a Customer simply begin typing the Tracks User Manual Page 1 2 Use the scroll bar to scroll up and down Last Name Tracks will move to the first Customer that matches what you have entered If the correct Customer is highlighted simply press the Enter key If you want a different Customer use your arrow keys or click on the right Customer F T Customer Lookup Customer name Banu Bella Bose Sandra Boyd Julian Butler Carla Cl Phone 2004 613 559 4144 2005 613
39. Maintenance Donor Name Leave the All box checked to print this letter for all donors or enter a Starting and Ending Donor Name to restrict the selection Date Range Leave the All box checked to print this letter for all donations regardless of date or enter a date range Tracks will only print letters for Donors whose transactions fall between the dates selected Tracks User Manual Page 20 8 Chapter 21 PC Remote Sales The PC Remote Sales module allows you to make sales on one or more stand alone workstations and then import the sales data back into Tracks Data transfers are handled with floppy diskettes to move the data between the main Tracks workstation the Mother and the remote workstation the Daughter Overview The Daughter workstation uses a different sequence of receipt numbers You will always know where the sale was made because of the receipt number sequence The Daughter workstation has many but not all of the same functions as Tracks You may add Customers and Items on the Daughter You may charge to account and accept payment on account You may print reports The Daily Flow 1 In Tracks Export from Mother to Daughter This will export data about Customers Items Customer history and balance due information from the workstation where Tracks is located the Mother to the remote workstation the Daughter This should be done every day BEFORE making any sales on the Daughter In PC Remote Import from Mot
40. NOWO 12 75 06 Closeout Workstation Based This option is only significant if you are running a multi user version of Tracks If you have a multi user application you can choose whether to do an individual closeout for each terminal workstation each day or whether to do one big closeout that will include sales made by all terminals Check this box if you want to perform a separate closeout for each terminal Leave blank if you want one big closeout Note Single user systems use one closeout only Closeout Cash Count Check this box if you want to have Tracks prompt you for cash count information at each closeout Choose Standard to count your cash AFTER you see the Closeout amounts Choose Blind to count BEFORE The purpose of a blind cash count is to have the user tell Tracks how much money they actually have BEFORE seeing what they SHOULD have Use Tellermate Check this box if you use a Tellermate Cash Management System integrated with your computer to count your money Currently you will still be required to manually enter the cash count information from the Tellermate receipt Next Closeout Number The system displays the next closeout number GL Posting Accounts Enter the accounts Tracks will use for posting sales and miscellaneous items e Sales for Items with No GL Account If you have neglected to enter a GL Account for an item Tracks doesn t know where to put that money at the end of the day So it uses the GL Account yo
41. O Date OF 01 4014 09 30 05 Print Detail Remember Settings Hp DeskJet 500 on LPT1 SALLY PLAY 09 30 05 Donor Name Check the All box to print the report for all donors or select a range of donors Date Check the All box to print the report for all dates or select a range of dates Print Detail Check this box to have the report print the detail of each donation Leave the checkbox cleared to view one summarized total for each Donor Print Donor Address detail If you select the Detail button above this field becomes active If you select this field Tracks will print a detail report that includes the complete donor name and address This report option was added because some users wanted all the donation detail report including donor name and address on the same report You can easily export this report to Excel Remember Settings Check this checkbox to have Tracks remember the settings next time you open this report Donor Listing Tracks User Manual Page 20 6 What does it do This report lists all of the donors in Tracks Where is it Go to Reports Donation Tax Credit Reports and select Donor Listing Using the Screen T Donor Listing Play School High School Selection Starting Remember Settings Se SALLY PLAY 03730705 Donor Name Check the All box to print the report for all donors or select a range of donors Remember
42. Play School High School DER All Starting Ending FundRalser Code Remember settings Ml HP DeskJet 500 on LPT SALLY PLAY 10703705 FundRaiser Code If you want to print the Revenue Potential Report for all FundRaisers leave the All box checked Otherwise enter Starting and Ending FundRaiser Codes Remember Settings Check this checkbox to save the report selection settings for the next time you access this report FundRaiser Breakdown Report What does it do The FundRaiser Breakdown Report prints a detailed breakdown of what happened in an event in terms of items issued money collected and who has what or owes what You are prompted for the defaults and selection criteria for the report Where is it Go to the Modules menu FundRaiser Reports and select FundRaiser Breakdown Report Using the Screen F T FundRaiser Breakdown Report Play School High School Revenue by GL Account Sort Students by Name P Revenue by Student Selection All Starting Ending FundRaiser No a 2222277777 Q Dm Remember settings SALLY PLAY 10709705 Revenue by GL Account Check this box to print a breakdown by GL Account for the FundRaisers selected Revenue by Student Check this box to print a breakdown of revenue by Student for the FundRaisers selected Page 17 3 Tracks User Guide Sort Students by On the Revenue by Students Report
43. Settings Check this checkbox to have Tracks remember the settings next time you open this report Form Letter Maintenance Donations What does it do All Form Letter Maintenance in Tracks works the same way You can set up as many different letters as you want and save them for future use There are three separate Form Letter Maintenance screens one for regular charges and sales one for Donations this one and one for communication about TexTrack books and charges Tracks comes with a Form Letter called RECEIPT shown below This letter will print the school name and address the donor s name and address and a detailed list of donations received You can write thank you letters statements and letters requesting additional funds Where is it Go to Reports Donation Tax Credit Reports and then choose Form Letter Maintenance Using the Screen T Donation Form Letter Maintenance Play School High School Letter Code RECEIPT Q Copy Information from other School Choose a field from the drop down UN postion cursor in the letter right Description Donation Receipt mouse click and PASTE Or simply type the field like D l Fields SCHOOL gt DAT E gt DONO R Dear Donor Thank you so mich for your generous donation to our school As you Enow in these days of budgetary constraints supplemental financial support for our student programs is becoming increasing important With the help and support of
44. Tab for information about specifying contact information for Customers and parents You can also enter email addresses here Page 10 3 Tracks User Guide Chapter 11 Special Functions These functions are located on the Management Menu and are not generally used on a daily basis but only as needed These functions are designed to help you manage your system Data Conversion Convert data from previous versions of Tracks Restore from Backup Restore data from a Tracks backup Reprint Old Receipt Reprint an old receipt on your receipt printer Import Student Pictures If you want to view student pictures on the Work Screen and in Customer Maintenance you can import pictures here Explode Kits in History If you ve sold a bunch of FALLCOMBO kit items but forgot to set them up as a kit first Tracks will let you save yourself with this utility Update Customer Balance Due Tracks maintains a detailed debts file for each Customer and also stores the total due for each Customer in the CUST Customer Maintenance file Sometimes for reasons strange and bizarre these two get out of sync This utility lets you get them back in sync Dr Download Annual Update At the start of the new school year you ll want to import fresh student data and clear out the history for the past year This wizard walks you through the process of deciding what to keep and what to throw away You can take the data file from your student information system and
45. These include software for libraries textbook tracking food service transportation and others If possible you want to make sure all these programs use the same bar code the same student number so that you only need ONE bar code on the student ID card In some cases the bar code will be different from the student s district ID number Tracks can accommodate TWO numbers for each student a Customer number and an Other ID number The student bar code may be either number Tracks can find the student either way But there cannot be any duplications between Customer numbers and Other ID numbers they must all be unique Club or Trust Account Numbers Clubs and Trust Accounts are also set up as Customers in Tracks because you will receive money from advisors for fundraisers donations etc You can use the G L account or the club name as part of the number it s up to you We recommend that you add a ZZ _ in front of the club Customer number so it will sort at the bottom of the Customer list and not get mixed in with the students This also avoids the possibility that a G L account number might be the same as a student ID number For example you might set up a Customer number for French Club G L account 2650 as ZZ_ 2650 or ZZ FRENCH The underscore after the ZZ is just a way of making the number easier to read because it makes a separation between the ZZ and the number We also suggest you add a ZZ
46. Tracks will display a message telling you that it s working After Tracks gathers the data to be exported the program displays the following message Warning diskette and then make a new export of pour current Tracks data for the selected school only Do you want to 1 This export procedure allows you to export one school per diskette set The program will first erase any data on the continue 5 DynaZIP ZIP Request Please insert the First diskette Press OK when ready or Cancel to abort coe _ When the program has finished copying files to the diskettes you will see the following message Tracks User Manual Page 21 2 Message Esport process complete If the process is unsuccessful you may see a message like this one mM Export Status Export operation was not successful Floppy disk is missing or damaged PC Remote Import from Daughter What does it do This function allows you to import data about sales Customers Items Customer history and balance due information from the remote workstation the Daughter to where Tracks is located the Mother If you use PC Remote Sales to make remote sales you should do this Import procedure every day after you have made sales on the Daughter You always want to end the day with the Daughter passing everything back to the Mother so that the Tracks computer can do a Closeout with ALL the sales for the day Where is it Go to the Daily Menu and select PCR Import fr
47. Updated Select By Status You can choose to select all customers only locked customers only active customers or only withdrawn customers Workstation Based If you have a multi user system you can print this report for a single workstation or all workstations Every time you do a Closeout whether it is for a single workstation or for your entire system Tracks assigns a Closeout number to the transactions included in that particular Closeout If you want to print a Sales by Receipt Report for ALL workstations for a particular date or date range you would not use this option But you do want to check this option if you want to see the data for a particular date broken out by workstation Landscape Select this box to print the report in landscape instead of portrait Select Closeout Number The default is to print for all Closeout numbers You can select data for only specific closeouts by checking this box and then entering a Starting and Ending date of Closeouts Summarize By You can summarize by Grand Totals Subtotals or Date Source of Date Enter the date or the date range for the report for either the receipts or closeout Departments Enter the Department or the range of Departments for this report lf selected Tracks will print receipt information only for the selected department s Items Enter the Items or range of Items for this report If selected Tracks will print only receipt information only for the select item s R
48. ZPLAY This school contains sample data you can use to become familiar with the features and functionality of Tracks But you will also need to set up your own school You will use this screen to set up each school you will use in Tracks You will also use this screen to change the location of your Tracks data folder if you alter the configuration of your system Where is it Go to the Management Menu System Maintenance and then select School Maintenance Using the Screen T School Maintenance School Code ZPLAY Io Workstation ID CASADO Mame Play School High School 03 04 ti itst s sCSY PathtoData C PROGRAM FILES BLUEBEAR TRDATASZPLAYS K lt j gt A Je o v OK ind Rebuild Data 1A Cancel 98 Delete 2 School Code Enter the School Code for this school We recommend you do NOT use spaces or punctuation in the School Code Name Enter the name for this school Path to Data Enter the complete path for this school This tells Tracks where to find the data files for this school If you are installing to your local hard drive you will have a path like C Program Files Bluebear TRData YourSchool If you are installing on a network you will probably have a path like F APPS Bluebear TRData YourSchool Note The data files for each school are stored in a separate directory for that school These separate directories are normally kept in the TRData directory OK Use the OK button to set
49. a FundRaiser Code for each item You will then be able to generate special reports from the FundRaiser module showing profit and loss which student brought in the most money breakdown by GL Account and more Examples of this type might be CANDY MAGSUB and COOKDOUGH Equipment Choose Equipment if this item is going to be issued checked out and returned instead of sold You will use this type for sports equipment audio visual equipment and anything that you want to track but expect to be returned to you Examples of this type might be HELMET KNEEPAD PRACJERS and GAMEJERS Donation Choose Donation if this is an item that will be tracked as a donation or tax credit item Only Donation type items are written to the special Donation file This gives you the ability to sell a whole bunch of items on a receipt and only have the items that pertain to donations or tax credits be written to the Donation file Examples of this type might be DONFA Donation Fine Arts and DONSPT Donation Sports TexTrack Choose TexTrack if this is an item used by the TexTrack program You will only use this type if you have TexTrack for textbook tracking Use this type for your Lost Textbook item number and charges for missing bar codes torn covers etc Examples of this type might be LOSTTB TBBC and TBDAMAGE Tracking Tangible Products In terms of tangible inventory those actual items on your student store shelves Tracks
50. accepting many checks from an advisor or several checks on one transaction Edit Void Transaction Cancel the whole receipt transaction Use this when you re just about to complete the sale to Sally but her best friend just broke up with Kevin and she s got to go comfort her RIGHT NOW and she ll just have to come back later because what are friends for Sales transactions may always be voided or canceled before you Accept the transaction on the Payments screen and actually print the receipt That means even after you ve entered sale and payment information but have not yet pressed Accept you may select Cancel on the Payments screen You will be returned to the Work Screen where you can select lt F4 gt to clear the screen and cancel the whole transaction Cancel a line on a receipt Use this when Sally was going to buy the green sweatshirt but now she s not quite sure Yes she is sure she doesn t want it she only wants to pay for her Art Fee right now Press the lt F5 gt Delete button or click lt F5 gt to delete the currently highlighted line on the Work Screen Edit a line on a receipt Use this when you want to edit the description of an item like a debt You are entering a lost book fee for Karen and you want to edit the description so it shows the title of the book and the problem as in Treasure Island 234 missing cover Press the lt F6 gt Edit button or click lt F6 gt to move the cursor to the
51. apply this credit to a specific item 1 Find the customer record Type P or select Post Payment from the Other Options Menu The Charge to Account window will appear To apply the payment to a specific receipt highlight the appropriate receipt number and press Enter Type the amount of the payment for each item Press lt F9 gt to complete the transaction Enter type of payment then press Enter Click or press Accept to complete the transaction and print a receipt pho ae ee See How to take a payment on account and How to apply a credit against a balance due for more information about using Charge to Account Sales Returns and Exchanges Page 7 7 Tracks User Guide Tracks handles three types of returns e Return for cash refund e Return for credit e Return for check refund when you ll write a check to the customer at a later date Return An Item For A Cash Refund This option assumes that you re going to give the Customer a refund out of your cash drawer right now Unless the Customer just bought the item today most schools will NOT refund money out of the cash drawer Most schools want to issue a check for the refund returned item So you will probably use this option infrequently 1 If applicable select a Customer 2 Enter the item to be returned scan the bar code label type the item number or press lt F3 gt to lookup the items The item number and description will appear 3 Type R Enter or select Return
52. are and what you re doing e T FundRaiser Maintenance Play School High School Ja lx Fundralser No COOKIE EI Description COOKIE DOUGH Database Management Grozs Frofit Item being sold COOUGH Cookie Dough Advisor Sally Curtis Sally Curtis Gl Account Sal Sra samantha Guise Dates from remm Status ltems purchas Susie Quimby D Type 3 After selecting the value you want to change modify the field as shown below T FundRaiser Maintenance Play School High School Fundraiser No COOKIE Description COOKIE DOUGH Database Management Gross Profit Item being sold CDOUGH Cookie Dough Advisor sarah Gielow When you press lt Enter gt to leave the field the program will realize that you ve changed the value in the field and display a screen like this Tracks User Manual Page 2 8 S Warning ou have edited the value Sara Gielow in your Auto Complete file You can elther replace this value with the new value Sarah Gielow or save both values Do you want to replace Sara Grelow with Sarah Gielow Then you can choose Yes to replace the old Sara Gielow with the new Sarah Gielow Or you can choose No to keep both values For more information maintaining and using the Auto Complete feature see Auto Complete Maintenance Help Menu The Help Menu has a number of other interesting features besides help They are listed below Tracks Help Select this option to go d
53. are importing pictures for ZPLAY the program will create a Pictures folder in C Program Files Bluebear TRdata ZPLAY Enter folder containing pictures Enter the folder where the pictures are located This will usually be on a CD You can browse to find the picture folder Import Cross Reference File Check this box if you want to import a Cross Reference file into Tracks Tracks User Manual Page 11 4 Cross Reference Layout Type Select the layout type of the cross reference file In the example above we have selected Comma Separated ID Photo File Select the file that contains the cross reference list Enter the name of the file that contains the cross reference list Proceed Cancel Click Proceed to begin the Import Click Cancel to exit the program and return to the menu Explode Kits in History What is it Use this option to correctly explode kits in history if you have made changes to your Kit Item or kit components AFTER having sold the kit Item Example 1 Assume you set up FALLPACK as a kit that includes a yearbook and a student body card You sell FALLPACK to 500 students Three days later you realize that PARKPERM should have also been a component of FALLPACK You can simply add PARKPERM as a component no of course and then run this utility Tracks will add PARKPERM to history for each student who bought FALLPACK Example 2 Assume you set up FALLPACK but forgot to set it up as a kit You sell FALLPACK to 500 stu
54. are taken from the ZPLAY demo data You can check each one of these items in ZPLAY to see how they are set up and how Tracks handles them during a sale and on reports Service Item When do add a Service item type code S Most of the Items you sell will be Service type items That means you do not track quantity on hand information for this item If you have an unlimited number of this Item to sell it s a Service type item Example SBCARD See the screen below Customer Required is checked because we want to know who bought it The GL Account is entered because the money always goes to the Student Body Card Sales account T Item Maintenance Carol s Play School High School DER y 06 23 06 ltem Ho 4 Type Description SB CARD l Last Activity 1 Main 2 Levels 3 Additional A WebStore 1 5 WebStore 2 Cust Regd Cash Ony Prompt for Price sundry kel Price Taxable Lost Grade Limits Last Lost Department Prompt hor Quantity Grouping Quantity Limit A Reorder Level Save History C Normal Stock Checks OF with Mo Cust l Qty On Hand 280 Print extra receipt with no price Include in Physical Count Prompt for Category Special Functionality D Category Frompt GL kel GL Account tem Type Page 6 9 EPLAY 0670610 Tracks User Guide Product Item When to add a Product Item type code P Some of the Items you sell will be Product
55. be Locked which means you can t sell anything to them You might use this feature if an ID card has been lost or stolen or if the student has been expelled and is no longer eligible to purchase anything The third option is Withdrawn if the student is no longer at this school GL Account If the Customer Type is Club this field will be active Enter the GL Account to be posted for every sale to this Customer This would ONLY be used for Clubs like French Club which are set up as Customers If a GL Account is entered in this field the system will post all amounts sold to this Customer to THIS GL Account overriding the Item GL Account found in Item Maintenance Let s repeat that The GL Account on the Customer will ALWAYS TAKE PRECEDENCE over the GL Account on the ltem Price level Each Customer may be assigned a price level starting with Blank or A These levels correspond to the prices entered for the Items on the Levels Tab in Item Maintenance If you want to assign different pricing for each Customer type the price level here If a level is not entered price level A prices will be charged For example you might want to assign a level B to all students who purchased a student body card and then give them preferential pricing for items sold The system will automatically change a student to price level B if the student purchases the Item designated in School Settings on the Work Screen Tab Balance Prepaid This is a display fi
56. be responsible for the fee e Once more time has passed you will want to convert those fees to debts charging them on the student s account If you are using TexTrack you can also import schedules to easily tell if each book checked out to a student is used in a course in that student s schedule Import Data If you will be using Courses and Schedules for either Class Fees or TexTrack you will want to first import your data 1 Import Teachers 2 Import Courses 3 Import Classes 4 Import Student Schedules Hints e Verify that the teachers courses classes and schedules you see are for your school and not another school in your district You may want to ask your IT Department or whoever may be creating the exports to use a standard naming convention for your imports Maybe all of your files start with your school code and then an abbreviation for the file type For Play School these files might be called PLAYTCH PLAYCRS PLAYCLS and PLAYSCH Check your mapping occasionally to make sure that the formatting of your files has not changed For specifications regarding import files see Appendix K SIS Import Information After initially setting up these imports you will want to use Automatic Import so that Tracks will automatically Import the four data files We suggest creating a desktop button in Desktop Button Maintenance for Automatic Import so all you have do is click the button every morning to update If you are using T
57. can print for Students Faculty Staff Adults Clubs Others or All Customers Last Name and Zip Code To select all Customers leave all the check boxes checked To select a range of Customers by Last Name or by Zip Code enter the starting and ending values in the appropriate fields Class To select Customers for a specific Class or range of Classes enter the appropriate values Otherwise leave All checked to get Customers in all Classes Page 9 13 Tracks User Guide Use Sales Control Codes You can also limit the report to only Customers with specific Sales Control Codes First check the box to Use Sales Control Codes then make your selection In the example below we want to only print Customers with DEM too many demerits checked Use Sales Control Codes Sales Codes Selection L T Sales Control Code Selection Print only if not Print only if Disabled for Checked on Cust Checked in Cust this option O O O O O O O Use User Defined Fields You can also limit the report to only Customers with specific User defined Fields First check the box to Use User defined Fields then make your selection In the example below we want to only print Customers with SMITH as the Homeroom teacher Use User Defined Fields User Detined Fields Ranges L T User Defined Fields Selection All Starting Ending Homeroom C SMITH SMITH Favorite Class PZZZZZZZZZZZZZ Remember Settings
58. currently highlighted line on the Work Screen You can edit or change the description to your heart s content Void a receipt You can t do it You cannot void or cancel a sale that has already been completed Why When you buy a pair of jeans at a department store on Monday and then decide to return them on Tuesday the clerk doesn t go find your transaction from yesterday and just tear it up does she No she creates a new transaction with a credit or negative balance and she either refunds your money or tells you they ll credit your account And that s what you re going to do in Tracks If you could just delete the past that would not be consistent with maintaining a solid audit trail for every transaction Page 7 5 Tracks User Guide e Howdo you fix something To back out or reverse a prior sale that has already been recorded you must create a new transaction return the items sold previously and sell the new items Essentially you just enter the identical transaction in reverse This preserves the integrity of the audit trail and shows the in and the out as two discrete transactions You can even put comments on the return transaction explaining what happened e Want to know more specifics See the How To Correct It When You section and the How To Guide in Tracks Help Change Sales Tax Amount Use this option if you want to adjust the amount of sales tax on this receipt Sales tax is displayed in the
59. description as Susie Smith when you sold the Item in the first place you must refund it to Susie Smith not Sue Smith If you used the Item PROMGUEST you must refund using the same Item not a new Item called PROMGUESTWRONG How to charge something on account After you have pressed lt F9 gt to complete the sale on the Work Screen choose 6 Charge to Account in the Payment Transaction window Le T Total Amount How Paid Receipt Total 50 00 EA Y Accepi For more information on what this means see Charge to Account Sales How to limit the quantity of something sell to a student To limit each student to only one dance ticket enter a 1 in the Quantity Limit field in Item Maintenance for this Item Page 14 1 Tracks User Guide Quantity Limit Reorder Level l Normal Stock ol Oty On Hand 0 If the student attempts to buy more than the number allotted the system will warn you You may choose to override this warning and sell the Item anyway by clicking yes or you can cancel the sale by pressing no and returning to change the quantity on the Work Screen Command Line Description Luantity Price ltem Humber Description Dept Quantity Disneyland Trip L Quantity limit exceded The maximum quantity allowed for DISNEY Disneyland Trip is 1 and this customer has already bought 0 Do you want to proceed anyway CAR atten How to look up a returned check to find the Customer When a check
60. does this return refund affect the cash in my drawer If you don t give them cash back now you need to produce a return receipt that does not affect the cash in your drawer that is a receipt that totals zero This option assumes that you re going to process the return now and eventually write a refund check to the Customer for the amount they originally spent Set up an Item called REFCHK with Customer Required Prompt for Price and a GL Account that can be used as a clearing account like Temp Clearing If you do NOT have SchoolBooks follow these steps e First choose the Customer on the Work Screen e Then enter the Item to be returned in this case YRBK The Item number and description will be displayed e Type R Enter or select Return the button on the bottom of the Work Screen Tracks will change the quantity field to a negative number If the quantity was 1 the new quantity will be 1 The amount of the receipt down in the right corner of the screen will show a negative number e Now type REFCHK on the Work Screen Edit the description to the reason for the refund and enter the correct amount of the refund to be issued e The amount of the receipt is zero You have a negative YRBK line and a positive REFCHK line They zero each other out There is no effect on the cash drawer e Tracks will print a receipt and record the transaction but no money changes hands e You can now print a report showing all the REFCHK Items sol
61. field in the past and allows you to auto complete the field with a value you ve typed before Backup Manager If you select Always Warn Tracks will display a window telling you the last date you made a back up and asking you if you would like to create one now Select Never Warn to avoid this window from appearing on closing See Daily Data Backup and Backup Manager for more information about this great protective feature Dr Download If you always want to skip the Dr Download Wizard you can choose Skip Dr Download Wizard If you would like to see the Wizard each time select Run Dr Download Wizard Leave the default of Make choice every time if you want to choose if it should run or skip each time you open Dr Download Password Manager You can specify when Tracks should either prompt you or force you to change your password With either selection users will be prompted right after logging in If you select Don t Prompt Tracks will never ask you to change your password You can always change your password in Change Password on the Management Menu Path for PCR Export Import Set the default path for your PC Remote Imports and Exports here This may be a network location or A if you are using a floppy disk School Based Banner If this box is checked the banner below will print on all receipts that are printed for this school regardless of what is designated on the Receipts Tab in Workstation Settings Tracks User Manual
62. have E mail capabilities on your computer Using the Screen Primary Contact You can designate a primary contact for each Customer Your choices are Customer Mother or Father If you choose to send a Form Letter to the Primary Contact Tracks will look here to determine where to send the letter If the addresses for both parents are the same Tracks creates a Family s Postal Address as in the screen above Now look what happens when we change their addresses Tracks sees the two separate address like the screen shown below Tracks also tells you which address matches the customer s T Customer Maintenance Play School High School ja lx F Customer No First Hame Last Name Middle 1 Main 2 Parents 3 Contacts 4 History 5 Additional Primary Contact Include Customer in e mail list E ma OoOo Include Mother in postal mail list Include Mother in e mail list E mail sandrab west net t Mothers Postal Address Mame Sandra Butler Address 112 West Canal Road City State ip San Diego L 92129 Include Father in postal mail list Include Father in e mail list E mail Ss Customer and Father s Postal Address Mame John Butler Address 318 Eldorado Drive City State ip San Diego CA 92129 ici SALLY PLAY 10709705 Include in postal mail list Check one or more of these checkboxes to include this addressee in the distribution if Form Letters are printed Include in postal e mail lis
63. ial eta ski ae 12 4 PRESSE WO VEC SONS A eee wr ae tee 12 5 EXPO SIS NES ar A N ree Re ee 12 5 Chapter 13 How to Correct it When YOU coooccconncccnncicnncccncncccnnocencnccnnanccnnanennnnnenancrnaannnnas 13 1 Sold the Right Thing to the Wrong Student sesers n e a a erea iaa eae aa ea Eaei 13 1 Sold the Wrong Thing to the Right Student 13 1 Sold Something for the Wrong e 13 1 Sold Something on Account that the Student no longer wants ccccccoocccnncccconccnncnonancnnnnnnnnnnnnnnonnanennnnnnnanennnnonnns 13 2 Chapter 14 OW TO GUNG cima 14 1 How to apply a credit against a balance due oocccccccccocccnccccnoncnnnccnnancnnnnnnnancnnnnonnnnrnnnnonnnnnnnrnnnnnrnnnnnnnnnrnnnnnnnnnninnnss 14 1 How to assign students to a bus for a Field fm 14 1 HOW tO Chande a Prom dale susi diia 14 1 How te charge something n ACCount EE 14 1 How to limit the quantity of something sell to a estudent 14 1 How to look up a returned check to find the CUStomer ooccocooccnnccccnoccnncccnnnncnnnnonnnnnnnnnononnnnnnnonnnnnnnnnnnnnrnnnonnnanennnoss 14 2 How to prevent a student from buying anvihung 14 2 How to prevent a student from paying with a check 14 2 Howto return an Item f ra cash refund EE 14 3 How to return an item when you will issue a refund check occoooccccccoccnccccncnnconanoncononcnnnnnncnnconannnnononcnnnnnnnanconanennos 14 3 How to sell more than One tem ata HIE eenegen a a dE 14 4 Mow to sell something that 1S MOL IN SOC EE 14 4
64. import jobs defined as follows e Regular Use this type for sales where all the money was collected at time of sale e On Account Use this type for sales for On Account sales and Payments made on account e Textbook Lost Charges on Account File Type Enter the type of file you will be importing Options include Excel Comma Delimited and Tab Delimited Path Name Enter the path and file name for the import file You can use the Browse button to find the file Data loading options For the next three fields you may choose to either load the value from your import file into Tracks or you may indicate a specific value to be loaded instead Load from Import File Select this option to load this value from the import file provided Use this Value Select this option to override any value in the import file with this specific value or if this field doesn t even exist in the import file Examples of Import Options Item Number 1 Load from Import File a Import file has a column for ITEM All sales are for the same Item like CANDY b Import file has a column for ITEM Sales are for different Items like CANDY and SAUSAGE 2 Use this Value a Import file does not have a column for ITEM All sales are for the same Item like CANDY b Import file has a column for ITEM but the value in the column is wrong or is NOT the Item you want to sell Maybe the file has an Item value called CANDY1 but your real Item number in Tracks is CANDY and t
65. in front of the club name like ZZ FRENCH CLUB now both the Customer number and name of French Club will sort below all the students Faculty Staff Customer Numbers If you want to track sales to individual faculty staff folks you ll need to assign them a Customer number too You can use their staff ID number preceded by an FS for Faculty Staff So a Customer might look like FS1234 Why the FS You know the answer Just like with the Clubs it s to keep them out of the way of the students You could also just set up one Customer called FACULTY and sell everything to that one customer But it might turn out to be a problem when you want to hand out yearbooks they ve purchased How will you know who gets what It s usually cleaner to set up a separate Customer record for each person or organization you want to track Think to yourself How will need to get information out of the system later on Other People Parents If you re going to accept money for yearbook ads or sell things to people in the community you may want to have a MISCADULT Customer Or again you can set up individual Customer records for each one It s up to you Dr Download The Tracks Dr Download Wizard is located on the Maintenance Menu under Special Functions The Dr Download Wizard will step you through the process of updating your database for the new school year During this process Dr Download will load your new students purge ol
66. in the Receipt history file that print on the Sales by Receipt Report and Sales by ltem Customer Report may never be edited or deleted Issued Receipt Number Date Time Tracks displays the receipt number date and time the item was issued to this Customer You may edit these fields Returned Receipt Number Date Time Tracks displays the receipt number date and time the item was returned from this Customer You may edit these fields Bonus Label If you have used a Bonus Label Field for this Item that information will be displayed here The label is what you are tracking the actual field is the number itself For example if you want to track the number written on each football helmet you would set the Bonus Field Label for HELMET to be Number Then each time you issue a HELMET Tracks will prompt you to enter the Number For more information about setting up Bonus Fields see Item Maintenance Additional Tab Bonus Field Description If you entered a Bonus Field description on the Work Screen when the item was issued that description will be displayed here For example if you entered 12345 as the number for this HELMET when it was issued that 12345 would be displayed in this field Equipment Report What does it do The Equipment Report prints a detailed list of which Customers have checked out equipment You can sort the report by Customer or by Item You may select on a date range range of Items a
67. is NOT the amount you charge the student Tracks will charge the student for the Price on the Item in Item Maintenance Item number you use for returned check fees When Tracks sees this Item on the Work Screen the program will automatically create an adjustment for SchoolBooks Authorized By Name for Adjustment Enter the name to be entered in the Authorized By field of the adjustment in SchoolBooks When Tracks creates the adjustments above the program will use this name in the Authorized By field Integration with SchoolBooks for Student Refund Checks Periodically you may have to refund money to a student or another customer Usually you will write a check for this refund instead of taking money out of your cash drawer When Sara tells you she s moving away and wants a refund for the Yearbook money she gave you two weeks ago you will enter a refund transaction for Sara You also have to enter an invoice in SchoolBooks to write her a check If you enter a Refund Check Item in this field Tracks will automatically create an invoice for this refund over in SchoolBooks For more information and an example of how this works see Appendix in the SchoolBooks Manual or Help files Refund Check Item Number Enter the Item number you use for Customer refund checks When Tracks sees this Item on the Work Screen the program will automatically create an invoice for SchoolBooks Make this School Read Only Check this box to make this school read only Y
68. is returned you want to know which Customer gave you this check Go to the Customer Menu and go to Check Lookup You can look up checks by check number or payee the name on the check Enter the check number press Enter and you re set In the rare case you have two checks with the same number written on the same date for the same amount you can look on the student record to look up the address or the parent s name How to prevent a student from buying anything Tracks will not allow you to make sales to any Customer with a Status of Locked or Withdrawn You can change the Status of a Customer by editing the record in Customer Maintenance or going to the Customer record from the Work Screen How to prevent a student from paying with a check You have two options e The gentle way is to put a note on the Customer record saying Cash Only Enter this in the Notes Field on the Customer Maintenance Main Tab Screen e The better way is to disallow checks for this Customer Do this by putting a check in the No Checks checkbox on the Customer Maintenance Main Tab Screen Hint You can edit the Customer record by pressing lt F8 gt when you already have the Student up on the Work Screen or by going directly to Customer Maintenance Tracks User Manual Page 14 2 How to return an Item for a cash refund Take a moment to think How does this return refund affect the cash in my drawer If you print a negative receipt that means you t
69. items that use a matrix like color and size For example maybe you want to track sweatshirts T shirts or hats where one Item number is assigned to each item regardless of the size color With a Matrix item you can design your own grid like a spreadsheet and indicate the Quantity on Hand for each cell in the grid Each Item number may contain different sizes and or colors When you sell a Matrix item Tracks pops a window so you can choose the correct size color sold As these items are sold the overall inventory count for the item is reduced Examples of this type might be TSHIRT PESHORT PESHIRT and PARKA Page 6 1 Tracks User Guide Vehicle Choose Vehicle to set up items for Vehicle Tracking Use Vehicle type to set up an Item for Parking Permits or whatever ltems you will use for Vehicle Tracking When you sell a vehicle permit on the Work Screen a special window pops up You may enter the vehicle information at the time of the sale or if you sell these during registration after the rush of the moment is over In addition with Vehicle information in Tracks you can do lookups and find specific vehicles For example assume you see a blue car hit a green car in the parking lot You can go to Vehicle Lookup and do a search to find all the blue cars Examples of this type might be PARK and PARKFS FundRaiser Choose FundRaiser to set up items for use in fundraising When you set up these items Tracks will prompt you to enter
70. line and then enter the amount paying in the box to the right see screen below 5 Press lt F9 gt to complete the transaction 6 Enter type of payment then press Enter 7 Click or press Accept to complete the transaction and print a receipt Page 14 5 Tracks User Guide z T Payments Information 901259 Gonzalez Richard _Receipt Item No Description Amount 0001104 03 29 05 AP TEST MATH e AE Total Amount 225 00 Total Due 75 00 Total Paying 150 00 Lookup This allows you to lookup any receipt to see everything that was sold Quit Closes the screen without saving any changes Clear Clears all payment information you have entered to start over Done Click this to go to the Payment Type window and finish the transaction If the student is bringing you money for future purchases you will want to do the following Bring up the Customer on the Work Screen Type P or select Post Payment from the Other Options Menu The Charge to Account window will appear Click on the Pre Pay button Enter the amount they are pre paying APS r T Make a payment Payment 150 00 5 Enter type of payment then press Enter 6 Click or press Accept to complete the transaction and print a receipt How to take care of your scanner The scanner doesn t require anything too special It s not fragile but it should be treated with kindness Don t leave it lying in the sun If you re going to b
71. make a clean start The screen is fairly self explanatory You can t really hurt anything so go for it See the disclaimers about the Authorized by and Purpose fields below Where is it Go to the Management Menu System Maintenance and choose Auto Complete Maintenance Using the Screen T Auto Complete Maintenance Play School High E Ja fx Use these options to make global changes to the auto complete values for these fields Click Gather to gather all the values in this field from your history files and build the auto complete for this field Click Purge to remove all the values in the auto complete file for this field To add or remove individual records go to the specific field Field Customer UDF 1 Gather Customer UDF 2 Gather Customer UDF 3 Gather Item UDF 1 Gather Item UDF 2 Gather Item UDF 3 Gather Donor City Gather Donor State Gather Textbook Author Gather Textbook Editor Gather Gather Click to gather all the values in this field from your history files and build the auto complete for this field Purge Click to remove all the values in the auto complete file for this field Note and caution 1 Authorized by field Clicking Gather for this field will cause the program to pull in all the values from the Authorized by field in the PAYHISD file That s the Authorized by field that is saved with every detail line in the check history file It does NOT include the Authorized by values f
72. mapped as R on another workstation So you can control what happens on this next screen F T Update Data Path SEA Do pou want to set the Path To Data for all workstations or just yours For more information on Path To Data please click the Help button D Also set primary data path globally tor all schools sisi a Just Mine If you want to set this path for your workstation click this button When setting up a new school choose this button When changing the data location for an existing school click this button if the location has changed only for this workstation If you don t understand this please check with your IT person or call Blue Bear Support All Workstations If you want to set this path for ALL workstations for THIS school click this button Also set primary data path globally for all schools Check this box if you want to change the data location for ALL schools in Tracks You would select this option if you are the main administrator and you ve set up a new server and you want to move all the references for ALL schools all at once This just saves you from having to do this for each school in Tracks Cancel Click this button to stop without making any changes When you click OK the program displays the following message Tracks has tried to find this directory and can t find it So the program asks if you would like to create the directory You should click on Yes Tracks will display a window s
73. monies for donations and tax credits Now all the money you collect from students donors parents or anyone can be entered in one step and tracked easily and accurately You can enter new donations or monies you ve received since January You can enter as much or as little Donor information as you need You can collect information in exactly the way YOU want it Print receipts when you collect the money and the sales history is saved Reporting is clear and straightforward Get reports by donor by item and by GL Account too for any date range in summary or detail Donation Maintenance What does it do Information about every donation and tax credits in Tracks are stored in the Donation Maintenance file When you accept money for a donation on the Work Screen Tracks saves the transaction information in the regular sales file but also writes the data to this Donation Maintenance file too If you have donations to enter that were made BEFORE you started using Tracks you can enter them directly into Donation Maintenance You would enter them here because they were already receipted in your previous system and you don t want to receive the money a second time you simply want to record the donation for reporting purposes If you enter a donation through the Work Screen the transaction number shown in Donation Maintenance will be the actual receipt number If you are entering donations after the fact directly into Donation Maintenance you shou
74. of your Student Data file You can browse to find the file by pressing the Browse button Next When you click Next Tracks will take you to the Map Fields Wizard Screen Page 15 13 Tracks User Guide F T Dr Download Map Fields Play School High School match your data Student Data Fields Primary Student ID Number Previous Field File Data Display eds Move Field To Bight gt Samantha Allen 1234 North cross Julie Baker 765 Main St elsey Coolridge 9675 La Pasadita icah Deangela b4 Greenway Ct Sarah Eckbert 155 Gloria Wy Yan Fallaway 3444 Hill St olly Gringer 1567 Washington Field position 1 size 8 O Back O Next A Cancel 2 Student Data Fields Match whatever data field is selected with the corresponding data in your student information that is displayed below The yellow highlight indicates what will be imported into Tracks for that specific data field Use the Make Field Smaller and Make Field Bigger buttons to change the size of this yellow area Move the yellow area to the left or the right by using the Move Field To Left and Move Field To Right buttons one placeholder at a time To move it in larger increments use the Left Faster and Right Faster buttons Once you have finished a data field you can move to the next data field by hitting the Next button located to the right of the data field selection You will want to map each data field included in your student data file so that
75. open Customer Maintenance or any screen in Tracks for the first time the program displays it for you in the middle of your screen You may move it around you may grab it by the title bar and drag it down to the bottom of your screen so you have a clearer view of some other program Well Tracks remembers where you left it And the next time you click on Customer Maintenance the program trying to be helpful will bring it up exactly where you put it the last time This is all well and good but eventually you may have various screens opening up all over the place and you decide to restore order This utility resets all those remembrances of screen positions and allows Tracks to start displaying screens in the middle again Where is it Go to Management Special Functions Utilities and select Reset Moved Screens Export Student List What does it do Sometimes it is useful to be able to export your student numbers and names on an as needed basis This utility exports a list of your students to a text file so they can be uploaded into another program like RevTrak All you have to do is tell the program where you want it to put the file Where is it Go to Management Special Functions Utilities and select Export Student List Using the Screen T Export Student List Play School High School Please choose a location to export pour student data Location to Save Export Si E Z aeoe A Coes 2 Location to Save Export
76. payments received and amounts charged on account Total Payment Received Enter the actual payment received Data loading options For the next three fields you may choose to either load the value from your import file into Tracks or you may indicate a specific value to be loaded instead Page 19 3 Tracks User Guide Validate Click on Validate to have Tracks check the selected data file The program will check that Customer Numbers and ltem Numbers match between Tracks and your import file It will also make sure that the amount you entered matches the total amount of the transactions in the import file If everything is correct you should see the message below r Validation Status Import Manager has validated that all Customer Numbers and Item Numbers in the import file are valid Edit Data Click on this button to see the data that has been imported and edit it if necessary Import Job Journal What does it do The Import Job Journal will print a report of Import Jobs that have not yet been updated This Journal includes each line of the data that was imported Where is it Go to the Modules menu Import Manager and select Import Job Journal d T Import Job Journal Play School High School HP DeskJet 500 on LPT1 SALLY ZPLAY 08 13 05 Tracks User Manual Page 19 4 Chapter 20 Donations Tax Credits For schools and districts in states like Arizona Tracks makes it easy to collect and track
77. re doing a fast Closeout during Fall Registration and don t want to wait for many pages to print before you can start selling again Clear the check box to print summary data only at Closeout You can always print the Sales by Receipt Report later if you wish Print Items Used Report If you check this box Tracks will print a list summarizing the total quantity sold for each item on this Closeout Print Check Detail If you check this box the Closeout Summary Report will print a detailed list of all checks collected Page 3 11 Tracks User Guide Print Credit Card Detail If you check this box the Closeout Summary Report will print a detailed list of all credit cards collected For security purposes only the first four and last four digits of the credit card number are stored and printed Print in Check Number Order If you check this box the check detail section will print in check number order If you do not check this box the check detail section will print in receipt number order Print Receipt for Moneybag If you check this box Tracks will print a money slip on the receipt printer that can be included in your moneybag to take to the bank Check the Include Checks and or the Include Credit Cards checkboxes to also print check and credit card detail on the money slip Note The following options only pertain to schools that export transaction data directly to their district computer systems If you have questions about ho
78. regular charges and sales this one one for Donations and one for communication about TexTrack books and charges Tracks comes with a Form Letter called BALDUE shown below This letter will print the school name and address the Customer s name and address and a detailed list of amounts due You can write letters like this statement or NSF checks or field trips or anything else you want Where is it Go to Reports Customer Reports and then choose Form Letter Maintenance Using the Screen T Form Letter Maintenance Play School High School Simi Letter Code BALDUE Copy Information from other School Choose a field from the drop down uN postion cursor in the letter right Description Balance Due Letter mouse click and PASTE Or simply type the field like D l SCHOOL gt DATE gt lt RECIPIENT gt Dear Parent Your student has outstanding amounts due as of this date The amounts due are detailed below STATEMENT Please remit this amount to the address above at your earliest convenience If K SALLY PLAY 03 50 05 Letter Code Enter a new code for your letter or select an existing code from the lookup Copy Information from other School Click on this button to look up a school and then select a form letter from that school to import here Description Enter a description for this form letter Fields The fields available for this form letter are shown in the drop down window To select a fiel
79. setting up your point of sale equipment Then we ll cover adding your school Before you can begin using Tracks to make sales and process transactions you must first make sure your system is configured correctly to work with the POS point of sale equipment you have receipt printer cash drawer and scanner You must also tell Tracks how you want your system to operate It is a good idea to set up your equipment BEFORE dealing with the system settings For information about setting up and testing your POS equipment see Appendix D In this chapter well cover all the setup options and how to change to a different user or school Set up your Point Of Sale Equipment If you plan to use a scanner receipt printer and or cash drawer with Tracks it is best to get them hooked up first before starting to configure the software We have provided detailed descriptions about how to physically connect this equipment in Appendix D Once the equipment is hooked up you can test it to make sure it is working correctly by making sales in PlaySchool our demo data school Use the Test POS Equipment option found on the Management Menu System Maintenance Menu You can test your scanner receipt printer and cash drawer from this screen POS Equipment Test What does it do Use this screen to test your receipt printer scanner or cash drawer to make sure they are hooked up correctly It is a good idea to test your equipment anytime your computer system has
80. such representation will not bind Blue Bear Software TRADEMARKS All brand names and product names used in this manual are trade names service marks trademarks or registered trademarks of their respective owners Windows is a registered trademark of Microsoft Corporation SchoolBooks Tracks and Blue Bear Software are trademarks of Blue Bear Corporation Tracks User Manual Page ii Table of Contents Chapter Into dUCH ON cia 1 1 MOW to Get Sil E id 1 1 FIOW Ine SCreens elle Belle DI Ce 1 2 Tracks e EE 1 2 Beie ale GE 1 2 Ghapter 2 Gening Started WE 2 1 Sel Up Your PONE ES EI e 2 1 o Nenn EE 2 1 SCHOO WM ALOT AI CS si de 2 3 AY Data in rro dd dat 2 5 BAG BID IN ileal E 2 5 Briten a 2 6 nel Menotti rta 2 9 beier EE 2 9 a A 2 9 Support Customer Ronald oie 2 9 Bie Bear Wy CDS ie asa EE 2 9 PIERS CONE is 2 9 Release e a t 2 9 E ee tias iidone 2 9 NS er Cale Te EE 2 9 VA Usa Sec hace ae cee a inated tah ok cece eve AG el o 2 10 Gara lie qee glo o OPA tap rt tear este Gee testers meet Soe RN ea A een re 2 11 Frequently Asked QUeSHONS cries ia do ae Gti tua dd o 2 11 Chapter 3 Customize Defining Your OptiONS ooccconncccncconnccnnnncnnncnnnncnancnnnncnnnnnnnnrnnanenns 3 1 elt ee OSA a ie ae lil is di a 3 1 Workstation settings Receipts TaD nia tii 3 1 Workstation settings Hardware Tab EE 3 3 A ei EE 3 5 Workstation Settings Scanning Tab asada 3 5 Workstation Settings Email Settings Tab nuria a a
