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ProSchool User`s Guide - Auburn Electronics Group

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1. 8d The Banding section allows you to set the colors of the rows to suit your tastes Grid Display Occupied Times Banding herr Defaults Planner Banding Options jf Show Banding Colors Active Primary lnactve Primary Active Secondary Inactive Secondary _ ft Note the two different blue colors above Active Primary and Active Secondary and how they correspond to the colors in the screenshots of the Teachers Class Schedule window shown in the screenshot near the top of this page The lighter and darker gray colors selected above Inactive Primary and Inactive Secondary correspond with the inactive part of the Scheduler that is the section you defined in the Active Start Time and Active End Time as configured in the Grid Display panel of this window as explained on page 137 ProSchool The Next Generation of School and Class Management Software 139 Reviewin 8e The Item Defaults section allows you to adjust several parameters that affect the g appearance of the Teachers Class Schedule window Teacher and Class Schedules Grid Display Occupied Times Banding ltem Defaults Caption Style Time amp Text l shape Rectangle continued W Show Image Caption Image Shadow Color Option ck ss Background Font sf ProSchool The Next Generation of School and Class Management Software 140
2. 3 Daye Offered Required Gender Show Classes Sun Mon Tue Wed Inclusive C Male Coed f Any C Curent Thu Fi Sat Exclusive Female f Any i Future Classes matching selection I Load all recorde allows sorting while not grouped but can slow display Drag 4 column header here to group by that calum p E Code Name Type Max Curr Wait Days Free Level Mkup Location Tuition Teacher ACALS Sports Acto Lvl 5 ACRO 10 5 O TTh DADY 0 1 AL5 JAC ACRLE Sports Acroa Lylb ACRO 1 1 0 MTT 0 ADY 01 ALGE AC _ ACRL Sports Acra Lyl ACRO 10 8 OMTTh 0 ADY 01 ALY AC ACRLS9 Sports Acro L 8 2 ACAO 10 5 O AT WT hh 0 BEG 01 ALS AC _ ACRPRE Sports Acro Fre T ACAO 10 4 OTTh 0 ADY 01 APRE AC ALLSTAR All Star Cheer GIRLS TEAM 20 16 O TTh 0 ADY 01 5110 BS E CFAIPS3 GIRLS RED FRED a 7 OM 0 BEG 01 CE0 KK CFAIP445 GIRLS REL FED 16 14 OM 0 BEG 0 1 CE0 CYR a CFAIPESO GIRLS RED FED 1b Oh 0 BEG 01 CE0 EKER a LFAZPs3 GIRLS RED RED 16 12 OT 0 BEG 01 CBO mg 4 F lt Clear El Enrolled waiting e Makeup Free y OF x Cancel 4 Select the class to which you want to add the Student and click yf GK to do so ProSchool The Next Generation of School and Class Management Software 189 Enrolli ng 5a To show all Students who have been scheduled for a make up or free class session for the Students class currently shown in the Class List section click 23 to open the Make up amp
3. ProSchool Building ADDING FAMILIES TO YOUR SCHOOL S DATABASE Your ProSchool The final step in setting up ProSchool for your school is adding Families In ProSchool Data hase Families are parents or guardians of Students as well as the Students themselves Hint If you ve run previous versions of ProSchool please note that the term Clients has been replaced by the term Families Clients and Students combined Before you can build your Family and Student databases and begin class enrollment you must already have configured ProSchool codes and set up classes for your School If you have not proceed to the previous sections entitled Setting Up Basic Codes Configuring Tuition Codes and Discounts Creating Billing Categories and Setting Up Your School s Classes You are now ready to enter Families and Students in that order SS To bring up the Family Information window 1 Click Tasks the Tasks button on the left to reveal the task menu buttons Parent Information First Ml Last S ork Mother Harrold E Dyan or Dyan Father E C Angel Dyar Company Address 12 Honking Place Far Oaks CA a5628 Home BE 536 5487 Alt Cel l fi Work list 6 531 9632 Mor Emer list 6 531 3001 Dad Enrollment Information Enrolled Classes Alt Pay li 1 Class Code Name lt B16893 TODDLER Regular 2 3 2005 Email EE Referral DE
4. al4 M 130 00 ALS M 136 00 ELT 2nd class 0 00 ALE M 160 00 C Session aidclass 0 00 AL M 174 00 ALa M 198 00 C Weekly dth class 0 00 ALE M 245 00 C Hourly Sth class 0 00 APRE M 102 00 C120 M 84 00 By Student C150 M 90 00 Rate Code v CED M 56 00 coo M 66 00 H545 B 22 00 HS90 B 33 00 K235 M 25 00 K M 50 00 E50 M 50 00 KED M 56 00 NOM M 0 00 PODI M 84 00 FPOD2 M 120 00 S102 M 102 00 5110 M 110 00 5130 M 130 00 5184 M 184 00 View by Code Type 2 Add edit or delete Tuition codes by using the various icon buttons as described in the previous subsection entitled Class Type Codes 3 Enter a code up to four characters long in the Code field 4 Select Monthly Session or Weekly tuition in the Type box 5 Enter the following values in the Rates for similar classes section e 1st class tuition amount for a single class 2nd class TOTAL of tuitions of 1st class 2nd similar class e 3rd class TOTAL of tuitions of 1st class 2nd and 3rd similar classes 4th class TOTAL of tuitions of 1st class 2nd 3rd and 4th similar classes 5th class TOTAL of tuitions of 1st class 2nd 3rd 4th and 5th similar classes ProSchool The Next Generation of School and Class Management Software 94 ProSchool Configuring Tuition Codes and Discounts continued For example suppose you ch
5. Entering Charges in ProSchool continued 217 However if ProSchool generates only one charge as in the case of Student Heidi Nessenski it would appear as follows Charge Calculation Test Results Computed charges Scroll through the list of charges to venty the calculations P _ Client ID Print Results M 10003 Kevin amp Stacey Smithson 164 00 OO Pam amp Markus Nessenski Print Preview p 10004 Alice amp lzzy Satoma 575 00 l E 10012 Mark amp Becky Westover 4107 00 Print Labels 10015 Laura amp Richard Ferguson 204 00 H Breakdown of changes for the above selected charge Memo Department Class Code Tuition Heidi Nessensk GIRLS TEAM ALLSTAR 110 00 Breakdown of discounts for the above selected charge Memo Department Class Code Hint If you are new to ProSchool we suggest you take some time reviewing the results in the above Test Results window the first few times you use the Automatic Charges Perform Test Calculation feature These are test results NO actual charges have been billed to the customer nor will anything you do here affect the customer s actual account balance You can perform as many test calculations as you need until you get the billing configuration correct without worrying about affecting any billing for your customers To discard the test calculations without proceeding further click X or fa t return to the previous window 4 Cl
6. e Use the CCard printer for non CCard payments Updated by oT SUSER 07671999 6 30 40p SYSUSER 4 1 2005 11 03 43 Browsing Record 1 of 1 ProSchool The Next Generation of School and Class Management Software 42 ProSchool Configuring ProSchool to Your School continued 2 If you want ProSchool to round tuition charges to the nearest dollar amount when computing percentages 422 79 becomes 423 00 78 32 becomes 78 00 select the Round to nearest when using percentages check box Otherwise amounts will be calculated to the penny Here it is in greater detail Preferences Round to nearest when using percentages Age to begin showing years instead of months 2 1 33 Field to search on when searchin Sorby Name Shading Leve E 3 MotherFather name separator p aj M Print PostWet barcode on labels Print receipt after processing payments Jw Use the CCard printer for non CCard payments 3 For your youngest Students you can indicate the threshold age at which ProSchool shows their age in years instead of months by entering the correct value 1 2 or 3 years in the Age to begin showing years instead of months field shown above For example if you enter 2 ProSchool will always display a young Student s age using 1 through 23 for months then 2 3 4 for years and so on 4 When you initiate searches you can define which
7. Configuring Tuition Codes and Discounts continued 101 E CONFIGURING TUITION CODES FOR HOURLY axo BY STUDENT RATES Now that you have established the Hourly and By Student rate schedules you can add Tuition codes that use these rates ees ie To configure Hourly and By Student rate tuition codes 1 Click on the Tuitions tab to open the Tuitions panel DADO OOOO e Code Definitions Label Definitions Referrals Drop Reasons Cities Skill Levels Skill Status Skill Groups Class Types Class Levels Locations Tuitions Hourly By Student Rates Teachers Managers Biling Categories Departments Tuition Codes Code Type Similar Code H545 Rates for similar classes T eeen m ot PI l un Type fous Ald M 130 00 n r tdas 22 00 ALS M 136 00 a 2nd class 40 00 JALE x eu Session ard class 0 00 AL M 174 00 e ALB Mi 4158 00 O Weekly 4th class 0 00 ALE M 245 00 Hourly Bth class 0 00 APRE M 102 00 C120 M 484 00 f By Student CI50 M 90 00 Rate Code H545 CE0 M 56 00 C90 M 66 00 T5465 B HS90 B 33 00 K25 M 425 00 KAS hl 450 00 O K50 M 450 00 Fike M 56 00 NOM M 40 00 PODI M 84 00 POD2 M 120 00 5102 M 102 00 5110 M 110 00 5130 M 130 00 2 Add edit or delete Tuition codes by using the various icon buttons as described in the previous subsection entitled Class Type
8. If there is an error connecting to the PCCharge software the following message will appear Tranzaction Error If this happens try the process again however if this message persists it is likely an indication that your TCP IP settings are not correct and that you will need to reconfigure it as outlined in the earlier section entitled Setting Up ProSchool s Online Credit Card Processing which begins on page 44 ProSchool The Next Generation of School and Class Management Software Entering Payments In ProSchool continued 297 When authorization is complete the following confirmation window appears Transaction Approved a 1 Transaction Approved Click OK to acknowledge the confirmation and close the window 10d If you don t want to run this credit card transaction through for authorization at this time click Dont Authorize t apply payment to the Client s account and save the credit card information for processing at a later time The confirmation window appears Payment Entry 10e Click OK to confirm payment close the Payment Entry window and return to the main Account Ledger screen Note that this option processes the payment internally within ProSchool for the purposes of applying payment to this Client s account but that the actual transaction processing will still need to be done at a later time so that you will actually receive the funds for this transa
9. ProSchool The Next Generation of School and Class Management Software 357 ProSchool The Next Generation of School and Class Management Software 358 ProSchool Index A accounts and sub accounts for use with QuickBooks 126 account credits refunding overview and procedure 248 account ledger overview 209 add a student to a make up or free session 189 adding new students to your school s database 143 adding skills to a student s record 147 age range mis match when adding a student to a class 169 alignment of printer for printing labels 88 applying a credit toward a specific charge 247 applying payments understanding how ProSchool applies payments 250 attendance tool using 288 auto pays configuring 285 auto pays processing 286 automatic tuition charges overview and procedure 212 B backing up and restoring data overview 350 backing up data 350 banding selecting colors for resource planner 274 banding selecting colors for teacher class schedules 138 basic codes overview 69 batch enrollment changes making 184 billing based charges overview 225 billing based charges entering 225 billing based charges options individual charge acccount balance and adjusted account balance 226 billing based charges configuring criteria for 227 billing categories 112 by student rate codes and discounts 99 ProSchool The Next Generation of School and Class Management
10. continued 1 Click 3 To generate a report Reports Mi STARTING me REPORT BUILDING PROCESS ProSchool s report generating function is powerful yet easy to use Many of the 31 available reports are highly configurable as well for additional versatility to open the Print Reports window O Print Reports Available Reports Attendance Summary Class Roll Sheet Class Summary Drop Detail Drop Summary Enrollment History Missed Classes Summary Student Skills Waiting List Summary 5 23 Financial S E Other Account Charge Summary Account Payment Summary Aged Account Balance Category Summary Chent Statements Gross Income Summary Income by Category Income by Department Income Biling Summary Payment Receipts Log Sales Tax Summary Birthday Summary Client Activity Client Comments Client Summary Codes Summary Mailing Labels Referral Summary Student Summary S E PCCharge ga Print Fj Preview Batch Post Settle Batch Pre Settle Credit Card Detail Report Options Select enrollment criteria Date range for classe f All Classes C Specitic Choose All Select which types of classes to sho Start 03 01 2008 End 03 31 f2006 ey I Absent If Makeup Present Free Sort Set As Defaut All ProSchool classes are displayed on the left in the Available Reports section the folders are collapsible if you want to hide the report titl
11. current or future determined solely by whether or not the option is selected e functions relating to classes in general such as viewing enrollment lists enrolling Students putting Students on the waiting list and so on are exactly the same for future classes as for current classes e changing the current future status of a class is a change that must be saved by clicking just as with other changes you might make to a class e students enrolled in future classes are not billed for those classes ProSchool The Next Generation of School and Class Management Software 132 ProSchool Defining Your Curriculum continued Note Selections for the following fields will be based on the codes you configured for your School 7 In the Dept field click on the down arrow and select a department code 8 In the Disc Dept field select the same department you selected in step 7 above UNLESS you need to track the discounts offered for this class separately This is not a feature that ProSchool users typically use but it is there if you need it for accounting reasons 9 Use the drop down menus in the Location Level Manager and Tuition fields to make the appropriate choices 10 Enter the appropriate data in the Max Stu maximum Students Min Age and Max Age fields 11a In the Teachers box click ae to open the Select a Teacher menu pane Code Name L l ACL Sor Coaches Amanda Johnson B
12. C Doll fe FP t ollars ercentage nd TATE 4th 15 000 Sth 20 000 Sibling order is determined by Sort Order f Tuition Amount l f amp ecencdinna If the Apply discount per student check box is unselected as in the above illustration ProSchool will not apply cumulative discounts on a tiered basis five percent 10 percent 15 percent and so on Instead ProSchool will compute the multiple sibling discounts by using the total number of siblings and applying the same corresponding discount to the total family tuition charge regardless of each individual Students s tuition total For example if there are three siblings in a family ProSchool will apply the corresponding 10 percent discount to the total tuition charge if there are five siblings in a family ProSchool will apply the 20 percent discount to the total tuition charge based on the discount percentages shown in the above illustration This is the configuration you would use for example if you want discounts to be based solely on the number of siblings enrolled in classes but want the tuition discount applied to the tuition total as a lump sum ProSchool The Next Generation of School and Class Management Software 106 ProSchool Confi gu ri ng 5 To apply this discount to each sibling select the Apply discount per student option Tuition When you do the Sibling order is determined by section will become active ungray
13. If you had wanted to create late charges computed on a per Student basis such as 10 percent for each Student enrolled by a given Client the above section would be configured like this Category LATE FEE Taxable hd arana f sho Foo For hd arah bution EXAMPLE You discover that a flat 15 Special Events fee previously charged to each of your Clients was incorrectly charged at a lesser amount of 5 for some Clients In this example the undercharged Clients will be retroactively charged 10 00 the difference between the correct charge amount and what they had already been charged in other words ProSchool uses your criteria to determine which Clients were charged the incorrect amount and then enters new charges for the difference for those Clients As in example 2 above this function saves you the time and hassle of reviewing each Client record to see which were charged the correct amount and which were undercharged Here s how you would configure the Billing Based Charges window In the section Enter amount category and memo enter the following e Amount Enter 10 00 and select e Multiply by active students option unselect this as this charge is a per Client charge assessed regardless of the number of Students actively enrolled by a Client e Category select SPECIAL EVENTS assuming that is a valid charge category e Memo if you wish enter a message such as Correcting cha
14. Paid Ak Al 50 00 Cl i F F A And Using the above criteria ProSchool looks for March tuition charges that were charged between 2 1 05 and 3 15 05 and accesses a 5 late charge if a payment of at least 50 has not been made Hint When running late fee calculations for late charges it is important they be run on the day they are first considered late in our example the 15th not thereafter Here s why If your payments are due by the 15th but you run the calculations on the 18th any payments made on the 15th 16th 17th or even on the 18th prior to your calculations will not be considered late because they were applied at a point in time preceding your calcs In other words they were there when the calculations were initiated so ProSchool has no way of knowing they were late Hence no late charge is billed to the Client s account Remember that we configured the late fee in these above examples so that it would be multiplied by the number of Students enrolled by a Client The late charge can also be configured so that you could charge a flat late fee such as 25 regardless of the number of Students enrolled by a Client To do this you would configure the Billing Based Charges window a bit differently the main difference is that the Multiply by active students option would be left unselected Amount tngo f f Z Multiply by active students Category LATE FEE Taxable Memo Late fee for
15. or print an announcement such as We now carry the InFlight line of leotards in our store Come in and check it out The appropriateness of the message given that many people may not read their receipts is up to you but the feature is there if you would like to use it 5h Finally select the printer in the PCCharge configuration screen not in ProSchool which is found by navigating the following menus Setup Hardware Setup Printer Report Printer to open the following window Report Printer Setup Report Printer Configure Printer Cancel The next tab in the Configuration panel Security is a comprehensive issue though easy to set up so it is covered in its entirety in the next section ProSchool The Next Generation of School and Class Management Software Configuring ProSchool to Your School continued 53 ay SECURITY IN PROSCHOOL AN OVERVIEW ProSchool offers sophisticated and powerful security features that are completely customizable You can also choose not to enable the security functions in which case all users have access to Student Client class and accounting data including the ability to make changes to that data ProSchool s security options allow you to restrict or prohibit access to and modification of various types of data and allows you to do so with complete flexibility For example you can create custom security profiles such as these e the manager coul
16. z The for a single character and for multiple characters wildcard characters are used when you only know part of a word For example if you were searching for a name with a spelling you were unsure of such as Lahttenskaya entering La would return all names beginning with La regardless of how the remainder of the name was spelled The Compare to field technically known as the operand is the piece of data to which ProSchool will apply the test you define using the Field s and Comparison s The Compare to value can be a number such as an amount name date or other piece of information Comparisons work on alphabetical characters as well as numerals For example if you wanted to search the Student database for all Students whose last name started with Ja Jaanmar Jaeger James etc and further limit the search to those Students who lived in Sacramento you would enter the following choices and data into the first two tiers Field Comparison Compare To Students Last_Mar Like az And Clients City Equal to Sacramento 1 ee ee The operator Like tells the search engine to begin the search with any name that is alphabetically like operand Ja specified in Compare to Note that the wildcard character is tacked onto the end of Ja This tells ProSchool to return any name beginning with Ja regardless of the rest of the name s s
17. 3 Indicate the gender of Students to be included in the report by selecting Male Female or Both in the section Select a gender 4 In the Active Status section select one of these three e Active if you want to include birthday listings only for active Students in the report e Inactive if you want the report to include birthday listings only for inactive Students e Both the default if you want the report to show birthdays for all Students 5 In the Select enrollment criteria section you can configure enrollment criteria to filter your report s results if you don t wish to filter report results based on class enrollment criteria skip to the next step To select a specific class or subset of classes for use in determining which Students appear on the report select Specific then select Choose to open the Search for a Class window where you can select a class 6 To sort the report results to a greater degree of specificity click Sort to open the Report Sorting Options window Select the appropriate criteria and click OK to return to the Print Reports window or click Cancel to return and discard any changes made to the sort criteria whether new or modified 7 If you have changed the settings for this report and wish to save them as the default report configuration click Set As Default button 8 Click Print Prewiew to preview the report on your screen before sending it to the printer OR 9 Click
18. Billing Summary The recommended way to post payments in ProSchool is to print the Payment Receipts Log report After this report is printed ProSchool automatically asks if you want to post payments The report gives you an opportunity to review payments received prior to posting so it s a good practice Ca To post payments using the Payment Receipts Log report 1 Print out the Payment Receipts Log report as described in the ProSchool Reports section which follows Note that you can print a preview report if you want to review payments on screen that are waiting to be posted but do not need a hard copy of the report After the report is generated either printed or on screen the following confirmation dialog appears Fost Payments a 7 Do you want to post payments now 2 Click Yes to post payments When payments complete posting this message will appear if you have enabled PCCharge Fost Payments Te If you click Yes to perform credit card settlement ProSchool connects to your merchant services provider via PCCharge and initiates the settlement process ProSchool The Next Generation of School and Class Management Software 264 ProSchool Posting Payments In ProSchool continued After ProSchool successfully performs the credit card settlement process the following message appears a Pile ES a E 5 Credit card settlement successtul If however ProSchool
19. New lto open the New Resource Field window Mew Resource Field Hew Resource Field O Enter a caption for the field and select a type Field Caption take preference Field Width fioo lin piels Date Check 6e Enter the name of your first field in the Field Caption field ProSchool The Next Generation of School and Class Management Software 278 ProSchool Using ProSchool s Resource Planner continued 6f In the Field Width section specify the width of the field in pixels if you re not sure just leave it at the default value you can always change it later 6g In the Field Type section specify whether this field will be textual information a date or a check box 6h Click af OK when you re done to return to the Resource Fields window 6i Repeat the following steps for gift requests food deposit and kids to attend When you complete these the Resource Fields window will look something like this Resource Fields Define Custom Resource Fields Enter a name for the resource group and select an icon Git Requests Text Field Cake Text Field Food Text Field Depozit Test Field kids to attend Text Field If you want to change the order in which these field titles appear in this window you can do so by first selecting the field title then clicking 4 or to move it up or down When your fields are complete click _ w DK to save th
20. Print to print the report without previewing it ProSchool The Next Generation of School and Class Management Software Generating Reports In ProSchool continued 337 S OTHER CLIENT ACTIVITY e Generates lists of inactive only or active only Clients since a specified date This report is a useful database maintenance tool because it allows you to ferret out old records from your school s database for reactivation or deletion For example you may wish to phone or mail a follow up notice to Clients who have not shown any activity on their accounts for the last six months Or you may wish to delete Client records for those Clients who have not had any activity on their accounts for the last 12 months 1 In the Available Reports section select Other Client Activity Available Reports Report Options Hf Classes ae EO Frac Crecente Po Bs Other ans Birthday Summary Client Activity o gt Treen ene Glens oo C Act O edhe en EB Client Comments Cade G waive CBoh Client Summary rE Codes Summary Delete Clients Matching This Criteria Mailing Labels Referal Summary Student Summary EB PLCharge Print Labels Set s Default 2 To include only inactive Clients in your report select Show clients with no activity since and enter a date OR To include only active Clients in your report select Show clients with activity since and enter a date 3 In the Active Sta
21. e second by class level in ascending order beginning to advanced e third by maximum number of Student enrollment per class in descending order largest to smallest class size ProSchool The Next Generation of School and Class Management Software 304 ProSchool Generating Reports In ProSchool continued The configuration based on the above criteria would look like this Sort B Mame f Ascending C Descending Cir Then B Level z f Ascending C Descending Cir Then B Max Students C Ascending f Descending Cir Based on the above criteria the roll sheets for those classes would be sorted and would print in the following order Order 1 2 10 11 12 13 Actual Class Title Advanced Girl s Gymnastics Advanced Boy s Gymnastics Olympic Prep Boy s Competitive Boy s Gymnastics Introductory Gymnastics Coed Intermediate Boy s Gymnastics Olympic Prep Girl s Competitive Girl s Gymnastics Tumbling amp Coordination Intro to Competitive Gymnastics Intermediate Girl s Gymnastics Tumbling Toddlers Tumbling Toddlers Teacher Bubba Luigi Bubba Luigi Bubba Luigi Bubba Luigi Bubba Luigi Bubba Luigi Olga Slevetski Olga Slevetski Olga Slevetski Olga Slevetski Olga Slevetski Olga Slevetski Olga Slevetski Level ADVE Advanced Female ADVM Advanced Male ADVM Advanced Male ADVM Advanced Male BEG Begi
22. ete Aged Account Balance Category Summary Choose Select Class fw Print graphic borders f Active i Inactive Both Reprint from Choose Select balance option Client Statements i Print account charger payment activity G Grozs Income Summary Bae Income by Category aa Income by Department V Print statements for email clients z IncomeBiling Summary Feriod f Any C Curent 31 60 61 90 91 120 121 Payment Receipts Log F 000 ic f zj 0 00 in Sake ees ai Balance f Any f Specific gt h Other Category f Any Specific 12345679901 23458789 HE PCCharge Dates e Any C Specific Start 03 01 2006 03731 2006 Select a memo to be printed at the bottom of the statement ad Check Add Final bad check ae ia Inactive E Hew Rates Tee Print Labels Set As Default Process EMail Statements 2 In the Select what to print section select one of the following All Clients to print statements for all Clients e Select Client opens the Search for a Client window where you can specify a single Client for whom you can print a statement e Select Class opens the Search for a Class window where you can specify a single class or subset of classes and print statements only for those Clients with Students enrolled in that class or subset of classes e Reprint From allows you to reprint Client statements subject to the above paramet
23. you can click Y Pay All and ProSchool will enter all the payment amounts in full ProSchool The Next Generation of School and Class Management Software 254 ProSchool Enteri ng Here s the key Regardless of the payment type you utilize the cumulative total sum of all p t amounts entered in the Amounts to Pay column must not be greater than the amount shown ayments in the Amount Owed column If it is greater ProSchool will indicate this In P roSc hool Date Memo Check Number Amount T endered paze A SEIN Select which id ch t f Paal Q Pay None continued elect which unpaid charges to pay Amount to Pay Charge Date Category Memo Amount Owed 03701 2006 MAR TUITION 165 00 03 02 2006 BIRTHDAY PARTIES MH atharie 50 00 03703 2006 PRO SHOP leotard 41 00 Total 256 00 276 00 OVERPAID Please adjust amounts to pay 20 00 mi m mi F m SRE r E Eaa When you correct the problem the error message in red will disappear If the Client wants to pay an amount in excess of the cumulative total of the amounts entered into the Amount to Pay column ProSchool considers the excess payment as an account credit For example using the account shown above let s say the Client wishes to pay off all charges plus an additional 100 that is over and above the total due in anticipation of future charges The window would then look like this Date Memo Check Number Amount Tender
24. 108 Creating Department Codes 110 Creating Billing Categories 112 Configuring QuickBooks and ProSchool for Seamless Integration 114 Understanding How QuickBooks Interfaces With ProSchool 114 Configuring ProSchool To Integrate With QuickBooks 115 Defining Your Curriculum 130 Setting Up Your School s Classes 130 ProSchool The Next Generation of School and Class Management Software Contents continued Reviewing Teacher and Class Schedules 134 Reviewing Teacher Class Schedules 134 Building Your ProSchool Database 140 Adding Families To Your School s Database 140 Modifying Existing Families In Your ProSchool Database 149 Using ProSchool s Client Comments Utility 151 Customizing Table Layouts in ProSchool Screens 155 Enrolling Students and Making Enrollment Changes 163 Enrolling Students From the Family Information Screen 163 Enrolling Students From the Class Information Window 170 Enrollment Changes Adds Drops and Transfers Overview 172 Making Enrollment Changes 173 Using Utilities To Make Class Batch Enrollment Changes 184 Scheduling Make up and Free Classes 188 Using ProSchool s Context Sensitive Search Function 193 Conducting Client and Student Searches in ProSchool 193 Conducting Class Searches in ProSchool 197 Using ProSchool s Enrol
25. 172 00 172 00 Bis drar f2004 May TUITION Automatic tuition charge for May 1 72 00 172 00 317 2006 MAR TUITION 165 00 0 00 ee BIRTHDAY PARTIES Nathaniel 50 00 0 00 5 5 2008 PRO SHOP feta SAT OO SLO Updated by BONO a6 2006 9 59 14a Payments Show ft All Payments c Payments on Charge Check 174 00 172 00 172 00 172 00 OBO j 172 00 keat SYSUSER 5 6 2004 5 24 31p Updated by SYSUSER 5 6 2004 5 24 31p In addition any overdue charges that were not paid in full or at all during previous billing periods would also appear in the Charges section though there are none in our example At a glance you know the specifics and total amount owed by the Client for all charges current or overdue Once the Client is informed of the amount owing via billing or in person at your school office they would decide the amount they wish to pay In ProSchool several payment options are available which of those you offer your Clients is entirely up to you We suggest you review the various options carefully to decide which will best suit your school s needs After the Client decides how much they wish to pay the payment details are entered Then the charges attached to the payment are selected Finally ProSchool records those charges as paid ProSchool The Next Generation of School and Class Management Software 202 ProSchool Entering Payments in ProSchool continued I ENTE
26. 2 The class RTESP6 is already Full i ah Do you want to add Alexandra Felix to the waiting list instead Click Yes to add the Student to the waiting list and return to the Enrolled Classes window OR Click No to add the Student to the class anyway You will proceed through the Class Enrollment window then back to the Enrolled Classes window OR Click Cancel to abandon the add process entirely and return to the Enrolled Classes window ProSchool The Next Generation of School and Class Management Software ProSchool 170 Enrolling Students and Making Enrollment Changes continued S ENROLLING STUDENTS FROM THE CLASS INFORMATION WINDOW ProSchool conveniently allows you to enroll Students from the Class Information window as well The process is essentially the reverse of that described in the previous section here you first find and select the class you want then add the Student CS To enroll Students from the Class Information window 1 Click Tasks the Tasks button on the left to reveal the task menu buttons the Classes menu button to open the Class Information panel 3 Select the class you want to enroll a Student in 4 Click to open the Search For A Student window Search For a Student Search by Last Name 7 Search for j Fewer ere Debra Huse p Tricia Huss E Courtney wiliam Hutchins Hi Hutchinson p Samantha Hutton El Hay
27. Drive By The Outside Sign Parent Option Statements Balance 0 00 i Print Email None Account Credit 0 00 Adi Balance 0 00 Client ID 17862 Last Payment Date 3 19 2005 Mailing list entry Last Payment Amt 115 00 7 Ry a E G 3 Click the Add Record button to clear the entry fields for a new Family entry ProSchool The Next Generation of School and Class Management Software Building Your ProSchool Database 141 4 Enter the appropriate name address and contact information in the various fields on the left side of the panel The field lengths are First Names 20 Middle Initials 1 Last Names 20 Company 30 Address 1 30 Address 2 30 City 20 State standard two letter abbreviation and Zip 10 ZIP 4 Note that the City field utilizes the City codes your set up earlier If you enter the name of a city that ProSchool doesn t have saved in its cities database and then click on another field to continue the Add New City window opens dd New City Contin addition of new city P 7 City Acampo State Zip Ze o You would then enter the state and zip codes in their respective fields and click Yes to save this city and its related state and zip code to ProSchool s cities database After a city is added to the database along with its state and zip code you can access the database by clicking on the down arrow at the right of the city
28. Free Class and Schedule window Making 17 Make up amp Free Class Schedule Enrollment Make up and Free Class Schedule for ACRLS Sports Acro L l 5 P f Changes E Class Date Code Student Marne Sex Age Home Phone Class Code Class Name Start Time continued In the above example no Students have yet been scheduled for a make up or free class session for this class ACRL5 Sports Acro Lvl 5 The first two buttons at the bottom of this window will allow us to do so as follows the third we ll get to in a moment add a Student to a make up session of this class i e you are scheduling them to attend a future regularly scheduled session of this class for the purpose of making up a previous session of this class or similar class that they missed add a Student to a free session of this class i e you are allowing a Student to attend a class without charge as way of letting them try out the class or other reason 5b To schedule any Student in your school for a make up or free class session for this class as above click on either of the above buttons to open the Search for a Student window Search For a Student Search by Last Name a Search for Haley Hilton Hutton Hilton Hilton lce lce lkernota zl x Cancel ProSchool The Next Generation of School and Class Management Software 190 ProSchool Enrolling Students and Making Enrollment Change
29. Max Curr Wait Days Free Level Mkup Location Tuition Teacher Manager Start Tir _ ACRPRE Sports Acro Pre T ACRO 10 4 OTTh 0 ADV O14 APRE AC ACP 4 00 PM ALLSTAR All Star Cheer GIRLS TEAM 20 16 O TTh 0 ADY 01 5110 BS CHF a0 PM g CFAIPS3 GIRLS RED RED o 7 OM 0 BEG O14 CE0 EK CGF 3 30 PM CFAIP445 GIRLS RED RED 16 14 OM 0 BEG 01 CE0 CEW CGF 4 45 PM p CFA1TF630 GIRLS RED RED 1E E OM 0 BEG 0 Ceo KKK CGF CESS RED OS C60 CFA2F63 GIRLS RED RED 16 10 OT 0 BEG 01 Ceo E CFASP4 GIRLS RED RED 16a Ow 0 BEG 01 Ceo a CFASPS1S GIRLS RED RED 16 15 OW 0 BEG O14 CeO E CFAJ3F63 GIRLS RED RED 16 13 OW 0 BEG 0 Ceo a CFA4Ps3 GIRLS RED RED 16 14 OTh 0 BEG 01 CeO ALR CGF 3 30 PM FAMPR RIALS Ren RFM 15M oth n REG nd ran Alk CGP FaN PR 4 Be Clear Ej Enrolled cael Wi alting a3 Makeup Free 2 Select a class either by using the search functions or by double clicking on a class To select a contiguous block of classes click on the first class then hold down the Shift key and click on the last class Your first and last class and all classes in between the two will be selected To select individual classes that are not contiguous hold down the Ctrl key while clicking on your desired classes After you make your selection the Information window opens to confirm your intentions and as shown in the previous section allows you to select exactly how the Students will be dropped Information C Both Lists O waiting List
30. NSF CHECK 1421 NSF CHECK Aten Brh 1300 TUITION 1370 OPEN Gy M PARENTS NIGHT OUT 1400 SPECIAL EVENTS 1404 PARENTS NIGHT OUT TEN 1460 REFUND REFUND BOUTIQUE 1460 BOUTIQUE 1461 REFUND BOUTIQUE gi RETURNED CHECKS 1422 RETURNED CHECKS H SALES TAK 1430 SALES TAx LA SAVINGS BOOK 1450 SAVINGS BOOK SPECIAL EVENTS 1400 SPECIAL EVENTS TUITION 1300 TUITION USAG FEES 5 Double check your selections above to make sure they re linked to the correct QuickBooks account Congratulations ProSchool has been fully configured for QuickBooks integration You will find that the time you have invested in doing so will pay of handsomely The procedure of processing payments and deposits which is the step which transfers this information to QuickBooks is described in a later section entitled Processing Deposits and Transactions on page 265 ProSchool The Next Generation of School and Class Management Software 130 ProSchool Defining Your Curriculum Mi SETTING UP YOUR SCHOOL S CLASSES Now that you have configured ProSchool s various codes you are ready to add and configure your classes This is the final step in building a solid foundation for your School after classes have been configured you will be ready to build your Family and Student databases PFT OOO O Class Information Class Details Utilities Code kB46A53 Future Class 7 tane KINDER karen Kreskinski Dept KIND
31. Note that both windows function identically and are identical in appearance except for the window titles This window gives you a calendar based view of which classes can accommodate free and make up Students and how many Students can be accommodated in each class session Note that the class that is selected by default is the one you originally had selected in the Class List area of the Class Information view you started in However this window gives you the flexibility to assign the selected Student a free and or make up class session for any class in your School provided there is room i e the specific session isn t full ProSchool The Next Generation of School and Class Management Software Enrolling Students and Making Enrollment Changes continued 191 5e Click on the free or make up class session you want to add the Student to then click y OK to add them The Make up amp Free Class Schedule window will again appear but now it displays the Student you ve just scheduled a free or make up session for 27 Make up amp Free Class Schedule Make up and Free Class Schedule for ACRL5 Sports Acro Lvl 5 a f Glass Date Code Student Name 158x Age Home Phone Class Code Class Name Start Time Durati r 142006 Free Clase Hayley Hylton 11 S16 722 0349 JACAL Sports Acro Lvl 5 5 00 PM 115 p M Show only upcoming classes 5f If you want to remove a Student from a scheduled free
32. ProSchool The Next Generation of School and Class Management Software 186 ProSchool Enrolling Students and Making Enrollment Changes continued 3 Click yf OK lto open the Reason for dropping class window Reason For dropping class Choose a drop reason and enter any comments P Taking a break Drop Reason Comments al kal AA Don t Create Drop Record 4 Select your drop reason as explained in a previous section and click yf OK to complete the batch drop process and record the selected drop reason for each of the Students dropped from this class or Don t Create Drop Record to complete the batch drop without recording a drop reason for the dropped Students ie To SET future class flags 1 Click the Utilities pull down menu and click on Set Future Class Flags to open the search for a Class window as shown previously 2 Select a class as described in the preceding section then click w OK to flag the class as a future class Flagged classes are highlighted in yellow wherever a class listing is shown this is how it would appear in the Class Information window Class List E Code Mas Cur Wait Free Mkup F CFA1P33 5 7 D oO O CFAIP AS 16 14 0 0 o 17 CFA2P33 16 OF 0 0 D CFAZPE3 16 10 O0 O D 17 o o D 16 15 OF O D 16 13 OF 0 D 16 i4 o0 D 0 EE oo o 0 16 1 O0 O D ProSchool The Next Generation of Sch
33. Se i ANI al tes EMail Setup Sahn indent Uns From EMail ras res Ss y i ae From Marne FO I m Uul h a p H Tahia j s i TT j Hips Errep SMTP Server mail techniqueaym com upon z ate i My SMTP server requires authentication User ID Fassword a kiri hE T ns Bi m TECHNIQUE e Occasionally a series of instructions brings you to a fork in the road Your choices are presented to you like this To complete the process of entering billing based charges that are based on previous charges go directly to step 11 To configure new billing based charges based on a Client s account balance continue to step 9 e When a step uses a function or specific window that was covered in a previous section of the manual the nugget graphic appears with the specific reference A directory tree metaphor is used to indicate the section and subsection The Search for a Class window was explained previously in e Using ProSchool s Context sensitive Search Function I CONDUCTING SIMPLE SEARCHES IN PROSCHOOL e When a step uses a function or specific window that was covered earlier in the same section it is referenced in the text stream parenthetically italicized here for emphasis If you want to sort report results to a greater degree of specificity click Sort to open the Report Sorting Options window The configuration of this window is discussed earlier
34. Tuition codes that way for monthly session and weekly classes This will give you a feel for how the Tuition Setup section works 2 Next if you are going to bill your Families on an hourly or by Student basis configure the Hourly By Student Rate codes You must configure these codes before setting up the Hourly and By Student tuition schedules 3 Finish configuring your Hourly By Student Rate tuitions by returning to the Tuition section and setting up the Tuition fees for Hourly and By Student categories 4 If you want to offer additional global discounts set them up under the Volume Discounts menu selection Note that the following section Setting up Tuition Codes for Your School is arranged in the same order as points 1 4 above ProSchool The Next Generation of School and Class Management Software 93 Configuring MONTHLY WEEKLY axp SESSION TUITION CODES ano DISCOUNTS Tuition Codes and 1 Click on the Tuitions tab to open the Tuitions panel Discounts To create a Tuition code O O Q af Code Definitions Departments Label Definitions Referrals Drop Reasons Cities Skill Levels Skill Status Skill Groups Class Types Class Levels Locations Tuitions Hourly By Student Rates Teachers Managers Biling Categories Tuition Codes Code Type Similar Code Jato Type Rates for similar classes Istclass 215 00 215 00
35. You can resize each column to eliminate excess width thus compacting them to display as many columns as possible ProSchool The Next Generation of School and Class Management Software 156 ProSchool Build ng 2 The second way ProSchool allows you to customize your columnar layouts is by actually y changing the column order For example let s say you don t like the Date Reg column our located between the Sex and Home Phone columns ProSchool Data base Enrollment Information Students Enrolled Hame f Age il ict Watts JEX I Date Reg Mes As a Phone Client ID faei J Alison kohne 002872004 E av ia 2003 916 64 3788 Cel 10814 1100 Eloomf seantinicd A Marsa Lee g 372972004 F 1 26 2004 530 BTE 7616 Cell 11503 2279 Summ p Sara Carrillo 11 9729 2004 Fo 1729 19958 916 638 34 Cell 10049 10831 Dun E Savannah Dunn q2 11 4 2004 F 1078 2002 530 676 0659 Cell 10623 3194 Wesh and would like to move it to the left and locate it between the Age and Start Date columns Simply click on the column s heading and drag it to the left The green arrows will guide you so you know exactly where you ll land the column Enrollment Information Students Enrolled Hame f Age PE of Fs L ai aad Sex Home Phone Phone Client IO Address Allison Kohne 10i 0 26rg004 2003 F 516 984 3788 Cell 10814 100 Eloomf E Marsa Lee a 9 25 2004 1 26 2004 F 530 676 7616 Cell 11503 9 22