81. tai 6 2 Taxable ems ida 6 4 Temporary CUStOMET coocccccccccnnnncccnnnnnno 5 1 14 4 15 1 Tendering Payment ccccsseeeceeeeseeeeeeeseeeeeeeseaees 7 5 TexTrack Tvpeltems 6 2 6 20 Tracking eoupment 18 1 Transfer Customer History ooccccccccccooo 14 4 15 1 Type CUSTONIGN EE 5 4 hr EE 6 1 6 3 6 9 U O A A 3 15 Customer Maintenance 5 8 5 10 5 11 Tracks User Manual Item Maintenance occccooccnccnncnncnnnnnnnnnnnnonnnnnnonnnnnnos 6 7 O adena 9 5 9 14 Update Customer Balance Due sensssnnnseeeneeen 11 6 Update quantity on hand from SchoolBooks 15 4 A A agar 4 2 User Group CODES srta cd 4 2 User Password nnne See Password User Group Code Maintenance cccccoocccncccnonccnncnnno 4 2 User Defined Fields See UDF s Users Enange Usar dl 2 10 VE a E ne 4 2 SE EE 4 3 A A meee ne een fe 12 1 V Vehicle A eta ever ner yma terrae etre 6 2 6 16 Set up Parking Permit em 14 5 VENICE LOU ci 7 10 Vehicle Lookup Report nnnsnnnnnnnensnnnesnneenennnne 7 11 Vehicle Maintenance occcccccnccocnccncnnncnnnonannnnns 7 11 Vehicle Heport 7 12 Vehicle Trackmg 7 10 Vehicle Type ltems 6 2 6 16 Version Number 2 9 Void a transaction ooooccncccconnnonccononnnnncononcnnnnonanenns 7 5 Volunteer Hours A EE 11 7 M 6 21 in 9 27 W tee EE 7 1 Workstation Settings nnnnennoeaaannnnnneennnnneneeennni 3 1 Y ea Clas E 5 3 Page 24 20
82. tana 2 1 Setup and Tesi eiii 15 4 Postal Mall LiS ernen 5 6 Pres Da yMeniS cis 7 7 Prevent payment with check 14 2 Prevent student from buying nnnsns0nnnnsannnena 14 2 Previewing Heports Ak 9 1 Price Level GUS Met ii 3 7 5 4 A EEE RTE E STE EEEE 6 6 Price Level EEN 3 7 12 4 Steeg AS 6 5 6 6 Print extra receipt 6 5 due PONS rd eto dal 3 4 Printing Dar codes 16 1 PRO Car Data et ad Sees cere ee 11 8 Product Type Items cee 6 1 6 10 Promotional Pricing ccoooococococcnconooo 6 6 Prompt For BONUS feld ooin nidad tic eege de 6 7 FOF GLACCOUN o cdas 6 5 PODIO eee erences Sneha rent ie an rere nr ieee 6 5 OF elt de E 6 5 FundRaiser Code c oooccccncccccccccccnnccccnconncnnnncnnnnnnos 6 17 Purge FundRaiser history cccoooocnncnconocooo o 11 10 Q Quantity limit at time of sale 6 5 Quantity on hand 6 5 R Receipt Printer SEUD oaa i 15 5 TOS UN roda 2 1 e 3 3 Receipts Fe PMU E 3 1 Re Export to Accountmg 12 3 Refund date carlos 7 8 14 3 Create invoice in SchoolBO0ks 14 3 Integration with SchoolBOOKS asannneneannnnaan 3 20 Page 24 19 Register Software nnnnnnnnennnnnnennnnnnnnnnnnsenneennee 2 9 Registration Forms ciasne a a 16 9 Release Notes A 2 9 Renumber Merge cooocccccccnncconccononcnnnocnnnnonnnonanonos 12 2 Reorder level ciar bee tal prec ns soi 6 5 Reorganize Desktop Buttons 4 7 Reports
83. the program will print the endorsement on the back of a check The program is smart enough to only print the endorsement if the Payment Type on the Work Screen is 5 Check In the setup example above the program would do the following if Payment Type is Check 1 Print slip document that you insert 2 Print receipt 3 Print endorsement on back of the check you insert The slip endorsement lines text found on the Messages Tab in School Settings allows you to enter whatever text you want to have printed on the back of checks you will deposit For example you might have something like the following Line 1 Pay to the order of Line 2 Play School High School Line 3 Sunshine Bank Line 4 Account 89766 9087 T Customize Play School High School Receipts Hardware Scanning Emai Settings Cash Drawer Printer Ports Receipt Printer Type Epson Slip TM H200011 sl Receipt Printer EPSON TM H600011 Receipt on Ne si Number of Receipts to Print Report Printer HP LaserJet 5 on LPT1 Activate Cash Drawer Closeout Printer HP LaserJet 5 on LPT1 Cash Drawer Intelligent Label Printer HP LaserJet 5 on LPT1 Open Drawer for F12 Sales ae Slip Printer EPSON TM H600011 Slip one e Allow C to Open Cash Drawer 5 ona ect Printer Options Print ipt and then sli Password to Open Cash Drawer E LAKE Zj Inches from top 1 50 String to Open the Drawer Select Port EEN FLA 01 19 06 Tracks User Manual P
84. the scanner Make sure the scanner is hooked up to the computer keyboard Click on the Scan Test button Scan a bar code Watch what prints in the test box Verify that the scanner saw what you think it should If the student ID number on the ID card looks like 123456 but the scanner read 00123456 you may think you have a problem but you don t have a problem You just need to tell Tracks to strip and 0 from the bar code it reads before it tries to find the Customer number Enter characters to strip from the bar code under Customize Workstation Settings Scanning Tab You can click the Blank Screen button to clear the text box so you can scan again If Something Doesn t Work Correctly Check your connections Do you have power Is everything plugged in tightly Has a cable been damaged Try switching a power cable or computer cable with another one that works correctly Call Blue Bear for a loaner If you purchased your POS equipment from Blue Bear you are automatically qualified to participate in our complimentary HOTSWAP program If you call before noon PST well overnight you a replacement scamner or printer or cash drawer and get yours fixed for you in a short period of time Tracks User Manual Page 2 2 School Maintenance What does it do School Maintenance is used to define the schools in your system When you load the Tracks software you will automatically get a school called PlaySchool that has the code
85. to enter the credit card number For security purposes Tracks only stores the first 4 digits and the last 4 digits of the credit card number In the example above we ve entered 456787877 so the program will store and print the credit card number as 4567 8777 3 American Express Choose 3 for American Express You will be prompted to enter the credit card number For security purposes Tracks only stores the first 4 digits and the last 4 digits of the credit card number 4 Discover Choose 4 for Discover You will be prompted to enter the credit card number For security purposes Tracks only stores the first 4 digits and the last 4 digits of the credit card number 5 Check Choose 5 for check You will be prompted to enter the check number and name on the check although these are optional fields If you do not want to be prompted to enter the check number and name on the check change the Enable Check Number Name field setting on the Work Screen Tab in School Settings 6 Charge to Account Choose 6 to charge this sale on account You will use this payment method to record fines owed by your students You will also use Charge to Account to record Accounts Receivable type items For more information see Charge to Account Sales 7 Multiple Checks Choose 7 to enter multiple checks for this transaction You may choose to enter check numbers as the names on the checks You might choose this option when
86. total due for each Customer by looking at each outstanding item in the Accounts Receivable transaction file You would only use this program if instructed to do so by a Blue Bear Support Analyst Where is it Go to the Management Menu Special Functions and select Update Customer Balance Due Using the Screen E S T Update Customer Balances Due Play E E This process will update balance due information for Customers that owe you money Select Update to continue or Cancel to return to the main menu Dr Download Annual Update What does it do Everyone must do a Dr Download Annual Update before the new fiscal period begins The Dr Download Wizard will step you through the process of updating your database for the new school year During this process Dr Download will load your new students purge old data and set Tracks up for the next school year You will be asked to provide a data file of your complete student database for the NEW school year You will also be asked some questions about how you want Dr Download to set up your Tracks data for the NEW school year This process could take up to 30 minutes so please ensure that you have enough time You may need to help Dr Download interpret the layout of your Student Database Don t worry You can cancel the process at any time Follow the steps in the wizard Please note In order for Dr Download to purge the seniors who have graduated and do not owe money these senior
87. type items That means you DO track quantity on hand information for this item If you have an only a certain number of this Item to sell it s a Product type item When you sell a Product type item on the Work Screen Tracks subtracts the quantity sold from the current quantity on hand Adding Quantity on Hand Information The on hand quantity field should be left blank until you are ready to use the system for ringing sales transactions Note the system tracks on hand quantities for Products not Services Take a physical inventory count and enter on hand quantities by following the procedure for editing or receiving items Example PENNANT See the screen below Customer Required is not checked because we don t really care who bought it The GL Account is entered because the money always goes to the Student Store Income account We have entered a Department and checked Include in Physical Count because we want to count this item We ve entered a Quantity Limit of 1 because these are SO POPULAR we want to limit sales to One per Customer We ve entered stocking levels so we can tell when to reorder T Item Maintenance Play School High School PENNANT a Description PENNANT 1 Main 3 Additional ltem Mo m Type Last Activity e Levels Cust Regd LI Frompt GL GL Account 4250 4041 Q Prompt Price Sundry Price T axable Cost Last Cost Grade Limits STUDENT STORE INCO Prormpl Qty
88. will display the Customer lookup window Now choose the right Joe Smith 12 Tracks will transfer the sales history from the old temporary Joe Smith to the new real Joe Smith How to set up staff as a customer If you want to track which members of the staff have purchased yearbooks you must set them up as Customers We recommend that you set up your clubs and trust accounts as Customers with ZZ preceding the Customer number and name so that non students will not be sorted in with real students You may want to have staff members begin with XX or something that will keep them grouped together and yet have them accessible How to set up an Item for a dance Go to Item Maintenance and add the Items Let s assume you want to sell tickets to prom You might set up the following items e PROMS Prom Single Ticket Price 30 00 e PROMD Prom Double Ticket Price 60 00 e PROMG Prom Guest Price 0 Lo Tracks User Manual Page 14 4 Be sure to enter the same Grouping code for all Items which pertain to the same function Then you will be able to print a Grouping Report showing everyone who is going to the dance with his or her date s name Using the Bonus field You can use the Item Bonus field for tracking bid numbers or the guest s name if that works better for your school Your best bet is to go into ZPLAY PlaySchool and try a particular setup to see how it works and if the reports will work for you Try add
89. you to edit it If the Item description has been set up with the pipe character only that part of the description which follows the pipe symbol will be edited You might use this feature to enter the specific number on the student body card or prom date s name When you press lt F6 gt the cursor moves to the item which is LOWEST on the screen If you want to edit the description of several line items start with the lowest one first F7 Tax Change total tax amount If the system is displaying the wrong sales tax you can correct the sales tax amount by entering the correct amount here F8 Customer Lookup Find a Customer record Tracks displays a list of Customers You may search by Last Name Customer Number or Other ID Press lt F8 gt the first time to look up a Customer press lt F8 gt when the Customer is on the screen to edit the Customer record F12 Fast Cash Sale Press lt F12 gt to complete a transaction instead of lt F9 gt This button is only active if there is no Customer record on the Work Screen You may not do Fast Cash Sale transactions when selling to a particular Customer The system assumes the transaction is paid in cash and will not prompt for payment type F9 Print Press lt F9 gt to complete the transaction Tracks will prompt you to enter payment type information and then print a receipt if receipt printing is selected CH Customer History Click this button or type CH to
90. 1 entro tp Te dl Te EE 9 21 en Pace ur ito 9 22 Donation Tax Gredi Rebollo oil EDO 9 23 Donans DV Gil e io E 9 23 DONADAS DE e ieee cist 9 23 DOMAUOMS DY DONO REDOM rans a a a a A A E A 9 24 DONNE HI NEE 9 24 Form Letter Maintenance DONATIONS unidas iii ii ida ne 9 24 Form ener lala E Ree dee 9 26 oa is DEE 9 27 Gemeen 9 27 Sleigh 9 28 Chapter 10 Collecting Money Owed ooccccccccccccccccccccccnncnnnnnnnonnnnnnnnnnnnnnnnnnnnnnnnnnonnnnnnnnnnos 10 1 EMECHING e EE 10 1 Accepting Payments Against RI CN 10 1 Check ee Di e DE 10 2 o yA 10 3 Chapter 11 Special FUNCION Sii ad 11 1 Dat Tee Te EE 11 1 RESTOS OM BaCKUD EE 11 3 AS Ge 11 3 Ian eet Student PICS ia taa 11 4 EXPO IRIS WA TANS LOY ido nosed 11 5 Wodate Customer Balance DS cis lc 11 6 Dri Download nt Ee 11 6 Clear Volunteer Ao Sad oil bicis 11 7 MOCIN BONUS ataca orita al rails acid a 11 7 SA O eebe 11 8 Master Ad ROO tos 11 10 FundRalser Eeler Det 11 10 GIOSCOUMFISIONY coso Es ia 11 11 Chapter E ITT 12 1 File Repair Utility Key Repair Utility and File Analysis and Repair ooccccccccccccncccccncconccononnconncnnnnncnnnonnnanennnnnnnns 12 1 A ene Pr ec a en Pe en oe ee 12 1 RENUIM DE MES EE 12 2 Page v Tracks User Guide Tal elei GE TOM Sci EBOOKS tai escalate ad ace ale ed cena de eed 12 3 FICS X DOM to ACCOUNT O O aul death Shel tues Od Pal nce Td net data 12 3 CUSIOMEES e IC Sy EE 12 4 A o AU Wisi ced bts a a pe renee thle Spe ecu vb a a Sana lc el
91. 2 English 9 Section Mumber 10 Term A Period number 1 Teacher Name AUSTIN A Austin Reggie Course Description English 9 Room No or Description R 02 IRE E 2PLAY 11 20 06 Class No Enter the class number here These should all be imported through Import Classes Course No Select the appropriate course number for this class Section Number Enter the section number for this class Term Enter the term in which this class is offered Period number Enter the period of this class Teacher Name Enter the teacher responsible for this class Course Description Enter the full descriptive title of this class Room No or Description Enter the location where this class is held Page 23 11 Tracks User Guide Schedule Maintenance What does it do In Schedule Maintenance you can view the imported schedule of any student You cannot make any changes on this screen Where is it Go to the Customer Menu Course Schedule and select Schedule Maintenance Using the Screen T Schedule Maintenance Play School High School Customer Number 901257 Name Way Reginald Term Period Course No Class No Description 20071 2 ENOS EM Enalish3 20071 3 H525 HS2512 Civics 20071 4 HS13 H51328 US History 20071 6 MA15 MA1570 Algebra O ZPLAY 01 08 07 Tracks User Manual Page 23 12 Student Fee Generation What does it do The Student Fee Generation screen is where yo
92. 23 Blat leie CG 20 1 Donation Maintenance aannnannnannnnnennnnnnnnnni 20 1 Donor Maintenance ccccocncccccnccocnccnnnncnnnnonanonnns 20 2 Form BCEE 9 26 20 7 20 8 Kielen GE 20 5 Transactions pecado case 20 4 Donations by Donor Report 9 24 20 6 Donations by GL Report 9 23 20 5 Donations by Item Hepnort eee 9 23 20 5 Donor LISUING iii dia 9 24 20 7 Dr Download uma di 5 1 11 6 E Edita transaction iii is otic ee 7 5 Edit Customer Record on Work Screen 7 6 Email Ema BEEN 5 6 FONT Let srta 9 19 Tracks User Guide Sending from Customer Maintenance 5 6 EMASEO Sursa a 3 6 End of Day Closeout ooccccccccocccnnccnonncnnos See Closeout Entenng Debito ia dad sal 10 1 EaUPMEN EE See POS Equipment Equipment QUE ee ee 7 4 Equipment Tracking nnnoeneeeenensenensnneesrreesennnne 18 1 Equipment Maintenance ooocccccccccnncnccccnnccnnnnnns 18 1 EQUIBMent REPO ca ia ad 18 2 Equipment Type Items 6 2 6 18 Explode Kits IN Hist vicio 11 5 Export data from report previeW ooooccccccconccnnconos 9 2 Export from Mother to Daughter oocccccccocccccc 21 1 Export from Tracks to SchoolBooks 3 19 15 2 Export in Summary or Detail 6 7 Export Student US ii ts 12 5 Extra receipt with no price 6 5 F Fab Keele ri 7 3 Faculty as Cusiomers 5 1 Fetten eegene aere E
93. 3 WarningS occccocccncnnccncnnncnnononcnnnnos See Backup Manager Balance Due viuda 11 6 Balance Due Report ooccccconcncccoccnconoconoconcnnonanonnnnos 9 15 Bal CodeS e el e 16 1 SNE 16 1 Command Bar CGodes 16 10 Customer Mailing Labele 5 15 JOD Definitions va at 16 3 Label Layout EE 16 7 Registration FOIS an blancas 16 9 Blue Bear Connect 2 9 Blue Bear Website oocccccccooonccncccconcnnnncnancnnnnnnnns 2 9 Bon S Cl DE 6 7 In Equipment Maintenance occccccnccnccnncnnccnncnno 18 2 MOGI aa 11 7 ON REDOV onian des 9 5 9 7 18 3 Using for dances iii ada 14 5 Buttons on the Work Gcreen 4 6 C Cash Count SCreen cerrar an o eaa ai 8 6 Cash Drawer OPIO Ser e eile 3 3 EE eu eege 15 6 TESTO BEE 2 1 Category Code ooooccccccccocooocononoccccnnncnonononoss 6 5 Change a prom date ooooocccccncccccconnccnnnncnononanonons 14 1 Change Sales Tax Ament 7 6 Change SCHOO E 2 11 Change Us ratio 2 10 Charge to Account Gales 7 6 14 1 Check LookUP eege des des 10 2 Checks OK wnhNoCustomer 6 5 Class Maintenance 23 11 Clear Volunteer HOUrS ooocccccncccccconnccnnnnccononnnonons 11 7 A EE 8 1 JEE Le st leia ade 21 6 Multi user optons 8 1 OPUS tdci 3 10 3 11 REDONS ii lito 8 4 8 6 CIOSCOUE FISIONY israel Dee Sdegt teg 11 11 Closeout Summary Report Ae 8 6 Club Account Numbers 5 1 Color of Desktop 4 6 Command line on Work Screen ooooooccccncccccnnocccnns 7 3 Page 24 17 Convert data from prior versio
94. 3 8 Trg of al B Fe E 23 8 Page vii Tracks User Guide IFyotsare USING Texto EE 23 8 If VOU are USING COUISE RECS ed e ad o e ah do 23 8 COUS e TIET Te 23 9 Course Feo Mantena E serseri 23 10 EEN ENTREE 23 11 Senede Ee rer EEN 23 12 Student Res General ieee nent tt lora tai ae a eT et Eo ai eT a a 23 13 CONVE Fees 10D eDiS tine nose eon etnia ted e e ne er ETO a eT ER en a O 23 14 el RTE el TEE 23 16 KEE 24 17 Tracks User Manual Page viii Chapter 1 Introduction Welcome to Tracks Student Fee Collection Software We think you will find that Tracks is easy to learn and use This chapter describes how to get started and where to find things on the menus Chapter 2 goes into further detail on how to set up your system for you school You will find that you already have a school in Tracks It s the ZPLAY Play School High School and it s demo data that you can use to play with and learn on Play School is a place where you can go to try out the things you are learning You can t hurt anything so you can try everything How to Get Started Install register and update your software 1 Install Install the software according to the directions that come with the CD 2 Register your software You can use the software for 30 days before you must register But you ll want to register right away so that Blue Bear will know you re out there and so you can get updates 3 Get Updates You should update your software as soon
95. 5 Sort By You can choose to sort the Item Reorder by Item Number or Department Number Department To select all Departments leave the All box checked To select a range of Departments enter the starting and ending values in the appropriate fields Item Number To select all Items leave the All box checked To select a range of Items enter the starting and ending values in the appropriate fields Remember Settings Check this box to have Tracks remember your settings for the next time you run this report Physical Count Worksheet What does it do The Physical Count Worksheet allows you to print a report to be used for counting your inventory items Only Items marked in Item Maintenance will be printed on the report Where is it Go to Reports Item Reports and select Physical Count Worksheet Item Maintenance If you want an Item to be printed on the report check this checkbox in Item Maintenance on the Main Tab You should only check items that you actually want to count Include in Physical Count Using the Screen F T Physical Count Worksheet Play School High School HP Desta stoor let SALLY PLAY 10 09705 There are no options for this report It prints one line for each Item selected The report may be printed or previewed to the screen Items on the report are sorted by Department item Grouping Listing Page 9 21 Tracks User Guide What does it do The Item Grouping Listing allows you to print o
96. 6 Schedule Charges Book Books Qut Date Out Price Zeie UUUD American History 01 17 07 2323 0007 Geometry and rou 01 17707 2356 0015 French Lessons 01 17 07 644 0002 The Electrical Field 0171707 Charges Rec No Date Description 0000 22 01 17 07 PAREFINE Parking Fine 1 7706 15 00 1500 200 Cresen ap Books Out You will see all textbooks currently checked out to this student If the textbook color is Black the student is enrolled in a course that uses this book If the textbook color is Blue the student is not enrolled in a course that uses this book If the textbook color is Red the textbook is overdue Charges Tracks shows you all current charges on this student s account If you would like to take a payment from this student go to the Work Screen bring up this customer then type P in the command line to take a payment For more information see How to Take a Payment on Account in the How To Chapter Page 5 11 Tracks User Guide Finding a Customer on the Work Screen Because most of the time you want to track sales by customer the customer record must be identified and brought to the Work Screen before a sale is completed If the customer has not been added to the system the record may be added at the time of the transaction Customers in Tracks are displayed sorted in Last Name order by default You can find a Customer on the Work Screen by scanning the Customer s bar code typing in the Customer num
97. 7 4 EdIU Old Trans aci ei E 7 5 Change sales Fax nn e in dd 7 6 Edit GUStOMEl RECO yonden ls lia eli e 7 6 Charge to Account Gales nterne rn rerenne 7 6 Returns and Exchanges IOPAAAER OO OA un EEEE anrr nn areen narenn 7 7 Return An ltem For A Cash EE 7 8 Return An Item For A Credit On Account 7 8 Return An Item and Issue a Refund Check srissseiea a a a a a a a iia 7 8 Parking Permits amp Vehnicle Tracking EE 7 10 Ee Uer hee WEE 7 10 Venice Lotina edited o 7 10 Vehicle Manten ancestro 7 11 Vence TA CONN aro liada 7 12 Chapter 8 EEGENEN 8 1 Dally odes An a a e a 8 1 Ee TEE 8 1 Closeout ee Tu 8 6 Closeout Summary epocas ico ln alisado loco iia ees 8 6 Sales DY EE EE e eege dla 8 6 Tracks User Manual Page iv Chapter 9 Repons MENU scii EEN 9 1 PrEVIEWINO TAC DOM Sancionar imac 9 1 Using ne Preview IUACTION to EXPO datan is 9 2 pore ko EE 9 4 Sales DY Hem Customer REDON A is 9 4 Sales DY GhOwlpinG ET LEE 9 6 Sales DY EE RED EE eases 9 8 kem RequitemMent ROI ee O An 9 9 Mule mrSales Rep rs 9 10 SUMMA Y DY Nei A A a Stas Secular aaa 9 11 tem NOU BOUGMIE ROD td NA AA A AA A 9 12 CUSTOMER IAS o o dat 9 13 Customer TESTING O ae Atul tates 9 13 Balance DUS Rea A AD AAA naa eta tenuate 9 15 CUSTOMERS OA O a o O a A aad 9 16 Seiwert ANC di A ASES A AAA 9 17 Form keter PENN e AAA AAN E a 9 18 kon REDONS A A A cn 9 20 NS A A ee ee 9 20 kem valjan RODO uti A AE AA AAA AA A 9 20 kem Reorder en E A A A E 9 20 Bieren COURT et 9 2
98. 9 754 2069 2006 850 391 9372 Address 22 Hummingbird Lane 10 Elm Street 318 Melrose Ave 318 Eldorado Drive 123 Elm Street 19131 Treecrest 4ve Cho Stephanie 2004 619 456 7894 Cruise Tim 004 850 456 7892 Danson Christopher GL HUE OU Butterfly Street Davis Heidi Sort field PY Kenmore Drive Edwards J aime determines how 9 Walton Lane records are sorted Sea Breeze Way Sort Field You can click on Customer Number Last Name or Other ID to change the sort order In the example above the records are sorted by Last Name the default in Tracks You can now either search for a Customer by using the scroll bar on the right or typing the first few characters of the Last Name in the Search Entry box It is not even necessary to position the cursor in the Search Entry box you can simply start typing when the window opens Tracks knows you are looking for a Customer and goes to the next closest entry If you wanted to find a particular Customer and you only know the Customer Number you would first change the Sort to sort on Customer Number then type in the first part of the number you want to find When you find the entry you want either click on Select to select it or double click on the item Page 1 3 Tracks User Guide Chapter 2 Getting Started This chapter covers system setup including how to set up your new school and options about how you want Tracks to operate First we ll discuss
99. A A A AAA A TS 3 6 EE e EE 3 7 SCHOO Sen gs WORST did caia 3 7 School settings Lee erdroe RK e EE 3 10 oChool Settings ClOSCOULS E e EE 3 11 School Settings Other Settings EE 3 13 School Settings UDF S Tab a ada 3 15 LOCK EF ATT AMO di a 3 18 SCHOO MMe WINGS Messages TaD seis pacts cites ctrl ie e dial 3 18 SCHOO SeUIMOGS Integration Tab ismael iaa 3 19 NISE EE 3 21 Chaplter 4 System Maltenance eege 4 1 System ecu uta iia 4 2 User Group Code Maintenance ccccccccssssececcceeeeeeeeccaeseeeeeesaeaseeeessaeaeeeeeseueaeeeessuaaeeeeessaaueeeeesseaeeeeessaaeeeeessaaaass 4 2 Menu Secuestro ao 4 3 EIERE si iia 4 3 Maintenance Prod gn aia dan 4 5 SCHOO SSCUMLY Mantencion 4 5 Desktop BUON MAINS NANCE nia dia iaa 4 6 FAGOLG ani Ze Desktop ET te E 4 7 Stal Buton MalmtenancOn comia aaa 4 8 Auto Complete Maintenance ccccccscceccceccseeseceeeeaeeeeeeeeeseeeeeeeeseeaeeeeeeseeeeeeeeesseaeeeeeesaaaeeeessseeeeeessaeeeeesseseeeeeeesas 4 9 GL ACCOUNT MAING N ANC EE 4 10 Chapter 5 Customers People 8 Organizations oooccooncccocnccnnncconanonnnnncnnaronnanrnnanrenaanrnnanos 5 1 EAINGS 10 Tal ADO Usina iaa cacas 5 1 Customer Maltenance aaa aaa 5 2 Page iii Tracks User Guide Customer Maintenance Main Tab 5 2 Customer Maintenance Parents Ta tii 5 5 Customer Maintenance Contacts Tab tege 5 6 Customer Maintenance History Tab EE 5 6 Customer Maintenance Additional E Le EE 5 8 Customer Maintenance Schedule EC EE 5
100. AA 15 3 Creation Of INVOICES oooocccccnnccconcnoncnnnncnnnnnnos 15 4 Export in Summary or Detail coo 6 7 Import Category Code ccccccccncocccccnnccccncnoncconnncnos 6 5 Import GL Accounts cist ia oie 12 3 Integration with Tracks 3 19 15 2 NSF Checks cesaron dadas 3 20 15 3 15 8 Re Export to Accoumtmg 12 3 See EE 3 20 Update quantity on band 15 4 Selective IMPONE ui ica 15 3 Selling Multiple quantities vos iii 14 4 Re SE EE 14 4 When not in Stock a nnnnennnnenneeennennnnenrnnnnrnennne 14 4 With no student ID number 14 4 Tracks User Guide Service Type items 6 1 6 9 SESSION COMSOIS ias 12 1 Set up a New School 2 3 Set up Items for dance oooccccncccccnconnccnnnccnononnnnnons 14 4 Special FUNCIONS a cecconoccocininanicnincccniminesccontacinci n 11 1 Splendia datosde 7 5 SPOS le We TEE 14 5 Stai as CUSTOMETS arrn 5 1 SEN En ei E 7 1 SINO EDO atinada doin 4 8 Star Button Maintenance ccooooccccnnccccnnonnnnnnnnonos 4 8 Status CUSTOM Tsun aora iio 5 4 Student Class Schedules o cccooooooccccncccccnnooccons 23 12 Student Fee Generation 23 13 Student PROS ii a 15 10 Stud nt PICIUTES cuidad 7 1 11 4 Student Update Ulm 15 12 Subsidiary eme 6 22 Summary by Item Heport 9 11 O A 6 4 7 4 Supervisor CODES cuidan aii cin 4 2 Supervisor Security naonin 4 4 System Security cccccccococcnnnccnncccnnnonnccnnnonononanononnnonos 4 2 T Tangible ProQuets cios
101. BarMaster Customize options allow you to fine tune BarMaster printing for your specific printer Sometimes printers don t feed evenly or have spacing issues For most users and most printers BarMaster prints mailing labels and bar codes correctly with no adjustments But if you have printer challenges try these adjustments If you have questions please call Support Where is it Go to the Modules menu BarMaster and select Customize Using the Screen T BarMaster Settings Top Margin 0 0000 Inches Left Margin 0 0000 inches Increase Size by 0 0000 Inches Skew right columna down 0 0000 Inches O e Top Margin Enter the top margin in inches BarMaster will go down this far and then start printing Left Margin Enter the left margin in inches BarMaster will go over from the left this far and then start printing Increase Size by If when you print your labels you think that the label height is set correctly but the labels either don t reach the bottom or go too low on the printer you re using you can use this setting to adjust how tall overall BarMaster will print on the page This will affect all labels in the same manner For example if the last label on your page is 1 inch too high then enter 0 100 in this setting and BarMaster will adjust all the labels so they will print correctly In this way if you change printers and your labels aren t aligned vertically correctly you can adjust ALL your label layo
102. CHE ltem 3 PARENTCON ella le ltem 4 ltem 5 ltem E ltem UI ltem 8 ltem 9 ltem 10 l i aja EE Done SALLY PLAY 10 03 05 Item Lookup Button When you first enter this screen you can click on the Item button for a lookup into Item Maintenance to find the item you ll use for your Master Item Master Item Enter the Master Item which will be sold to all appropriate students For example you would sell the SPORTSCLR Item to everyone going out for football This lookup will display all the Master Items you ve entered Subsidiary Items Enter up to ten Subsidiary Items for this Master Item These are the items you want to track for all those people who have been sold the Master Item For example everyone going out for sports needs to bring in a physical grade check letter from parents etc Set up all these items as Items and enter them here as subsidiary Items under SPORTSCLR You may scroll through existing Master Item information by using the browse buttons Using the Print Button in Item Requirement Maintenance If you click on the Print button at the bottom of the Item Requirement Maintenance screen Tracks will print the Item Requirement Listing Tracks User Manual Page 6 22 Item Requirement Listing What does it do The Item Requirement Listing Report allows you to print or preview Item Requirement information The report displays Master Item number and Component Items for each Master Item Where is it G
103. CK Returned Check Fee ltem Number MSFOHEFEE MSF CHECK FEE Actual Bank Charge Authorized By Name for Adjustment Mary Smith Returned Check Item Number Enter the Item number you use for returned checks When Tracks sees this Item on the Work Screen the program will automatically create an adjustment for SchoolBooks when you do a Closeout Returned Check Fee Item Number Enter the Item number you use for returned check fees When Tracks sees this Item on the Work Screen the program will automatically create an adjustment for SchoolBooks when you do a Closeout Actual Bank Charge Enter the amount your bank charges you for bounced checks Tracks will use this as the amount of the Adjustment in SchoolBooks Note this is NOT the amount you charge the student Tracks will charge the student for the Price on the Item in Item Maintenance Authorized By Name for Adjustment Enter the name to be entered in the Authorized By field of the Adjustment in SchoolBooks When Tracks creates the Adjustments above the program will use this name in the Authorized By field Appendix F Backup Procedures Make a backup of your data every day One effective way to backup is to rotate five diskettes using one on Monday and Wednesday a second on Tuesday and Thursday and the remaining three on subsequent Fridays Some schools keep their data on a network drive at the school site or at a district office The assumption is that if your data is on a network drive
104. CK ci ns 14 2 LOOKUP GE 1 2 M Makai cios 7 1 Manufacturer bar code oooccccccccocccncccconccnncononcnnnnnnnns 6 1 Vu EE 3 19 Master Audit Report oooccnncccccccnccccnnccnncnnoncnnnnos 11 10 Master Wem 6 22 9 9 Matrix Type eme 6 1 6 11 Menu Security occccooccnncccnnccccononnccnnnnonononnncnnnnonnnnnnos 4 3 M diIV BONUS ossea 11 7 Multi ltem Sales Report ooooncccnnccccnconncconnccnnnonos 9 10 N New Gchool esoe aE 2 3 No checks n See Prevent payment with check No price onrecemt 6 5 Normal stock level oooocccoooccocooooo 6 5 NSE eet 10 2 14 2 15 7 Handling Procedures ociosa dd 15 7 Page 24 18 Integration with SchoolBooks 3 20 15 3 15 8 O Order Tracks Items in SchoolBooks 15 4 other ID lt a ato eae eee 5 3 P Parents Ioiormmaton 5 5 Pakking Permission 14 5 cu a ai 7 10 PASSWOTO HE 4 2 Payment Methods aeaa a sacdleteedaces 7 5 Payment ON account 7 7 14 1 14 5 Payments against debts oocccccccconncnnccnonnnnnoss 10 1 PC Remote Gales 00001nnn00000nnnnnnnnennnnnnennennnni 21 1 Te EE 21 6 BA Ge 21 1 Export to Mo Merca la 21 5 Import from Dates 21 3 Import from Mother kA 21 3 Receipt Number Sequence coocccnccccnnccnnccnoncnnnoss 21 1 Photo Import Guides 15 10 Physical COMUN diia ese een iene as 6 5 Physical Count Worksheet cccceeeseeeeees 9 21 O 6 3 POS EGuipiment uses 2 1 POS Equipment TOS
105. Check the checkbox to select all dates or enter a specific date range for this report Grouping Code range Check the checkbox to select all Grouping Codes or enter a specific Grouping range for this report Remember Settings Check this checkbox to save the report selection settings for the next time you access this report Page 9 7 Tracks User Guide Sales by Receipt Report What does it The Sales by Receipt Report provides sales detail of every transaction for a selected date or range of dates listed in receipt number order This report includes Customer number and name each Item number and description the Customer purchased the price extension and the receipt total for each sale It also includes a summary by GL account for all selected transactions There is an option to print by date or closeout You may choose to print the Sales by Receipt Report automatically as part of the Daily Closeout by choosing that option under Customize School Settings Closeout 2 Tab Where is it Go to Reports Sales Reports and select Sales by Receipt Report Using the Screen T Sales by Receipt Play School High School All Receipts Select By Status All Customers SH Workstation Based Landscape Starting Ending Select Closeout Mo IT Summarize By Grand Total MM Starting Ending Starting Ending Departments ZZZ Remember Settings SALLY PLAY 0343005 Use Choose All Receipts Only Receipts Updated or Receipts Not
106. Check this box to have Tracks remember your settings for the next time you run this report Tracks User Manual Page 9 14 Balance Due Report What does it do The Balance Due Report allows you to print a report showing all amounts due with Customer names and phone numbers item numbers and receipt dates You can print the report by Customer or by Item in Summary or in Detail Where is it Go to the Reports Menu Customer Reports and select Balance Due Report Using the Screen T Balance Due Report Play School High School Enter Grades Classes for selection Select Grades Use User Defined Fields mm or leave blank for All grades Repor Type Show Customer Motes D Minimum Amount 3 999 00 Select By Status LAI Customers e Double Space kel Selection All Starting Ending Customer Number as ax ZZZZZZZZZZ ke Remember Settings LHP DeskJet 500 on LPT SALLY PLAY 03730705 Enter Grades Classes Select the grades classes you want to appear on the report or leave blank to print all grades You can select the grades by clicking on the box called Select Grades and then checking the ones you want Show Customer Notes Select this box to show all Customer Notes on the report This refers to the Large Notes on the Work Screen not the one line notes on the Customer Maintenance screen Report Type You can choose to print this report in one of several formats depending how you want to use the report If the yearbook advisor w
107. Customer Report 9 13 Donation Tax Credit Reports 9 23 20 5 Equipment Heport 18 2 EXPO io eh ei id 9 2 FundRaiser Hepnorte 17 3 kem REDON S smart 9 20 PROVIC WING EE 9 1 Sales epoca ici 9 4 Volunteer Hours Reports oooccccccnocccccccnnnccnccnnns 9 27 Reprint last recemmt 7 4 Reprint Old Hecemt 5 7 11 3 Reset Moved Gcreens esat e e 12 5 Restore from Backup 11 3 Return all eoutpment 7 4 Returned check 14 2 See NSF Checks SEL 7 8 13 2 Return an Item and issue a refund check 7 8 Return An Item For A Cash Refund 06 7 8 Return An Item For A Credit On Account 7 8 Return for cash refund A 14 3 Return for check refund oocccccccocccccccnocccnncnnnncos 14 3 Revenue Potential Report Au 17 3 RevTrak Import from HevlTrak 15 10 Ruma Prod Metodos 12 5 A Sales by Grouping Report sson0annnnnnnneennnnnnnnnen 9 6 Sales by Item Customer Report ccccccocccccnnccccccoo 9 4 Sales by Receipt Heport cece 8 6 9 8 Sales Control Code ooocccccccccocconcccnnncconononnnnnns 3 16 5 8 In Item Maintenance e nnnnennnnennnnennenennnnennnnennne 6 7 lee 5 13 9 14 Sales RED Susini 9 4 Save Prior Year Data 11 8 SA 16 1 EE 14 6 SCANNING Geitmges 3 5 O EE 15 5 LOSA toi 2 2 School Mamtenance 2 3 School Security Maintenance ccccccccccoonccccnncccnnnnno 4 5 Sieten e EE 3 7 SchoolBooks Create invoices for reiunde 0000n1nnen0000anni 14 3 Creation of Adjustment A
108. E eg 3 2 7 3 Open Cash Drawer 3 3 With Sundry Items oooannnnnnnnoennnnnnennennnnnnennnennnni 6 4 File Analysis and Hepnair 12 1 File Repair Utility 12 1 Finding a Customer on the Work Screen 5 12 POF ITU Letters tud cos 10 3 EmMa E 9 19 Form Letter Maintenance ooooccccccnnncccnccononccnnoss 9 17 Form Letter Maintenance Donations 9 25 20 7 aleng 9 28 A E 9 18 Printing Donations eeeneneeneneeneeeennnn 9 26 20 8 Printing From Customer History 5 7 FUNCION ROS o diia 7 2 SA dead A 17 1 EIERE se essen selene tit 17 2 VE Wa E Le 17 1 Purge USO ccarcscas ia ice 11 10 EDO RS eto coa o elo de nO E ai 17 3 SUING UD wos ete sche r a 17 1 Tracking Money received 14 6 FundRaiser Breakdown Report 00scceeeseees 17 3 FundRaiser Type Items 00000000n000nnnannn 6 2 6 17 G General Gettngs eniste 3 21 Get WGA EE 2 9 GL Account Maintenance 4 10 GL Accounts For Clubs as Customers c oooooccccnccccnnnnocccnnnnnnnnnnnos 5 4 Beigl GE 6 5 Import from GchoolbBooks 12 3 Grade limits on purchases 00naeeeeaeaaeeee 6 4 Group CGodes ccooocccccnnccccnccnnccnnnnnnos See User Group Codes EI elle ue AA a e 6 4 On Repo asias 9 6 9 11 9 20 9 22 H Hour Track Type eme 6 21 Hours LOS ei 9 28 Hours REDOMMS EE 9 27 How the Screens and Lookups Work 1 2 How to Get Gtarted eE 1 1 How to Make aale 7 4 Tracks User Manual I Import
109. Enter the location of the folder or browse to find it Accept Choose Accept to begin exporting the data Tracks will display a message like the following L Congratulations You have successfully exported your students to C Downloads TrStuds txt 9012454 GOL 233 90143 901238 901254 The data file looks like this 901240 201 41 601243 601245 901446 DOT 247 401248 901250 601251 9012452 901253 Page 12 5 Patterson Hartman E TrStuds txt Notepad File Edit Format wiew Help 13228 Susan 45000 Martin Sanders carolyn Peterson JE ROgers Carol Pole Megan Julian Harold Heidi Jessica Marie victor Julie smith Kath sommers Mike Fields Carrie sanders PELE Regis Madison Hall Tracks User Guide Banu Bel El Chapter 13 How to Correct it When You This section provides some examples of how to make corrections for common selling mistakes There is a way to fix everything Go slowly and relax If you make a mistake it s not the end of the world It s only bookkeeping It can always be fixed Sold the Right Thing to the Wrong Student 1 Bring the wrong student back up on the Work Screen by typing LC for Last Customer 2 Return the ltem Scan the Item press R for Return and complete the sale 3 Now sell the Item to the right student Sold the Wrong Thing to the Right Student Brin
110. Item Where is it Go to Management Special Functions and select Master Audit Report Using the Screen T Master Audit Report Play School High School Sort Ey Date Updated Selection Starting ltem Number ZEZRRZRRZRZRZZRZRRR NO zer Code fe Date Updated 07201 04 10 09 05 LI Closeout Ne Remember Settings CR Le 3 SALLY PLAY 10409405 Sort By You can choose to have the records sorted by the date they were created by Item number or the User Code Item Number Print all Item numbers by checking the All box or limit to a certain range of Item numbers by selecting starting and ending values in the appropriate fields User Code Print all user codes by checking the All box or limit to a certain range of User Codes by selecting starting and ending values in the appropriate fields Date Updated Print records from all dates updated by checking the All box or limit to a certain range of dates by selecting starting and ending values in the appropriate fields Closeout No Print all Closeouts by checking the All box or limit to a certain range of Closeouts by selecting starting and ending values in the appropriate fields Remember Settings Check this box to have Tracks remember the settings for the next time you open this report FundRaiser History Purge What does it do This utility allows you to clear out old FundRaiser history records Where is it Go to the Management menu Special Functions
111. KSHEET Banu Bella Customer Purchase History Open Fees Schedule Item No Description from History Receipt No Date Qty Price Total Amt Pd Amt Due TSHIRT T SHIRT AL RED 00001739 1040500 12 00 12 00 12 00 0 00 YREK YEARBOOK 0000179 10 05 06 50 00 50 00 50 00 0 00 YRBK YEARBOOK 05 2 0000204 10 05 08 30 00 30 00 30 00 0 00 YREK YEA RBO OK 0000258 01 1807 60 00 60 00 60 00 0 00 YRBK YEA RBO OK 0000259 01 1807 60 00 60 00 60 00 0 00 Total for Customer Banu Bella 5 272 00 272 00 0 00 Date ltem Ho ltem Description Course No sem Course Description Amount 8172006 LAEB IO Lab Fees Biology Class 4010 51 Biology 57 00 2117 2006 TOWEL Towel Fee 9009 51 Physical Education Sth 15 00 72 00 Class Ho Course Description Period Teacher Ho Teacher Name Room Ho 4010 001 Biology Martha Curry 101 2010 001 Geometry Ted Williams 250 3010 001 American History Meredith Hightower 215 3009 00 1 Physical Education 3th Caoch Endoso gym La j ie 1 mk dB Un CO on in in Ch in oa in LU Tracks User Manual Page 23 16 Chapter 24 Index A Accepting Payments Against Debts 10 1 Access Rights of Users 4 3 Add New Customer 7 4 Annual Student Update 11 6 Apply credit against balance due 14 1 Assign siudentetoabus 14 1 ASSIGNING TOCKE Srita a edad 22 3 Auto CGomplete sensie aN 2 6 Auto Complete Maintenance 4 9 B Steng le 2 5 Backup Manager 2 5 Backup Proce due Suenan ad 15 9 Restore from Backup 11
112. MSF CHECK FEE SE CARD 000045670251 000045670252 Donation Sports 901236 901236 901240 901255 P1488 901256 901256 901256 901256 901236 901254 901249 901249 901249 BEEZ P1488 45000 654321 Butler Carla Butler Carla Davis Heidi Bose Sandra Cho Stephane Fanview Melvin Farmiew Melvin Fanview Melvin Famiew Melvin Butler Carla Jones Rocky Cruise Tim Cruise Tim Cruise Tim Cho Stephanie Cho Stephane Martin Carolyn Susan Sampleton SALLY a BR Iw D DE w DE Je Cancel A Cancel 1 00 Group 1 1 00 1 00 1 00 Group 6 1 00 1 00 1 00 Group 2 1 00 1 00 1 00 Group 4 A EPES 10705705 Sorting records You can sort the receipt detail information shown by clicking on the column header Click one time to sort in ascending order and again to sort in descending order The little arrow in the header shows you which way the data is sorted Find the receipt you want and select it by clicking on it When it is displayed in the editing area at the top of the screen enter or change the Bonus Field data Then click OK Accept Hit the accept button to accept the changes you have made and exit the screen Cancel Hit the cancel button to remove any changes you have made and exit the screen Save Prior Year Data What does it do Usually you ll start over with fresh data at the start of each fiscal year The students have all moved up a grade and you clear out old data except for amount
113. OMS and SBCARD Product Choose Product if this is an ordinary inventory item that you stock or that has a finite quantity like seats on a bus or tickets to a luncheon or candy bars or yearbooks These items are removed from inventory quantity on hand when they are sold The program DOES check for Quantity on Hand for Product type items and will warn you on the Work Screen if you try to sell one when Tracks doesn t think you have any on hand Examples of this type might be MATHWKBK BUS2 YRBK and APBIO Kit Choose Kit if the item includes component parts In a Kit the item itself has a unique Item number and so does each one of its components When an item is added as a Kit you will be prompted to enter the components of the Kit and the price of each The total of the component items must equal the price of the Kit When the Kit is sold the component parts are exploded in Customer History and the Quantity on Hand counts for each item contained in the Kit are reduced For example SBPKG consists of an SBCARD and a YRBK You can sell one item the SBPKG but Tracks will explode the Kit in Customer History so you ll see that the student will show up on the SBCARD list and the YRBK list too Kit items post to the GL Accounts of their components not the kit itself Therefore no GL Account is needed for Kit type items Examples of this type might be FALLCOMBO SBPKG GRADNITEPK and SRPKG Matrix Choose Matrix for inventory
114. PCR Export to Daughter PCR Import from Daughter Import from RewT rack Customer Menu TI OUONSS SOO O O OUONSS SOU 0 KN UOUOUNNNNOU O KN UNS SNNNNNY E Customer Maintenance Check Lookup S S S S CANTE You can check the individual check box for each User Option combination or you can do the following e Check the box in the box the falls under Select All for both users and programs to give ALL users rights to ALL options This almost defeats the purpose of having security set up at all The one advantage of choosing this option is that the User Code of each user will print on the reports selected by that user e Check the Select All box under the User to give that user rights to ALL options e Check the Select All box to the immediate right of each Option to enable ALL users for this option Rights of Access Users have all the rights of their Group PLUS any rights they have as an individual In the example above you can see that the View Group does not have access to Customer Maintenance but Joe does have access In this case Joe gets all the rights of the View Group PLUS he has access to Customer Maintenance This does NOT work in reverse Again in the example above the View Group has access to Daily Sales Inquiry but Joe s box is clear Joe can still get into Daily Sales Inquiry because he is a member of the View Group that DOES have access Hint t is generally a good idea to restrict access to the Sys
115. PLAY 03730705 Enter Master Item Number Enter the Item number you want to view for this report This Item must first be entered as a Master Item in Item Requirements Maintenance Sort By You can choose to sort this report by Customer Last Name or Customer number Show Choose which of these items you want to include on the report Item number Customer number or Phone number Subsidiary Items Choose Purchased to print a list of all students who have purchased all of the Subsidiary Items Choose Missing to print a list of all students showing the Subsidiary Items they are missing We use the word Purchased even though many of these items have no dollar amount Omit Refunded Items from Reports Check this box to omit refunded items from the report Sort and Break on Grade or Year Check this box to sort the report by grade or year first and then whichever sort by option you selected above Show Balance Due Check this box to show any Balance Due for each Customer For example you would select this option if you have a policy that in order to play sports students can t have any outstanding fines Date Range Enter the date or range for this report or leave All checked to print the report for all dates Remember Settings Check this box if you want Tracks to remember the current settings for the next time you open this report screen Page 9 9 Tracks User Guide Multi ltem Sales Report What does it do The Multi ltem Sales R
116. Page 5 7 Tracks User Guide After you Copy and Paste your screen will look like this Now just click on the Reprint Receipt printer button and here comes your receipt Reprint Receipt Note The arrows next to the ascending box will be active if the Customer History file has over 32 000 characters Then Tracks will store the invormation in two separate sections You can use these buttons then to view all of the history for the customer Customer Maintenance Additional Tab What does it do The Additional Tab shows Customer User Defined UDF field information if you specified user defined fields in Customize options If you have set up UDF s and or Sales Control Codes on the School Settings UDF s Tab you can enter the information for each Customer here on the Additional Tab Using the Screen F T School Settings work Screen Closeout 1 Closeout 2 Other Settings Customer User Defined Labels Sales Control Codes Label 2 CHECK IF STUDENT HAS TOO MANY DEMERITS PEP SQUAD ltem User Defined Labels CHECK IS STUDENT IS ON PEP SOUAD Check the screen below to see how the fields defined above show up on the Additional Tab in Customer Maintenance Note that a field must have a label defined before it will appear on the Customer Maintenance Additional Tab Tracks User Manual Page 5 8 T Customer Maintenance Play School High School Customer No 901258 Fit Name Last Name ua 1 Main 2 Parents 3 Contact
117. RBOOK Student Body Card Button 1 Button 2 Button D SR D on co Ee PHBE AF Biology Test Button 4 AF English Test T U m GI P Button 5 Art Fee 3 Button E Art Fee 15 E T om 0 oo Lm aja Button 7 PROMO Button 8 DONSPT Prom Double uest PF Sports Donation Button 3 TSHIRT Bear T Shirt Button 10 Button 11 Button 12 Button 13 Button 14 Button 15 Button 16 Button 17 Button 18 _ A EA Lac Ja Gores JE SALLY PLAY 10709705 Button 1 18 Enter an Item for this button or use the Lookup to find the Item you want The Item must be set up in Item Maintenance before you can access it here Keep in mind that Buttons 1 9 will appear on the first tab called Star Buttons 1 and Buttons 10 18 will appear on the second tab called Star Buttons 2 on the Work Screen Button Text Enter the text you want to display on the button when it appears on the Work Screen Printing the Star Button Listing Report Printer button The printer button on the Star Button Maintenance screen launches the Star Button Listing Report This report can only be launched from this screen Tracks User Manual Page 4 8 Auto Complete Maintenance What does it do Auto Complete Maintenance allows you to manage your Auto Complete files all at once without having to edit each individual entry You can create an Auto Complete file from your history or get rid of everything if you want to
118. Screen Next Vehicle Permit No If you are selling vehicle type items on your web store this is where the system shows you the next number that will be assigned when a vehicle type item is purchased on the web store For more information about Web Store setup see the Help files and WebStore User Guide Student Class Grade options Tracks stores the students graduating year in four characters like 2007 But you can choose whether you want to see the grade level 12 or the graduating year 2007 when you look at student records In these fields you establish the relationship between graduating year and grade and indicate how you want the information displayed Enter a graduating year and the corresponding grade level For example if your current 12th graders will graduate in 2007 enter 12 as the grade and 2007 as the graduating year Tracks will do the rest Next Donation Number Tracks maintains a separate file that tracks all donation transactions Each time you make a sale of a donation type item Tracks creates a record in the Donation file Each donation transaction has a unique number different from the actual receipt number The Next Donation Number is updated automatically as donations are made Next Donor Number Tracks maintains a separate file for all donors Each time you make a sale of a donation type item Tracks will prompt you to enter Donor information for the donation Each Donor has a Donor Number You will be
119. Sell to a student who doesn t have an ID yet nnaannnnnnaannnnnnannnnonrnnnnnosnnrnrnsrnrnresrnnrreosrnrnrrsrnnrrrosnnrrrrsnnrerensnnenee 14 4 HOWTO set Up Stall aS Re Een EE 14 4 How to set Up an Hem Tora Gane re e a dl 14 4 Mow to ser upan tentorna Parking peruana AD ds ila dE A EUA N AN 14 5 FIOW 1O SCU UP SPOMS CIIGIDINILY ENS iii AO De A AAA E AE N 14 5 HOW totake g payment on ACCOUN EE 14 5 HOW totake Cale Or VOU SCANNG esami Ee EE 14 6 How to track the Money Received from Clubs for Fundratserg 14 6 Flow to view Customer Puch as AS O said EE 14 7 Chapter KEE ee e e 15 1 Appendix A HoWdol ge UE 15 1 Appendix B How to set up temporary Customer numberg oooccccccnnooccccnncccnnnnnanccnnnncononnnancrnnnnnnnnnnnnnncnnnnnnnnnnnanncinn 15 1 Appendix C Integration of Tracks and SchoolBOOKS snaennnneneannnensrnnnnnnsnnrnnnsrnrnressnnrrensnnrnnnnnnrrrrnsnnrrresrnrerenne 15 2 Import of Tracks Transactions into SchoolBooOkS EE 15 2 Setup the EXPO IN re EE 15 2 SelUD Me ee Wl RE ee Ee 15 3 Creation of Adjustments in SchoolBooks NSF Checks amp NSF Bank Fees ooooccccccccccccooccccnnccccnconccnnnnnonnnnannnonnnonnnonanenons 15 3 Creation of Invoices in SchoolBooks Student Refund Checks annnnnnnnnennnnnnensennnnnnnnsrnnnrnrrnnsnnnrnrrnnsrrnrrrrrnssnnnrrrennnne 15 4 Item Lookup from SchoolBooks PO and INVOICE Gcreens 15 4 Item Quantity on Hand Update from SchoolBooks to Tracks ccccccncccccccccccccnonnnnononono
120. T READ SPACES ETC IN BAR CODES Other IDA If you require a different way to locate this customer enter a number in this field You can use this field if the Customer is the student s district ID number but the bar code is the library number In this case you would enter the Student s District in the Customer field and the library barcode in this Other ID field Note You must have checked Use Other ID on the Scanning Tab in Customize to even see this field First name Enter the first name of the customer If this customer is a club leave this field blank Last name Enter the last name of the customer If this customer is a club enter the complete name of the club here preceded by a ZZ For example French Club would be entered as ZZ French Club Middle initial Enter a middle initial if applicable Note From this point forward on the Customer Maintenance Main Tab screen every field except Type is optional Address City State and Zip Code Enter the customer s address This address will be used for form letters and mailing labels Telephone Enter the telephone number for this customer Birthday Enter a date You can enter June 6 1956 as 060656 with no punctuation Tracks will display the date in the format you specified in Customize on the Work Screen Tab under Date Display Ethnicity Enter the ethnicity code if any for this customer Year Class Enter either the year of graduati
121. TTPRC gt Report Code Enter a new code for your report or select an existing code from the lookup Copy Information from other School Click on this button to look up a school and then select a report from that school to import here Description Enter a description for this custom report Fields Choose fields to print on the report using the Fields button as shown below S T Fields Description Description GAOUSINC Amount Actual gross profit before expen PROFIT Amount Actual net profit after all cost lt DIFFAMT gt Amount Actual sales minus projected sal Am TOWER gt Amount Amount over under lt POTAMNT gt Amount Potential sales for amount fur lt TOTCOST gt Amount Projected cost of tems PAOJPOT gt Amount Projected potential profit PROJERO gt Amount Projected sales less item costs POTENT gt Amount Projected total sales of tems PROGRO Amount Pintial Gre Income for aroun Sort Description Custom Report Printing What does it do Once you have designed Custom Reports in FundRaiser you can come here to print them Tracks User Manual Page 17 4 Where is it Go to Modules FundRaiser Reports and then choose Customer Report Printing Using the Screen F T Custom Report Printing Play School High School aE Report Code Fund aizer 1 Report Selection All Starting E nding FundRaiser Code fei Remember settings SALLY PLAY 10703705 Report Code Enter
122. What does it do Itis easy to enter Donor information when you accept a donation When you sell a donation item Tracks will automatically prompt you to enter a Donor number on the Payments screen Follow the steps below Where is it Go to the Daily Menu and choose Work Screen Using the Screen After you ve entered the information about the donation you ll end up on the Total window where Tracks automatically displays the Donor screen so you can choose a Donor The Donor name is then displayed at the bottom left of the screen You can also enter Donor information on the fly at any time If you want to change the Donor simply click the Donor button and select a different Donor T Total BAA Amount How Faid Receipt Total 75 00 7500 pech 75 00 ee sg ae Donor Willis Sam Ze Accept Cancel To attach a Donor to this transaction click the Donor button The program will display the Donor Maintenance screen Tracks User Manual Page 20 4 You can either use the Lookup button to find an existing Donor or click the button to enter a new Donor You do not have to enter all the Donor information at the time you make the sale you can go back into Donor Maintenance later and complete the screen Once you click Accept on the Donor Maintenance screen Tracks displays the Donor Name on the Total screen as shown above Now when you click Accept on the Total screen and print a receipt Tracks will record a st
123. You may set up three Sales Control Codes Enter a 3 character code a description of the code and a tool tip for the code In the example above we have set up a code to track Customers who have too many demerits and Customers who are cheerleaders Why Because students who have too many demerits cannot buy dance tickets You get the idea User Defined Fields Homeroom SMITH Favorite Class ALGEBRA User Defined Date Fields Sales Control Codes DEM LI PEF Sales Control Code In the Pep Squad example shown above on a Customer UDF Tab PEP is the Sales Control Code Description This is a description of the field Tool Tip Status Bar Tip In the example above you can see that Check if student is on Pep Squad is displayed when you pass your mouse over the field This same text is also displayed in the Status Bar at the bottom left of the screen An Example of Sales Control Codes Both Customer UDF s and Control Codes show on the Additional Tab in Customer Maintenance In the following example if you try to sell PEPSQUADCAMP to a Customer who does not have PEP checked in their Customer file and or has DEM checked Tracks will warn you You can override the warning and still make the sale but you were warned Tracks User Manual Page 3 16 mM T Customer Maintenance Play School High School 03 04 Customer No 901253 ly First Name Bella l Last Name Banu 1 Main 2 Parents 3 Con