36. all or based on specific drop reason codes As with the Drop Detail report provides useful stats for periodic review of how many and why Students drop Option e drop reason codes to exclude any specific e Enrollment History Generates a report of enrollment snapshots within a specified date range based on specific criteria Options e total enrollment all category types or specific category Class Type Level Tuition Location Teacher or Manager e within category types by code as previously configured by you e Missed Classes Summary Lists Students who have missed classes Options e select class or subset of classes e number of missed classes 1 4 e set and as of date e Student Skills Generates a list of Students and their respective skills based on multiple criteria Options e skill level any or a selectable subset e selectable by Student s any or a selectable subset e selectable by class all or a selectable subset e show hidden skills e Waiting List Summary Lists Students that are currently on waiting lists for current or future classes Option e include Students from all classes with waiting lists or specific classes page break between groups ProSchool The Next Generation of School and Class Management Software 298 ProSchool Generati ng The Financial category includes the following reports Reports e Account Charge Summary B
37. as appropriate ProSchool processes the payment and confirms it Fayment Entry 9b To take credit card and ATM debit card payments if you are not PCCharge enabled click the F4 Credit Card or F5 ATM Debit buttons as appropriate The confirmation above will appear If you are PCCharge enabled to accept credit card and ATM debit card payments continue to step 10 otherwise proceed to step 12 ProSchool The Next Generation of School and Class Management Software 256 ProSchool Entering Payments In ProSchool continued 10a If the Client is paying with a credit card not an ATM debit card click the F4 Credit Card button to open the Process Credit Card window Process Credit Card pa Authorize Swipe Credit Card Now or enter card information manually and then click Authorize sae Click to use stored card information Use On File y Don t Authorize Cancel Expiration Click to abort Security Code Credit Card Number Click to save without processing electronically i 10b Swipe the credit card in your reader to initiate the authorization process OR E Enter the credit card info in the appropriate fields and then click Authorize to initiate the authorization process manually 10c during authorization the following message appears a Process Credit Card Processing credit card Please wait Connected to 127 0 0 1
38. field to open the city menu Address 4266 Mustic Way CA 95220 list 6 501 5732 Home Work Emer Alt Pap E ra ail m 5 Enter the phone numbers as appropriate in the Home Work Emer and Alt Pay fields standard 10 digit phone number for each Note that the fifth unnamed phone number field is selectable by type Cell Fax Pager or Work and features a drop down menu for selecting from among those four choices In addition notice the additional data entry fields immediately to the right of the Work Emer and Alt Pay phone fields You can enter any relevant information in these fields whether specific to the phone numbers or general contact info these three data entry fields are benign and have no effect on any other data fields 6 Enter the Family s e mail address in the Email field 40 character limit As a convenience you can e mail the Family directly from this window by clicking I the e mail icon to open a pre addressed compose e mail window via your computer s e mail client Outlook Express Outlook Eudora Mozilla Thunderbird etc This does not use ProSchool s built in e mail feature it makes use of your existing e mail client Note ProSchool s built in e mail features are configured in the section entitled Configuring ProSchool To Your School on page 38 and the email utility is described in detail in the section entitled Using ProSchool s Email Utility on
39. flexibility is there if you need it For example if your school only has one regular recurring charge such as monthly tuition you may wish to use ProSchool s automatic charge facility for that charge alone The bottom line Using the automatic charge facility on a regular basis even for just a single charge category can save you a significant amount of time especially if you have a large Student database E gt To enter automatic tuition charges in ProSchool 1 In the main menu bar click the Billing pull down menu Select Charge Entry Automatic The Automatic Charges window opens Automatic Charges Select which types of charge methods to perform P pm Charge Date 03 U3 2006 E Enable duplicate charge prevention Charge Methods amp Billing Categories Duplicate Charge Date Rang Session Weekly 0373172006 Mena Hourly Automatic tuition charge By Student 3 Select enrollment criteria for M S Ww types if All Classes All nf Start Perform Test Calculation M Apply any account credit ta new charges Status Choose Specific 2 Determine the appropriate charge method for the charge you want to batch Monthly Session Weekly Hourly or By Student Select it in the Charge Methods amp Billing Categories section ProSchool The Next Generation of School and Class Management Software Entering Charges in ProSchool conti
40. of instruction would be billed at 95 hour second rate tier resulting in a total charge of 190 2 to 3 hours 121 to 180 minutes of instruction would be billed at 90 hour third rate tier resulting in a total charge of 270 e 3 to 4 hours 181 to 240 minutes of instruction would be billed at 85 hour fourth rate tier resulting in a total charge of 340 e 4 to 5 hours 241 to 300 minutes of instruction would cost 80 hour fifth rate tier resulting in a total charge of 400 e 5 hours 301 to 9 999 minutes of instruction would be billed at 75 hour sixth rate tier resulting in a total charge of 450 ProSchool The Next Generation of School and Class Management Software 95 96 ProSchool Configuring Tuition Codes and Discounts continued Note that the last sixth rate tier displays an artificially high value of 9 999 in the Less than or equal field This value is intentionally well in excess of the number of class hours a Student would realistically take for this reason it allows ProSchool to capture any Students taking more than 5 class hours because in the above example we don t wish to discount our rates any further In reality there will be many situations when you may utilize far fewer rate tiers such as only two or three On the other hand while our example uses only six rate tiers you can configure a rate code with up to 30 tiers the first through 10th in the Page
41. processing is enabled receipts for credit card and debit card payments will always be printed 9 If PCCharge credit card processing is enabled and you would like receipts for non credit card payments printed on the same credit card receipt printer check the Use the CCard printer for non CCard payments check box shown above 10 If the bulk of your Clients share commonalities for example most of them are from the same city or town such as Sacramento the example shown below or share the same area code etc you can save keystrokes by defining defaults for the City State Zip and Area Code fields shown above For the Alt Phone field select the type of phone you want this field s label to default to on the Client input window Cell Fax Pager or Work Defaults City Sacramento Area Code 916 State EA Zip Alt Phone Cel Remember You do not have to input data in every field only in the fields that you wish For example let s say your Clients come from a wide geographical area encompassing multiple cities or towns and share only a common state and area code In this case you would only want to enter your state and area code leaving the other fields blank Then when inputting in the Client window those fields would display your state and area code the other input fields would remain blank until you input them For Clients to whom the defaults do not apply simply overwrite the default data with t
42. search criterion You can select from 40 field types and the By Value and By Range options are contextual so they will change to suit the field type chosen 3a To search based on an alphanumeric value letters numbers or both click the By Value tab and enter the alphanumeric value in the Field Value field ProSchool The Next Generation of School and Class Management Software 199 USI ng 3b In the Search Type section choose how tightly you want to filter the results ProSchool s Search Type Context Exact Match Sensitive Partial Match at Beginning E S earc h Partial Match Anywhere Functions e The Exact Match option would match the value exactly the value Jones would return the result Jones exactly e The Partial Match at Beginning option would match the value partially at the beginning continued the value Jo would return Johnson Jones Joplin etc e The Partial Match Anywhere option would match the value partially anywhere in the string the value es would return Essinger Lourdes Nessman etc 3c Click the Case Sensitive check box if you want to activate the case sensitive filter to force search results to match the upper lower case attributes of the field value exactly M Case Sensitive This can be useful for example if you are searching for a Class name but only remember the first two letters such as As By activatin
43. t already Click Setup located in the top of the vertical menu button bar on the left of the screen This will reveal the various setup menu buttons ProScnool Technique Gymnastics Ine HUM BONZO Monday August 8 2005 8 01 25 pm 4 ProSchool s splash screen as shown above will always appear the first time you open the program ProSchool The Next Generation of School and Class Management Software 36 ProSchool Configuring ProSchool to Your School continued 2 Click on the Configure menu button to open the Configuration panel Configure 9 Configuration General Preferences Credit Cards Security EMail Setup From EMail diohnstone freeflytegym com Fram Name Daryl Johnstone SMTP Server mail freeflytegym com SMTP Pot 25 default 25 My SMTP server requires authentication School Information School Name FreeFipte Gymnastics Ine Address AO2 W Folsom Blvd Flancho Cordova Ea 95742 6224 Phone jist 653 6945 Fax fie 653 4557 Tax Rate Ta Department Code F 50 SALES TAX User ID Password Custom Flags 1 2007 Team shirt ordered He 2007 USGA fees paid School Logo M Scale logo to size Browse Logo Size 313 153 SYSUSER 8 6 1999 8 30 40p Updated by SYSUSER 942006 8 53 00 E diting Record 1 of 1 Hint Note the information given at the bottom of the window At a glance you can see e who or
44. 0M 0 BEG 01 TBO ES TUF E RTBIPS Beg MON 6 12 TUMBLING o 4 OM 0 BEG 01 TEO TM TUF F RTE1F53 Beginning MON TUMBLING J e OM 0 BEG 01 T60 ES TUF o RTE1F6 Beginning MON TUMBLING 5 7 OM 0 BEG 01 T60 MZ TUF E RTE1F63 Beginning MON TUMBLING J e OM 0 BEG 01 TBO TRA TUF BATRIPOS Renmninn MOR TUMRUN o nba nN REI nd TAN THS TIIS 4 Or perhaps you want a listing of all tumbling classes offered on Wednesday In this case select Wednesday and Exclusive in the Days Offered section The Classes matching selection section will display all tumbling classes that meet only on Wednesday Code Type Name Location Level Teacher Manager Tutor gt TUMBLING 3l Daye Offered Required Gender Show Classes M Sun Mon Tue W Wed Inclusive Male Coed i Any Current E e een Thu Fri f Sat Classes matching selection W Load all records allows sorting while not grouped but can slow display Drag a column header here to group by that column El a Code Name Type Max Curr Wait Days Free Level Mkup Location Tuition Teacher Ma RTA3PS Advanced WED TUMBLING 10 8 Dpi 0 AD O 1 T60 JES TU j ATASP YS Adults only WED TUMBLING 10 3 Ow 0 ADY O 1 T0 ES TUI a ATBSP33 Beginning WED TUMBLING o D Ow 0 BEG 01 TBO WS TUI a ATB3P4 Beg WED 6 12 TUMBLING o 5 Ow 0 BEG 01 TBO Mz TUI a ATB3P5 Beginning WED TUMBLING o Ow 0 BEG O01 T0 TRA TUI K ATBSP53 Beg WED 6 121 TUMBLING o 5 Ow 0 BEG 01 T
45. 1 tab section the 11th through 20th in the Page 2 tab section and the 21st through 30th in the Page 3 section This can be useful for example if you want a sliding tuition schedule across a large class population As with other aspects of ProSchool there is plenty of flexibility to accommodate any rate schedule you wish to implement i To create Hourly rate codes 1 Click on the Hourly By Student Rates tab to open the Hourly By Student Rates panel shown on the previous page 2 Add edit or delete Hourly Rate codes by using the various icon buttons as described in the previous subsection entitled Class Type Codes 3 Enter a code up to four characters long in the Code field 4 Enter a description of the code up to 30 characters long in the Desc field 5 Enter the appropriate values in the More than Less than or equal and Rate fields For the rate scheme described on the previous page the values would be as follows 0 60 100 00 60 120 190 00 120 180 2 0 00 180 240 340 00 240 300 400 00 300 9999 450 00 and so on up to a maximum of 30 rate levels When building a rate structure as such as this be sure you configure it beyond the maximum possible number of hours any Student could take This prevents a situation in which excess hours are not billed to the Client In the example shown above we leveled out the rate structure after six hours of instruction This assumes that no Student would take more than six
46. 10 11 12 13 14 15 w FB v e EB o a 2a zl 4 5 8 7 2 23 g a er ES am Today is Tue Sep 19 2006 15 F b i E Oh cr een a Resources 45 a z E The key features of this tool are the calendar in the upper left corner the Resource Groups and Resources sections below the calendar and the daily planner that occupies the bulk of the window Note too that the banding consists of shades of gray prior to 8 00 a m and shades of blue thereafter This can all be modified to suit your tastes which we ll do in the following steps ProSchool The Next Generation of School and Class Management Software 271 Us Ng 3 Click to open the Planner Options window ProSchool s Resource Planner Options Planner Planner Options Using the options below customize the appearance of the planner continued land Display Occupied Times Banding Item Defaults ltem Grid Display Options Display Start Time 1200 00 AM Display End Time 11 45 00 PM Active Start Time 8 00 00AM Active End Time 5 00 00 PM 44 Time Interval Size 20 in pixels Time Interva C 5min C Emin C 10min f 15min C 30 min C 60 min J Show ltem Hints Scale Planner to Fit windon J Print Planner in Color Note the four tabbed sections entitled Grid Display Occupied Times Banding and Item Defaults Each of these sections allows you to customize and configu
47. 18 2 193 66 ay Print Check Detail E Process Deposit Take a moment to familiarize yourself with this page s key sections subtotals itemized checks panel Cash Check Summary Transaction Summary fields and total deposit amount etc 5 Enter miscellaneous cash adjustments you have if any into the Miscellaneous Cash Adjustments section by clicking J for every entry You ll note that the QuickBooks Account drop down menu accesses the account titles directly from QuickBooks Select the appropriate account and the amount or B to delete an entry ProSchool The Next Generation of School and Class Management Software 267 268 ProSchool Processi ng Here s an example of a cash advance for an employee for 200 Deposits and U UU LESU UUJ 254 UU U UU 1 Transactions Miscellaneous Cash Adjustments A A Cash Check Summary T JauURt Fa Cash 292 79 T 50 00 1510 Employee Advances 200 00 Cash Refunds 50 00 E 28 00 e aiei 4 wie ae Capitol City Bank Bank i 25 00 50 00 i Accounts Recenable Accountshecenvable 141 25 Undeposited Funds i OtherCurrentAsset 1 25 00 1 Employee Advances Otherlurrent amp sset 1 m on Payroll Liabilities OtherCurrentLiability aM oa Sales Tas Payable OtherCurentLiability 075 23 Retained E arming Equity Opening Bal Equity Equity TUITION Income Income Income Income Income 6 Choose the actual date o
48. 3 Remember to click to save your entry when you are done ProSchool The Next Generation of School and Class Management Software Setting DROP REASON CODES Up Basic Codes Drop Reason codes give you a concise and discrete means of tagging all Students dropped from your school continued Code Definitions Clase Types Class Levels Locations Tuitions Hourly By Student Rates Teachers Managers Biling Categories Departments Label Definitions Reterrals Drop Reasons Cities Skill Levels Skill Status Skill Groups Drop Reason Codes Description Too far to drive SSS Sas Too many classes Taking a break Class closing Going to 4 competitor Drop Don t Invite Back Financial reasons Medical reasons Moved out of area No Showa Pay Mot satisfied Other sport Scheduling Conflict Unknown Vacation Transter class OO OOOO OO OOOO SOOO O OOO OOOO OOO 2 Add edit or delete Drop Reason codes by using the various icon buttons as described in the previous subsection entitled Class Type Codes Note that the Code field accepts codes of up to four characters in length and the Description field accepts descriptions of up to 30 characters long 3 You can specify which code you would like ProSchool to assign by default to a dropped student Check the box in the Default column for the code you would like ProSchool to use as a default Drop Code 4 For transferred students
49. BOYS TEAM lncome _ BOYS TEAM CHEER TEAM Income _ CAMPS CHEER TUMELE REC Income CHEER TEAM GIRLS REC Income _ CHEER TUMBLE REC S GIRLS TEAM Income FACILITY RENTAL Pe ya y i ncome seer lia 1370 OPEN GYM Income GIFT CERTIFICATE 1400 SPECIAL EVENTS Income GIRLS REC GIRLS TEAM _ HOME SCHOOL _ KINDERGYM LATE FEE MEMBERSHIP NSF CHECK OPEN Gh Merge this department JACRO REC a into this department ACRO REC z Lip Merge Note the two columns ProSchool s Code column is on the left listing all department codes you ve set up the QuickBooks Account column is on the right this column will only appear if you have selected the Enable QuickBooks Integration check box described in the previous section 4 Use the drop down menu in the QuickBooks Account column as shown above for each department code which will link it to the corresponding QuickBooks account or subaccount Hint If you just came from QuickBooks and set up these codes while the Codes Definitions window was open the new accounts you set up in QuickBooks will not display on this pull down menu It simply needs to be refreshed Click on another button in the vertical button bar on the left such as Labels or Configure then click again on the Codes button and Yes when the dialogue box asks it it s OK to connect with QuickBooks The new accounts will now appear in the drop down menu ProSchool The Next Generation of School and Class Ma
50. By Se 7 Se ADD DELETE EDIT mms RESET auser auser auser auser auser s password ProSchool The Next Generation of School and Class Management Software 56 ProSchool Confi gu ri ng Hint ProSchool features context sensitive rollover help so if you forget what a button does just rest your cursor over the button to reveal its purpose ProSchool Your ETAETA School k Entered by sysur Click to edit a user 0 40p lindaa kae l CECCO AH NNR 14 09 49 continued 2 Click 2 the Add New User button to open the Add New User dialog window Add New User Enter the information about this user and click OF P Username Po 8 chars man Real Hame Po Password PO Verity Password Po x Cancel 3 Enter the appropriate information in the User name and Real Name fields for example SCOTT and Scott Miyaki Note that the Username does not have to be the same as the person s first or last name so handles or screen names are OK i e username RINGKING for employee Scott Miyaki Also note that the user name will always be in caps no lower case 4 Enter the password and reenter it in the Password and Verify Password fields Note that passwords ARE case sensitive 5 Double check your entries for accuracy then click OK when done That user s name will now appear in the Users list Or click Cancel to abandon the changes ProSchool The Next
51. Codes 3 Enter a code up to four characters long in the Code field 4 Select Hourly or By Student in the Type field as appropriate Note that either choice grays out the subtitles and field values in the Rates for similar classes section thus preventing entry with either of these tuition Type selections a Rate Code must be used 5 Select a Rate Code from the Tuition Codes menu 6 Remember to click to save your code when you are done ProSchool The Next Generation of School and Class Management Software ProSchool 102 Configuring Tuition Codes and Discounts continued My VOLUME DISCOUNTS The Volume Discounts option allows you to configure global tuition discounts using four different criteria The Multi Class option configures tuition discounts for multiple classes of any type similar or not based on monthly session or weekly tuitions The Siblings option configures tuition discounts for multiple Students enrolled by a single Client regardless of the classes in which they are enrolled i LA f To configure Volume Discounts using Monthly Weekly or Session options 1 Click Setup located in the top of the vertical menu button bar on the left of the screen the Discounts menu button to open the Volume Discounts panel The panel will always default to the Monthly option when it is opened Monthly Session Weekly Sibling Jf Enable
52. Date range for charges section 10 To sort the report results to a greater degree of specificity click Sort to open the Report Sorting Options window Select the appropriate criteria and click OK to return to the Print Reports window or click Cancel to return and discard any changes made to the sort criteria whether new or modified 11 If you have changed the settings for this report and wish to save them as the default report configuration click Set As Default button 12 To print labels for all names matching your report criteria click Print Labels The Print Labels window will open showing you the names which meet the criteria and giving you the option of using the Student s or parent s Client name on the label 13 Click Print Preview to preview the report on your screen before sending it to the printer OR 14 Click Print to print the report without previewing it ProSchool The Next Generation of School and Class Management Software 325 Generating FINANCIAL CLIENT STATEMENTS Reports In ProSchool 1 In the Available Reports section select Financial Client Statements e Generates Client statements according to your criteria Available Reports i Report Options i i E Classes Select what to print Select sorting method continued BG Financial f All Clients f Alphabetically oe Account Charge summary Select Client Choose f Zip Code Account Payment Summary
53. Delete current record same as clicking b CONTROL FHTER Save changes to current record same as clicking h ia i CONTROL BACKSPACE Cancel changes to current record same as clicking h In addition there are many ProSchool windows that allow you to browse through the records in ProSchools many datasets Students Families Classes etc using the following navigation buttons moves to the first record in the current dataset moves to the previous record in the current dataset moves to the next record in the current dataset moves to the last record in the current dataset ProSchool The Next Generation of School and Class Management Software Beginnings continued 33 ey PREPARING THE DATA YOU LL NEED TO CONFIGURE PROSCHOOL The best way to configure ProSchool to your school is to start with solid preparation Most of the information below is self evident the purpose of this section is to help you organize this information in the order in which you will input it into ProSchool The following list will guide you in gathering and organizing the necessary data e Name address phone numbers for your school and your local sales tax rate e Class types or subjects taught by your school tumbling dance etc e Class levels introductory beginning intermediate advanced pro etc e Class locations if in addition to your main location or multiple locations on one campus e T
54. Email Utility 290 Generating Reports in ProSchool 294 ProSchool Reports An Overview 294 ProSchool The Next Generation of School and Class Management Software ProSchool Contents continued A Compendium of ProSchool Reports 296 Customizing ProSchool Reports 302 Using the Sort Utility in ProSchool Reports 303 Using Filter Criteria in ProSchool Reports 305 Starting the Report Building Process 308 Classes Class Attendance Summary 309 Classes Class Roll Sheet 310 Classes Class Summary 312 Classes Drop Detail 313 Classes Drop Summary 314 Classes Enrollment History 315 Classes Missed Class Summary 316 Classes Student Skills 317 Classes Waiting List Summary 318 Financial Account Charge Summary 319 Financial Account Payment Summary 320 Financial Aged Account Balance 321 Financial Category Summary 323 Financial Client Statements 325 Financial Gross Income Summary 329 Financial Income By Category 330 Financial Income By Department 331 Financial Income Billing Summary 332 Financial Payment Receipts Log 333 Financial Sales Tax Summary 335 Other Birthday Summary 336 Other Client Activity 337 Other Client Comments 339 Other Client Summary 341 Other Codes Summary 343 Other Maili
55. GIRLS RED 2 6 2006 Th RED BEG Al L eJ Ei 23 E Note that the Student Emily Anne Abbot is selected in the Student Information section and the class in which she is currently enrolled CFA4P33 Girls Red Squad is highlighted in the Enrollment Information section If there is only one Student or class in its respective section ProSchool will automatically highlight it if there are multiple Students or multiple classes you can select the one you wish to change just click on it Now that you have a class selected focus on the row of buttons along the bottom edge of the Enrollment Information section enroll Student in the selected class explained in the previous section 8 drop un enroll a Student from the selected class ea edit Student s enrollment record for the selected class ea transfer Student from the selected class to another class ProSchool The Next Generation of School and Class Management Software 173 174 ProSchool Enrolling Students and Making Enrollment Changes continued The next two buttons toggle between two views both will never be active simultaneously i e it s either one view or the other This set of buttons does not initiate any action i e no enrollment changes are initiated it only determines what you ll see in the Enrollment Information section J ae view the waiting list for the selected class 4 E view enroll
56. Generation of School and Class Management Software 179 Enrolli ng 3 Click Yes to drop the selected Student from the class or No to cancel the drop If you click Students Yes the Reason for dropping class window opens d nd Reason for dropping class Maki ng Choose a drop reason and enter any comments O Enrollment C h a nges Drop Reason Taking 4 break Comments continued amp Don t Create Drop Record This window allows you to document the reasons for the drop and add comments if necessary Clicking on the Drop Reasons drop down menu reveals the drop codes you previously created while building your schools codes Reason For dropping class Choose a drop reason and enter any comments s Drop Reason 7 a T aking a break Reazon Description Too many classes Taking a break Class closing Going to a competitor Drop Don t Invite Back Financial reasons Medical reasons ProSchool The Next Generation of School and Class Management Software 176 ProSchool En rol ng 4 Click on the reason code that applies If none apply to the Student s situation you can create Students a new drop code by clicking to open the Add A New Drop Reason window a nd Add Mew Drop Reason Makin 3 Enter a new code and description P Enrollment Cha nges Code Description x Cancel 5 After adding a new drop code click wf Ok save it and close this window
57. Generation of School and Class Management Software Configuring ProSchool to Your School continued 5 CS To DELETE a ProSchool user 1 In the Users list click on the user you want to delete and click pe the Delete User button A confirmation dialogue will appear Click Yes to delete the user or No to abort the deletion and close the dialog box CS To EDIT a ProSchool user 1 In the Users list click on the user you want to edit and click the Edit User button The Edit User window will appear Edit User Enter the information about this user and click OF P Username Real Hame Scot Mak Password Verty Password x Cancel Note that this window allows you to change the Username and Real Name fields only not the password that s a different procedure shown below Make the desired changes then click OK to save the changes or Cancel to abandon the changes 8 chars man ProSchool The Next Generation of School and Class Management Software 58 ProSchool Configuring ProSchool to Your School continued CS To COPY an existing ProSchool user 1 In the Users list click on the user you want to copy and click 2 the Copy User button The Copy User window will appear Copy User Enter the information about this user and click OF P Username PO 8 chars man Real Hame Scott Miyaki Password Po VWerh
58. Income Summary P Income by Category Income by Department Set As Default oa Income Biling Summary i Payment Receipts Log sa Sales Tax Summary eH Other Ay PCCharge 1 to open the Search for a Client window and select the Client 3 In the Show payments since field enter the date you wish the report to begin with 4 In the Report Options section select Show charge detail if you want ProSchool to include the specific detail of any charges to which the payments in the report were applied Otherwise payments will appear without charge details 5 If you have changed the settings for this report and wish to save them as the default report configuration click Set As Default button 6 Click Print Preview to preview the report on your screen before sending it to the printer OR 7 Click Print to print the report without previewing it ProSchool The Next Generation of School and Class Management Software Generating Reports In ProSchool continued 321 I FINANCIAL AGED ACCOUNT BALANCE e Generates an aging schedule for all Client accounts based on specific criteria 1 In the Available Reports section select Financial Aged Account Balance Available Reports Report Options pu Classes Select which period for balance criteria i Any f 61 90 days C Current 0 30 days 91 120 days C 31 60 days 121 days BH Classes Aes Financial a Account Change Summary 2 ee A
59. Management Software Processing Deposits and Transactions continued All appropriate fields will populate with totals Process Deposits and Transactions Select a posting date from the drop down list and click Calculate a fa Select Posting Date 02 09 2005 a Calculate Deposit Date 09 25 2006 c Breakdown of Payments A Cash Check Credit Card ATM Debit House Acct Total KINDERGYM 162 50 100 00 95 00 357 50 LATE FEE 10 00 70 00 50 00 40 00 10 00 180 00 MEMBERSHIP 150 00 30 00 180 00 GIRLS TEAM 1 199 00 1 199 00 BOUTIQUE 2 00 30 00 38 95 20 00 90 95 SALES TAX 0 16 2 33 4 57 7 06 Totals 122 00 2 193 66 512 33 290 52 20 00 160 37 3 298 08 Po Breakdown of Refunds and Transfers Department Transfer Ref Cash Ref Check Ref Credit Ref Acct Total List of Checks Miscellaneous Cash Adjustments Cash Check Summary Transaction Summary Check 7 Amount QuickBooks Account Amount Gash 1e200 Transfers 0 00 1224 4214 00 Cash Refunds 0 00 Check Refunds 0 00 1340 256 16 Cash Adjusts 0 00 Acct 160 37 Acct Refunds House 0 00 20 00 122 00 Checks 2 193 66 Met Deposit 2 315 66 Credit ATH Summary CreditrAT M 802 85 Credit Refunds 0 00 Net Deposit 607 85 1412 55 00 Cash Net 1559 60 00 1330 60 00 2180 110 00 2603 50 00 ane 55 00 Checks
60. Reports window Note To stop the report building process at any time click f to close the Print Preview window and return to the Print Reports window ProSchool The Next Generation of School and Class Management Software 310 ProSchool Generating Reports In ProSchool continued Mi CLASSES CLASS ROLL SHEET e Generates class roll sheets based on multiple criteria 1 In the Available Reports section select Classes Class Roll Sheet Available Reports Report Options Choose Classes All Show attendance box for f Every day offered C Only this day C None Attendance date range o e From 03 01 2006 E To 03 31 2006 Sree nop etal _ Drop Summary Enrollment lines to prin T Enrollment History f Actual Upto class limit Specific lo Missed Classes Summary 5 Student Skills En Waiting List Summary Report Options l i Print students waiting Print account balance nias Financial h E Other Print make upfree class students Print student tuition code Af PCCharge Add extra space before waiting list Print student teacher code Sort students by teacher Print phone number Print rolls for only this teacher F Print only classes with roll changes since 03 29 2006 E Title to print at top of page Rol Sheet Set As Default Font size of student name E Bold name Sort 2 Click Choose Classes to open the Search for a C
61. Se Per dike Ee Label Mage EEE IF hi Fhe Tan vie e my DAA DA Lani erage U ft Pa I Font a at ep HE 6 Luebeh par piga E E mi 15 Debe Fao MarS OGRE JIRI dkh TIEI Akisi m Adee SIE tbar img Fibi iibi Chere HG AT ipse The menu on the left shows the various label definitions The center section allows you to set exact dimensional parameters dimensions pitch repeat margins how many labels print across and down the sheet etc The right section shows you how the printed sheet will appear ProSchool The Next Generation of School and Class Management Software 83 ProSchool Setti ng 2 Select a label definition in the ID Description section The label s ID code and specifications U will appear in the various fields in the center section Here is what they mean and how to p modify them to suit your purposes Basic Codes The Label ID and Description fields identify the currently selected label definition The Across field refers to how many labels wide your label sheet stock is e The Down field refers to how many labels tall your label sheet stock is e The Label Dimensions section contains the gross absolute outside dimensions of a continued single label The Label Pitch Repeat section specifies two dimensions that call out how much space the printer advances before printing a repeat impression of an adjacent label e Horizontal is the dimension from the left or rig
62. Student enrolled would be charged at the 36 hr rate total 114 If the scheme sounds familiar to the Hourly rate code scheme discussed in the previous section it should whether hours or students the quantities and rates are input in the very same window and the concept is essentially the same Here s a second example Let s say you want to use a Use All tuition rate scheme in which the By Student hourly rate levels out at 22 00 i e the By Student fee would never drop below 22 00 even if more than nine students were enrolled The input data would look like this Page 1 Page 2 Page 3 More than Less than or equal Rate 40 0 30 0 356 0 34 0 32 0 30 0 20 0 26 0 24 0 22 0 co 9995 dL EEEEEEEEEE PARRA ARAB ProSchool The Next Generation of School and Class Management Software 100 ProSchool Configuring Tuition Codes and Discounts continued C5 To create By Student rate codes 1 Click on the Hourly By Student Rates tab to open the Hourly By Student Rates panel shown on the previous page 2 Add edit or delete By Student codes by using the various icon buttons as described in the previous subsection entitled Class Type Codes 3 Enter a code up to four characters long in the Code field 4 Enter a description of the code up to 30 characters long in the Desc field 5 Select Use Last or Use All in the Matching Ranges section per
63. The Next Generation of School and Class Management Software 92 ProSchool Getting to Know ProSchool Tuitions and Discounts continued Mi PUTTING IT ALL TOGETHER Because of ProSchool s tremendous flexibility in establishing fee schedules the tuition configuration process can be confusing if not approached in a logical manner It is assumed that before you approach this area of the Program s configuration you have already planned out how you intend to bill your Families we strongly suggest you put ProSchool aside and sketch out a basic tuition scheme for your school The following questions are intended to assist you in that process e What do I like about my current tuition or rate scheme e What don t I like about it e Will Monthly Session and or Weekly tuitions work for my school e Do I want to offer similar class discounts e Do I want to implement Hourly or By Student tuitions e Do I want to offer discounts based on class hours taken e Do I want to offer discounts based on the number of Students enrolled by a single Family e Do I want to offer additional global discounts for multiple classes taken regardless of class type or level After you have answered the above questions you have a starting point for configuring your tuition codes To keep things easy we suggest the following approach 1 If you are going to use monthly session and or weekly tuitions start by configuring the
64. This Field to undo the configuration you previously created using the Group By This Field option which itself is grayed out while the configuration is active Note that when you first opened the pop up menu to cancel the class type configuration the Ungroup By This Field Expand All and Collapse All options were available as shown above 4 To expand all class types in the listing click on Expand All Classes matching selection I Load allrecords allows sorting while not grouped but can slow display Type f gl Code v Name Max Curr fait Days Free Level Mkup Location Tuition Teacher Manager Start Time Duration Type ACRO 4 ACRPRE SpotsAco PeT 10 a omn O ADV on __JAPRE aC ACP amp OUPM oe ARLES Spots Aero Le 10 _o TwTh oleeG ol Jacas jac ACP 500 PM 178 CAL Spats Aco lW7 10 e ofur oaov oi Jac aC ACP B00 PM_ 178 CALE SpotsAcro Lv 6 10 1 omr ofe o Jae Jac facr 500P 118 CALS Spots Aero L5 10 S ofn oaov oi als Jac acp p00 PM 5 Type BLUE CFCEAION GIRLS BLUE 10 9 OS ADV og C120 LL CGP 10 15 AM 115 oseas GIFLSSLUE o a o oaov oi cian RA cP 45 PM 18 E E E S L O ADV A E EE E Feasa GIRLS SLE io 7 ow oaov of cram ca cep 545pm 1 creases GIFLS Bue 10 a or oaov oi e120 ev cap 545 PM 118 crcaP33 GIRLS LUE 10 e or oew o1 cia v cep _ aa0PM 115 crcipss GIFLSeLuE 10 a oM oaov oi E20 aA cep _ aa0P
65. Time Duration Type oS This window was discussed in the previous section so it should look familiar At this point the procedure is exactly the same as described in the previous section starting with step 5d ProSchool The Next Generation of School and Class Management Software Using ProSchool s Context Sensitive Search Functions 193 E CONDUCTING CLIENT 4x2 STUDENT SEARCHES IN PROSCHOOL ProSchool s context sensitive search function offers you a quick easy and powerful way to search for Clients and Students in the Family Information window via the following buttons which are located on the window s button bar top left area opens the Search for a Client window where you can specify the search parameters Client ID number first or last name of mother father Student phone number etc EJ opens the Find a Client window where you can initiate a search based on name exact match partial match at the beginning or partial match anywhere a handy tool when you can t remember the exact name or correct spelling of the name you re searching for a finds the next result matching the criteria established in the Find a Client window this button is inactive i e grayed out when there is no current search being undertaken in the Find a Client window CS To conduct a search in the Family Information window using the Search For A Client button 1 To search by Client ID Client or Stu
66. a waiting list for a class 183 weekly tuition codes and discounts 93 ProSchool The Next Generation of School and Class Management Software 365 366 ProSchool ProSchool The Next Generation of School and Class Management Software
67. add a skill level i e beginner intermediate advanced or whatever skill codes you previously defined click rt to open the Select Skill Level window Introduction To Gymnastics Boys Level 3 Boys Level 1 Boys Level 2 Level 1 Funtastic Fours and Fives Funtastic Fours and Fives PLUS 14c Select the skill level you want to add for this Student and click wf OK to do so 14d To delete a skill level for this Student select it then click tg to do so A confirmation will appear el Confirmation Click Yes to delete the level ProSchool The Next Generation of School and Class Management Software 148 ProSchool Building Your ProSchool Database 14e To hide a specific skill click z and that skill will not be shown in the Student Skills window though the other skills will remain visible Student Skills Curent skills for Jessica Kaminski Level Group Description Stat Date LastDate EndDate Status Notes ig ig Show hidden skills 14f To show the hidden skills only while this window is currently open click the Show hidden skills check box The hidden skills will appear against an orange background to signify that they are still classified as hidden by ProSchool Student Skills Level Group Description Start Date LastDate EndDate Status Motes E Ed ig ig W Show hidden skills 14g To close the window click
68. adding editing and deleting codes are the same as presented above regardless of which code you are using ProSchool The Next Generation of School and Class Management Software 72 W ProSchool Setting Up Basic Codes continued Mi CLASS LEVEL CODES Class level codes include designations such as introductory INTR beginning BEG intermediate INTM advanced ADV or others such as LVL5 BOY2 etc f To configure class level codes for your school 1 From within the Code Definitions section click on the Class Levels tab to open the Class Levels panel OO O DAO OOO O e Code Definitions Departments Label Definitions Referala Drop Reasons Cities Skill Levels Skill Status Skill Groups Class Types Class Levels Locations Tuitiona Hourly By Student Fates Teachers Managers Biling Categories Class Levels Beginning Intermediate Fre Team Team 2 Add edit or delete Class Level codes by using the various icon buttons as described in the previous subsection entitled Class Type Codes Note that the Code field accepts codes of up to four characters in length and the Description field accepts descriptions of up to 30 characters long 3 Remember to click to save your entry when you are done ProSchool The Next Generation of School and Class Management Software 73 Setting Up Basic Codes continued E L
69. and Transactions Select a posting date from the drop down list and click Calculate P f Select Posting Date Calculate Deposit Date 09 25 2006 za Ss Breakdown of Payments Cash Check Credit Card ATM Debit House Acct Tota Totals 0 00 0 00 0 00 0 00 0 00 0 00 0 00 Po Breakdown of Refunds and Transfers Transfer Ref Cash Ref Check Ref Credit Ref Acct Tota Totals List of Checks Miscellaneous Cash Adjustments gt Cash Check Summary Check Amount Cash 0 00 Cash Refunds 0 00 Cash Adjusts 0 00 Cash Met 0 00 Checks Net Deposit Credit ATH Summary Credit AT M 0 00 Credit Refunds Net Deposit Transaction Summary Transfers 0 00 Check Refunds 0 00 Acch 0 00 Acct Refunds 0 00 House 0 00 QuickBooks Account cea Print Check Detail Checks 0 0 00 E Process Deposit 3 Use the Select Posting Date drop down menu upper left hand area to select the posting date you want to process Note All transactions and deposits posted on the posting date you select and only those i e none from other posting dates will be processed in the next step If you want to process transactions and deposits for two separate posting dates you will simply repeat this process for the second posting date 4 Click __ Calculate to initiate the calculation process ProSchool The Next Generation of School and Class
70. and teachers live in the same general area share the same telephone area code etc you can avoid redundant input of repetitive information Default values are optional and you may wish to leave any or all of them blank if your Students and teachers have varying addresses and or telephone area codes f To configure ProSchool to your preferences 1 Click the upper Preferences tab or use keyboard shortcut ALT P to switch to the Preferences panel Configuration General Preferences Credit Cards Security nunnsnnnusnnnnnnnnnunsnnnnnnnn n Defaults City Area Code S16 State Ea Zip Alt Phone Cel a QuickBooks Setup Preferences Round to nearest when using percentages Age to begin showing years instead of months a 1 3 Field to search on when searchin Sorby Mame a Shading Level e Maother F ather name separator p a f Print PostNet barcode on labels W Enable QuickBooks Integration QuickBooks Company File Browse C Program Files IntuthQuickBooks ProT echgym qbw Primary income account usually your checking account Lookup American River Checking Account for holding client credit amounts Lookup Client Credit on Acc Vendor for sales tax entries usually Your state taxing authority Lookup State Board Of Equalization Account to use for House payment types Lookup House Credit Print receipt after processing payments
71. being useful 9 Click Lookup lin the Vendor for sales tax entries section The ProSchool QuickBooks Vendor List window opens QuickBooks Vendor List Ajas Wholesale Sports Supply AllStar Sports Uniform Supply Alpha Awards amp Trophy Co Capitol Candy and Gum Smart amp Final Foods S State Board of Equalization ProSchool The Next Generation of School and Class Management Software 124 ProSchool Configuring QuickBooks and ProSchool for Seamless Integration continued Note that this list as with the previous QuickBooks Accounts List is populated by vendors that you configure in the QuickBooks Vendor Center i e this list is not built from within ProSchool The list above includes the California State Board of Equalization which is the taxing authority in California where FreeFlyte Gymnastics operates 10 Click Lookup lin the Account to use for House payment types section to open the now familiar ProSchool QuickBooks Accounts List window QuickBooks Account List Reimbursed Expenses m Sales Income Services Income Amortization Expense Expense 5 House Credit Automobile Expense Expense Bank Service Charges Expense Cash Discounts Expense Contributions Expense Depreciation Expense Expense Dues and Subscriptions Expense Equipment Rental Expense The account selected in this example is House Credit an account that was added ma
72. continue to step 10 10 To configure new billing based charges based on a Client s account balance the Choose Billing Category Options window would be configured differently than above We ll use the third example given at the beginning of this section EXAMPLE Your school has a policy requiring all Clients to pay their account balances off in full by December 28 so you can clear off your books and start a new fiscal year January 1st Any Clients who fail to pay their accounts down to zero are charged an account maintenance fee of 25 Here s how you would configure the Billing Based Charges window using the above scenario 11 In the Enter amount category and memo section enter the following e Amount Enter 25 00 and select e Multiply by active students option unselect this as this charge is a per Client charge assessed regardless of the number of Students actively enrolled by a Client e Category select ACC T MAINT FEE or other billing category name you have created e Memo if you wish enter a message such as nonzero acct balance after 12 28 In the section Choose billing category options the Category Start and End entry fields will appear grayed out inactive the remaining entry fields are completed as follows e select Account Balance e Field Balance is the only option available e Comparison gt as this new charge will based on
73. em Bene O j Gata Ole Peper Ferree a hae OF a iie ae ro ee F CEH as bmi 3 ee 13 ied painan iriuns sa Cruderds eai daa hi O O Hare im fib Ae Set Cte e Ha Pe er iii Cm Com Mm Coan Wa Fua Hip ee EEN Ee cal ee n Cho Pars th di d Te H TAPS VIG Ana F MOEH Oa E E epienra Pei I CRA Peo g no l 1 rao G IF Q i i Chae B i ti i ars comm io Ff a irm fe ig i j is B i i j DAPI cum 1 a Fours LEE i j ee ete Be te IE oO r CEFET ome Chae pe hb Ww g j i ETAk E oF i J Chaar am i i PPn a amp p l j Chairs j 1 HF 4 i i m iF r 4 g 1 MFI 77 oF l CPS Fi i El p FIAL g E ti i i 2 ee ee Se Cee 2 A E Ea iy 37 Sp By ie amp r al E ii H Note that all Students currently enrolled in the selected class appear in the Enrollment Information section If there is only one Student listed ProSchool automatically highlights them if there are multiple Students you can select the one you want by clicking on it After selecting the Student for whom you want to make enrollment changes the actions you undertake will be indicated by the buttons along the bottom of the Enrollment Information section This will mostly be familiar territory as most of these buttons were described in the previous section Here their actions here are exactly the same In addition to the familiar buttons there are four new ones For the sake of clarity we ll explain all the buttons again i
74. etc Though your e mail configuration will contain different information the following gives you a general idea of how this section might appear EMail Setup FromEMait diohnstone freeflytegym com From Name Daryl Johnstone SMTP Serer mail freeflytegym com SMTP Pott 25 default 25 User ID ifmanagerdi Password rere We recommend you write these settings down and keep them in a safe place in case you need to refer to them in the future ProSchool The Next Generation of School and Class Management Software Configuring ProSchool to Your School continued 39 I UNDERSTANDING AND CONFIGURING CUSTOM FLAGS Custom Flags known as Student flags in previous versions of ProSchool give you a way to track just about any custom piece of data you wish They are best used for global data i e data that relates to many or even all of your Students but that s up to you You can define up to four Custom flags we ll use three examples 1 If any of your Students are dropped off by a school bus you can use a Custom flag for a bus number and time of arrival 2 If your school had t shirts made for each Student you can set up a flag to track whether each Student received a shirt or not 3 You could use a flag to note whether or not an updated medical release had been received from the parent The above examples would appear as follows Custom Flags H1 bus H amwal time Hz frec d team
75. existing ProSchool user 58 Count Students utility 201 creating billing categories 112 creating department codes 110 creating labels 83 credit and ATM card payments processing 256 credit card payments 243 credit card processing setup 44 credit applying toward a specific charge 247 customizing reports 302 customizing table layouts in ProSchool screens 155 ProSchool The Next Generation of School and Class Management Software 359 360 ProSchool Index continued D data preparation for configuring ProSchool to your school 33 data backing up and restoring overview 350 data backing up 350 data grouping by a specific column heading 159 data restoring 354 date entry 31 date time setting 40 defining your school in ProSchool 35 deleting a ProSchool user 57 departments and billing categories overview 108 department codes creating 110 department codes linking with QuickBooks accounts 128 deposits and transactions processing 264 document conventions used in this manual 7 drop ALL students 181 drop ALL students from class or class waiting list using the batch method 185 drop codes 77 drop no pays processing 283 dropping a student 174 181 E edit an existing student 144 176 181 editing charges overview and procedure 241 editing client comments 153 electronic payment processing setup 45 email setup 38 email utility 290 enabling ProSchool s security features 54 enro
76. field ProSchool will default to which you can always change This saves you time by allowing you to define the field you use most often These are the options also shown above e Client ID e SortBy Name default value e Mother s Last Name e Mother s First Name e Father s Last Name e Father s First Name e Student s Last Name e Student s First Name e Client s Home Phone If you are new to ProSchool don t worry about this feature now It is set to default to SortBy Name which is one of the most popular searches initiated by ProSchool users As you grow more proficient with the Program you can change the default to better suit your searches Remember too that the field can always be changed for a given search which does not affect the default search setting You will find that the search function in ProSchool is as helpful as it is versatile If you remember only the first name of a Student or only the last four digits of their phone number you can easily zero in on the target of your search even with a database of hundreds of students 5 To adjust the shading level ProSchool uses in its various reports so that print output is optimized and ink usage is more efficient depending on your particular printer you can adjust the Shading Level to a value between zero and 50 by clicking and or holding down the small up or down arrows shown above As you do the Background graphic immediately to the right will in
77. field lengths are as follows Code 3 Name 30 Address 30 City 20 State standard two letter abbreviation Zip 10 ZIP 4 Home Phone and Alternate Phone standard 10 digit phone number for each 3 Remember to click to save your entry when you are done ProSchool The Next Generation of School and Class Management Software 75 76 ProSchool Setting I REFERRAL CODES ProSchool allows you to track referrals with simple codes This gives you an easy way to tell at a glance where your Students came from and how they found out about your school continued Code Definitions Class Types Class Levels Locations Tuitions Hourly By Student Fates Teachers Managers Biling Categories Departments Label Definitions Referrals Drop Reasons Cities Skill Levels Skill Status Skill Groups Referral Codes Birthday Party H DE Drive By The Outside Sign FT Field Trips ia MAG Magazine i MEET Gymnastics Meet FR Mow Movie Promotion OTE Other BusinessActrvity PRE Previous Customer returning as REF Referal From Curent previous Cust WEB Web Site Fi VEL Yellow Pages Sacramental 2 Add edit or delete Referral codes by using the various icon buttons as described in the previous subsection entitled Class Type Codes Note that the Code field accepts codes of up to four characters in length and the Description field accepts descriptions of up to 40 characters long
78. for the fifth hour 75 for the sixth hour and 75 per hour for all hours in excess of 6 hours resulting in total charges of 525 plus 75 for each additional hour ProSchool The Next Generation of School and Class Management Software ProSchool Confi Qu ri ng Your choice Use Last vs Use All in the Matching Ranges section have a direct bearing on the billable amounts Tuition Codes Matching Ranges and RATE TIER f Use Last C Use All Discounts 0 60 100 00 1 x 100 hr 100 60 120 190 00 2 x 95 hr 190 120 180 270 00 3 x 90 hr 270 continued 180 240 340 00 4 x 85 hr 340 240 300 400 00 5 x 80 hr 400 300 360 450 00 6 x 75 hr 450 360 420 525 00 7 x 75 hr 525 Matching Ranges RATE TIER C Use Last f Use All 0 60 100 00 1 x 100 hr 100 60 120 95 00 100 95 195 120 180 90 00 100 95 90 285 180 240 85 00 100 95 90 85 370 240 300 80 00 100 95 90 85 80 450 300 360 75 00 100 95 90 85 80 75 525 360 420 75 00 100 95 90 85 80 75 75 600 As you can see the Use All option lessens the computed discount amount while the Use Last method applies the discount more liberally to the charges thus giving your Clients a greater price break all other things being equal Which method you use is largely a matter of personal preference 7 Remember to click to save your code when you are done ProSchool The Next Generation of School and Class Management So
79. has problems with the settlement process and cannot perform the settlement this message appears Fost Payments Credit card settlement Failed Do you still want to post payments If you click Yes ProSchool posts payments anyway and confirms it has done so with the confirmation message shown previously above If you click No the process is halted and no payments have been posted You will still need to post them at a later time To post payments using the alternative method 1 Click on the Billing pull down menu on the main button bar to open the Post Payments window lt a Post Payments Rewiew the list of payments and then click Post P Curent payments entered since last post Diae o Se es Francine amp Bob Langs 373172005 56 00 Check o Mike amp Melissa Baumann 33172005 50 00 Check Aa g Wendy Carmickle 33172005 50 00 Check 1251 fa kevin amp Stacey Smithson a 2006 172 00 Acct i Alice amp lzzy Satomaa aa 2006 60 00 Acct a Laura amp Richard Ferguson oa 2006 60 00 Acct sl xc 2 The section Current payments entered since last post will list all payments that have been entered into ProSchool since the last time payments were posted 3 Click on Post to post all payments listed The remaining dialog boxes and messages will display as shown above ProSchool The Next Generation of School and Class Management Software 265 Processi
80. hours of instruction if they do they will still be billed at that tier s rate of 450 regardless of how many more hours of instruction they receive more than 300 minutes less than or equal to 9 999 minutes In essence any Student who is billed according to the above rate structure and takes more than six hours of instruction is getting that excess instruction anything beyond 6 hours free of charge ProSchool The Next Generation of School and Class Management Software Configuring Tuition Codes and Discounts continued 97 If we continue this example the rate structure would appear as follows new rate tiers are shown in bold 0 60 100 00 1 x 100 hr 60 120 190 00 2 x 95 hr 120 180 270 00 3 x 90 hr 180 240 340 00 4 x 85 hr 240 300 400 00 5 x 80 hr 300 360 450 00 6 x 75 hr 360 420 525 00 7 x 75 hr 420 9999 600 00 8 x 75 hr As mentioned earlier the above example is inclusive because it applies the discounted hourly rate to all billed hours of instruction first through last If you wanted this rate structure to be progressive in which each additional hour receives a progressively greater discount you would select Use All in the Matching Ranges section immediately below the table The rate tier needs to be modified as follows 0 60 100 00 60 120 95 00 120 180 90 00 180 240 85 00 240 300 80 00 300 360 75 00 360 420 75 00 420 9999 75 00 This will change the way ProSc
81. house credit is outside of the coupon or voucher itself Therefore it is strongly suggested that when such forms of payment are accepted and processed the actual payment instrument coupon voucher etc is surrendered just as if it were cash and placed in the till accordingly so you or your bookkeeper can reconcile it correctly 12b Click OK to close the Payment Entry window and return to the main Account Ledger screen Let s review the payment methods again ea L E s f F2 Cash Fa Check F4 Credit Card F5 ATM Debit FE House F Account Note that the far right F7 Account button is inactive grayed out This indicates that the client does not currently have any account credit available or that the payment info that has been entered thus far does not allow this option to be selected yet ProSchool The Next Generation of School and Class Management Software 260 ProSchool Entering Payments In ProSchool continued In the example above we processed a 100 00 extra payment as an account credit Let s say we added an additional charge of 78 to that account The Payment Entry window would then look like this Payment Entry jo i y F Pa Payments for Irene amp Marshan Smith Credit Available 100 00 O fa Date Memo Check Number Amount 7 endered paas BPP 78 00 Fap All Pav None Select which unpaid charges to pay d a i Charge Date Category o T Amount to Pay 0
82. in this section see Using the Sort Utility in ProSchool Reports Click Change to continue e You will frequently see significant amounts of white space at the bottom of a given page even when a section continues to the next page This is necessary due to the size of the graphics It is also done to prevent the division of a paragraph from the bottom of one page to the top of the next and to prevent the separation of a graphic from its descriptive text The benefit to you is more white space in which to make notes ProSchool The Next Generation of School and Class Management Software Beginnings continued i HARDWARE axt OPERATING SYSTEM REQUIREMENTS FOR PROSCHOOL To run the ProSchool software you will need at minimum e A Pentium III IBM compatible computer with at least 256MB of RAM e A CD ROM drive e At least 40MB of hard disk storage available e Any printer supported by Microsoft Windows e Windows 98 operating system e 800 X 600 screen resolution 256 colors What we recommend for running ProSchool e A Pentium 4 2 Gigahertz IBM compatible computer with at least 512MB of RAM e 100MB of hard disk storage available e A CD ROM drive e Windows XP operating system e 1 024 X 768 screen resolution Hi color For your operating system you will need one of the following versions of Microsoft Windows e Windows 98 or ME e Windows 2000 or XP e Windows NT version 4 x requires Service Pack 3 or higher Thi
83. in very little time These utilities are accessed via a pull down menu in the upper right hand corner of the Class Information window Utilities Drop Students Clear Future Class Flags Set Future Class Flags There are three utilities Drop Students offers you a quick and easy way to batch drop Students from multiple classes e Set Future Class Flags offers you a quick and easy way to batch designate multiple classes as future classes e Clear Future Class Flags offers you a quick and easy way to batch designate multiple classes as current classes Together these three utilities make it convenient and easy to accomplish common class related tasks on groups of classes at one time ProSchool The Next Generation of School and Class Management Software Enrolling Students and Making Enrollment Changes continued 185 1 Click the Utilities pull down menu and click on Drop Students to open the Search for a Class window Search For a Class Code Type Name Location Level Teacher Manager Tuition Days Offered Required Gender Show Classes Sun Mon Tue Wed Inclusive Male Coed i Ary Current Thu Fi Sat Exclusive i Female F Any Future Classes matching selection W Load all recorde allows sorting while not grouped but can slow display Drag a column header here to group by that column E E Code Name Type
84. it does above ProSchool The Next Generation of School and Class Management Software 206 ProSchool Using ProSchool s Enrollment Utilities continued 2 To delete an entry select a snapshot you want to delete and click Delete Snapshot A dialog box will confirm your choice Confirm Delete a 7 Gre you sure vou want to delete this snapshot Hint If you have several snapshots to delete and want to speed up the deletion process use the CONTROL DELETE key combination Doing so will delete the selected entry without bringing up the confirmation box each time you do so 3 To narrow the display to only those snapshots that meet certain criteria enter the appropriate information in any or all of the Code Type Location Level Tuition Teacher and Manager fields ProSchool then updates the display accordingly For example the following window shows only the classes that fit the ACR1P5 class code p Date gt DATE 1141 2002 127172002 114172003 2 1 72003 1341 2003 42122003 5 1 2003 621 2003 72122003 8 1 2003 o 3 1 2003 10 1 2003 o 10 1 2003 11472003 o 117172003 4 ACRIPS ACRIPS ACRIPS ACRIPS ACRIPS ACRIPS ACRIPS ACRIPS ACRIPS ACRIPS ACRIPS ACRIPS ACRIPSS ACR TPS30 ACRIPSS ACATPS30 Class Code Name Sports Acro Sports Acro Sports Acro Sports Acro Sports Acro Sports Acro Sports Acro Sports Acro Sports Acro Sports A
85. multi class discounts for monthly tuitions Calculate Discount Using f Dollars C Percentage Fate Hu Apply discount I per Student i per Class Include similar classes Include classes with zero tuition amounts Note the four tabs The first three Monthly Session and Weekly are the Multi class options described above The Siblings option is the fourth Volume Discounts option and works slightly differently than the first three which we ll explain further below Note that the panels and the procedures for configuring the Multi Class options Monthly Session and Weekly are almost identical In fact if you compare the appearance of the three above and below you will find they vary only in the legend next to the Enable check box Enable multi class discounts for monthly session weekly tuitions This is highlighted in the illustrations above and below on the following page ProSchool The Next Generation of School and Class Management Software 103 Configu ri ng The Session panel looks like this Tuition Codes Monthy Session weekly Sibling and DI scounts M Enable multi class discounts for session tuitions Calculate Discount Using f Dollars C Percentage Rate ue continued Apply discount J per Student I per Class Include similar classes Include classes with zero tuition amounts The Weekly panel looks like this Monthly Session Weekly Sibling Jf En
86. of the week In addition it s a great way to prevent scheduling overlaps Ss Schedule AHE TeacharClass Schedule 3 To view classes taught by a specific teacher click the Teachers button located in the upper left portion of the window right under the print icon A list of your school s instructors will appear in the menu pane see above 4 Select any teacher by clicking in the check box to the left of the teacher s name The classes for that teacher will appear as shown above To amplify details of any class simply roll your mouse cursor over the box in question and a yellow text box will appear with additional information ProSchool The Next Generation of School and Class Management Software Reviewing Teacher and Class Schedules continued 135 5 To see how classes plot out across your week click on the Classes button next to the Teachers button to display the classes view Fiatin TeachorClass Schedule m F 1 i s J 1 is a 7 i a N a ee ee ee j sod Ei afonso fon ff ee E To illustrate the usefulness of this feature the above view shows seven classes selected Note that each of the classes is coded a different color at its left to make it easier to tell one from another Multiple occurrences of the same class that is single session classes that occur more than once within a week use the same color as shown above with th
87. on the Drop Summary report except those who were dropped for behavioral reasons you would select Bhvr The All and None buttons can be used to select or unselect all reason codes with a single click To select a unique subset of reasons for exclusion some but not all hold down the CTRL key while clicking on the specific reasons you want excluded from the report 5 If you have changed the settings for this report and wish to save them as the default report configuration click Set As Default button default settings are discussed at the beginning of this section see Customizing ProSchool Report Configurations 6 Click Print Prewiew to preview the report on your screen before sending it to the printer OR 7 Click Print to print the report without previewing it ProSchool The Next Generation of School and Class Management Software Generating Reports In ProSchool continued 315 Mi CLASSES ENROLLMENT HISTORY e Generates a report of enrollment snapshots within a specified date range all or based on specific criteria 1 In the Available Reports section select Classes Enrollment History Available Reports Report Options a g Classes i Attendance Summary Class Roll Sheet fe Class Summary z Drop Detail Drop Summary E n rollme nt Hi story a Missed Classes Summary E Student Skills Choose a type to summarize f Total Enrolment Tuition Class C Location C Type Te
88. open ProSchool s dynamic pop up calendar click FFE Birthdate 04 22 2004 E a 4 April 2004 e F Sun Mon Tue Wed Thu Fr Sat eo 29 SO Sl 2 J Wo 13 14 E 18 19 20 21 2 23 24 25 26 27 28 29 30 1 gt GT Click on the date you want or move to other dates instantly by clicking on the following buttons al takes you back exactly one month from April 22 back to March 22 al takes you back exactly one year from April 22 1999 back to April 22 1998 takes you forward a month from April 22 to May 22 La takes you forward exactly one year from April 22 1999 to April 22 2000 KT returns you to the previous date whether current or otherwise STS returns you to the current date today ProSchool The Next Generation of School and Class Management Software ProSchool 32 Beginnings USING SHORTCUT KEYSTROKES AND NAVIGATION BUTTONS ProSchool offers several keyboard shortcuts for efficient navigation and input continued Fl Displays context sensitive help same as clicking 7 h CONTROL i oe k 5 In Client and Classes screens opens Search same as clicking a F2 In Client screen opens Find a Client window same as clicking ij h Fs In Client screen finds next Client same as clicking 4 TAE Moves cursor to next data field INSERT Insert a new record and clear data fields same as clicking OMTROL DELETE
89. overview 294 reports a compendium 296 reports configuration options for 66 reports customizing 302 resetting student flags 208 resizing column widths 155 resource planner using overview 270 resources and resource groups for the resource planner 276 restoring and backing up data overview 350 restoring data 354 reviewing teacher class schedules 134 ProSchool The Next Generation of School and Class Management Software 363 364 ProSchool Index continued S schedules teacher class 134 scheduling make up and free classes 188 192 search options in the Family Information window 149 searches conducting class searches 196 searches conducting client family and student searches 193 searching for a specific family in your school s database 149 security features enabling 54 security in ProSchool overview 53 security permissions 60 security permissions detailed list 61 session tuition codes and discounts 93 setting future class flags 186 setting security permissions 60 setting up your school s classes 130 shortcut keystrokes 32 sibling option in configuring volume discounts 104 skill codes 80 skill group codes configuring 82 skills adding skills to a student s record 147 skills adding editing veiwing student skills 146 skills hiding skills in a student s record 148 SMTP setup for sending email 38 snapshot file maintaining 205 sort utility using the sort utility in ProSchool
90. preview the report on your screen before sending it to the printer OR 7 Click lt 3 Print to print the report without previewing it ProSchool The Next Generation of School and Class Management Software 346 ProSchool Generating Reports In ProSchool continued Mi OTHER STUDENT SUMMARY e Generates lists of Students meeting specific criteria 1 In the Available Reports section select Other Student Summary Available Reports Report Options ae Classes Field Comparison Compare To h Financial Tr B mooo S Other ela Ben Birthday Summary A O H o Po cr E Client Activity a oa na Y r LAT Client Comments zl Er z Client Summary ai cir Codes Summary e E r T IT i Mailing Labels zl el a Referal Summary F F Cir Student Summar oy PCCharge Active Status Active C nactive Both sot Print Labels Select enrollment criteria i All Classes Choose Specific 2 To filter the report results to more exacting criteria select or enter the appropriate filter data in the Field Comparison and Compare To data matrix The configuration of this matrix is discussed earlier in this section on page 305 3 In the Active Status section select one of the following e Active if you want the report to include all Students who currently are enrolled in at least one class e Inactive if you want the report to include on
91. report without previewing it OR continued ProSchool The Next Generation of School and Class Management Software 348 ProSchool Generating Reports In ProSchool continued My PCCHARGE BATCH POST SETTLE e Generates a report showing credit card charges approved declined or all within a specified date period after they have been batch processed by your merchant account services provider 1 In the Available Reports section select PCCharge Batch Post Settle Available Reports Report Options ae Llasses Date range for transactions Hf Financial Hy Other Start End 5a PoChange lt 03 30 2006 H 03 30 2006 H B atch Post Settle ia Batch Pre Settle fae Credit Card Detail Result 2 Select the start and end dates for the report by entering them in the Date range for transactions field 3 Use the Result drop down menu to select which transactions you want to include on the report All every transaction within the specified date range whether approved or declined Approved only those transactions that were approved e Declined only those transactions that were declined 4 Click Print lto print the report ProSchool The Next Generation of School and Class Management Software 349 Generating Reports In ProSchool continued Mi PCCHARGE BATCH PRE SETTLE o Generates a report showing credit card charges approved declined or all
92. reports 303 starting the report building process 308 student flags resetting 208 student editing a current student in your school s database 144 students adding students to your school s database 143 T table elements modifying 157 table layouts customizing table layouts in ProSchool screens 155 taking enrollment snapshots 204 tallying students using the County Students utility 201 TCP IP Setup for payment processing 48 teacher codes 74 teacher class schedules 134 technical support 20 test calculations performing test calculations for automatic test charges 215 transferring a student 177 181 transferring ALL students 182 tuition charges automatic overview 212 tuition discounts overview 90 tuition codes configuring 101 U understanding how QuickBooks interfaces with ProSchool overview 114 understanding ProSchool s charge entry options 211 understanding tuition discounts 90 undocumented database tools 20 user passwords 56 users adding deleting editing copying 55 using filter criteria in ProSchool reports 305 using the sort utility in ProSchool reports 303 ProSchool The Next Generation of School and Class Management Software Index continued V view a student s enrollment history 145 view waiting list for a class 183 viewing make up and free classes 181 volume discounts 102 W waiting list to drop all students from waiting list using the batch method 185 waiting list to view
93. respective drop down menus Edit Comments i Enter a tithe for the statement d then enter your memo Friority R Nomal Gtatuz Eper Sure Critical Ein ormeal The Priority options are designed to present you with a visual indicator of the importance of the note any time the Comments window is opened Likewise the Status options provide an indicator as to whether the comment concerns an issue still in progress Open resolved and requiring no further attention Closed in need of further attention in the future Need Follow up or waiting on someone or something before resolution can occur Waiting qn Note that if you have one or more comments set as priority critical a large will appear at the top of the Family Information screen for that Client to indicate that immediate attention is required wey S we ProSchool The Next Generation of School and Class Management Software Building Your ProSchool Database continued 153 To better understand how you might use the Priority and Status options in a progression of comments consider the following scenario An issue has arisen with a returned check A manager makes an entry selecting Normal priority and indicating the need for follow up In the second note the priority changes to High due to the increased urgency of the situation status remains unchanged In the third comment
94. standard two letter abbreviation Zip 10 ZIP 4 Codes 3 Remember to click to save your entry when you are done continued When in the Family Information window it s mostly automatic If you enter the name of a city that ProSchool doesn t have saved in its cities database then click on another field to continue the Add New City window opens Add New City Contin addition of new city P a 2 City Acampo State fg Zip FE o You would then enter the state and zip codes in their respective fields and click Yes to save this city and its related state and zip code to ProSchool s cities database Clicking No cancels the new city state zip entry and returns you to the previous Address section After a city is added to the database along with its state and zip code you can access the database by clicking on the down arrow at the right of the city field to open the city menu Address 4266 Mustic Way CA 95220 fis 6 501 5732 Home work Amador City Antelope Arbuckle Auburr Berkeley Burson l e E mer Alt Pap F mail ProSchool The Next Generation of School and Class Management Software 80 ProSchool Setting Up Basic Codes continued Mi SKILL CODES ProSchool allows you to organize and classify Students through the use of Skill codes as follows e Skill Level codes define general categories relating to a Student s general l
95. t want banding colors and prefer a white page deselect the Show Banding Colors check box 5c In the Item Defaults tabbed section you can configure various options that affect the appearance of each individual planner item Grid Display ccupied Times Banding ltem Defaults Planner Item Defaults Caption Style Time amp Test Shape Rectangle M Show Image Caption Image e Shadow Color Option ck Background Fant sf ProSchool The Next Generation of School and Class Management Software Using ProSchool s Resource Planner continued 275 Both of the images below are of the same Planner entry The Planner item on the left includes a caption image the one on the right does not As shown in the screenshot above you can select whether or not to display a caption image Show Image check box and if you do choose the image you prefer Caption Image drop down menu 6 00 AM 8 15 AM Staff Briefing 3 00 AM 3 15 AM Staff Briefing These are the notes you enter about this These are the notes you enter about this i schedule iter schedule item The Shape Color and Shadow options allow you to configure the color and appearance of Planner entries This can spice up the appearance of your entries but it also gives you an effective at a glance means of visually identifying Planner entries related by type or category In this first example we made th
96. the start and end dates for the report by entering them in the Date range for transactions field 3 Use the Result drop down menu to select which transactions you want to include on the report All every transaction within the specified date range whether approved or declined Approved only those transactions that were approved e Declined only those transactions that were declined 4 Click Print lto print the report ProSchool The Next Generation of School and Class Management Software Backing Up and Restoring Your ProSchool Databases 351 I BACKING UP ax RESTORING DATA ProSchool s Backup Restore function allows you to ensure the stability of your school s administrative operations by backing up your ProSchool databases This should be done on a regular basis and ideally should be done after any session at the computer involving data entry or processing The importance of backing up your data cannot be stressed enough ProSchool databases can be backed up to 3 1 2 mini floppy diskettes CDs or DVDs a Zip drive USB Flash drives a second hard drive or other media just don t back up your databases to the same hard drive you re running ProSchool from If you backup to 3 1 2 floppies you may need more than one ProSchool compresses the data and seamlessly backs up to multiple floppies in sequence Note ProSchool cannot back up directly to CDs or DVDs You must first b
97. the future ProSchool The Next Generation of School and Class Management Software Enrolling Students and Making Enrollment Changes continued 167 For example if you wanted a listing of the tumbling classes offered by your school assuming you offer several you could choose Tumbling for Type and leave the other fields blank The Classes matching selection section would then display all tumbling classes offered by your school from which you could select the most appropriate one Code Type Hame Location Level Teacher Manager Tutors TUMBLING ij i i 3 Daye Offered Required Gender Show Classes C Sun Mon Tue Wed Inclusive C Male Coed ie Ary Current Thu Fi p Sa Exclusive C Female Any C Future Classes matching selection J Load all records allows sorting while not grouped but can slow display Drag a column header here to group by that column i p Code Name Type Max Curr Wait Days Free Level Mkup Location Tuition Teacher Mar a RTAIPSs0 Advanced MON TUMBLING 107i OM 0 ADY 01 T60 ES TUF E ATA3FS Advanced WED TUMBLING 10 8 OW 0 ADY 01 T60 ES TUF a ATASP YS Adults onip WED TUMBLING 1 3 OW 0 ADY 01 T60 ES TUF g RTASFE Advanced FAI TUMBLING 10 6 OF 0 ADY 01 T60 ES TUF a RATABPI23 Advanced S4T TUMBLING 10 2 Os 0 ADY 01 TBO TM TUF ATBIPS3 Beginning MON TUMBLING SE 1m 0 BEG 0 1 TED TRA TUF E RTE1F330 Beg MON 6 12 TUMBLING o 7
98. the time segment to open the Edit Planner Item window Edit Planner Ikem Edit Planner Item P Enter information about the planner tem and then click OK Caption f enny Stone Fields gift requests AeroPostale Gift Certs cake chocolate food nachos or burgers deposit 100 rece d H of kids to athend 10 13 This i a SURPRISE party dort spill the beans Note the informational fields you configured previously in the Fields section 8c In the Caption field enter the heading or title of this planner entry 8d Fill in the remaining sections as shown above 8e Optionally you can also add a note if you wish in the Notes section The completed window will appear similar to the one above 8f Click w OK to save this Planner entry and return to the main Resource Planner window Using the example above here s how your entry s information would appear 73 30 PM 3 45 PH Jenny Stone gift requests SeroPostale Litt Certs cake food deposit Note that the size of the item based on the way you have configured the planner display may or may not display all informational fields Above for example the deposit field doesn t show the deposit amount because there isn t enough room in the box for it to display However by simply right clicking on the planner item the Edit Planner Item window opens as shown at the top of this page displaying all of the details ProSchool The Next Ge
99. the urgency has increased to Critical priority status is still unchanged In the fourth comment contact is made with the Client arrangements are made so Priority remains Critical but the Status changes to Waiting pending the agreed upon resolution 4 Click OK to save your comment and close the Edit Comment window The Comments window will now show the added comment 5 Comments Rob Jennifer Abbott C f Drag a column header here to group by that column E Date Subject Status Cc 2 24 2006 7 53 42 PM E Possibility of drop ag After a comment is added the remaining buttons in the lower left hand corner are now active Here s what they do e click to edit the comment e click Z to delete the comment ae e click poe to print selected comments in the case of multiple comments you can select only those you wish to print such as a string of related comments e click to print all comments ProSchool The Next Generation of School and Class Management Software 154 ProSchool Building Your ProSchool Database continued 5 To adjust the widths of the four columns remove or change the column alignment right click on the heading area of the column you want to modify to open the column edit menu group by that column Priority l ie z ort d Group By This Field Ungroup By This Field Expand All Collapse All Remove This Column Co
100. use for the tuitions and fees charged at your school The category descriptives follow in all caps abbreviated where necessary to fit the field length e monthly tuition JAN TUITION FEB TUITION MAR TUITION etc e assessments team assessment fees ASSESSMENT e association fees USAG etc ASSOC FEES USAG FEES etc e birthday parties for parties held in your facility BIRTHDAY PARTIES e credit CREDIT e cheer clinic CHEER CLINIC field trips FIELD TRIPS gift certificates GIFT CERTIFICATE e membership annual membership dues MEMBERSHIP e late fee overdue receivables from previous billing periods LATE FEE e pro shop purchases from the school s pro shop PRO SHOP e rent fees received for facility rental FACILITY RENTAL e returned checks RETURNED CHECK e special events SPECIAL EVENT e summer camp SUMMER CAMP team functions TEAM FUNCTIONS uniforms UNIFORMS There may be other categories you can think of adding in addition to or instead of the above suggestions Remember you can add new billing categories on the fly as needed and as your facility with ProSchool increases ProSchool The Next Generation of School and Class Management Software 110 ProSchool Setting CREATING DEPARTMENT CODES Up ProSchool e To create ProSchool Department codes Depa rtments 1 Click on the Departments tab to
101. we will create a resource group named Birthday Parties e we will attach a resource to it for example a part of the gym facility where it would be held such as party room e we will create a number of informational data fields that allow us to add pertinent information for example what the Student wants for his or her birthday what kind of cake and food they prefer what kind of deposit will be required from the Client how many kids are coming etc 6a In the Resource Groups section click to open the New Resource Group window Mew Resource Group Hew Hesource Group P Enter a name for the resource group and select an icon Group Hame Birthday Parties Group leor ProSchool The Next Generation of School and Class Management Software 2d USI ng 6b Enter the name of your new resource group such as Birthday Parties as shown above ProSchool s but don t click yf OK just yet we re also going to create the informational fields we Resource need before closing this window Planner 6c Click Define Custom Fields lto open the Resource Fields window Resource Fields continued Define Custom Resource Fields O Enter a name for the resource group and select an icon a ke 2s Delete se New re Edit conc This is where you add edit and delete fields if you had already added fields those existing fields would be displayed 6d To add anew field click
102. we will use the above tumbling class 15 week tuition discount each additional similar class taken by 2 then level out the rate after three classes Ist class 15 e 2nd class 28 15 13 3rd class 39 15 13 11 Ath class 50 15 13 11 11 5th class 61 15 13 11 11 11 On the other hand you may wish to charge a level rate for all classes without any discount offered for similar classes Ist class 15 2nd class 30 15 15 3rd class 45 15 15 15 Ath class 60 15 15 15 15 5th class 75 15 15 15 15 15 Regardless of the number of classes taken similar or otherwise the above rate schedule would charge the same tuition for all classes taken ProSchool The Next Generation of School and Class Management Software Configuring HOURLY RATE CODES ano DISCOUNTS Tuition Codes As discussed above Hourly codes allow you to configure discounts into your tuition schedule based on the number of class hours a Student is enrolled which is expressed in minutes as you and will notice in the screen shot below However before you can configure tuition codes based on Discounts these rates you must first establish the rates in the Hourly By Student Rate Code Setup window OOOO D00 o Code Definitions continued Departments Label Definitions Referrals Drop Reasons Cities Skill Le
103. you can specify which drop code you would like ProSchool to assign by default to a transferred drop student Check the box in the Xfer Default column for the code you would like ProSchool to use as a default Drop Code for student transfers 5 Remember to click to save your entry when you are done ProSchool The Next Generation of School and Class Management Software 78 ProSchool Setting Up Basic Codes continued E CITY CODES City codes save you time during Client input by automatically completing the entry for any recognized city ProSchool does so by comparing input to all city names previously loaded into the cities database through the Client Information and City Setup windows explained below in this section Here s how it works any time you input a city name in the Client Entry screen ProSchool autocompletes the name of the city for you as soon as it matches the spelling and does so as you type For example if Sacramento is in your cities database ProSchool will autocomplete the entry as soon as you type the S below left If you have additional cities starting with S such as Shingle Springs the autocomplete function will continue to match them as you continue typing the city name As soon as the autocomplete function enters the appropriate name such as the Sh for Shingle Springs your entry is completed even if you don t type in the whole name yourself below rig
104. 05 E USING FILTER CRITERIA IN PROSCHOOL REPORTS Some ProSchool reports are based on your school s entire Client and or Student population s which for large schools could number in the hundreds or even thousands This can result in extremely long reports that aren t always necessary For this reason ProSchool offers you the ability to filter your report results to a more manageable and practical length particularly in situations where you don t need entire populations on a given report The reports that draw from the complete database of Clients and Students and which can potentially result in huge reports are e Client Summary e Student Summary e Mailing Labels These reports each contain a Field Comparison Compare To data matrix so they are easy to identify at a glance Field Comparison Compare To O EE a B5 Bf E a sr B5 B E a B5 B E a B5 B E ma BS B E The Field defines your first or only search criterion ProSchool gives you tremendous power and flexibility in that you can configure the Field entry based on virtually any type of data found in the Client Information and Student Information windows Student related data Student_ID Client ID First name Last Name Birthday Sex Date Registered Date Quit Comments Fixed Monthly Fixed Session Fixed Weekly Flag1 Flag1 Date Flag1 Memo Flag2 Flag2 Date Flag2 Memo Flag3 Flag3 Date Flag3 Memo Flag4 Flag4 Date Fl
105. 1 1 2004 TROL Level 7 Hours 17 10 GIRLS TEAR TEAM 2 TFF CC E 17172004 TFOLS Level Hours 17 10 GIRLS TEAR TEAM 2 TF CC a 1 1 2004 TMAIPS Class 3 1 5 10 BOYS TEAR TEAM 2 THA Ol 1 1 2004 THBIPS Class 44 5 10 BOY S TEAR TEAM 2 THB Ol E 1 1 2004 TMCIPS Class 46 2 10 BOY S TEAR TEAM 2 THE Ol 1141 2004 TMDIPS Class 2 10 BOY S TEAR TEAM 2 THE Ol 12172004 THEIPS Class 6 11 10 BOYS TEAR TEAM 2 THD Oli 1 1 2004 THFIPS Class T 10 BOY S TEAR TEAM 2 THE Ol 1 17 2004 THGSP6 Fre Team 5 10 BOY S TEAN P TM 1 TMG DE E 17172004 Total Enrollment 1025 Fa 4 F Each snapshot is a comprehensive look at your school s enrollment on a given date and actually consists of multiple components e a detailed entry for each class offered by your school whether or not any Students are currently enrolled in a given class and e an entry listing the total enrollment for your school As shown in the window above the class entries appear in the Enrollment Snapshots matching criteria section in alphabetical order by class code The window has been expanded beyond its original size to show the last of the entries for 1 1 2004 the total list of snapshots for all the classes on this date is far longer than the window can show even if the window were to be expanded vertically this is due to the large lumber of classes in our sample school Also note the Total Enrollment entry for this date s snapshots will always appear as the last entry for this date as