124. a Closeout with ONLY the RevTrak data in it You want to produce a Closeout with only the RevTrak data that will tie to the deposit that will hit your bank account for this date Remember The RevTrak Web Store transactions get settled at midnight every night If you have a RevTrak Web Store you should be doing TWO Closeouts each day in Tracks one for your regular sales and one for RevTrak Web Store transactions from the prior day Doing the import BEFORE you make regular sales You did a Closeout before you left yesterday You do the Import from RevTrak now and immediately do a Closeout Now you start doing regular sales for today and do a Closeout at the end of the day Doing the import AFTER you make regular sales You made sales today and did a Closeout and counted all your money at 3pm Now you do the Import from RevTrak and do a Closeout for those transactions However you do it you should be consistent Do it the same way each time This will help you keep everything straight Doing the Export in RevTrak There are several different ways you can manage your data but what follows is our recommendation Before you can import RevTrak Web Store transactions into Tracks you must create an Export file in RevTrak Where is it Go to the Tools menu in RevTrak Export and choose Orders Ry kevi rak 2004 Blue Bear Demo School Fie Edit Report Tools Help Get Update H Using the Screen Page 15 11 Tracks User Guide i Exports
125. a Report Code or select an existing code from the lookup FundRaiser Code Enter a range of FundRaiser Codes for this report or leave the All box checked to print the report for all FundRaisers Remember settings Check this box if you want Tracks to remember the above settings for the future Page 17 5 Tracks User Guide Chapter 18 Equipment Tracking Equipment Processing Equipment Tracking allows you to track equipment of all types Most Tracks users find it extremely useful to track sports equipment using this module Some even track audio visual equipment and other valuable equipment like cameras and laptop computers The premise behind Equipment Tracking is that you can set up Items that will be issued to students but eventually hopefully will be returned So it s not really a sale you make when you hand them the football helmet it s more like a loan Why do you care You care because football helmets kneepads practice jerseys and all the other equipment students use costs money When you loan these items to a student and don t get them back it s like throwing money away Equipment Tracking helps you keep track of who has what so that if you don t get it back you can charge for it Overview 1 Set up Equipment Type Items in Item Maintenance You might do this for football helmet practice jersey game jersey knee pads etc Let s assume you set up an Item called HELMET For more information about Equipment Type Items see t
126. a comment line that will be printed on the receipt Type C Enter How to Make a Sale This section describes an overview of how to make a sale in Tracks See About the Work Screen for more information about making sales and using the Work Screen 1 If applicable find a customer record Do this by scanning the customer bar code or press lt F8 gt to select the customer from the Customer Lookup window If you have a customer on the screen when you sell an item Tracks saves the Customer Number as part of the transaction and you can print reports later to tell you who bought what But you can also make sales without a customer on the screen In this case you would be able to see how many widgets you sold but not who bought them 2 Enter items the customer wants to purchase You can scan the bar code of the item or type the Item number or press lt F3 gt to select the item from the ltem Lookup window 3 Enter the quantity Most users have Tracks set to default to a quantity of one If you have set your options to Prompt for Item Quantity in Customize Work Screen Tracks will prompt you to enter the quantity sold 4 When all items have been entered press lt F9 gt to end the transaction Tracks will display the Payments window so you can tell the system how the customer will pay for the purchase 5 Tracks displays the total amount due in the Amount field If the payment is all one type like all cash or all check pres
127. able to select an existing Donor or add a new one When you add a new Donor Tracks will use this field to select the next Donor number to be assigned Each Donor has a unique number The Next Donor Number is updated automatically as donors are added Donation Form Letter You have the option to print a letter sized receipt also known as a Form Letter at the time you make a sale of a Donation Type Item You can design all sorts of form letters in Donation Form Letter Maintenance Then you choose one of those to be used as your receipt This receipt can be handed to the donor at the time of sale or placed in a window envelope for mailing If there is a Form Letter Code in this field Tracks will automatically print the Donation Form Letter after it prints the regular receipt If you leave this field blank Tracks will just print the regular receipt Note You can always print these letters at any time but it is this function that makes the program print them at the time of sale Give Change Check this box if you want to Tracks to display the amount of change due the customer at the time payment is tendered Tracks User Manual Page 3 8 Close Item Screen After Each Item When you click lt F3 gt to do an Item Lookup on the Work Screen you can choose whether you want the program to keep the lookup window open or close it after you ve selected an item Check this box to close the Item Lookup screen after each item Leave it cleared to have the lookup win
128. age 3 4 Pole Display Use Pole display If you have a pole display you will want to check this box Com Port Enter the port on which your pole display is installed If you need to test this you can click on the Test COM Port button Pole Banner 1 and Pole Banner 2 Enter the banners that you would like to show on your Pole Display when you are not making a sale Workstation Settings Scanning Tab What does it do The Scanning Tab is used to tell Tracks about how your student bar codes are set up If you use bar codes that contain extra characters NOT FOUND in the Tracks Customer number you must instruct Tracks to strip off the extra characters so that the program can locate the right student Note Always test your scanning function BEFORE you have to begin selling You can test your scanner by using the program on the Management System Maintenance Menu called POS Equipment Test You should also test your scanner anytime you get a batch of new student ID cards from a new source For example if you have a new photography company supplying your ID cards this year test those cards with your scanner BEFORE you start handing them out Using the Screen F T Customize Play School High School Receipts Hardware Scanning Email Settings Customer Numbers Characters to Strip Bar Code Enter Length Enter Pref to Strip Enter Prefix Length Enter Position of Check Digit Use 10 Character Follett B
129. ake a selection using the lookup button Include clubs Check this box to print letters for Customers that are Clubs The letters will be printed for only Customers with a Customer Type of Club Normally you will only print form letters for Customers that are students Include blank class Check this box to print letters for customers with a Class Grade that is blank Select By Status Choose to print form letters for all customers only those that are Active only those that are Locked or only those are that are Withdrawn Customer Type Choose to limit your print job by the Type of customer Choose from these options All Customers Student Faculty Staff Adult Club and Other Print Order You can print the letters in order either by Zip Code to facilitate mailing or by Last Name if you want to hand out the letters Select By Choose to select a range of Customers below by choosing to select by Last Name or Customer number Minimum Balance Enter the minimum balance due the customer must have for a form letter to be printed If you select this option Tracks will only print letters for Customers with a balance equal to or OVER the amount you enter Use Item Not Bought Choose this option if you want to print a letter to every customer who has not bought something For example if you want to mail a solicitation letter to everyone who hasn t bought a yearbook you would check this box then enter YRBK in the next field Item Not Bought
130. al Functionality on each item that will be tax exempt between this date range Include in Consolidations Check this box to include this school in Consolidated Reporting Choose the School Type from the drop down list as well For more information about Consolidated Reporting see the section on Consolidated Reporting Page 3 21 Tracks User Guide Chapter A System Maintenance The System Maintenance Menu is home to your software security user codes and menu access and the maintenance files for important parts of your system This is where you will set up users and give them rights to various functions This is where you will define Desktop Buttons and the color of your desktop for each school You ll also get to define Star Buttons that will appear on the Work Screen Here too is where you can set up GL Accounts and add new schools Page 4 1 Tracks User Guide System Security Tracks System Security allows you to control who has access to specific parts of your software You can define users groups and supervisors You can give access or deny access to each user or group for specific menu items You can designate which supervisors can access which schools in your system User Group Code Maintenance What does it do Tracks allows you to set up users who can use the system each with an individual password Once you have users set up you can use Menu Security to either give or deny access to Tracks menu options You may also set up User G
131. al Kit Components E T Item Maintenance Play School High School Ka E Type Description SB PACKAGE Last Activity 1 Main 2 Levels 3 Leck 3 Additional 3 Additional Cust Reqd Frompt Price Prompt GL Price GL Account Cost Department Prompt Clty Grouping Quantity Lirit Save History C Reorder Level Checks DK with Mo Cust C Normal Stock Print extra receipt with no price ty On Hand Include in Physical Court Lategory SALLY PLAY 10 09705 Tracks User Manual Page6 14 r T Kit Components Kit Number SBPE L SB PACKAGE Price Level 5 Regular Component Description Quantity Price YRBK YEARBOOK 45 00 ltem Number Description Quantity Frice TEAPBOOR ag Delete Component Price Total 0 00 Price to Match DU UU a Proceed SALLY PLAY 09 30 05 Kit Components Enter the components for this Kit as shown above Note that the price of the item as a kit component can be different from the regular price of the item when purchased separately The Price Total of the kit components must equal the price of the Kit itself If you have multiple price levels for this item like A and B you will also need to have a Kit Component breakdown for each price level Notice how the screen above displays Price Level A Regular to the right of the kit description To access the components for each price level go to the Levels tab for the item and click on the Kit button Level Type Frice Star
132. anagement Customize and select Workstation Settings Workstation Settings Receipts Tab What does it do The Receipts Tab includes all options pertaining to printing receipts When the Print Receipts check box is selected all the other receipt functions become available If the Print Receipts check box is cleared the other options on this screen are not used Hint Check Appendix D for information about how to define your receipt printer in Windows In addition to setting up a Generic Text printer you ll need to specify a Custom Paper Size under Properties Using the screen Enter the options that will determine how your system handles receipt printing T Customize Carol s Play School High School Receipts Hardware Scanning Email Settings Print Settings Fast Cash Settings Print Receipts Allow Fast Cash F12 Sales l 1 O El kl Receipt Type 2 40 Column Description Allow Fast Cash Sales with Customer Extra Lines to Feed at Bottom Print Receipt for F12 Sales Extra Lines to Feed at Top Show Change For Fast Cash Insert Extra Line Before Banner aL Banner 1 Go Blue Bears Barner Show pour spirit support your tear Print Banner in Red or Inverse Code for Printing Red or Inverse Print Hame from Check and Credit Card Show Check Detail sch Show Tas Included On Receipt PLAY 06 06 10 Print Settings Print receipts Check the box if you want Tracks to print a receipt for each sale transaction Le
133. and didn t do a Closeout Then a helper made sales on Tuesday because you were still out Then you come back to work on Wednesday and make sales during the day You will probably want to do a Closeout for Monday all by itself and then one for Tuesday and then one for today Wednesday This gives you the ability to keep the days separate so counting the money is easier Click Next to move to the next screen or Cancel to exit from the Closeout Tracks User Manual Page 8 2 T Closeout Wizard Summary Screen Play School High School Saks Sales Summary Expected Payments Summary Taxable sales Cash Mon taxable sales 1 035 00 Checks Total sales before tax 1 035 00 Credit cards Sales bax Total payments Total sales with tax 1 035 00 Closeout Comments Actual Payments Summary This was the first day of 4P Test Lash 160 30 vales ed 580 00 Credit Cards 125 00 oon al Total Payments A rea f SALLY PLAY 104039405 Next the Closeout Wizard displays the Summary Screen You can see what Tracks thinks happened for this day On the left is the Sales Summary showing a breakdown of taxable and non taxable sales with sales tax On the right the Expected Payments Summary shows you what Tracks thinks you should have in Cash Checks and Credit Cards Note that these fields are display only Below that is the Actual Payments Summary where you can enter the actual totals from your cash count of the contents of your drawer
134. and select FundRaiser History Purge Using the Screen Tracks User Manual Page 11 10 F T Fund Raiser History Purge Play School High School SBER Please make sure you have a backup before proceeding with this utility ou Will not be able to recover the purged records later This utility removes FundA aiser history transactions on or before the Ending Date below It wll not remove any transactions for the current school year Enter an Ending Date and click to Proceed Ending Date A E o LY Proceed 1A Cancel 2 Ending Date Enter the date through which you want to clear history records You can only pick a date that is before the start of your current fiscal year The point of this utility is to allow you to clear out very old records from the file but it will not allow you to purge anything from the current school year See also FundRaiser Maintenance Closeout History What does it do This allows you to reprint past Closeout Summary Reports Where is it Go to the Management menu Special Functions and select Closeout History Using the Screen T Closeout History Play School High School Select a Closeout Report File Close ut2005061 2533pm rpt HP DeskJet 500 on LPT1 ZPLAY 06 12 05 Select the Closeout report file that you want to print and hit either the Print button to print or the Preview button to preview what it will look like Hint These are the actual names of the Closeout reports that y
135. andard sale but will ALSO write the donation information to the Donation Maintenance file You will be able to print a letter sized Donation Receipt using Tracks Form Letter Printing for this transaction If you enter a Donation Form Letter Code on the Work Screen tab in School Settings see below Tracks will also print this letter on your report printer right after it prints the regular receipt on your receipt printer In this example we have a Donation Form Letter called RECEIPT and that s the letter we want to print as a receipt the donor can use for tax purposes Next Donation Ho 1008 Next Donor No 1033 Donation F Letter RECEIPT Donation Tax Credit Reports Donations by GL Report What does it do This report will list the donations sorted and subtotaled on the GL Account of the transaction Where is it Go to Reports Donation Tax Credit Reports and select Donations by GL Report Using the Screen T Donations by GL Report Play School High School Selection All Starting Date 09 30 05 Print D etail GL Account LI LI Remember Settings SALLY Hl Ar 097 30 05 GL Account Check the All box to print the report for all GL Accounts or select a range of accounts Date Check the All box to print the report for all dates or select a range of dates Print Detail Check this box to have the report print the detail of each donation transaction Leave the checkbox cleared to see donations summarized by GL Acc
136. ansaction using the Modify Bonus GL Category function Prompt for GL Account Check this box if you want Tracks to prompt you for a GL Account each time you sell this Item You can use this to properly record sales of Items when the funds may go to one of several different accounts depending upon who brings you the money GL Account Enter the GL Account for this item Part of the daily Closeout function of Tracks is a general ledger posting report The information in this field tells Tracks which account to credit for the sale of this item If this field is left blank sales of this item will post to Sales for Items with no GL Account found in Customize Closeout 1 Tab You can go back at any time and enter a GL Account Code for an Item Page 6 5 Tracks User Guide Lost Charge Enter the amount you want to charge the Customer if the item is lost The Lost Charge field only appears with Equipment Type items All Equipment items have a zero price because we don t charge the Customer for these items when they are issued as opposed to being sold But when the Customer loses the item and we want to charge him her this Lost Charge is the amount that will be billed to the Customer Item Maintenance Levels Tab What does it do The Levels Tab is where you can assign different price levels for each item You can assign price levels A through F to an item and you can assign a Price Level to each Customer When a Customer with a Price Level B purcha
137. ant to suppress the prices on this report You might do this if you want to give someone a copy of the report but do not want them to know what each Customer paid for each item Double Space Print Out Check this box to double space the report Leave it blank to single space the report Omit Phone Number Check this box to omit the Customer s phone number from the report Sort on Options You may choose sort options from the following choices e LastName Records will be sorted by the Last Name of the Customer e Whole Description Records will be sorted by the description in the history file This is whatever the description was at the time of sale e Middle Description and Character Records will be sorted by a portion of the description field beginning AFTER the character you enter here If you entered the prom bid number after a sign in the description you would check this option and enter a as the character e Select by Status Records will be shown for whatever status you select The options are All Customers Only Locked Customers Only Active Customers or Only Withdrawn Customers e Additional Fields Select from the following choices 1 None If you don t want to print any additional fields 2 A R Information If you want to see any amounts paid and still outstanding on the items printed 3 Bonus Field Information If you entered data in the Bonus Field at time of sale and want to see that on the report Date range
138. ants a list of who still owes money for a yearbook choose Detail by Item and then select YRBK as the Item Number If the principal wants a list of all the students who owe money without the detail choose Summary by Customer Minimum Amount You can enter the minimum amount that the customer should owe to have a form letter printed for their account Select By Status You can choose to print this report for ALL Customers only Customers that are Locked or only Customers that are Active and only Customer that are Withdrawn For example if you ve locked the Customer record for students who have moved away this allows you to get a list of ONLY those students who have left school but still owe money Double Space Check this box if you want your report to print double spaced Customer Number ltem Number If you selected Summary by Customer or Detail by Customer in the Report Type field above Tracks will allow you to select a Customer range If you selected Summary by Item or Detail by Item in the Report Type field above Tracks will allow you to select an Item Number range Remember Settings Check this box if you want Tracks to remember these settings next time you open this report selection screen Page 9 15 Tracks User Guide Customer History Report What does it do The Customer History Report prints a detailed sales history of your customers based on criteria that you select Where is it Go to the Reports Menu Customer Reports and selec
139. any grace period you may choose to define next Number of Grace Days for Fees This is an optional concept If you are going to charge the student for the fee regardless of whether he is enrolled in the class for 2 minutes or 2 months ignore this field If you have a grace period where you do not charge the fee if they drop the class within a specified period of time you will want to use this field Enter the number of grace days that the student has to drop the course without paying the fee Let s assume that the First Payment Date is 1 15 06 and our number of grace days is 14 In this example if a student were to drop a course on 1 20 06 Tracks would reverse the fee and know that they should not pay it If the student drops on 1 30 06 that student would still responsible to pay the course fee Method for Calculating Fees This option allows you to choose how to charge this fee Let s assume that the class fee is 40 and that you have four terms in your school year e Choose Charge Fees Based on Semesters to charge the student 10 each semester e Choose Charge One Fee Per Course to charge the student 40 one time Ongoing Fee Generation Method This option allows you to select the method for generating fees on an ongoing basis You can choose between Auto Generate Fees when Importing Schedules or Charge Fees Manually on Work Screen Choose Auto Generate Fees to automatically generate fees and immediately charge them to the student s account
140. ar Codes kel Seral Scanner Option Customer Numbers Characters to Strip Enter specific characters that may be part of the bar code that you want Tracks to strip off before comparing the scan against your Customer numbers Usually you will want to strip leading characters like asterisks slashes and zeroes from the number for example 0 Tracks will strip these characters from the left of the Customer number So if your Student bar codes all have a P in front of the actual student ID number you ll want to add a P to the characters already entered Bar Code Enter Length If you want to strip prefix or check digit characters from your Customer numbers enter the length of your Customer number bar code here Otherwise leave this field blank Enter Prefix to Strip If you want to strip off a prefix that appears in front of all your Customer numbers enter the prefix here For example assume your student ID numbers are five digits like 56789 but your district always puts your school code 123 in front of all student ID numbers If you load student data and Tracks thinks the student number is 56789 then scanning a bar code that reads 12356789 won t work You would want to strip off the 123 from in front of every Customer number So you would enter 123 in this field Enter Prefix Length Enter the length of the prefix above Page 3 5 Tracks User Guide Enter Position of Check Digit Some
141. ard TRDATA Note that the old Tracks icon will be removed from your desktop although you will still be able to access Tracks 2 x from your Program Files menu Before you begin Set up your school in School Maintenance Before you start make sure you are currently in the right school in Tracks 5 In the example below we re going to convert our old PlaySchool Demo Data to our new ZPLAY school Note that Tracks displays the current User School and date at the bottom of the screen below Using the Screen i T Welcome Tracks Data Conversion Tracks displays the first screen of the data conversion wizard Your Tracks NT version 2 must be closed before proceeding Click Next to proceed This program will convert the data from your previous Wersion 2 4 of Tracks and load it into Tracks 5 1 E The data will be loaded into your currently selected school T Locate the Tracks 2 xx Data Play School High School 03 04 Tracks 2 must be closed before proceeding with this Data Conversion Select on Next to continue First let the conversion program know where your Tracks 2 xx data directory is located l It is usually located on your main hard drive in a folder named C ABluebear If your Tracks is installed somewhere else please enter the location or click on ZPLAY 10 14 04 on the Browse button to search for it Tracks Location C BlueBear BEE Gs Lis oe ZPLAY 10 14 04 Page 11 1 Tracks User Guide The program will
142. ards Jaime NOYA BLUE bebe Sanders Bill L4000 BLUE FEAL 348 Hartman Regis CIVIC BLUE SAB C769 Banu Bella GOLF BLUE ABCO43 Cho Stephane FAIRLANE BLUE SALLY ZPLAY 10705705 Enter any information you have In the example above we ve entered Blue to search for all the blue vehicles on file Tracks displays all the blue cars Using the Print Button in vehicle lookup If you click on the Print button at the bottom of the Vehicle Lookup screen Tracks will print the Vehicle Lookup Report which lists all the records found in your search Records will be sorted by License Number F T Vehicle Lookup Report Play School High School HP Desklet 500 on LPT SALLY PLAY 10 09705 Vehicle Maintenance What does it do Vehicle Maintenance is where Tracks stores all the information about Vehicles and Parking Permits You can edit records that were added from the Work Screen or you can delete records here Where is it Select Vehicle Maintenance from the Customer Menu Using the Screen Page 7 11 Tracks User Guide F T Vehicle Maintenance Play School High School Pernt No Teal 1997 Receipt No License Mo Make Receipt Date 03 15 05 State CA Model Insurance STATE FARM Color BLUE Drivers License A234234 Hobe K J gt a SALLY Pl Ar 10703705 Customer Number Enter Customer number Only Customers with vehicle records on file will be displayed in the lookup window Permit Number Enter the Park
143. ared and you have a moment to think you can count the money in each envelope tying out to the Closeout reports in each envelope We recommend that you make a separate bank deposit for each Closeout The bank doesn t mind and it makes it much easier to deal with somewhat smaller amounts of money Where is it You can access the Closeout by going to the Daily Menu and then selecting Closeout Using the Screen The Closeout Wizard walks you through the Closeout process E T Closeout Wizard Selection Screen Play School High School Sek Tracks Closeout Wizard The Tracks Close Out Wizard wll step you through the process of closing out your transactions The Wizard will add up your sales and display the totals for your inspection Then when you are ready the Wizard will print reporte for you Finally the Wizard will save the transactions in history clear pour daily work and prepare Tracks for starting a new day Please select which days to close out and then click on Hest The normal answer is Al All Dates Close out transactions hor all days One Date Only Close out transactions for only the earliest date found Dia Jaa SALLY PLAY 10409405 The first screen asks you whether you want to closeout for All Dates or One Date Only Because you will usually closeout every day you will usually just leave it checked for All Dates When would you choose One Date Only Suppose you made sales on Monday but went home sick
144. arge a 9 00 O 2 2 _ A Include in Physical Count Lategory SALLY PLAY 10 09705 Tracking Numbers on Equipment Items Let s assume you have all your football helmets numbered and you want to track which student has which helmet You can enter the number at time of sale in either of two ways 1 Enter the number in the Item Description field See the example above with the pipe in the description field When you sell the item on the Work Screen or Command Line Description Quantity Price HELMET Football Helmet 124 2 Enter the number in the Item Bonus Field See the Item Maintenance Additional Tab for more information about setting up a Bonus Field Quantity Helmet Tracks User Manual Page 6 18 Donation Item Example DONSPT See the screen below We have not checked Customer Required because most often a donation is not connected to a specific student With a donation type item we will be prompted to enter a Donor Code and information about the donor when we create the receipt on the Work Screen We ve entered DON in the Grouping field so we ll be able to group together donation items on a report We ve checked Checks OK with No Cust because we want to be able to accept checks as payments And we ve entered a Category Code so we ll be able to get a financial report on all donations in SchoolBooks See the chapter Donations Tax Credits for more information about Donation Processing in
145. as possible because there may have been changes and enhancements released since your CD was made Go to the Help Menu and choose Get Updates Tracks will automatically download any updates you need Follow these steps to get Tracks up and running for your school 1 Setup your receipt printer cash drawer and scanner See Chapter 2 and Appendix D 2 Complete the Customize options so that Tracks will work correctly with your system See Chapter 3 3 Now you can take a test drive in ZPLAY if you d like to When you load the software it will automatically come up in ZPLAY the demo data and this is a perfect opportunity for you to see how it works 4 Go to the Work Screen Press lt F8 gt to look up a Customer Press lt F3 gt to choose an Item Press lt F9 gt to complete the sale 5 Print a report see what it looks like Now set up your own school 1 Setup your new school in School Maintenance See Chapter 2 Set up your GL accounts in GL Account Maintenance See Chapter 4 Or you can Import GL Accounts from SchoolBooks See Chapter 12 3 Setup your Customers the students clubs faculty etc you sell things to and accept money from in Customer Maintenance See Chapter 6 4 Setup your Items the things you sell things you collect money for in Item Maintenance See Chapter 6 5 Setup security for your system Set up new users in User Group Code Maintenance under System Maintenance if you want to restrict access to Tracks
146. ave been sold the same amount or less hours Tracks User Manual Page 9 28 Chapter 10 Collecting Money Owed Tracks can help you collect money due from customers in several different ways You can lookup checks returned for insufficient funds print a report showing balances due and even send out statements Entering Debts You can set up Items for all the debts you want to collect For example you can set up Items for library fees and fines or lost textbook fees and fines Let s assume you want to collect for library fines 1 Setup an ltem called LIBFINE This Item will be a Service Type Item and have Customer Required and Prompt for Price turned on 2 To enter a debt bring the student Customer up on the Work Screen Sell them a LIBFINE and enter the amount Let s assume it s 110 Choose Payment Type 6 Charge to Account 3 Now when you bring that Customer back up on the Work Screen Tracks will flash the Balance 110 in RED so you will know there is an outstanding debt T Work Screen Play School High School ps on li Fi gi S Address 250 Rose Lane Other ID TT City State Zip San Diego CA 92127 L Balance 40 00 Phone 619 976 0475 Class 2005 Status TT Note Accepting Payments Against Debts It s easy to take a payment against a debt in Tracks You can accept partial payments and apply the money to only the items you select 1 Bring the Customer up on the Work Screen Let s use Megan Seeley
147. ave the check box clear if you do not want to print receipts Page 3 1 Tracks User Guide Receipt type Select the format for how the receipt will print The best way to decide which format is best for you is to try the different options and then pick the one you like You can go into Play School print sample receipts then come back to your real school and set the option We suggest Type 2 which prints the item description without the item number less cluttered looking But during very busy times you may want to use Type 1 because it doesn t print the whole school name and address so it prints faster saving time and making the line go faster Type 3 is the same as Type 2 but prints both the item number and description Extra Lines to Feed at Bottom Use this option and the next one to give you the right amount of extra tape before and after the receipt prints Enter the number of extra lines you want the receipt printer to feed AFTER it prints the receipt Recommended setting is 6 Extra Lines to Feed at Top Enter the number of extra lines you want the receipt printer to feed BEFORE it prints the receipt Recommended setting is blank Insert Extra Line Before Banner Check this box if you want to print an extra line before the banner on the receipt Leave the box clear if you don t want to print an extra line Banner 1 Enter the text for banner line 1 on the receipt This is a 40 character field Tracks will center it on the rece
148. b in Workstation Settings School Settings Integration Tab What does it do This is the setup screen for integration with SchoolBooks and other accounting packages for exporting of Closeout data You can also set up Tracks to automatically create certain types of transactions in SchoolBooks for returned checks and student refund checks too Using the screen T School Settings Work Screen Closeout 1 Closeout 2 Other Settings UDF Misc Integration Automatic Export to Accounting Y Accounting Version SEW 5 0 or Higher Path for Export C Program FilestBlueBears vBlueBeariSbdata DEMOS Nest Export Sequence 254 Clear file before exporting Returned Checks Returned Check Item Number a HGELHE Enter Description Returned Check Fee ltem Number NSFCHEFEE a HSF Check Fee Actual Bank Charge a Authorized By Mame for Adjustment Customer Refund Checks Refund Check ltem Mumber REFCHE a Refund Check Read Settings Make this School Read Only ke Category Code Categor Codes are Required kel e PLAY 1 1907 Automatic Export to Accounting If you check this box the Closeout program will automatically create a file to be exported to your Accounting software either SchoolBooks or MAS 90 Tracks writes all receipt detail records to a file called TREXPORT Accounting Version If you have selected Auto Export above select the accounting program you are using SchoolBooks 4 or Lower SchoolBooks 5 0 or Higher
149. been disconnected or moved around at all See Appendix D for information about how to set up your POS equipment Where is it Go to Management Special Functions and select POS Equipment Test Using the Screen T POS Equipment Test Play School High School Saks Printer Choice Genere Text Only on LPT Printer Type CEM1000 Appi Ba Code Setings D L Caneel 2 SALLY EPLAY 10705705 To test the receipt printer e Choose the correct printer from the drop down window e Make sure the printer is connected to your computer and is turned on e Choose the correct printer type the model number is usually on the bottom of the printer e Click on the Print Test button e Your receipt printer should print something legible If you are testing your receipt printer and have the Print in red code set correctly the This prints in red message should be in red The sample screen above shows the selection for testing a receipt printer Usually when you test your receipt printer the printer choice would be Generic Text Only on LPT1 or Generic Text Only on LPT2 If you have a thermal printer the red portion will print reversed that is white on black To test the cash drawer e Make sure the cash drawer is hooked up to the printer or to the computer e Click on the drawer button Page 2 1 Tracks User Guide The cash drawer should ring its bell if it has one and pop open the drawer To test
150. ber or using the Customer Look Up feature or by hitting lt F8 gt on the keyboard Find customer record by scanning or typing To find a customer record scan or type the customer number at the command line The system scans the Customer file searching the Customer number field for the number entered If the system is unable to find the number it then searches the Other ID field for the same number When the number is found Tracks displays the customer record If you want to search the Other ID field FIRST check the box for Use Other ID in Customize on the Scanning Tab Find customer record by Lookup Click on the F8 button or press lt F8 gt on the keyboard Then start typing in the first few letters of the Customer s Last Name When the correct name is highlighted press Enter If you press lt F8 gt while a Customer record is already on the Work Screen Tracks will display the entire Customer Maintenance screen for this Customer Add a new customer on the Work Screen You may add a new customer on the Work Screen by typing AC Add Customer at the Command Line or by pressing the F11 Options button then choosing the AC button from the Options Button choices Deleting a Customer Use this feature when you ve sold items to a student under the WRONG STUDENT ID Using this feature you can transfer all the purchase history to the CORRECT STUDENT ID You can also use this when you ve assigned a temporary number to a new stude
151. ble to sell items with sales tax included in the price check this box This will allow you to designate Items with included tax as opposed to tax that is added on For example you might want to make your price for PE shorts be 15 including tax Tracks would then back out the sales tax Date Format You have a choice about how Tracks displays dates in the system Tracks will use the format you select to display dates on all the screens Report Start Date Enter a default starting date for your reports If you started using Tracks in November you might enter 11 01 07 and then Tracks will default the starting report date to that date The ending date in the date range will usually be today s date If you have been using Tracks for the entire year you should enter the starting date of your fiscal year in this field This date will usually be July 1st Star Buttons and Student Picture Display You can choose which of three different Work Screen layouts you want to use Choose None for a plain Work Screen Choose Just Star Buttons if you want to use the Star Buttons but don t want to display a student picture Choose Picture and Buttons if you want to display both student picture and Star Buttons Fees Window Handling You can choose if you want Tracks to automatically open the Fees window when a student has outstanding fees or if you would only like to show the Fees window when you type F in the command line on the Work
152. bottom right of the Work Screen If you are backing into a tax amount and need to adjust it by a few cents because of rounding use this option to get it exact 1 Press lt F7 gt The cursor will be positioned on the Sales Tax amount 2 Enter the correct sales tax amount and press Enter Edit Customer Record Press lt F8 gt after the Customer record has been displayed on the Work Screen You can then make changes to the Customer record You may also edit the Customer record through Customer Maintenance on the Customer Menu For more information see Customer Maintenance Why would you want to edit the Customer record You might want to add a note that will flash on the Work Screen to remind you and others who make sales about something pertaining to this Customer You might want to change the Customer Status from Locked to Active Charge to Account Sales The Charge to Account function allows you to charge items to students book fines lost equipment fees and allows your students and customers to charge all or part of a receipt balance to a their account You can set up a payment plan for Seniors so they can make payments during the year for Grad Night Senior Pictures etc Tracks will provide account statements balance due reports and follow up letters To charge the entire amount of the receipt on Account press Enter to accept the total of the receipt in the amount tendered field and then select How Paid Option 6 Charge to Accoun
153. breviation for the job Whenever you use the lookup function to choose a job the jobs in the lookup list will be sorted by Job Number Therefore when you make up a Job Number take into consideration where it will show up alphabetically This will help make it easier in the future to find and select Job Definitions If the name you enter is not a name for an existing job BarMaster will assume you are entering a new job Editing an Existing Job To edit an existing job type the Job Number or use the lookup button or lt F2 gt to select from a list of existing Job Numbers BarMaster will display the job information for this job on the screen Import a Job from Another School Click on this button to look up a school and then select a job from that school to import here FIELDS Job Number Enter a code you will use to identify this Job Definition or press lt F2 gt to lookup existing jobs Description Enter a short description for the job This description will show up on lookup screens and help you to identify this job Menu group Enter the specific Printing Menu from which you will launch this job For example if you enter Customer in this field then when you select Print Customer Bar Codes from the Printing menu this job will show up on that screen Choices include the following Customer Club Item Number or Other Job type There are two types of jobs in BarMaster Regular or Customize Regular Regular using filters Cho
154. bs You may need to play around with this setting a couple times to get it right Normally a font with a point size of 72 is one inch high Left Margin Enter the distance from the left edge of the label to the first print position Measure from the left side of the label to the point where you want the printing to start BarMaster Registration Forms What does it do The BarMaster Registration Forms allow you to generate forms with bar codes to be used for Fall Registration sales of AP Tests or any other thing you can think of Of course you can always print up a bunch of bar codes and stick them on any document to make up an order form but this utility makes it much easier The form prints a place for the student s name all the Items with their bar codes a place for the Customer to fill in the amount and total the sale With this form you can ensure that students have everything filled out and ready to go by the time they get to you with the payment Where is it Go to the Modules menu BarMaster Management and select Registration Forms Using the Screen l T Registration Forms BAA Registration Code FALLREG Title Fall Registration 2005 Student Order Farm Half page w Full page D ltem 01 TREE ltem 02 GR Abt ltem F ltem 08 i 212 ltem 013 PARE ltem 03 ltem 04 PESHIRT Item 10 ltem 05 PESHORT ltem 06 LOCK ltem 11 ltem 12 ason G w G IF you need additional information about these tems please se
155. by means of a Y connector cable or plugs into a USB port on your computer If you have a scanner with a USB connector plug it into one of your USB ports If you have a scanner with a Y connector follow these steps to connect it Note Your computer can not tell the difference between data that is typed in on the keyboard or data that is scanned in using the scanner e Plug the Y connector into the scanner cable You should be able to set the scanner on the floor or a table and hold a cable end in each hand e Unplug your keyboard from the back of the computer and plug it into one end of the Y connector e Then plug the other end of the Y connector into the keyboard port on the computer e On some computers you will hear a beep like Bee BOOP from the scanner On others you ll need to reboot your computer in order to have it recognize the scanner Programming your scanner to read the your bar codes e Your scanner can be programmed to read many different kinds of bar codes or restricted so that it will only read specific symbologies like 3 of 9 or Codabar e You can use the book that comes with your scanner to program the scanner to read all bar codes or only those you actually use e Your scanner should read most bar codes right out of the box Before you start trying to program your scanner try it out first lt may already work just fine with your bar codes e The most common bar code symbology used with Trac
156. can keep track of your inventory and provide a list of merchandise to reorder When new inventory items are added to the system a normal minimum stock quantity is determined A beginning inventory count is also entered As each item is sold it is automatically deducted from the inventory on hand When the on hand count falls below the reorder level the item will appear when the Reorder Report is requested Once you have reviewed the recommended reorder quantities a Purchase Order may be created Reorder Levels may also be determined automatically with monthly or seasonal averages When this procedure is used the computer automatically calculates the normal reorder and recommended order quantities based on prior sales figures When merchandise is received it must also be received into the system Items that have been back ordered will be tracked by the system and may be received at a later date To ensure an accurate inventory it is extremely important that all of these procedures are followed with care Tracks User Manual Page 6 2 ltem Maintenance What does it do You will enter all the things you sell to Customers here in Item Maintenance In addition to actual Items you sell you can also enter student debts to be collected sports equipment to be issued and returned textbook charges and more In this section you ll find a description of each field in Item Maintenance and how you can use them to have your system track sales exactly l
157. ccepted the check on the Work Screen Using the Screen T Check Lookup Play School High School a Check Number Search _ eae 1234 oca Check No Name on Check Wee Rogers 0 00 Butler Carla 0001 001 11 09 04 Tery Wells DU UU Banu Bella 0001 073 003 5 05 SALLY Hl Ar 10 03 05 Once you have found out where the check came from you can enter the information on the Customer s account For more information about how to handle NSF checks in Tracks see the detailed description in Appendix E Using the Print Button in Check Lookup If you click on the Print button at the bottom of the Check Lookup screen Tracks will print the Check Lookup Report showing the items listed on the screen Tracks User Manual Page 10 2 Form Letters You can use the Form Letter function in Tracks to send statements to customers detailing amounts due Design your letters using Form Letter Maintenance Then go to Form Letter Printing to choose the customers for this particular mailing Most users print form letters on plain white paper or letterhead and position the student name and address so letters can be mailed in a window envelope You also have the option to send form letters via email See Form Letter Maintenance on the Customer Reports Menu to learn how to set up templates for your letters See Form Letter Printing on the Customer Reports Menu for information about printing and emailing form letters See Customer Maintenance Contacts
158. ce Play School High School E T East Mountain High School New High School North Valleu High School Ner Urban High School South Ridge High School IU SOO 8 8 s 8 8 You can check the individual check box for each Supervisor School combination or you can do the following e Check the box in the upper left corner to give ALL supervisors rights to ALL schools e Check the top box under the Supervisor to give that supervisor rights to ALL schools e Check the box to the immediate right of each School to enable ALL supervisors access Rights of Access Giving a Supervisor rights to a school on this screen means they have access to this school If you want to give or restrict access for specific menu options go to Supervisor Security Page 4 5 Tracks User Guide Desktop Button Maintenance What does it do Use this screen to create buttons on your desktop for various Tracks functions Where is it Go to the Management Menu and select Desktop Button Maintenance Using the Screen T Desktop Button Maintenance Play School High School Click Show for the buttons you want to show for your User Code or the ones that will show if no users are defined Prograrn Show Bkgrd Color Text Color Button Appearance Daly Henu Work Screen Cyan Dark Blue Closeout Cyan Dark Blue Daily Sales Inquiry Daily Sales Inquiry Daily Data Backup Dark Blue White Daily Data Backup Change User Change User C
159. chool Settings What does it do These screens allow you to enter more options about how Tracks functions Options located on multiple tabs provide for setup choices pertaining to the Work Screen how your system does a Closeout user defined fields and integration with accounting programs Where is it Go to Management Customize and select School Settings School Settings Work Screen Tab What does it do The Work Screen Tab allows you to enter options to determine how the Work Screen will function on your system Using the screen T School Settings Work Screen Closeout 1 Closeout 2 Other Settings UDFs Messages Integration Misc 1 Student Class Grade Options Show Customer Notes Year 010 Change Price Level on Sale of ltem Text to show on Work Screen if Cust is Price Level E Grade 12 Display Customer ltem History display options ltem Number Bought Not Bought Text to show F ARENTCON e a CONST a Next Donation Ho Next Donor No Donation F Letter Nest Receipt Ho Live Change Enter Sales Tax Rate ex 0 085001 Close ltem Screen After Each Line Use Included T ax Enable Check No Name teld Date Format MM DD YY Report Start Date 07 01 209 Prompt for Reorder Wty exceeded Star Buttons and Student Picture Display Picture and Buttons ell Use Other ID Field Fees Window Handli
160. clude in our list Click the List button at the bottom of the screen to begin working with the List function BarMaster will display all the records in the Source file on the left of the screen You can choose which records from the Source file to include in your new List You can either double click on the left column to add records to the column on the right Or you can highlight the record on the left and click the arrows in the center of the screen to select or de select them for printing T Records selection Description i Descrioti NSF CHECK FEE AP TEST BIOLOGY Parent Consent Lette AP TEST ENGLISH PARKING PERMIT AP TEST MATH AP TEST SPANISH PENNANT PE Shit OLS PENCILS PENCILS PENCILS FE Short PHYSICAL PROM DOUBLE GUEST IENTER GUEST PROM SINGLE PSAT TEST REF CHE IENTER DESC sa Seo Ja JA Tracks User Manual Page 16 6 The new APTEST list is now comprised of the items on the right Done Click Done when you are finished Clear All Click this button to clear all your selections Note The Source file on the left is sorted according to the Sort choice you make In this example above if you wanted to sort the records in item description order you would choose ltem Description from the drop down button and then the records would be sorted in Description order Search function To search for a specific record start typing the first few characters of the sort field When you first open this record selection windo
161. concerned citizens like you ve can continue to offer quality programs to our students This document serves as Your receipt for funds received KREE Page 20 7 Tracks User Guide Letter Code Enter a new code for your letter or select an existing code from the lookup Copy Information from other School Click on this button to look up a school and then select a form letter from that school to import here Description Enter a description for this form letter Fields The fields available for this form letter are shown in the drop down window To select a field for your letter choose the field then position your cursor in the letter right mouse click and PASTE the field You can enter as much text as you choose Form Letter Printing Donations What does it do Use this screen to determine which Donation Form Letters to print and other options You can print letters for a range of Donors and also select for a range of donation dates Where is it Go to the Reports Menu Donations Tax Credit Reports and select Form Letter Printing Using the Screen F T Donation Form Letter Printing Play School High School Salk Form Letter Code RECEIPT L Selection All Starting Donor Name Date Range O 07401404 Remember Settings HP DeskJet 500 on LPT1 SALLY ZPLAY 10705705 Form Letter Code Select a Form Letter Code for the letter you want to print You must already have set up this letter in Form Letter
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163. d That s the list of refund checks you need to cut If you do use SchoolBooks you can have Tracks automatically credit an invoice over in SchoolBooks for the amount of the refund check by following these steps Setup Customer Helund Checks Refund Check Item Number REFCHK e AEE CHK ENTER DESCRIPTION Enter your Refund Check Item Number on the Integration Tab in School Settings Tracks will now know to create the SchoolBooks invoice when the program sees this Item Number On the Work Screen In the example below we want to return a yearbook and eventually write a refund check to the Customer Command Line REFCHK Der Quantity Price TEARBOOR e First choose the Customer on the Work Screen e Then enter the item to be returned in this case YRBK The item number and description will be displayed Page 14 3 Tracks User Guide e Type R Enter or select Return on bottom of Work Screen Tracks will change the quantity field to a negative number If the quantity was 1 the new quantity will be 1 The amount of the receipt down in the right corner of the screen will show a negative number e Now type REFCHK on the Work Screen Tracks assumes you want to write a refund check for the item on the line above Tracks automatically makes the description the same as the item above it on the screen displays a quantity of negative 1 or whatever the quantity is and enters the amount e The amount of the receipt is ze
164. d You can set up a temporary number for this student make sales and then transfer the sales history to the correct Customer number when one is set up Look at this example and follow these steps 1 Mary Smith is a student waiting in line to buy a student body card etc but does not have a number yet She has to buy the stuff NOW of course 2 Onthe Work Screen click or press lt F11 gt to access Add Customer or simply type AC at the Command Line 3 Tracks will display the Customer Maintenance screen Enter a temporary number like T101 we like to use T numbers because they mean temporary Then enter her first name and last name only Do not worry about entering the rest of her information like address you don t have time Click Accept to save the customer information and go ahead with the Sale 4 Later when you get a permanent number enter her real customer information using her correct customer number Let s assume Mary s real number is 123450 5 To transfer the sales history from her temporary customer T101 simply get into Customer Maintenance and bring customer T101 to the screen Now click the Delete button Tracks will ask you Are you sure you want to delete this customer Click Yes 6 Tracks will now ask you Do you want to move this Customer s existing transactions to another Customer Click Yes and Tracks will display the Customer Lookup window In this example you would choos
165. d data and set Tracks up for the next school year You will be asked to provide a data file of your complete student database for the NEXT school year You will also be asked some questions about how you want Dr Download to set up your Tracks data for next year This process could take up to 30 minutes so please ensure that you have enough time You may need to help Dr Download interpret the layout of your Student Database Don t worry You can cancel the process at any time Follow the steps in the wizard Temporary Customer Numbers If you need to sell something to a student who does not have a permanent number assigned you can set up that student as a temporary customer with a temporary number Then you can switch the Customer History over to the real Customer Number when one gets assigned See How to sell to a student who doesn t have an ID yet in the How To Guide Chapter Page 5 1 Tracks User Guide Customer Maintenance What does it do These screens allow you to enter information about your customers Because you will maintain customer records for students definitely and perhaps for clubs and faculty you will be able to print customer reports mailing labels and track money owed Where is it Customer Maintenance is located on the Customer Menu Note Use the Show Student button located on the bottom of every Customer Maintenance Screen for a picture of the student to appear See Appendix H for more information about loading y
166. d equal the Total Amount for Deposit on the bottom of the Sales by Receipt Report When these amounts are equal it means you have GL Accounts assigned for all your Items and Tracks knows where everything goes If these amounts are not equal Tracks will display a warning screen that says Not in Balance This screen is to warn you that you should check your Items for missing GL Account numbers You can still choose to go ahead and complete the Closeout but there is a price to pay What are the consequences of going ahead when not in balance If you plan to import Tracks data into SchoolBooks or another accounting program you ll find that you may have to enter some information manually over on the accounting side Why Because the information about GL Accounts wasn t correct on the Tracks side when the import data was created What s the moral of the story Get the data correct BEFORE you update the Closeout Tracks will ask you if all the reports printed correctly If you answer Yes then Tracks will ask you if you want to Complete the Closeout If you answer Yes Tracks will update all transactions and if selected create the export for your accounting program too Using the cash count screen If you want to count your cash and enter it as shown below check the option on Closeout Tab 1 Management Menu Customize School Settings This will make Tracks display the Cash Count screen shown below where you can enter the exact amounts o
167. d for your letter choose the field then position your cursor in the letter right mouse click and PASTE the field You can enter as much text as you choose Note f the student owed 20 00 for a yearbook and you received 20 00 but didn t apply the money against the yearbook BOTH line items will appear on this letter Even though they add up to zero due Tracks sees them both as Open items Page 9 17 Tracks User Guide Form Letter Printing What does it do Once you have defined your letter in Form Letter Maintenance use Form Letter Printing to select Customers for printing Where is it Go to Reports Customer Reports and select Form Letter Printing Using the Screen T Form Letter Printing Play School High School Ela lx Form Letter Code 2 Balance Due Letter Print only for grade Print Order Include clubs Type Club Select by Include blank class Grade Minimum Balance Select By Status All Customers Use ltem Mot Bought Customer Type All ltem Mot Bought Selection All Starting Ending Customer Name ltem Number Date Purchased O7 01 04 Remember settings D HP DeskJet 500 on LPT1 SALLY PLAY 10703705 Form Letter Code Enter the code of the form letter you want to print Print only for grade Leave the choice at the default ALL unless you want to limit the selection for a specific grade or class If you do want to limit your selection to just one grade class m