106. 1 45 00 PM 10min Tue Active Start Time g 00 00 AM ose a Active End Time 9 00 00 Phl T C 30 min M Fi Time Interval Size 20 in pixels 60 min Gi Sat J Show ltem Hints Scale Planner to Fit window J Print Planner in Color Note there are four tabbed sections as follows 8b The Grid Display section above allows you to adjust several parameters that affect the sizing and resolution time interval inactive days display start and end time time interval size etc 8c The Occupied Times section allows you to configure the color of the vertical time display band that runs along the left of the matrix You can set the color of the occupied classes times and the font color of the time legends within it Grid Display Occupied Times Banding bern Defaults Show Occupied Times atele Et el pS Font Color ProSchool The Next Generation of School and Class Management Software 138 ProSchool Reviewing Teacher and Class Schedules continued This option gives an at a glance view of the times when classes are occurring or when the selected teachers classes occur Furthermore the Font Color setting allows you to select the font color appearing within the occupied times area The highlighted area as defined in the view above would look like this I TeachorCiass Schedule
107. 142006 Fage 1 Integration Codes Summary for Departments continued Departm ent QuickBooks Account A CRO REC A CRO TEA Ml ASSESSMENT BIRTHDAY PARTIES BOUTIQUE BOY S REC BOYS TEAM CAMPS CHEER TEAM CHEERY TUMBLE RES FACILITY RENTAL FED TRIPS GIFT CERTIFICATE GIRLS REC GIRLS TEAM HOME SCHOOL KINDER M LATE FEE MEVWIBERSSHIP NSF CHECK OPEN Gy M PARENTS MIGHT OUT REFUND REFUND BH IT kal E RETURNED CHECKS SALES TAA SAVINGS BOOK SPECIAL EVENTS TUTION USAG FEES Numberofrecords 30 For each of these codes there will be a corresponding account or subaccount set up in QuickBooks Whether or not you use sub accounts is up to you ProSchool The Next Generation of School and Class Management Software 126 ProSchool Configuring QuickBooks and ProSchool for Seamless Integration continued Most ProSchool users use accounts for the unique department codes then create sub accounts for related accounts that logically fall under the umbrella of one of these primary accounts For example in the report above Tuition is one of the department codes yet there are several other department codes that could logically be set up as sub accounts under the Tuition account If we follow this scheme for all department codes the result could be something like this Tuition Acro Rec Acro Team Boys Rec Boys Team Cheer Team Cheer Tumbling Girls Rec Girls Team Home School KinderG
108. 3 14 2006 MAR TUITION Surcharge for additional Acro gym 78 00 Print receipt after processing payment Enter the amount to pay next to each unpaid charge or double click the charge to pay the charge tn full gt 2 G F Account L F2 Cash F3 Check F4 Credit Card F6 House Note the notation in the top right part of the window Credit Available 100 ProSchool always lets you know if current Client has an account credit available Secondly note that the F7 Account button in the bottom right hand corner is now active ah F5 ATM Debit 13 To apply an account credit as payment as shown above click F7 Account to do so ProSchool processes the payment and a confirmation window appears Payment Entry ProSchool The Next Generation of School and Class Management Software Entering Payments In ProSchool continued Next time the Payment Entry window is opened the remaining credit for this Client 100 78 22 will be displayed at the top Payment Entry Payments for Irene amp Harshan Smith Credit 4yvailable 22 00 cd m Date klemo Check Number Amount Tendered pao OO 2 CL Croke inherent em 0 14a If the available account credit is less than the total payment amount the Client wants to make you would accomplish this with two payments The first payment would be in the amount of the credit 100 and would appear as follows in the Payment Entry
109. 4131 Park Ave 102293 Fredernka Alan 2507 Kokanee Way ka 4 F 069 Records The following buttons represent the options available to you in this window 3 prints the names in the list as labels fa exports data in comma delimited fashion for importation into a data base or spreadsheet E sorts data based on criteria you define ProSchool The Next Generation of School and Class Management Software 219 Enter ng 7a To print the names on the list on labels click to open the Select Starting Label Charges in g ProSchool continued You can select the label on which you want to start printing which is handy for those situations when you have a partially used sheet of label stock 7b Click the label position on which you want to begin printing the current list of names then click UK lto do so ProSchool The Next Generation of School and Class Management Software 220 ProSchool Entering Charges in ProSchool continued 8a To export the names in the Print Labels window click k to open the Save File As window Save Ir S ProSchal do fe DATASET UPGRADE FILES HTML pages I MASTER J MASTER Folder w3 BU MET L NET Folder 3 BU TABLES Save as type Comma delimited files Cancel 8b Navigate to the folder in which you want to save this list of names in or create a new one enter a name for the new file and click Save to complete the proce
110. 5 If you would like to be able to send mail from within ProSchool you can configure the EMail Setup fields shown below as follows e From EMail the sender s e mail address you want the recipient to see Such as Wy M djohnstone freeflytegym com info abcgymnastics com etc From Name the friendly name you want associated with the e mail address you enter in the above From EMail field e SMTP server the SMTP server name you use for the above entered e mail address such as mail abcgymnastics com etc If you have questions about what this should be contact your system administrator your e mail service provider etc e My SMTP server requires authentication if so and increasingly this is the case check the box then enter the appropriate information in the User ID and Password fields If you have questions about what to enter your system administrator or e mail service provider should be able to help you Hint One easy way to find out the settings you ll need to send e mail from within ProSchool is to check the outgoing mail settings on your own e mail client Outlook Express Outlook Eudora Thunderbird etc Note that ProSchool s e mail feature offers you the convenience of sending school related e mail from within ProSchool It does not replace your existing e mail program you will still receive your e mail through your e mail client Outlook Outlook Express Eudora Thunderbird
111. 79 Summ Sara Carrillo 11 972972004 1729 1998 F 516 638 4134 Cell 10045 10831 Dur E Savannah Dunn q2 117472004 1078 2002 F 530 676 0659 Cell 10623 3194 Wesh Release your mouse button when the arrows indicate your column s destination It falls into place and the position of the other columns are adjusted automatically to accommodate your relocated column Enrollment Information Students Enrolled E Hame f Age Date Reg Start Date Sex Horne Phone Phone Client ID Address f ilizon Kohne J qojaAaz003 10 28 2004 F 916 964 3758 Cell 10814 100 Bloornt E Marisa mee o 172672004 9 29 2004 F 530 676 7616 Cell 11503 2279 Summ p Sara Carrillo q1 172971998 9 29 2004 F 8515 638 4134 Cell 10049 10831 Dun p Savannah Dunn q2 10 6 2002 117472004 F 530 676 0659 Cell 10623 3194 Wrest This allows you to order your columns so that the ones you refer to most often are the ones that always show ProSchool The Next Generation of School and Class Management Software Building Your ProSchool Database continued fj To modify the various elements of a table 1 Right click on the column header of the column you wish to modify A pop up menu offers you several options Enrollment Information Students Enrolled p Mame A oe Danner p Tye a el PE Alison Kohne 10 3 13 2003 10 287 art poe Marisa Lee 81 26 2004 9 29 2 Group By This Field Jescertalint Sara Carillo 111 2971998 9 29 20 Boge E S
112. 8 9 10 11 iZ 13 14 15 16 17 18 i3 Oo 21 22 23 24 25 26 27 28 29 30 i3002 H Current time zone Pacific Daylight Time cet __ You can make appropriate changes then click Apply to apply the changes and keep the window open OK to apply your changes and return to ProSchool or Cancel to return to ProSchool without making any changes 4 Review the data you ve input to ensure it is correct ProSchool is now customized to your school ProSchool The Next Generation of School and Class Management Software Configuring ProSchool to Your School continued 41 I SETTING PREFERENCES TO CUSTOMIZE PROSCHOOL The next step in getting ProSchool configured for your school is to establish your program preferences This makes ProSchool more efficient for you and your school ProSchool allows you to customize the software to make it more efficient and less time consuming in everyday use For example you can specify your preference for dollar amount rounding default search fields so the field you search most often will be the one that the search engine automatically starts in when you initiate a search age threshold the age at which ProSchool converts age data to years instead of months and more These small but significant defaults save you keystrokes and that saves you time You can also define default values for all addresses and area codes entered into the program This way if the majority of your Students
113. 95642 0 00 Hm 209 548 0906 Em 256 00 Charges Show ff All Charges Unpaid Charges Charge Date Category Charged Be 32972004 APRIL TUITION Automatic tuition charge for April 172 00 1 72 00 Bis drar 2004 May TUITION Automatic tuition charge for May 1 72 00 172 00 3 1 2006 MAR TUITION 165 00 0 00 a2 2006 BIRTHDAY PARTIES Nathaniel 50 00 0 00 3 3 2006 PRO SHOP 41 00 S00 Updated by BONO 3642006 9 59 14 s Payments Show f All Payments Payments on Charge 7 Payment Date Type Check Check 1907 WS 174 00 CCard pi 4172 00 Check 1991 pi 172 00 Check e042 CN 172 00 2060 lo 172 00 Entered by SYSUSER 5 6 2004 5 24 31p Updated by SYSUSER 5 6 2004 5 24 31p For users of previous versions of ProSchool it should be noted that the Account Ledger view replaces the Billing Information Account Summary window This new view offers far more information in one view broken down into three sections ProSchool The Next Generation of School and Class Management Software 209 210 ProSchool Getting Started With ProSchool s Ledger continued The Parent Information top section gives the Client s information and account standing Parent Information Refund Account Credit 11471 521 Amador Circle 756 00 lrene amp Marshan Smith Jac ka SOM 1 LA ee 0 00 Em 256 00 The Charges middle section details charges Charges Sho
114. Amount operand entered in the next step the charge specified in the upper section of the Billing Based Charges window will be entered for a Client if the value of item specified in Field is equal to the value of Amount lt gt the charge will be entered if the value of Field is less than OR greater than but not equal to the Amount nen the charge will be entered if the value of Field is less than the Amount gt the charge will be entered if the value of Field is greater than the Amount lt the charge will be entered if the value of Field is less than or equal to the Amount gt the charge will be entered if the value of Field is greater than or equal to the Amount e Amount operator enter the dollar amount you wish ProSchool to use in its comparison To illustrate how you would configure the above fields we will expand on one of the examples given at the beginning of this section and assume the following tuition is billed on the first of the month and is considered late if not paid in full by the 14th of the month tuition is 75 per month the current date is March 15 the date on which payments are considered late ProSchool The Next Generation of School and Class Management Software 228 ProSchool Entering Charges in ProSchool continued EXAMPLE Your school s policy is to assess a late charge of 5 00 on a
115. Automatic Tuition Charges 2 After entering your automatic tuition charge criteria as explained in steps 2 9 in the above section Automatic Tuition Charges select the Perform test calculation option Begin Calculation 2 Proschool will now begin calculating automatic charges For all currently enrolled students f You have chosen to run in TEST mode These calculations will not be applied to our client s accounts Cancel The progress bar gauge in the Status section monitors ProSchool s progress As noted above this automatic charge function is processor intensive even though these charges will not be applied they are still being calculated so ProSchool may take several minutes to finish the process When ProSchool finishes calculating the charges in this test mode the following dialog box appears Calculation Complete i Automatic charge calculation was completed successfully Click OK bo view the resulks of the test ProSchool The Next Generation of School and Class Management Software 216 ProSchool Entering Charges in ProSchool continued Click OK to preview the charges and open the Automatic Charge Calculation Test Results window Charge Calculation Test Results Scroll through the list of changes to verfy the calculations P f Computed charges Jiem 10 Qa Bint ena El 10003 kevn amp Stacey Smithzon 164 00 4110 00 P
116. BO W5 TUI a ATB3P6 Beginning WED TUMBLING o 4 Ow 0 BEG O01 T0 LLO TUI H ATE SPS PRIMATE Kovar s TUMBLING 10 8 OW 0 BEG O01 TED MZ TUI a ATBSPD Beginning WED TUMBLING o Ow 0 BEG 01 TBO TRA TUI a ATB3PE Beg WED 6 12 TUMBLING o 7 Ow 0 BEG 01 TED MZ TUI E ATISP330 Intermediate WEC TUMBLING o Ow O INT 01 T0 TM TUI ATIPAN Intermediate WEE TIMARLI o i NM ar NIT nd TAN ThA TI IL 4 F ProSchool The Next Generation of School and Class Management Software 168 ProSchool Enrolling Students and Making Enrollment Changes continued Note this distinction in the above example You selected Wednesday Exclusive instead of Inclusive so ProSchool returned only the tumbling classes held on Wednesday only If however you wanted to know what tumbling classes met on Wednesdays regardless of any other days they also met such as a Monday Wednesday Friday tumbling class you would select Wednesday and Inclusive This would be useful for example if you wanted to add an additional Monday Wednesday tumbling class and wanted to know if there were other tumbling classes already meeting on either or both of those days You can select other criteria in the Location Level Tuition and Required Gender fields to help you fine tune your search This makes class selection efficient when you are looking for a certain type of class to suit a new Student s abilities held on the day s the Student is able to attend and whic
117. E Taylor Everett 4 72 2004 Yo oM 66 2002 316 988 4924 Tyler Everett 9 72 2004 16 M 21041998 316 988 4924 E Bryson Gish 42 2004 16 M 9 25 2002 530 676 0529 E Tyler Gish 4 2 2004 11 M 9 25 2002 530 676 8529 ie Luke Goveas 9 72 2004 11 M 172972004 916 983 7232 Victor Hemandez 172772005 o M 1767 2005 316 739 5980 i ca Show waiting List y OK Entered by SYSUSER 9 2 20041 46 19p Updated by SYSUSER 9 2 2004 1 46 19p Conversely click Show Waiting List to open the Students Waiting window note that each window has a button that points to the other F Students Waiting Students waiting for HS4P1B HS 6 yrs Beg THUR Hame b Jamez Home Fhone Date Entered Age Sex Date Reg o S16 927 9240 11 28 2005 2003 9 11 2003 Holloman a Show Enrolled List wf OK Entered by BONZO 11 28 2005 9 29 57p Updatedby BONZO 11 28 2005 9 29 57p Both the Students Enrolled and Students Waiting windows are informational only no actions can be initiated from them Click yf OK to close the window ProSchool offers useful search tools in the Choose a class for window Class searches are based on any or all of several criteria class code type and name location level teacher and or manager tuition days offered gender of Students and whether to search among all classes just those currently offered or just those to be offered in
118. ERGYM l Disc Dept KINDERGYM we kuo 1s Beg ea Location i Main Athletic Complex Manager KP Kinder Program Gender Tuition Keo S5000 Month C Male f Female f Coed Teachers Days Offered Start Time Duration Monday Hl 0 min Tuesday Ha 0 min Wednesday Ha min Thursday Hl O rnin Friday Hl O rin W Saturday 3304M 50 min Sunday Ha O min pees E Age 4 Imin 3 ma Enrollment Information GChidents Emoled Class List Age StatDate Date Reg Sex Home Phone PF Code Ties Cag ADS OT Ese ieee Gabby Lopes 5 2 12 2005 2 12 2005 M 916 362 5357 Ce KB32P6 E 7 Joanie Stepp 5 9 4 2004 9 4 2004 F 916 685 7171 Ce KE33493 E 5 Mohini Iness 4 2 19 2005 2 19 2005 F 916 608 3459 Ce _ KB33P5 c E 0 z Natasha Evanikoff 41 28 2005 9 8 2004 F 916 993 0932 Ce b kE 346103 DEH hie Simozh yan re 2004 172004 31 6 536 J 5 KB34P5 E 0 0 0 0 KB34P6 o oO pi KB364103 o 0 0 KB364113 0 oO 0 _ KB41P4 of D o _ KB41P5 0 si KB41PE 0 0 KI41P53 0 0 a ProSchool The Next Generation of School and Class Management Software Defining Your Curriculum continued 131 Note the color coding used in some of the Student counts in the Classes section lower left if class enrollment currently equals the class maximum class is full the number of Students will be highlighted in green if enrollment curr
119. Ed E Notes These are the notes you enter about this schedule iter 4e If you want the Planner to display additional information for a given item in a hint balloon when you roll over it with your mouse check the Show Item Hints box 4f If you want ProSchool to scale the planner so that it fills the window correctly check the Scale Planner to Fit Window box 4g If you want ProSchool to print the Planner in color as it appears on the screen instead of in monochrome shades of gray check the Print Planner in Color box 5a In the Occupied Times tabbed section you can select whether you want to have occupied time slots represented in a different color scheme to set them apart Grid Display Occupied Times Banding ltem Defaults m Show Gcsoped timer ahlaht Color MN Font Color If so click the Show Occupied Times check box and choose the colors you prefer ProSchool The Next Generation of School and Class Management Software 274 ProSchool USI ng 5b In the Banding tabbed section you can select the banding colors ProSchool s Resource Grid Display ccupied Times Banding ltem Defaults Planner W Show Banding Colors Active Primary lnactve Primary continued po Active Secondary Inactive Secondary po Note that the color scheme shown above is the default as seen in the screenshot at the beginning of this section on page 270 If you don
120. FEIST I eal LW OSes PSII SO SP SS DS Eee l E Code v Name Max Curr Wait Days Free Level Mkup Location Tuition Teacher Manager Start Time Duratior Type BOWS TEAM Type CHEERLEADI Type FUT STAR Type GIRLS TEAM Type HOME SCHOO Type KINDER Type KINDER II Type KINDER III Type MINI si Type RED lali Type TODDLER 4 ProSchool The Next Generation of School and Class Management Software 160 ProSchool Build ng Hint When sorting records the power of ProSchool s database engine is fully realized with the Load all records option selected Your ProSchool are J Load all recorde allows sorting while not grouped but can slow display Database However if you have a large database a slower computer or both you may find ProSchool will run more quickly if the Load all records option is unselected the default We suggest experimenting banda with the setting to find which works best for you Then if no noticeable performance penalty is experienced leave this option selected Note that the selected class type is preceded by H In addition the column heading Type appears in its own box in the dark gray grouping bar The a button indicates the order of types is currently ascending by clicking on it the order of types is changed to descending and the button indicates this by changing to ca You can toggle back and for
121. From EM ail diohnstone amp freeflytegym com From Name Darl Johnstone To Single Client All Clients Filter Bcc Subject Select a held to insert Mother First Referral Code Phone Tune l Insert Field Insert Date Insert Time is Template re Ao Preview Records 0 OIIO raill Note that the From Email and From Name fields are populated with the email address and name you configured on page 38 in the section entitled Configuring ProSchool To Your School ProSchool The Next Generation of School and Class Management Software 291 USI ng 3 In the To section you can select a recipient one of three ways ProSchool s select Email Address and enter the email address of your choice Email e select Single Client then click _ Choose to open the Select A Client Window from Util Ity which you can select a Client then click w Gk to enter their email address e select All Clients to select all Clients that is all those for whom you have email addresses or a selected subset by using filters these filters and their configuration are identical to those described and used in the later section entitled Using Filter Criteria in ProSchool continued Reports starting on page 305 4 Complete the Cce Bec and Subject fields as you would in any email 5 You can also add one or more attachments to your email by clicking Etj top left hand cor
122. IProschool Version 3 0 The Next Generation of School and Class Management Software EE USER S GUIDE ProSchool ProSchool Version 3 0 The Next Generation of School and Class Management Software Copyright 1997 2007 Printing History 1st printing 1998 v 1 0 2nd printing 1999 v 2 0 3rd printing 2007 v 3 0 The ProSchool software was created and programmed by Scott Slater This publication was authored and designed by John Welsh Edited by Scott Slater PJ Slater and John Welsh Auburn Electronics Group P O Box 395 Rancho Cordova CA 95741 Voice 916 852 2900 Fax 916 852 2920 Sales sales aegroup com Technical support techsupp aegroup com ProSchool The Next Generation of School and Class Management Software Software License Agreement IMPORTANT Carefully read this license before using this Product Using this Product indicates your acknowledgment that you have read this license and agreed to its terms If you do not agree returned the Product complete to Auburn Electronics Group within ten days of the date you acquired it for a full refund This license agreement is your proof of license Please treat it as valuable property A License Auburn Electronics Group we or us provides you with storage media containing a computer Program the Program user manual license the license and accompanying documents together called the Product and grants
123. Je S00PM_ I Type BLUE o Level ADY a Teacher CB fercapsas oiuselue to 7 ow o off c2 cop s45PM 115 F 545 PM m Teacher C ercarss oimusetue tole or 0 off ez cap apm ns F 0PM css esee to 3 oT o of ez cop s4sPM 115 F 55 PM a Teacher JC CFcaP3 SuperStars Invte e al lth o off c2 cap aa0PM 115 F 3 30PM H Teacher LL CFCBAION GIRLS BLUE 10 3 Os 0 i C120 CGF 10 15 A 115 F 10 15AM Remember any window with a dark gray grouping bar can be configured as described above In addition note that ProSchool remembers your column modifications and sorting choices so that they are displayed this way in future sessions you can change them at any time Hint Don t be too concerned about these screen configuration details if you re new to ProSchool and find it overwhelming yust concentrate on the basics for now Once you are familiar with the basic operation of ProSchool you can take advantage of this feature set to streamline the Program s look and feel to suit your personal style ProSchool The Next Generation of School and Class Management Software Enrolling Students and Making Enrollment Changes 163 S ENROLLING STUDENTS FROM THE FAMILY INFORMATION SCREEN Now that you have configured classes and added Clients and Students you are ready to enroll Students Of course if you have an existing school operation thi
124. L key while clicking on the specific classes you want When you are done with your class selections click OK ProSchool The Next Generation of School and Class Management Software 202 ProSchool Using ProSchool s Enrollment Utilities continued The classes that satisfy your criteria will be displayed in the Classes matching selection section These are the only classes that will be included in the count Drag a column header here to group by that column a Code Max Curr Wait Days Name Type Free Level Mkup Location Tuition Teacher Me PIACRALS Sports Acro Lvl 5 ACAO 10 5 OTTh taw Di als AC AC ACRLE Sports Acro Lvl 6 ACARO 10 1 OMTTh DADYO D7 ALE AC OAL OJACRL Sports Acro Lvl 7 ACARO id 8 OMTTh DADY 861 ALF AC OAL JACRL89 Sports Acro L 8 ACRO 10 5 OMTWTh 0O BEG 07 ALY AC AC ACRPRE Sports Acro Pre T ACRO 10 4 OTTh DADY O14 APRE AC AC gt 4 When you are done selecting your Student count parameters click of OK to return to the Count Students window or click Cancel to return without making a selection Based on your class search resulting in subset of the classes shown above the Active Students display now reads 23 Choose Classes All Classes f Specific Active Students oa ProSchool The Next Generation of School and Class Management Software Using ProSchool s Enrollment Utilities continued 203 5 If you want to subto
125. Locate Your Quickbooks Company File 8 Sea mless __ Components t ti Converts ntegration a Dats QuickBooks Letter Templates FreeFlytecymnastics GEW Ee sample _product based business gbw continued Ea sample _service based business gb gt File name FreeFiyteG yrinastics IBY Files of type Quickbooks Company Files Cancel A 6 Navigate to the appropriate folder in the above example FreeFlyteGymnastics QBW and click to select the QuickBooks company file The QuickBooks Setup panel now displays the following QuickBooks Setup Jf Enable QuickBooks Integration QuickBooks Company File C Program Files Intuit QuickBooks 2006F reef lteGymnastics BY Primam eon arrant heidi nnr cheek ina arrn mtl The location of your subdirectory may be different than shown above but the important thing is that you find it and configure it so ProSchool knows where to find it too The QuickBooks Setup panel also configures these additional four settings your Primary Income Account usually your checking account the account you will use to hold Client credit amounts credit on account your vendor for sales tax entries usually your state taxing authority and the account to use for House payment types such as the commonly used house credit account ProSchool The Next Generation of School and Class Management Software 117 Configu ri n
126. M 15 Type BOYS TEAM MPRE PeTeem 10 s OTF oem oi mR TMP vares 118 mm MLO flevo woj e o ofe oje TMS jo me o MLB Leveza o o o i oea oj ms o e oo MLE lleve m e o oea oje fme WADI TMP Ms Levels o e o oea oje ms jao TMP MLA H o i ome o2 Twa a me _ ype CHEERLEADI TCIPS Cheer 612ys 12 9 om ogee of reo juo CHP S 00PM ss TCIP4 Cheer T2rys 12 0 OM OBEG ov Teo LO cHP 400M 55 ype FUT STAR POD2P330 or oew oi Jezo pa r 3 30PM jian So a j El z E 1 You can either scroll down to see all the listings or resize the window downward assuming your screen resolution allows this 5 To collapse all the class types to their original state click Collapse All The window resumes the appearance it had right after you chose the Group By This Field option ProSchool allows you to use multiple column headings in a hierarchical fashion similar to a computer s directory tree For example we will continue with the above example and group the classes by type first by level second and by teacher as our third subgroup all of which you should recognize as data fields in the Class Information screen ProSchool The Next Generation of School and Class Management Software 162 ProSchool Building Your ProSchool Database continued Configured thusly the table would appear like this Clas
127. March tuition Note that the threshold amount can be anything you wish In the example immediately above we assessed a flat late fee for Clients who pay anything less two thirds of the full tuition amount However as you have seen you can choose a threshold amount of lesser or greater value or charge no late fee at all if you wish It is entirely up to you ProSchool The Next Generation of School and Class Management Software 230 ProSchool Entering Charges in ProSchool continued Instead of charging a late charge as a set amount you could configure this charge so that it is a percentage of the outstanding balance owed from the previous charge on which it is based the 75 monthly tuition we used previously In this example we will use a flat fee of 20 percent regardless of the number of Students enrolled by a given Client Here s how you would configure the Billing Based Charges window In the section Enter amount category and memo only the following would be changed e Amount Enter 20 00 and select e Multiply by active students option unselect this as you have decided to charge this fee as a flat percentage instead of per Student No changes would be necessary in the Choose billing category options section In total the above changes would look like this Amount a4 C f z Multiply by active students Category LATE FEE Taxable hal araa f sho Foo For hd arah bution
128. NCIAL INCOME BY CATEGORY e Generates an income summary broken down by category 1 In the Available Reports section select Financial Income by Category Available Reports Report Options p Classes B Financial be B Account Charge Summary Any Category Select category criteria Date range for payments Start 03 0 2006 ol Account Payment Summary Aged Account Balance Category Summary Client Statements Z Gross Income Summary Specific Category 2345678901 23456789 End Show totals only 03731 200E e 1 n Category Income by Department set As Detault Income Billing Summary Payment Receipts Log Sales Tax Summary Other A E PCCharge 2 In the Select Category Criteria section select Any Category to include all categories in the report that have income or Specific Category if you want to print income for only one specific category 3 In the Date range for payments section indicate the date range for received payments that you want reflected in this report 4 To generate an abbreviated version of this report in which only totals are shown select Show totals only 5 If you have changed the settings for this report and wish to save them as the default report configuration click Set As Default button 6 Click Print Prewiew to preview the report on your screen before sending it to the printer OR 7 Click lt a Print to print the report without previewing it Pro
129. Next Generation of School and Class Management Software 26 ProSchool Beginnings continued E INTRODUCTION ProSchool 3 0 is an intuitive easy to use Windows based class management software solution for sports skills and trades teaching environments It is also powerful the number of Clients Students and classes are limited only by the computer on which ProSchool is used ProSchool is flexible as well It can be configured for a variety of non graded training environments and can accommodate group classes and individual one on one lessons simultaneously and that s just the start Parameters such as class size days of the week offered gender male female coed age range of Students and more are completely variable Waiting lists for over enrolled classes can be monitored Just about any relevant parameter can be established or changed independently of others to suit the user in a wide range of environments ProSchool s powerful tracking billing and report generating tools keep any training endeavor on track and organized With a minimum of maintenance input you re only a few clicks away from knowing who s enrolled what classes they re enrolled in when those classes are held what a Client s account status is and much more Tuition periods can be configured by month week day or session and you can establish as many different tuition levels as you like Tuition discounts can be configured based on number of c
130. Next Generation of School and Class Management Software 70 ProSchool Setting Up Basic Codes continued Mi CLASS TYPE CODES Class Types are the same as subjects For example in a gymnastics setting you might use tumbling ballet mod dance for modern dance and so forth Ss To configure Class Types for your school 1 From within the Code Definitions section click on the Class Types tab to open the Class Types panel Code Definitions Departments Label Definitions Referrals Drop Reasons Cities Skill Levels Skill Status Skill Groups Class Types Class Levels Locations Tuitions Hourly By Student Rates Teachers Managers Biling Categories Class Types Advanced BOYS TEAM Boys Team w CHEERLEADI Cheerleading p FUT STAR Boy s Future Stars _ GIRLS TEAM Girls Team _ HOME SCHOO Home School F KINDER Beg 4 5 rear Olds i KINDER II Int 4 5 Year Olds i KINDER III Adv 3 6 Year Olds MINI 3 Year Olds fi FED Beginning _ TODDLER Parent Participation a TUMBLING Tumble amp Trampoline WHITE Intermediate The various Class Types codes above represent an active and diverse gymnastics operation but they can of course be titled anything you wish 2 To enter a new Class Type code click the add a new record button Note that when you do click this button the status at the bottom of the window changes from Browsing to Inserti
131. OCATION CODES Location codes designate where classes and lessons are held You can establish codes for different locations such as multiple gyms or even different rooms in the same building f To configure Location Codes for your school 1 Click on the Locations tab to open the Locations panel DOO o Code Definitions Departments Label Definitions Referrals Drop Reasons Cities Skill Levels Skill Status Skill Groups Class Types Class Levels aee Tuition Hourly By Student A ates Teachers Managers Biling Categories Location Codes Description Recreational Prograrn Team Prograrn 2 Add edit or delete Location codes by using the various icon buttons as described in the previous section entitled Class Type Codes Note that the Code field accepts codes of up to two characters in length and the Description field accepts descriptions of up to 30 characters long 3 Remember to click to save your entry when you are done ProSchool The Next Generation of School and Class Management Software 74 ProSchool Setting TEACHER CODES Teacher codes identify the school s various teachers and instructors continued Code Definitions Departments Label Definitions Reterrals Drop Reasons Cities Skill Levels Skill Status Skill Groups Class Types Class Levels Locations Tuitions Hourly By Student Rates Teachers Managers B
132. OR 7 Click ga Print to print the report without previewing it ProSchool The Next Generation of School and Class Management Software 332 ProSchool Generating Reports In ProSchool continued MR FINANCIAL INCOME BILLING SUMMARY e Generates a 12 month income summary report based on billings and actual payments received beginning with a specified date month year A useful tool for analyzing your receivables 1 In the Available Reports section select Financial Income Billing Summary Available Reports l Report Options a Classes ae Financial Select a year 2006 Ce Account Charge Summary bbe Account Payment Summary Lau Aged Account Balance ven Category Summary ia Client Statements Gross Income Summar ven Income by Category Income by Department C Ma C Jun Sep C Dec Inco me Billing 5 urn ma pp 2 Payment Receipts Log Show totals by Sales anauma f Category C Department HR Other H E PCCharge Set 4 Default 2 Select the year in which the report will start either by entering it or using the up and down arrow buttons in the Select a year field Select the month to start with f Jan Ag f Jul Oet C Feb C May C Aug C Nov 3 Select the month in which you wish to begin your report in the Select the month to start with section For an entire calendar year of activity select Jan 4 If you have changed the settings for this report and wish to save them
133. Order C Ascending i Descending f Tuition Amount C Registration Date 2 Check the Enable sibling discounts check box 3 Indicate how you want ProSchool to calculate the discount by selecting either Dollars or Percentage in the Calculate Discount Using section ProSchool The Next Generation of School and Class Management Software 105 Configuring Discount Rates Per Sibling 4 In the Discount Rates per Sibling section enter the discount amount or percentage you want ProSchool to apply to each respective sibling 2nd 3rd 4th and 5th fields For example if you wanted to offer a discount of 10 off the tuition of each additional sibling that Tuition Codes enrolled the Discount Rates per Sibling section 2nd 3rd 4th and 5th fields would look and like this Discounts Jw Enable sibling discounts Calculate Discount Using e Dollars Percentage continued W Apply discount per student Sibling order it determined by and 10 00 ad 10 00 ath soon Ath 000 Sort Order C Ascending f Descending C Registration Date Or if you wanted to offer a percentage off discount of an additional cumulative five percent for each additional sibling the Discount Rates per Sibling section 2nd 3rd 4th and 5th fields would display the following values W Enable sibling discounts Discount Rates Per Sibling Calculate Discount Using And F 000
134. ProSchool s Context Sensitive Search Function for detailed information on how to set up this type of search 5 To initiate the reset process click the Reset button ProSchool will reset all Student flags that meet your entered criteria as indicated on the Progress gauge ProSchool The Next Generation of School and Class Management Software Getting Started With ProSchool s Ledger m THE BIG PICTURE UNDERSTANDING PROSCHOOL S ACCOUNT LEDGER ProSchool s Account Ledger offers a comprehensive bird s eye view of a Client s account Here at a glance you can view e paid and unpaid charges against the account e charge and payment history e account balance charges vs applied payments regardless of credits e total amount of any account credit s if any e the bottom line the Client s adjusted account balance charges vs applied payments less any credit From the Account Ledger window you can e view all charges for a given Client both paid and unpaid e view all payments made on account for a given Client e view modify edit details or delete unpaid charges e view modify edit details or delete payments e enter new charges and or payments The window with all the above capabilities is an intuitive easy to use format Re print on statements Account Ledger Parent Information Refund Account Credit 11471 521 Amador Circle 756 00 Irene amp Marshan Smith Jackson CA
135. ProSchool The Next Generation of School and Class Management Software Editing Charges in ProSchool continued 243 The refund appears in the Payments section of the ledger Payments Show All Payments Payments on Charge Payment Date Type Check Memo Amount _ a 24 2005 ATM lb 214 00 Bii 2ra 12005 Cash le 0 62 Bis 34 4005 ATM ps 164 00 Bi 41472006 Cash cel4 4165 00 p 17672007 Check gH z 04 00 gt 17622007 Refund 42 00 3 d het die dim E Note the RefAc notation in the Type column of this refund This indicates and confirms that the overpayment amount was refunded to the Client s refund account as opposed to being refunded via check cash or credit card 5b To refund the Client s overpayment amount select Issue a refund Then select the form of the refund by selecting Check Cash or Credit Card If you select Check you can enter its number in the Check Number field recommended to keep your records accurate f ssue a refund i Check C Cash Credit Card Check Informatio Check Number 51 24 6 Click w OK li complete the process and close the Process Overpayment window If you selected Credit Card the Process Credit Card window opens otherwise go to step 7 Process Credit Card ki Authorize Swipe Credit Card Now or enter card information manually and then click Authorize Click to use stored card information l l l C
136. RING PAYMENTS Payment entry in ProSchool has always been a simple process With ProSchool s enhanced electronic payment processing features in concert with PCCharge you ll find it easy to offer the entire spectrum of payment options to your Clients ee To enter payments in ProSchool la In the main menu bar click the Billing pull down menu and select Payment Entry Quick Entry to open the Search for a Client window explained in earlier sections 1b Select the Client for whom you want to enter a payment then click w OK to open the Payment Entry window shown immediately below OR 2a In the Account Ledger view shown on the previous page make sure the name of the Client who s making the payment is selected if not click PP to find the right Client 2b With the correct Client showing click i in the lower part of the Payments section to open the Payment Entry window Payment Entry wi TE er Payments for Irene amp Harshan Smith Credit Available 0 00 P f Date Memo Check Number Amount Tendered 03 06 2006 jo 0 00 Par All Par Hone Select which unpaid charges to pay A i Amount to Pay Charge Date Category Memo Amount Owed 03701 2006 MAR TUITION 165 00 03 02 2006 BIRTHDAY PARTIES Nathaniel 50 00 03703 2006 PRO SHOP leotard 41 00 3 If you need to edit a specific charge or just review its details you can easily do so from this windo
137. S OR TRANSFERS YOU INITIATE IF YOU ACCIDENTALLY DROP OR TRANSFER STUDENTS OR INTENTIONALLY DO SO AND LATER CHANGE YOUR MIND YOU WILL HAVE TO INDIVIDUALLY RE ENROLL EACH STUDENT IN THE CLASS The next two buttons toggle between two views both will never be active simultaneously i e it s either one view or the other This set of buttons does not initiate any action i e no enrollment changes are initiated it only determines what you ll see in the Enrollment Information section E TJA l E view the Students on the waiting list for this class 5 Eg view the Students enrolled in this class The Enrollment Information section contains a heading at the top right corner which indicates what you re seeing depending on which of the above buttons you ve clicked e the Students Enrolled view shows all Students currently enrolled in this class e the Students Waiting view shows all Students on the waiting list for this class The next button is new It allows you to view the selected Student s skills view the selected Student s skills opens the Student Skills window for the selected Student The next two buttons initiate opposite actions they too will never be active simultaneously However there are certain conditions under which neither is active i e both are grayed out ed E add selected Student to the waiting list for this class pr add selected Student to the enrolled list for the sele
138. School The Next Generation of School and Class Management Software Generating Reports In ProSchool continued 331 Mi FINANCIAL INCOME BY DEPARTMENT e Generates an income summary broken down by department 1 In the Available Reports section select Financial Income By Department Available Reports Report Options Ay Classes E Financial Account Charge Summary f Any Department Account Payment Summary i Aged Account Balance Z Category Summary Select department criteria Date range for payments Start 03 0 r 2006 Specific Department ACRO REC End ae Chent Statements Bonel 03 31 200E Bae Gross Income Summary Set As Default ia Payment Receipts Log Sales Tas Summary H Other Hf PCCharge 2 In the Select Department Criteria section select Any Department to include all departments in the report that have income or Specific Department if you want to print income for only one specific department 3 In the Date range for payments section indicate the date range for received payments that you want reflected in this report 4 To generate an abbreviated version of this report in which only totals are shown select Show totals only 5 If you have changed the settings for this report and wish to save them as the default report configuration click Set As Default button 6 Click Print Preview to preview the report on your screen before sending it to the printer
139. Sensitive All amp Searched Field Orde ic Alphabetic f Logical View Summary New Search Note that you can configure as many filter criteria fields as you need to Herein lies the power of ProSchool filtered search you can narrow searches as precisely as you need to 7 When you are finished configuring the filter s click ff OK lig close the Select Filter Criteria window and populate the Class List section of the Class Information view with the classes that meet your filtered search criteria 8 If you want to repopulate the Class List section with all your school s classes i e totally unfiltered results click 4 to disable the filter s you have configured 9 You can configure another filtered search at any time by clicking wy to open the Select Filter Criteria window click New Search to delete existing filter parameters and start fresh ProSchool The Next Generation of School and Class Management Software Using ProSchool s Enrollment Utilities 201 Mi USING tHe COUNT STUDENTS UTILITY ProSchool offers you a simple way to determine how many Students you have actively enrolled in your School The Student count can be configured in one of several ways e the total number of actively enrolled Students enrolled in your School non class specific e the total number of actively enrolled Students in a specific class the total number of Students class specific or not by any one
140. Software Index continued C calendar entry 31 charge entry options overview 211 charges editing overview and procedure 241 charges entering 217 charges entering overview 211 charges reducing 241 charges refunding overview and procedure 245 city codes 78 class attendance recording and tracking 288 Class Information window enrolling students from the 170 class based charges entering 222 class based charges overview 222 class flags clearing future class flags 187 class flags setting future class flags 186 class level codes 72 class type codes 70 classes setting up 130 clearing future class flags 187 client comments editing 153 client comments utility 151 codes summary sample list 125 codes basic 69 codes by student 99 codes city 78 codes class level 72 codes class type 70 codes drop 77 codes hourly rate 95 codes location 73 codes manager 75 codes monthly tuition 93 codes referral 76 codes session 93 codes skill 80 codes teacher 74 codes weekly tuition 93 column widths resizing 155 comments using the client comments utility 151 compendium of ProSchool reports 296 conducting class searches 196 conducting client family and student searches 193 configuring autopays 285 configuring ProSchool to integrate with QuickBooks 115 configuring ProSchool to your school overview 34 configuring tuition codes for hourly and by student rates 101 copying an