168. d select Daily Sales Inquiry Using the Screen Tracks will first ask you if you want to limit the display to view sales for this workstation only Click Yes to view only sales made on this workstation Click No to see data for all sales from all workstations Limit Sales Display Z Display sales for this workstation only Tracks displays the total payments received sales made on account and a breakdown of sales and sales tax F T Daily Sales Play School High School Cash Checks Credit Cards Subtotal On Account Total SALLY PLAY 10 09705 Closeout What does it do The Closeout function in Tracks adds up all your transactions for the day or any period and prints a Closeout Report as a permanent record of what you sold and how much money was collected Tracks has a Closeout Wizard that walks you through the process You can set up options for how your system handles a Closeout in School Settings on the Closeout Tabs We recommend you do a Closeout at least once a day during regular days During Fall Registration and at other times when sales are very heavy and you are collecting large amounts of money we recommend that you do several Closeouts during the day Why Because it s easier to balance smaller amounts of money to your reports and easier to spot mistakes in smaller batches The Closeout process adds up all the sales you ve made and the money you have collected since the last time you did a Closeou
169. dRaiser Maintenance Note You must have Microsoft Excel installed on their computer to use this functionality in Import Manager Import Job Maintenance What does it do You will use Import Job Maintenance to define the individual jobs or groups of data to be imported into Tracks You will set up a separate record for each type of job you want to import For example let s assume the Band Instructor is going to run a Sausage Sale fundraiser He will distribute sausage to the students and he ll also do some of the money collection He s going to use a little Excel file on his computer in the Band Room to keep track of what s happened then he ll give the file to you so you can import data into Tracks Where is it Go to the Modules menu Import Manager and select Import Job Maintenance Using the Screen Page 19 1 Tracks User Guide p T Import Job Maintenance Play School High School Job Code SAUSAGE 2 Description Sausage FUndraiser Type On Account e File Type Excel Path Name CAD ata B and Fundraiser Info S ausage on account no payments xls Item No Load from Import File Al GL Account Load from Import File S il Fundraiser No Load from Import File si Kllzla Job Code Enter a code for this job This is a 10 character field We suggest using something descriptive like sausage above Description Enter a description for this job This description will print on reports Type There are three types of
170. de on each Card Check the boxes to choose what you would like to print for each Locker Card You can choose to include combination comments gender grade hall and location Number of Duplicate Cards to Print Enter the number of cards for each individual locker you would like to print Sort By Choose the order for printing the Locker Cards You can sort by Locker Number Hall Location Grade or Gender Locker Selection Choose if you would like to print Locker Cards for only Assignable Lockers Only Broken Lockers Only Lockers that are ML already Assigned or All Lockers SAMPLE LOCKER CARD This is a sample locker card Eight cards print on each page Text Printed on each Card Enter any additional text that you would like to print on each Locker Card Locker No 1000 Combo 10 52 15 Hall 41 Location SW Grade 12 Gender Fem ale Please take this card to the table labeled Lockers If there are any problems with your locker please report to the front office Tracks User Manual Page 22 4 Locker Listing What does it do The Locker Listing Report allows you to print or preview locker information The report displays Locker Number Lock Number Combo Number Hall Location Grade Gender Status and Comments for each locker Where is it Go to the Customer Menu Lockers and select Locker Listing Using the Screen T Locker Listing Report Play School High School Saks Sort Ey Locker Ho z Selection Start
171. dents Three days later you run a list to see how many student body cards you ve sold and there aren t nearly as many on the list as you think there should be You check and discover you didn t make FALLPACK a Kit Type item No problem Go into Item Maintenance and make FALLPACK a Kit Item with the components yearbook and student body card Then run this utility Tracks will straighten out all the transaction history for each student who bought FALLPACK You will probably need to make some transfers to straighten out your GL postings in SchoolBooks Where is it Go to Special Functions and select Explode Kits in History Using the Screen F T Explode Kits in History Play School High School Sek Warning This process will explode all KIT theme according to the current KIT information Transactions that have not yet been updated on a Closeout will not be affected Select Proceed to continue or Cancel to return to the Main Menu s ba E SALLY PLSY 10409405 Proceed Click proceed to run the program i Warning A This process ls going to update the history Information for KIT Items Do you wish to continue Tracks will display the warning above Click Yes to continue or No to cancel Page 11 5 Tracks User Guide Update Customer Balance Due What does it do Use this special function to update the Balance Due amount that is displayed on the History Tab in Customer Maintenance Tracks will recalculate the
172. display the sales history screen for the selected Customer You can also access Customer History from the lt F11 gt Options Menu You can also access the same Customer History from Customer Maintenance Once the Customer History screen is open you can print Customer History send a Form Letter or Reprint an Old Receipt LC Last Customer Click this button or type LC to bring up the last Customer you had on the Work Screen This option is not active when you already have an existing Customer on the Work Screen You can also access Last Customer from the lt F11 gt Options Menu Note Click this button or type NOTE to access the big notes screen for the selected Customer Tracks will display the Notes screen You may enter new notes edit existing notes or delete text from the Notes screen If a Customer has a NOTE entry Tracks displays the word NOTE on the Work Screen R Return Click this button or type R to return the highlighted item on the Work Screen Tracks will change the quantity to a negative number thus creating a refund or backing out a prior transaction You can also access Return from the lt F11 gt Options Menu Important when doing a return it is important to change the quantity to a negative number NOT the unit price Help Click this button to access the Help menu for the Work Screen Command line he Command line located in the center of the Work Screen is where you enter cu
173. districts add a check digit to the end of student ID numbers so various systems can check the integrity of the bar code You can choose to strip off this check digit by telling Tracks where it is in the bar code For example assume your student ID number is 56789 but there is a check digit of 3 on the end making the bar code read 567893 You would want to strip off the 3 which is found in the 6th position in this bar code You d tell Tracks that the length of the bar code is 6 leave the Prefix field blank and enter 6 in the Check Digit field Use 10 Character Follett Bar Codes Check this box if you use 10 Character Follett Bar Codes on your student ID cards Prefix Option Your choice of prefix option will determine which additional fields become available to you on this screen Select None if your bar codes have no prefix to strip Select Prefix Length if you want to strip a specific number of characters off the front of your bar codes Select Prefix if you want to strip a specific set of characters off the front of your bar codes Serial Scanner Option Here you can choose if you use a serial scanner and if so where it is located Workstation Settings Email Settings Tab What does it do The Email Settings Tab has information about how you will send Form Letters via email If you are a typical Tracks user you may not know the answers to complete this screen You don t need to feel guilty
174. dividual Item Page 17 1 Tracks User Guide Dates Enter the beginning and ending dates for this FundRaiser Status This indicates whether the event is open or closed The system will not record sales for FundRaisers that are Closed Type Enter I if the FundRaiser is for selling items like candy bars which will be tracked by quantity Enter A if you are only going to track amounts of money collected like for a car wash event or sales of magazine subscriptions Items purchased at cost Enter the quantity of items purchased at cost if Type is I and the total amount paid for the items purchased Less returns at cost When the event is over enter the total quantity of items returned to the vendor and the total cost of these items Available for sale Tracks displays the net quantity and total cost for the item to be sold Using the Screen This is the Gross Profit Tab WEN dc a T FundRaiser Maintenance Play School High School M Oo led Fundraiser No CANDYFALL Description CANDY SALE SPRING 2006 Database Management Gross Profit PROFIT CALCULATION Uther expenses Description Shipping charges 1 mi 7 200 0 Plus inv on hand 800 00 FOO DU Less expense 35 00 Less inv at cost Potential income x 1 000 00 101 Sales to date 00 00 Adjust overshort Amount over short Estimated net 465 00 Inventor on hand OU OU profitilozs e Ee Y Dene SALLY PLAY 10703705
175. dow remain open Enable Check Number Name field When you enter a payment type 5 Check on the Work Screen you can choose whether you want to be prompted to enter a check number and the name on the check at time of sale Check this box if you want to enter the check number and name as you complete the sale THIS IS STRONGLY RECOMMENDED Leave the check box cleared and Tracks won t prompt you Hint t s much easier to find who gave you a bounced check if you take a little tiny bit of extra time while making the sale Prompt for Reorder Quantity Exceeded If you have entered a reorder quantity on an Item Tracks will prompt you when you hit that reorder level For example if you enter a reorder quantity of 25 on the PE Shirt item you are telling Tracks that you want to reorder PE Shirts when you only have 25 left in stock You can see your quantity on hand and your reorder levels by looking at the item in Item Maintenance or printing the Reorder Report But if you want to know right away check this box and Tracks will remind you every time you sell this item on the Work Screen Leave the box cleared if you don t want to be reminded Use Other ID Field Check this box if you want to use the Other ID field What is the Other ID field t is a place you can put an additional number for a customer and then retrieve the customer by searching on that number Let s assume you use the student s district ID number as your Customer number in Track
176. e Item Requirement Maintenance What does it do The Item Requirement Report allows you to track sports eligibility and other programs where the student is supposed to buy or bring you certain items Assume that a student going out for a sport needs to bring you his physical grade check and parent consent letter PHYSICAL GRADECHK PARENTCON You will set up Items for each of these and sell them to the student when he brings you the appropriate item Then you can run a Sales Requirement Report showing either Items Purchased or Items Missing for each Master Item Before you can run the Sales Requirement Report you must first set up your items and establish the relationship between the Master Item and the Subsidiary Items needed to qualify for the Master Item You can use this feature for tracking things they need for field trips things they need to qualify for awards or anything else you can think of Where is it Go to the Item Menu and select Item Requirement Maintenance Using the Screen First set up all the items Master and Subsidiary in Item Maintenance They do not necessarily need to have dollar amounts associated with them Then set up Master Items in Item Requirements Maintenance You can enter up to 10 subsidiary items per Master Item F T Item Requirement Maintenance Play School High School Master Item SPORTSCLA SPORTS CLEARANCE Subsidiary ltem Description PHYSICAL A GRADE CHECK ltem 1 PHYSICAL ltem 2 GRADE
177. e The GL Account on the FundRaiser Code is the most important then the GL Account on the Customer then on the Item and finally from the Customize options General Rules 1 If you ve set up a FundRaiser Code and items linked to that FundRaiser Code the money will go to the GL Account on the FundRaiser 2 If you re simply collecting money for a fundraiser by selling an item the money will go to GL account as follows a Ifthe Customer is a Club it goes to the GL Account on the Customer b Ifthe Customer is a Student it goes to the GL Account on the Item How To Receipt the Money if you are not Tracking Sales by Student When someone brings in money from a FundRaiser i e candy sale bring the Club up on the Work Screen Next enter the Item for the FundRaiser or select it using lt F3 gt Item Lookup Tracks knows the GL Account to post by looking at the GL Account on the Customer the Club Then print a receipt for the club advisor or treasurer showing the amount of money being deposited to their account How to Receipt the Money if you want to Track Sales by Student First you must set up a FundRaiser Code in FundRaiser Maintenance Then set up the Item in Item Maintenance making sure it s a FundRaiser type Item and is linked to the correct FundRaiser You may also add the Item on the fly in FundRaiser Maintenance When a student brings in money from a FundRaiser bring the Student up on the Work Screen sell the Item and prin
178. e Choose Manually Charge Page 23 13 Tracks User Guide Fees to maintain control over which fees are actually charged Tracks will calculate the fees due but you get to decide whether or not to charge them whether to waive a fee etc When you bring a student up on the Work Screen any outstanding fees for that student will be displayed and you can choose how you would like to proceed For more information about this see Using Courses and Class Fees Import Schedule Data Now Check this box if you would like to import the most current schedule before assigning fees This schedule import is identical to the option on the Imports Export menu lt simply saves you the trouble of going to the Imports Exports menu Generate Fees Now Check this box to generate fees based on the options selected above Convert Fees to Debts What does it do This utility allows you to take all fees that have not yet been paid waived or deleted and charge them on each student s account Where is it Go to the Customer Menu Course Schedule Utilities and select Convert Fees to Debts USING THE SCREEN Convert Fees This wll convert all outstanding course fees to debts for all students Do you wish to continue PLAY 0126 07 Tracks User Manual Page 23 14 This journal will show each fee item that has not yet been paid by student and show the total amount that will be converted to a debt Play School High School CONVERT COURSE FEES TO DEBTS JOURNAL
179. e Customer 123456 Page 15 1 Tracks User Guide 7 Tracks will transfer all the transaction history from Customer T101 to Customer 123456 Customer T101 will be deleted You re done Note t may be a good idea to keep a log of temporary customer numbers assigned and the eventual permanent customer number That way when an auditor asks you Where did customer T101 go you ll have a good answer Appendix C Integration of Tracks and SchoolBooks This section describes the integration between Tracks and SchoolBooks If you have both Tracks and SchoolBooks you will probably want to use some or all of these features But these features are strictly optional you can just use the ones you want Integration Options Import of Tracks transactions into SchoolBooks Determine whether to import ltem sales data in Summary or Detail Automatic creation of adjustments in SchoolBooks for NSF checks and NSF check bank fees Automatic creation of invoices check requests in SchoolBooks for Customer Student refund checks to be written Lookup of Tracks ltems in SchoolBooks Purchase Order Entry and Invoice Entry Update of Tracks Item quantity on hand when a SchoolBooks invoice is entered AS NS Import of Tracks Transactions into SchoolBooks Goal To easily import sales information from Blue Bear Tracks into SchoolBooks We make sales during the day in Tracks When we do a Closeout Report Tracks will create an additional file called TREXPORT tha
180. e Screen T Donations by Item Report Play School High School Selection Starting Ending tem Number D zp Date O am 09 30 05 Print Detail C Remember Settings SALLY PLAY 0930405 Item Number Check the All box to print the report for all items or select a range of items Date Check the All box to print the report for all dates or select a range of dates Print Detail Check this box to have the report print the detail of each donation Leave the checkbox cleared if you want to see a summary by Item Remember Settings Check this checkbox to have Tracks remember the settings next time you open this report Page 9 23 Tracks User Guide Donations by Donor Report What does it do This report will list donations by the sorted and subtotaled by donor in summary or detail format Where is it Go to Reports Donation Tax Credit Reports and select Donations by Donor Report Using the Screen T Donations by Donor Report Play School High School Selection Starting Ending Donor Mame Lod PEPE PEPE EP EPP PEPE PEEP EEE OS Date OF 01 4014 03730705 Print Detail Remember Settings HF DeskJet 500 on LFPT1 SALLY PLAY 09 30 05 Donor Name Check the All box to print the report for all donors or select a range of donors Date Check the All box to print the report for all dates or select a range of dates Print Detail Check this box to have the r
181. e away from it for awhile Spring break Winter break Summer we recommend putting it back in a plastic bag or manila envelope and storing it in your desk drawer This will protect it from dust and the chance of being accidentally bumped around or lost How to track the Money Received from Clubs for Fundraisers Each club should be entered in your computer as a Customer in Customer Maintenance You can set them up as ZZ account with ZZ in front of the Customer Number and Last Name so that they will sort at the very bottom of the Customer List Bring the club or trust account Customer up on the Work Screen Scan the FUNDR Item or whatever generic Item you use for fundraising Tracks User Manual Page 14 6 Enter the details about this receipt in the Item description field for example CAR WASH 5 1 05 LUCKYS Enter as much detail as possible as this description will flow through to your accounting program First let s review how Tracks knows which GL Account to post These are in order of precedence 1 Ifyou have set up a FundRaiser in Tracks the program will post to the GL Account on the FundRaiser Code 2 Ifthe Customer is a Club with a GL Account the program will post to the GL Account on the Customer 3 Ifthe Customer is a Student the program will post to the GL Account on the Item 4 lf there is no GL Account on the Item the program will post to the GL Account on the Closeout 1 Tab in School Settings To reiterat
182. e he s Joe Smith 2 With the Work Screen empty type AC for Add a New Customer or press lt F11 gt to access the Options Menu and click on AC there Tracks will display the Customer Maintenance screen 3 Enter a temporary number for Joe Smith like T101 you might want to keep a handwritten list next to your computer so you can see who has been assigned which temporary numbers 4 Now just enter the first and last name of the student and click Accept No need to get carried away with entering a bunch of information here it just takes more time His real information will be entered later on 5 Tracks displays Joe Smith 1101 on the Work Screen and you can sell stuff to him He takes his receipt and goes away happy Time passes Someone assigns this student a permanent number and they tell you about it Go into Customer Maintenance and add a new Customer for Joe Smith with his real Customer number and all the appropriate information Save it by clicking Accept If you have Student Update Utility this student will be added automatically when you update your student database 9 Now go into Customer Maintenance and pull up the temporary Customer for Joe Smith T101 and click the Delete button 10 Tracks will ask you Are you sure you want to delete this Customer Answer YES 11 Tracks will ask you Do you want to move this Customer s existing transactions to another Customer Answer YES and Tracks
183. e parents If the parents have different addresses simply edit the address to make any necessary corrections Parent demographic information may also be loaded from your student information system as part of your student download if you wish F T Customer Maintenance Play School High School ARH Customer Ho a Fit Name Last Name we 1 Main 2 Parents 3 Contacts 4 History 5 Additional Mothers Information Father s Information Mame Sandra Butler John Butler Address 318 Eldorado Orive 318 Eldorado Orive City San Diego San Diego State CA ZipCode CA Zip Code H Phone 859 391 9372 859 391 9372 wW Phone Mote SO SALLY PLAY 10709705 Page 5 5 Tracks User Guide Customer Maintenance Contacts Tab What does it do The Contacts Tab displays information regarding how you will contact this Customer and his her family Information entered on this screen is used in conjunction with Form Letter Printing You can choose to print Form Letters using names and addresses from the Customer and Parents records Or you can choose to E mail the Customer and or Parents Or you can choose both You can also use this screen to designate a Primary Contact in Form Letter Printing you can choose to mail to All Contacts Only Parents or Only the Primary Contact Sending E mail You can also use this screen to send a regular E mail message directly to either the Customer or to one of the Parents Obviously this only works if you
184. e program will convert that 12 into 2006 if you ve said your 12th graders will graduate in 2006 But some schools have specific formatting requirements they want to preserve If you don t want Tracks to make any changes to your student class data check this box You would choose this option if your school uses tracks like 8A 9B etc If your data is displayed as grade and you have students Kindergarten listed as grade 0 you will probably also want to check this box Show TexTrack Menu in ZPLAY With this option checked the TexTrack Menu will show on the desktop in ZPLAY This gives you the option of trying out our textbook tracking software in the demo data where you can t accidentally charge one of your real students for an imaginary lost textbook Clear this box if you do not want to display the TexTrack Menu The TexTrack Menu will only be displayed in other schools if you have purchased TexTrack and registered your software Page 3 13 Tracks User Guide School Code Note This field only applies to users who are using the Tracks Plus add on module Enter a 3 character identifying code for this school Tracks Plus uses this field to create 1098 T records for students Because each record has a school code Tracks is able to combine data from multiple schools and produce consolidated 1098 T forms Use Auto Complete Check this box to use Auto Complete This saves you data entry time because the program remembers what you ve entered into a
185. e the Green Flyer in your registration packet or pick up a flyer on one of the tables at school Student e mail Parents e mail Ka Yaco JA tra Goes I SALLY PLAY 1003 05 Registration Code Enter a code for this form or use the lookup to find an existing form Title Enter a title for this form Half Page Full Page Check Half Page if you want to create a half page form with 6 items to sell Check Full Page if you want to print this form as a full page with twelve items Item 01 through 12 Enter item numbers or use the lookup to find the items you want Notes Enter notes to be printed on the bottom of the form Student or Parents e mail Check these boxes if you want to include a space on the bottom of the form for the students or parents to include their e mail addresses It will look like this on the bottom of your form Page 16 9 Tracks User Guide Primary O Student Email Address O MotherfGuardian Email Address O Father G uardian Email Address Command Bar Codes What does it do The Command Bar Codes utility allows you to print bar codes for many of the commands you ll use on the Work Screen The sheet prints bar codes for functions like Return and all the Function Keys Where is it Go to the Modules menu BarMaster Management and select Command Bar Codes Using the Screen T Command Sheet Please select the number of sheets that you want to print BarMaster Customize What does it do The
186. ecommend item numbers 4 8 characters in length Shorter numbers mean shorter bar codes and easier scanning Tracking Tangible Products Tracks can keep track of your tangible inventory those actual items on your student store shelves Tracks can provide a list of merchandise to reorder When new inventory items are added to the system you can enter a normal minimum stock quantity You can also enter a quantity on hand As each item is sold it is automatically deducted from the inventory on hand Assigning Item Type codes Tracks handles several different types of Item records The Item Type determines how the item can be sold how it can be tracked and what reports you can get from the program See Item Maintenance Main Tab for samples of each of the item types listed below Service Choose Service if the item is a service or a non stock item If the item isn t sitting on the shelf waiting to be sold it is probably a Service item When a service is sold it has no effect on inventory quantity on hand because there really isn t anything to count The program DOES NOT check for Quantity on Hand when making a sale for Service items Items set up as Service include transportation passes student body cards and anything else where you could sell an infinite number without running out If you can never run out of the item it s a Service type MOST ITEMS WILL BE ENTERED AS SERVICE TYPE ITEMS Examples of this type might be PR
187. eld only and shows the student s current balance It will display Prepaid if the student has money already in their account To apply this money to something they purchase choose Charge to Account when printing their receipt Prepaid 167 50 Show student Click this button to see the picture that is loaded for this student if applicable The following fields are provided because of plans to use them for sales related calculations in the future Driver License Enter the Driver s License number for this customer GPA Enter the student s GPA Demerits Enter the number of demerits the student has Soc Sec No Enter the customer s Social Security Number Hold on Textbooks Checking this box ensures that the student cannot check out any textbooks Tracks User Manual Page 5 4 Customer Maintenance Parents Tab What does it do The Parents tab is used for the parents name address and phone information Using the Screen This screen is optional You can copy the address and telephone information from the MAIN TAB to this screen by clicking on the COPY button located on the bottom right of the screen Tracks will display the following message r Confirmation vg d This will overwrite the Parent s Address and Phone with the Customer s Address and Phone e Do pou wish to continue CAC ITA If you answer Yes Tracks will load the information from the student Then you can simply enter the names and other information for th
188. ells which picture belongs to which student Tracks will update each Customer record with the correct picture cross reference Pictures can then be displayed on the Work Screen when a sale is being made and in Customer Maintenance when reviewing a Customer record You can import pictures from virtually any source Since each photography company has a different way of numbering pictures and creating a picture CD we are developing a set of Photo Import Guides for many popular photography companies Photo Import Guides for various photography companies and studios will be made available on our website at www bluebearsoft com Or you can call Support for guidance about your specific import Where is it Go to the Management menu Special Functions and select Import Student Pictures Using the Screen T Import Student Pictures Your student pictures can be imported from almost any CD supplied by a photographer For details on how to import refer to the appropriate Blue Bear Tip documents or click on the Help button below Import Pictures Enter the folder containing the student pictures D Stu_Pictures Import Cross Reference File Select the file that contains the cross reference list D Crossref csy 2 Browse ala ZPLAY 04 02 05 Import Pictures Check this box to import new pictures into Tracks The program will create or refresh a directory called Pictures in the data folder for this school For example if you
189. em number in the Current Hem field Then type in the new Item number in the New Item field It is not necessary to set up this Item in Item Maintenance first The program will do the following 1 Create the new Item automatically as part of this process 2 Change the Item number on all existing receipt transactions in all history files 3 Create a record of the change for audit purposes Merge You can use this utility to merge two existing Items together Enter the old Item number in the Current Item field Then type in the new Item number in the New Item field In this case it is necessary to set up this Item in Item Maintenance first The program will do the following 1 Change the Item number on all existing receipt transactions in all history files 2 Tracks combines all the Item transactions into the After Item number but keeps all the Current Item maintenance information Current Item Enter the existing Item number you want to change Tracks User Manual Page 12 2 New Item Enter the new Item number you want to change to Import GL from SchoolBooks What does it do This screen allows you to import all of your General Ledger Accounts from SchoolBooks into Tracks so that you do not have to enter them all separately when they are already perfect in SchoolBooks Just select the path to your SchoolBooks data by selecting the Browse button and then hit the Proceed button Where is it Go to Management Special Functions Ut
190. emember Settings Select this box if you want Tracks to remember these settings for the next time you open this report Tracks User Manual Page 9 8 item Requirement Report What does it do The Item Requirement Report can be used to facilitate sports eligibility tracking and other circumstances where you want to know something like this Of the students who bought Item A who also bought or didn t buy Item B and Item C Or of the students who want to go out for Football which of them have qualified by providing all the things required and which haven t The report shows detail of every transaction for a selected date or range of dates listed in Last Name or Customer number order To track eligibility for Football you would first set up a Master Item FOOTBALL then set up Subsidiary Items for GRADECHK PHYSICAL INSURANCE PARENTPERM etc You can then tell the system to print a report showing all the Subsidiary Items purchased or missing For more information about setting up Master Items see Item Requirement Maintenance Where is it Go to Reports Sales Reports and select Item Requirement Report Using the Screen Le T item Requirement Report Play School High School Enter Master tern Subsidiary ltem Purchased ll mit Refunded Items from Report Sort and Break on Grade or Year E Show Balance Due Selection Starting Ending Date a 0740104 09 30 05 Remember settings HP DeskJet 500 on LPI SALLY
191. ens one for regular charges and sales one for Donations this one and one for communication about TexTrack books and charges Tracks comes with a Form Letter called RECEIPT shown below This letter will print the school name and address the donor s name and address and a detailed list of donations received You can write thank you letters statements and letters requesting additional funds Where is it Go to Reports Donation Tax Credit Reports and then choose Form Letter Maintenance Using the Screen T Donation Form Letter Maintenance Play School High School Letter Code RECEIPT Le Copy Information from other School Choose a field from the drop down SC postion cursor in the letter right Or simply type the field like D l SCHOOL gt DAT E gt lt DONOR gt bear Donor Thank you so mich for your generous donation to our school As vou Enow in these days of budgetary constraints supplemental financial support for our student programs is becoming increasing important With the help and support of concerned Citizens like you we can continue to offer quality programs to our students This document serves as Your receipt for funds received Letter Code Enter a new code for your letter or select an existing code from the lookup Copy Information from other School Click on this button to look up a school and then select a form letter from that school to import here Description Enter a description for th
192. eport print the detail of each donation Leave the checkbox cleared to view one summarized total for each Donor Print Donor Address detail If you select the Detail button above this field becomes active If you select this field Tracks will print a detail report that includes the complete donor name and address This report option was added because some users wanted all the donation detail report including donor name and address on the same report You can easily export this report to Excel Remember Settings Check this checkbox to have Tracks remember the settings next time you open this report Donor Listing What does it do This report lists all of the donors in Tracks Where is it Go to Reports Donation Tax Credit Reports and select Donor Listing Using the Screen F T Donor Listing Play School High School ala E selection Ending Donor Name Remember Settings HP DeskJet 500 on LPT SALLY PLAY 03 30 05 Donor Name Check the All box to print the report for all donors or select a range of donors Remember Settings Check this checkbox to have Tracks remember the settings next time you open this report Form Letter Maintenance Donations Tracks User Manual Page 9 24 What does it do All Form Letter Maintenance in Tracks works the same way You can set up as many different letters as you want and save them for future use There are three separate Form Letter Maintenance scre
193. eport prints a report for Customers who either have purchased designated Items or have NOT purchased designated Items This report provides sales detail of every transaction for a selected date or range of dates listed in receipt number order You would use this report to print a list of all students who DID NOT purchase a student body card or had NOT turned in a Nurse s Slip Or you could print a report for all students who DID purchase a SBCARD but who did NOT purchase a YRBK as shown in the example below Where is it Go to the Reports Menu Sales Reports and select Multi ltem Sales Report Using the Screen F T Multi ltem Sales Report Play School High School Smid ltems Purchased tems Hot Purchased Sort and Break on Grade or Year Select by Status All Customers T Selection All Starting Ending Date OF 01 04 09 30705 Remember Settings BEE SALLY PLAY 039 3005 Items Purchased Enter up to 6 Items that HAVE BEEN purchased The logic for this section is Show me all the students who have purchased THIS and THIS and THIS Items Not Purchased Enter up to 6 Items that HAVE NOT BEEN purchased The logic for this section is Show me all the students who have NOT purchased THIS and THIS and THIS Sort and Break on Grade or Year Check this box if you want to sort the report by Grade or Year Leave blank to sort all Customers together Select by Status Choose whether you want the report to print All Customers only
194. ere for this Item This may say something like the version or color of the workbook Number of Semesters Enter the number of semesters this class spans If a student enrolled in Chemistry takes the same class in both the Fall and the Spring semesters the number of semesters would be two If however this was an art class that is only offered in the Fall the number of semesters would be one Base on Semesters Check this box if you want this item to be charged per semester Let s say that we have a 30 Chemistry Fee for our class that is two semesters If we check the box to Base on Semesters then the student will be charged 15 in the Fall and another 15 in the Spring If we do not check the box the student will pay the 30 all at once in the Fall knowing that there are two semesters for the same course Max Times Charge Enter the maximum amount of times that a student can be charged for the same fee Status Enter the status of this fee This is optional Required Check this box if this fee is required Tracks User Manual Page 23 10 Class Maintenance What does it do Use Class Maintenance to enter the classes in your school You can import Class data into Tracks from your Student Information System For more information about importing this data see Import Classes Where is it Go to the Customer Menu Course Schedule and select Class Maintenance Using the Screen T Class Maintenance Play School Class Ho Ee E Course No ENDS
195. ere is it Go to the Customer Menu Donations and choose Donor Maintenance Using the Screen Tracks User Manual Page 20 2 e T Donor Maintenance Play School High School Ea Donor No 0001025 First Name To Last Mame Simpson Address 123 Smith Road City San Diego State Zip Code 92121 Phone 619 876 8933 Soc Sec No qdo 3423 SALLY PLAY 1003 05 Donor Number To enter a new Donor Number click on the button and Tracks will assign the next Donor number To edit an existing Donor record click the lookup button or press lt F2 gt to display a list of current records First Name Enter the first name of the donor Last Name Enter the last name of the donor Address Enter the street address of the donor City Enter the city of the donor This field is enabled for Auto Complete For more information about how the Auto Complete feature works please go to Using Auto Complete in the Getting Started section State Enter the 2 character state abbreviation of the donor s state This field is also enabled for Auto Complete For more information about how the Auto Complete feature works please go to Using Auto Complete in the Getting Started section Zip plus 4 Enter the zip code of the donor If you know the 4 digit extension you can enter that too Phone Enter the phone number of the donor Social Security Number Enter the social security number if wanted If you want to print a report of all
196. ers that are Clubs The letters will be printed for only Customers with a Customer Type of Club Normally you will only print form letters for Customers that are students Include blank class Check this box to print letters for customers with a Class Grade that is blank Print order You can print the letters in order either by Zip Code to facilitate mailing or by Last Name if you want to hand out the letters Remember settings Check this box to have Tracks remember the settings you chose Select by Choose to select a range of Customers below by choosing to select by Last Name or Customer number Selection Use the selection ranges to limit the number of letters you print by some criteria Select either the entire range of customer names and item numbers or narrow it down to a smaller range or just one Customer Name Leave the All box checked to print this form letter for All Customers or limit the form letter printing by entering a starting and ending Customer If you only want to print the letter for John Smith enter John Smith Receipt Date Leave the All box checked to print this form letter for All receipt dates or limit the form letter printing by entering a starting and ending date For greater or equal to If you enter a number here Tracks will print letters for those customers who have been sold the same amount or more hours Less than or equal to If you enter a number here Tracks will print letters for those customers who h
197. ers with short notes only Customers with large notes only Customers with both short and large notes or Customers with no notes at all Omit Phone Number Check this box to print the report with no phone numbers Show Short Notes Check this box to show the short notes from the Customer Maintenance Main Tab on the report Show Large Notes Check this box to show the large Notes from the Work Screen on the report Once you have decided all that you can further narrow your selection criteria with the following Type As shown in the example above you can print the report by selecting on Customer Type You can print for Students Faculty Staff Adults Clubs Others or All Customers Last Name and Zip Code To select all Customers leave all the check boxes checked To select a range of Customers by Last Name or by Zip Code enter the starting and ending values in the appropriate fields Class To select Customers for a specific Class or range of Classes enter the appropriate values Otherwise leave All checked to get Customers in all Classes Use Sales Control Codes You can also limit the report to only Customers with specific Sales Control Codes First check the box to Use Sales Control Codes then make your selection In the example below we want to only print Customers with DEM too many demerits checked Page 5 13 Tracks User Guide Use Sales Control Codes Sales Codes Selection z T Sales Control Code Selection Print o
198. es breakdown of all the Customers who have purchased a particular Item or range of Items for a selected time period This report includes the Item number and description together with the Customer name sorted alphabetically by last name the receipt number date quantity and price You have the option to include balance due information and descriptions from history too Where is it Go to Reports Sales Reports and select Sales by ltem Customer Report Using the Screen e T Sales By ltem Customer Report Play School High School Sort Break Report on Grade or rear ages User Defined Fields A Omit Refunded lternz so Llemed Fields Ranges Double Space Report Enter Grades Classes for selection Select Grades Create Extra Data Output File or leave blank for All grades fs mit Price Sort By Customer Name Include Additional Report Fields Hone Select By Status All Customers MM Selection Starting tem Ae SC Z Date 07 01 04 09 30 05 Remember Settings D IS SALLY PLAY 03 30 05 Sort Break on grade or year Check this box to sort sales data by Grade Year first and then Customer Leave the box clear if you want all the Customers listed together in one big list For example if you want to group the 10th graders then 11th graders then 12th graders you would check the box Omit refunded Items Check this box to omit transactions that have been refunded fro
199. es that you get from your club advisors or teachers will be in Excel 1 When you get the file you will need to make sure that the correct column names are in the header row of the file See the chart below for the correct Column Names which files are required what they mean and anything special regarding the column 2 Youcan import records for several different kinds of jobs a You want to import a bunch of fine data from the library All the records in the file will be Item Number LFINE You can either enter LFINE as the Item number in Job Mntce or enter at the time the job is run b You want to import a file from a teacher with a list of a bunch of things the kids have bought There may be several different items in the file c You want to import a file from yearbook advisor There are several items in the file like YRBK NAMEONCOVER YRBKAD Excel file specifications Column names indicates must be validated Columns do not need to be in any specific order Column Identifier Req Column Description Comment LAST Lastname E FIRST Firstname Le MIDDLE Mile initial AMOUNT Yes Totalextended amount of sale CHECKNO Check or reference number 1 DESC Description to go into history S QOY TI Quantysod LI PRICE pipes S PAID Amountpaidbycustomer__ 1 NAMEONCHECK Name on check AAA JGLACCT_______ GL Account Must match GL Account Maintenance FUNDR FundRaiser_ Must match Fun
200. everything imports into Tracks correctly The second data field to be mapped is shown below Tracks User Manual Page 15 14 F x T Dr Download Map Fields Play School High School Aaa ep match Your data Student Data Fields First Name al Previous Field File Data Display creme Move Field To Bight gt 568152 llen 1234 North cross 565207 aker 789 Main Sr 5633950 Coolridge 9675 La Pasadita 564646 e ngelo i4 Greenway Ct 63215 cEbert 155 Gloria Wy 567810 Fallaway 3444 Hill St 563981 Gringer 1557 Washington xa Field position 9 size 15 O Back O Next A Cancel 2 Note Fields that have not been located do not show up in yellow highlight If you need to locate and define a field for the first time remember to click on the Make Field Bigger button to make it show up In the same way if yellow highlight is present but you don t want to map the field simply click Make Field Smaller until it disappears Page 15 15 Tracks User Guide T Student Update Utility Play School High School Tracks Field Conversion Student Update Utility needs to know some general information about your data Please answer the following questions so that Student Update Utility can inmport your data correctly Dr Download Options My data s Class field type is in Year nal format When my State field is blank want it to be CA When my Area Code field is blank want it to be 858 Status Field Mapping S
201. exTrack Assign the appropriate courses to each textbook on the Courses Tab in Textbook Maintenance Why Because this is the only way that TexTrack will Know which books are used in each course Then you can tell if the student is in a class that uses the book they have checked out whether it is on the TexTrack Check In or Check Out Screen or on the Charges Tab in Customer Maintenance If a student checks out a book for a class they are in the textbook will show in black text If the student checks out a book for a class they are not in the textbook will show in blue text If you are using Course Fees Follow these steps to use this feature Tracks User Manual Page 23 8 E ee 6 7 Set up your course fee items in Item Maintenance See hints for using Course Fees in Chapter 5 Set up the correct Course Fees in Course Fee Maintenance Generate fees in Student Fee Generation If you have generated fees with the option to Charge Fees Manually on Work Screen then whenever you bring a student up on the Work Screen if they owe any fees based on their current schedule you will see each fee and choose how you would like to handle each Do you want to load the fee onto the Work Screen so the student can pay it Do you want to waive the fee because the student is a TA Do you just want to cancel out of the screen because he doesn t want to pay it now Or do you want to delete it altogether After the appropriate amount of time has passed you
202. ey always goes to the Student Store Income account We have entered a Department and checked Include in Physical Count because we want to count this item We ve entered stocking levels so we can tell when to reorder Notice that three additional buttons are displayed Modify Rows Modify Columns and Modify Matrix Quantities You will use these to establish the matrix and to tell Tracks the quantities for each individual cell T Item Maintenance Play School High School Sas ltemNo TSHIRT Type Description T SHIRT Last Actryity OF 30 05 1 Main Z Leves 3 Addtional Cust Regd Prompt Price Price Prompt GL GL Account Taxable Lost Department Prompt Qty Grouping Quantity Lirit Save History C Reorder Level Checks OK with Mo Cust tal Normal Stock Print extra receipt with no price Qty On Hand O 12m O a 9 1229 Include in Physical Court Lategory SALLY PLAY 10 09705 Modify Matrix Quantities Once you ve established a matrix you can enter the quantity in each cell You can move between cells using the Tab key or the Enter key When you sell this item on the Work Screen Tracks will pop the matrix window that appears on the next page so that you can select the correct size and color Matrix quantities can go negative so you can use this feature to take orders for pricey Senior Jackets before you have them in stock You ll have a record of what each student ordered so when they come t
203. f coins and currency you have accepted during the day You have a choice about WHEN the program displays this screen You need to select either Standard or Blind Choose Blind to require the user to count cash on this screen BEFORE viewing the sales totals for the day Choose Standard to display this screen AFTER viewing the sales totals for the day Option on Closeout Tab 1 Closeout Cash Court Standard si Standard Page 8 5 Tracks User Guide Cash Count Screen T Closeout Wizard Cash Count Screen Coins Currency Pennies 1 00 Nickels 20 0 00 Dimes 50 mem Quarters 10 00 7000 Halls 2000 160 00 Dollars 0 00 el mom Total Coins 100 00 000 Total Currency 477 00 Other Checks Cash Total 407 25 Credit Cards Grand Total 437 25 Sa JO se Aaa If you checked the Cash Count box in the Customize options Tracks will display this Cash Count screen You can enter the actual counts of coins and currency you have received Tracks automatically displays the totals of the checks and credit cards received You can click on the Checks Detail or Credit Cards Detail button to see the detail items for these payment types Use Tellermate If you have a Tellermate cash counting machine and have checked the option to use it on the Customize screen you can load the coin and currency counts directly from the machine Go to the Management Me
204. f this item in Summary or in Detail Simply make a choice on the Additional Tab for each item If you choose detail you will still have the option to override this when you do an actual import Setup the Export in SchoolBooks Step 1 Turn on the Export to Accountin What does it do This screen allows you to enter information about the location of the Tracks TREXPORT file and the Tracks data Where is it In SchoolBooks go to Management Customize School Settings and choose the School Data Tab Using the Screen Det Bank Code Use Tracks Data Tracks ltem Folder LA Program FiesDlueffear THIDATAVH r Tracks Import Folder LA Program Files 6lueBearns TADATANAPLAY Allow Selective Imports Disable Print function in PO entry screen Use Tracks Data Check this box to turn on integration between SchoolBooks and Tracks Tracks ltem Folder Enter the path to the Tracks data for this school SchoolBooks uses this path to find the Items in Tracks for ordering on Purchase Orders and also uses this path to update the quantity on hand information when Items are received Tracks Import Folder Enter the path where Tracks writes the TREXPORT file during Closeout This should be the same path as you entered above in the Tracks program Though this folder can be anywhere we suggest you use the folder where the SchoolBooks school data is located We do this so SchoolBooks will know where to look to find the file that Tracks created You
205. f this section Overview About Adding Items Before you start using the system for point of sale transactions you must enter information about the Items that you intend to sell If the Item Type is P for Product as each product is sold it is removed from the Quantity On Hand count At any time you can determine what items are out of stock as well as those that are over stocked The system also keeps track of the number of items sold and will print a list of all items that should be reordered It is essential that all information entered is accurate all reports are based on the information you enter into the system Tracks provides a variety of reports to help manage your inventory Be particularly careful to assign the correct GL Account to each item so the money received will go where it should go Assigning Item numbers There are several different ways to enter and ring up items using Tracks If you are using a bar code scanner and a tangible product has a UPC Code or bar code label from the manufacturer you can use this as the Item number for the item If the item does not have a bar code label you can assign an Item number and print your own bar code labels You could stick the label on the item but most schools just scan the bar code from a printed sheet You can either use the number on the item or make up a new number Items numbers may be up to 16 characters of numbers and letters Spaces and punctuation marks are not allowed We r
206. fields to include on the report Your choices are ltem Number Phone number Customer Number or All these fields Item Number for Special Selection If you want to print the Grouping Report showing only Customers who have purchased a specific Item enter the Special Selection Item Number here The Special Selection Item does not have to be included in the selecting grouping For example You ve sold several different Items for Grad Night and you ve also sold each student a bus number By using the Special Selection Item BUS16 you can print a Grouping Report showing all students who purchased GRADNITE and are on Bus 16 Sort and Break on Grade or Year Check this box to sort the report with breaks for grade year Leave blank print all students in one big list Omit Refunded Items Check this box to omit transactions that have been refunded from this report Leave the check box clear if you want to see all transactions on this report For example if you sold a yearbook to Linda Hall then refunded it a week later you might not want to see Linda Hall listed on the Yearbook Report To leave her off the report check this box to include her leave the box blank Note Tracks will only suppress items with IDENTICAL DESCRIPTIONS If the original prom date guest was Mary Smith you must Tracks User Manual Page 9 6 do a refund to Mary Smith not Mary Smyth in order to omit both items from the Grouping Report Omit Price Check this box if you w
207. from the Other Options Menu Tracks will change the quantity field to a negative number If the quantity was 1 the changed quantity will be 1 The amount of the receipt down in the right corner of the screen will show a negative number 4 When all items have been entered press lt F9 gt to end the transaction The Payment information window will appear 5 Click Accept on the Payments window to complete the transaction and print a receipt 6 Tracks will print a receipt and open your cash drawer so you can give the Customer their money back Remember When you are returning an item on the Work Screen ALWAYS make the QUANTITY NEGATIVE NOT the UNIT PRICE Return An Item For A Credit On Account This option assumes that you re going to give the Customer a credit on his account rather than actually hand him money out of the drawer or write him a refund check 1 Select a Customer 2 Enter the item to be returned scan the bar code label type the item number or press F3 to lookup the items The item number and description will appear 3 Type R Enter or select Return from the Other Options Menu Tracks will change the quantity field to a negative number If the quantity was 1 the changed quantity will be 1 The amount of the receipt down in the right corner of the screen will show a negative number When all items have been entered press lt F9 gt to end the transaction The Payment information window will appear
208. from the example above 2 Type P for Payment and Tracks will display the Payments Information window T Payments Information 901237 Seeley Megan Amount Paid Applied oo Receipt Date Item No Description 0001124 7020905 LFINE Library Fine 40 00 40 00 Total Amount Total Due Total Paying 3 Click on the items you want to pay and edit the amounts if you are only accepting a partial payment Page 10 1 Tracks User Guide F T Payments Information 9011237 Seeley Megan Amount Psid Apolied Receipt Date Item No Description Amount Paying 0001124 7100905 LFINE Librare Fine 40 00 0 00 40 00 Check Lookup What does it do The Check Lookup function allows you to look up checks by check number or the name on the check You ll want to do this if a check bounces or is returned by your bank for any reason The Check Lookup lets you find which Customer gave you this check Where is it On the Customer Menu select Check Lookup When a check is returned from your bank for non sufficient funds or any other reason it is vital that you know which Customer gave you that check If you have entered the check numbers into Tracks at the time of sale you can look up the check number and find the right Customer Name on the check usually refers to Dad and Mom Smith as opposed to Student Smith Of course you will only be able to look up using the name on the check if you actually entered the name when you a
209. g the student back up on the Work Screen by typing LC for Last Customer Return the item and sell the right one Scan the wrong item bar code and press R for Return Tracks will change the quantity to 1 Now scan the right item bar code If the items were for the same dollar amount this new receipt will total zero You ve backed out the wrong item and sold the right item Sold Something for the Wrong Price GENERAL THOUGHT When you make a pricing error whether it s over or under your best bet is always to back out the entire amount and re enter it with the correct amount It is a BAD idea to do a transaction for the difference don t do it Why Because you could end up with having sold 34 yearbooks at 40 1 yearbook at 35 and 1 yearbook at 5 You are much better off to do a return for the mistake at 35 and a new sale at 40 e e y a First stop and think Did they give you too much money or not enough Customer Overpaid Suppose you sold a yearbook for 45 and it should have been for 40 You owe the student a refund of 5 You should return the yearbook at the incorrect price and sell it at the correct price The total on your screen will be lt 5 gt If you re going to give back the cash print the receipt which will show a negative 5 and hand him a refund If you re going to write a refund check sell him a REFCHK Item for 5 making the receipt come out to a net of zero See the example below ltem Nu