141. Summary Student Skills Student Summary Waiting List Summary e ProSchool The Next Generation of School and Class Management Software Configuring ProSchool to Your School continued 67 6 Select the Actions tab Screens Utilities Reports Actions Pemissiang Allow Deny Change password i Label setup Fost payments Reset student flags Apply account credit to unpaid charges Process Deposits Transactions Process Drop No Pays 7 Select Allow or Deny as appropriate for the security profile you are configuring As shown above ProSchool offers seven permissions changing passwords setting up labels posting payments resetting student flags applying account credits to unpaid charges processing deposits and transactions and processing drop no pays By default permissions are enabled for all screens utilities reports and actions In addition note that any user not specifically denied permission to the Set Permissions parameter in the Security section can change security clearance permission settings even if they are restricted elsewhere Make sure that any users you configure with anything less than full access are also denied permission to the Security section Note that unselecting Enable security features does not alter the security parameters you set in the tabbed Screes Utilities Reports and Actions sections they are retained until cha
142. The reports are accessed in the Print Reports window via the main button bar They are arranged categorically using a directory tree metaphor with collapsible branches Available Reports Available Reports A Classes A Classes _ Attendance Summary A Financial fon Class Roll Sheet EP Account Charge Summary foe Class Summary EP Account Payment Summary fon Drop Detail E Aged Account Balance foe Drop Summary E Category Summary Enrollment History E Client Statements beeen Missed Classes Summary 3 Gross Income Summary bso Student Skills iw E Income by Category i ha Waiting List Summary Income by Department h E Financial Income Biling Summary h Other vee Payment Receipts Log ro PLCharge A Sales Tas Summary Eh Other Available Reports B PCCharge B Classes H Financial Available Reports S23 Other E Birthday Summary 0 Classes oe Client Activity B E Financial Client Comments Other Client Summary Be PCCharge _ Codes Summary E Batch Post Settle D Mailing Labels el Batch Pre Settle S Referral Summary B Credit Card Detail ohu Student Summary FB PUCharge ProSchool The Next Generation of School and Class Management Software Generating Reports In ProSchool 295 Per Windows convention you can expand any of the three folders by clicking H immediately to the left of the folder in question or collapse an expanded folder by clicking H You can also expand or collapse a folder by double clicking on the fo
143. UITION w ASSESSMENT AUG TUITION w BIRTHDAY PARTIES w CAMPS w CHALK TALK AD w CHEER FUNCTION Li x al None Processing Print Auto Pay Preview y Start g Print Auto Pay Summary Amount 0 00 112 00 0 00 56 00 o k Result NOT CAPTURED DECLINE CAPTURED TAS645 62962351 Skipped Balance 0 00 CAPTURED 145649 62962551 In addition the process will report each charge by Client the amount and the result as shown above When ProSchool is done processing Auto Pays the following message appears Process Auto Pays gt The 4uto Pay process is complete Would wou like to print the Auto Pay Summar report now Ho The Auto Pay Summary report details the information presented in the Name Amount yy and Result columns in the above Process Auto Pay window above We strongly recommend that you print this report out for your records and use it to contact those Clients whose cards were declined As you can see above the report will detail the reason for the decline as reported by the Processor ProSchool The Next Generation of School and Class Management Software 258 ProSchool Recording and Tracking Class Attendance In ProSchool i RECORDING a e TRACKING CLASS ATTENDANCE IN PROSCHOOL ProSchool s Attendance module is a date driven attendance tracking tool that provides you with a quick and comprehensive means
144. a 3 In the Show charges since field enter the date you wish the report to begin with 4 In the Report Options section select Subtotal by category if you wish ProSchool to organize your report by charge categories Otherwise the report will list all charges in chronological order 5 In the Report Options section select Show payment detail if you want ProSchool to include the specific detail of any payments applied to the charges included in the report Otherwise charges will appear without payment details 6 If you have changed the settings for this report and wish to save them as the default report configuration click Set As Default button 7 Click Print Preview to preview the report on your screen before sending it to the printer OR 8 Click Pririt to print the report without previewing it ProSchool The Next Generation of School and Class Management Software 320 ProSchool Generating FINANCIAL ACCOUNT PAYMENT SUMMARY Reports oo S 7 in e By Client lists all payments received since a specified date ProSchool 1 In the Available Reports section select Financial Account Payment Summary Available Reports Report Options continued Bf Classes d Financial Chent ID pl 7 EAEE AEA Show payments since 03 30 2005 c Report Options i AccouU rit ie ay ment SUMMAT a Aged Account Balance Category Summary Client Statements Show charge detail Gross
145. a report Account Charge Summary Permissions aaa e Alo Deny Print report ie amp Preview report fe Set default values ie B ir t Override default values As above in step 3 setting permissions for the screens and utilities the permission options vary depending on the report you select The specific permissions available for each report are shown in the chart on the next page ProSchool The Next Generation of School and Class Management Software 65 ProSchool Configuring Configuration Options for ProSchool Reports ProSchool Print Preview Print Set Override Delete Add edit to Gen Tae ich span daa Si soe Your Account Charge Summary School Account Payment Summary e Aged Account Balance _continued Attendance Summary Batch Post Settle Batch Pre Settle e Birthday Summary Category Summary Class Roll Sheet Class Summary Client Activity Client Comments e Client Statements Client Summary Codes Summary Credit Card Detail Drop Detail Drop Summary Enrollment History Gross Income Summary e Income by Category e Income by Department e Income Billing Summary Mailing Labels Missed Classes Summary e Payment Receipts Log Referral Summary Sales Tax
146. able multiclass discounts for weekly tuitions Calculate Discount Using f Dollars C Percentage Rate 5 00 Apply discount J per Student ji per Class Include similar classes Include classes with zero tuition amounts 3 Select the Monthly Session and Weekly tab depending on how you want to configure the Multi Class discount 4 Check the Enable check box 5 Indicate how you want ProSchool to calculate the discount by selecting either Dollars or Percentage in the Calculate Discount Using section 6 Indicate how you want ProSchool to count classes for the purpose of determining if a multi class situation exists if you want the class count to be based on how many classes each indivudual Student is taking select the per Student check box this will result in a lower class count which means the discounts will kick in later and utlimately amount to less e if you want the class count to be based on the total number of classes all Students from a given family are taking collectively do not select the per Student check box this will result in a higher total class count which means the discounts will kick in sooner and therefore total a higher dollar amount ProSchool The Next Generation of School and Class Management Software 104 ProSchool Configuring Tuition Codes and Discounts continued For example let s say you have a family with two Students each enrolled in a single clas
147. acher C Level C Manager Select 4 specific type Date range for enrollment snapshots bi Waiting List Summary Start End H E Financial 03 01 2006 ol 03 31 2006 ol H E Other Af PCCharge Set s Default i 2 In the Choose a type to summarize section select Total Enrollment if you want enrollment shapshots of your entire school population to be included in the report Otherwise select from any of the other choices You can then further narrow your report by selecting an option from the Select a specific type drop down menu 3 Select the start and end dates for the report by entering them in the Date range for enrollment snapshots field 4 If you have changed the settings for this report and wish to save them as the default report configuration click Set As Default button 5 Click Print Prewiew to preview the report on your screen before sending it to the printer OR 6 Click Pririt to print the report without previewing it ProSchool The Next Generation of School and Class Management Software 316 ProSchool Generating Reports In ProSchool continued Mi CLASSES MISSED CLASS SUMMARY e Lists Students that have missed a specified minimum number of classes any classes or specified classes since a specified date 1 In the Available Reports section select Classes Missed Class Summary Available Reports Report Options ae Classes Select en
148. ack up your ProSchool files to your hard drive then use your computer s CD DVD burning software to write your ProSchool backup files to CD or DVD Losing your data in the event of a computer crash or hard disk failure can be absolutely disastrous Do not be lulled into a false sense of security by the fact that things are running smoothly the computer s very dependable When you least expect it a crash or failure could occur and you will have to spend hours if not days rebuilding your school s records We repeat BACKUP ON A REGULAR BASIS Ci To backup ProSchool databases using the Backup Restore utility 1 Click on the Utilities pull down menu at the top of the ProSchool window and select Backup Restore the following warning appears Network Warning Click OK to proceed or Cancel to cancel the backup ProSchool The Next Generation of School and Class Management Software 352 ProSchool Backing Up The Backup Restore window opens and Restorin g Backup Restore Your ProSchool Databases Archive C ProSchoKDATASET ProSchool 3 Backup PS Browse status Restore Time elapsed continued Time remaining Abort Files processed Messages Progress Status Lag 2 To backup existing databases first enter the location and name of the backup file in the Archive field for floppies the directory is usually a ProSchool automatically names the ba
149. ag4 Memo Entered By Entered On Updated By Updated On e Client related data Client ID First Name Last Name Middle Init Company Address1 Address2 City State Zip Home Phone Fax Phone Work Phone Emergency Phone Work Contact Emergency Contact Credit Referral Code Phone Type Alt Payor Phone Alt Payor Email Mail List Flag Entered By Entered On Updated By Updated On ProSchool The Next Generation of School and Class Management Software 306 ProSchool Generating Reports In ProSchool continued The Comparison or operator determines the type of test ProSchool will apply to your data For each tier you configure the potential search range to possibilities that are one of the following _y equal to the Operand not equal to the Operand lt gt greater than the Operand gt less than the Operand lt greater than or equal to the Operand gt less than or equal to the Operand lt blank only no data non blank only any data regardless of type like for finding matches using the and wildcard characters e not like for finding non matches using the and wildcard characters Comparisons are used for numerical values and for alphabetical characters sorted in standard alphabetical order defined as values beginning with a the lowest value and ascending in value to
150. agement Software Index continued R reason for dropping class 175 receipt printer setup 50 recording and tracking class attendance 288 reducing a charge 241 referral codes 76 refunding account credits overview and procedure 248 refunding charges overview and procedure 245 registration and insurance charges overview 234 registration and insurance charges entering 234 report building process starting the 308 reports 305 Classes Class Attendance Summary 309 Classes Class Roll Sheet 310 Classes Class Summary 312 Classes Drop Detail 313 Classes Drop Summary 314 Classes Enrollment History 315 Classes Missed Class Summary 316 Classes Student Skills 317 Classes Waiting List Summary 318 Financial Account Charge Summary 319 Financial Account Payment Summary 320 Financial Aged Account Balance 321 Financial Category Summary 323 Financial Client Statements 325 Financial Gross Income Summary 329 Financial Income By Category 330 Financial Income By Department 331 Financial Income Billing Summary 332 Financial Payment Receipts Log 333 Financial Sales Tax Summary 335 Other Mailing Labels 344 Other Birthday Summary 336 Other Client Activity 337 Other Client Comments 339 Other Client Summary 341 Other Codes Summary 343 Other Referral Summary 345 Other Student Summary 346 PCCharge Batch Post Settle 348 PCCharge Batch Pre Settle 349 PCCharge Credit Card Detail 350 reports
151. agement Software 344 ProSchool Generating Reports In ProSchool continued E OTHER MAILING LABELS o Generates labels of all types using any one of numerous templates Note This section covers the printing of labels only not the design or selection of various label templates To change modify or create new label templates refer to the previouis section entitled Creating Labels In ProSchool on page 83 1 In the Available Reports section select Other Mailing Labels Available Reports Report Options i a Classes Field Comparison Compare To A Financial fg st rT T 8 Other Cr m Birthday Summary Cir E Client Activity a ss Clr Client Comments E Client Summary a cir Codes S r ch F 3 ae id F Lif an TEEN aj cr Bes Student Summary ie PCCharge Active Status Active C Inactive Both Delect enrollment criteria f All Classes Specific Choose 2 To filter the report results to more exacting criteria select or enter the appropriate filter data in the Field Comparison and Compare To data matrix The configuration of this matrix is discussed earlier in this section on page 305 3 In the Active Status section select one of the following e Active if you want the report mailing labels to include all Clients who currently have at least one Student enrolled in at least one clas
152. al component is the Skill status almost there attempted completed which defines a Student s progress with a specific skill Note that ProSchool allows you to define these codes if and when you are ready to do so Furthermore you don t have to define and use all three skill codes For example some schools use a single skill level code for example Skill Levels some use two skill level codes and some all three As you become more familiar with ProSchool s power and potential your use of skill codes will likely grow as well SS To configure Skill LEVEL codes for your school 1 From within the Code Definitions section click on the Skill Levels tab to open the Skill Levels panel 0 0000 7 Code Definitions Class Types Class Levels Locations Tuitiong Hourly By Student Rates Teachers Managers Biling Categories Departmenta Label Definitions Referrals Drop Reasons Cities Skill a Skill Status Skill Groups Skill Levels Level Description Advanced Level 3 _ Beginning A Introduction to Gymnastics Boys Beginner Boys Level al Boys Int Bows Level 2 a Boys advanced Boys Level 3 Intermediate Level 2 Beginning B Level 1 Kinder 1 Fours and Fives H Kinder 2 Fours and Fives PLUS The skill levels shown above are examples of those you might use though they can be titled anything you want 2 Add edit or delete Skill Level codes
153. ala Corporation Heartland Payment Systems HPTS x RBS Lynk Systems Inc LYNE x X x NOVA fata Nova Information NOVA x x Systerrs NPC fata Natonal Processing NPC x xX x Company Faymentech jormen Gensar GSAR x x x Transnet Royal Bank of Canada RBOC x X Vital faka Vesa Vet VISA x x x ProSchool The Next Generation of School and Class Management Software 48 Y ProSchool Configuring ProSchool to Your School continued Let s expand the window to the additional sections PCCharge Merchant Account Configuration W Enable PCCharge credit card processing Credit Card Processing Compan Merchant Number Vital VISA 03041031270 Settlement Type User H fi Auto Settle f Manual Settle i Terminal PCCharge Payment Server TCP IP Setup Hostnarnie flandru aegroup com IF Addr T T 0 0 Fort 31419 Timeout 30 seconds default 31413 PinPad Setup COM Port CoM Test PinPad Baud Fat Daa Bit 300 2400 ie 7 c 6 C 600 C 4800 3 Stop Bit f 7200 9600 lo You ll note several fields highlighted in green These indicate parameters that are unique to the computer on which they are configured i e if you are using multiple computers to process credit cards these values will vary from one computer to the next 3a If your school uses only one computer to process credit cards and that same computer also has PCCharge installed on it then use t
154. alling ProSchool then click Next Additional icons Create a desktop icon C Create a Quick Launch icon 12 Select the appropriate choices and click Next gt to continue ProSchool The Next Generation of School and Class Management Software 1 B eg inni ngs The installer is now ready to install ProSchool Review your install settings and click lt Back to make any changes before proceeding ie continued io setup ProSchool Ready to Install Setup is now ready to begin installing ProSchool on your computer Click Install to continue with the installation or click Back if you want to review or change any settings Destination location C FroSchol Setup type Custom Installation Selected components Main program files for a single computer or server install QuickBooks integration support files Borland Database Engine Start Menu folder ProSchool 13 Click Install to continue ProSchool The Next Generation of School and Class Management Software 20 ProSchool Beginnings continued Setup will begin extracting all the files iy Setup ProSchool Installing Please wait while Setup installs ProSchool on your computer Extracting files C ProSchol ProSchol_exe Continue to next page ProSchool The Next Generation of School and Class Management Software 21 B eg inni ngs If you chose to install QuickBooks integration support those files will be i
155. amps CAMPS C A CHALE TALE AD Chalk Talk Ad L CHEER FUNCTION Cheer Function CHEER TEAM L E UNIFORMS Cheer Uniforms BOUTIQUE L a DEC TUITION December Tuition p EQUIPMENT PURCHASE Equipment Purchase BOUTIQUE L FACILITY RENTAL Facility Rental FACILITY RENTAL L FEB TUITION February Tuition L FIELD TRIFS Field Trips FIELD TRIPS L GIFT CERTIFICATE Gift Certificate GIFT CERTIFICATE LJ GYM MANIA Gum Mania SPECIAL EVENTS L JAN TUITION January Tuition L JUL TUITION July Tuition L JUN TUITION June Tuition L LATE FEE Late Fee LATE FEE L MAR TUITION March Tuition L MAY TUITION May Tuition z MEMBERSHIP early Membership Dues MEMBERSHIP L Merge this category APR TUITION 7 into this category APR TUITION Lp Merge 2 Add edit or delete Billing Categories by using the various icon buttons as described in the previous subsection entitled Class Type Codes Note that the Category field accepts codes of up to 20 characters in length and the Description field accepts descriptions of up to 40 characters long 3 Use the pull down menu in the Department field to make the appropriate choice these are the departments codes you defined in a previous section 4 Click Taxable if that applies to this particular category in the jurisdiction in which you are doing business 5 Remember to click to save your entry when you are done ProSchool The Next Generation of School and Class Management Software Se
156. ance tuition code teacher code phone number e print only classes with roll changes since a specific date e modify report title e modify font size of Student names and or bold Student name e three level sorting based on configurable criteria e Class Summary Generates class lists based on multiple criteria Options e list by Code Level Location Manager Teacher Tuition Type Department e all codes or selectable subset page break between groups e show Students enrolled e three level sorting based on configurable criteria e print labels for all classes that fit report criteria handy for labeling file folders etc ProSchool The Next Generation of School and Class Management Software 297 Generating Reports in ProSchool continued e Drop Detail Generates lists of dropped Students based on multiple criteria A useful tool for analysis of why Students leave your school and identifying related trends Related to the Drop Summary report next Options e start end date range or all e drop reason codes to include any specific e selectable filter criteria based on specific code type s Class code Class type Location Level Teacher Manager Tuition e three level sorting based on configurable criteria print labels for all Students or Clients of Students who meet the report criteria e Drop Summary Generates a report summarizing drops within a specified 12 month period
157. ancel a class that currently has a waiting list you can easily eliminate all Students from that list with a few clicks Click GK complete the batch drop process or Cancel to abandon the batch drop process The Drop Reason dialog box will appear Reason For dropping class Choose a drop reason and enter any comments P Taking a break Drop Reason Comments amp Don t Create Drop Record ProSchool The Next Generation of School and Class Management Software 182 ProSchool Enrolling Students and Making Enrollment Changes continued 5c Select your drop reason as explained in a previous section and click yf OK to complete the batch drop process and record the selected drop reason for each of the Students dropped from this class or amp Don t Create Drop Record to complete the batch drop without recording a drop reason for the dropped Students 6a To transfer ALL Students from this class to another class click Se to open the Information window very similar to the window shown immediately above Information O waiting List 6b Specify which list you want to transfer all Students from the Enrolled list Students currently enrolled in the class or the Waiting list Students waiting to get into the class or both The waiting list option is useful when you open a new class that can accommodate the Students on the waiting list Click OK complete th
158. anges and close the window and then once again to close the Edit Resource Group window ProSchool The Next Generation of School and Class Management Software 282 ProSchool USI ng This would result in the planner item displaying the Deposit data immediately after the time and caption ProSchool s Resource 3 30 PH 3 45 PH J 5 FJ F t Planner t ie deposit gift requests r continued As you can see above you would have to resize the Resource Planner grid to a very small size to keep the deposit information from appearing As you continue to work with this tool you ll gain a better sense for which information you ll want to be available at a glance and you can configure the order of the informational fields accordingly 10a To edit a Resource s name which is the only thing you can edit about Resources first select it in the Resources section then click to open the Edit Resource window Edit Resource Edit Resource U Enter a name for the resource Resource Mame S iaieiin 10b Make the desired changes in the Resource Name field then click v OK to save your changes and close the window The updated name changes for this Resource will now be reflected in the Resources section ProSchool The Next Generation of School and Class Management Software 283 Processing Drop No Pays and Auto Pays MJ PROCESSING DROP NO PAYS Sometimes you may have a situat
159. any account balance greater than zero e Amount enter 0 00 ProSchool The Next Generation of School and Class Management Software 233 Enteri ng The above criteria would appear in the Billing Based Charges window as follows Charges in ProSchool Amount pno t O Multiply by active students Category ACCT MAINT FEE Taxable Mema Non zero acc balance after 12 28 continued jf Apply any account credit to new charges Choose billing category options af 31 2006 Field Comparison Amount land J all 0 00 Er Hint Remember that ProSchool looks at conditions in real time In other words this charge looks at a Client s account balance only at that moment in time when the charge is created It cannot be configured to automatically create charges based on periodic or date specific snapshots of a Client s account balance 12 Select Perform Test Calculation to review the charge results before applying billing them to the appropriate Client accounts This procedure would be the same as in the above Performing Test Calculations for Automatic Tuition Charges section with the following exception certain charges do not include nor display any additional details in the Details about the above selected charge section 13 Click Start to begin the charge generation process as configured above ProSchool confirms your intentions Begin Calculation 2 Proschool will now b
160. any other data fields The default message is Automatic Tuition Charge 8 If you want ProSchool to automatically apply any outstanding credits to this charge select the Apply any account credit to new charges option Then if ProSchool finds an outstanding credit on any of the Client accounts to which this charge is being applied it first bills the Client s account for the charge then applies the Client s credit as payment toward the charge This keeps outstanding credits from accruing 9 If you chose the Monthly Session or Weekly options you also have the option of selecting a specific class or subset of classes for determining which Clients will be included in this automatic charge generation or you can include all classes in the billing and skip to step 10 To choose specific class criteria select Specific in the Select enrollment criteria for M S W types section then click Choose to open the Search for a Class window Select the class or subset of classes you want then click OK to return to the Automatic Charges window or Cancel to return there ProSchool The Next Generation of School and Class Management Software 214 ProSchool Enter Ng 10 Click 4 Start to begin the automatic charge generation process A dialog box will Cha rges In appear to confirm your intentions ProSchool Begin Calculation continued Click OK to proceed or Cancel to return to the Automatic Charges window The
161. are designed for diagnostic use in the event you need to call Technical Support for assistance This way we can correct problems more efficiently and get you running again smoothly in less time should the need arise These tools are not intended for use by the end user that is why they are not documented in this users guide ProSchool The Next Generation of School and Class Management Software Beginnings continued 11 i GETTING PROSCHOOL LOADED axe CONFIGURED ON YOUR COMPUTER EE a To set up ProSchool in the Windows 98 Mellenium XP or 2000 NT operating environment The installation of ProSchool 3 0 on your Windows PC is a straightforward and simple process and should look reasonably familiar to anyone who has installed and used Windows software If your computer s configuration is fairly typical you ll find that it will be easiest and quickest if you use the installation defaults On the other hand if you are a more experienced user you may want to customize the installation settings as you go through the installation process 1 Make sure all other applications are closed before installing ProSchool 2 Insert the ProSchool program CD into your CD ROM drive If you have auto insert notification selected in your Windows configuration the ProSchool installation process will start the Setup Wizard automatically If the Setup Wizard does not start automatically you can start it by clicking on the Start menu and ch
162. are done configuring this class click to save it 15 If you want to add another class that is similar to this class in one or more respects such as one that is identical other than the day and time it is held ProSchool makes it easy to replicate classes To use the Copy Record function just click Ee while in the class you want to replicate and ProSchool creates a new class that is identical except for the class code since each class must have a unique identifier code You can now enter a new i e unique class code modify the details of the new class as you wish then click to save it The Enrollment Information Students Enrolled section in the lower right hand section of this Class Information panel will be discussed below in the section entitled Enrolling Students In Classes Hint After you have configured all your classes it is strongly recommended that you print a Class Summary report to do so refer to the section below entitled Generating Reports in ProSchool Check your classes carefully to make sure class times and teacher commitments do not overlap ProSchool The Next Generation of School and Class Management Software 134 ProSchool Reviewing Teacher and Class Schedules i REVIEWING TEACHER CLASS SCHEDULES ProSchool now includes a Teacher Class Schedule matrix This useful tool offers you a quick and comprehensive way to view Teacher and Class schedules at a glance by day
163. arge a 15 weekly tuition for a Monday tumbling class and you have a Student that attends that class and a Wednesday dance class using the same tuition rate code what ProSchool defines as a similar class You have the option of e charging full tuition 15 for each class for a total of 30 or e discounting the tuition of the similar class to a lesser amount of your choosing For example you could set up your tuition so that the first tumbling class would be billed at the 15 tuition rate and the second similar tumbling class would be charged at a lesser 13 rate a total tuition of 28 ProSchool allows you to configure this similar class discount for up to five different similar classes In the following example we ll use the above tumbling class 15 week tuition and discount each additional similar class taken by 2 e Ist class 15 for a single class 2nd class 28 15 13 3rd class 39 15 13 11 Ath class 48 15 13 11 9 5th class 55 15 13 11 9 7 The Rates for similar classes box would contain the above values as follows Rates for similar classes Tet class 15 00 end class 28 00 drd class 35 00 4th class 48 00 Sth class 55 00 You can also discount additional similar classes then level out the tuition rate so additional classes are not discounted further In the following example
164. arges Memo Automatic registration insurance charge Select enrollment criteria f All Classes Specific Choose Enable duplicate charge prevention Duplicate Charge Date Range 03701 2006 0373172006 o yf Start Perform Test Calculation 2 Select a billing category for this charge by clicking the down arrow in the Category field and making the appropriate choice 3 Make sure the tax flag is correct If this category was originally set up as taxable the Taxable box will automatically be selected You can override this if necessary 4 Enter the desired date range in the Registration Date Range field entered in MM DD format This ensures that ProSchool will enter registration and insurance fees only for Clients who registered Students within this period subject to the other criteria entered elsewhere in the Registration and Insurance Charges window 5 If you want ProSchool to automatically apply any outstanding account credits to this charge select the Apply any account credit to new charges option Then if ProSchool finds an outstanding credit on any of the Client accounts to which this charge is being applied it first bills the Client s account for the charge then applies the Client s credit as payment toward the charge This keeps outstanding credits from accruing ProSchool The Next Generation of School and Class Management Software Entering Charges in ProS
165. arges Enter amount category and class code 7 pT Select which students Amui nee Hannah Childs Category BIRTHDAY PARTIES J Taxable Micah Forste Christian Freeman Bekkah Jones Class Code RTPI Pad a Stacy O Dowd blema Claire Rhodes Emilee Rhodes MW Apply any account credit to new charges Status nf Start Perform Test Calculation 9 Select the Perform Test Calculation option to review the charge results before applying billing them to the appropriate Client accounts The configuration of this window is discussed earlier in this section see Performing Test Calculations for Automatic Tuition Charges ProSchool The Next Generation of School and Class Management Software 224 ProSchool F nteri ng 10 Click Start to begin the charge generation process for all Clients whose Students are selected highlighted in the Select which students section ProSchool confirms your C h a rg Es In intentions ProSchool Begin Calculation 2 Proschool will mow begin calculating charges For the selected students continued Cancel 11 Click OK to continue the progress bar gauge in the Status section monitors ProSchool s progress Click Cancel to abort the process and return to the Class Based Charges window 12 When ProSchool finishes calculating the charges a confirmation dialog box appears Calculation Complete Click OK to return to the Class Based Charg
166. arges in 7 7 ProSchool EEE Begin Calculation 2 Proschool will now begin calculating registration charges For all currently enrolled students continued Cancel Click OK to continue Or Cancel to return to the previous window the progress gauge in the Status section monitors ProSchool s progress 12 When ProSchool finishes calculating the charges a confirmation dialog box appears Calculation Complete Click OK to return to the Registration and Insurance Charges window ProSchool The Next Generation of School and Class Management Software Entering Charges in ProSchool continued 237 I MANUAL CHARGES In ProSchool the vast majority of charges are entered or automatically generated as described in the previous sections However there are instances when you ll need to enter a charge manually This is easily done in the Account Ledger window Sees f To enter charges manually 1 Open the Account Ledger panel and select the Client you want to enter the charge for as described previously 2 Click from within the Charges section to open the Charge Entry window Charge Entry Charges for Irene amp Marshan Smith P Date blemo 03 03 2006 E Charge Detail Discounts Jleotard W Taxable Department Class Code BOUTIQUE leotard SALES TAK Sales Tas y Uk x Cancel Total Charge Discounts Het Charge Paid Total Amount Due 41 00 3 To change the curre
167. as the default report configuration click Set As Default button 5 Click Print Preview to preview the report on your screen before sending it to the printer OR 6 Click Pririt to print the report without previewing it ProSchool The Next Generation of School and Class Management Software Generating Reports In ProSchool continued 333 Mi FINANCIAL PAYMENT RECEIPTS LOG o Generates a detailed log of all unposted payments or all payments posted on a specified date 1 In the Available Reports section select Financial Payment Receipts Log Available Reports Report Options ata Classes Select which payments to prin a amp Financial m Account Charge Summary f Unposted payments a Account Payment Summary Aged Account Balance C Payments postedon Stark 03 30 2006 Categor Summary i E Client Statements D Gross Income Summary ba Income by Category Show summary only aa Income by Department 7 Income Billing Summ aly M Show the charges each payment was applied towards _ Bake ie ar Set s Default Sort ei Uther Eh PCCharge 2 In the Select which payments to print section indicate which payments you want in the report as follows e select Unposted payments if you want the report to include only unposted payments that is only those payments received since the last post OR e select Payments posted on and specify a start and end date if you want
168. ates lists of inactive or active Clients since a specified date This report is a useful database maintenance tool because it allows you to ferret out old records from your school s database for reactivation or deletion Options e active Clients inactive or both e delete all records of Clients meeting criteria e print labels for all Clients who fit report criteria e Client Comments Generates a report of Client Comments complete text either for a specified Client or for all Clients Results can be filtered by priority and status and confined to a date range if desired Options all or specified Clients e sort by priority any of specific or status any or specific start end date range or any e three level sorting based on configurable criteria e Client Summary Lists Clients that meet specific search criteria A powerful analytical tool especially with large databases Options e multitiered filter field comparison compare to e active Clients inactive or both e enrollment criteria all or specific classes e three level sorting based on configurable criteria e print labels for all Clients who fit report criteria e Codes Summary Generates a report of all codes you have configured for your school A useful tool for periodic review of your school s codes Option e select any or all code categories for inclusion in the report billing categories class levels class types locations refer
169. avannah Dunn 12 105 2004 Tial Espand All Cell 10623 Collapse All Remove This Column Column Selector v Left Best Fit Right Best Fit Call Columns Center Address 22 49 Summer D 10831 Dunbar 3194 Western C p e Sort sorts all the names in the window according to the sort order of the column you originally right clicked on for example if you right clicked on the Age column heading then selected Sort Ascending all names would be sorted with the youngest first at the top and the oldest last at the bottom e Remove This Column the column you right clicked on to bring up this menu is the column that will be removed from the table e Column Selector opens the Customize window which allows you to choose the columns you want to appear Enrollment Information el Hame Alison Kohne Age Date Reg 10 3 13 2003 Start Date l 10728 2004 F Sex Home Phone 916 984 3786 Students Enrolled Phone Client ID Address 10814 Cell Marisa Lee 81 26 2004 922020004 aero Call 11503 Sara Carillo 11 1729 1998 9 MER iji 10049 Savannah Dunn 12107872002 1 BELGES H 10623 ProSchool The Next Generation of School and Class Management Software 100 Bloomfield 22rd Summer D 10831 Dunbar 3194 Westem C 157 158 ProSchool Building Your ProSchool Database continued This menu lists all of the possible colum
170. been entered they appear itemized in the Select which unpaid charges to pay section of the Payment Entry window Payment Entry a Payments for Irene amp Harshan Smith Credit Available 0 00 f Date Memo Check Number Amount 7 endered 0306 2006 jo 0 00 Pay All Pay Mone Select which unpaid charges to pay A ve i Charge Date Category Memo Amount Owed Amount to Pay 0370172006 MAR TUITION 165 00 03 02 2006 BIRTHDAY PARTIES Nathaniel 50 00 0370372006 PAO SHOP leotard 41 00 Total 256 00 000 0 00 Print receipt after processing payment Enter the amount to pay next to each unpaid charge or double click the charge to pay the charge tn full Z Fa Check T gt F4 Credit Card ra F2 Cash FS ATM Debit FE House T Account ProSchool The Next Generation of School and Class Management Software 251 Enteri ng In the Account Ledger window these unpaid charges appear in the Charges section note they are highlighted in red Payments In a f Select which t ProSchool amp STR a E Account Ledger Parent Information Refund Account Credit 11471 521 Amador Circle 256 00 Irene amp Marshan Smith Jackson CA 95642 0 00 contin ued Hrn 205 F48 0906 Em 756 00 Charges Show f All Charges Unpaid Charges a Charge Date Category Charged BE 32972004 APRIL TUITION Automatic tuition charge for April
171. billing address in the appropriate fields Note that the billing address may be different than the residence address Don t confuse the two credit card verification requires the correct billing address 6 Click w OK to complete the Auto Pay configuration for this Client The next step is to process Auto Pays ProSchool The Next Generation of School and Class Management Software 286 ProSchool Processi ng Ea To process Auto Pays Drop No Pays and Auto Pays 1 Click on the Billing pull down menu on the main button bar and click Process Auto Pays to open the Process Auto Pays window Process Auto Pays Click Start to begin processing auto pays Amount Result Those clients that have been enabled for auto pay Will be processed by this task The credit card continued Information that i on file will be used and the current amount due based on the selected biling categories below will be changed to the credit card Select which biling categories to melude when computing the amount due on the account APR TUITION Wl ASSESSMENT AUG TUITION BIRTHDAY PARTIES LAMPS CHALE TALE AD CHEER FUNCTION l Al Hone Processing gs Print Auto Pay Preview af Start Print Auto Pay Summary First to be clear ALL Clients that you ve set up for Auto Pay as described in the steps on the previous page will be included in this processing Specifically All o
172. but have not yet defined any users that is you haven t entered user names and passwords ProSchool will disable the security features and default to username SYSUSER as the user for future sessions until new users are defined When you leave the Security panel the following warning message appears Security Warning AN You have selected to enable security Features but no users have been created Security will be disabled until users are created Though clicking OK closes the window and ultimately returns you to the main ProSchool control panel you can always reopen the Configuration window and change any settings you may have made in error ProSchool The Next Generation of School and Class Management Software 60 ProSchool Configuring ProSchool to Your School continued S SETTING SECURITY PERMISSIONS FOR SPECIFIC USERS Now that you have defined users you re ready to set security permissions for them ProSchool gives you a large number of specific areas screens and utilities that you can allow or deny access to The list that appears on the next several pages may be overwhelming but the process is actually very easy Just follow the steps and once you understand the way ProSchool sets permissions you ll be able to set up user security profiles very quickly pua a To configure a user s security profile permissions 1 In the Users list select the name of t
173. button A confirm dialog box will appear Confirm EJ a 2 Are you sure you want to permanently delete the matching clients io Doing so will remove all charges payments students and any other information related to these clients To proceed with the deletions click Yes or click No to cancel the process and return to the Client Activity window Note When you select this option any comments entered for the Client and Student are also deleted ProSchool The Next Generation of School and Class Management Software Generating Reports In ProSchool continued MM OTHER CLIENT COMMENTS 339 o Generates a report of Client Comments complete text either for a specified Client or for all Clients Results can be filtered by priority and status and confined to a date range if desired 1 In the Available Reports section select Other Client Comments Available Reports Classes a Financial Other Birthday Summary Client Actrity Client Comments Client Summary Codes Summary Hailirig Labels Referral Summary Student Summary PUCharge Report Options Select Client f All Clients C Select Client Choose Select Priority fe Ary i Specific E Critical Select Status f Ary Sort Set s Default it C Specific Date Range fe Any 03731 2006 Specific 03 01 2006 2 In the Select Client section select one of the following All Clients to
174. by using the various icon buttons as described in the previous subsection entitled Class Type Codes Note that the Level field accepts codes of up to 15 characters in length and the Description field accepts descriptions of up to 40 characters long 3 Remember to click to save your entry when you are done ProSchool The Next Generation of School and Class Management Software 82 ProSchool Setting continued gt To configure Skill GROUP codes for your school 1 From within the Code Definitions section click on the Skill Groups tab to open the Skill Groups panel OG OO 7 Code Definitions Class Types Class Levels Locations Tuitions Hourly By Student Rates Teachers Managers Biling Categories Departments Label Definitions Referrals Drop Reasons Cities Skill Levels Skill Status Skill Groups Select a Skill Level Level 3 Skill Group f Skill Description Skill Group BARS Skills 5 Skil Group BEAM Skills 5 Skil Group FLOOR Skills 7 Skill Group TRAMPOLINE Skills 1 Skill Group VAULT Skills 3 2 Add edit or delete Skill Group codes by using the various icon buttons as described in the previous subsection entitled Class Type Codes Note that the Group field accepts codes of up to 15 characters in length and the Description field accepts descriptions of up to 80 characters long 3 Remember to click to save your e
175. cales for them That is covered below in more detail ProSchool The Next Generation of School and Class Management Software Getting to Know ProSchool Tuitions and Discounts continued 91 I FACTORING IN GLOBAL DISCOUNTS ProSchool also allows you to factor in discounts regardless of the tuition rate code used for each class that is whether or not the classes are similar This is accomplished using the following options The Volume Discounts Multi Class Discounts option configures tuition discounts for multiple classes of any type similar or not that have rates based on monthly session or weekly tuitions this discount option is most typically used for non similar classes The Volume Discounts Siblings option configures tuition discounts for multiple Students enrolled by a single Family Note these two important distinctions about the Volume Discounts options 1 Both enable you to configure discounts that are independent of and in addition to the discounts available using the above Monthly Session Weekly similar class Hourly or By Student tuition schemes 2 Both apply discounts in a global fashion regardless of the class type or class level Hint If you find this range of tuition options overwhelming remember you can always start with a basic tuition scheme even just one rate if you wish then modify it or add more tuition rate codes whenever you wish ProSchool
176. ccount Payment Summary Aged Account Balance a Category Summary a Client Statements n Grose Income Summary Companion Amount aa Income by Category ie Income by Department Specific Al 0 00 Income Billing Summary 2 Payment Receipts Log Active Status bean Sales Tax Summary Active f Inactive f Both Other Select the balance criteria fe Anu fy PCCharge Select enrollment criteria f All Classes Set s Default 05 ifi Choose Peete honse Print Labels Show Student Classes Detail 2 Select aging criteria in the Select which period for balance criteria section 3a In the Select the balance criteria section click Any to include all aged accounts regardless of their balance OR 3b Click Specific then click on the down arrow at the right of the Comparison field and select the operator you wish to use selects only those accounts whose balance equals the Amount value lt gt selects only those accounts whose balance is less than or greater than but not equal to the Amount value lt selects only those accounts whose balance is less than the Amount value gt selects only those accounts whose balance is greater than the Amount value Mf yy lt selects only those accounts whose balance is less than or equal to the Amount value yy gt selects only those accounts whose balance is greater than or equal to the Amount value H
177. ch criteria to help choose a class o Code Type Name Location Level Teacher Manager Tuition Changes Days Offered Sun Mon Tue Wed amp Inclusive continued Thu Fi Sa C Exclusive Show Classes fe Any Current Future Required Gender Male Coed Female f Any Classes matching selection I Load all recorda allows sorting while not grouped but can show display Level f sa Code Name Max Curr Wait Days Type GIRLS TEAM 2l Level ADV E Teacher TG r Teacher BS Level P TM E Level TEAM Free Mkup Location Tuition Manager Start Time C gt Clear Ey Enrolled cal waiting 05 Makeup Free y OF x Cancel 10 Select the class you want to transfer the Student into then click yf K to initiate the transfer The Reason for dropping class window will open Reason For dropping class Choose a drop reason and enter any comments P IT ranster class Drop Reason Comments amp Don t Create Drop Record Note that the Drop Reason field defaults to XFER since this is the reason typically used in this scenario though you can choose another if you wish ProSchool The Next Generation of School and Class Management Software 178 ProSchool Enrolli ng 11 Enter any relevant comments if you wish in the Comments section Students 12 Click w OK to sav
178. chool continued 235 6 To enter a brief message to be included with this charge on the Client s statement do so in the Memo field Your message length is limited to 40 characters This field is benign and has no effect on any other data fields 7 If you want to apply bill the charge to all Clients with active Students in your school without regard to enrollment criteria the default skip to step 8 Otherwise to base the charge on specific enrollment criteria click Choose Classes in the Select Enrollment Criteria section to open the Search for a Class window Select the class or subset of classes to determine which Students to base the charges on Click OK to return to the Registration and Insurance Charges window or Cancel to return there 8 To discount registration and insurance fees on a sliding scale based on the number of Students registered by a single Client configure the following values in the Student Rates section e 1st field typically the full undiscounted registration insurance fee for a single Student e 2nd field at your option a discounted registration insurance fee for the second Student enrolled by the same Client if you choose not to discount registration fees for the second Student from the same Client use the same value as the 1st field e 3rd 4th Sth fields at your option a discounted registration insurance fee for the third fourth and fifth St
179. ck v OK to return to the Family Information window where Kate and her Family will now be the selected family note the client s name in the Family Information section in the upper left area of the window CS To conduct a search in the Family Information window using the Find A Client 1 Click or F2 on the keyboard open the Search for a Client window Find a Client Case sensitive Exact Match Partial Match at Beginning Partial Match Anywhere Field Value Next M Cancel 2 In the Fields section use the drop down menu to select the search criterion you wish to use in your Client search Your options include all of the data field categories in the Client Information window ProSchool The Next Generation of School and Class Management Software 195 USI ng 3 In the Search Type section select Case sensitive if you want ProSchool to consider text ProSchool s case in its search Context 4 In the Search Type section select the degree of specificity you want ProSchool to use in its ONTEX lt S ii search based upon the alphanumeric data you will enter in Field Value step 5 ENSItIVE S h e Exact Match returns only the Client name or names whose data matches the Field cearc Value exactly including case if you selected Case sensitive Functions e Partial Match at Beginning returns only the Client name or names whose data matches the Field Value exactly at the beginning of t
180. ckup file backup psb Or you can click the Browse button to open the Select a ProSchool Backup File window Desktop a My Computer Ea 3H Floppy A 3 e connor ae T Audio CD F f Removable Disk G File name Fros chool 3 Backup FSB Files of type Pros chool Backup Files Cancel A 3 If you are using floppies insert a blank formatted floppy in your designated floppy drive ProSchool The Next Generation of School and Class Management Software Backing Up and Restoring Your ProSchool Databases continued 353 4 Click Backup If there is an existing ProSchool backup file in the target location ProSchool confirms your intentions Backup Warning 2 4 backup File with this name already exists Do you want to replace the File with this new backup Click Yes to overwrite the existing backup Your existing backup file will be updated overwritten with the current backup file If you click No you are returned to the Backup Restore window The progress of your restore is shown by the progress bar then ProSchool confirms that the backup is completed Backup Restore Enter the location of the archive and click Backup or Restore ve Archive C ProSchoDATASET ProSchool 3Backup PS Browse Statys Time elapsed 0 Hours 0 Minutes 0 Seconds d Time remaning Finished Files processed Messages Progress S
181. class dates for this selected class are also displayed in the columns immediately to its right for a total of five class dates displayed at one time This gives greater context to the attendance history ProSchool The Next Generation of School and Class Management Software Recording and Tracking Class Attendance In ProSchool continued 289 Attendance is depicted in one of three ways ja the default cleared state attendance status unknown or not yet entered Student present Student was in class on this date or rill tri ee E Student absent Student was NOT in class on this date Clicking on the check box toggles through each of these states simply click on the check box until the desired state appears To make the process more efficient ProSchool offers the following buttons to save time by batching your attendance entries when all Students for the selected date share the same attendance status e click a to mark all Students present for the selected date cH e click Eos to mark all Students absent for the selected date e click o to deselect all Students and return check boxes to their unmarked default state 5 When you are done entering attendance data for the selected date click to save the data 6 If you have modified existing attendance data that is attendance data that was previously entered and saved but then decide you want to revert to the data that was alrea
182. common to many or all of your Students For example at the start of a new school year you may wish to reset the bus arrival time flag so that old information doesn t remain in the system to confuse the issue This way a blank field makes it most obvious that a Student s record requires new information To reset ProSchool s Student flags you simply enter the flag description and the condition you want the fields reset to ia To reset Student Flags 1 Click on the Utilities pull down menu on the main menu bar and select Reset Student Flags The window opens Reset Student Flags Select which flag information to reset and criteria then click Reset a ae Select a flag to reset SS Se Sees Choose which felds to reset and the new value Check Box C Checked amp Not Checked Date gl Define the criteria to use to select students to update Comparison Compare To 2 In the Select a flag to reset field click on the down arrow and select the appropriate flag 3 In the Choose which fields to reset and the new values section indicate the fields to reset Check Box Date or Memo and the new values or conditions you want them to display if any 4 To select which Students whose flags to reset using a more exacting means enter the appropriate information in the Define the criteria to use to select students to update section see the previous section Using
183. continued 2 Enter the amount of the charge in the Amount field and select if you want this charge to be a specific amount OR Enter a percentage figure in the Amount field and select if you want this charge to be a percentage of the figure you define in the Choose billing category options section Note that if you choose this percentage option ProSchool computes the resulting amount to the nearest dollar 3 Choose a billing category for this charge by clicking the down arrow in the Category field and selecting the appropriate category 4 Make sure the tax flag is correct If this category was originally set up as taxable the Taxable box will automatically be selected You can override this if necessary 5 If you want ProSchool to multiply the amount of the charge by the number of Students enrolled by a Client select the Multiply by active students option For example if a Client has three active Students and the amount of the charge is 5 00 the amount of the charge for that Client will be 15 00 Otherwise every Client who meets the criteria you enter in the following steps will be charged the amount entered in the Amount field as a flat rate regardless of the number of active Students that Client has in your school 6 In the Memo field enter a brief message such as Late charge for April tuition the Memo field is limited to 40 characters 7 If you want ProSchool to automat
184. countPayments DB Rebuilding aux files ProSchool The Next Generation of School and Class Management Software 24 ProSchool Beginnings continued Finally the installation is complete io Setup ProSchool a m Completing the ProSchool Setup Wizard Setup has finished installing ProSchool on your computer The application may be launched by selecting the installed icons Click Finish to exit Setup 15 Click Finish to continue ProSchool The Next Generation of School and Class Management Software Beginnings continued 25 E CONFIGURING YOUR PRINTER FOR PROSCHOOL ProSchool s report and label printing facilities can be implemented on all popular printers If you are installing ProSchool on an existing computer system your printer setup will probably not require any further setup procedure If it does or if you want to change the print options it is very simple to do so Cs To set up your printer for printing ProSchool reports and labels 1 Start ProSchool On the main menu bar click on the Main pull down menu Select Print Setup to open the Print Setup window Print Setup Printer Name HF DeskJet 582C Properties Status Ready Type HP DeskJet 8820 Where Local Comment HP DeskJet 880C Senes Printer Paper Orientation Size Letter 7 e Portrait Ls DOMICE Upper Paper Tray Landscape Metwork OF Cancel Newark Caneel 2 If y
185. cro Sports Acro Sports Acro Sports Acro Sports Acro Sports Acro Sports Acro Beg Beg Beg Beg Beg Beg Beg Beg Beg Beg Beg Beg Ly Lyl amp Lvl 4S Lyi 6 l D M D M om a om Oo mo ALA am on oe Students Max Students Type 8 4CRO 8 ACRO 8 ACRO 8 ACRO o KINDER o ACRO o ACRO o ACRO o ACRO 10 ACRO 10 ACRO 10 ACRO 12 ACRO 12 ACRO 12 ACRO 12 ACRO To clear fields for a new search click the Clear Criteria button ProSchool The Next Generation of School and Class Management Software BEG BEG BEG BEG BEG BEG BEG BEG BEG BEG BEG BEG ADY ADY ADY ADY l l l l l l en l l l l an n Lau c30 c30 c30 c30 c30 c30 CeO CeO CBO ABU ABU ALS ALE ALS ALG Level Location Tuition Te AC AC AC AC ES AC AC AC AC AC AC AC AC AC AC AC F T Using ProSchool s Enrollment Utilities continued 4 To view only the Total Enrollment entries for all snapshot dates select the Show only total enrollment records option The results would appear as follows gt Maintain Enrollment Snapshots Use the fields below to refine the list of snapshots Select the snapshot to delete and click Delete O Gg Snapshot Date Code Location Level Tuition Teacher Manager m ACRIS 1 al W Show only total enrollment records 3H Clear Criteria M Delete Sna
186. cted class a e m SE ca both inactive neither action can be undertaken This condition occurs when the Student is on the waiting list but you have the Enrolled List view selected ProSchool The Next Generation of School and Class Management Software Enrolling Students and Making Enrollment Changes continued 181 The final button is new It allows you to view any make up or free classes for this class and schedule a make up or free class for the selected Student 83 view make up and free classes for the selected Student This button and its associated actions will be introduced and explained in the following section 2 Click S g to drop the selected Student from this class this process is described in detail in the previous sections 3 To edit the selected Student s enrollment record click ea this process is described in detail in the previous sections 4 To transfer the selected Student from this class to another class click fa this process is described in detail in the previous sections 5a To drop ALL Students from this class click Re to open the Information window Information 2 E A E S r Both jks O waiting List 5b Specify which list you want to drop all Students from the Enrolled list Students currently enrolled in the class or the waiting list Students waiting to get into the class or both The waiting list option is useful when you c
187. ction 11a If the Client is paying with an ATM debit card not a credit card click the F5 ATM Card button to open the Process ATM Debit Card window Process OTM Debit Card Authorize Swipe ATM Debit Card Now Click to use stored card information Use On File vw Don t Authorize Cancel Click to save without processing electronically Click to abort ProSchool The Next Generation of School and Class Management Software 258 ProSchool Entering Payments In ProSchool continued 11b Swipe the ATM debit card in your reader to initiate the authorization process The customer will be prompted for their PIN number You will see the following screen the customer s PinPad will also prompt them for their PIN at the same time an Process ATM Debit Card Walng for PIN Entry on PinPad If there is a problem initializing the PIN pad or a communications error the following message appears Data Communication Error x Error Initializing PinPad lnvalid or Unexpected response Data Communication Error x Error getting PIN lnvalid or Unexpected response If this happens cancel the transaction and try again If this problem persists double check the PinPad communications set up as explained earlier in the section entitled Setting Up ProSchool s Online Credit Card Processing which begins on page 44 When the PIN is entered correctly the transacti
188. d access and modify all data Client Student class and accounting records e the assistant manager could access all records and add charges but could not delete or modify charges which means he or she would need a manager login to do so e a Student assistant could access all Student records but could not modify them without the manager logging in or assistant manager or other individual whose security profile permits such access ProSchool allows you to change users utilizing different logins and passwords during a session also called a hot login It is not necessary to close the program and then start it again with a different user s login This feature allows multiple security profiles in a single session such as in the example above where a user with a lesser security profile could not access or change data without the login of a manager In effect users with higher security levels owners managers assistant managers etc can give permission to users of lower security levels receptionist Student assistant parent etc when clearance is required for certain secure data entry or modification and while the program is running Think of it as a key that temporarily unlocks a secure area Then after the lesser user is finished with that specific high security task that individual would then log in using their own password thus once again denying them access to the secure areas of the program a
189. d to as the tuition code Think of it this way rate x basis tuition code Every class offered by your school is assigned a tuition code by you when you build your classes in the Class Information section discussed in a later section entitled Setting Up Your School s Classes For example your tuition codes could be configured to e charge the same tuition rate for all classes on a weekly basis e charge differing tuition rates for different classes on a monthly basis e charge on a per Student basis using differing rates based on the level of class difficulty e charge tuitions based on numerous variations of the above three examples ProSchool lets you customize the way you charge for classes in an almost infinite variety of ways As with other aspects of the Program you can start simply with one or just a handful of tuition codes then develop additional ones later as your needs dictate Furthermore all five of the above tuition code schemes can be configured to charge at a level rate that is no discount the simplest tuition rate scheme Or you can configure any number of discount schemes to be factored into your various tuition codes discussed next ProSchool The Next Generation of School and Class Management Software 90 ProSchool Getting to Know ProSchool Tuitions and Discounts continued I UNDERSTANDING TUITION DISCOUNTS ProSchool offers you the flexibility of configuring discoun
190. dent name or phone number click 1e to open the Search for a Client window Search For a Client Search by EN Hame mee Linda amp Tom S16 366 6857 Yula nd Tony Adderinski 316 967 2201 El x Cancel 2 In the Search by field select the criteria you wish to use in the search For example suppose you need to enter some additional information for a new Student whose last name you cannot remember but whose first you do Kate Click the down arrow at the right end of the Search by field and select Student s First Name march For a Client search by Student s First Hame z O PEER r oor 3 Enter the Student s first name in the Search for field As you enter the characters of the name the name listings in the pane immediately below will scroll in response ProSchool The Next Generation of School and Class Management Software 194 ProSchool Using ProSchool s Context Sensitive Search Functions continued When you finish inputting the name the first instance of a Student with the first name you entered will be highlighted march For a Client Search By Student s First Hame P Search for Kal Hardoim Fo o zr1995 Doughty Fo 8 30 2001 9 6 1997 Huber F 11 13 1998 Kotleba F 8 17 1998 Gonzalo F 6151998 l x Cancel Note that the input Kat brings up Kate Lathrop 4 Make sure the Client or Student name you want is highlighted then cli
191. design a label that s not based on an existing design either your own or one of ProSchool s just click to clear all the fields and build your own unique design 5 Click to save your new design with its own unique label definition code ProSchool The Next Generation of School and Class Management Software 85 setti Ng Yikes What if I don t want to mess around with modifying label definitions Is U p there an easier way Yes For most users ProSchool s standard 27 label definitions will Basic provide everything necessary for just about any label need Most of these definitions Codes including the design style numbers are based on popular 81 2 x 11 die cut sheet label stock 15 labels sheet etc available from Avery Dennison at better office supply stores And if all this discussion of label definitions seems complicated don t worry about the details just use the labels that suit your needs for now Then as you become more familiar with ProSchool label definitions you may wish to modify them or add your own at a later time continued ProSchool The Next Generation of School and Class Management Software 86 ProSchool Setting continued E ADDING STYLE TO YOUR LABELS FONT STYLES AND SIZES The previous section dealt with the size and dimensions of labels But ProSchool also gives you latitude in the appearance of the printed information by enabling you to ad
192. dicate the shading level chosen You can experiment with your printer to see which shading level works best ProSchool The Next Generation of School and Class Management Software Configuring ProSchool to Your School continued 43 6 You can define which separator will be used for Father Mother titles shown above Your choices are amp or or and ProSchool defaults to amp This setting determines how Father Mother pairs will be displayed and printed out on statements receipts and mailings In other words the above choices determine e how first names are combined when last names are the same and e how whole names are combined when last names are different Of course this only comes into play when you have both a father and a mother s name to work with 7 When ProSchool prints out mailing addresses on statements you have the option of having the PostNet barcode print across the top which ProSchool automatically derives from the Zip 4 info To do so check the Print PostNet barcode on labels check box shown above If you have a large client population and wish to get bulk mailing rates from the Post Office they will require you to have PostNet barcodes on your mail ProSchool makes it easy to do so 8 If you would like ProSchool to print a receipt for each client payment you process check the Print receipt after processing payments check box as shown above If PCCharge
193. dit shown at the top of the window is now at a zero balance 0 00 14d You ll enter the amount of 50 00 into both the Amount Tendered and Amount to Pay fields then click F3 Check in the example above to process the payment The customary confirmation window will appear click OK to close it ProSchool makes it quick and easy to do and keeping the two transactions separate keeps the bookkeeping nice and orderly which is a benefit you ll come to appreciate if you ever need to audit your books or research this transaction in the future A reminder regarding the locks The ed icon green lock indicates a payment that has been posted in the payment posting process Payments with a green lock CAN be deleted if you need to do so The icon gold lock indicates a payment that has been transferred to QuickBooks and cannot be deleted ProSchool The Next Generation of School and Class Management Software Posting Payments In ProSchool 263 Mi POSTING PAYMENTS Posting Client payments completes ProSchool s billing and payment cycle In ProSchool the posting of payments simply assigns a time date stamp to all payments received within the posting period you establish daily biweekly weekly If you post weekly on Fridays for example all payments received during the course of the week will bear Friday s posting date This is the paid date that will be reflected in reports such as Gross Income Summary and Income
194. dy recorded such as if you changed data for the wrong date accidentally click to abandon your entries 7 You can filter the classes displayed by any of several filter criteria by defining the desired criteria in the Class Filter Options section at the bottom of the Attendance window To remove the filtering delete any populated filter fields Note The attendance history for each Student is recorded Even though a dropped Student will no longer appear on attendance rolls their history is archived and is available by clicking in the Student Information section of the Family Information window The attendance history window is described on page 145 in the previous section entitled Building Your ProSchool Database ProSchool The Next Generation of School and Class Management Software 290 ProSchool Using ProSchool s Email Utility Mi USING PROSCHOOL S EMAIL UTILITY ProSchool offers you the convenience of sending e mails to your school s Families from within the program Because e mail addresses are pulled from ProSchool s Family database you can create e mails that are targeted to your entire Family population such as e mail based newsletters announcements etc and broadcast them to everyone in just a few clicks gt To use the Email utility 1 Click Tasks the Tasks button on the left to reveal the task menu buttons 2 Click amp to open the EMail window dai EUC EMail
195. e Classes matching selection i Load all records allows sorting while not grouped but can slow display Drag a column header here to group by that column E Code Name Type Mas Curr Wait Days Free Level Mkup Location Tuition Te ACRALS Sports Acro Lyi 5 ACAO i0 4 Oth o 0am D AL5 AC E ACARLE Sports Acro Lvl 6 ACRO 10 1 0 MTTh 0 ADW 0 1 ALE AL p ACRL Sports Acro Lvl 7 ACRO 10 8 OMTTH 0 ADW 0 1 ALF AL E ACRALES Sports Acro L 87E ACRO 10 5 O MTWTh 0 BEG 0 1 ALS AC E ACAPRE Sports Acro Pre T ACRO 10 4 OTTh 0 ADW 0 1 APRE AL ALLSTAR All Star Cheer GIRLS TEAM 20 16 TTh 0 ADW 0 1 5110 BS B CFAIPS3 GIRLS RED RED Go F 0M 0 BEG O 1 CE0 EK L afl BE Makeup Free uf OK x Cancel Note that the initial view above shows several grayed out inactive buttons across the bottom However select any class and the buttons become active GE waliting 4 o Clear E Enrolled gt Choose a class for Alexandra Felix O Enter search criteria to help choose a class Code Type Name Location Level Teacher Manager Tuition Daye Offered Required Gender Show Classes Sun Mon Tue Wed f Inclusive Male Coed fe Any f Current Thu Fi p Sat Exclusive C Female f Ary C Future Classes matching selection Load allrecords allows sorting while not grouped but can slow display Drag a column header here to group by that column E E Code Name Type Ma
196. e yellow classes Whether displaying teachers or classes you can stack as many of either as you like or unstack teachers or classes simply by deselecting un clicking them in the left menu 6 Printing a hard copy of the scheduler s current view is easy click to print the particular view based on the classes or teachers selected This is useful for a variety of reasons e a prospective client asks for a print out of classes in which they re interested e a family with multiple students requests a schedule of all classes they are enrolled in e you need to print out class schedules for individual teachers e you update the times and or days for a particular class and want to distribute the changes to one or several teachers ProSchool The Next Generation of School and Class Management Software 136 ProSchool Reviewing Teacher and Class Schedules continued 7 If you want to insert the current scheduler view into your website ProSchool will generate the HTML code necessary to do so and ask you to save it under a name of your choosing To do so configure the schedule display with the Teachers or Classes view of your choice then click to open the Save Web Page As window Save tr E HTML pages do E File name ACR L week2d Save as type Web Page Files Cancel Enter a name click Save and you re done No cutting or pasting is required to build the web pa
197. e that Friday s date and you will still get a snapshot dated Friday It will be accurate provided no enrollment changes have been made since then 3 To print out a report of all snapshots taken within a specified date range see the later chapter entitled Generating Reports In ProSchool ProSchool The Next Generation of School and Class Management Software 205 Using MAINTAINING YOUR SNAPSHOT FILE ProSchool s ProSchool offers you a way to maintain your file of enrollment snapshots This allows you to Enrollment view snapshots by category then delete those you don t need Utilities p C5 To modify your snapshot files 1 Click on the Utilities pull down menu on the main menu bar and select Enrollment contnued Snapshots Maintain Snapshots The Maintain Enrollment Snapshots window appears gt Maintain Enrollment Snapshots Use the fields below to refine the list of snapshots Select the snapshot to delete and click Delete P fa Snapshot Date Code Type Location Levet Tuition Teacher Manager O BEO O eee Show only total enrollment records F Clear Criteria x Delete Snapshot Enrollment snapshots matching criteria E Date Class Code Name Students Max Students Type Level Location Tuition Te_ a 17172004 TFCLS Level 5 Hours 14 10 GIRLS TEAR TEAM 2 TFS CC E 17172004 TFELE Level 6 Hours 16 10 GIRLS TEA TEAM 2 TFE CC 1422004 TFOLIO Level 10 Hours 3 10 GIRLS TEA TEAM 2 TF3 OL a
198. e Force a refund e Void credit card payment e Calculate on the fly tuition Attendance e Open the screen to view contents e Add edit attendance information Auto Pay e Open the screen to view contents e Edit existing records e Process autopays Backup Restore e Perform backup e Perform restore Billing Category Codes e Open the screen to view contents e Add new records e Edit existing records e Delete records e Merge records Billing Options e Run automatic tuition charges e Run billing based charges e Run class based charges e Run registration insurance charges Charge Details e Open the screen to view contents e Edit existing records Charge Entry e Open the screen to view contents e Add new records e Edit existing records e Delete records Charge Entry Test Calculation e Perform test calculation e Print report Preview report Cities e Open the screen to view contents e Add new records e Edit existing records e Delete records Class Information e Open the screen to view contents e Add new records e Edit existing records e Delete records ProSchool The Next Generation of School and Class Management Software 61 62 ProSchool Configuring ProSchool to Your School continued Class Level Codes e Open the screen to view contents e Add new records e Edit existing records e Delete records Class Type Codes e Open the screen to view contents e Add new records e Edit exis
199. e above QuickBooks accounts and sub accounts ALLUUIILS FELCE GUE Income Income Income Income Income Income Income Income Income Income Income Income Income Income Income Income Income Income Income Income Income Income Income Income Income Income Income Income Income Income kher Current Azeet ProSchool The Next Generation of School and Class Management Software After entering these accounts and sub accounts into QuickBooks the QuickBooks Chart of Accounts window will look something like this bear in mind there are several other accounts in the chart of accounts we re focusing on the ones just entered in our example explained WW n nan 127 128 ProSchool Conf gu rl ng S To configure link ProSchool s department codes with the QuickBooks accounts Qu IC kB 00 ks and sub accounts and 1 Click Setup located in the top of the vertical menu button bar on the left of the screen ProSchool for Seamless Integration l Code Definitions continued Label Definitions Referrals Drop Reasons Cities Skill Levels Skill Status Skill Groups Class Types Class Levels Locations Tutiong Hourly By Student Rates Teachers Managers Biling Categories Departments Departments me QuickBooks Account yE ACRO TEAM ASSESSMENT 1300 TUITION H BIRTHDAY PARTIES Bag 10 ACRO REC i BOUTIQUE ACAO TEAM Income BOYS REC Income RUPSEN i
200. e batch transfer process and open the Select A Class window Code Type Mame Location Level Teacher Manager Tuition f f j Daye Offered Sun Mon Tue Wed Inclusive Show Classes tf Ary C Current Required Gender C Male Coed Thu Fi FO Sat Exclusive C Female f Any Future Classes matching selection I Load all records allows sorting while not grouped but can slow display Drag a column header here to group by that column E E Code Name Type Mas Curr Wait Days Free Level Mkup Location Tuition Teacher ACRAL5 Sports Acto Lvl 5 ACAO 10 5 O TTh DADY 0 1 AL5 JAC F ACALE Sports Acro Lvl 6 ACRO 1 0 MTTh 0 ADY j ALE AC E ACAL Spots Acro Lvl 7 ACRO 10 amp 0 MTTh 0 ADY 0 ALF AC p ACALS9 Spots Acro L eS ACRO i 5 0 MTW Th 0 BEG 01 ALS AC E ACRPRE Sports Acro Pre T ACAO 10 4 0 TTh 0 ADY 01 APRE AC ALLSTAR All Star Cheer GIRLS TEAM z0 16 TTH 0 ADY j 5110 B a CFAIPS3 GIRLS RED RED 8 F OM 0 BEG O1 CaO KK a CFAIPs45 GIRLS RED FRED 16 14 OM 0 BEG O 1 CEO CY RM o CFAIP630 GIRLS RED RED 1E ia 0 M 0 BEG 01 CEOD KKK p CFA2P33 GIRLS RED REL 16 12 OT 0 BEG j CEO oo q F Ei Clear Ee Enrolled Cal Waiting 05 Makeup Free y OF x Cancel ProSchool The Next Generation of School and Class Management Software Enrolling Students and Making Enrollment Changes continued 183 6c Select a class either by using the search f
201. e been dropped they are still in your ProSchool database If you have reason to enroll them in classes at any point in the future you will not have to re enter them into the database ProSchool The Next Generation of School and Class Management Software Processing Drop No Pays and Auto Pays continued 285 I PROCESSING AUTO PAYS ProSchool allows you to leverage the power of automatic billing through the Auto Pay feature Clients have to first be set up for Auto Pay which is a onetime configuration setting in the Family Information panel We ll describe that setup first then we ll cover the actual processing steps to bill Clients who are set up for Auto Pay Co To configure a Family for Auto Pay 1 Click Tasks the Tasks button on the left to reveal the task menu buttons 2 Click the Family menu button to open the Family Information panel 3 Click ii in the upper right hand area to open the Auto Pay window Chent Auto Pay Setup Pr Enter the credit card information to be used for auto pay and click OK You can also swipe the card to read the card information Card Mumber 3450001 549718001 Expiration 572002 Mame on Card Jarial Abaco Billing Address of Card 6430 Pegasus Court Rocklin CA 35677 w K x Cancel 4 To enable Auto Pay for this Client check Enable Auto Pay 5 Enter the credit card number expiration date name as it appears on the card and the
202. e safety of your company s data click Help You have chosen to allow this unsigned application to access employee Social Security Numbers customer credit card information and other personal data in your QuickBooks company File without asking the user again To help protect your company s data Intuit suggests Glways use signed applications Find out what data this application accesses Notify your employees that certain data may be accessed Inform the application developer that you prefer bo use only signed applications re you sure vou want to allow this access ProSchool The Next Generation of School and Class Management Software Co nfi guring Click es to continue A final confirmation dialog box will appear QuickBooks really QuickBooks really wants to make sure and P roS C hool Access Confirmation for You have chosen to grant the application Seamless ProSchool v3 0 access to the QuickBooks company File nteg ration FreeFlyteGymnastics any time even iF QuickBooks is not running Access rights seantnied Read and modify QuickBooks data including personal data Enhance the QuickBooks user interface Capital City Bank ank Accounts Receivable AccountsRecerable 7 1499 Undeposited Funds OtherCourent4sset 1510 Employee Advances DtherCurent sset 2100 Payroll Liabilities OtherCurrentLiability 3 200 Sales Tas Payable OtherCurrentLiability 1110 Re
203. e text blue the background color yellow and the band green Here we changed the text color to yellow and changed the background to purple However we also changed the Shape attribute to hexagonal Note that while the hexagonal adds a distinctive appearance it also reduces the amount of space left for text display all other things being equal as evidenced by the word Briefing being truncated to Briefi This may be a factor if your Planner item entries tend to have longer names Another thing to note is that regardless of the appearance attributes you choose any Planner item will appear as follows when it is highlighted 6 00 AM 8 15 AM Stalf Briefing These are the notes you enter about this schedule term ProSchool The Next Generation of School and Class Management Software 276 ProSchool Using ProSchool s Resource Planner continued Lastly note that you can easily change an item s properties by right clicking on it 8 00 AH 8 15 AM Jackie Ml quarterly review be Background Calor Track Color Font Color Caption Style d Shape d Shadow w Caption Image Copy Now that we ve covered the mechanics of the Planner tool we ll discuss how it functions by using an example that is very popular with lots of ProSchool users tracking and planning Student birthday parties Here are the component steps we ll undertake e
204. e the drop reason and complete the transfer If you don t want and ProSchool to create a drop record for this transfer click Don t Create Drop Record to Maki ng continue with the transfer no drop record will be created The Class Enrollment window Enrollment will open to confirm the transfer Changes Class Enrollment Class enrollment information for Emily Abbott P Class Code ALLS TAR a Star Cheer Start D ate joan 9 200 E Teacher ES 3 Brian Stenk lye Tuition s110 110 00 Month Comments x ca 13 Click w OK to accept the transfer or 3 Cancel lto reject it If you accept the enrollment the new class information for this Student will appear in the Enrollment Information pane of the Family Information window continued ProSchool The Next Generation of School and Class Management Software Enrolling Students and Making Enrollment Changes continued 179 T f To make enrollment changes from the Class Information screen 1 Select the class in the lower left Class List section All Students currently enrolled in the selected class will appear in the lower right Enrollment Information section Elaia etl Uike C mr Fie Ce teehee Cope tere Ata Vinee Bim er heme eiraislieh o E eC TE i Det 9 PLS EL F a Ci Dam AS APE r i r _ a Wiech 1 wl fuer AHT b i werent at Thiri EL E mai usin 2 peme gg rie I Ta Lowel mog jhe igs Stee fo
205. e the typeface click Font to open the Font window Font Font style Times New Roman Regular Times New Aoman CE TimesNewRomankiT Italic CE TimesNewR oman PS Bold F Tiranti Solid LET Bold Italic Trans A omangH F Trans RomanDict O Trebuchet MS AabhYyaz Script wester Select the font you wish in the Font field Your choices will be displayed in the Sample section When you are done click OK to implement the changes and return to the Label Setup window 4 To change the font size for the addressee s name line click the up and down arrows in the Name Size field to select the size you wish or key in the font size manually Name Size Pre Other Size 12 5 To change the font size for the addressee s address lines click the up and down arrows in the Other Size field shown above to select the size you wish or key in the font size manually 6 To print a test label use a clean sheet of white bond paper not label stock load it into your printer and click Test ProSchool will print one sheet of the label specified in the Label ID field You don t have to worry about entering name and address data ProSchool uses generic entries for the test print 7 After printing place the printed sheet behind a clean sheet of label stock align the edges and hold the two sheets up to a bright light You should be able to make out the printed characters through the label sheet well enough to d
206. e to step 7 Otherwise here is Char ges in how to modify the selection of Students whose Clients you will enter charges for ProSchool e to eliminate only one or a few Student names hold down the CONTROL key and then click on each Student you wish to eliminate from this list that is the Students whose Clients you do not wish to include in this charge to select only one or a few Student names first deselect all Student names by clicking continued amp None then hold down the CONTROL key and click on each Student you wish to keep on the list that is the Students whose Clients you do wish to include in this charge e Click Y All lto select all Students 7 Enter a memo for reference purposes in the Memo field It will be included with this charge on the Client s statement Your message length is limited to 40 characters This field is benign and has no affect on any other data fields 8 If you want ProSchool to automatically apply any outstanding credits to this charge select the Apply any account credit to new charges option Then if ProSchool finds an outstanding credit on any of the Client accounts to which this charge is being applied it first bills the Client s account for the charge then applies the Client s credit as payment toward the charge This keeps outstanding credits from accruing After the above entries have been made the completed window will appear something like this Class Based Ch
207. eachers and managers at your school name address phone information e Referral sources individuals advertising Yellow pages sign etc e Drop reasons all reasons used for dropping Students e Tuition levels monthly session weekly hourly by student e Rates charged for hourly and by student tuition there is detailed discussion on rate and fee codes in the section Understanding ProSchool Tuition Codes e Billing categories Jan Tuition Feb Tuition session 1 late fees pro shop etc e Class information class name start time length days offered minimum maximum Student age range gender maximum number of Students allowed e Income Departments Tumbling Girls Team Preschool etc e Client data name address phones for home work emergency contact referral source critical data such as family doctor info notes medical release on file etc e Student data name birth date date registered critical data i e medical alerts health conditions medical provider info etc Once you have gathered this information you re ready to begin configuring ProSchool to your school ProSchool The Next Generation of School and Class Management Software 34 ProSchool Configuring ProSchool to Your School Mi OVERVIEW CONFIGURING PROSCHOOL TO YOUR SCHOOL Configuration of your school is easy and ProSchool makes data input highly intuitive as well There are four areas in which yo
208. eate it anyway In most configurations the best answer is Yes click it to continue ProSchool The Next Generation of School and Class Management Software B eg inni ngs However if the destination folder already exists the installer will ask you to confirm that you want to install ProSchool to that folder me fa ae continued i setup ProSchool Select Destination Location Where should Pro School be installed pr Setup wil install Pro School into the following folder C ProSchol already exists Would you like to install to that folder anyway mr At least 4 0 MB of free disk space is required 8 In most configurations the best answer is Yes as with the previous question Click Yes to continue with the selected folder or No to select a different folder ProSchool The Next Generation of School and Class Management Software 15 16 ProSchool B egi nnin gs Next the installer will ask you to select the ProSchool components you want to install iy setup Proschool Select Components Which components should be installed continued Select the components you want to install clear the components you do not want to install Click Neat when you are ready to continue Main program files for a single computer or server install QuickBooks integration support files Current selection requires at least 70 5 MB of disk space TE 9 Select as follows Main program files SELECT t
209. eceivables Options e show totals by category or by department e Payment Receipts Log Generates a detailed log of payments either unposted or within a specified date range In ProSchool this report is an integral part of the payment posting process Options e show summary only e show the charges each payment was applied towards e three level sorting based on configurable criteria e Sales Tax Summary Generates a report of all taxable sales within a specified date range This report will save you time when dealing with the State on sales tax related issues Option e three level sorting based on configurable criteria ProSchool The Next Generation of School and Class Management Software 300 ProSchool Generat ng The Uther category includes the following reports Repo rts e Birthday Summary Generates a report showing all Students who have birthdays within In a specified date range and based on based on specific enrollment criteria Using the print labels function makes it quick and easy to batch monthly birthday card mailings if your Proschool school does that Options e start end date range e gender male female both continued e active Students inactive or both e enrollment criteria all or specific classes e three level sorting based on configurable criteria e print labels for all Clients or Students who fit report criteria e Client Activity Gener