210. ge For example if the page of labels has 3 across and 12 down enter 3 Label Height Enter the height of each label in inches Label Width Enter the width of each label in inches Vertical Repeat Enter the vertical distance in inches from the top of one label to the top of the next label Horizontal Repeat Enter the horizontal distance in inches from the left of one label to the left of the label beside it Top Margin Enter the distance from the top of the page to the top of the first row of labels in inches Left Margin Enter the distance from the left side of the page to the left edge of the first column of labels Source file Enter a source file to use for field names for this layout or press lt F2 gt to lookup valid databases BarMaster allows you to decide which fields from which database you want to print on a label Hint If you design a label to print student name and bar code information DO NOT choose this Label Layout to print ITEM information it won t work Label detail lines Enter the information you want to print on each line for this label You may enter up to 6 lines for each label Data to print Enter the data to print on this line or press lt F3 gt to get a field name from the selected database file You can choose to print either actual text like BLUE BEAR HIGH SCHOOL Or you can print a field from the selected database Fields from the database have lt lt arrows like these gt gt around them Regular old
211. general T item Maintenance Carol s Play School High School Item No DONSPT a Type Do Description Last Activity 08 17 06 1 Main 2 Levels 3 Additional 4 WebStore 1 5 WebStore 2 Prompt GL GL Account 2250 00 00 bal Athletic Club Cust Regd CashOny Il Prompt for Price Sundry w Price Taxable Cost Grade Limits Last Cost Department Prompt for Quantity Grouping Quantity nt Save History ma Formal Stock Checks OK with No Cust Qty On Hand WebStore On Hand LLUC Print extra receipt with no price ke Include in Physical Count ke Prompt for Category L Special Functionality Category ltem Type Hl r 060710 Page 6 19 Tracks User Guide TexTrack Item Example TBBC See the screen below Tracks uses items with this ltem Type for automated charges through TexTrack for textbook tracking but you can use it even if you don t have TexTrack We have checked Customer Required because we always want to know who the charge belongs to We have entered a GL Account because these charges always go to the same account E a T Item Maintenance Play School High School E El x ltem No A Type Description Missing Bar Code Last Activity CL 1 Main Z Leves 3 Addtional Cust Regd Frompt Price Sundry kel Price Taxable Lost Department TR Prompt Cl hy Grouping Quantity Limit Save History Reorder Level Checks OF with No Cust O Normal Stock Print e
212. ges that appear when you try to launch Customer Maintenance and Item Maintenance in Tracks Using the screen T School Settings Work Screen Closeout 1 Closeout 2 Other Settings UDFs Messages Integration Customer Add Edit Message Dont forget to enter the student s birthday ltem 4dd E dit Message Don t forget to enter the new department code Slip Endorsement Lines 1 Pay to the order of Account 89766 9067 Pay to the order of A 2 Play School High School 3 Sunshine Bank je LAESCH Customer Add Edit Message Enter an optional message here This message pops up in a little window every single time you go into Customer Maintenance If you don t want anything to pop up leave this blank Tracks User Manual Page 3 18 Item Add Edit Message Enter an optional message here This message pops up in a little window every single time you go into Item Maintenance If you don t want anything to pop up leave this blank Slip Printer If you have a slip printer the program will print the endorsement on the back of a check The slip endorsement lines text allows you to enter whatever text you want to have printed on the back of checks you will deposit For example you might have something like the following Line 1 Pay to the order of Line 2 Play School High School Line 3 Sunshine Bank Line 4 Account 89766 9087 For information about setting up a Slip Printer see the Hardware Ta
213. h School fe ole PC Remote Import from Mother This process will import all data on a diskette for use in your PC Remote Daughter computer Insert pour Hareler diskette in drive A 4nd press OF to continue Otherwise press Cancel PLAY 06 12705 You will then see the following prompt R Warning IF you Click OK the data on this Daughter computer will be erased and the data on the diskette will be imported Is that OK Clicking on OK now will erase the data in the Folder CHAPROGRAM FILESIPCRIBLUEBEARITRDA TA ZPLA Y and replace it with the data From the backup IMPORTANT Remember that is isn t enough to simply import data from the Daughter computer You must also do a Closeout on the Tracks Mother so that all transactions made on the PC Remote workstation will be updated correctly in your system PC Remote Export to Mother Tracks User Manual i es lt i s sSSSSS Page2t4 What does it do The Export from Daughter to Mother function allows you to transfer all the information on the daughter at the end of the day back to the Mother This can include data about sales and Customers You make sales during the day on the Daughter workstation You can either do a Closeout on the Daughter before doing the Export or export data back to the Mother to do the Closeout there When you use PC Remote Sales to make remote sales you should do this Export procedure every day at the end of the day so that all the data f
214. hange School Change School PCR Export to Daughter Export to Daughter PCR Import from Daughter Import from Daughter Import from RewTrack Import from RewT rack Customer Menu Check Lookup Check Lookup Desktop Color For This School YOK A Cancel 2 SALLY PLAY 10703705 Show Click the check box for any menu items you want to show on your Tracks desktop You will need to exit Tracks and then come back in You will see a button on the desktop for the items you selected To make the buttons disappear simply clear the check box for the item Background Color Enter the background color for this button Text Color Enter the text color for this button Button Appearance Enter the text for this button Desktop Color For This School Choose a color for the desktop for this school When you change schools in Tracks the program will display the buttons you have selected and change to the desktop color for this school Note Desktop color is school specific so you can have your prior year school be RED and your current year school be WHITE The actual Desktop Buttons are NOT school specific They stay the colors they are and they stay where you place them regardless of which school you are in Tracks User Manual Page 4 6 Reorganize Desktop Buttons What does it do The features on this button make it easy to add buttons to your desktop and put them where you want them If you run Tracks full screen you will have a
215. hat s the value you want to sell GL Account Normally you would not load the GL Account from the import file because the program will do the following 1 Use the GL Account on the Item 2 Use the GL Account on the Customer if the Customer is a Club 3 Use the GL Account on the FundRaiser if the Item is a type F item But if the Item has Prompt for GL Account turned on you need to provide a GL Account for each record 1 Load from Import File a Import file has a column for GLACCT and Item sold has Prompt for GL Account turned on 2 Use this Value a Item sold has Prompt for GL Account turned on Fundraiser Number Normally you would not load the GL Account from the import file because the program will use the GL Account on the Item But if the Item has Prompt for GL Account turned on you need to provide a GL Account for each record 1 Load from Import File a Import file has a column for FUNDA b Item sold has Prompt for Fundraiser turned on and there is a column for FUNDR in the import file Tracks User Manual Page 19 2 2 Use this Value a Item sold is an F type Item but import file does NOT have a column called FUNDR Import Job Entry What does it do The Import Job Entry Screen is where you will run your imports so that the data will be imported into your Tracks data Where is it Go to the Modules menu Import Manager and select Import Job Entry Using the Screen T Import Job
216. he box in the box the falls under Select All for both users and programs to give ALL users rights to ALL options This is used in the example above This almost defeats the purpose of having security set up at all The one advantage of choosing this option is that the User Code of each user will print on the reports selected by that user e Check the Select All box under the User to give that user rights to ALL options e Check the Select All box to the immediate right of each Option to enable ALL users for this option Rights of Access Giving a Supervisor rights to a menu option on this screen means they have access to this menu option for all their schools That means that if Sally has access to Daily Sales Inquiry here she will have access to Daily Sales Inquiry in every school he can access Tracks User Manual Paged4 Maintenance Programs School Security Maintenance What does it do Use this screen to give Supervisors on your system access to the schools you use in Tracks This screen works like Menu Security works for Users and Groups A check mark indicates the Supervisor can access the school a blank indicates no access Only Supervisor Codes will appear on this screen Where is it Go to the Management Menu and select System Maintenance System Security and then School Security Maintenance Note You can only access this screen if you have users set up in User Maintenance Using the Screen r T School Security Maintenan
217. he chapter on Items 2 Sell or issue HELMET to a Customer on the Work Screen Tracks will create a receipt transaction just like a regular sale only this one will be for zero dollars 3 To see which Customers have a HELMET in their possession you can either type EO at the Command Line on the Work Screen or print an Equipment Report You can print Equipment Reports by Customer or by Item 4 When the Customer brings back the HELMET simply do a Return for the HELMET on the Work Screen If the Customer is returning all his Equipment Items at once you can type RA for Return All Tracks will create the return entries automatically Equipment Issue Return on the Work Screen With the Customer on the Work Screen type EO on the Command Line for Equipment Out to view everything checked out to this Customer You ll see a screen like the one below T Equipment Out Item No Description Date Out Time Receipt HELMET Football Helmet 10714704 20 57 0001099 Type RA for Return All to return ALL the Equipment Items issued to this Customer ltem Number Description Dept Quantity Price Equipment Maintenance What does it do Equipment Maintenance is the place where information about students or faculty staff who have checked out equipment is stored Data is stored in the file by Customer Number and a Sequence Number The Equipment Maintenance file also contains Receipt number date and time checked out and in The new Bonus Field i
218. he transfer once more You can still cancel the whole thing by clicking on the Cancel button e Yes deletes the Customer e No returns you to the Customer lookup window to pick someone different to assign the transaction history e Cancel cancels everything done to that point Tracks User Manual Page 5 12 Customer Listing What does it do The Customer Listing feature allows you to print or preview all your Customers or only a selected group Where is it Go to the Reports Menu Customer Reports and select Customer Listing You may also print the Customer Listing by using the Printer button at the bottom of the Customer Maintenance screen Using the Screen r x T Customer Listing Play School High School L cf Sort List By Filter By Status Al Customers P Filter By Notes Include All Customers gt Omit Phone Number Use Sales Control Codes ma Use User Detined Fields Show Short Hotes kel Show Large Notes Selection Beginning Type Students ll Last Name Zip Code ZEZZZZZZZZ Clase Remember settings HP DeskJet 500 on LPT1 Preview SALLY PLAY 03730705 Sort List By You can choose to sort the Customer List by Last Name Zip Code Customer Type or Class Filter By Status You can choose to print the report for all Customers only Active Customers only Locked Customers or only Withdrawn Customers Filter by Notes You can choose to select either all Customers Custom
219. her to Daughter This will import data from Tracks so that the Daughter now knows everything the Mother knows You make sales during the day on the Daughter workstation In PC Remote you can print a Closeout Report to tie to the money you ve received during the day In PC Remote Export from Daughter to Mother This transfers sales and other data back to the Mother In Tracks Import from Daughter to Mother You can do this before you do a Closeout in Tracks so that all the transactions will be closed out together Or you can do this after you do a Closeout in Tracks so that you can count the money and maintain the records separately K GEAR Setup for PC Remote Sales The PC Remote Sales setup is almost identical to Tracks For more information see information about setup options in Tracks You ll see the same Management Menu with the same Customize options for Workstation and School Setting Tabs The most important thing you have to do is make sure the next receipt number on the Daughter or each Daughter is different If your receipt number sequence in Tracks is in the 20000 range then make the first Daughter have a Next Receipt Number of 40000 If you have two Daughter workstations make the other one have a Next Receipt Number of 60000 etc Tracks Export From Mother to Daughter What does it do The PC Remote Sales module allows you to export data about Customers Items Customer history and balance due information from the worksta
220. hing new you still need to process a transaction For more information see Charge to Account Sales How to assign students to a bus for a Field Trip Set up an Item for the name of the field trip We ll use Disneyland as our example so set up the Item DISNEY and a separate Item for each bus BUS1 BUS2 BUS3 Set up the bus Items as Product Type and enter the total seats on each bus in the Quantity on Hand field in Item Maintenance All these Items should have the same Grouping Code like DIS 2 Ee When you sell the student a ticket to Disneyland also scan a bus Item Each time you sell a bus seat Tracks will deduct one from the Quantity on Hand and you will be warned when you have assigned all the seats on each bus You will be able to print out a roster of everyone who should be on each bus by using a Grouping Report Choose the Grouping Code DIS and enter BUS1 in the Special Selection How to change a prom date When Bill purchased his prom bid he told you his date was Susie They broke up and now his date is Mary You can print a Grouping Report showing everyone who is coming to the prom but you don t want to have both Susie s and Mary s name on the list You can select the option to Omit refunded items from list so that Susie won t print and Mary will print In order to omit refunded items the original Item description and the returned Item description must be identical If you entered PROMGUEST
221. his report Date range Leave the All box checked to print this report for all dates or enter a date range for this report Remember Settings Check this checkbox to save the report selection settings for the next time you access this report Page 9 5 Tracks User Guide Sales by Grouping Report What does it do The Sales by Grouping Report provides a sales breakdown of all the Customers who have purchased the particular Item in a selected Group for a selected time period This report includes the Customer name sorted alphabetically by last name the descriptions and Item numbers of Items in the selected Group and the quantities purchased Use this report to generate a list of everyone coming to the prom plus their guest and phone number Hint For more information about setting up Grouping Codes see the chapter on Items Where is it Go to Reports Sales Reports and select Sales by Grouping Report Using the Screen T Sales by Grouping Report Play School High School DER Show ltem Number for Special Selection Sort and Break on Grade or ear mit Refunded Items Omit Price Double Space Print Out Omit Phone Number Selection All Starting Date O oo Sort On Option Last Name Whole Description Middle Description and Character Lhar Select By Status Additional Fields Ending 09 30 05 zz Remember Settings D SALLY H P Desk et 500 on LFT PLAY 0393005 Show Choose which
222. hould Student Update Utility put the backup file AAPLAY_SCHZIP Clicking on NEXT will start the Backup Tracks prompts you to make a Backup of your data so you have a good clean copy of your school before the Student Update Utility is run L T Class Settings Student Year Grade Options Please enter the year grade relationship for the students Student Update Utility is importing Example Year 2005 Grade 12 Year Grade Display Select the current grade year relationship here In the example above the graduating class of 12th graders are the class of 2006 After you have made a Backup the SUU will continue and then import your students into Tracks Tracks User Manual Page 15 18 L T Student Update Utility Play School High School lts Time To Update Your Data We have now made a backup of pour Tracks school data Student Update Utility will now update your data Click on NEXT to continue When you click next Student Update Utility will update your data Page 15 19 Tracks User Guide L T Student Update Utility Play School High School Congratulations You have successfully updated your Tracks data with Student Update Utility Click on Finish to exit E You should see this screen which tells you that the SUU was successful Simply click Finish Now your students in Tracks match your student data file Tracks User Manual Page 15 20 Chapter
223. howing the files being created Invalid directory A The specified directory does not exist Ki Do you want to create it Then Tracks will allow you to choose from several options about how want to set up your new school Tracks User Manual Page 2 4 T How do you want to proceed 2 Restore from a Tracks backup O lwant to start a brand new school with new options How do you want to proceed The first two options will WRITE OVER any existing data you have in this school e Restore from a Tracks backup You will be prompted to enter the path to the backup You can Browse to find an existing Tracks 5 x backup file and the program will restore data You would use this option if you are moving Tracks from one workstation to another For more information see Restore from Backup e want to start a brand new school with new options You will need to go the Management Menu and complete all the School Settings information for this school For more information see School Settings Daily Data Backup What does it do This is where you can backup your data every day See Appendix F for specific Backup Procedures Where is it Go to the Daily Menu and select Daily Data Backup Using the Screen T Daily Data Backup oa School Code ZPLAY O Location to save backup ASZPLAY_TR ZIP W Advanced PLAY 03 27705 School Code Select the school you want to back up This can be a different school than the school you are currently w
224. i i ies s s lt CO Page3 14 School Settings UDF s Tab What does it do UDF stands for User Defined Field User Defined means you get to tell the program what data you want to save and what you want to call it The UDFs Tab is where you can designate what UDFs you want to use for Customers and Items This tab is also home to the setup of Sales Control Codes You can use Sales Control Codes to restrict or allow sales of specific items to certain Customers Also on this screen you can customize how you handle lockers Using the Screen T School Settings Sek Work Screen Closeout 1 Closeout 2 Other Settings UDFs Messages Integratior l Misc 1 l Customer User Defined Labels Sales Control Codes Label 2 CHECK IF STUDENT HAS TOO MANY DEMERITS ltem User Defined Labels CHECK 15 STUDENT IS ON PEP SQUAD Customer Dates ltem Dates ltem Labels for Legacy Fields Locks Built In Print Locker Info on Receipt If Prompted Assign Locker Based Un Save Locker Information for Next ear Grade O Gender Allow Multiple Students Number of Students Per Locker PLAY 01 1707 Customer User Defined Labels You can enter up to three user defined fields for Customers Enter the text labels or names for these fields here In the example above we have designated a field label called Homeroom Now these fields will appear on the Customer Maintenance screen and enable you to enter information for each Cust
225. if you have questions or concerns about whether your conversion worked smoothly please call Blue Bear Support sooner rather than later Tracks User Manual Page 11 2 Restore from Backup What does it do Use this screen to restore data from a Tracks 5 x backup This utility will copy data from your backup on top of your existing data It is NOT POSSIBLE to copy only part of the data off the backup disk It s all or nothing Where is it Go to the Management Menu Special Functions and select Restore from Backup Using the Screen T Restore Procedure Where ls the data file containing the backup ES Where do you want to restore the data file to CAPROGRAM FILES BLUEBEAR TRDATANZPLAY ss Ges PLAY 04 02 05 Where is the data file Enter the path and filename or click the folder to browse to find the right file Where do you want to restore the data file Tracks automatically displays the path for this school You will generally just accept this default Warning Be careful here If you restore an old backup from last February on top of your current data you will have lost all your work since February Your current data will be gone and you will be sad lt is imperative that you pay attention and think before you ever restore a backup data file Your best bet is to consult another person to do a reality check before you do anything Reprint Old Receipt What does it do When you need to reprint an old rece
226. ike you want Where is it Item Maintenance is located on the Item Menu Item Maintenance Main Tab What does it do The Main Tab is where you will enter most of the important information about this item You can also edit existing records on this screen Using the Screen T item Maintenance Carol s Play School High School ltem Moo ag Type Service E Description Ap Test Biology Last Activity oo 1 Main 2 Levels 3 Additional 4 WebStore 1 5 WebStore 2 Cust Regd Cash Only Prompt for Price Prompt GL i Sundry Frice GL Account Taxable 1 Cost 2000 00 00 a Department ap Prompt for Quantity Grouping Quantity Lirnit Reorder Level Save History C Normal Stock Checks OR with No Cust m Print estra receipt with no price Include in Physical Count m Special Functionality IT ltem Type Hl Ar 06 0610 Item Number Enter a number for this item This is a 16 character field We recommend using shorter numbers rather than longer numbers for example use BSUMCAMP instead of BOYSSUMMERCAMP Why Shorter numbers are easier to scan because the bar codes are shorter Spaces and punctuation marks are not allowed Description Enter the description of the Item This description will be printed on receipts and reports Enter a pipe in the description if you want to edit the description on the Work Screen Using a Pipe in the Description There is a feature of the description field that allows a special edi
227. ilities and select Import GL SchoolBooks Using the Screen T Import GL Accounts Enter the SchoolBooks folder tor this school C Program Files BlueBear 5B04T5 4PL si Proceed 12 Cancel 2 ZPLAY 04402405 You must set up the path to SchoolBooks on the School Settings Integration Tab and turn on integration first Re Export to Accounting What does it do When you perform a Closeout in Tracks if you have the options set to export to SchoolBooks the program automatically updates the TREXPORT file with data that can be imported into Blue Bear s SchoolBooks fund accounting software There are several reasons why you may want to re export that data 1 Diskette Full Users who export to a diskette sometimes encounter problems if the diskette is full or damaged This utility allows you to re export your closeout information so it can be pulled into SchoolBooks later 2 Missing GL Account e Lets assume you hadn t entered a GL Account on your Yearbook in Item Maintenance and you just sold a whole bunch of yearbooks today e Your Sales by Receipt Report and the Closeout data would not have the correct GL Account for Yearbook because you didn t enter it e Instead Tracks will assign the GL Account found in School Settings on Closeout Tab 1 because it wants to put SOMETHING in the GL Account field e But you have now discovered your error and you don t really want to post all those Yearbook sales to the wrong account do you Of co
228. in the option titled Change Customer price level on on sale of ITEM Text to show on Work Screen if Cust is Price Level B Enter whatever text you want to see displayed on the Work Screen if this Customer has purchased a student body card is a Price Level B customer For example if you enter SBC for student body card in this field then when Sally Smith is pulled up on the Work Screen you will see a green and black box with SBC on the screen telling you instantly that she is a Price Level B Customer Customer Item History display options You can choose to display text on the Work Screen based on if a customer has either bought or not bought an item In the example above If a student has NOT bought the Parent Consent Letter the text CONST will show when that student is on the Work Screen If a student HAS bought the Yearbook then the text YRBK will show on the Work Screen Next Receipt Number Tracks keeps track of the next receipt number to be used for this workstation When you start using Tracks you can enter the number you d like to start with You should not reset this number after you have started printing receipts as you could foul things up royally Enter Sales Tax Rate If you want Tracks to calculate the sales tax on taxable items enter your sales tax rate here A tax rate of 8 should be entered as 08 not 8 00 If you don t deal with sales tax leave the field blank Use Included Tax If you want to be a
229. indows 98 e Make sure the printer is connected to your computer hooked up to the correct port The port might be either a parallel port or a USB port e In Tracks go to the Management menu Customize Workstation Settings to complete the process F T Customize Play School High School Receipts Hardware Scanning Email Settings Cash Drawer Printer Ports Receipt Printer Type Dh 0 Receipt Printer Generic Text Only on LPT1 e e As shown on the screen above choose the correct Receipt Printer Type based on the kind of printer you have This tells Tracks how to print the receipt e Now specify your Receipt Printer on the right Choose Generic Text Only as the Receipt printer Setup Cash Drawer e Onmost Tracks systems the cash drawer will plug directly into the receipt printer Make sure the connection is secure The cash drawer will only open with the receipt printer is turned on and is connected to your computer e Test the cash drawer using POS Equipment Test found on the Management Menu Special Functions POS Equipment Test Tracks User Manual Page 15 6 F T POS Equipment Test Play School High School ala P SI TE Choice Generic Test Generic Test Only on LPT1 el on LPTT1 Printer Type CEM1000 Appi Bar Code Setings D yO Caneel 2 SALLY PLAY 10709705 You can test all functions for scanner receipt printer and cash drawer using this screen e Print Test Indicate
230. ing Locker No A Lock No 22227777 Hall is sl 8 El Grade Remember Settings EII E EA EEE ZPLAY 06 14 06 Sort By You can choose to sort this report by Locker Number Location Grade or Hall Locker Number Leave All checked if you want to print assigned lockers for all locker numbers Otherwise you can select a certain range of locker numbers Lock Number Leave All checked if you want to print assigned lockers for all lock numbers Otherwise you can select a certain range of lock numbers Hall Leave All checked if you want to print assigned lockers for all halls Otherwise you can select a certain range of halls Grade Leave All checked if you want to print assigned lockers for all grades Otherwise you can select a certain range of grades Remember Settings Check this box if you want Tracks to remember the above settings for the future Page 22 5 Tracks User Guide Assigned Locker Report What does it do The Assigned Locker Report provides a list of all of the assigned lockers Tracks prints one line for each locker assignment which can be sorted by Locker Number Location Grade or Hall Where is it Go to the Customer Menu Lockers and select Assigned Locker Report Using the Screen T Assigned Locker Listing Report Play School High School Sms Sort Bu Locker No Filter By Status All Customers E Selection Starting Customer Range PEEP REET A Locker Mo Lock Mo
231. ing Permit or Sticker number for this transaction License Number Enter the license plate number and the state State Enter the state of the license Insurance Enter the insurance carrier if applicable Drivers License Enter the student s Driver License Number Year Enter the year of the vehicle Make Enter the make of the vehicle like Ford Chevy or Toyota Model Enter the model of the vehicle like Taurus or Lumina Color Enter the color of the vehicle Receipt Number Enter the receipt number for this transaction Receipt Date Enter the Date for the Receipt Note Enter a note for this record optional Note f you are selling Parking Permits during the year you will probably want to enter the above information at the time of sale When selling Parking Permits during Fall Registration however you will not want to take the time to enter all this information as it would slow down the line considerably You can just press Alt O for OK after you have entered the Permit number and Tracks will close the window You can come into this screen later and fill in all the details Warning Tracks will allow you to delete Vehicle records from this screen Deleting a record here however will not delete the sales transaction created for the original receipt If you delete a Vehicle record by mistake you will need to re enter it here Do NOT sell the Customer another Parking Permit through the Work Screen because then Tracks would thi
232. ing the Bonus Field to PROMD Call it Guest and sell a couple of them You ll see how Tracks will display the Bonus field window so you can enter the name at the time of sale Then try printing a Sales by Grouping Report for Additional Fields choose Bonus Field Info and see what you think Another thought You might also use the Bonus field for the Guest s phone number How to set up an ltem for a parking permit To use the parking permit vehicle tracking option you must set up an ltem with an ltem Type of Vehicle See the example in ltem Maintenance by clicking here When you sell this Item on the Work Screen Tracks will display a form to be filled out with information about the vehicle It is not necessary to complete all the information in the form at the time of sale You can edit information like License Number Make Model and Color later on in Vehicle Maintenance You can sell your PARK Item to both students and faculty staff Or you can have a separate Item like PARK for the students and PARKFS for faculty staff See Vehicle Tracking in chapter seven for more information How to set up sports eligibility items If you want to set up items e Setup your Items in Item Maintenance first e Ifyou plan to track clearance for football soccer and swimming seperately you ll want to set up separate Items for each one FTBL SOCCER SWIM e Ifyou just track Fall clearance simply set up FALLCLEAR e Then you need to create your
233. ing their own lock buy a lock from you or receive a lock for free from you select Separate Selecting separate you will be able to keep track of lock numbers and combinations in Lock Maintenance Print Locker Info on Receipt If you want Tracks to print locker assignment information on receipts when selling the locker type item select During Assignment If you want Tracks to only print locker assignment information on receipts when you choose to do so which you will be able to select when indicating how the customer is paying prior to the printing of a receipt choose If Prompted To never print locker assignment information choose Never Save Locker Information for Next Year Check this box if you want to save the locker information for next year You will have more options about this when you do Dr Download as well Allow Multiple Students Check this box if students share lockers Number of Students Per Locker Select how many students should be assigned to one locker Assign Locker Based On Grade and or Gender You can assign lockers based on grade gender or both grade and gender If for example you have a female block of lockers and a male block of lockers you would want to check the gender box In that situation when assigning a locker to Connor Black you would only see available lockers in the male section of campus School Settings Messages Tab What does it do The Messages Tab is where you can create and edit messa
234. int For information about assigning lockers from the Work Screen see Assigning Lockers Customer Number To assign a new student simply enter their Customer Number and click Ok If you need to remove a student from this locker double click on the student and then click the Del button to remove them Date This is the date the locker was assigned to this student Notes Enter a note about this customer s locker Page 22 3 Tracks User Guide Locker Card Printing What does it do You can print locker cards that contain important locker data You might want to hand the card to each student as a reminder when first issued his or her locker You can also scan the barcode on the card to assign the appropriate locker on either the Work Screen or in Locker Assignment Maintenance Where is it Go to the Customer Menu Lockers and select Locker Card Printing Using the Screen T Print Locker Cards Play School High School Selection Starting Locker Number E q Include on each Card Combination Comments ww Gender Grade Hall Location Text Printed on each Card Limited to physical length Number of Duplicate Cards to Print Sort By Only Assignable Lockers Only Broken Lockers Only Assigned Lockers All Lockers Remember Settings Deke 50 on PT CEE EA PLAY 01 18 07 Locker Number Leave All checked if you want to print Locker Cards for all locker numbers Otherwise you can select a range of locker numbers Inclu
235. ion Using the Screen T School Settings Work Screen Closeout 1 Closeout 2 Other Settinas LDF Messages Integration l School Information Account Mask PORRO Allow Letters in Account Numbers Class Free of Any Format kel Show TexTrack Menu in PLAY school Code PLY Use Suto Complete Backup Manager Dr Download Make choice every time M Password Manager Don t Prompt e users to change ther password every dar Path for HCH Export import DO School Based Banner Banner 1 Lo Blue Bears Banner 2 Show your spirit support your team ok Je NO 20 1215 00 School Information Enter your school name address and phone number This Information will print on the top of receipts printed from this workstation If you want to be able to see which receipt was produced by which workstation you can make this information be slightly different for each workstation Account Mask Enter the Account Mask for your GL Account numbers You can enter up to 25 characters with up to 9 segments See What is an Account Mask for more information Allow Letters in Account Numbers Most GL Account numbers are digits only If you want to allow letters check this box Class free of any format Normally Tracks stores a student s class graduating year in a four digit format In other words if your Dr Download or SUU data contains the actual grade like 12 as opposed to the graduating year like 2006 th
236. ipt It might be something like Go Blue Bears Banner 2 Enter the text for banner line 2 on the receipt This is a 40 character field Tracks will center it on the receipt It might be something like Save this receipt just in case Print banner in Red or Inverse Check this box if you want the banner to print in red on the receipt Leave the check box clear if you want the banner to print in black Most schools print the banner in red If you are using a thermal printer a choice of Red here will cause the banner to be printed white on black Code for Printing Red or Inverse Enter the function code to tell your receipt printer how to print in red For Citizen 3530 and 3535 printers the code is 18 For most Citizen 3540 and 3550 printers the code is 19 For thermal printers this is handled by the program internally you can leave this blank You can test to see that your printer is printing correctly by going to Management System Maintenance POS Equipment Test If your printer does not print red and you think it should check to see that the ribbon cartridge is seated correctly in the printer If you STILL have a problem please call Support and we ll try to help you beat it into submission Print Name From Check amp Credit Card Check this box if you want to print the payee name for either checks or credit cards on the receipt Leave this box cleared to print the check number or credit card number only without the name
237. ipt from history you can select the correct receipt from the receipt lookup and then print it All receipts reprinted from this screen will have the word Copy printed on them so you can tell them from the original You can also reprint an old receipt from the Customer History screen Where is it Go to Management Special Functions and select Reprint Old Receipt Using the Screen T Reprint Old Receipt Play School A IP Receipt Ho Customer Name Date 0001121 G BOYD JULIAN 10 09 05 SALLY PLAY 10705705 Receipt Number You can either enter the receipt number if you know it or find it by using the lookup button All receipts are displayed as shown in the lookup window below Page 11 3 Tracks User Guide F T Old Receipt Lookup Receipt Mo 0001116 0001117 0001118 Customer Mame Farmiew Melvin Edwards Jaime Davis Heidi Hartman Regis Banu Bella Doud Julian Wight Jessica Turner Felicia Seeley Megan Seeley Megan Date 0730 05 0813 05 0813 05 08 13 05 09 30 05 107097056 10709705 10709705 10709705 10 09 05 285 00 b k d A Receipt No MERA Print Click the Print button as shown on the top screen on this page to print the receipt to your receipt printer Import Student Pictures What does it do The Import Student Pictures utility allows you to import student pictures into Tracks Using this program you can import your pictures and a cross reference file that t
238. irectly to the top level menu of the Blue Bear Help system Of course Blue Bear software has context sensitive help so you can click on a Help button from most screens or press lt F1 gt at any time for help on using the software Register Software Use this screen to register and activate your software Your Customer and serial numbers will be on your invoice or you can obtain them from Blue Bear Technical Support If you are connected to the Internet type them into the appropriate boxes and click on the Register Over The Internet button If you are not connected to the Internet call or email Blue Bear Technical Support and we will email the registration numbers to you You can cut and paste them or type them into the box from the email and click on Register Manually Support Customer Portal Use this screen to enter new Support requests online or to check on the status of any Support request You must be connected to the Internet in order to use this feature Blue Bear Website Use this option to go directly to our Blue Bear website You can access this site for Technical Tips information about upcoming events user feedback and other exciting items You must be connected to the Internet in order to use this feature Blue Bear Connect Use this option to go directly to the sign on screen for Blue Bear Connect This is the exciting Blue Bear support tool that works over the Internet to allow us to control your computer directly and se
239. is form letter Fields The fields available for this form letter are shown in the drop down window To select a field for your letter choose the field then position your cursor in the letter right mouse click and PASTE the field You can enter as much text as you choose Page 9 25 Tracks User Guide Form Letter Printing Donations What does it do Use this screen to determine which Donation Form Letters to print and other options You can print letters for a range of Donors and also select for a range of donation dates Where is it Go to the Reports Menu Donations Tax Credit Reports and select Form Letter Printing Using the Screen T Donation Form Letter Printing Play School High School Form Letter Code selection All Donor Hame Date Range TT o 0700 Remember Settings HP DeskJet 500 on LETI DeskJet 500 HP DeskJet 500 on LETI HPT SALLY PLAY ss 10709705 Form Letter Code Select a Form Letter Code for the letter you want to print You must already have set up this letter in Form Letter Maintenance Donor Name Leave the All box checked to print this letter for all donors or enter a Starting and Ending Donor Name to restrict the selection Date Range Leave the All box checked to print this letter for all donations regardless of date or enter a date range Tracks will only print letters for Donors whose transactions fall between the dates selected Tracks User Manual Page 9 26 Volunteer
240. it s very technical The IT person at your school or district will be able to help you get the correct information Using the Screen T Customize Play School High School Receipts Hardware Scanning Email Settings Mail Server Settings From 4ddrese sallypshs k12 ca us Email Subject About your student at Play School High SMTP Server smtp playschool com Mu Server Requires Authentication User Name Sally Maver Password SEPPEPSS Mail Server Settings From Address Enter the email address you want the form letter to be sent from In the example above all the form letters will be from Sally at Play School High School Email Subject Enter a subject line to be used as a default for your form letter emails SMTP Server Enter a server name like smtp myschool com or 123 168 44 11 You should get a valid IP address from your data processing person Right now Blue Bear email works only with SMTP servers IMAP servers such as some implementations of Microsoft Exchange will not work at this point Blue Bear will continue to work to expand the email capabilities of the software My Server Requires Authentication Check this box if your email server requires authentication This field is necessary if your server requires that you authenticate or login before sending email User Name Enter your user name on the SMTP server Password Enter your password on the SMTP server Tracks User Manual Page 3 6 S
241. ken on the Locker Listing and will not be Available to issue to a student from the Work Screen Comment Enter any specific comments about this locker such as Has graffiti inside Tracks User Manual Page 22 2 Locker Assignment What does it do You can view locker assignments that have been assigned through the Work Screen or you can assign students to lockers without issuing a receipt on this screen Where is it Go to the Customer Menu Lockers and select Locker Assignment Using the Screen T Locker Assignment Maintenance Play School High School ala E Locker No 1102 E Get Available Locker Locker Information Lock Number OO DN Students Oof Grade 12 Lock Combination 25 10 35 Location Sw Gender F Comment Broken Hall A Locker Assignment Customer No EA Dae 11 20 06 Notes PO 92 OK Undo Ins Del Butler Carla 117 20 06 Lc Ji co neee JEN KR 11 2006 Locker Number Either type in the locker number click the lookup to view all lockers or scan a Locker Card to view information or assign this locker If you would like Tracks to bring up the next available locker click the Get Available Locker button Locker Information Tracks shows you information about the selected locker if you need to make any changes you can do so in Locker Maintenance Locker Assignment You can either view the student s assigned to this locker or assign a new student at this po
242. ks and BarMaster is Code 39 also called 3 of 9 e If the scanner works on your student ID cards and on the Item bar codes you print out of BarMaster the best idea is to leave it alone You do not need to do anything at all Setup Receipt Printer In Windows XP e Setup anew printer in Windows Use the Generic Text Printer as the driver MM anubacturer Printers Epson i Generic Text Only Fuji Merce Fujitsu GCC Generic e You must go into your Printer Properties window select by right clicking on the printer icon in your printers folder and choose the right kind of paper In Windows XP Go to the General tab Choose Printing Preference Choose Continuous No Page Break Now Windows will know that you are using a continuous role of paper For Windows 98 Directions click here Layout PaperQuality Tray Selection Paper Source Automatically Select Automatically Select Cont Feed Ho break Cut Sheet Cont Feed With Break In Windows 98 e Setup a new printer in Windows Use the Generic Text Printer as the driver e You must go into your Printer Properties window and choose the right kind of paper Go to the Paper tab Choose Custom Paper Size Choose Continuous No Page Break Now Windows will know that you are using a continuous role of paper Page 15 5 Tracks User Guide pene Text Linky LS Geneial Deia State Paper Devica Options Fonts Continue in both Windows XP and W
243. l Tracks where the files are located Then Tracks loads the pictures into the correct folder for your school and then updates a field called PIC in the Customer file with the correct file designator for the picture like 1012 bmp Please check our website at www bluebearsoft com for Photo Import Guides currently available If you don t see the one you want please call our Support Department Appendix I Import from RevTrak What does it do This utility allows you to import transactions from a RevTrak web store data file into Tracks Transactions are loaded into the Tracks transaction file exactly as if you d entered them as regular sales through the Work Screen You will do a Closeout and these transactions will be updated in the normal fashion Important You must export transactions from RevTrak to create an export file BEFORE you can import them into Tracks See more detail below Tracks User Manual Page 15 10 Where is it Go to the Daily Menu and select Import from RevTrak Using the Screen F T Import from RevTrak Play School High School Where is the file containing the import data C RewTrak E xpork cey ieee tao 2 SALLY PLAY 10703705 When should you do the Import from RevTrak You should do the import either before you start making regular sales for the day or after you ve done your regular Closeout at the end of the day Why Because you want to import RevTrak transactions in such a way that you can do
244. lBooks to Tracks In SchoolBooks items ordered on purchase orders are considered received when they are invoiced through Invoice Entry When you enter an invoice against an existing purchase order SchoolBooks keeps track of the quantity received and prints this data on the Items Received Journal This journal prints detailed information about items received and the cost of these items If you are integrated with Tracks printing and updating the Items Received Journal will increase the quantities on hand in Tracks Appendix D Setup and Testing Point of Sale Equipment It is a good idea to get your POS equipment set up and tested before making sales with Tracks Why use POS equipment at all e Using a scanner enables you to scan both student ID cards and bar codes for the items you sell That means you can get information into your system faster and more accurately than typing it in by hand e Using a receipt printer gives you the ability to print receipts faster and more efficiently than using your regular report printer because you can use two ply receipt paper and tear off only the amount of paper you use If you use a thermal printer you can print receipts even faster Tracks User Manual Page 15 4 e Using a cash drawer gives you a place to keep your money It is secure and pops open automatically when you make a sale Setup Scanner Hooking up the scanner to your computer The scanner either shares the keyboard port with your keyboard
245. ld use the button to allow Tracks to assign a unique Donation Transaction number to each entry Note The term donation refers to both donations and tax credits For the sake of brevity we simply use the term donation throughout this document but it applies to funds received for either donations or tax credits Where is it Go to the Customer Menu Donations and choose Donation Maintenance Using the Screen F T Donation Maintenance Play School High School Transaction Mo 0001053 en Sequence Number 0001 Donor No p simpson Tom Date Customer Number ltem Number GL Account 2245 00 00 E MUSICAL THEATER Amount LK lt gt 4 SALLY PLAY 10703705 Transaction Number To edit or view an existing transaction click the lookup button to display a list of existing transactions To enter a new Donation click the button to have Tracks assign a new Donation Transaction number Tracks will get the next number from the Next Donation Number field in Customize Options School Settings Work Screen tab Sequence Number There is a 4 digit sequence number assigned to each donation transaction starting with 0000 There will be a separate sequence number for each Item Number GL Account that makes up this specific transaction In other words let s assume that Joe Smith gave 60 to be divided 10 for Sports and 50 for Fine Arts The 10 for Sports might be receipt 123456
246. le Name Enter a name for your export file In the example above we ve chosen Export csv Export Folder Enter a path folder where the export file will be created Appendix J Student Update Utility What does it do Student Update Utility SUU is a program that updates refreshes your Tracks Customer file with current information about your students The SUU takes an export file from your student information system and uses it to add new students and update demographic information about existing students No students are deleted in the middle of a school year as this might damage the audit trail so even if students have withdrawn they are still left in your Tracks Customer file Where is it Go to the Modules Menu and select Student Update Utility Using the Screen Tracks User Manual Page 15 12 T Student Update Utility Play School High School Get Student Data File Please enter the name of your Student Data file or press the Browse button to browse and look for the file on pour computer If the file is on a diskette please put the diskette in your A drive If the file is located on a network drive please ensure that you have the necessary network rights to access the network drive File Name and Location eo AMBEDOWN DAT Click on Next to start the Analyzing Process Student Update Utility will analyze your data and try to determine how the data is formatted File Name and Location Enter the name
247. lt lt Less than or equal to Is contained in for example CLASS IN 2007 2008 will give you 10 and 11 graders Page 16 5 Tracks User Guide Value Enter the data to be compared with like the graduating year or name of a city In this case it s 2009 because that is the graduating year we want And Or If you want to enter more than one relation start the second or third line with AND or OR Use only AND s or Or s on one job not both HOW TO SET UP A CUSTOM JOB The Customize Job feature allows you to select certain specific records from a file for printing For example you might want to print a sheet with only items that relate to AP tests First you have to tell BarMaster which items belong in that group You do that by defining a LIST of AP test items plus a couple other things too If only wanted to print bar codes for AP Tests might use a Regular Job but for this job want the AP Tests and some other non related items so I m going to use a Custom Job When you enter Customize as the Job Type BarMaster prompts you to enter the name of the list in this case we will call the list APTEST T BarMaster Job Definition Play School High School Sime Job Number Description Menu Group List fle APTEST Label Name K Q ITEM 3 COLUMN MASTER Source File ITEM Sort By Copies And Or Relation Value a Ee x SALLY PLAY 10409405 Now we have to pick the exact items we want to in
248. m this report Leave the check box clear if you want to see all transactions on this report For example if you sold a yearbook to Linda Hall then refunded it a week later you might not want to see Linda Hall listed on the Yearbook Report To leave her off the report check this box to include her leave the box blank Double Space Report Check this box to double space the report Leave it blank to single space the report Why might you want to double space the report Maybe you want to leave room for students to sign their names beside where they bought something Create Extra Data Output File Check this box if you want to create an extra data output file for this data You would do this if you want to print bar codes or mailing labels for the customers on this report Omit Price Check this box if you want to suppress the prices on this report Use this option if you want to give a teacher a list of everyone who paid for something but don t want to discriminate by showing that some students may have paid a lesser price Include Additional Report Fields Select from the following choices e None If you don t want to print any additional fields Tracks User Manual Page 9 4 e A R Information If you want to see any amounts paid and still outstanding on the items printed e History Description and A R If you have saved special information in the Item description field at the time of sale and you want to print that information on the report
249. mber Description Dept Luantity Price Ext Price YEARBOOR YEARBOOR YTEAPRBOOER 5 00 Sub Total Sales Tax Customer Underpaid Suppose you sold a yearbook for 40 and it should have been for 45 00 The student owes you 5 You should return the yearbook at the incorrect price and sell it at the correct price The total on your screen will be 5 Click lt F9 gt to complete the sale and charge the 5 On Account The student will now have a balance due of 5 Item Number Description Dept Quantity Price Ext Price YREK YEARBOOK ei d 40 00 40 00 Y RBE YEARBOOK Sub T otal Sales Tax Total Page 13 1 Tracks User Guide Sold Something on Account that the Student no longer wants When might you want to reverse a charge on account When you ve put a debt on a student s account and it turns out they don t owe it after all When the student has bought something on account but hasn t received it yet and won t For example they bought a yearbook on account but are now moving away and don t want to get a yearbook anymore e The general idea is that you re going to return the item they bought for a credit and then apply that credit against the original charge e Bring up the student on the Work Screen Scan the Item and press R to return the item Wem Number Description Quantity Price Ext Price YEARBOOK 45 00 45 00 Sub Total Sales Tax Total The total due for this transaction is a negative amount In the F9 pa
250. member Settings HP DeskJet 500 on LPT1 SALLY PLAY 03730705 Item Not Bought Enter the Item code for this report In the example above we ve entered GRADECHK to make sure that the students has checked their GPA with us to confirm Sports Eligibility Enter Grade to Print If you want to limit this report to a certain Class or Grade enter it here Otherwise leave this field blank to print for all grades Customer Type Usually you will want to print this report for Students only But if you want to print it for a different Customer Type choose the Customer Type here Sort and Break on Grade or Year Check this box if you want to sort and break on Grade or Year Leave blank if you want the report in one big list for the entire school Double space Check this box if you want to double space this report Date Range Leave the All checkbox checked for all dates or enter the date range for this report Last Name Enter a last name range for this report or leave the All box checked to include all Customers Remember Settings Check this box if you want Tracks to remember these settings for the next time you open the report screen Tracks User Manual Page 9 12 Customer Reports Customer Listing What does it do The Customer Listing feature allows you to print or preview all your Customers or only a selected group Where is it Go to the Reports Menu Customer Reports and select Customer Listing You may also print the Cust
251. ment code may be ENG for English or HIS for History Department codes are established in Department Maintenance Printer Button Click on the printer icon to print a listing of all the courses Page 23 9 Tracks User Guide Course Fee Maintenance What does it do Course Fee Maintenance is where you will set up fees for particular classes so they can automatically be applied to students in those classes By selecting one course you can then add as many items that are appropriate fees for that course on this screen Where is it Go to the Customer Menu Course Schedule and select Course Fee Maintenance Using the Screen T Course Fee Maintenance Play School High School ala E Course No e Ll Description Chemistry Course Fee ltem No CHEMWKEK E Mumber OF Semesters CHEM WORKBOOK Base on Semesters Amount 2000 May Times Charge Comment A Status Required Yoru ee Jos Description Stat Comment CHE MWEE Chem Workbook PLAY 11 20 06 Course No Select the course for which you would like to assign fees This must already be set up in Course Maintenance Item No Select the Item that will be charged as a fee This must already be set up in Item Maintenance Amount Select the amount to charge to the student for this particular item This will automatically load from the price of the Item in Item Maintenance but you can change it here Comment Enter an optional comment h
252. minus Current On Hand Quantity Normal Stock Enter the quantity of each item you would like to have on hand at all times Quantity on hand Current on hand quantity for this item Leave this field blank until all items have been added and counted and you are ready to use the computer for making sales Then print a Physical Count Worksheet count your inventory items and enter the correct quantity on hand for each item WebStore On hand Current on hand quantity allocated for WebStore sales of this item Leave this field blank until all items have been added and counted and you are ready to use the computer for making sales Then print a Physical Count Worksheet count your inventory items and enter the correct quantity on hand for each item Category Code If you use SchoolBooks and want to attach a Category Code to this item enter the Category Code here During the Closeout process Tracks will write out the Category Code to the TREXPORT file so it can be imported into Bank Deposit Entry in SchoolBooks This field is only used if you are integrated with SchoolBooks Prompt for Category Check this box if you want Tracks to prompt you for a Category each time you sell this Item You can use this to properly record sales of Items when the funds may go to one of several different Categories depending upon who brings you the money Category Enter the Category for this item You can go back at any time and modify the Category Code assigned to a tr
253. mount of cash in your drawer 4 When you do a Closeout you will not see anything because no money has been collected yet 5 When you finally collect the 40 it will go to the Clearing Account 1123 In your accounting software 1 You must make an entry in your accounting program to record the bounced check hitting your cash account In SchoolBooks you ll make a negative Adjustment The amount will be 40 the Cash Account will be the account the check bounced in and the GL Account will be the Clearing Account 1123 3 In other software make a journal entry reducing your cash balance and charging GL Account 1123 4 When the money is finally collected it will show up in a deposit and will be offset by the 40 from the Adjustment Section 2 NSF Checks Integration With SchoolBooks You can have the program automatically create adjustments in SchoolBooks for NSF Checks and NSF Bank Fees when you enter an NSF check in Tracks Tracks will create these adjustments when you do a Closeout Go to the Management Menu Customize School Settings and complete the options on the Integration Tab Note Although the adjustments are created in SchoolBooks you must still print an Adjustments Journal and update them Nothing is updated automatically the programs are simply saving you the time of having to type in the Adjustment Entry information Tracks User Manual Page 15 8 Returned Checks Returned Check Item Number NSFCHE NSFCAE ENTER CHE
254. n Linking a Donor to an Existing Tracks Receipt R Receipt Button It may happen that you enter a receipt for a donation and forget to click the Donor button on the Work Screen to attach a Donor If that happens the transaction will not be written to the Donation file and will not show on any Donation Reports But it s OK You can link an existing receipt with a Donor after the fact by using this feature Click the Receipt Lookup button to view a list of all the receipts in Tracks When you find the receipt you want select it and the program will copy all the lines from the receipt into the Donation file All the line items on the receipt will be entered as Donations and you can attach a Donor to them Printing the Donations by Donor Report Printer button The printer button on the Donation Maintenance screen launches the Donations by Donor Report Where is it Go to the Customer Menu Donations Donation Maintenance and click the printer button on the screen Donor Maintenance What does it do Donor Maintenance is the place where information about people who have made donations is stored The unique identifier in the file is Social Security Number The donor file also contains name address and phone number for each donor You can enter Donor information directly into Donor Maintenance and you can add new Donors on the fly from the Work Screen when accepting a donation You can edit the Donor Maintenance file at any time Wh
255. n 11 1 Convert fees iodebte 23 14 Correcting Mistakes 13 1 e Ee E EE 6 5 Course Fee Maintenance ccooocccnncccnoccnncononnnnnnos 23 10 Course Fee Worksheet cccccoocccccccconcconccconncnnnss 23 16 COUE FEES 23 8 Crystal Report Writer ooccccccccccoconnccnnncccnnnonos 9 1 Custom Report Mamtenance 17 4 Custom Report Printing cccccccccconcncnnncccnnnono 17 4 Customer A A 16 1 Customer History Report 5 7 9 16 Customer UNG std 5 13 Customer Maintenance 5 2 Customer Number 5 1 5 3 Delirio ind 5 12 Form Leiters aech ea See Form Letters FISTO o rece tone too rarest ee 5 7 7 3 14 7 re E EE 9 13 Malling Label oi co lite 5 15 Price ere a as See Price Level Primary ee GE 5 6 A A oe eo 9 13 SIE ENEE 5 4 Temporary cocccccnccnncnnnonnnnnnnnos See Temporary Customer Customer required for sale 6 4 Customers to bnceb 12 4 D Daly Data Back isc inane itend 2 5 Daily Sales Inoutm 8 1 Daly TODOS lin 15 10 Data Conversion cccccoccccnccccocnnnnccconnnnncccnnnonnnonononos 11 1 Debts for student fees nnannnnannnnannnnannnnnannn 23 14 Deleting a Customer 5 12 Department In Item Maintenance coccccoccnccccnccncncnnnnnnnnnnnnnnnos 6 4 On Reports cccccccoccccnccoo 9 8 9 11 9 20 9 21 9 22 Desktop e EE 4 6 Desktop Button Mammtenance 4 6 Donation Type Items 6 2 6 19 20 3 Donation Tax Credit Heports en 9
256. n type P for payment which opens the above screen then click on the Pre Pay button and enter the amount they are giving you After that if you look at the customer on the Work Screen it will show that they have a positive balance for future purchases Done Click this to go to the Payment Type window and finish the transaction What if a student wants to pay some of the balance right away To charge only part of the receipt on Account and accept payment on the rest choose 6 Charge to Account on the Total Screen but choose the Payment button instead of Accept This tells Tracks you want to charge the item but the Customer will make a partial payment now Tracks will then display the Charge to Account window Click on the item to be paid or press Enter Tracks will prompt you to apply the amount of payment to specific items sold and then press lt F9 gt after which you indicate the type of payment In this instance Tracks will actually produce two receipts One showing the original sale charged to Account and a second showing the payments applied to specific items Payments on account Payments may be applied to individual receipts or to an account balance You can accept a payment on account that is not apply the payment received to a particular item In this instance Tracks will show this item as a credit TRACKS IS A CASH BASED SYSTEM No money is posted to a GL Account until you apply payment to a specific item You will eventually want to
257. n hand cost and total cost as well as GL Account Code Where is it Go to Reports Item Reports and select Item Valuation Report Using the Screen T Item Valuation Play School High School Sort By Item Number KA Selection Starting Ending Department No I i ES Item No s ZZZZZZZZZZZZZ Q Remember Settings HP eset 5 on FT ERREECHEN SALLY ZPLAY 10 09 05 Sort By You can choose to sort the Item Valuation by Item Number or Department Number Department To select all Departments leave the All box checked To select a range of Departments enter the starting and ending values in the appropriate fields Item Number To select all Items leave the All box checked To select a range of Items enter the starting and ending values in the appropriate fields Remember Settings Check this box to have Tracks remember your settings for the next time you run this report Item Reorder Report Tracks User Manual Page 9 20 What does it do The Item Reorder Report allows you to print quantity on hand and Reorder information The report displays Item number description department normal stock level reorder quantity and quantity on hand Where is it Go to Reports ltem Reports and select ltem Reorder Report Using the Screen F T item Reorder Play School High School Sort By ltem Number Selection Starting Department No ltem No Remember Settings HP DeskJet 600 on LP SALLY EPLAY 10 0970
258. n the Lock lookup you will see Serial Number This is only for Locker Conversions and cannot be entered into Tracks Combination Enter the combination for this lock Locker Maintenance What does it do Locker Maintenance is where you will set up information about each individual locker Where is it Go to the Customer Menu Lockers and select Locker Maintenance Using the Screen T Locker Maintenance Play School High School z Locker No Enter the locker number Locker No 1000 QJ a Lock Number Enter the lock number Only locks previously added in OCE NUNDA o0 A Lock Maintenance will be displayed in the lookup window Combination Number 10 52 1 d Hall Al Combination Number The combination number assigned to this lock A in Lock Maintenance will be displayed Location Code Grade Level rade Leve E Hall Enter the Hall information for this locker if applicable Gender Female v No Students Assigned EA Location Enter the Location information for this locker such as T Broken O for Top M for Middle and B for Bottom Comment Grade Level If this locker is limited to a specific grade level enter that ARIE grade here pase os Gender If this locker is limited to a specific gender select that here No Students Assigned Tracks shows you how many students are assigned to this locker if any Broken Check this box if this locker is broken If it is it will show as bro
259. n use BarMaster to print mailing labels for your Customers Where is it Go to the Modules Menu and choose BarMaster e Printing Menu use this menu to print BarMaster Jobs from this menu e Management Menu use this menu to set up jobs and label layouts and print Registration Forms e Customize use this menu to adjust the printing coordinates for the paper BarMaster Printing Menu What does it do The BarMaster Printing Menu is where you go to print bar codes and other labels like mailing labels in Tracks There are four Printing options Student Bar Codes Club Bar Codes Item Bar Codes and Other Bar Codes Selecting an option by clicking on it will bring up the selection screen which allows you to choose a Job Definition Several common printing jobs for each option have already been created for you For example click on Customer Bar Codes and the Job Selection screen for Customer Bar Codes appears On this page we ll be referring to Customer Bar Codes but all printing works the same way Where is it Go to the Modules menu BarMaster and select Printing Using the Screen Page 16 1 Tracks User Guide F T BarMaster Job Lookup Description CUSTOMER BALANCE DUE MAILING LABELS CUSTOMER CUSTOMER BARCODES LABELS MAILING CUSTOMER MAILING LABELS 30 UP MISCCUST MISC CUSTOMERS FROM LIST Sort Job No There are three types of Student Bar code printing jobs
260. nd a positive 40 hitting the Clearing Account 1123 You won t see anything for the fee because it hasn t been collected yet In your accounting software 1 When you Import from Tracks in SchoolBooks or enter a journal entry into another accounting package you ll be posting that negative 40 to the yearbook account and the positive 40 to the Clearing Account 1123 2 Now you must make an entry in your accounting program to record the bounced check hitting your cash account 3 In SchoolBooks you ll make a negative Adjustment The amount will be 40 the Cash Account will be the account the check bounced in and the GL Account will be 41123 Now the 40 from the deposit will be offset by the 40 from the Adjustment 4 In other software make a journal entry reducing your cash balance and charging GL Account 41123 Procedure for when you don t Return the Item You just charge the student for the NSF fee and let the original sale stand as is In this scenario you assume that the Customer will make the check good so we leave him on the yearbook list and don t take the money out of the yearbook account In Tracks 1 Onthe Work Screen bring up Johnny 2 Enter the Item number for your NSF Check like NSFCHK This should be set to prompt for price and you ll enter the amount of the bounced check in this case 40 3 Notice how the receipt total is now 40 This is correct We re going to do a Charge to Account so it won t effect the a
261. nd of the year you can use this utility to get things exactly the way you want them Import G L from SchoolBooks You can import your GL Accounts from SchoolBooks using this utility Re Export to Accounting You can re export a Closeout to your accounting program SchoolBooks or MAS 90 using this utility Customers to Price B If you want to assign Customers a Price Level B when they purchase a student body card or sticker but you forgot to set it up ahead of time this utility can fix it all up for you If you enter the correct Item in the School Settings options then run this program Tracks will change all the appropriate customers to Price Level B Run a Program You can run a program within Tracks here This utility should only be used with the assistance and under the supervision of a Blue Bear Support Analyst Reset Moved Screens When you move a Tracks window on the screen the program remembers where you put it The next time you display it that screen will show up in the same place If you want to reset your screens to the default position run this utility Export Student List You can export a list of all your students to a text file This is helpful when you need to upload your students into another program like RevTrak File Repair Utility Key Repair Utility and File Analysis and Repair WARNING These screens should only be used with the approval of and supervision by a Blue Bear Technical Support analyst What does it d
262. nd range of Customers Where is it Go to the Modules menu Equipment Tracking and select Reports Using the Screen Tracks User Manual Page 18 2 F T Equipment Report Play School High School ala Dot By Include Bonus Field Info Selection All Starting Date TT 0701704 10 09 05 Customer Humber a PPPoE e Remember settings D ee SALLY PLAY 10 0305 Sort By You can sort by Customer or by Item Include Bonus Field Info Check this box to have the bonus field print to the right of the report for each item Date Leave the All box checked to print for all dates or enter a date range Item Number Leave the All box checked to print for all Items or enter a range of Items Customer Number Leave the All box checked to print for all Customers or enter a range of customers Remember Settings Check this box to have Tracks remember your settings for the next time you run this report Page 18 3 Tracks User Guide Chapter 19 Import Manager What does it do Import Manager allows you to import transactions both regular sales and on account sales into Tracks using a data file Import Manager supports data file types of the following Excel ASCII tab or comma delimited Import Flow e Create a new Import Job Code in Import Job Maintenance In Import Job Entry create a new Job Number Validate your Import Data Print the Import Job Journal Update the Import Jobs All your data is now be imported Most fil
263. ndRaiser Maintenance on one FundRaiser But Sara Gielow is actually the advisor for many FundRaisers The auto complete feature will remember her name and automatically fill the field as you being typing When you enter Sara Gielow as the Advisor on a FundRaiser SchoolBooks adds that value to the Advisor auto complete file The next time you type an S in the Advisor field the program will automatically display the first S record it can find Let s see how it works We re going to use Fundraiser Maintenance in this example but it works the same way for all the Auto complete fields In the example below we ve entered Sara Gielow as the Advisor for the Magazine Fundraiser Tracks User Manual Page 2 6 F T FundRaiser Maintenance Play School High School Fundraiser No MAGOT Description MAG FUNDRAISER GIRLS VOLLEYBALL Database Management Grozs Profit tem being sl Adison Since Sara is also the Advisor for the Cookie Dough FundRaiser we want to enter her name there too When we enter the S the program displays the first record for this field beginning with S and also displays a green button at the end of the field That tells me there are already values in this field F T FundRaiser Maintenance Play School High School Fundraiser Mo COOKIE Description COOKIE DOUGH Database Management Grozs Frofit Item being sold CDOLIGH Cookie Dough Advisor Ely Curtis To find Sara simply press
264. nded to give you a wide variety of sort and selection options so you can get just the data you need When you launch a Tracks report the program will display a screen to allow you to select the options for the report For example on some reports you can choose a date range on others you can choose to limit the report to one specific grade or only one individual item If you need a specialized report you can use Crystal Report Writer an add on option to all Blue Bear software Most reports may be printed or previewed See information in the next section about both previewing reports and exporting the report data Previewing Reports What does it do All reports in SchoolBooks may be displayed on your monitor using the Preview function You can also export data in a variety of formats using the Preview feature of any report Reports may be exported to Excel Adobe Acrobat When the report is displayed on the screen you ll see a tool status bar at the top of the screen e Use the Browse arrows to move forward and backwards through the pages of the report The notation 1 of 1 shows you that this is page 1 and that there are more pages to the report BS Sales by Item Customer 1 of 1 bo pl 100 Totati25 100 125 of 125 SALES BY ITEMCUSTOMER REPORT Date Range 07 01 04 to 09 30 05 hen Range All Customer Hame Cust Ho Receipt Ho Item Ho APBIO AP TEST BIOLOGY Banu Bella 901253 00011 06 Oros Davis Heidi 901 240 0001 O39 024
265. ng Enter EI to Open Fees Window Allow Pre Paymerits Sound a Beep on Scan Errors 38000 E Ele PLAY 067 06 10 Show Customer Notes Check this box if you want to see a message for Customer Notes on the Work Screen when a Customer is selected Change Price Level on Sale of Item If you want to have Tracks automatically change a Customer s price level to B when they purchase a student body card enter the Item number of your student body card here You must first set up the Item for Student Body Card in Item Maintenance Then come back here and select that item for this field You can use the price level on the Customer and on the Item to determine what customers are charged for specific items What is Price Level B A customers start out with a Price Level of blank In many schools when a student purchases a student body card sticker they are then entitled to discounts on various things like yearbooks dance football games etc In Tracks you can set up the Yearbook for example with two price levels one for students without a student body card blank or A Page 3 7 Tracks User Guide and one for students with a student body card B Tracks will automatically charge the right price to the right customer Tracks will automatically change the Customer Price Level to B when the student purchases a student body card if you have the Item number entered
266. nge User button Using the Screen T User Login Play School High School User Login Password Change School Change School This will allow you to change to a different school If you do not change schools this user will log in to the school on the window name Play School here Note This function only works if you have users set up in User Maintenance Remember Once you set up even one user the system will require a User Code and Password to get into Tracks Once you set up Security in the next section assigning permission to access certain menu functions to specific users it will matter who you are in Tracks Tracks always displays the current user at the bottom of the screen along with the School Code and the date Ee SALLY EPLAY 10709705 Tracks User Manual Page 2 10 Change School What does it do Once you have set up School Codes in School Maintenance Tracks will remember which school you were using last time and start up in that school If you want to work in a different school once you have started running Tracks simply choose Change School Tracks will display a lookup window showing all your schools Choose the one you want from the list Where is it Go to the Daily Menu and select Change School Using the Screen F T School Lookup School Code Mew High School AE WW O405 Pr New High School Hl Ar Play School High School School Code vi gf Select Jo Cancel 2 Frequently Asked Questi
267. nk you d sold him TWO permits instead of just one Vehicle Report What does it do The Vehicle Report prints out a list of Vehicles showing license number student name sticker permit number year make model and color Where is it Go to Reports Customer Reports and select Vehicle Report Using the Screen Tracks User Manual Page 7 12 m T Vehicle Report Play School High School Selection Starting Customer Name Remember Settings HP DeskJet 500 on LPT1 SALLY PLAY 10 09705 Sort By You can sort this report by Customer number License number Permit number or Customer Name Select By You can choose to have the Customer number or the Customer Name show on the report Selection To select all Customers leave the check box checked To select a range of Customers enter the starting and ending values in the appropriate fields Remember Settings Check this box to have Tracks remember your settings for the next time you run print the Vehicle Report Page 7 13 Tracks User Guide Chapter 8 End of Day Closeout This chapter covers Daily Sales Inquiry and how to do a Closeout at the end of the day Daily Sales Inquiry What does it do Use this screen to see a running total of your sales for the day and the payments you have collected The purpose of this screen is to give you the ability to do a reality check on your sales for the day without having to do a Closeout Where is it Go to the Daily Menu an
268. nly if not Print only if Disabled for Checked on Cust Checked in Cust this option O O O O O Use User Defined Fields You can also limit the report to only Customers with specific User defined Fields First check the box to Use User defined Fields then make your selection In the example below we want to only print Customers with SMITH as the Homeroom teacher Use User Defined Fields User Defined Fields Ranges L T User Defined Fields Selection All Starting Ending Homeroom O SMITH SMITH Favorite Class ZZZZZZZZZZZZZZZ Remember Settings Check this box to have Tracks remember your settings for the next time you run this report Tracks User Manual Page 5 14 Customer Mailing Labels What does it do The Customer Mailing Labels function allows you to print mailing labels for all your Customers or only a selected group BarMaster has a pre configured job to print labels on Avery 5160 Labels 30 up Where is it To edit information about this job in BarMaster go to Modules BarMaster Management and select Job Definitions Then choose the Mailing job Using the Screen a Sch T BarMaster Job Definition Play School High School Sides Job Number MAILING Import a Job from Another School Description CUSTOMER MAILING LABELS s0 UP Menu Groun Job Type Peou Label Hame BESI AVERY 5160 LABELS CUSTOMER ADDRESS Source File CUST And Or Relation sl sl lt i gt
269. nnnnnnnononononnnnnnnnnnnnnnnnnnnnnnnnnnnnnnonannnos 15 4 Appendix D Setup and Testing Point of Sale Eoumpment 15 4 SEIUD O DEE EE E 15 5 Programming your scanner to read the your bar codes oooccccccccncccnccononcnnnnononnnnnnnnnncnnnnnnnncnnnnonnnnnnnnonnnrnnnnnnnnnnnnronannrnninnnns 15 5 A e o aca o a a aE ace serees 15 5 SEIU Casi ET 15 6 Appendix E NSF Check Handling Procedures uti eee heii adant a et ake eee 15 7 section I The Theory of NSF Checks Ier Tracks as 15 7 Section 2 NSF Checks Integration With Gchoolb ooks aaannnnnnnnnannnnnnnnnennnnnnnnsnnnnnnnnnsnnnrnrrensrnnrrrrensnnnrrrnenssnnnrrreenne 15 8 AppENAIX F Ee te Meel IEN 15 9 Appendix G Daly FO DO MISE an iio oo icon io 15 10 Appendix PE Photo ln leet dE Il 15 10 Appena IS IMPO TOM REV taaan iaa ia ocio 15 10 Rieetebiae ole RI ea as to o de o a en eee nee 15 11 Appendix J Student Update le EE 15 12 Tracks User Manual Page vi Chapter 16 BarMas terio aos 16 1 BarMaster FAMINO Rn EE 16 1 BarMaster Management Men aa tesla ege 16 3 BarMaster Jop E e Le Le 16 3 BarMaster Label La e aa 16 7 BarMaster Registral FO MS deals 16 9 ele len E ele WEE e 16 10 BarMaster E el 16 10 Chapter 17 PUndRa ee 17 1 F ndRaliser d We E Le 17 1 FUNdRaISer REDONS cita 17 3 Revenue Potential Repo ai 17 3 FundRaiser Breakdown Re pour ei 17 3 Custom Report MaINIG MAN CS stas 17 4 Custom EDOM Prandi tao 17 4 Chapter 18 Equipment Tracking caidas 18
270. now attempt to locate your existing data directory If your Tracks data folder is in a different location browse to find it then click Next to proceed The Advanced Options button allows you to convert from a data file or a backup zip file Use these advanced features only if guided by a Blue Bear Support Analyst T Select School to Convert Listed below are the schools that are currently in Tracks A vu Select the school that you would like to convert and load into Tracks D vu and then click on Next Hart HS Jurupa Valley Ocean view Play School sample Ramona Middle School Ramsey Upland HS Play School High School ZPLAY 05 15 2004 Select the school you want to convert from the school list Click Next to proceed E T Ready to Convert E aj ES Confirm Conversion The Conversion Program is ready to convert Tracks A vw Tracks 2 Play School High School Database C PROJECTS TR2Z0 8LUEBEAR DATA PLAYS and load it into Tracks Der Tracks 5 PLAY CABLUEBEARTESTATARDATANZ PLAYA lf this is corect click an Convert otherwise click on Back to make corrections PLAY 05 15 2004 Copying Tracks Data NOTES The program displays a conversion window When the conversion in finished Tracks will display the screen above Checking your conversion Run a couple reports in Tracks 2 and run the same reports in Tracks 5 The totals on the reports should be identical If they are different or
271. now know that you want to convert these fees to debts First we recommend printing the Course Fee Worksheet to compare the outstanding fees with the student s current schedule to verify and make any corrections before converting to debts Then you are ready to Convert Fees to Debts Now when students come to pay for their class fees you will simply take a payment on account since the class fees are now all charged on their account See the Course Fees Checklist in this chapter to make sure that you complete each step For more detailed information please consult the Help Files Course Fees Checklist Course Fees Hints Course Fees on the Work Screen Course Fees Flowchart Course Maintenance What does it do Use Course Maintenance to enter the courses available You can import Course data into Tracks from your Student Information System For more information about importing this data see Import Courses Where is it Go to the Customer Menu Course Schedule and select Course Maintenance Using the Screen T Course Maintenance Play School High School Course Code 1009 LA Course Description English Deparment Description English Department KEE Pl Ar 0608 07 Course Code Enter a code for this course An example of a Course Code could be ENO9 Course Description Enter the full description of the course Department Enter the department for this class this is a two or three digit code An example of a depart
272. nt just because he HAD TO BUY THE STICKER RIGHT NOW No he couldn t wait to get an official number and you wanted to move things along How to Delete a Customer 1 Select the Customer you want to delete in Customer Maintenance 2 Click the Delete button on the bottom right side of the screen Tracks will display a message Are you sure you want to delete this Customer The default is No If you want to delete click Yes 3 Tracks will check to see if this Customer has any transactions in the history file If the Customer has no transactions Tracks will delete the Customer record Ifthe Customer does have transactions in the history file Tracks will display the message Do you want to move this Customer s existing transactions to another Customer Y N with the default at Yes 4 Ifyou answer No Tracks will display the message Tracks does not allow you to delete Customers with existing transactions during the current year as this could damage your audit trail You may delete this Customer after all transactions from this year have been cleared at year end 5 If you answer Yes Tracks will display the Customer Lookup window and let you choose the Customer who s going to get all that history Pick the Customer you want the one that has the right Customer number 6 Tracks will then display information about the Customer to be deleted and the new Customer getting the transaction history and allow you to confirm t
273. ntenance Play School High School E La ied Iter No Q Type Description FR CANDY SALES Last Activity 06 01 04 1 Main Z Levels 3 Addtional Prompt Price Sundry kel Price GL Account Taxable Cost OU fs Department Prompt Wty Grouping Guantity Lirit Prompt FundA aiser Save History E Reorder Level FundRalzer Code Checks OF with No Cust O Normal Stock Print extra receipt with no price Qty On Hand CANDY SALE SPRING 20 Include in Physical Count Category SALLY EPLAY 10 09705 Page 6 17 Tracks User Guide Equipment Item Example HELMET See the screen below We ve checked Customer Required because we care who has a football helmet checked out We haven t entered a GL Account because we re not going to sell this item we re going to issue it to a student and get it back there is no dollar amount involved here We have however indicated that if a student loses this item they will need to pay 15 00 We have entered a quantity on hand so we can track how many we have left F T Item Maintenance Play School High School Item No HELMET a Type Description Football Helmet Last Activity 1 Main Z Levels 3 Addtional A Prompt GL GL Account Prompt Price Sundry Price Taxable Lost Department Prompt Wty Grouping Quantity Limit Save History C Reorder Level Checks OF with No Cust Normal Stock Print extra receipt with no price Qty On Hand Lost Ch
274. nter setup options Using the screen T Customize Play School High School Receipts Hardware Scanning Email Settings Cash Drawer Printer Ports Receipt Printer Type CBM 1000 e Receipt Printer Generic Text Only on LPT Number of Receipts to Print 1 Report Printer HP DeskJet 500 on LPT Activate Cash Drawer Closeout Printer HP DeskJet 500 on PTT Cash Drawer Intelligent Y Label Printer HP DeskJet 500 on LPT ei Password to Open Cash Drawer Eu String to U pen the Drawer Select Pot el Pole Display Use Pole Display COM Port Test LUM Port Pole Banner 1 Pole Banner 2 FPLAY 12 20 06 Cash Drawer Options Receipt Printer Type Select the type of receipt printer you have using the options shown If you have an impact printer choose 3530 3540 as shown above If you have a thermal printer choose CBM 1000 The third option is None or Other Number of Receipts to Print If you have a CBM 1000 thermal printer that only prints one receipt at a time you can choose the number of receipts to print for sales This option was added because many users who use a thermal printer didn t want to take the time to print a second copy of the receipt during the sales process Activate Cash Drawer Check this box if you use a cash drawer Leave the box clear if you do not use a cash drawer Intelligent Non intelligent Check the appropriate box for your cash drawer Most cash d
275. nu Customize School Settings Closeout Tab 1 Closeout Reports The Closeout Summary Report and the Sales by Receipt Report will print every time you do a Closeout in Tracks You should save these reports together with your receipt copies for the day They are all important parts of your audit trail If anything unusual happened during the day make a note of it at the end of the day on your Closeout reports Closeout Summary Report What does it do The Closeout Summary Report print the sales totals as displayed on the Closeout screen the breakdown of cash checks and credit cards and a list of checks credit cards accepted during the day You can reprint this report in Closeout History Sales by Receipt Report What does it do The Sales by Receipt Report provides sales detail of every transaction for this Closeout listed in receipt number order This report includes Customer number and name each Item number and description the Customer purchased the price extension and the receipt total for each sale It also includes a summary by GL account for all selected transactions You may choose to print the Sales by Receipt Report automatically as part of the Daily Closeout by choosing that option under Customize School Settings Closeout 2 Tab Tracks User Manual Page 8 6 Chapter 9 Reports Menu Tracks provides you with a number of reports which display Customer ltem and sales information in various ways The standard reports are inte
276. o ze TOSA SALLY PLSY 10409405 Import Label from Another School Click on this button to look up a school and then select a label from that school to import here Page 16 7 Tracks User Guide To enter a new label create a new name number for the label This should be a short code that is an abbreviation for the label Whenever you use a lookup function to choose a label the labels in the lookup list will be sorted by label name Therefore when you make up a label name take into consideration where it will show up alphabetically on the list This will help make it easier in the future to find and select labels If the name you enter is not a name for an existing label you can enter information for a new label The screen above shows an example of the Label Layout screen for an existing label This label layout prints Blue Bear 36 up labels that is there are 3 columns and 12 rows of labels All the other settings on this screen tell BarMaster how to print these labels You can set up as many label layouts as you need Label Information Label Number Enter the number or code of the Label Layout or press lt F2 gt or use the lookup button to see the list of existing Label Layouts Description Enter the description for this Label Layout Rows of Labels Enter the number of rows down the page For example if the page of labels has 3 across and 12 down enter 4 2 Columns of Labels Enter the number of columns across the pa
277. o These screens allow Blue Bear Technical Support to run special utility programs to repair damaged files Do not use this feature unless instructed to do so by someone from Blue Bear This program will be seldom if ever used and then probably directly by Blue Bear using Blue Bear Connect Where is it Go to Management Special Functions Utilities and choose the utility Session Console What does it do Session Console lets you see who else is on the system and what they are doing The program displays all open sessions including the ones you started yourself This is especially useful for multi user systems Where is it Go to Management Special Functions Utilities and choose Session Console Using the Screen T Blue Bear Session Console Total User Currently Operating Comp UserID UserName SchlID School Menu Name Time CASAN MASTER Master User PLAY Play Se TR 5745 School Maint 04702705 14 12 Od 0h and Em CASAN MASTER Master User ZHAr Haute TR SY ws 04 02 05 14 20 0d Oh and Um CAS AN MASTER Master User 4PLAY Haute SB SYWM SchoolBooks 04 0205 14 19 Dd Oh and 1m Session Ib Page 12 1 Tracks User Guide Renumber Merge WARNING This feature is currently disabled because of issues discovered during final testing This feature is currently scheduled for release in the Summer 2005 version What does it do This utility allows you to renumber and merge data for Items Let
278. o a DIFFERENT test school and check the data It is either identical to your data from yesterday or it isn t If it is you have a good backup If it isn t you have a problem Remember if you have a current backup we can help you through almost any problem If you don t there is very little we can do except commiserate with you In summary 1 Backup daily to different diskettes not the same one every day 2 Write the date on the diskette in pencil 3 Always keep one copy of your backup off campus Appendix G Daily To Do List You can make your own list of procedures for a daily and monthly checklist Normally during a typical day you would do the following e Make sales Do a Closeout Count your money Prepare a bank deposit Print any reports you want Make a backup Every Friday rotate the backup you keep off campus If you have PC Remote Sales your routine might look like this e Export from Mother to Daughter in Tracks Import from Mother to Daughter on the remote Daughter Make sales Export from Daughter to Mother on the remote Daughter Import from Daughter to Mother in Tracks Do a Closeout Count your money Prepare a bank deposit Print any reports you want Make a backup Every Friday rotate the backup you keep off campus If there are specific things that you do at your school every day or every month create your own list with a place to check off each item as it is completed This makes it easier for someone to s
279. o pick them up you ll be able to give them the color amp size they ordered rather than the color amp size they want now and will try to tell you they ordered then but didn t Do they actually do that Ar A Tracks User Manual Page 6 12 T BLUE BEAR GRID wae e 3 76 ES 3 sz 100 ad 100 mm g2 Use lt TAB to move Right Use lt Shift Tab to move Left Page 6 13 Tracks User Guide Kit Item When to add a Kit item type code K After the basic Item information is entered the Kit Component button will appear in the lower right corner of the Main Tab Enter the component Items and quantity of each item to be included in the kit i Tracks will keep track of the total of all the components vs the total price of the kit Kit Components You do not need to enter a G L account for Kit Items After you do a Closeout Tracks will explode the Kits into their component parts and will post amounts to the G L accounts of the component parts For example if your Fall Booster Pack includes a yearbook a student body card and a parking permit Tracks will allocate the correct amounts to the yearbook account and the other component accounts automatically You won t have to figure out the breakdown FP LAY 0920 05 Example SBPKG See the screen below Customer Required is checked because we do care who bought it The GL Account is not entered because Tracks will post to the GL Accounts of the individu
280. o to Customer Maintenance and change the Status to Active If a customer has a check in the No Checks field Check cannot be selected as the method of payment Tracks will protect you from accepting a check from this customer For information about On Account Sales used for entering student debts and fines see Charge to Account Sales Tendering Payment Tracks User Manual Page 7 4 You can take several types of payment in Tracks After you have pressed lt F9 gt to complete a sale the program displays the Payments window showing the total due You can enter the amount paid and the payment method using the codes in the How Paid drop down field T Total Amount How Paid Receipt Total 200 00 40 00 1 Cash v 100 00 5 Check e CheckNo 1584 60 00 2 Master Visa v Cred Card 5059 5858 5858 5858 200 00 How Paid Payment Methods You can choose one payment method for each transaction or accept split tender for this transaction separating the payment between several methods of payment You may split the payment between up to three types of payment For example on the above transaction of 80 00 we have split tender as follows 20 00 cash 50 00 check and 10 00 credit card You may either type the number of the payment method or select from the drop down window 1 Cash Choose 1 for Cash Cash is cash No other entries expected MasterCard Visa Choose 2 for MasterCard Visa You will be prompted
281. o to Reports Item Reports and select Item Requirement Listing Using the Screen F KA S 7 T item Requirement Listing Play School High School a Oo EN Selection All Starting Master ltem fei ZZZZZZZZZZ a Remember settings SALLY PLAY 039 3005 Select To select all Master Items leave the box checked To select a range of Master Items enter the starting and ending values in the appropriate fields Remember Settings Check this box if you want Tracks to remember the current settings for the next time you open this report screen Page 6 23 Tracks User Guide Chapter 7 Making Sales on the Work Screen In this section you will learn how to make sales process returns and refunds process charges and payments on account look up Customer history and accept various kinds of payment including split tender Work Screen What does it do For most of the day your screen will display the Tracks Work Screen On the Work Screen you will find most of the features needed to conduct your day to day student activity sales business You make sales on the Work Screen You also do refunds enter charges and fees accept payments for fines check out equipment and print receipts You may select from three Work Screen views on the Work Screen Tab go to the Management Menu Customize Choose Picture and Buttons shown below Just Star Buttons or None for neither pictures or Star Buttons See Star Button Maintenance for informati
282. oks in the next section 1 If Tracks is installed on the same computer as SchoolBooks the location might be something like C Program Files BlueBear SBDATA ZPLAY the location of the data for SchoolBooks data for ZPLAY substitute your school code for ZPLAY 2 If you are using a floppy diskette to transport data to SchoolBooks the location should be A 3 If you are using a shared network drive to transport the data the location should be appropriate for your installation like perhaps FAAPPSIEXPORTI Tracks User Manual Page 15 2 Next Export Sequence The system will display the next sequence number it should start out at 1 Every time you do a Closeout Tracks writes those detail records out to the TREXPORT file and it puts a sequence number on all those records so it will know that they belong together Don t change this unless told to by Blue Bear just accept the default Clear file before exporting Periodically if you want to clear out the TREXPORT file you can check this option If this box is checked Tracks will clear out the TREXPORT file before it writes out the new Closeout data for today Leave the box clear if you do NOT want to clear the file Note SchoolBooks will clear the TREXPORT file during Period End Processing This option is used for clearing the file in between times Step 2 Import Items in Summary or Detail 1 Goto Item Maintenance 2 For each item you can indicate whether you want to import sales o
283. om Daughter Using the Screen d T Import from Daughter to Mother Play School High L l PC Remote Import from Daughter This process will import all data from the Daughter computer into the curent school for inclusion in today s closeout Insert pour transfer diskette in drive A And press OK to continue Otherwise press Cancel Select Options for special selection and renumbering ZPLAY 06 11 05 Tracks has a wizard that will walk you through importing the data Just follow the instructions on the screens IMPORTANT Remember that is isn t enough to simply import data from the Daughter computer You must also do a Closeout on the Tracks Mother so that all transactions made on the PC Remote workstation will be updated correctly in your system PC Remote Import from Mother What does it do This function allows you to import data from the Mother to the Daughter You should do this Import procedure every day before you make sales on the Daughter This will ensure that you have the most current data on your Daughter workstation before you begin making sales Where is it Go to the Daily Menu and select PCR Import from Mother Using the Screen Page 21 3 Tracks User Guide Tracks has a wizard that will walk you through importing the data Just follow the instructions on the screens When you select this option from the menu Tracks will display the following screen F P Import from Mother to Daughter Play School Hig
284. omer These fields are used for string type data that means they are not appropriate for dates or numbers Item User Defined Labels You can enter up to three user defined fields for Items Enter the text labels or names for these fields here In the example above we have designated a field label called Type Now this field will appear on the Item Maintenance screen and enable you to enter information for each Item These fields are used for string type data that means they are not appropriate for dates or numbers Customer Dates You can enter up to two date user defined fields for Customers Enter the text labels or names for these fields here In the example above we have designated a field label called Physical Expires Now this field will appear on the Customer Maintenance screen and you will be able to enter a Physical Expiration Date for appropriate students Item Dates You can enter up to two date user defined fields for Items Item Labels for Legacy Fields Before Tracks existed we had Item fields in a previous software package called Color Style and Size Not many of our users actually used these fields but some did and do These are actually additional user defined fields and you now have the ability to designate the label for these fields Page 3 15 Tracks User Guide Sales Control Codes Sales Control Codes allow you to maintain more control over which Customers are or are NOT allowed to purchase which items
285. omer Listing by using the Printer button at the bottom of the Customer Maintenance screen Using the Screen E T Customer Listing Play School High School sort List By Use Sales Control Codes a Filter Du Status All Customers Filter By Notes Include All Customers Omit Phone Number Use User Defined Fields TT Show Short Hotes kel Show Large Notes Selection Beginning Type Students e Last Name ei EE PEP EEE O Remember settings LHP Desket 500 on LPT SALLY PLAY 03730705 Sort List By You can choose to sort the Customer List by Last Name Zip Code Customer Type or Class Filter By Status You can choose to print the report for all Customers only Active Customers only Locked Customers or only Withdrawn Customers Filter by Notes You can choose to select either all Customers Customers with short notes only Customers with large notes only Customers with both short and large notes or Customers with no notes at all Omit Phone Number Check this box to print the report with no phone numbers Show Short Notes Check this box to show the short notes from the Customer Maintenance Main Tab on the report Show Large Notes Check this box to show the large Notes from the Work Screen on the report Once you have decided all that you can further narrow your selection criteria with the following Type As shown in the example above you can print the report by selecting on Customer Type You
286. on 2005 or the grade 12 of this student Tracks always stores graduating year in four characters as 2005 You can choose whether you want to see grades or classes displayed for your students If you choose Page 5 3 Tracks User Guide grade in Customize options Tracks will display the grade If you choose year Tracks will display the graduating year You can type in either the grade or the year and Tracks will display it according to your preference Gender Enter the gender of this customer Type Select the type of customer from the drop down list Choices include the following Student Faculty Staff Adult Club Other Notes This is a free form field that can contain up to 25 characters This field is displayed in the Customer information section on the Work Screen and will flash to alert you Use this field to enter reminders to yourself about this Customer such as CASH ONLY NO CHECKS or No dances Emergency Contact This is the person that should be contacted in case of an emergency Emergency Phone This is the telephone of the emergency contact often a parent s work phone No Checks If you will NOT accept a check from this customer check this box If checks are OK leave the box cleared If this field is checked Tracks will not allow the user to accept a check from this customer Status You have three options The student can be Active which means they have all functionality within the system They can
287. on CANDY SALE SPRING 006 Database Management Grozs Frofit ltem being sold FA CANDY SALES Advisor MS SMITH GL Account e LATING CLUB Dates fram 05 01 06 to 06 15 06 Status ltems purchased Quantity Amount Purchased at cost Type a Inventory Less returns at cost oj e Cen Available for sale Ee Y Ser SALLY PLAY 10703705 FundRaiser No Enter up to 10 characters that will be a code for this fundraising event Example CANDYDRIVE Description Enter a longer description 30 characters of the event including possibly who it is for or what is being sold Item being sold Enter a description of the exact item or service being sold At present you may only designate one Item here to be the primary Item to be sold in this FundRaiser However you MAY actually sell more than one Item for this FundRaiser Code For example you can set up CANDY1 and CANDY2 in Item Maintenance and point them both at this FundRaiser Code Advisor Enter the teacher or other adult who is supervising the event This field is enabled for Auto Complete For more information about how the Auto Complete feature works please go to Using Auto Complete in the Getting Started section GL Account Enter the GL Account where money for this event will be posted This GL Account must be in your GL Account Maintenance file When you sell Fundraiser Type Items Tracks will use the GL Account on this FundRaiser rather than a GL Account on the in
288. on on putting the items you want on the Star Buttons Star Buttons and Student Picture Display Picture and Buttons e Where is it Go to the Daily Menu and then select Work Screen Using the Screen d T Work Screen Play School High School Mame Butler Carla aces net City State Ip F L Balance Phone Clase Status Notes suong Jel Command Line Description Quantity Price VRBK YEARBOOK 45 00 ltem Number Description Dept Luartity Price Ext Price 7 suong Jeje YEA REDOR 45 00 Sub Total Sales Tax Total 130 00 SALLY Hl Ar 10 09 05 This section describes the parts of the Work Screen and information about how they are used For specific information about how to make certain kinds of transactions how to correct mistakes how to return items how to enter NSF checks and more please see the How To chapter The Work Screen is divided into several sections Customer Information ltem sale information Function code buttons with descriptions Command line Payment information Star buttons Customer information This section displays the Customer name address and phone as well as notes balance due and status Page 7 1 Tracks User Guide Mame Butler Carla IN 901 36 Address 318 Eldorado Drive Other ID Phone B58 391 9372 Class 2006 Status Motes Name Customer name and address This may be a student a club a staff member or someone to whom you make a miscellaneous sale
289. onal price to be charged Enter the start and end dates for the promotional pricing and press OK to save When you sell this item on the Work Screen between these dates Tracks will charge the Customer the promotional price If you ever want to delete an option simply select it and then hit the delete button Tracks User Manual Page 6 6 Item Maintenance Additional Tab What does it do This tab displays some of the extras you can use with Items If you have entered User Defined Fields for Items you can enter values for them here If you have Sales Control Codes you can choose how to handle them here You can also indicate import preferences and set up bonus fields Using the Screen F T item Maintenance Play School High School Item No a Type Description Ap TEST BIOLOGY Last Activity TH 1 Main 2 Levels 3 Additional User Defined Fields User Defined Date Fields Bonus Field Options Type fF Use Bonus Field 1098 T Item C Export Information to SchoolBooks by Must ltem Sales Sell only if riot Sell only if Disabled Control Codes Checked in Customer Checked in Cust for this option DEM D Gi O Gi ltem Labels SALLY Hl Ar 10 0505 UDF Fields You can enter information regarding the UDF s you selected for items on the UDFs Tab of Customize School Settings You have 3 user defined string fields and 2 user defined date fields available All three of the User Defined Fields are enabled for Auto Complete
290. ons You can find the answers to Frequently Asked Questions in these chapters e Chapter 13 How to correct it when you e Chapter 14 How to Guide The information in these sections are designed to give you pointers about how to get the most out of Tracks and how to correct common mistakes You will also get great ideas about how you can use Tracks to make your job easier by capturing sales information that will be useful to you and your students as well as club advisors and other school staff Page 2 11 Tracks User Guide Chapter 3 Customize Defining Your Options Customize on the Management Menu to set up how Tracks will function on your system Customize is divided into three main sections 1 The Workstation Settings Menu has settings for each workstation including options for the workstation receipt printing hardware and scanning 2 The School Settings Menu has settings for the whole Tracks system including options for the Work Screen Closeout preferences user defined fields and information about integration with SchoolBooks 3 The General Settings Menu is reserved for future use Workstation Settings What does it do This is the screen where you can select the settings for each workstation in the system Workstation settings must be accessed from each individual workstation You can designate options for receipt printing hardware including report printers and scanning preferences Where is it Go to M
291. ook cash out of your drawer and it will reduce the cash in your drawer at the end of the day This option assumes that you re going to give the Customer a refund out of your cash drawer right now Unless the Customer just bought the item today most schools will NOT refund money out of the cash drawer Most schools want to issue a check for the refund returned item So you will probably use this option infrequently 1 If applicable select a Customer 2 Enter the item to be returned scan the bar code label type the item number or press lt F3 gt to lookup the items The item number and description will appear 3 Type R Enter or select Return from the Other Options Menu Tracks will change the quantity field to a negative number If the quantity was 1 the changed quantity will be 1 The amount of the receipt down in the right corner of the screen will show a negative number When all items have been entered press lt F9 gt to end the transaction The Payment information window will appear Click Accept on the Payments window to complete the transaction and print a receipt Tracks will print a receipt and open your cash drawer so you can give the Customer their money back GE Remember When you are returning an item on the Work Screen ALWAYS make the QUANTITY NEGATIVE NOT the UNIT PRICE See Returns and Exchanges in Chapter 7 for more information How to return an item when you will issue a refund check Think How
292. or MAS 90 Page 3 19 Tracks User Guide SEW 5 0 or Higher e SBM 4 0 or Lower ISB 5 0 or Higher MAS 30 Path for Export Enter the path for the export file The path should be the same as in SchoolBooks or Mas90 See Appendix C for more detailed information about exporting data to SchoolBooks and Mas90 Next Export Sequence Enter the number for the export Tracks will automatically update this number every time you do a Closeout Normally you should not change this number once you ve started using the software Clear file before exporting Check this box if you want to clear the TREXPORT file before exporting If you are writing the TREXPORT file to a floppy disk you would do this so you have enough room on the floppy to hold the file If you are writing the TREXPORT file to your hard drive or a network drive this usually isn t necessary Integration with SchoolBooks for NSF Checks Returned Check Item Number Enter the Item number you use for returned checks When Tracks sees this Item on the Work Screen the program will automatically create an adjustment for SchoolBooks Returned Check Fee Item Number Enter the Item number you use for returned check fees When Tracks sees this Item on the Work Screen the program will automatically create an adjustment for SchoolBooks Actual Bank Charge Enter the amount your bank charges you for bounced checks Tracks will use this as the amount of the adjustment in SchoolBooks Note this
293. or the day can be consolidated on the Mother computer You always want to end each day with the Mother knowing everything that the Daughter has done Where is it Go to the Daily Menu and select PCR Export from Mother PCR has a wizard that will walk you through creating the Export Just follow the instructions on the screens When you select this option from the menu Tracks will display the following screen Using the Screen E Export to Mother from Daughter Play School High School PC Remote Export to Mother This process will export all data from your PC Remote Daughter to a diskette so you can import it into your Mother computer Insert your transfer diskette in drive A And press OK to continue Otherwise press Cancel Exit without saving ZPLAY 06 12 05 The program asks you to be sure you want to copy data to the diskette in your A drive Click OK to proceed or cancel to stop the Export process Le Warning If you Click OK all data on the diskette in 4 will be erased and the PC Remote data for Play School High School will be saved on the diskette Is that OK PC Remote will display a message telling you that it s working After PC Remote gathers the data to be exported the program displays the following message Warning diskette and then make 4 new export of your current Tracks data for the selected school only Do you want to This export procedure allows you to export one school per diskette set The
294. orking in Location to save backup If saving to a floppy disk type A as seen above If you want to backup somewhere else type the path here or click the Browse File button to browse for it Advanced The Advanced button gives you the option to Make backup with troubleshooting This utility allows you to make a backup that contains more information than a standard backup The advanced backup takes up substantially more disk space than a standard backup and usually will not fit on one floppy disk Backup Manager What does it do Backup Manager keeps track of when you do and when you don t make a backup You can choose between options to have Backup Manager prompt you to make a backup every time you exit the program you can choose either Always Warn or Never Warn If you choose to be warned Backup Manager will display a screen showing you the date time User Code and path of your last backup If the program detects that you haven t made a backup for 7 days the warning message is printed in red If the program detects that you haven t made a backup for 30 days the program forces you to type I choose to risk losing my data before you can exit the screen Where is it Go to the Management Menu Customize and choose School Settings The Backup Manger option is located on the Other Options Tab Page 2 5 Tracks User Guide Backup Manager Always Warr i i Always War Default Auth Ey Value Never wan Here are the
295. ose Regular to print the same records every time You would use this job type to print a list of all your items or all the 9th graders Customize Customize make a list Print selected records only Choose Customize if you want to choose new records to be printed each time or if you want to print from a list you have created You would use this job type to print a list of only AP test items or only the students in French Club The most common seiting is Regular Enter Regular if this job is intended to print bar codes from printing predefined lists or from lookups or prompts Enter Customize if this is a custom job and will involve on the fly selection of only certain records from a list If you enter Customize then when you select this job from the selection list in Printing BarMaster will prompt you to select the records you want to print Index Enter the name of the sorting index leave blank for none or press lt F2 gt to select from valid fields to index on BarMaster will index sort the records in the Source file by the selected field An index determines the sort order of the labels you print For example if this job is for printing item bar codes you have your choice of printing the bar codes sorted by item number or by item description If you choose the index named ITEM the bar code labels would print in order by item number If you use DESC as your index the bar codes will print in order by description Label name