210. ection you can configure the various drop down menus to narrow the focus of the report 4 In the Codes to include section all reasons are selected by default To select a single reason only click on it To select a unique subset of reasons some but not all hold down the CTRL key while clicking on the specific reasons you want included in the report 5 To sort the report results to a greater degree of specificity click Sort to open the Report Sorting Options window Select the appropriate criteria and click OK to return to the Print Reports window or click Cancel to return and discard any changes made to the sort criteria whether new or modified 6 If you have changed the settings for this report and wish to save them as the default report configuration click Set As Default button 7 To print labels for all names matching your report criteria click Print Labels The Print Labels window will open showing you the names which meet the criteria and giving you the option of using the Student s or parent s Client name on the label 8 If you have changed the settings for this report and wish to save them as the default report configuration click Set As Default button 9 Click Print Prewiew to preview the report on your screen before sending it to the printer OR 10 Click Print to print the report without previewing it ProSchool The Next Generation of School and Class Management Software 314 ProSc
211. ed Here s how it works Codes PEGE To apply discounts on a per sibling basis ProSchool needs to know what order to put multiple and siblings in so it can apply the appropriate discounts to each sibling If you offer percentage Discounts off discounts for example you may wish to order the siblings so that the Student being charged the highest tuition amount is first in order the sibling charged the least is last and so on This way the lesser discounts would be applied to those siblings at the top of the list 2nd on down so they would receive a smaller monetary discount a smaller percentage of a larger tuition amount equals a smaller monetary discount CONEINUCO This discount would be configured as follows Monthly Session Weekly Sibling W Enable sibling discounts Discount Rates Per Sibling Calculate Discount Using anid ANNIE C Doll Qo t ollars encentage and To oon Apply discount per student ath 15 000 Sibling order is determined by Ath 0 000 f Tuition Amount sort Order f Ascending f Registration Date f Descending Note that the Tuition Amount option is selected in the Sibling order is determined by section and the Descending option is selected in the Sort Order section As shown in the window above this criteria results in discounts being applied in this order e the sibling with the highest tuition charge is first no discount e the sibling with the next highest tuiti
212. ed oA 42006 E 0 356 00 amp Pay None Select which unpaid charges to pay Charge Date Category Memo Amount Owed Amount to Pay 03701 2006 MAR TUITION 165 00 03 02 2006 BIRTHDAY PARTIES Nathaniel 50 00 03703 2006 FRO SHOP leotard 41 00 Total 256 00 256 00 Applied to Account Credit 100 00 ok oh oe m heey me The notation Applied to Account Credit and the amount 100 00 appear in green as shown above ProSchool The Next Generation of School and Class Management Software 255 Entering Payments In ProSchool continued Then when you select a payment method the following message appears to confirm your intentions Account Credit Warning 2 You have requested to apply 100 00 of this payment to the client s Account Credit i Do you wish bo continue If you intended to accept this payment and create this account credit click Yes to continue with the payment process otherwise click No to return to the Payment Entry window and make the desired changes Note the large payment type buttons along the bottom of the Payment Entry window After you have assigned payment amounts to the charge s the buttons become active except for the right most button which we ll cover in a moment amp Z4 f F2 Cash Fit Check F4 Credit Card F5 ATM Debit FE House 9a To take payment in the form of cash or check click the F2 Cash or F3 Check button
213. ed list for the selected class The Enrollment Information section contains a heading at the top right corner which indicates what you re seeing depending on which of the above buttons you ve clicked e the Enrollment Classes view shows the classes in which the selected Student is enrolled e the Waiting List Classes view shows any classes for which the selected Student is on the waiting list The next two buttons initiate opposite actions they too will never be active simultaneously However there are certain conditions under which neither is active i e both are grayed out aa e ay add Student to the waiting list for the selected class a Ten 7 Ed add Student to the enrolled list for the selected class Fae Jae e e i i g amp both inactive neither action can be undertaken This condition occurs when the Student is on the waiting list but you have the Enrolled List view selected If the logic of active inactive status of the above buttons is confusing don t let it trip you up just proceed knowing that it ll come to make sense as you become more familiar with ProSchool Again If a given button is inactive the conditions do not exist for the action to be taken When they do the button will become active 2 Click to drop the Student from the selected class A confirmation dialog window will appear to confirm your intentions Drop Warning ProSchool The Next
214. ed text and you appreciate the tools included in a good word processor such as formatting find commands or bullets you will be right at home because ProSchool s comment utility is a word processor at heart On the other hand if you just want to insert a quick note in a Client record you can easily do that in the Edit comment screen without even opening the word processor window This frees you from unneeded complexity and makes your time on the computer more efficient See a To enter a Client comment 1 From the Family Information window first navigate to the Client about whom you wish to along the top edge to open the Comments window i Comments Drag a column header here to group by that column E Date Priority Subject Status If this Client has no comments entered the window will appear as above only the Add Comment button bottom left will be available ProSchool The Next Generation of School and Class Management Software 152 ProSchool Building Your ProSchool a 2 To enter a comment click to open the Edit Comments window Edit Comments Database Enter a title for the statement and then enter your memo O Priority Normal Chatus Eper Subject FO continued Right click to display menu 3 Select a Priority Critical High Normal or Low and Status Open Closed Need Follow up or Waiting for your note by clicking on your choice in the
215. ee Exclusive Female f Ary Future Classes matching selection W Load all records allows sorting while not grouped but can slow display Drag a column header here to group by that column El p Code Name Type Mas Curr Wait Days Free Level Mkup Location Tuition Te E HS2P10 HS 3 5 prs Beg TL HOME SCH OG i OT 0 BEG 0 1 H545 Ad E HS4P14 HS 6 prs Beg TH HOME SCHO 15 0 a 0 we 0 nee EA gt TES B HS 6 yrs Beg TH HOME SCHO 15 15MmeyTh EE a jit E HS4FP1C HS 3 5 prs Beg TA HOME SCHO 0 7 0 TE p HS4P10 HS 3 5 prs Beg TK HOME SCH OG i 0 Th 0 BEG l p kAt2P515 KINDER II KINDER III o 4 QT 0 ADV 0 1 KRA4SP515 KINDER II RINDER III o 3 OW 0 ADW 0 1 hy Clear ar Envclled cael Waiting 05 Makeup Free aff OF x Cancel ProSchool The Next Generation of School and Class Management Software HS4P14 HS b yrs Beg TH HOME SCHO 15 8 UOTh 0 BEG 0 1 H590 KM 165 166 ProSchool Enrolli Ng After selecting a class click Enrolled to display all Students currently enrolled in it Students and Students Enrolled Making Enrollment Students enrolled ir HS4P16 HS 6 yrs Beg THUR O Changes Stat Date Age Sex Date Reg Home Phone 9 2 2004 2 M 26 2001 S16 91 1524 E Caleb Biggers 97972004 o Mo 97972004 316 608 9119 E Matthew Demas 42 2004 o Mo 8 87 2002 316 389 2436 continued E Chaddrick Everett 4 2 2004 11 M 8 15 1998 916 988 4924
216. eed to scroll rightward to view it all Class Date Code Class Code Class Name Type Location Tuition Manager Teacher Max maximum students Sex female male or co ed Level Days Start Time Duration Min Age and Max Age the age range of Students in the class Note that the data presented in this window is informational only no actions are available 13d To close the window click the X or f in the upper right hand corner 14a To add edit or view a Student s skills select their name by clicking on it then click S to open the Student Skills window gt Student Skills Current skills for Jessica Kaminski Level Group Description Stat Date LastDate EndDate Status Notes Back Bend Walk Down Wall Wese00b 9 14 2006 Almost There Bridge Eick over on Wedge Wol2006 9 07 2006 Attempted Cartwheel 3072006 D31206 Completed Jump Half Tum JA00 6 13 2006 Straight Leg Kicks to Horizontal 330 2006 7 28 2006 Aktempte ig is Show hidden skills This window displays a Student s skill attributes Level Group Description Start Date Last Date End Date Status and Notes As you would expect data in this window is largely dependent on the Skills codes you defined earlier on page 80 in the section entitled Setting Up Basic Codes ProSchool The Next Generation of School and Class Management Software Building Your ProSchool Database 147 Wy hh 14b To
217. efficient il UNDERSTANDING PROSCHOOL S CHARGE ENTRY OPTIONS In ProSchool charges can be entered several ways e automatically for entering a specific charge such as monthly tuition that applies to many or all Students a very powerful function that saves a great deal of time e Class Based for entering charges for Clients Students for a specific class e Billing Based for creating entering charges based on previous existing charges such as entering a late charge for a previous charge that has not been paid yet e Registration for entering charges for administrative fees such as registration and insurance e manually for entering one of charges such as when you need to enter a single charge outside of your normal charge entry session ProSchool The Next Generation of School and Class Management Software 212 ProSchool Entering Charges in ProSchool continued E AUTOMATIC TUITION CHARGES ProSchool offers you a way to batch process tuition charges automatically This allows you quick and efficient calculation of your school s tuition charges for all currently enrolled Students Entering an automatic charge is accomplished by first selecting the appropriate Charge Method Monthly Session Weekly Hourly By Student then selecting the appropriate Billing Category Not all school configurations will make use of all available Charge Method options but the
218. egin calculating charges Cancel 14 Click OK to continue the progress bar gauge in the Status section monitors your progress 15 When ProSchool finishes calculating the charges a confirmation dialog box appears Calculation Complete Click OK to return to the Billing Based Charges window ProSchool The Next Generation of School and Class Management Software 234 ProSchool Entering Charges in ProSchool continued E REGISTRATION ano INSURANCE CHARGES ProSchool gives you the option of entering charges for registration and insurance fees Note this is a single charge not a split charge made up of a separate fee for registration and another fee for insurance Therefore this fee designation can be used to capture any fees related to registration insurance or other administrative costs you incur in the operation of your school This function is accessed in the Registration and Insurance Charges window that appears below Ca To enter registration and insurance charges 1 In the main menu bar click the Billing pull down menu and select Charge Entry Registration The Registration and Insurance Charges window opens Registration and Insurance Charges Enter date range charge rates and select a category P f Registration Range Mihi DO Start End j Student Rates at 000 and 000 ad 000 ath 0 00 Ath 0 00 Category 0 Tahle M Apply any account credit to new ch
219. em and return to the New Resource Group window At this point you ll note that your newly created Birthday Parties resource group is reflected in the window Resource Groups w P asni Ut d ba E ProSchool The Next Generation of School and Class Management Software 249 USI ng Note that Resource Groups have Resources attached to them hence the term group Put ProSchool s another way there will be a specific subset of one or more Resources for each Resource Group In fact you cannot add an item from a given resource group until you define that Group s Resource resources In the next step we do exactly that Planner 7a Click JP to open the New Resource window continued New Resource Hew Resource Enter a name for the resource Resource Mame Party Room 7b Enter your resource Party Room in the example above and click v OK to add it to the Resources Group Resources Party Room Note that there is a check box that is checked with the Party Room resource At this point we re ready to use the Planner tool to add a birthday party to our School s schedule 8a Use the calendar to select the date on which the party will be held and then to the time block during which it will be held ProSchool The Next Generation of School and Class Management Software 280 ProSchool Using ProSchool s Resource Planner continued 8b Right click on
220. emember to click to save your entry when you are done ProSchool The Next Generation of School and Class Management Software Setting Up Basic Codes continued I MANAGER CODES Manager codes identify the school s various managers either by name or by title as shown in the example below Which you choose is entirely up to you ae f To configure Manager codes 1 Click on the Managers tab to open the Managers panel O Code Definitions Departments Label Definitions Referrals Drop Reasons Cities Skill Levels Skill Status Skill Groups Class Types Class Levels Locations Tuition Hourly By Student Rates Teachers Managers Biling Categories Managers E Code Name Address i State Zip Home Phone Alt Phone Acro Prograrn Boy s Class Program CGP Girl s Class Programm CHP Cheerleading Program DAP Dance Prograrn HSP Home School Program KIF Kinder Program TFP Female Team Program TMP Male Team Prograrn TUP Tumbling Program ee _ ee ee ee ee ee a a ee _ _ ee ee ee ee ee ee re nn ed ee ee e 2 Add edit or delete Manager codes by using the various icon buttons as described in the previous subsection entitled Class Type Codes If you choose to use manager names as opposed to titles you can also enter additional information address and phone numbers if you wish though that is optional The
221. en it simply halts until you complete these QuickBooks dialog boxes then resumes accordingly ProSchool The Next Generation of School and Class Management Software 118 ProSchool Confi Qu ri ng Note the questions Do you want to allow this application to read and modify this company Qu ickBooks file Select Yes always allow access even if QuickBooks is not running Note that this is the most secure option because it does not necessitate opening the company file in and QuickBooks in order to proceed This way an office manager could transfer deposits into ProSchool QuickBooks without ever having access to the rest of the QuickBooks data they would never even see it Seam E The purpose of this dialog box is to ensure that the application accessing this QuickBooks data file ProSchool is authorized to do so Furthermore your selection enables ProSchool to nteg ration execute data read write tasks to the QuickBooks company file even when the QuickBooks application is not running To continue the process click __ OMHINUE in the above dialog box A QuickBooks confirmation dialog box will open continued Confirm to Proceed ao o This application is not signed with a digital certificate IF you allow unsigned applications to 7 access your file a different application could use the same application name and possibly misuse your data For suggestions about enhancing th
222. enrollment snapshots Hourly By Student Rate Codes e Open the screen to view contents e Add new records e Edit existing records e Delete records Label Definitions e Open the screen to view contents e Add new records e Edit existing records e Delete records Location Codes e Open the screen to view contents e Add new records e Edit existing records e Delete records Make ups and Free Classes e Open the screen to view contents e Schedule free classes e Schedule make ups e Delete make up and free classes Manager Codes e Open the screen to view contents e Add new records e Edit existing records e Delete records Payment Entry e Open the screen to view contents e Add new records e Edit existing records e Delete records Referral Codes e Open the screen to view contents e Add new records e Edit existing records e Delete records ProSchool The Next Generation of School and Class Management Software 63 64 ProSchool Configuring ProSchool to Your School continued Reports e Open the screen to view contents Print report Preview report Resource Planner e Open the screen to view contents e Edit existing records e Print export planner e Change planner options e Add edit delete resource groups e Add edit delete resources Security e Enable disable security e Add new users e Edit existing users e Delete users e Change user s password e Set permissions Skill Group Codes e O
223. ently exceeds the class maximum the number of Students will be highlighted in red E if there are one or more Students on the waiting list the number is highlighted in aqua if there are one or more Students scheduled to take this class free no charge the number of students is highlighted in purple if there are one or more Students scheduled for a make up in this class the number of students is highlighted in gray 3 Click the add a new record button to clear the entry fields for a new class entry 4 In the Code field enter a unique class code that will uniquely identify this class any combination of alphanumeric characters up to eight 5 In the Name field enter the class name any combination of alphanumeric characters up to a maximum of 20 6 If this class is a future class that is a class that is not currently in progress but which will start on a specific date in the future such as a class that begins next month select the Future Class box below left Note that the listing for any future class in the Classes section is highlighted in yellow for easy identification below right ea Code Max Curr wait Free Mkup Future Class W The class listing will remain highlighted in yellow until the Future Class box is unselected Note the following distinctions about future classes e ProSchool does not require any date entry with respect to the status of a class it is either
224. eration of School and Class Management Software Refunding Charges In ProSchool 245 Ii REFUNDING CHARGES IN PROSCHOOL There are times when a payment could be applied incorrectly toward a charge in other words the payment should have been entered and applied to a different charge than it actually was To rectify this ProSchool allows you refund the payment from the errant charge in essence breaking the association between the payment and that charge After you do a credit results and you then apply that credit toward the correct charge f To refund a charge 1 Open the Account Ledger panel and select the Client for whom you want to refund a charge Then select the charge you want to refund by clicking on it Charges Show amp AllCharges C Unpaid Charges P Charge Date Category Charged pi ef eo 2005 MAR TUITION Automatic tuition change for March 184 00 184 00 Bis Poe 2006 JUL TUITION Automatic tuition charge 84 00 0 00 b TIELAS AUG TUITION Automatic tuition charge Bis 10 30 2006 APR TUITION 42 00 42 00 m 142 200 OCT TUITION 30 00 s0 00 F T Process Refund Choose a method for handling the refund P Refund fe4 00 How do you want to handle this refund C ssue a refund f Check Cash Credit Card Check Information Check Number 3 Select Apply the amount to account credit then click OK lto initiate the refund and create the account credi
225. ers starting with any Client selected via the Choose button This option is handy if you already printed statements but your printer ran out of paper part way through the print job This option tells ProSchool to regenerate statements for all Clients meeting the specified criteria but only reprints those starting with the name you specify Note If you select All Clients you must also select Active Inactive or Both in the Select what to print section if the All Clients option is not selected the Active Inactive Both section will be grayed out 3 Select the desired sort order in the Select sorting method section Alphabetically or by Zip Code 4 To constrain text blocks within borders select Print graphic borders As with any other variables you can experiment without actually printing by viewing the contents and layout of your report using the Preview button ProSchool The Next Generation of School and Class Management Software 326 ProSchool Generating Reports In ProSchool continued 5 To include Client account charge and payment history on the statements select Print account charge payment activity 6 For Clients who are set up to receive their statements via e mail ProSchool gives you the option to print a hard copy for mailing archiving etc To do so select Print statements for email clients 7 Configure the Select balance options section to further narrow the results of your report i e t
226. es in a given folder When you click on a given report title the configuration options available for the selected report appear in the Report Options section ProSchool The Next Generation of School and Class Management Software Generating Reports In ProSchool continued 309 Mi CLASSES ATTENDANCE SUMMARY shown on previous page e Generates summary of attendance data recorded for all classes or selected subset of classes within a specific date range 1 In the Available Reports section select Classes Attendance Summary 2 In the Select enrollment criteria section you can configure enrollment criteria to filter your report s results if you don t wish to filter report results based on class enrollment criteria skip to step 3 To print a summary that includes all classes click All Classes in the Select enrollment criteria section Otherwise select Specific click Choose and use the Search for a Class window to select the classes you want to include in this report If you choose a specific class or subset of classes as opposed to All Classes the legend Subset appears immediately to the right of the Choose button if all classes are chosen the legend All appears there You can choose multiple classes by holding down the Ctrl key while clicking on the classes you want 3 In the Select which types of classes to show section you can select Absent Present Makeup or Free or an
227. es window Hint To see how this charge was added to a Client s account note one of the Student names close the Class Based Charges window click on the Ledger in the main menu bar and select that Student s Client The class based charge you just entered will appear as the most recent charge at the bottom of the charge detail list ProSchool always lists the oldest charges first and newest charges last ProSchool The Next Generation of School and Class Management Software 225 Entering Charges in ProSchool continued Mi BILLING BASED CHARGES ProSchool gives you the option of entering charges for Clients based on previous charges or on a Client s account balance For example you could instruct ProSchool to generate new charges based on the following scenarios To discourage late payments you assess a late charge for Clients whose monthly tuition has not been paid by a certain day of the month you can define paid as either in full or a minimum due amount This fee can be the same amount for all Clients a percentage based fee determined by your parameters or computed on a per Student basis so that the fee is multiplied by the number of active Students a Client has in your school An insufficient incorrect charge amount was previously charged to certain Clients so you retroactively charge those Clients the difference between the correct charge amount and what they had already been charged In other words Pr
228. etermine the alignment which is the relationship between the edges of the labels and the text placement ProSchool The Next Generation of School and Class Management Software 88 ProSchool Setting Up Basic Codes continued 8 If the print alignment is off adjust it by changing the values in the Vertical Adjustment and Horizontal Adjustment fields as necessary either by clicking the up and down arrows to arrive at the desired value or manually keying in offset values Vertical Adjustment Horizontal Adjustment os An increment of one equals 1 32 so these common values would translate as follows 2 1 16 4 1 8 6 3 16 8 1 4 10 5 16 12 3 8 14 7 16 and so on i 1 The above examples use positive values for negative values precede the value with a minus sign found on the numeric keypad on the right of your keyboard or use a dash The maximum offset value is 99 the maximum negative offset is 99 Experiment with raising or lowering the values to get the proper alignment as follows e horizontal alignment positive values move the text right negative values move the text left a value of 8 would move the text right by 4 a value of 8 moves it left by 4 vertical alignment positive values move the text down negative values move the text up a value of 8 would move the text down 1 4 a value of 8 would move it up 1 4 9 When you are finished selecti
229. evel of proficiency in a given craft or discipline for example Beginning Intermediate Advanced etc e Skill Group codes define a specific skill within the context of a specific level e Skill Status codes define a Student s status with respect to a specific skill for example Almost There Attempted Completed As you can see from the examples above Skill Level and Skill Status codes are more general in nature On the other hand because Skill Groups are contextual i e their definition is based partly on Skill Levels you will already have defined they can be configured to allow a great deal of specificity with respect to how you classify your Students and how you define the mileposts that determine their progress For example a school with the Skill Level and Skill Status codes outlined above three each could easily have 100 to 300 skill groups defined In a gymnastics setting the skills utilized on the parallel bars would be different for advanced level Students than they would be for intermediate level Students and those skills for beginner level Students would be different still Consider the following Skill Groups for a gymnastics school specifically for bars and composed only of Advanced Students Level 3 Class Types Class Levels Locations Tuition Hourly By Student Rates Teachers Managers Billing Categories Departments Label Definitions Referral
230. f the deposit that is the date on which you will take it to the bank by using the Deposit Date calendar 7 Click Print Check Detail to print a detailed listing of all checks included in this deposit 8 Click EB Process Deposit to process the transactions and deposits for the selected posting date If you have already printed the Check Detail report previous step ProSchool will transfer the proper amounts to the appropriate accounts in QuickBooks then the following confirmation message will appear Process Deposit Otherwise the following message will appear Process Deposit 2 The Check Detail report has not been printed and must be printed prior to processing the deposit b would vou like bo print the Check Detail report now ProSchool The Next Generation of School and Class Management Software 269 Processin g You have the option of continuing without printing a check detail report click No but in Deposits accordance with generally accepted bookkeeping practices it is customary to do so just click p Yes to generate the report ProSchool will then print it and continue processing the amounts to and the appropriate accounts in QuickBooks A confirmation message will appear as described Transactions and shown above 9 The deposited amount from ProSchool will show up in the QuickBooks check register l 1010 Capitol City Bank Type a he
231. f type Pros chool Backup Files SI Cancel E 3 From the Backup Restore window click Restore ProSchool confirms your intentions Restore Confirmation P Are you sure vou want to overwrite your existing data with the data you are about to restore Click Yes to continue with the restore process or No to return to the main Backup Restore window ProSchool The Next Generation of School and Class Management Software 356 ProSchool Backin g U p The Status section of the window will display the progress being made just as it did in the illustration in the Backup procedure above and Restoring Your Backup Restore ProSc hool Enter the location of the archive and click Backup or Restore P ae Databases Archive IC ProS chohOATASETSProschool 3 Backup Ps Browse Backup Status PE tinued Time elapsed O Hours O Minutes 2 Seconds aed Time remaining 0 Hours 0 Minutes 5 Seconds Abort Files processed 55 of 431 Meatsages E stracting Chal T ailL06 2717696 Progress E EEEREN Status Lag Extracting C ProSchol Rest 55FFA2F ChgD T all WAL 2359 Extracting C ProSchol Hest 55FFA2F ChgD T ail s02 555008 Extracting C ProSchol Hest 55FFA2FChgD T als04 1079296 Extracting C 4ProScholRest 55FRA2F ChgD T ails 06 2717696 sA When the restore is complete the following confirmation appears Restore 2 Click OK then f to close the Backup Restore window
232. first run would use the Current option and includes a note of appreciation for the prompt payments Thank you for your prompt payment etc The second run would use the 31 option and includes a message on the statements such as Have you overlooked your payment this month Please remit as soon as possible Thank you etc ProSchool The Next Generation of School and Class Management Software Generating Reports In ProSchool continued O21 8a To place a message at the bottom of each statement select the memo of choice in the Select a memo to be printed at the bottom of the statement section If you wish to add or edit a memo click the Add button or select the memo you wish to edit and click the Edit button to open up the Edit Statement Memo window Edit Statement Memo Enter a title for the statement and then enter your memo Y Title l Edit CUE Copy Paste Bold Italic Underline Font Right click to display menu Bullet Style Paragraph Tabs Find Replace For additional features right click anywhere on the text field to open the text menu shown above Create a new memo or edit an existing one then click W OK to save it or M Cancel lto abandon your changes and close the window Note that ProSchool includes the current memo in this default setting therefore it will be the memo that prints when you generate Client statements usin
233. for Fernando amp Arial Abaco Credit Available 84 00 O f continued Date Memo Check Number Amount Tendered Jovos2007 A 84 00 Fap All Pav None Select which unpaid charges to pay f A i Charge Date Category Memo Amount Owed 07 28 2006 JUL TUITION Automatic tuition charge 64 00 amp 09 04 2006 AUG TUITION Automatic tuition charge 04 00 01 02 2007 OCT TUITION 30 00 Amount to Pay Total 198 00 6400 0 00 Print receipt after processing payment Enter the amount to pay nest to each unpaid charge or double click the change to pay the charge tr full EZ A G F2 Cash Fa Check F4 Credit Card F5 ATM Debit FE House F7 Account Note that the current amount of this Client s credit balance is shown at the top Credit Available 5 Select the charge you want to apply this payment to in this example the July Tuition as shown above A Fe 4ccount 6 Click to apply the account credit as payment toward the selected charge As with any other form of payment ProSchool confirms that the payment has been processed successfully Fayment Entry ProSchool The Next Generation of School and Class Management Software 248 ProSchool Refunding Account Credits In ProSchool I REFUNDING ACCOUNT CREDITS Sometimes the need arises to refund an account credit to a Client such as when they leave your school with an account c
234. for using ProSchool s online help About software ID version and memory and system resources indicators Check for Update to check online for updates to the ProSchool software The functions of the pull down menus are covered in detail in the following sections ProSchool The Next Generation of School and Class Management Software 30 ProSchool B eg nn n o S E a ProSchool v3 0 1 Main Billing Utilities Help continued Sa Codes Configure a ProSchool v3 0 1 Main Billing Utilities Help Tasks ar i Family Planner Reports cm Attendance Schedule E A OVERVIEW OF m MAIN MENU BUTTONS ProSchool s menu buttons provide one click access to all major and recurring tasks They are located on the left of the main window There are two button groups to choose from Setup and Tasks The master Setup button shown at upper left reveals four buttons that are normally hidden since they re not typically accessed in day to day use of the ProSchool software Click the Setup button to reveal the following e Codes allows you to define codes for every facet of your school s operation Class types class levels locations tuitions rates teachers and managers billing categories departments label definitions referrals drop reasons cities skill levels skill status and skill groups e Configure is where you define your school name location logo e ma
235. ftware Configuring Tuition Codes and Discounts continued 99 E BY STUDENT RATE CODES axo DISCOUNTS As discussed above By Student rate codes allow you to configure discounts into your tuition schedule based on the number of Students enrolled by a given Family Note this is essentially a flat rate tuition scheme based only on the number of Students regardless of the number and type of classes the Students are enrolled in As with the hourly rates you must first establish the By Student rates themselves before you can configure the By Student tuition codes For example suppose you have a Family who is enrolling three Students and whose tuition rate is set up at 40 per Student You arrange with the Family to charge a rate schedule that discounts the hourly fee by 2 for every additional Student enrolled If you select Use Last in the Matching Ranges section this rate schedule would compute charges as follows e Ist Student enrolled would be charged at the 36 hr rate total 36 e 2nd Student enrolled would be charged at the 36 hr rate total 72 e 3rd Student enrolled would be charged at the 36 hr rate total 108 If you select Use All in the Matching Ranges section this rate schedule would compute charges as follows e Ist Student enrolled would be charged at the 40 hr rate total 40 2nd Student enrolled would be charged at the 38 hr rate total 78 e 3rd
236. g 7 Click __ Lookup lin the Primary income account section The following message will QuickBooks appear and ee ieee for Seamless ntegrati on Opening QuickBooks Company File Eo C ee tir nani genie nee nen ne rea wteGyrnr continued Primary income account usually your cl At this point ProSchool may freeze and the following dialog box may open in QuickBooks it may open underneath the ProSchool window QuickBooks Application with Wo Certificate An application without a certificate is requesting access to the Following QuickBooks company File FreeFlyteGymnastics Access may include reading and modifying QuickBooks data as well as enhancing the QuickBooks user interface The Application Calls Itself ProSchool 3 0 Certificate Information This application does not have a certificate QuickBooks cannot verify the developer s identity QuickBooks Solutions Marketplace Search For information about this application at the QuickBooks Solutions Marketplace Do you want to allow this application to read and modify this company File ors Yes prompt each time Yes whenever this QuickBooks company file is open Yes always allow access even if QuickBooks is not running Allow this application to access personal data such as Social Security Numbers and customer credit card information Tell me more Continue Cancel Help ProSchool is not actually froz
237. g filter criteria 306 options security permissions 60 ProSchool The Next Generation of School and Class Management Software 362 ProSchool Index continued P password resetting a user s password 59 payments entering 252 payments posting overview and procedure 263 payments understanding how ProSchool applies payments 250 PCCharge technical support 44 PCCharge configuring 45 performing test calculations for automatic test charges 215 planner options teacher and class schedules 137 planner resource planner using overview 270 pop up calendar 31 posting payments overview and procedure 263 PostNet barcode mailing labels 43 preferences customizing ProSchool 41 previewing automatic test charges using the test calculation function 215 printer alignment for printing labels 88 printer configuration 25 printing results of test calculations for automatic charges 217 processing an overpayment that results from reducing a charge 242 processing auto pays 286 processing credit and ATM card payments 256 processing deposits and transactions 264 processing drop no pays 283 prorating and entering insurance charges for a single family overview and procedure 239 pull down menus overivew 28 putting it all together discounts recap 92 Q QuickBooks configuring ProSchool to 115 QuickBooks interfacing with ProSchool overview 114 ProSchool The Next Generation of School and Class Man
238. g the case sensitive filter the search will return only those names containing exactly that string an upper case A and lowercase s Otherwise the search results will return all names containing the string as regardless of case or where the string occurs in the name 4 If you want to return values that fall only within a specified range you can do so by specifying the starting and ending values which are accessed by clicking on the By Range tab MMkup Starting Range Ending Range By Value The range configuration varies depending on the type of field names numbers etc but all types allow a range specific search ProSchool The Next Generation of School and Class Management Software 200 ProSchool Using ProSchool s Context Sensitive Search Functions continued 5 To view all search parameters at a glance including the values you ve entered click on View Summary though they are not editable in this window Show Search Summary Partial Match Anywhere Tumbling 6 A concise listing of all configured fields i e only those which you have entered parameters for can be viewed by clicking the Searched tab of the Fields section then clicking either the By Value or By Range tab elect Filter Criteria Mame ITI lelds REE Field Value y OF Tumbling Clear Search Type X Cancel Exact Match f Partial Match at Beginning Case
239. g the default settings 8b to delete an existing memo select it and click Delete 9 To print labels for all names matching your report criteria click Print Labels The Print Labels window will open showing you the names which meet the criteria and giving you the option of using the Student s or parent s Client name on the label 10 If you have changed the settings for this report and wish to save them as the default report configuration click Set As Default button ProSchool The Next Generation of School and Class Management Software 328 ProSchool Generat ng 11 To process statements only for Clients who are set up to be billed via e mail click Process EMail Statements The Email Statements window will open to indicate progress Reports In e Email Statements ProSchool Processing Statement Emails Please wait continued Sending email to Note that the Process EMail Statements option only generates statements to Clients set up to receive them as configured previously in the Parent Options section of the Family Information window Parent Options Statement Balance 316 00 Print Email None Account Credit 0 00 316 00 Adi Balance Client ID 111 0 Last Payment Date 8 19 2003 Mailing list entry Last Payment Amt 58 00 This is explained in detail on page 142 in the section entitled Adding Families To Your School s Database 12 Click Print Preview to preview
240. g your accounting any other Way If you currently do your school s accounting tasks using another means whether manual or computerized we strongly recommend you purchase QuickBooks and invest the time in learning and implementing this program to handle your school s bookkeeping tasks You will find that the investment in the software and training pays off handsomely in the time you will ultimately save ProSchool is designed to handle the income side of your business that is your receivables Though ProSchool has many features that give it tremendous capability in the area of your schools bookkeeping tasks the greater point is that ProSchool is not itself an accounting program which is why it is designed to integrate with QuickBooks ProSchool manages income then transfers the income figures to the receivables side of QuickBooks ProSchool The Next Generation of School and Class Management Software Configuring QuickBooks and ProSchool for Seamless Integration continued 115 E CONFIGURING PROSCHOOL TO INTEGRATE WITH QUICKBOOKS ProSchool is designed to hook up with QuickBooks right out of the box All you have to do is set a few parameters explained in the steps below then associate your ProSchool departments with corresponding QuickBooks income accounts First we ll focus on setting the parameters Please note that the QuickBooks guidelines on the next several pages are not
241. ge process This confirmation message will appear specifying exactly what you are about to merge Merge Warning ip The process will merge HOT DOGGERS into HOTSHOTS Any charges categories or classes that have been 2 entered under HOT DOGGERS will be changed to HOTSHOTS and Finally HOT OOGGERS will be deleted re you sure you want to merge these departments together Consider your answer carefully you cannot undo this action Click Yes to complete the merge process or No to abort the merge process If you click Yes the merge will be completed ProSchool The Next Generation of School and Class Management Software 112 ProSchool Setting Up ProSchool Departments and Billing Categories continued Mi CREATING BILLING CATEGORIES To create ProSchool billing categories 1 From within the Code Definitions section click on the Billing Categories tab to open the Billing Categories panel Code Definitions OOO DOO OOOO e Departments Label Definitions Referrals Drop Reasons Cities Skill Levels Skill Status Skill Groups Biling Categories Class Types Class Levels Locations Tuition Hourly Bu Student Fates Teachers Managers Biling Categories A Category Description Department Taxable ASSESSMENT Team Assessment ASSESSMENT L AUG TUITION August Tuition CI BIRTHDAY PARTIES Birthday Parties BIRTHDAY PARTIES L CAMPS C
242. ge the order in which the columnar data is presented in the Search for a Family window simply drag the column heading left or right accordingly Select click on the Family you want then click OK to close the Search for a Family window and return to the Family Information window Your selected Family will populate the appropriate fields of the Family Information window and the Student Information section will be populated with the Students in that Family that are enrolled in your school ProSchool The Next Generation of School and Class Management Software 150 ProSchool Building Your ProSchool Database continued The Search for a Family window is discussed in greater detail in a following section see Using ProSchool s Context sensitive Search Function Conducting Client and Student Searches in ProSchool SEARCH OPTION Click p binoculars or F2 on the keyboard to open the Find a Client window Find a Client Search Type I Case sensitive Exact Match f Partial Match at Beginning Partial Match Anywhere Field Value Next M Cancel In the Fields section enter or select the search criterion you wish to use in your Family search Indicate your preferences in the Search Type and Field Value sections then click First to initiate the search ProSchool returns you to the Family Information window and highlights the first instance matching your search criteria in the Parent Informa
243. ge you want ProSchool instantly generates the HTML page code the native language in which web pages are written for the teacher or class schedule view you created Web pages are saved using the universally standard htm extension Then you simply open the saved page in your web design software Front Page GoLive DreamWeaver etc modify it as desired adding a masthead a footer etc set up the links to the page and upload it to your website s server Here are some of the more typical ways ProSchool users make use of this feature e to post individual class schedules all occurrences of a single class that occur throughout a given week e to post class schedules that have been changed or updated e to post schedules for individual teachers in a password protected section of the website so teachers can access their schedules from any computer connected to the internet ProSchool The Next Generation of School and Class Management Software 137 Review ng 8a To change the way teachers and classes are displayed click to open the Planner Teacher Options window and Class Schedules TEE Planner Options Planner Options Using the options below customize the appearance of the planner continued Grid Display Uccupied Times Banding ltem Defaults ltem Grid Display Options Display Start Time 12 00 00 AM Time Intera Inactive Days 5min MW Sun ei Rah whic Display End Time 1
244. ges entered through today ProSchool defaults this date to the last day of the current month which would also work since we are assuming that today is the 15th and charges cannot be entered in the future Field select Paid Comparison select Amount enter 0 00 The above criteria would appear in the Billing Based Charges window as follows Amount 00 f t Oz W Multiply by active students Category TEST D Taxable Memo Late fee for March tuition W Apply any account credit to new charges Choose biling category options Individual Charge O Account Balance C Adi Account Balance Category MAR TUITION Stark 02701 2005 E End 03 15 2005 E Field Comparison Amount Jand l J 000 Ci ProSchool The Next Generation of School and Class Management Software Entering Charges in ProSchool continued 229 On the other hand perhaps your policy is to assess a late fee only if the Client has paid less than two thirds of the tuition owing by the 15th Based on the above example a monthly tuition of 75 would require a payment of 50 by the 15th in order to avoid the 5 late charge This policy would be represented by the following changes made in the Amount and Comparison fields Choose billing category options f indvidual Charge C7 Account Balance C Ad Account Balance Category MAR TUITION Star 02 01 2005 End 03 15 2005 Field Comparison Amount