296. ot check for quantity on hand at time of sale for sundry items Taxable Check this box if the item is taxable If it is not taxable leave the box clear Checking this box assumed that tax will be added on to the price of the item Tax Included Some schools include the tax in the price of the item If sales tax is to be included in the price of the Item you must have selected the Use Included Tax option on the Work Screen Tab If the item is taxable but the tax has already been included in the price make sure you check the Included box to the right As an example if the item is only taxable the program will take a 10 item and add the 70 tax for a total sale of 10 70 If tax is included the program will take a 10 item and back out the tax for a total sale of 10 00 product is 9 34 and tax is 66 Grade Limits If this item is only to be sold to students in specific grades enter the grade or year here if anyone may purchase this Item leave this field blank For example if only seniors may purchase a ticket to the dance enter 12 or 2006 or the appropriate graduating year to limit sales in this way To restrict sales to customers with either 12 or 2006 in the Grade Year field enter 12 space 06 in this field If you attempt to sell this item to a student who is not in this class Tracks will warn you Enter 11 space 12 to restrict sales to only 11th or 12th graders Department The Depar
297. ou look at the Import from Tracks function in SchoolBooks stop and think You re going to do one of the following depending on what you had done before e You hadn t imported into Bank Deposit Entry yet So just import the right one e You had already imported into Bank Deposit Entry but hadn t updated the Bank Deposit Journal The bad entry is still there Go ahead and delete the bad entry and Import the good one into Bank Deposit Entry e You had already imported into Bank Deposit Entry and updated the Journal So you need to reverse the deposit you just updated you can just enter it again with negative numbers if you wish Then Import the good one into Bank Deposit Entry Customers to Price B What does it do This utility allows you to save yourself if you forgot to tell Tracks the ltem Number for changing a Customer price level to B If you give students with a student body card a discount on the sale of some items you should have entered the ltem Number for SBCARD on the Work Screen Tab in Management Customize School Settings Change Price Level on Sale of ltem SECARO e But suppose you forgot to do this and went ahead and sold about 200 SBCARDs Now you have students who bought an SBCARD but Tracks didn t change them to Price Level B because the program didn t know it was supposed to That s what this program does It searches through all the transactions in history finds all the SBCARD transactions and changes all the Customer
298. ou must choose You can figure out which Closeout you want to print because the format is Year Month Day Time In the example above the Closeout was done on 06 12 2005 at 5 33pm If you imagine spaces in the file name it looks like this Close Out 2005 06 12 5 33pm Page 11 11 Tracks User Guide Chapter 12 Utilities This section discusses the utilities provided with Tracks All utilities discussed in this chapter with the exception of the Student Update Utility are included with the Tracks program Student Update Utility This utility updates your student database in Tracks It is located on the Modules Menu but is described here in the Utilities chapter This is an add on module available at an additional charge File Repair Utility This utility can help repair damaged files This utility should only be used with the assistance and under the supervision of a Blue Bear Support Analyst Key Repair Utility This utility can help repair damaged files This utility should only be used with the assistance and under the supervision of a Blue Bear Support Analyst File Analysis and Repair This utility can help repair damaged files This utility should only be used with the assistance and under the supervision of a Blue Bear Support Analyst Session Console You can see who else is using what parts of the system Renumber Merge This function will be available in Summer 2005 If you need to renumber your Items or GL Accounts at the e
299. ou probably want to do this if this school is a copy of a prior year In the past you could change the desktop color to remind yourself not to make transactions in your prior year school Now you can make the school read only What happens when the school is read only You can view data and print reports You can get into individual screens and enter data but you CAN T SAVE ANYTHING Category Codes are Required Check this box if you want each transaction to have a category which will show on your Bank Deposit in SchoolBooks For more information regarding categories see SchoolBooks Help Tracks User Manual Page 3 20 Misc 1 What does it do The Misc 1 Tab has other settings for utilizing Special Functionality of Items Right now this only applies to the Florida Tax Holiday but will be expanded for other purposes in the future Using the Screen T School Settings Work Screen Closeout 1 Closeout 2 Other Settings UDFs Messages Integration Special ltem Functionality Florida Tas Holiday Start Date End Date Use Florida Tax Holiday or2308 e Consolidation Include in Consolidation School Type Use Florida Tax Holiday Check this box if you do not need to charge tax on some of your taxable items during a certain period of time according to the Florida Tax holiday Then enter the start and end dates as designated by the state In Item Maintenance you will need to check the box that says Speci
300. ount Remember Settings Check this checkbox to have Tracks remember the settings next time you open this report Donations by Item Report What does it do This report will list the donations sorted and subtotaled by Item Where is it Go to Reports Donation Tax Credit Reports and select Donations by Item Report Using the Screen Page 20 5 Tracks User Guide T Donations by Item Report Play School High School Selection All Starting ltem Number Date bw Print Detail IT Remember Settings HP DeskJet 500 on LPT1 SALLY PLAY 03730705 Item Number Check the All box to print the report for all items or select a range of items Date Check the All box to print the report for all dates or select a range of dates Print Detail Check this box to have the report print the detail of each donation Leave the checkbox cleared if you want to see a summary by Item Remember Settings Check this checkbox to have Tracks remember the settings next time you open this report Donations by Donor Report What does it do This report will list donations by the sorted and subtotaled by donor in summary or detail format Where is it Go to Reports Donation Tax Credit Reports and select Donations by Donor Report Using the Screen F T Donations by Donor Report Play School High School Selection Starting Ending Donor Mame a FFF POPP PP PP EEE
301. our student s pictures Using the Print Button in Customer Maintenance If you click on the Print button at the bottom of the Customer Maintenance screen Tracks will print the information for the Customer selected on the screen Using the TP SUPP Button K lt gt 15 ZPLAY 04 10 05 If you have Tracks Plus you will see the button called TP Supp which stands for Tracks Plus Supplemental Fields This brings up the supplemental field maintenance screen for this student See Supplemental Fields in Customer Maintenance in the chapter on Tracks Plus for more information Customer Maintenance Main Tab What does it do The Main Tab contains most of the Customer name and address information Using the Screen Tracks User Manual Page 5 2 T Customer Maintenance Play School High School Customer Ho Fist None Last Name um 1 Main 2 Parents 3 Contacts A History 5 Additional 6 Schedule State ip Code Telephone Bithday Ethnicity YearClass Gender Type Student Notes Emergency Emag Phone DE T Charges No Checks Status Date of Last Status Change EA GL Account Pee PO Price Level LockerNa Driver Lic fs Demers Soc Sec Nol Hold on Textbooks Balance Customer Enter the Customer number for this student or club See Things to Think About for thoughts about numbering Important NO PUNCTUATION MARKS AND OR SPACES IN THE CUSTOMER NUMBER SCANNERS SOMETIMES CAN
302. program will first erase any data on the continue Yate FIT PC Remote will then prompt you to enter diskettes as needed Page 21 5 Tracks User Guide r DynaZIP ZIP Request Please insert the First diskette Press OK when ready or Cancel to abort cancel When the program has finished copying files to the diskettes you will see the following message a Message Esport process complete If the process is unsuccessful you may see a message like this one a Export Status Export operation was not successful Floppy disk is missing or damaged PC Remote Closeout What does it do The PC Remote Closeout is very different from the Closeout in Tracks The PC Remote Closeout allows you to print information about your daily sales to your receipt printer The program prints a summary of your sales and a breakdown by payment type first Then the program prints a list of all the receipts you generated with Student number Student name Receipt number and amount The purpose of this little report is to allow you to balance the monies you ve collected for this workstation to a document listing all your sales for the day Using the Screen r EE Sch P DC Remote Close out Information Play School Hi Eok IZPLAY 06412405 Click the Printer button on the screen to print the PC Remote Closeout to your receipt printer Tracks User Manual Page 21 6 Note Running this Closeout on the Daughter computer
303. pull in those updated student records just like an old pro Save Prior Year Data Of course you ll probably want to save your prior year data before you wipe everything out for the upcoming year This way you can always go back to see every single transaction for any year anytime you want Master Audit Report This report shows detail of every single transaction by User by Date and by Receipt Number FundRaiser History Purge Once a FundRaiser is closed you ve run all the reports and the year is over you can purge history from the FundRaiser transaction history file Utilities have their own menu See Chapter 12 Data Conversion What does it do If you have been using a prior version of Tracks you ll need to run a data conversion when you begin using Tracks 5 Since the recommended program and data directory locations are different in Tracks version 5 1 and subsequent versions the data conversion program copies the data from the old location to the new location If your old Tracks software was previously installed in the normal manner this utility will find it automatically and ask to confirm your data information and proceed to update to version 5 Where is it Go to the Management Menu Special Functions and select Data Conversion Note This data conversion will not hurt your existing Tracks data Tracks 5 uses a different location for programs and data The new default location for your data folder is C Program Files Bluebe
304. r Manual Page 6 4 Checks OK with No Cust Select this box if it is OK to accept checks for this item when there is no Customer on the Work Screen Normally Tracks will not allow you to accept a check with no Customer this ensures you will always know a Customer in case a check bounces But if this is a donation type item you may want to be able to enter a donation that is not related to a specific Customer Print extra receipt with no price Select this box to print an extra receipt AFTER the regular receipt The extra receipt will show the Customer and the Item but will only say Paid rather than an amount Use this feature to give a student a separate receipt that will not show the specific amount paid You might want to print an extra receipt if for example you have different prices for Free amp Reduced Students and want to provide proof of payment with no discrimination Include in Physical Count Select this box if you want to include this item on the Physical Count Worksheet Do this for any items you want to count Prompt Price If this option checked Tracks will prompt you to enter a price each time this item is sold This is suitable for items that have frequent price changes or items that have a different dollar amount each time they are sold like lost book charges for example Normally when the item appears on the Work Screen the price entered in price level A for this item will be displayed If the price is correct you can p
305. r Student with too many demerits and we will ONLY sell this item to a Customer Student who is a member of the Pep Squad Item Labels Here you can enter the color style and size of the item You can change these fields to something different that you want to appear like color style and size in Managment Customize School Settings on the UDFs Tab Page 6 7 Tracks User Guide Item Maintenance WebStore Tabs 1 and 2 What does it do Use the WebStore tab in Item Maintenance to either show items in your web store or not show them and to select options about how they will display on your WebStore Using the Screen T Hem Maintenance Carol s Play School High School ltem Meo SPBIC a Type Description AP Test Biology Last Activity Cid L Main 2 Levels 3 Additional Description Display Options Enable in WebStore send Email New ltem Lang Description _ Featured Item AP Test Biology show what pon know about frogs and plants and other Irving things Viewable Orderable Allow sales to customer with a balance due Department Bonus Field Description Mam Department ltem Images Estras Man Images Click to upload manage ltem requires WW aler Additional Images Click to upload manage Download w purchases PLAY 0606710 For complete information about this tab and WebStore 2 tab please refer to the WebStore User Guide Tracks User Manual Page 6 8 More Information about Item Types These examples
306. r name Sanders Bill 901253 Banu Bella Sayers Comeiko 901255 Bose Sandra Seeley Megan 901238 Boyd Julian Smith Kathy P1488 Cho Stephanie Smith Sally e 1901258 Danson Christop Sommers Mike gt LEZ Susan Sanders Soto Maya Susan Sampleton Susan Sanders Turner Felicia Way Reginald Wright Jessica ZZ2BSOCCER 42 BOYS SOCCER Sort Last Name o Done Clearal Cancel 2 All Customers are listed on the left The Customers you have selected are listed on the right Tracks User Manual Page 16 2 Customer Lookup You can sort Customers by Last Name or Customer Number When sorted by Last Name you can search for a Customer by typing in the first characters of the last name In the example above we ve typed in an M and Tracks has moved to the first M record it can find Done Click the Done button when you have finished your selection and are ready to print Clear All Click the Clear All button to clear the selection list Using the Screen In the example above we ve selected several Customers and clicked Done Tracks now displays the print screen Le T BarMaster Labels Play School High School L Mat CUSTOMERS FROM LIST Position of the First Label Starting Column 1 Starting Row 1 ZPLAY 06 14 05 Position of the First Label Enter the Starting Column and Starting Row of the first label If you are printing on plain paper ora brand new sheet of labels leave the defaul
307. r preview a list of all your items that have been assigned Grouping Codes The report displays Item Number Description Department Grouping Code and GL Account Code Unit Cost and Unit Price are also included You can assign Grouping Codes to individual items in ltem Maintenance on the Main Tab Where is it Go to Reports ltem Reports and select ltem Grouping Listing Using the Screen T Item Grouping Listing Play School High School HF DeskJet 500 on LPT SALLY EPLAY 10 09705 There are no options for this report It just prints a simple list Item Price List What does it do The Item Listing Report allows you to print or preview Item information The report displays Item Number Description Price Level Type Start and End Date for items when this is applicable Department Grouping Code Price and Quantity Where is it Go to Reports Item Reports and select Item Price List Using the Screen T Item Price Listing Play School High School Selection Starting Department Ho ltem Ho Remember Settings DeskJet 500 on LPT1 SALLY PLAY 10703705 Selection To select all Items leave all the check boxes checked To select a range of Items enter the starting and ending values in the appropriate fields Department No To select all Departments leave the checkbox checked To select a range of Departments enter the starting and ending values in the appropriate fields Item Number To select all I
308. racks will allow you to sell an Item with no customer name on the Work Screen You don t care who buys a soda or potato chips in the Student Store If you think you might EVER need a list of everyone who purchased this item turn on this option Sundry Check this box if this is a sundry item leave blank if this is not a sundry item Sundry items are things like candy bars or pencils or small miscellaneous items of low value that have high volume sales Use this option if you do not want to print a receipt every time someone buys a candy bar but you want one receipt at the end of the day showing totals for ALL the sundry items sold For example the Sundry receipt will show 48 Pencils 32 Pens 14 Sodas For a sundry item to print on this Sundry receipt three things must all be true 1 The Sundry box must be selected here 2 There CANNOT be a customer on the Work Screen 3 The sale must be completed by using lt F12 gt Fast Cash button Sales completed using lt F9 gt on the Work Screen will create a regular receipt at the time of sale and the item will NOT be included on the Sundry receipt at the end of the day If you want to know how many of a certain item was sold on a particular day use the Sales by Item Customer Report You can print the Sundry receipt from the Work Screen by typing SUNDRY at the command line Even if you forget to print it Tracks will require you to print the Sundry receipt before doing a Closeout Note Tracks does n
309. rade or Hall Where is it Go to the Customer Menu Lockers and select Unassigned Locker Report Using the Screen T Unassigned Locker Listing Report Play School High School Sort By Locke Mo Selection Starting Locker Ho Lock No 22277777 Y Hall Grade Remember Settings PLAY 0614 06 Sort By You can choose to sort this report by Locker Number Location Grade or Hall Locker Number Leave All checked if you want to print unassigned lockers for all locker numbers Otherwise you can select a certain range of locker numbers Lock Number Leave All checked if you want to print unassigned lockers for all lock numbers Otherwise you can select a certain range of lock numbers Hall Leave All checked if you want to print unassigned lockers for all halls Otherwise you can select a certain range of halls Grade Leave All checked if you want to print unassigned lockers for all grades Otherwise you can select a certain range of grades Remember Settings Check this box if you want Tracks to remember the above settings for the future Page 22 7 Tracks User Guide Chapter 23 Student Schedules and Course Fees Overview You can use Tracks to assign course fees automatically based on student schedules To do so you will need to import data about your teachers courses for example Freshman English classes For example Freshman English Section 3 and student schedules You will then be able to as
310. rawers supplied by Blue Bear are intelligent Open drawer for F12 sales Check this box if you want to open the drawer for lt F12 gt sales Leave the box clear if you don t want to open the drawer for lt F12 gt sales Note For more information about lt F12 gt sales see the note on the Receipts Tab Allow C to open Cash Drawer Check this box if you want the user to be able to open the drawer from the Work Screen by typing C Leave this box blank if you don t want this option Most schools WANT the option there are times you just want to open the drawer quickly without making a sale Password to Open Cash Drawer Or if everyone knows you just have to type a C to open the drawer you can opt to enter a password to open the drawer Enter the password here Note that this is an either or situation Either you use the C or the password to open the drawer not both Page 3 3 Tracks User Guide String to Open the Drawer This refers to the internal command to open the drawer not the password above Enter the string it s a code to make the cash drawer open With Blue Bear cash drawers it s usually CHR 7 which is a bell Select Port Printer Enter the port or printer where your cash drawer is attached For cash drawers attached to recejpt printers this will be the printer port If your receipt printer is connected to LPT2 it will be LPT2 meaning the second parallel port on the computer Just choose
311. reen will show a negative number 4 Now type REFCHK on the Work Screen Tracks assumes you want to write a refund check for the item on the line above Tracks automatically makes the description the same as the item above it on the screen displays a quantity of negative 1 or whatever the quantity is and enters the amount Your REFCHK Item should be tied to a special Liability GL Account called Student Refunds or Refunds Due to Students 5 The amount of the receipt is zero You have a negative YRBK line and a positive REFCHK line They zero each other out There is no effect on the cash drawer 6 Tracks will print a receipt and record the transaction but no money changes hands For more information about returns and exchanges see the How To Guide in Chapter 11 2 a Page 7 9 Tracks User Guide Parking Permits amp Vehicle Tracking Vehicle Tracking What does it do You can track parking permits and vehicles at your school using the Vehicle Tracking feature found on the Customer menu of Tracks You can track both student and faculty staff vehicles and can maintain multiple vehicles per person You can use vehicle tracking whether you charge a fee for parking permits or not 1 To use Vehicle Tracking you must set up an Item for Parking Permit or whatever you sell related to vehicles in Item Maintenance You can call this item PARK or PARKING or whatever you want Make sure your Parking Permit Item is type V for Vehicles 2 When
312. ress Enter to accept it If the price to be charged is different you can enter the new price Price This field is display only You will enter pricing for this item on the Levels Tab Tracks displays the Level A price here Cost Enter the cost of the item When entering new items enter your current cost This is strictly an optional field If you are integrated with SchoolBooks and use Purchase Orders to order this item SchoolBooks will use this cost on the purchase order Last Cost Unit cost from the last order If you are integrated with SchoolBooks and use Purchase Orders to order this item SchoolBooks will update this cost field with the latest cost when you receive an invoice for this item Prompt Quantity Check this box if you want Tracks to prompt you for the quantity each time you sell this Item This would normally be used for fundraising items like candy when you re selling more than one at a time to each Customer Quantity limit Enter the maximum number of this Item to be sold to any one Customer For example if students may only purchase one dance ticket enter 1 Tracks will then warn you if a Customer who has already purchased 1 of this item tries to purchase another one You may only use this feature if Customer Required is set to Yes for this Item Reorder Level The quantity on hand that the item must reach before the item appears on the Reorder Report The program will Suggest an order equal to the normal Stock Level
313. rfect click on Back to correct the field mapping Student Information Primary ID 568152 Other ID Status Active si Last Name Allen Birthday 1141111 991 First Name E amantha i MI H Class 06 Address N orth Cross St Gender City San Diego State CA Ethnicity Zip 92128 Home Phone 858 555 9985 L GPA E Email Demerits 0 Driwer Lic Emerg Phone i SSN Parents Information A Emerg Contact On the Check Your Data Screen you can make sure that all of your fields have been mapped correctly by viewing the way that a student will be imported To see any imported Parent Data click on the Parents Information button You can look at different student records by using the Previous and Forward buttons If you need to make changes to your mapping simply hit the Back button to return to the mapping screen lf everything is the way it should be hit Next to continue Page 15 17 Tracks User Guide F T Student Update Utility Play School High School Tracks Student Update Utility Making a backup of Tracks before the Update Name of School Play School High School e g Play School Use YOUR school If the folder is located on a network drive please ensure that you are mapped to this network drive and have the necessary network rights to access this drive Where s
314. ro You have a negative YRBK line and a positive REFCHK line They zero each other out There is no effect on the cash drawer e Tracks will print a receipt and record the transaction but no money changes hands See Returns and Exchanges in Chapter 7 for more information How to sell more than one item at a time To sell 3 candy bars at once type 3X and then scan the bar code Tracks will enter the line with a quantity of 3 How to sell something that is not in stock Seniors pay for their Senior jackets before we order them Tracks displays a message Quantity requested not in stock Continue telling me don t have any to sell How can sell something don t have in stock You have two choices e You can set up SRJACKET as a Service Inventory Items set up as a service do not have a quantity in stock So the computer won t warn you e Set the jackets up as a Matrix Item Create a matrix for the different sizes and enter the quantities as 0 Each time you sell a jacket Tracks will warn you that you are out of stock Tell the system that you want to sell the jacket anyway When you are through with the sale you can run a report that will give you a list by size of the number of jackets sold You can place your order from this report Sell to a student who doesn t have an ID yet 1 You have looked him up on the Work Screen and he does not exist in the system so you need to ADD him as a temporary Customer Let s assum
315. rom old Adjustments and Transfers Sorry At this point you just have to enter those as you go and then they will be there 2 Purpose field Clicking Gather for this field will cause the program to pull in all the values from the Purpose field in the ACCTHIST file That s the Purpose Description field that prints on your Account Analysis Detail Report It s not particular about whether it is a Purpose for an Adjustment or a Manual Check If it s in the Purpose field in ACCTHIST it s going to end up in the Auto Complete file For more information about utilizing Auto Complete see Using Auto Complete in Chapter 1 Page 4 9 Tracks User Guide GL Account Maintenance What does it do GL Account Maintenance is where you set up your general ledger accounts You can also enter GL Accounts on the fly in ltem Maintenance Where is it Go to Management System Maintenance and then select GL Account Maintenance Note f you already have SchoolBooks you should import all of your General Ledger accounts from SchoolBooks See Import GLs from SchoolBooks for more information about this It s easy and there is no reason to type in accounts if you can simply import them Using the Screen F T GL Account Maintenance Play School High School Sek Account No 2215 10 10 E Description SOCCER BOYS d Account Type Advisor fined ma ma Income Budget Expense Budget To Cash Account KREE Tae SALLY PLAY 1003 05
316. roups and then assign individual users to a Group then you can assign access to the Group rather than the individual user You can also set up Supervisors who have rights to specific schools When you launch Tracks for the first time the security system is turned off there are no users set up The system does not prompt you for a User Code until you go into User Maintenance and set up one or more users e User Codes are unique for each individual school in Tracks e Group Codes are unique for each individual school in Tracks e Supervisor Codes must be unique for the entire Tracks system Warning Be careful Once you set up even one user the system will require a User Code and Password to get into Tracks Where is it Go to the Management Menu and select System Maintenance and then User Maintenance Using the Screen r mee T User Group Maintenance Play School High School Ea User Group Code Name Joe Password Litt Re enter Password Group SALLY EPLAY 1003 05 User Group Code Enter the User Code for this user or group User and Group Codes are school specific Supervisor Codes are system specific Type Choose User if this is a code for an individual user Choose Group if this code will apply to an entire group of users Choose Supervisor if this code will be used by someone who will be working in multiple schools Name Enter the name of this user Password Enter a password for this user Pas
317. rst is through the Work Screen where you will issue a receipt The second is justin Locker Assignment where you will not issue a receipt On the Work Screen 1 When you sell this Locker Type Item on the Work Screen Tracks will display a window showing the Available Lockers 007001 001010 2001011 2 You can sort the available lockers by clicking on the heading title For example ifthe student wants to be a certain hall simply click on the heading Hait to sort by hall and then either double click on the locker you want to assign to this student or highlight it and click on Accept A When you double click on the locker you wish to assign to the current student Tracks will open Locker Assignment Maintenance at which time you can see information about this locker and add notes if you would like A Click Accept and you will be taken back to the Work Screen where you can print the receipt for this student Page 22 1 Tracks User Guide Lock Maintenance What does it do You can enter all of the locks that you have into Lock Maintenance so that they can be assigned to a locker if you choose Lock Maintenance is optional Where is it Go to the Customer Menu Lockers and select Lock Maintenance Using the Screen T Lock Maintenance Play School High School Lock No 101 Ja Combination No 25 10 35 o lt gt 15 Lock No Enter the lock number This can include letters and numbers limited to 6 characters Hint
318. rve you better We use Blue Bear Connect for support online training and installations You must be connected to the Internet in order to use this feature Release Notes This feature allows you to view information about the changes we have made in the software as new versions are released The information is listed in reverse chronological order so the newest changes appear at the top Get Updates This feature allows you to configure and use an automatic update feature which will retrieve and install updates to your software automatically over the Internet You must be connected to the Internet in order to use this feature About Blue Bear Tracks This feature allows you to see the version number and publication date for your software Page 2 9 Tracks User Guide Change User What does it do When you first install Tracks you won t have any Users set up Once you have added even one User in User Maintenance Tracks will prompt you to enter a valid User Code and Password each time you start up the program If you want to change Users once you have started running Tracks simply click on the Change User button on the desktop Tracks will display the User Login screen and you can login as a different user When you want to set up users Go to the Management Menu System Maintenance and select User Code Maintenance See the chapter on System Maintenance for more information about users Where is it Go to the Daily Menu and select the Cha
319. ry of NSF Checks In Tracks Preliminary steps e Setup an ltem called NSFCHK as a service item e Assign a GL Account to your NSFCHK Item This should be the same GL Account you have used when the check first bounces and you reduced your cash account Some people use a clearing account near their cash account or an Accounts Receivable account For the examples in this section well assume that the Clearing Account is GL Account 1123 e Setup another Item called NSFCHKFEE for the bank charges you will charge the student and collect e Assign a GL Account to your NSFCHKFEE Item This should be something like Bank Charge Income or maybe just an offset to your Bank Charge Expense GL Account If you consider NSFCHKFEE to be a major source of revenue for your school you might want to talk to us about online credit cards they don t bounce or even creative fundraising ideas The following are the procedures that should be followed to process an NSF check If you follow these procedures the system will generate GL postings to the accounts indicated Procedure when you will Return the Item You back out the original sale you charge the student for the NSF fee and if he wants to purchase the item again it s a whole new transaction Let s assume for this example that Johnny has purchased a yearbook for 40 and the check bounced Page 15 7 Tracks User Guide In Tracks 1 Onthe Work Screen bring up Johnny 2 Enter the yearbook Item number
320. s A History El Additional 6 Schedule T Charges User Defined Fields Favorite Class ALGEBRA User Defined Date Fields Sales Control Codes DEM PEP m LI IE a Note Al three of the User Defined Fields are enabled for Auto Complete For more information about how the Auto Complete feature works please go to Using Auto Complete in the Getting Started section Page 5 9 Tracks User Guide Customer Maintenance Schedule Tab What does it do The Schedule Tab shows student schedules if you have chosen to upload that data Using the Screen T Customer Maintenance Play School High School Customer No 901258 1 Main Parents 3 Contacts A History D Additional E Schedule Charges Course Class Description Teacher ENOS EN0910 English 3 Austin Reggie SCO SETE Chemistry Martin Sam HG Ai H52512 Civics weste Karen MAI M4 1569 Algebra Hanzon Tery KJ lt gt Ja The schedule is view only you cannot make any changes here Printer Button Click the printer icon to print the Customer Schedule Tracks User Manual Page 5 10 Customer Maintenance Charges Tab What does it do The Charges Tab shows all current books checked out and then any current charges on the student s account Using the Screen T Customer Maintenance Play School High School Customer No 901257 Fist Name Last Name Middle 1 Main Parents 3 Contacts A History D Additional
321. s But the bar code on the student ID card is a different number used only by the library You would load the library numbers in the Other ID field Then when you scan the student ID card Tracks will search in the Other ID field first before checking the Customer number and find the student using his library number instead of his Customer number Allow Pre Payments Check this box if you want to allow pre payments For information on how to take a Pre Pay Amount see How to Take a Pre Payment in the How To Section Sound a Beep on Scan Errors Check this box if you would like to hear a beep boop sound when incorrect entries are made on either the Work Screen or the Textbook Check Out screen Page 3 9 Tracks User Guide School Settings Closeout 1 Tab What is it The Closeout 1 Tab has options about how to update your daily sales at the end of each day Using the Screen T School Settings aHa Work Screen Closeout 1 Closeout 2 Other Settings UDFs Messages Integratior Misc 1 Closeout Workstation Based Use Tellermate E Closeout Cash Count Standard Y Mest Closeout Number GL Posting Accounts Sales for Items with Mo GL Account 2400 00 00 A Student Body General Sales Tax 2105 00 00 E Sales Tax Payable Pre Payment 1600 00 00 A Accounts Receivable Cash Over Short 3990 00 00 A Cash Over Short Web Store Options WebStore Setup Third Party Integration
322. s Enter To enter split tender for example part cash and part check enter the amount paid in cash then 1 for the first payment method Then enter the amount paid by check then 5 for the second payment method then the check number and the name on the check 6 Select the payment method You can either type the number of the payment method or click on the drop down button to view your choices Tracks accepts several different types of payment which are explained in the next section You may split tender up to three ways on one receipt 7 Accept Tracks positions the cursor on the Accept button when the total amount of the receipt has been allocated e Accept Accepts everything as OK saves the transaction detail in the history file and prints the receipt e Cancel Returns you to the Work Screen and allows you to edit items or change the Customer or start all over again 8 To correct an error in payment method or split tender click on the item you want to change and enter the changes in amount or payment type To return to the Work Screen click Cancel When the transaction information is correct press Accept Depending on how your system is configured Tracks will print a receipt and open the cash drawer Note fthe customer record is locked you cannot sell anything to this customer Customers with a Status of Locked or Withdrawn are considered locked and you can t make sales to them until you change their status To unlock a record g
323. s also available in Equipment Tracking A record is created in Equipment Maintenance each time you sell issue an Equipment Type item from the Work Screen You may not enter new records into Equipment Maintenance you may only edit or delete records that already exist Where is it Go to the Modules Menu Equipment Tracking and choose Equipment Maintenance Using the Screen Page 18 1 Tracks User Guide T Equipment Maintenance Play School High School Customer No 901258 Danson Christopher Sequence Mo HELMET 00001 ltem No HELMET Football Helmet D Description Football Helmet 38 Issued Returned Receipt No 0000158 Receipt No Date OF 04 05 Date Time 0947 Time Bonus Label TagH Description 38 Ee TOORA SALLY ZPLAY 10409405 Customer Number Enter a Customer Number or find the Customer by using the lookup window Sequence Number You can use the drop down lookup to view all the Equipment records for this Customer Select the one you want to edit Item Number Tracks will display the Item Number and Description of the item This field is for display only Description Tracks displays the description from the history transaction not from ltem Maintenance and you may edit this description here Note This Equipment record is separate from the Receipt history record and that is the only reason Tracks allows you to edit it Fields on this screen that are edited only print on the Equipment Reports Records
324. s assume you set up an Item called ARTFEES and then forgetting you have already done this you set up another Item called ART3 You sell both of them before realizing your error This utility allows you to merge the Item Maintenance records for these two Items into one Where is it Go to the Management Menu Special Functions Utilities and select Renumber Merge Hint f you want to see how this works in real life try it out in PlaySchool first Tracks warns you that you CANNOT UNDO this after it s done You should ALWAYS have a current backup before doing this Renumber Merge function The default on this screen is No This means that you can t accidentally make a mistake You have to make a decision to click on Yes to continue Warning 2 Make sure you have a good backup before running this utility You can not UNDO this once it is done Do you want to proceed Using the Screen T Renumber Merge Play School High School 03 04 Transaction Type tem This utility copies data from the Current record to the New record in the Maintenance file This will change the Customer or Item number globally for this school Existing transaction descriptions will NOT be changed and will be marked with an asterisk to indicate that a change has been made Current Item New Item eg tees JE Renumber You can use this utility to change an existing Item number to a new one Simply enter the existing It
325. s cannot be included in the student download What you ll need e A download file from your student database using the file specifications outlined on Support Tip TR_116 How to Create a Student Download Please give this specification sheet to the person who will be creating the file It is very important that the file be in the exact format specified e A blank floppy disk e Make sure you are on the current version of Tracks Where is it Go to the Management Menu Special Functions and choose Dr Download Annual Update Using the Screen Detailed instructions are provided on the Dr Download wizard screens so they are not reproduced here Running the Program e From the Tracks main menu go to Management Menu Special Functions and choose Dr Download Annual Update e This will launch a wizard that will walk you through the update process step by step e Dr Download Wizard 5 screen Assume you are running the Dr Download wizard at the end of July If you want to save transactions you ve made for your new school year enter a date here For example let s assume you are working in July 2006 You re about to do a Dr Download for the 2006 2007 school year your new school year You want to get rid of history in the 2005 2006 school year of course But you ve already done some pre registration sales for your new school year In this case you d enter 07 01 2000 in the field labeled Save all transactions entered after
326. s dance and the appropriate buses have the same Grouping code If you look in Item Maintenance do they all have PRM for example in the Grouping field If so print a Grouping Report for Group PRM Or you can see who s going to be on which bus for the trip to Disneyland If you want to see everyone who should be on Bus 1 enter BUS1 or the appropriate Item in the Special Selection field Of everyone who qualifies to play football Print a Sales Requirement Report selecting your football clearance Item Of everyone who bought a parking permit Print a Vehicle Report under Vehicles on the Customer Menu by License number or Parking Sticker number Of everyone who owes fines Print an Item by Customer Report from the Reports Menu Sales Reports for the selected fines Select the option to show AR information Of all the receipts for last January 12th Print a Sales by Receipt Report for January 12th The report will list all sales in receipt number order showing Customer name Items purchased amounts paid and GL codes for all items sold Of everyone who bought a student body card but didn t buy a yearbook Print a Sales by Multi ltem Report selected for students who purchased a student body card SBCARD and who did not purchased a YRBK Appendix B How to set up temporary Customer numbers Sometimes you may need to sell something to a student who has not yet been entered into Tracks or who does not have a permanent ID number assigne
327. s due You don t really want to keep all the data about yearbooks you sold last year hanging around getting in the way of your current year data But you would like to be able to refer to it sometimes wouldn t you This utility allows you to save a copy of your prior year data so you can refer to it later You can actually make a copy of any school at any time just to make sure however Tracks will ask you during your Year End Processing if you would like to save your prior year data at that point Note You must do the Save Prior Year Data function BEFORE you do the Dr Download procedure If you do Dr Download first all the data you wanted to save from last year will already be gone And you will be sad Right Where is it Go to the Management Menu Special Functions and select Save Prior Year Data Using the Screen Tracks User Manual Page 11 8 z Warning Do This utility will make a complete copy of the current school data for posterity wf Do you want to continue CANTAN Choose Yes on the screen above to continue with the copy procedure Ka T Save Prior Year Data Enter the new School Code under which to save the data for pour current school New SchoolCode ZZPL0O405 You will be prompted to enter a School Code for this new prior year We assume you want to keep your current School Code so Tracks will take your current School Code and create something new but unique You can change it if you
328. s who bought an SBCARD to Price Level B Where is it Go to Management Special Functions Utilities and select Customers to Price B Using the Screen T Customers to price level B Play School High School all Warning This process will change the price level of all Customers who have purchased the designated Special lem or have purchased EIT keme that include the designated Special ltem to price level B Customers with a price level of F wil WOT be affected Select Proceed to continue or Cancel to return to the Mam Menu Vie A tos SALLY PLAY 10709705 Everything is explained on the screen when you select the program The program does not make changes to Price Level F because you will usually reserve that for Free and Reduced Students Run a Program WARNING This screen should only be used with the approval of and supervision by a Blue Bear Technical Support analyst Tracks User Manual Page 12 4 What does it do This screen allows Blue Bear Technical Support to run special utility programs which may be needed in troubleshooting Do not use this feature unless instructed to do so by someone from Blue Bear This program will seldom if ever need to be used and then probably directly by Blue Bear using Blue Bear Connect Where is it Go to Management Special Functions Utilities and choose Run a Program Reset Moved Screens What does it do This function will reset all moved Tracks screens When you
329. sample messages that you will receive from Tracks if you choose Always Warn Backup Manager What would you like to do Last Backup of Data for ZPLAY Backup Manager What would you like to do Date 04 19 05 Time 18 34 Last Backup of Data for ZPLAY File Name C DOCUMENTS AND SETTI User Code MASTER Date 04 19 05 Time 18 34 File Name C DOCUMENTS AND SETTINGS CAS Would you like to back ur data now i DEZ User Code MASTER Your last backup was made over 7 days ago We strongly recommend that you perform a backup now to protect your data Would you like to backup your data now Backup Manager What would you like to do Last Backup of Data for ZPLAY Date 04 05 05 Time 12 59 File Name C _DATA MASTER DATA FOR CDAZ User Code MASTER You have not made a backup in over 30 days It is strongly recommended that you backup your data now to avoid loss of data in case of a system failure Before you can choose mo you must type in CHOOSE TO RISK LOSING MY DATA Would you like to backup your data now Using Auto Complete How does it work Some fields in Tracks have Auto Complete functionality This feature saves you data entry time because the program remembers what you ve entered into this field in the past and allows you to auto complete the field with a value you ve typed before For example let s assume you ve entered Sara Gielow as an advisor in Fu
330. ses an item with Price Levels Tracks will charge the B Price Tracks allows for Regular Pricing and Promotional Pricing based on a date range Using the Screen T item Maintenance Carol s Play School High School Description AP Test Biology Last Actrvity TH 1 Main 2 Levels 3 Additional 4 WebStore 1 5 WebStore 2 Level Type Price Starting Date Ending Date E NN Level Type i Starting Date Ending Date Promotion 0301 10 0315 10 Peqular Promotion 03 0110 03 15 10 Beqular Prices for different levels PLAY 06 06 10 Price Level Code Enter the Price Level Code like A or B You can enter a separate line for regular or promotional prices for each Customer price level e Price level blank or A is usually used for students who have NOT purchased a student body card Price level B is usually used for students who have purchased a student body card Price level C and above can be used for anything you want faculty other adults etc Price level F can be used for students who quality for Free and Reduced Meals Choose the type of pricing Regular or Promotional If the item always has the same price choose R for Regular Pricing In the example above we can see that the regular prices for PE Shorts are 7 00 and 6 00 with a student body card We also have promotional prices of 1 00 off from 6 8 10 to 8 8 10 To enter a promotional price enter the Price Level then enter P and the promoti
331. sign required fees for each course When you tell Tracks to generate fees the program checks the student schedule finds any course fees that may be due and stores them in a separate Customer Fees file Tracks will know which fees each student should pay for the courses they are enrolled in based on their current schedule Then when you bring Johnny up on the Work Screen Tracks will pop a screen showing you all the course fees he owes You say to Johnny It looks like you owe a band fee and a fee for your Freshman English class He tells you that he doesn t have to pay for Freshman English because he is a TA You have the ability to waive that fee so that it shows as Paid but with a 0 e You will be able to decide right then whether to choose if he should be charged the appropriate fees If he pays them then that s great Otherwise you can choose to Cancel because he says he isn t sure he will take the class If he doesn t have the money to pay the class fee but knows that he will later you will want to Charge the fee on his account e What if Johnny paid 10 for Freshman English but then transferred to Freshman Advanced English As long as they are both the same item like English Fee Tracks is smart enough to know that he already paid it e What if Johnny drops Freshman English altogether You can set up a grace period for dropping so the student is not required to pay the fee After that grace period even if they drop they will still
332. stomer T Options n E and item information for a sales transaction When you scan a bar code for either a customer or an item the number appears briefly on this line and then the data is loaded onto the Work Screen Last Item Command Line Description Luantity Price Ok SUNDAY Sundry YRBK YEARBOOK 45 00 Post Pre Payments F11 Other Options Other Options Menu Reprint last receipt To access the Other Options Menu press or click the lt F11 gt key To make a selection click on the appropriate function or use the Hot Key function or simply type in the code For A Add a New Customer example you may either type LC for Last Customer in the Command Line or you can click on the LC button on the screen below m O Equipment Out Last Item Use this option to sell the last item sold again For example if you have a scheduled time where students can only purchase yearbooks after you sell one you can Tracks User Guide e Return All Eq for Cust m Comment Line D scan the next Customer s card then type LI and Tracks will sell the same yearbook item to this new Customer Type LI Enter SUNDRY Use this option to print your receipt for all the Sundry items you have sold today Tracks will print a receipt summarizing all the little sundry items you sold today For more information about Sundry items see ltem Maintenance Sundry ltems You must print a sundry receipt before performing a Closeout T
333. stomers the people and organizations you sell things to and accept money from A Customer may be a student a faculty member a club advisor a member of the community or a parent anyone or any group that brings you money Because Customers may be either students faculty staff clubs or any other entity to whom you sell things throughout Tracks we usually refer to Customer rather than Student Things to Think About Customer Numbers The Customer number in Tracks is a 10 character alphanumeric field We strongly recommend you do not use spaces or punctuation in your Customer numbers Before assigning Customer numbers always think What am going to sell to this person group How will need to get the information out of Tracks Answering these questions ahead of time will help you make the right decisions about numbering conventions Try to be consistent in your grand schemes If you decide to have one faculty member Customer number start with FS then have them ALL start with FS It makes it much easier to find records when you are consistent Student Numbers Most school districts have a unique number for each student that stays with the student from the time he enters the district to the time he graduates Most student numbers will be all numeric Tracks is useful because we make the student number into a bar code and scan it to access the student s information quickly Other school applications also use bar codes
334. subsidiary Items too They might be PHYSICAL GRADECHECK PARENTCONS INSUR etc We ll continue in the example as if we are creating the Eligibility Item for the Football Team e Goto Item Requirements Maintenance on the Item Menu and set up FTBL as the Master Item with all its subsidiary Items like the ones listed above e Sell the FTBL Item to everyone who is going out for football e As they bring in all their stuff sell them the appropriate Items e Tosee who has brought in what or who still owes what print the Item Requirement Report from the Sales Reports Menu selecting either purchased or missing items You can then give this to the coach or whoever else is in charge of the team How to take a payment on account Payments may be applied to individual receipts or to an account balance You can accept a payment on account that is not apply the payment received to a particular item In this instance Tracks will show this item as a credit TRACKS IS A CASH BASED SYSTEM No money is posted to a GL Account until you apply payment to a specific item You will eventually want to apply this credit to a specific item 1 Bring up the Customer on the Work Screen 2 Type P or select Post Payment from the Other Options Menu The Charge to Account window will appear 3 To apply the payment to a specific receipt highlight the appropriate receipt number and press Enter 4 Type the amount of the payment for each item Just double click on the
335. swords may be up to 6 characters and are not displayed on the screen Re enter Password Enter the same password again for verification Group If this is a User Type you may assign the user to a Group The Group must already be defined in User Group Code Maintenance Printing the User Group Code Listing Report Printer button The printer button on the User Group Code Maintenance screen launches the User Group Code Listing Report The User Group Code Listing shows you a list of all your Users Groups and Supervisors This report can only be launched from this screen Tracks User Manual Page 4 2 Menu Security What does it do Use this screen to give Users and Groups on your system access to Tracks menu items Groups are displayed on the left of the screen users are displayed on the right A check mark indicates the user can access the menu item a blank indicates no access Supervisors are not displayed here go to Supervisor Maintenance to establish access rights for supervisors Where is it Go to the Management Menu and select System Maintenance System Security and then Menu Security Note You can only access this screen if you have users set up in User Maintenance Using the Screen T Menu Security Play School High School Groupe are highlighted in light gray Program Select All VIEW JOE Select Al Daly Menu Work Screen Closeout Daily Sales Inquiry Daily Data Backup Change User Change School
336. t Tracks prints reports showing the total sales and payments for this Closeout Every time you do a Closeout Tracks assigns a unique Closeout number to the Closeout Later on you can access sales data by Closeout number or Closeout date Sales history for each Customer is available before and after you perform the Closeout process You can access Customer History detail transactions by typing CH on the Work Screen or by selecting the History tab on the Customer Maintenance screen Multi User Options If you have a multi user system you can decide to have each workstation close out separately or do one big closeout at the end of the day Page 8 1 Tracks User Guide How often should you do a Closeout Most Tracks users will want to do a Closeout every day and then prepare a bank deposit for all the money collected for that day This makes it easy to tie the daily sales records directly to a specific bank deposit ticket During Fall Registration when large sums of money are collected in very short periods of time you may want to do several Closeouts in one day This makes it easier to count the money and tie a specific amount of cash and checks to a particular Closeout Because you need to move fast just do the Closeout without actually counting the money Put all the money for each Closeout in a big manila envelope with the reports for that Closeout and stick the whole thing in a safe place Then go back to selling Later when the dust has cle
337. t Check one or more of these checkboxes to include this e mail address in the distribution list if Form Letters are sent by E mail To send an immediate e mail message Click on the E mail button Tracks will launch your e mail program populated with the e mail address selected Simply write your message and Send Customer Maintenance History Tab What does it do The History Tab displays transaction information from the history file showing receipt numbers items purchased with quantities and amounts and payment information You can sort transactions in either ascending or descending order by Tracks User Manual Page 5 6 receipt number or transaction date You can do other things from this screen too print Form Letters print a Customer History Report or reprint an old recejpt Using the Screen This screen is for display only You can view transactions for this Customer F T Customer Maintenance Play School High School Customer No 907236 Q rene Colo rette Bute ed 1 Main Parents 3 Contacts 4 History D Additional Receipt 0001030 User MASTER o6 02 05 LFINE FP YENT LFINE Library Fine EYMETOI CANDY FR CANDY SALES Payment on ccount Receipt 0001055 Weer MASTER 06 0105 E ANDY FR CANDY SALES ZE Orn Account Descending Ascending Redisplay Customer History Form Letter gt Reprint Receipt ici la HE Accent 10 cancel 86 Deion a SALLY PLAY 10705705
338. t For example a filter of LAST_NAME JONES would cause all records for which the last names were Jones to print You can have multiple relations such as LAST_NAME JONES AND FIRST_NAME JOHN The important thing about using filters is that you have to get the field names like LAST_NAME and FIRST_NAME correct BarMaster will not let you put in incorrect field names because it will only allow you to select field names from a list of actual field names in each appropriate file Use the drop down button when you have to enter a field and BarMaster will show you the available fields in that file HOW TO ENTER A FILTER FOR A REGULAR JOB A e a T BarMaster Job Definition Play School High School a E led Job Number SIE _ Import a Job from Another School Description STUDENTS e 9TH GRADE ONLY alaen Job Type Regua Label Hame A BLUE BEAR 36 UF LABELS FOR CUSTOMERS Source File CUST Sort By Copies And Or Field Relation Value CLASS lt gt a Y Ae SALLY PLAY 104039405 Field Select the field from the drop down list of fields available In the example above we ve chosen CLASS Relation Enter the relation between the field and the value that you will be providing In the example above we ve chose because we want all the students who have a CLASS of 2003 Valid relations are Equal to for words as many letters as you provide will be matched Greater than Greater than or equal to Less than
339. t Customer History Report Using the Screen T Customer History Report Play School High School Sort Customer By Sort Detail By Transaction Descending e Filter By Status All Customers e Selection All Starting Ending Customer Mame Date TT 07401404 09 30 05 Remember settings ke HP DeskJet 500 on LPT SALLY Pl Ar 09 30 05 Sort Customer By You can select how you want the Customers to appear on your report You can sort them in order by Last Name or Customer number Sort Detail By You can choose whether you want the report sorted by Transaction in Descending Order by Transactions in Ascending Order by Date in Descending Order or by Date in Ascending Order Filter By Status You can choose whether you want the report printed for all customers only customers that are Active only customers that are Locked or only customers that are Withdrawn Selection by Customer Name or Number Leave All checked if you want to print transactions for all customers and for all dates Otherwise you can select a certain range of customers and or dates Remember Settings Check this box if you want Tracks to remember the above settings for the future Tracks User Manual Page 9 16 Form Letter Maintenance What does it do All Form Letter Maintenance Screens in Tracks work the same way You can set up as many different letters as you want and save them for future use There are three separate Form Letter Maintenance screens one for
340. t a receipt The money will go to the GL Account on the FundRaiser Code How to view Customer Purchase History You have a few options for finding their purchase history 1 Bring up the Customer on the Work Screen Type CH for Customer History You can display print or copy this data to a file 2 Youcan also click on the History tab in Customer Maintenance to see the same information 3 You can print a Customer History Report from these screens or from the Customer Reports menu Page 14 7 Tracks User Guide Chapter 15 Appendices Appendix A How do get a list Appendix B How to set up temporary Customer numbers Appendix C Integration of Tracks and SchoolBooks Appendix D Setup and testing Point of Sale equipment Appendix E NSF Check Handling Procedures Appendix F Backup Procedures Appendix G Daily To Do List Appendix H Photo Import Guides Appendix l Import from RevTrack Appendix J Student Update Utility Appendix A How do get a list Of everyone who bought a yearbook Print an Item by Customer Report selected for yearbook Item Of everyone going to the dance with their dates First check to make sure all Items associated with this dance have the same Grouping code If you look in Add Edit Inventory do they all have PRM for example in the Grouping field If so print a Grouping Report for Group PRM Of who is going to the dance on a certain bus First check to make sure all Items associated with thi
341. t as the method of payment Then either click on Accept or hit Enter to Accept a T Total Amount How Paid Receipt Total 223 00 225 00 6 Charge to account TE The next time you bring that customer to the screen Tracks will display the total Balance Due on the right side of the Work Screen Mame Gonzalez Richard ID 901259 Address 5000 Lighthouse way Other ID 1 City State Zip San Diego CA 92568 Balance 225 00 Phone 858 555 2000 Class 2006 Status Il Motes Tracks User Manual Page 7 6 To view detailed transactions that make up that balance due type P for Payment at the Command line Tracks will display the Charge to Account window shown below You can then enter payments or merely explain to the customer exactly why it is that money is due if Payments Information 901259 Gonzalez Richard Receipt Date Item No Description Amount Due Amount Paying 0001104 03 25 05 AP TEST SPANISH 75 00 75 00 0 00 0001104 03 29 05 AP TEST MATH 75 00 75 00 0 00 10001104 03 29 05 AP TEST ENGLISH 75 00 75 00 0 00 Total mount Total Paying Lookup This allows you to lookup any receipt to see everything that was sold Quit Closes the screen without saving any changes Clear Clears all payment information you have entered to start over Pre Pay If the student comes to you and wants to pre pay for things they have not been sold yet you simply bring the customer up on the work scree
342. t settings of 1 and 1 If you have already used some of the labels on a sheet and want to start printing in the middle of the sheet enter the correct column and row Print or Preview You may print or preview this job BarMaster Management Menu The Management Menu is where you ll set up jobs to print and design the layout for your labels This is also where you can print Registration Forms which can be used just like an order form You can also print Command Bar Codes from this menu BarMaster Job Definitions What does it do The BarMaster Job Definitions screen is where you go to define what data and what kind of labels you want to print Managing Job Definitions is a three part process 1 Select what kind of bar codes you want to print For example is this job for printing Student bar codes or Item bar codes You ll indicate a Source File and BarMaster then knows which data files to use 2 Select the label layout to use for formatting the label 3 Enter the criteria for selecting which records to print Where is it Go to the Modules menu BarMaster Management and select Job Definitions Using the Screen Page 16 3 Tracks User Guide T BarMaster Job Definition Play School High School all Menu Group Job Type Regular Source File Sort By Copies And Or Field Relation Value Y Accent SG SALLY PLAY 104039405 Entering a New Job To enter a new Job create a new Job Number This should be a short code that is an ab
343. t will be used to import these transactions into SchoolBooks Setup the Export in Tracks These are the steps you need to do to set up the import in Tracks Step 1 Turn on the Export What does it do This screen allows you to enter information about the location of your SchoolBooks folder for this school Where is it In Tracks go to Management Customize School Settings and choose the Integration Tab Using the Screen Integratior Automatic Export to Accounting Y Accounting Version SEW 5 0 or Higher e Path for Esport L Program Piles BlueBear 5BD04 1 A PLay Nest Export Sequence 23d Clear file before exporting Automatic Export to Accounting Check this box This tells the program that when you do a Closeout in Tracks you want to automatically create data for your accounting system too Accounting Version If you are using SchoolBooks 5 x choose SBW 5 0 or Higher as the program you are using Path for Export Enter the complete path to the SchoolBooks data directory for this school or enter the location where you want to save the export data from Tracks You can click on the browse button to navigate to the folder Though this folder can be anywhere we suggest you use the folder where the SchoolBooks school data is located We do this so SchoolBooks will know where to look to find the file that Tracks created It doesn t really matter where the data goes it just has to be the same as the location set up in SchoolBo
344. tacts 4 History User Defined Fields Homeroom Favorite Class ALG EBRA User Defined Date Fields Sales Control Codes DEM PEP Mm T Item Maintenance Item PEPSQUADCAMP e Type Service Description Pep Squad Camp Last Activity 1 Main 2 Levels 3 Additional TYPE Export Information to SchoolBooks by Summary E Color Use Bonus Field Size Style Sell only if not Sell only if Checked in Customer Checked in Cust Disabled for this option O O O O This is Item Maintenance above L You can see that this Item can ONLY be sold if the Demerits Code is NOT checked for a Customer and PEP IS checked What the choices mean Sell only if not checked in Customer Only allow the customer to purchase this Item if the box is NOT check on their Customer record In the example above the student could only purchase this if the did not have the Demerits box checked Sell only if checked in Customer Only allow the customer to purchase this Item if the box IS checked on their Customer record In the example above only students in the Pep Squad would be able to purchase the ticket to go to camp Disabled for this option Doesn t apply to this Item Regardless of the boxes on the Customer Screen the student could purchase the item Page 3 17 Tracks User Guide Locker Information Locks Built In Select if your lockers are builtin or separate If the students br
345. tem Numbers leave the checkbox checked To select a range of Items enter the starting and ending values in the appropriate fields Remember Settings Check this box to have Tracks remember your settings for the next time you run this report Tracks User Manual Page 9 22 Donation Tax Credit Reports Donations by GL Report What does it do This report will list the donations sorted and subtotaled on the GL Account of the transaction Where is it Go to Reports Donation Tax Credit Reports and select Donations by GL Report Using the Screen d T Donations by GL Report Play School High School Selection Starting Ending GL Account a PoP EZ EZ Date 07 01 04 09730705 Print D etail Remember Settings HP Desklet 500 on LPT SALLY PLAY 09 30 05 GL Account Check the All box to print the report for all GL Accounts or select a range of accounts Date Check the All box to print the report for all dates or select a range of dates Print Detail Check this box to have the report print the detail of each donation transaction Leave the checkbox cleared to see donations summarized by GL Account Remember Settings Check this checkbox to have Tracks remember the settings next time you open this report Donations by Item Report What does it do This report will list the donations sorted and subtotaled by Item Where is it Go to Reports Donation Tax Credit Reports and select Donations by Item Report Using th
346. tem Security function once you have set up security Only the system administrator should have access to User Code Maintenance and Menu Security Maintenance Otherwise people could easily see other people s passwords and possibly do unsavory things Hint Any users designated as Supervisor will not be listed here Go to Supervisor Security to establish their access rights Supervisor Security Page 4 3 Tracks User Guide What does it do Use this screen to give Supervisors on your system access to Tracks menu items This screen works like Menu Security works for Users and Groups A check mark indicates the user can access the menu item a blank indicates no access Where is it Go to the Management Menu and select System Maintenance System Security and then Supervisor Security Note You can only access this screen if you have supervisors set up in User Group Maintenance Using the Screen F T Menu Security Play School High School Groupe are highlighted in light gray Program Select All JOHN SALLY Select Al Daily Henu Work Screen Closeout Daily Sales Inquiry Daily Data Backup Change User Change School PCR Export to Daughter PCR Import from Daughter Import from Rev rack Customer Menu KH NSN O NS NNN oO Customer Maintenance Check Lookup J UU K S S You can check the individual check box for each User Option combination or you can do the following e Check t
347. text like Blue Bear High School will print as is no quote marks needed in the field Here are some examples 1 lt lt ITEM gt gt prints the actual ITEM for this record 2 lt lt LAST_NAME gt gt lt lt FIRST_NAME gt gt prints the customer last name then a comma then a space then the customer first name For example Jones Johnny 3 BLUE BEAR HIGH SCHOOL prints the actual text For example BLUE BEAR HIGH SCHOOL Font Bar code Enter the font or the bar code type to use or use the drop down button to look up valid fonts Because everyone uses different length numbers you may have to tinker with these settings to get BarMaster to print correctly for your specific items or students BarMaster supports printing of the following bar codes Bar Code 390or3of9 Use for alphanumerics like ITEMs Bar Code 2 of 5 Use for student numbers when numbers only 2 of Use for Library student numbers For example this will produce a bar code similar to P 5678 used in some library systems Of 5 Patron 2 of 5 Textbook Use for Library textbooks For example this will produce a bar code similar to X 1323 used in some library systems 2 of 5 Library Book Use for Library books For example this will produce a bar code similar to T 8769 used in some library systems Tracks User Manual Page 16 8 Point Size Enter the point size for this bar code or font For guidance check the sizes on several of the default jo
348. that is being backed up regularly that your data is being backed up regularly If this sounds like your situation please remember that it is still YOUR RESPONSIBILITY to check with district personnel to ensure that your data is in fact really getting backed up And if they only do a backup once a week we d say that probably isn t often enough We recommend using 5 diskettes labeled as follows 1 Monday Wednesday 2 Tuesday Thursday 3 Friday 1 4 Friday 2 5 Friday 3 Use them in the following rotation Day of the Week Use this diskette Each time you make a backup write the date lightly in pencil on the diskette label When you use the diskette again in the rotation erase the previous date and lightly write the new date This way you will always know the exact date you used a specific diskette without having to load it IMPORTANT We recommend you ALWAYS have one backup off campus Send it to the district monthly and rotate Or take it home Or send it to another school in your district Just get it off campus in case of fire flood or other natural disaster It takes so little time and it could save you Page 15 9 Tracks User Guide Check your backup periodically to make sure it is good That means putting the floppy in the drive and making sure there is actually a file on it Call Blue Bear Support at 1 800 954 2583 if you have questions about whether your backup is good The best way to check your backup is to try to restore it t
349. the donors in the system see Donor Listing Donation Type ltems What does it do You set up a donation Item for each donation or tax credit you want to track In the example below we ve set the program to Prompt for Price and Prompt for GL Account at time of sale Because this is a Donation Type item Tracks will automatically prompt you for a Donor whenever this item is sold You can set up an unlimited number of items Where is it Go to the Item Menu and choose Item Maintenance Using the Screen Page 20 3 Tracks User Guide T Item Maintenance Play School High School ltem Ho DONFA 19 Type Description Donation Fine Arts Last Activity 1 Main Z Levels 3 Additional Cust Reqd Frompt Price Prompt GL Sundry Price GL Account Taxable Cost 2245 00 00 Grade Limits LastCost MUSICAL THEATER Department Prompt Qty Grouping Quantity Limit Save History C Reorder Level Checks OF with No Cust O Normal Stock Print extra receipt with no price ty On Hand Include in Physical Court Mi Lategory SALLY PLAY 10 09705 Type If you want Tracks to force you to enter a Donor at the time of sale the Item Type must be Donation Donor Transactions on the Work Screen
350. the down arrow on your keyboard or click the green arrow button on the screen The program will display all the S values it can find Press lt Enter gt to select the one you want F T FundRaiser Maintenance Play School High School Fundraiser No COOKIE Description COOKIE COUGH Database Management Grozs Frofit Item being sold COOUGH Cookie Dough Advisor Sally Curtis GL Account Salle Smith al Bous Samantha Uusle Dates from Status ere purchas Susie Quimby What happens if you want to change an existing value Let s assume you entered a name with a typo and now you want to correct it Let s assume Sara really spells her name Sarah rather than Sara It s easy to make that correction First bring up the record you want to change Important You must select it from the list in order to change it don t just type in the name Sara Gielow you must pick it and load it from the existing list Page 2 7 Tracks User Guide T FundRaiser Maintenance Play School High School Fundraiser Wo COOKIE Description COOKIE DOUGH Database Management Gross Profit Item being sold CDOUGH Cookie Dough Advisor Sara Gielow Steps to replace one value name with another 1 Find the record you want to change 2 Pick the value name from the list That means even if the name is displayed press your down arrow on the field to display the list and pick it from the list again This tells the program where you
351. the path of where your data is located OK And Rebuild Data You will only use this button under instructions from a Blue Bear Technical Support Analyst This is only used when the structure of the data files has changed and the system needs to rebuild your data files either to add a field or change something about the data files Workstation ID Tracks assigns a workstation ID to this workstation You may not edit this field Set up a New School To set up a new school enter a School Code the name of the school and the path to the data The program will display a default path doing the best it can to name a folder based on the school code you entered but you can change it here if you d like E T School Maintenance School Code Workstation D DESKDO Mame Mew High School Pathto Data CAPROGRAMFILES BLUEBEAR TRDATANNEWHSS K lt gt 5 vi DK And Rebuild Data SALLY PLAY 03730705 Page 2 3 Tracks User Guide When you click OK the program displays the following screen When you are setting up your school for the first time this next screen may appear strange but if you re running on a multi user system and are now moving the location where your data is located for this school it makes more sense The whole point of the following screen is that Tracks gives you a choice about how to find the data for this school from this workstation Maybe a network drive is mapped as G on this workstation but is
352. this date to save all history that has already been entered for this current year If you do not feel comfortable doing this process please seek help from an Information Systems person at your school or district or contact Blue Bear Support IMPORTANT WE REQUIRE THAT YOU DO A BACKUP PRIOR TO RUNNING THIS UTILITY AND SUGGEST KEEPING THIS BACKUP IN A SAFE PLACE Tracks User Manual Page 11 6 Please run your Dr Download Annual Update at least 4 days before you start registration This way if you have any issues we will be able to help you troubleshoot them and get them taken care of before registration It is your responsibility to make sure that all of your data looks correct after running Dr Download BEFORE you begin selling for next year Clear Volunteer Hours What does it do As the screen warns you this screen will clear all the volunteer hours within the dates that you enter Where is it Go to the Management Menu Special Functions and choose Clear Volunteer Hours Using the Screen F T Clear Hours Detail Play School High School AHH Warming This process i going to clear the Hours transaction detail with the entera specified below Please make sure to have a backup before running this process Press the Proceed button to continue or Cancel to exit without purging anything Selection All Starting Ending Receipt Date 10140130 1003 04 Proceed e Cancel 2 SALLY PLAY 10703705 Modify Bonus
353. ting Date Ending D ate E S Level Type Price Starting Date Ending Date SELLING A KIT ITEM When you sell a Kit item Tracks will explode the Kit into its components in Customer History See on the example below how Tracks has listed the SBPKG with a quantity of 1 but has listed the components with their individual prices You sold one item but the program exploded the transaction so that all the items in the kit are displayed All kit components will print on the Sales by Receipt Report Beceipt 0001120 User SALLY 092005 SEPE SE FACKSGE LUCE L CES SECARD ob CARD YEBE YE2PEODE Page 6 15 Tracks User Guide Vehicle Item When to add a Vehicle item type code V To utilize the Vehicle Tracking program you must set up an Item for your parking permit and identify it as a Vehicle type item Then when you sell this Item like PKPERMIT the system will display the special Vehicle Information entry window on the Work Screen Example PARK See the screen below Customer Required is automatically checked for Vehicle type items The GL Account is entered because the money always goes to the Parking Permits Income account We have entered years into the Grade Limits field because only juniors and seniors can purchase this item z T item Maintenance Play School High School all Item No a Type Description PARKING PERMIT Last Activity CL 1 Main Z Leves 3 Addtional Prompt GL GL Account 2314 00 00 a
354. ting feature to be invoked If the description includes the called a pipe character when you sell that item on the Work Screen the cursor will automatically move to the allowing you to edit the backside portion of the description field This is useful for entering guest names for dances receipt numbers from manual receipt books and parking sticker or student body card numbers To try it enter the Item on the Work Screen and then press lt F6 gt to edit the description The pipe character is located above the enter key on your keyboard Type Enter the type using one of the following codes The Type of each item determines how Tracks allows you to sell the item how you can track the item and what kinds of reports you can get See More Information about Item Types later in the chapter for more information about each type and examples from Play School e Service e Product Page 6 3 Tracks User Guide Matrix Kit Vehicle FundRaiser Equipment Donation Tex Track Hour Track Last activity The last date an item was sold or returned will appear in this field Leave this field blank when adding an item Tracks will update it automatically Customer Required If this box is checked you will not be able to sell this item unless a customer in most cases this will be a student is entered on the Work Screen You need this feature to make sure that when you sell a yearbook you ll know who bought it Leave the box cleared and T
355. tion where Tracks is located the Mother to the remote workstation the Daughter You make sales during the day on the Daughter workstation You can either do a Closeout on the Daughter or export data back to the Mother to do the Closeout there If you use PC Remote Sales to make remote sales you should do this Export procedure every day before you begin making sales on the Daughter You always want to start the day with the Daughter knowing everything that the Mother knows Where is it Go to the Daily Menu and select PCR Export to Daughter Using the Screen Tracks has a wizard that will walk you through creating the Export Just follow the instructions on the screens When you select this option from the menu Tracks will display the following screen Page 21 1 Tracks User Guide T Export to Daughter from Mother Play School High E PC Remote Export to Daughter This process will export all data in the current school to a diskette for use in your PC Remote Daughter computer Insert your transfer diskette in drive A And press OK to continue Otherwise press Cancel Alar ZPLAY 06 11 05 The program asks you to be sure you want to copy data to the diskette in your A drive Click OK to proceed or cancel to stop the Export process E Warning and the PC Remote data for Play School High School t If you Click OK all data on the diskette in A will be erased will be saved on the diskette Is that OK
356. tment code may be any three characters or combination of letters and numbers Examples of department designations might be SB for Student Body or DIS for District or DAN for Dance Some reports in Tracks will allow you to select or sort by Department Grouping From time to time it may be convenient to group items together for reporting purposes Standard sorting protocols may not allow this type of reporting Using the Grouping field allows the user to define which group an inventory item belongs to for specialized reporting It is not necessary for every inventory item to have a specialized group Example Use Grouping PRM to group Items for the prom together on a report If put a Grouping code of PRM on items Prom Single Prom Double Prom Guest you will be able to print a Grouping Report showing all students and guests going to the prom For more examples of how to use the Grouping field see Grouping Report Save History Check this box if you want to save transaction history for this ltem past year end This will allow you to see the sales made last year for this Item You might use this feature if the student lettered in a sport and you want that data to carry over from year to year Note Use judiciously If you want to save many many items in history consider saving Prior History for the whole year See Save Prior Year Data Do NOT use this feature with things you sell over and over again each year like a yearbook Tracks Use
357. to correctly allocate convenience fee amounts to the detail lines on each receipt Pre Payment Item This field only applies to users who are importing credit card sales transactions from another provider f you allow pre payments you should set up an item in Item Maintenance and add it to your Web Store Enter the Item Number here Donation Item This field only applies to users who are importing credit card sales transactions from another provider If you take donations through your Web Store you should set up an item in Item Maintenance Enter the Item Number here Tracks will also create a new donor record using the name and address on the credit card For more information about donation processing see the section on Donations and Tax Credits School Settings Closeout 2 Tab What does it do The Closeout 2 Tab has additional closeout options Using the Screen S School Settings Work Screen Closeout 1 Other Settings UDFs Messages Integration Print Closeout Reports Options Print a receipt for Print Sales by Receipt Detail Moneybag Print Items Used Report Print Credit Card Detail Print Check Detail Print In Check Number Order Er s s OU Es District Upload Files District Dept No School Code Path for File Print Sales by Receipt Detail If you check this box Tracks will automatically print a Sales by Receipt Report with every Closeout Most users prefer to print it with every Closeout unless you
358. tudent Update Utility found these Data Status Value Tracks Status Value values in pour data in the Status field Please select how the status in pour data Locked relates to the values Tracks withdrawn uses for Customer status Active Srl aca My data s Class field type is in Select the way this information appears in your student data file If it appears by class like 11 or 12 then choose class if it appears by year like 2006 and 2007 select year You can still change the way that Tracks shows this by going to the Work Screen Tab in School Settings When my State field is blank want it to be Enter a state to be entered if the field is blank in your student data When my Area Code field is blank want it to be Enter an area code to be entered if the field is blank in your student data Status Field Mapping If you did map the Status Field here you will be able to choose how your codes should be interpreted by Tracks Your choices are Active Locked and Withdrawn Tracks User Manual Page 15 16 T Student Update Utility Play School High School C hec K YO ur Da ta I This is a sample of how Student Update Utility translated your student data Please check the information here to see if itis correct and complete Click on Forward to see the next Student record or click on Previous to see the previous one If the information for the students is perfect then click on Next If the information is not pe
359. ty logs in and wants the same button setup you can use this option to copy Susie s buttons to Betty Save Defaults This will save your Button configuration as default Choose this option to save the current Button positions for the Current user Note These next two settings are especially useful for districts that want all users to have a similar or identical desktop to make helping the user easier Export Settings This allows you to export the button configuration to a file Import Settings This allows you to import a button configuration that has been exported from another computer Note Buttons and desktop layout are defined by user Page 4 7 Tracks User Guide Star Button Maintenance What does it do You can use the Star Buttons to have items you are planning to sell RIGHT NOW be instantly available on the Work Screen You can assign a different Item to each of nine buttons and you can sell the Item either by clicking the button or pressing the Star key and the button number on your keyboard The purpose of the Star Buttons is to make the selling process even faster Star Buttons are shown on the right side of the Work Screen You may change the Star Buttons at any time and as often as you choose Where is it Go to the Management Menu and select System Maintenance Star Button Maintenance Using the Screen T Star Button Maintenance Play School High School ltem Number ltem Description Button Test YEA
360. u enter here This should normally be a temporary clearing account because you ll want to transfer the money out of this account to put it where it really belongs e Sales Tax Enter the tax liability account and Tracks will put all the sales tax you collect in this account Tracks User Manual Page 3 10 e Prepayments If you accept prepayments on account enter the account where the money should go This will usually be a receivCashable type account e Cash Over Short Enter the account where Tracks should post any DIFFERENCE between your daily sales and the actual cash from the Cash Count When you do a large number of transactions and handle huge amounts of money you may occasionally be 1 00 over or 75 under what your Closeout Report says you SHOULD have in the drawer This is no big deal You should enter the ACTUAL amount of cash in your drawer Tracks will post the difference the Cash Over Short to this account Web Store Options WebStore Setup Click this button to begin setting up your WebStore in a few easy steps Third Party Integration Click this button to setup integration with a Third Party WebStore The options below are then available Convenience Item This field only applies to users who are importing credit card sales transactions from another provider f you charge a convenience fee for web store sales you should set up an item in Item Maintenance for that fee Enter the Item Number here Tracks uses this information
361. u will actually generate fees to be charged to your students This program uses the information in the student schedule file together with data in the Course Fee Maintenance file to determine which fees each student should pay These fees are not automatically posted to a Customer s account Instead they are held in a separate Class Fees file They can be charged to a student s on the Work Screen or by using the Convert Fees to Debts utility Before you can use Student Fee Generation you must do the following 1 Load Course Classes and the Schedule 2 Setup Course Fees in Course Fee Maintenance Where is it Go to the Customer Menu Course Schedule Utilities and select Student Fee Generation Using the Screen T Student Fee Generation Play School High School ARa This utility sets the curent Student Fee Options andor generates Class Fees Fee Options Set Current Term To 5 M First Payment Date in Terr 084107 Number of Grace Days for Fees E Method tor Calculating Fees Charge One Fee Per Course a all Ongoing Fee Generation Method Charge Fees Manually on work Screen Immediate Actions Import Schedule Data Now Generate Fees Now Lala ral Set Current Term To Select the term for which you would like to assess charges Options are S1 through S4 standing for Semester 1 through Semester 4 First Payment Date in Term Enter the first day of the term The program will use this date to determine the starting date for
362. ubstitute for you in case of vacation time or illness Also it is a good idea to document your internal procedures It makes auditors happy Appendix H Photo Import Guides What does it do Use the Photo Import Guides to help you load student pictures into Tracks from a CD Many of the photography companies who take student photographs can provide a CD with files you can use The challenge is that the files provided come in a variety of formats so the Photo Import Guide concept is our attempt to give you a roadmap for how to handle these files For example a photographer may have a CD that contains student photos stored as bmp files with files names like 1012 bmp 1013 bmp etc They may also include a cross reference file that tells us that photo 1012 bmp belongs to student 201983 Fun huh There are always pictures but we can t tell how you re going to get them and what kind of files they are You may have to extract the picture files first We won t know until we see what you have to work with That s why we use the Photo Import Guides As we get more information from the photography companies and photographers you work with we will make new Photo Import Guides available for download from our website Where is it To import student pictures in Tracks go to Management Special Functions and select Import Student Pictures For more information about this function see Import Student Pictures The Import Student Pictures program lets you tel
363. unctuation Therefore CODE 39 is useful for printing bar codes for the items you sell in Tracks items that have alphabetic letter codes as opposed to only digits and student ID numbers However a CODE 39 bar code is relatively dense compared to some other symbologies in some circumstances This fact can make a CODE 39 bar code more difficult to read with some bar code scanners in some cases When using CODE 39 it is especially important to consider how long the data being printed is Data longer than 10 characters may be inconvenient to scan INTERLEAVED 2 of 5 This symbology can only print digits not letters of the alphabet or punctuation On the other hand it produces printed bar codes which are relatively less dense than other symbologies Less dense bar codes are more readable This means that Interleaved 2 of 5 bar codes are frequently the symbology of choice for numeric data If your student ID numbers are longer and you will be printing student ID bar codes using BarMaster you may want to use this symbology Hint For best results when printing bar codes always set your printer to print the very best quality it can print Different printers have different choices but here is one way to do it Click Start on your Desktop Taskbar Go to Settings Printers Right click on your printer and choose Properties Go to the Setup Tab and set Print Quality to Best You can print BarMaster labels on label sheets or plain paper You can eve
364. ur reports have printed look them over to make sure everything is correct Is the total amount of money received correct Have you forgotten to enter anything If everything looks good click Yes to proceed Note that the default here is No meaning Tracks will NOT proceed with the update if you mistakenly hit the Enter key You have to tell the program to go ahead F Closeout process gt This process will update your closeout lll transter ws el current sales transactions to the permanent history files Are You gure you want bo proceed d You are given a last opportunity to verify that Tracks is about to update your permanent history files Click No to stop the Closeout process You can always do it later if you have a problem Click Yes to proceed Tracks User Manual Page 8 4 What happens when you update your Closeout e Each detail line of every receipt is marked with a Closeout Date today e If you have Automatic Export to Accounting turned on Tracks will create an export file to be used by your accounting program e f you are integrated with SchoolBooks the Closeout process can also create adjustments for NSF checks and invoices for student refunds What happens if you are not in balance Tracks will print the Closeout Summary Report and the Sales by Receipt Report You have a chance to review the reports before you complete and update the Closeout Ideally the Total Amount for Posted Detail shoul
365. urse not e Youcan go into Item Maintenance and put the CORRECT GL Account number on Yearbook e Now when you print the Sales by Receipt Report again the correct GL Account will show on all the Yearbook transactions e And if you Re Export to Accounting the program will write out to the TREXPORT file with the correct GL Account for Yearbook Where is it Go to the Management Menu Special Functions Utilities and select Re Export to Accounting Using the Screen L T Re export information to TREXPORT Play School High School L Closeout Number 00112 03 29 05 568 78 Page 12 3 Tracks User Guide Choose the Closeout you want to Re Export Closeouts are displayed in reverse order with the most recent ones on the top of the list Tracks will display this message Are you sure you want to re export the closeout information to Accounting The default is NO You must select YES for the program to continue d Re export to TIREXPORT A Are you sure you want to re export the closeout information to Accounting CA ITA IMPORTANT When you re export you will now have TWO or more copies of this closeout data in your TREXPORT file You have to be smart enough to only create ONE bank deposit hopefully from the one with the most correct data That means this Tracks doesn t keep track of how many times you send data over to TREXPORT It doesn t write over the data that was there before it adds new records to the file So when y
366. ustments when you do a Closeout Where is it In Tracks go to the Management Menu Customize School Settings and complete the options on the Integration Tab Page 15 3 Tracks User Guide Retumed Checks Retumed Check Item Number NSFCHE La NSFCHE JENTER CHECK Returned Check Fee Item Number MSFCHEFEE MSF CHECK FEE Actual Bank Charge 3 00 Authorized By Mame for Adjustment Returned Check Item Number Enter the Item number you use for returned checks When Tracks sees this Item on the Work Screen the program will automatically create an adjustment for SchoolBooks Returned Check Fee Item Number Enter the Item number you use for returned check fees When Tracks sees this Item on the Work Screen the program will automatically create an adjustment for SchoolBooks Actual Bank Charge Enter the amount your bank charges you for bounced checks Tracks will use this as the amount of the adjustment in SchoolBooks Note this is NOT the amount you charge the student Tracks will charge the student for the Price on the Item in Item Maintenance When Tracks sees this Item on the Work Screen the program will automatically create an adjustment for SchoolBooks Authorized By Name for Adjustment Enter the name to be entered in the Authorized By field of the adjustment in SchoolBooks When Tracks creates the adjustments above the program will use this name in the Authorized By field Creation of Invoices in SchoolBooks Student Refund
367. uts by making entries on this screen rather than having to change every single label layouts Tracks User Manual Page 16 10 Skew right column down If your printer doesn t feed straight this setting allows you to move the printing on the right side of the page Enter the amount to skew down in inches Page 16 11 Tracks User Guide Chapter 17 FundRaiser FundRaiser Maintenance What is a Fundraiser A fundraiser event is any single event or promotion that students use to raise money for clubs or for any other purpose A fundraiser may be a month long candy sales promotion or a car wash on an afternoon When you use the FundRaiser module in Tracks you should go through the procedure of estimating your revenue getting the event approved and printing a Revenue Potential form for every single fundraising event that occurs it does not matter how big or how small whether it lasts 10 minutes or 2 months You will be able to track who owes money for which fundraiser which student sold the most candy and how much money each and every fundraiser generated What does FundRaiser Maintenance do FundRaiser Maintenance is where you enter all the information about each fundraiser you hold Where is it Go to the Modules menu FundRaiser and select FundRaiser Maintenance Using the Screen This is the Database Management Tab a h n x T FundRaiser Maintenance Play School High School E E led Fundraiser Mo CAND YFALL d Descripti
368. w Cash Account For your bank accounts certificates of deposit petty cash account D Due to Student Body For your general student body fund account equity One only Expense Account For expenses zeroed out at end of year L Income Account For income zeroedoutatendofyear S Liability Current O jOtherAsset______ Forother assets like student store inventory Tracks User Manual Page 4 10 S Student Bod For class accounts like class of 2005 not closed out at end of year T Trust Account For club accounts athletic accounts not closed out at end of year The rest of the fields are grayed out and will only have information in them if you have imported the GL Accounts from SchoolBooks To Cash Account If you deposit all funds into one main cash account leave this field blank If the field is blank Tracks assumes the total amount of money collected on the Closeout Report will be deposited to one bank account If on the other hand you make multiple deposits to different cash accounts you can specify a Cash Account for this specific account here In the example above Tracks knows that monies received for Latino Club will be deposited to Account 1005 00 00 The Sales by Receipt Report will display a GL Account breakdown by Cash Account with subtotals Page 4 11 Tracks User Guide Chapter 5 Customers People amp Organizations Customer Maintenance is where you will enter and edit information about your Cu
369. w BarMaster positions the cursor in the box on the lower left side of the screen As you type BarMaster will display the characters you enter at the bottom of the left window and move the cursor to the closest record that matches HOW TO DELETE AN EXISTING JOB Enter the name for the job as if you were going to edit it Click the Delete button on the bottom of the screen BarMaster will delete this job BarMaster Label Layout What does it do The BarMaster Label Layout screen is where you can define how you want your bar code labels or mailing labels to look BarMaster allows you to enter label formats for printing bar codes on plain paper or actual labels You must set up the correct label layout for each type of label you want to print BarMaster comes with several labels layouts pre defined Where is it Go to the Modules menu BarMaster Management and select Label Layout Using the Screen T BarMaster Label Layout Play School High School Label Number DD 2 Import Label from Another School Description BLUE BEAR 36 UP LABELS FOR CUSTOMERS Rowe of Labels Vertical Repeat Columns of Labels Horizontal Repeat Label Height Top Margin Label Width Lett Margin D ha o se en o allan Source File Point Size Lett Data To Print Font Bar Code g2 er Margin lt lt LASTNAME gt gt lt lt FIRSTNAM CUSTHO gt gt System BC C39 3 to 1 Medium MM lt CUSTNO gt gt System i a DI OJ o
370. w to set this up for your school please call Blue Bear Support Create District Upload Files If you check this box Tracks will create a data file containing all the transactions in each Closeout that can be uploaded to your district District Department Enter the district department number for the export file School Code Enter the school code for this school so the district system will know where the data comes from Path for File Enter the complete path for the export file Deposit Handling You can choose if you want your deposits to all go to one account to separate accounts based on payment type which you can then determine below or to separate accounts based on GL account which is set up in GL Account Maintenance Deposit Handing Method for Handing Deposits Split nto Deposits according to Payment Type Separate Deps Deposit Credit Cards to Separate Account Acct 11233 a Deposit Checks to Separate Account Acet 1233 a o Deposit Cash to Separate Account Acct 11233 3 C A common example of this is where all of your money goes to the same account but the cash and checks go together and your credit card transactions should be a separate deposit If this is the case you would want to set up this section as you see below Tracks User Manual Page 3 12 School Settings Other Settings Tab What does it do The Other Settings Tab holds address information about your school your GL Account Mask and other informat
371. whole lot of real estate available for adding buttons Where is it This button is located on the bottom right side of your desktop in Manage Buttons Select the desired management option and then click Proceed Add Delete Buttons This will take you to the Desktop Button Maintenance screen Move Buttons This will allow you to rearrange the Buttons on your Desktop O Reset Positions This will reset your Buttons to their original positions O Use Defaults This will reset your Buttons to the default configuration O Save Defaults This will save your Button configuation as default O Export Settings This will export your Button configuration to a file Import Settings This will import your Button configuation to a file ENDE Add Delete Buttons This will take you to the Desktop Button Maintenance screen shown above where you can add or delete buttons define colors for button background and text and set the desktop color for each school you use Move Buttons This will allow you to rearrange the Buttons on your Desktop Choosing this option allows you to move the buttons around Reset Positions This will reset your Buttons to their original positions The program will move the Buttons back to ground zero and let you start over placing them on the Desktop Use Defaults This will reset your Buttons to the default configuration If you have Buttons set up under User Susie and now a new User Bet
372. wish In the example above my school is ZPLAY The program has put a Z in front of the code and added an 01 at the end The Z will cause this school to sort at the bottom of the School Lookup list F T Copying files SEENEN Congratulations ou have successtully saved your prior year data Once Tracks has created the new school ZZPLAY01 you should go to that school in School Maintenance and change the name to something like PY PlaySchool High School 2004 2005 E T School Maintenance SchoolCode ZZPLO405 0 Mame PY Play School High School 2004 2005 PathtoData C PROGRAM FILESSBLUEBEARSSBLUEBEARSTROATASZZPLOA0S ZPLAY 402405 We also recommend that you change the desktop color for this prior year school to a DIFFERENT color from your regular school This will help warn and remind you that you are looking at prior year data You may want to make it RED Page 11 9 Tracks User Guide Desktop Color For This School edo ACCESSING YOUR PRIOR YEAR DATA You can change to your prior year data school at any time Go to the Daily Menu and choose Change School Choose the school you want from the list Master Audit Report What does it do Every sales transaction in Tracks is marked with a date time stamp when the sale actually happened as well as the User Code of the person making the transaction The Master Audit Report allows you to view transactions by User by transaction date or by
373. xtra receipt with no price Qty On Hand Prompt GL GL Account 2005 00 00 DISTRICT CLEARING ACC E C a a a SS _ A Include in Physical Court E Lategory SALLY PLAY 10 09705 Tracks User Manual Page 6 20 Hour Track Item Example VOLLIB See the screen below Tracks uses items with this Item Type for tracking hours spent doing something We have checked Customer Required because we always want to know who the charge belongs to We have not entered a GL Account because will never be an amount associated with this item it will always be quantity only T Item Maintenance Play School High School en Mo VOLL Q Type Description Volunteer Hours Library Last Activity 1 Main Z Levels 3 Addtional A Prompt GL D GL Account standard Hours Price Cost Grade Limits bastos Department Prompt ty Grouping Quantity Limit Reorder Level Checks OF with No Cust O Normal Stock Print extra receipt with no price Qty On Hand JULI W Include in Physical Court D Lategory SALLY PLAY 1003405 Standard Hours Enter the standard number of hours for this item In the example above we have entered 2 hours because we require that volunteers work for two hours during each volunteer stint in the library Tracks will default the Quantity Sold on the Work Screen to this number at the time of sale you can override this number if you wish Page 6 21 Tracks User Guid
374. yment window choose 6 Credit to Account and click the Payments Button to apply a payment now r T Total Amount How Paid Receipt Total 45 00 500 6 Credit to account v 45 00 On the payments screen highlight the item being returned and the associated credit The net total payment will be zero Tracks User Manual Page 13 2 T Payments Information 13228 Susan Sanders ltem Mo Description L int Due Amount Paying 0001114 0402 05 YEARBOOK 0001115 04 02 05 YEARBOOK Total Amount Len Bore Y fs Dore Total Due Total Paying Hit lt F9 gt to complete the transaction Note There is no effect to CASH in your drawer for this transaction You should end up with 2 receipts one for a negative 45 as a Credit on Account and another for zero dollars Cash Page 13 3 Tracks User Guide Chapter 14 How to Guide This is the How To Guide or Frequently Asked Questions chapter In this section we include many of the common questions asked by Tracks users and at least one solution for how to deal with the challenge How to apply a credit against a balance due Bring up the Customer on the Work Screen Type P for Payment In the Payment window select both the credit amount and the items to be credited against They should offset each other leaving a balance due of zero Press lt F9 gt to complete the transaction and print a receipt Even though you are not selling anyt
375. you enter a number here the report will only print those customers who have been sold the same amount or more hours Less than or equal to If you enter a number here the report will only print those customers who have been sold the same amount or less hours Remember settings Check this box to have Tracks remember the settings you chose Page 9 27 Tracks User Guide Hours Letters What does it do Once you have defined your letter in Form Letter Maintenance use Hours Letters to select Customers for printing regarding the number of hours that they have been sold Where is it Go to Reports Volunteer Hours Tracking and select Hours Letters Using the Screen T Hours Form Letter Printing Play School High School Form Letter Code la Print only for grade ALL sl Print Order Last Name v Include clubs Type Club Include blank class Grade Select by Last Name e Selection All Starting Ending Customer Name A TILE III A ReceiptDate mama 06 13 05 For greater or equal to 0 Less than or equal to 999999 SALLY ZPLAY 06 13 05 Form Letter Code Enter the code of the form letter you want to print Print only for grade Leave the choice at the default ALL unless you want to limit the selection for a specific grade or class If you do want to limit your selection to just one grade class make a selection using the drop down button Include clubs Check this box to print letters for Custom
376. you sell this Vehicle Type Item on the Work Screen Tracks will display a special window for you to enter the information about this vehicle Where is it Access this window only by selling your Vehicle Type Item on the Work Screen Using the Screen vehicle Customer Sanders Bill Permit No 1002 Year 2004 Lic Plate 2480123 Color Blue Make VW Insurance Progressive Model Jetta Driver Lic CA453444 Y K Jo Cancel 3 If you don t want to enter all the pertinent information at the time you make the sale or don t have time because you need to keep the line moving just enter the Permit and then click OK Tracks will save the vehicle record in the Vehicle Maintenance file and you can finish filling in the information later Vehicle Lookup What does it do To lookup a specific vehicle enter any part of the information you know about the vehicle The system will search for all records that match your selection criteria You can display this information on the screen print to a report or to a file If you see a blue car speeding out of the parking lot but cannot see the license plate number you can simply enter blue and Tracks will show you a list of all blue cars on file Where is it Go to the Customer Menu and select Vehicle Lookup Using the Screen Tracks User Manual Page 7 10 T Vehicle Lookup Play School High School Make gt Color BLUE Model Gr 345 Madison Mare MUSTANG BLUE SAT F AA Edw
377. your printer choice choose a Printer Type and click Print Test Your receipt printer should print something legible e Drawer Button Click this button to open your cash drawer e Scan Test Click this button to activate scanning here and then scan a couple bar codes The results of the scan should appear in the wndow above Click Blank Screen to clear the screen e Apply Bar Code Settings Click this box if you want to use the bar code settings specified on the Scanning Tab in Customize See POS Equipment Test in Chapter 2 for more information about this screen Appendix E NSF Check Handling Procedures There are two ways you can handle NSF returned checks depending upon how you think about returned items Do you assume that the student will make the check good and therefore he she should remain on the dance list for the time being Or do you assume that he s off the dance list right now no questions asked Or you may have a situation like one of the following e The check bounces before the event You return the item it s a Sweetheart Dance they don t get to go e The check bounces after the event You do not return the item it s a trip they already went on it This Appendix is divided into two sections e The first section explains the theory about how to handle NSF checks in Tracks e The second section explains how the Tracks SchoolBooks interface automatically creates adjustments in SchoolBooks Section 1 The Theo
378. your receipt printer from the printer drop down list Check that the port selected for your cash drawer is the SAME as the port selected for the receipt printer because the cash drawer is usually connected to the receipt printer Printer Ports Tracks uses the standard printers set up in Windows on your system You will be able to select which printer to use at the time you actually print a report just like other Windows programs But since we usually have both a regular printer and a receipt printer on most Tracks systems we tell the program where to find the receipt printer etc in this section You wouldn t want Tracks to stop every time before it prints a receipt and ask where to print it would you If Tracks is constantly prompting you to select a printer when you try to access a report it is because you do not have your default printers defined here Once you define your printers here Tracks will know where you normally want the reports to print and will stop pestering you Printers Browse to select the correct printer for each one of the options Windows knows which printer is connected to which port We suggest that receipt printers be connected to LPT2 or a USB port Hint Check Appendix D for information about how to define your receipt printer in Windows In addition to setting up a Generic Text Only printer you will need to specify a Custom Paper Size under Properties Slip Printer If you have a slip printer see screen below
379. ype SUNDRY Enter Post Pre Payments Use this option to access the Charges on Account window You can also use this feature to determine the exact items that constitute balance due amount when customer says No way don t owe any money You can also use this option when accepting a payment on account Type P Enter Reprint Last Receipt Use this option to print another copy of the last receipt printed Tracks automatically prints the word Copy on this and subsequent copies of this receipt just so everyone knows it is NOT the original receipt Type RP Enter Add a New Customer Use this option to add a new Customer to Tracks You can use this option to add a new Customer even if no permanent student number has been assigned You can move the Customer History for this temporary Customer to the permanent Customer number when it is assigned For more information about temporary Customer numbers see Customer Maintenance and check the index under Temporary Customers Type AC Enter Equipment Out Use this option to view all outstanding Equipment items issued to this Customer Tracks will only display items that have not been returned yet Type EO Enter Return All Equipment for Cust Use this option to automatically return all outstanding Equipment type items that have been issued to this Customer Tracks will create Return lines for all outstanding Equipment Type RA Enter Comment Line Use this option to enter
380. ys the Price from Item Maintenance for that Price Level Extended Price Extended Price is the Quantity sold times the Price Function Code Buttons with descriptions You can access the functions specified on each Function key by either pressing the key on your keyboard or by clicking the button once with your mouse The Function keys are designed to help you perform regular functions quickly F2 Menu Return to Main Menu F3 Item Lookup Search through item records and select items to be sold If you want to close this lookup screen after you ve selected an Item check Close Item Screen after Each Line on the Work Screen Tab in School Settings F4 Clear All Clears all information on the Work Screen and cancels a transaction BEFORE a receipt is printed A transaction may be cleared using lt F4 gt before a receipt is printed After a receipt has been printed you must do a return refund to correct any errors Tracks User Manual Page 7 2 F5 Delete line entry Deletes a sales line on the Work Screen Highlight the line to be deleted either by clicking on the line or by using your arrow keys to select it Press or click lt F5 gt and Tracks will delete the line F6 Edit entry Edits the description quantity or price of any item on the Work Screen Highlight the line to be edited either by clicking on the line or by using your arrow keys to select it Tracks will display the selected line on the Command line and allow

Tracks User Guide - School Software and Activity Accounting

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