245. gs Next the installer program will ask you for the destination location ie Setup ProSchool sCOnERUEE Select Destination Location Where should FroSchool be installed LJ Setup will install ProSchool into the following folder To continue click Next f you would like to select a different folder click Browse Ai least 4 0 MB of free disk space is required Cea O 5 Select the folder to install ProSchool into By default the installer will select the ProSchool folder on your primary hard drive usually C ProSchol If you are performing an upgrade from ProSchool 2 0 or already have ProSchool installed on your computer you should click the Browse button and select the folder that ProSchool was previously installed into Note Installing ProSchool over the top of an existing installation will NOT delete any data that might already be entered 6 Click Next gt to continue ProSchool The Next Generation of School and Class Management Software 14 ProSchool B eg inni ngs The installer will ask for confirmation of the destination folder SS _ iS Setup ProSchool continued Select Destination Location Where should Pro School be installed does not exist Would you like the folder to be created Yes At least 4 0 ME of free disk space is required 7 If the destination folder you specified does not exist the installer will ask you if you want to cr
246. h is suitable for the Student s gender skill level etc The function is especially helpful when you have a large Student population with a large number of class offerings 6 To select a class highlight the class name in the Classes matching selection section and click yf OK The Class Enrollment window opens to help you confirm your choice Class Enrollment Class enrollment information for Alexandra Felix a Class Code ACR L5 Sports Acro Lel 5 Start Date 02 26 2006 c Teacher Jac z Acro Coaches Tuition ALS 1 36 00Month Comments x ca Note that the Start Date Teacher and Tuition fields all default to the values previously established However if this Student has a special situation that requires a change in any of those fields you can override the defaults and enter the appropriate information For example you may have a Student who will not be charged the same tuition as the other Students in that class The Class Enrollment window gives you the opportunity to make that change You can also add comments if you wish which is useful for conveying pertinent information to coaches as the contents of the Comments field appears on the class roll sheet report 7 Click yf OK to add this Student to this class No further confirmation window will appear the Student is now enrolled in this class as can be confirmed in the Enrollment Information section of the Family Information window Enrollme
247. hanges made to the sort criteria whether new or modified 4 Click Print Preview to preview the report on your screen before sending it to the printer OR 5 Click Pririt to print the report without previewing it ProSchool The Next Generation of School and Class Management Software 336 ProSchool Generating Reports In ProSchool continued Mi OTHER BIRTHDAY SUMMARY e Shows all birthdays by Client or Student within a selectable range and based on specific enrollment criteria Using the print labels function makes it quick and easy to batch monthly birthday card mailings if your school does that 1 In the Available Reports section select Other Birthday Summary Available Reports Report Options m Classes Select range of birthdays Sort H Financial B Oth Stark Ex End Ea zi PE eae oe al 5 Set As Default pF E Birthday Surma Hit aus Client Actryity eee gender fee Client Comments Print Labels Taa Male Female i Both ae Client Summary z Codes Summary ina Lahel ctive Status ca alng ael r A i r a R CE Katanes Cee Creme Ceh a Student Summary Select enrollment criteria Hf PCCharge f All Classes C Specific Choose 2 Select a range of birthday dates Start End you want to include in the report in the Select range of birthdays section using the MM DD format ProSchool defaults to the current month
248. harges that are unique for a specific class or group of classes This function is accessed in the Class Based Charges window e To enter class based charges 1 In the main menu bar click the Billing pull down menu Select Charge Entry Class Based The Class Based Charges window opens Class Based Charges Enter amount category and class code Pr f eee m Select which students Category wt O Taxable Class Code fo Choose Mera FO M Apply any account credit to new charges Status A Stat Start Perform Test Calculation GF at O None All amp None 2 Enter the amount of the charge in the Amount field 3 Choose a billing category for this charge by clicking the down arrow in the Category field and selecting the appropriate category 4 If this charge is taxable select the Taxable option 5 Select the class for this charge by clicking the down arrow in the Class Code field and selecting the appropriate code A list of the Students enrolled in the selected class will appear in the Select which students section see the screenshot immediately below Note that all Student names are highlighted by default therefore without further modification to this list all Clients with Students in this class will be included in this charge ProSchool The Next Generation of School and Class Management Software 223 Enteri ng 6 To enter charges for the Clients of all Students listed continu
249. he correct information The QuickBooks Setup section is covered in a separate chapter later in the manual ProSchool The Next Generation of School and Class Management Software 44 ProSchool Configuring ProSchool to Your School continued m SETTING UP PROSCHOOL S ONLINE CREDIT CARD PROCESSING ProSchool makes it easy to accept various electronic payment types credit cards and ATM cards as payment for all types of transactions tuition dues and fees store etc Here s how it works You configure your PC to run PCCharge software a highly secure payment processing software product from industry leader VeriFone which in turn allows you to accept electronic payments on your computer a a P i A i F The PCCharge software is included with ProSchool but does not install by default If you decide you want to accept electronic payments the following steps outline the setup process 1 If you don t already have one you ll need to set up a merchant account with your bank or other merchant account services provider When you do so they will give you the merchant account setup parameters you will need to configure PCCharge on your computer 2 Contact Auburn Electronics Group ProSchool s publisher and purchase the license serial number for your PCCharge software 3 Install the PCCharge software from the ProSchool installation disk 4 Call PCCharge tech support at 877 659 8981 and g
250. he default values in the PCCharge payment Server TCP IP Setup section localhost and 127 0 0 1 3b If you use multiple computers to process credit cards OR if the computer that PCCharge is installed on is NOT the same computer on which you will process credit cards then you will need to configure the Hostname or IP Addr fields typically one or the other not both The hostname is your computer s identity and can be found as follows 3c Click 8 Start extreme lower left hand corner of your desktop to bring up the basic Windows system menu Log OFF John S H ut D D I i pid ProSchool The Next Generation of School and Class Management Software Configuring ProSchool to Your School continued 49 3d In the above system menu click Run to open the Run window Run ki Type the name of a program Folder document or Internet resource and Windows will open it For you pen cmd Cancel Browse 3e Type in cmd in lower case without quotes and click OK to open the DOS command dialog window H OA WINDOW S system32 CMD exe Microsoft Windows 2000 Version 5 00 2195 CG Copyright 1985 26606 Microsoft Corp Co Documents and Settings john gt hostname Note that your computer may differ somewhat from the prompt shown above in any case the prompt starts with C and ends with a gt You type the input immediately after
251. he field data Jo returns Jones Johnstone Joseph etc continued e Partial Match Anywhere returns only the Client name or names whose data matches the Field Value exactly but occurs anywhere within the field data string er returns Berger Ernst Roemer and Vernon if case sensitivity is unselected but of the four would not return Ernst if case sensitivity had been selected 5 In Field Value enter the alphanumeric string full or partial word or name numeric data etc you want ProSchool to use in its search 6 Click First to initiate the search The first name meeting your search criteria will be highlighted in the Clients section of the Client Information window For example configuring the Find a Client window to look for a Client whose last name begins specifically with Gu below left would return the following results below right Case sensitive Parent Information f Exact Match First HI Last Si f Partial Match at Beginning Mother Floxanne E Guhndert Partial Match Anywhere D a Field Valu Gu i i a l 7 If you want ProSchool to return another name matching your search criteria click ty or Sal F3 on the keyboard The second name meeting the criteria will then appear in the Parent Information section ProSchool The Next Generation of School and Class Management Software ProSchool 196 Using ProSchool s Conte
252. he person for whom you wish to configure a security profile 2 Select the Screen Utilities tab and select a screen or utility from the Select a screen drop down menu Screens Utilities Reports Actions Select a screen Account SLIM nar ad Pemssiong Allow Deny Open the screen to view contents i t Delete charges ir Delete payments E i Force a refund b i Yor credit card payment h i Calculate on the fly tuition E ir Note that the permission options vary depending on the screen you select 3 Some users such as students who work in the office are given only read only privileges in ProSchool Others such as owners or high ranking managers are granted full access To quickly apply either of these profiles to a particular user simply click on the user s name and then select one of the following buttons as appropriate amp Set at Read Only g Set as Full Access 4 To customize a particular user s profile that is selectively restrict or allow access in specific areas of ProSchool select Allow or Deny as appropriate for the user security profile you are configuring The available allow deny options for each screen and utility are shown beginning on the following page ProSchool The Next Generation of School and Class Management Software Configuring ProSchool to Your School continued Account Summary e Open the screen to view contents e Delete Charges e Delete Payments
253. his class who can handle a higher number of Students in the same class or you may have a situation where the number of sign ups for this class exceeds the maximum by only one in which case you decide to allow that Student to take that class as a onetime exception ProSchool allows you this flexibility The colored quantities are a quick and obvious indicator as to how many Students you re dealing with in these situations In the screen shot above the maximum number of Students enrolled currently equals the maximum allowed for this particular class If you decide to exceed the maximum number of Students by allowing the extra three to enroll in this class for example the display would look like this with the Curr column s quantity highlighted in red Max Curr Wait Days Free Level Mkup Location Tuition Te o 3 OT 0 BEG 01 H545 AJ Type HS 3 5 prs Beg TL HOME SCHO H52P10 HS4P16 HS 6 yre Beg TH HOME SCHO 150 600 Th 0 BEG 01 H590 MH ri ima m ae a m TI Pia ees Cm T m TI Cn ae aoa ee A l Let s return to the Choose A Class For window in which we had the maximum number of Students enrolled in class HS4P1B and three Students on the waiting list for this class Choose a class For Alexandra Felix Code Type Name Location Level Teacher Manager Tuition Daye Offered Required Gender Show Classes Sun Mon Tue Wed Inclusive C Male Coed E Any Current Bow Fi m
254. his option if you re installing ProSchool for a single computer or the main computer for a network UNSELECT this option if this is an installation for a client computer on a network QuickBooks support files If you want this computer to be able to integrate with Quick Books select this option Borland Database Engine Always selected 10 Click Next gt to continue ProSchool The Next Generation of School and Class Management Software 17 B egi nni ngs Next select the name of the Start Menu folder to be used to hold the ProSchool program shortcuts Ll Fii _continued le Setup ProSchool Select Start Menu Folder Where should Setup place the program s shortcuts D E To continue click Next f you would like to select a diferent folder click Browse _ Dont create a Start Menu folder 11 For most installations the best response is to let the installer create a dedicated folder named ProSchool Otherwise enter a different name for the folder Click Next gt to continue ProSchool The Next Generation of School and Class Management Software 18 ProSchool B egi nni ngs Next you can choose whether or not to have the installer create an icon on your Desktop and or Quick Launch bar continued ie Setup ProSchool Select Additional Tasks Which additional tasks should be performed Select the additional tasks you would like Setup to perform while inst
255. hool Generating Reports In ProSchool continued Mi CLASSES DROP SUMMARY e Generates a report summarizing drops within a specified 12 month period based on all or specific drop reason codes As with the Drop Detail report provides useful stats for periodic review of why and how many of your Students drop 1 In the Available Reports section select Classes Drop Summary Available Reports Attendance Summary Report Options Select a year 2006 Codes to exclude Highlight the codes that bo Class Roll Sheet Class Summary i Drop Detail EB ee as Enrollment History z Missed Classes Summary B Student Skills a Waiting List Summary gt Financial H E Other B E PCCharge you Wish to be excluded from the report Select the month to start with C Ao C Jul f Jan C Oct C Feb May f Aug C Nov C Ma Jun C Dec C Sep i Set s Default 2 Select the year in which the report will start either by entering it in the Select a year field or using the up and down arrow buttons 3 Select the month in which you wish to begin your report in the Select the month to start with section For an entire calendar year of activity select Jan 4 To exclude Students from the report that were dropped for specific reasons you can select the codes you wish to exclude from the report by selecting them in the Codes to exclude section For example to include all Students
256. hool applies discounts to successive hourly rates and will compute charges as follows e the first hour up to 60 minutes of instruction would be billed at 100 hour first rate tier resulting in a total charge of 100 no discount has been applied e 1 to 2 hours 61 to 120 minutes of instruction would be billed at 100 for the first hour and 95 for the second hour resulting in total charge of 195 e 2 to 3 hours 121 to 180 minutes of instruction would be billed at 100 for the first hour 95 for the second hour and 90 for the third hour resulting in total charge of 285 e 3 to 4 hours 181 to 240 minutes of instruction would be billed at 100 for the first hour 95 for the second hour 90 for the third hour and 85 for the fourth hour resulting in total charge of 370 e 4 to 5 hours 241 to 300 minutes of instruction would be billed at 100 for the first hour 95 for the second hour 90 for the third hour 85 for the fourth hour and 80 for the fifth hour resulting in total charges of 450 e 5 to 6 hours 301 to 360 minutes of instruction would be billed at 100 for the first hour 95 for the second hour 90 for the third hour 85 for the fourth hour 80 for the fifth hour and 75 for the sixth hour resulting in total charges of 525 e 6 to 7 hours 361 to 420 minutes of instruction would be billed at 100 for the first hour 95 for the second hour 90 for the third hour 85 for the fourth hour 80
257. how Classes Sun Mon Tue Wed Inclusive Male Coed Any Current Thu f Fi p Sat f Exclusive C Female f Any i Future Classes matching selection W Load all recorde allows sorting while not grouped but can slow display tart Tir Drag a column header here to group by that column Code Name Free Levell Mkup Lo W KB164A93 TODDLER O BEG oli k45 RA KIP 9 30 Ah _ KB154103 TODDLER Esplo TODDLER ees JC KIP 10 30 KB134103 TODDLER Regul TODDLER Ungroup By This Field OBEG 01 K45 KM KIP 10304 cation Tuition Teacher Manager St a KBIIPES TODDLER Regul TODDLER Expand ll 0 BEG 0 k45 KM KIF 6 30 Pha a BBWA93 TODDLER Expla TODDLER Collapse 4ll 0 BEG O 1 k25 ORM KIF 9 30 AM a EBIW4103 TODDLER Explo TODDLER E 0 BEG 0 k25 EM KIF 10 30 Al a KA44P515 KINDER Ill KINDER III i eae ae O AD O 1 Ke0 Cy CGF 5 15 PM a KA43P515 KINDER Ill FINDER I ae O ADY O 1 REO EMM CGP 5 15 Pe a K442P515 KINDER Ill KINDER III Alignrnent 0 ADY O 1 REO KM CGP 5 15 PM a H54P10 H5 3 5 urs Beg TH HOME SCH Best Fit 0 BEG O 1 H545 AJ HSF 1 45 PM a H5S4P1C HS 3 5 prs Beg TF HOME SCH Best Fit fall Columns 0 BEG 01 H545 AJ HSF 1 00 FM GAPIR HS F irs Ren TH HOMF SCH 7 mn REG TR HSGN MH Thi HSP 100 PR a 4 Clear Eef Errold zl waiting a4 Makeup Free y OF x Cancel The table is reconfigured accordingly and displays only the class types Lidse UE Em LS a ty
258. ht You can build your cities database by using one of two methods through the Cities panel in the Code Definitions section as we ve done for the last several code types and as demonstrated immediately below i To create city codes in the Code Definitions section 1 Click on the Cities tab to open the Cities panel SIO Qo 90 0O 3 Code Definitions Class Types Class Levels Locations Tuition Hourly By Student Rates Teachers Managers Biling Categories Departments Label Definitions Referrals Drop Reasons Cities Skill Levels Skill Status Skill Groupa Cities City State Zip Code p Amador City 95601 Antelope CA 95843 Arbuckle CA 9591 2 l Auburn CA 95602 Berkeley CA 94705 Burson CA 96225 Cameron Park CA g565 Camino CA 35705 Carmichael CA 95628 Citrus Heights CA 95621 Clarksburg CA 95612 Columbia CA 95310 Cool CA 9531 4 Davis CA 95617 Diamond Springs CA 35615 Dison CA 95620 El Dorado Hills CA g576 Elk Grove CA 95758 Elverta CA g5626 Fair Oaks CA 95628 Fairfield CA 94533 Fiddletowr CA 95629 M Folsom CA 95630 Foresthill Ch AFH zi ProSchool The Next Generation of School and Class Management Software 79 Settin 2 Add edit or delete City codes by using the various icon buttons as described in the etung U 0 previous subsection entitled Class Type Codes Basic The field lengths are as follows City 20 State
259. ht edge of one column of labels to the same edge on the next column of labels e Vertical is the dimension from the top or bottom edge of one row of labels to the same edge on the next row of labels e The Label Margins section specifies two dimensions Top is from the top edge of the sheet down to the top die cut edge of the top row of labels Side is from the left edge of the sheet to the left most die cut edge of the left most column of labels Note that most of ProSchool s label definitions have the same dimension for Label Dimension Height as for Label Pitch Repeat When this is not the case the dimension specified in Label Pitch Repeat will always be the greater of the two if only slightly This slight excess in the repeat dimensions allows for the width of the die cut gutter the strip that runs vertically between adjacent columns of labels on certain label sheet stock The following diagram illustrates the various dimensions of labels and how they relate to each other Side margins Horizontal pitch Top margin L Number Width T Vertical pitch P Height Humber across 3 If you modify a particular label design you can save it under a unique name i e definition code Enter the new label ID number in the Label ID field and an appropriate description in the Description field then click to save your new label design 4 If you want to start from scratch and
260. ically apply any outstanding credits to this charge select the Apply any account credit to new charges option Then if ProSchool finds an outstanding credit on any of the Client accounts to which this charge is being applied it first bills the Client s account for the charge then applies the Client s credit as payment toward the charge This keeps outstanding credits from accruing 8 Select the Perform Test Calculation option to review the charge results before applying billing them to the appropriate Client accounts The configuration of this window is discussed earlier in this section see Performing Test Calculations for Automatic Tuition Charges continue below D To base this charge on a previous charge as in the first and second scenarios To base this charge on the Client s account balance go directly to step 10 which follows EXAMPLE 9 In the Choose billing category options section you must select from one of three types of criteria on which you are basing your new charge The appropriate subfields in this section will become active depending on which of these three criteria you choose The Individual Charge option is used when you are basing your new charge on a specific type of existing charge To do so you would define the existing charge by selecting its billing category a date range during which the existing charge could have occurred and finally by setting a filter dollar amoun
261. ick g Print Results to print the results of the test calculation The standard dialog boxes will appear with bar gauges indicating ProSchool s progress When the print job is done ProSchool returns you to the Automatic Charge Calculation Test Results window where you can exercise another option or close the window if you re done ProSchool The Next Generation of School and Class Management Software 218 ProSchool Enteri ng 5 Click Print Preview to preview the report on your screen before sending it to the printer Cha rges IN ProSchool then builds your Automatic Charge Calculation Test Results report and displays ProSchool it on screen Once it appears you can navigate through it or exercise any of the options in the control bar as explained in the chapter below Generating Reports in ProSchool 6 To print labels for all clients who accrued additional charges resulting from this charge continued calculation click Print Labels lto open the Print Labels window Print Labels Records matching the filter crterna z b amp Jennifer Abbott Jonesville Court E 118592 Iman 4Abdellateet bes Olive Tree way 10725 Jean or Mike Acosta 150 Price Wray 10025 Laurie Adamick 241 Thorndike Way T2472 tina Adamoyvich Os Walenga Roda 43 q2425 Aigo Fedora Mary Agcaoili A2060 Maple Glen Road 11075 Antoine amp Gada Aho 17200 Powder River Court 10244 Naomi amp Robert Akama
262. ific then select Choose to open the Search for a Class window where you can select a class Upon return to the Print Reports window look in the Select enrollment criteria section Note that the term Subset now appears there if you selected a class or some classes in the previous Search for a Class window The term All appears whenever no class specific criteria has been selected 6 If you want your report to show Student and class details select the Show Student classes detail option All Clients will be displayed and with each Client each of their Students and the classes each is enrolled in Otherwise deselecting Show Student classes detail will result in a report showing only Client listings 7 To print labels for all names matching your report criteria click Print Labels The Print Labels window will open showing you the names which meet the criteria and giving you the option of using the Student s or parent s Client name on the label 8 If you have changed the settings for this report and wish to save them as the default report configuration click Set As Default button default settings are discussed at the beginning of this section see Customizing ProSchool Report Configurations 9 Click Print Preview to preview the report on your screen before sending it to the printer OR 10 Click Print to print the report without previewing it ProSchool The Next Generation of Schoo
263. ighlight the codes that Ba Other you wish to be excluded ee Birthday Summary Select the month to start with from the report fe Client Activity ia Client Comments bon Client Summary 2 Codes Summam Feb May C Aug C Nov i Mailing Labels Bee cterral Summary Student Summary h PCCharge f Jan Ap Jul Oct C Ma Jun Sep Dec i Set s Default 2 Select the year in which the report will start either by entering it manually or using the up and down arrow buttons in the Select a year field 3 Select the month in which you wish to begin your report in the Select the month to start with section For an entire calendar year of activity select Jan 4 To exclude Clients from the report based on specific referral codes you can select the codes you wish to exclude from the report by selecting them in the Codes to exclude section For example to include all Clients on the Referral Summary report except those who learned of your school from your ad in the Yellow Pages select YELP The All and None buttons can be used to select or unselect all referral codes with a single click To select a unique subset of codes some but not all hold down the CONTROL key while clicking on the specific codes you want to exclude from the report 5 If you have changed the settings for this report and wish to save them as the default report configuration click Set As Default button 6 Click Print Prewiew to
264. iginally entered the information and when it was entered e who last modified it and when it was last modified e context sensitive hints for the field in which the cursor appears e whether you are in the browse or edit mode e which record you are currently in and how many total records currently exist This information appears in the Clients Students and classes windows as well as in most other windows containing data fields By default the General tab is selected as shown above Note there are three other tabs within the Configuration window Preferences Credit Card and Security which we ll take in order Hint To move quickly from one section to another via keyboard shortcuts use a combination of the ALT key and the underlined letter in each section s tab title For example to go to the Preferences section from another section press ALT P etc 3 In the School Information section enter your school s name address and phone number s local sales tax rate if applicable Don t worry about the Tax Department Code for now You can configure that when you get into setting up your school s codes and you can always return to this section and select it at a later time ProSchool The Next Generation of School and Class Management Software Configuring ProSchool to Your School continued 37 Once populated your school s information section should look something like this School Informatio
265. il setup etc program preferences and defaults QuickBooks setup credit card processing information and security features which limit access to various aspects of the program as defined by you e Discounts allows you to define the type and amount dollar or percentage of the discounts you wish to offer your Clients monthly session weekly or sibling basis e Labels allows you to set the style dimensions font and font size for label printing The master Tasks button shown at left reveals eight buttons commonly accessed to in day to day use of ProSchool Click the Tasks button to reveal the following e Family allows you to add review update and delete Client parent or guardian and Student information the sum total of which ProSchool refers to as a family e Ledger shows account information for each family in your school It is context sensitive if the Jane Baker family is displayed in the family display and you then click the Ledger button the ledger page will display the account detail for the Jane Baker family account e Classes allows you to add review update and delete classes e Planner is a useful scheduling and appointment calendar for birthday parties field trips coach s privates etc e Reports allows you configure and print 30 different types of reports covering every aspect of your school s operational metrics e Attendance allows you to track attendance by date and class and resul
266. iling Categories Teachers a Code Name Address i State Zip Home Phone Alt Phone Acro Coaches Amanda Johnson 316 444 8161 F B5 Brian Strellis S16 315 4674 i CE Courtney Benjamin 209 816 1645 ia CC Cormpulson Coaches CY Cele Voorhees 916 542 7646 m DG Darla Gregson 316 511 2411 J p DE Denise Kientf 530 791 6154 K E5 Ene Smyth 925 9958 5145 p J Josh Allees 316 457 0030 F JC Jeanette Carrington 209 223 5197 i JUS Justin Carns 530 205 6140 i EK Kacey Kreskin S16 602 6496 i EM Katie Miller 209 577 4135 a EW Krissy White S16 910 6450 i LE Lynn Barens bere Vale J ia LL Lisa Liger 209 548 4975 i LLO Lindsay Long 530 948 5457 F LF Lisa Parrish 316 516 5427 a MH Mark Holzmann 530 949 7854 m M2 Maurice Zoob 516 234 0154 H OC Optional Coaches Mb 377 3120 M Ol Oleg Ivanivich 209 461 2578 Ag Rachel 4 aranan Min 837 1740 of 1 2 Add edit or delete Teacher codes by using the various icon buttons as described in the previous subsection entitled Class Type Codes You can also enter additional teacher information address and phone numbers if you wish though that is optional The field lengths are as follows Code 3 Name 30 Address 30 City 20 State standard two letter abbreviation Zip 10 ZIP 4 Home Phone and Alternate Phone standard 10 digit phone number for each 3 R
267. in which this charge occurred 2 Use the Category drop down menu to select the appropriate category 3 Use the Start and End date fields to enter the date range values 4a If you wish to create a drop history for each dropped class that is every class dropped by every Student who meets the criteria you configured above check the Create drop history for dropped classes check box ProSchool The Next Generation of School and Class Management Software 284 ProSchool Processing Drop No Pays and Auto Pays continued 4b Use the Code drop down menu to select the drop code you want to use for the drop histories this operation will create If none of the drop codes apply you can create a new one by clicking to open the Add new drop reason window Add New Drop Reason Enter a new code and description P Code Description x Cancel Enter a code up to four characters and a description in the appropriate fields then click y OK to both create that new drop code and insert it into the appropriate fields in the Process Drop No Pays window 5 After double checking your criteria click Start to initiate Drop No Pay processing The following warning message appears Drop Warning AN This process Will drop students From classes if their charges have not been paid Do you want to continue 6 Click Note that while all the Students who met this criteria you defined hav
268. int The gt greater than symbol is most typically used because it simply returns all aged accounts with a balance in excess of a specified amount as determined by the value you enter in the Amount field This is useful for example if you establish a policy allowing Clients to carry small balances over to the next billing period without penalty or additional collection efforts The term small is arbitrary of course and is determined by you ProSchool The Next Generation of School and Class Management Software 322 ProSchool Generating Reports In ProSchool continued 3c In the Amount field enter the threshold balance amount you wish the chosen operator to use in its search 4 In the Active Status section select one of the following e Active if you want ProSchool to include only active accounts Clients with at least one Student enrolled in a class e Inactive if you want the report to include only inactive accounts those Clients with no Students currently enrolled in any classes e Both the default if you want the report to show all aged accounts 5 In the Select enrollment criteria section you can configure enrollment criteria to filter your report s results if you don t wish to filter report results based on class enrollment criteria skip to the next step To select a specific class or subset of classes for use in determining which Clients appear on the report select Spec
269. intended to replace the QuickBooks documentation or online help nor are they intended to take the place of your accountant s advice and counsel It is assumed that you are familiar with the QuickBooks software application and at minimum its basic functions Auburn Electronics Group does not offer technical support for QuickBooks To configure ProSchool to integrate with QuickBooks 1 Launch ProSchool if you haven t already Click Setup located in the top of the vertical menu button bar on the left of the screen 2 Click on the Configure menu button to open the Configuration panel Configure 3 Click on the Preferences tab to open that panel and focus on the QuickBooks Setup section QuickBooks Setup W Enable QuickBooks Integration QuickBooks Company File Primary income account usually pour checking account Lookup Account for holding client credit amounts Lookup Vendor for sales tas entries Usually your state taxing authority Lookup Account to use for House payment types Lookup 4 Select the Enable QuickBooks Integration check box ProSchool The Next Generation of School and Class Management Software 116 ProSchool Configuring 5 Click i QuickBooks will be located and ProSchool for Look in E QuickBooks 2006 e i to select the subdirectory folder where your QuickBooks company file
270. ion as appropriate in the Custom Flags section pertaining to the predefined flags you may have configured earlier In the window above two flags have previously been configured one for a medical release form and one for team t shirts ProSchool The Next Generation of School and Class Management Software 144 ProSchool Building Your ProSchool Database 10g After you have finished entering the Student s information click OK to close the Add Student window 11 To edit an existing Student the process is very similar From within the Family Information window in the Student Information section click a to open the Edit Student window which is almost identical to the Add Student window Enter your changes then click _ w OK lto save the changes and close the Edit Student window or click M Cancel to disregard the changes and close the window 12 To delete a Student select them for deletion by clicking on their name then click he to delete them from this Family record A confirmation dialogue box will appear Delete Warning 2 This student will be dropped From all classes io o o Are vou sure vou want to delete this student Click Yes to delete the Student from this Family record and all classes the Student is currently enrolled in or No to abort the deletion process for this Student 13a You can also easily view additional data about a selected Student by utilizing the fu
271. ion arise where you must drop Students due to lack of payment This utility enables you to do so easily and accurately even if the Students to be dropped are enrolled in multiple classes This process looks for a specific charge which you define by specifying a category and date range If the charge has not been paid ProSchool deletes the charge or sets the charge amount to zero then drops all enrolled Students for those Clients that meet that criteria CS To process Drop No Pays 1 Click on the Billing pull down menu on the main button bar and click Process Drop No Pays to open the Drop No Pay window Drop No Pay Select a category and a starting and ending date P f range to search for charges and then click Start This utility will check for the existence of a specitied charge If the charge has a not been paid the charge will be deleted or set to zera and all enrolled students for that client will be dropped from ther classes Category APR TUITION Stark 03 01 2006 gl End 04 30 2006 E w Create drop history for dropped classes Code FIN Financial reasons Staty W Start In the example shown above payment of April s tuition is the specific criterion we re using to determine if Students will be dropped The specified date range for this charge is from March 1st in case there are any Clients who were billed in advance through April 30th This reflects a realistic window with
272. ion of School and Class Management Software ProSchool 172 Enrolling jj ENROLLMENT CHANGES ADDS DROPS AND TRANSFERS OVERVIEW Students and ProSchool makes it easy to add drop or transfer Students In addition you can check Maki enrollment status for any class and make various enrollment changes aKIn Enrollm a As with the enrollment process changes in enrollment adds drops and transfers are easy to make because they can be accomplished in one of two ways Changes e By starting in the Family Information window specifying the Student on whose behalf you wish to make a change drilling down to the class that will be involved in the change and then completing the change continued OR e By starting in the Class Information window specifying the class which gives you access to all Students in that class drilling down to the Student on whose behalf you wish to make a change and then completing the change In either case the common element is the Enrollment Information section which appears in the lower right hand section of both the Family Information and Class Information windows The key is what information appears in this section e in the Family Information view the Enrollment Information section displays classes e in the Class Information view the Enrollment Information section displays Students In other words ProSchool gives you convenient ways to make these changes and either method gives you fu
273. is account is not included in the standard QuickBooks List of Accounts and is one example of a handful of accounts you may want to add to the List of Accounts Here is how you add accounts in QuickBooks In QuickBooks in the main Home view as shown below click the Chart of Accounts icon T re erik Le Books eg oe Lompany E Chart of mi Accounts i Items amp Adjust Services Quantity On Hand ProSchool The Next Generation of School and Class Management Software Configuring QuickBooks and ProSchool for Seamless Integration continued The QuickBooks Chart of Accounts window opens hay Chart oF Accounts Employvee Odvances Payroll Liabilities Sales Tax Payable Opening Bal Equity Retained Earnings Fees Reimbursed Expenses 5ales Services Amortization Expense Automobile Expense Bank Service Charges Cash Discounts Client credit on account Contributions Depreciation Expense Dues and Subscriptions Equipment Rental Insurance Disability Insurance Liability Insurance earl orm Mew Ctrl h Edit Account Ctrl E Delete Account Ctrl D Make Account Inactive Show Inactive Accounts Hierarchical view Flak view Customize Columns Import From Excel Use Ctrl U Find Transactions in Print List Ctrl F Re sort List Activities Reports Type a help question Ask FT Include inactive Other C
274. is report for future printouts click Set As Default ProSchool The Next Generation of School and Class Management Software 311 Generat ng 8 To change the default font size for Student names 8 point size click the up or down arrows Re por ts in the Font size of student name section to select the desired font size in 9 To further sort your print results by a variety of criteria click the Sort button to open the Sort Utility window which allows you to configure hierarchical sort parameters up to three ProSchool levels 10 To preview the report on your screen before sending it to the printer click Print Preview as explained above in the in Attendance Summary report continued OR 11 Click lt a Print to print the report without previewing it ProSchool The Next Generation of School and Class Management Software 312 ProSchool Generating Reports In ProSchool continued Mi CLASSES CLASS SUMMARY e Generates class lists based on multiple criteria 1 In the Available Reports section select Classes Class Summary Available Reports Report Options Select which type of summary to print f by Code by Teacher Attendance Summary be Class Roll Sheet E a Summar Drop Detail lt Drop Summary on Enrollment History bee Missed Classes Summary liii Student Skills ide Waiting List Summary E Financial Sort C by Level C by Tuition set As Default H
275. it by Location by Type Print Labels C by Manager C by Department Select enrollment criteria i All Classes B E Other fy PUCharge Specific Choose If Page break between groups Show students enrolled 2 Select how you wish ProSchool to organize your report by making the appropriate selection in the Select which type of summary to print section 3 In the Select enrollment criteria section you can configure enrollment criteria to filter your report s results if you don t wish to filter report results based on class enrollment criteria skip to the next step To select a specific class or subset of classes for use in determining which classes appear on the report select Specific then select Choose to open the Search for a Class window where you can select a class 4 Select Page break between groups if you want data for each subsequent group to start printing on a new page 5 If you want the report to list all Students enrolled for each class included in the report select Show students enrolled 6 To sort the report results to a greater degree of specificity click Sort to open the Report Sorting Options window Select the appropriate criteria and click OK to return to the Print Reports window or click Cancel to return and discard any changes made to the sort criteria whether new or modified 7 If you have changed the settings for this report and wish to save them as the default report c
276. ition m Daye Offered Required Gender Show Classes Sun Mon Tue Wed Inclusive Male Coed i Ary Current Thu Fi Sat Exclusive Female f Any i Future Classes matching selection I Load all recorde allows sorting while not grouped but can slow display Drag 4 column header here to group by that calum E Code Name Type Max Curr Wait Days Free Level Mkup Location Tuition Teacher ACALS Sports Acta Lvl 5 ACRO 10 5 OTIR DADY 0 1 AL5 JAC E ACALE Sports Acro Lvl 6 ACRO 1 1 O MTT 0 ADY 01 ALGE AC ACAL Sports Acro Lvl 7 ACRO 10 8 OMTTh 0 ADY 01 ALY AC a ACRL89 Sports Acro L 8 2 ACAO 1 5 O AT WT hh 0 BEG 01 ALSS AC E ACRPRE Sports Acro Pre T ACRO 10 4 OTTh 0 ADY 01 APRE AC ALLSTAR All Star Cheer GIRLS TEAM 20 16 O TTh 0 ADY 01 5110 BS a CFAIPS3 GIRLS RED FRED a 7 OM 0 BEG 01 CE0 KK E CFA1P445 GIRLS RED FED 16 14 OM 0 BEG 0 1 CE0 CYR a CFAIPESO GIRLS RED RED 16 Sam OM 0 BEG 01 CE0 KKEW a LFAZPs3 GIRLS RED RED 16 12 OT 0 BEG 01 CBO og 4 F lt Clear El Enrolled T waiting o3 Makeup Free y OF x Cancel This window should look familiar to you by now Except for the screen title it s exactly the same as the Choose A Class For screen that is explained on page 164 in the earlier section entitled Enrolling Students From The Family Information Screen ProSchool The Next Generation of Schoo
277. ive them the serial number to validate your copy of PCCharge You should also be ready with your merchant account setup parameters which your merchant account provider bank should have provided you when you set up your account 5 PCCharge Tech Support will walk you through the setup and configuration process to ensure your online payment system is working correctly There is no extra charge for this service 6 After you finish with PCCharge Tech Support you will continue to the steps on the following pages to complete the PCCharge configuration Please note that if you get stuck PCCharge Tech Support cannot help you with these settings Not to worry They re very simple and ProSchool Tech Support will be happy to help you with them Just call us at the tech support number given inside the cover of this manual ProSchool The Next Generation of School and Class Management Software Configuring Proschool 1 Click the upper Credit Cards tab or use keyboard shortcut ALT C to switch to the Credit to Cards panel Your SC hool General Preferences Credit Cards Securty To configure ProSchool for electronic payment processing Receipt Printer Setup f Standard Font po Roll Column E columns are based on selected font min 35 Font Size fio for standard printers only min 10 Copies 1 4 Test Receipt Printer 40 cols line Sb Merchant Account Configuration Credit Card Proce
278. just the font style and font sizes in which the printed information appears Sos a To set up labels with the Label Setup utility 1 On the main menu bar click on the Main pull down menu and select Label Setup to open the Label Setup window Olo Label Setup Label ID 5160 z Font Times New Roman Test Par CESARE a Ga ma EE REPRERPRERURNE Ed es Client Name Goes Here Teor Address Line 1 14 Optional Address Line 2 City Somewhere CA 12345 9876 E B Vertical Adjustment Tos Horizontal Adjustment Tos 2a Click on the down arrow in the Label ID field to access the drop down menu Any label definition you select will appear in the Label Setup window when highlighted Hint To scroll through the various labels in the Label ID window and display each in the Label Setup window when highlighted try using the UP DOWN keys This allows you a rough comparison of the various label definitions their relative size and layout differences the left portion of the label will be covered by the drop down menu but you ll be able to see enough of the label design to get a general sense of its size in comparison to the others ProSchool The Next Generation of School and Class Management Software Setting Up Basic Codes continued 87 2b To select a label definition click on it with the mouse or highlight it using the up down keys and hit ENTER That label definition will be displayed 3 To chang
279. k such as combination CTRL and SHIFT held together before P is struck are indicated by the HU and signs CTRL SHIFT P Button labels menu titles and menu options appear just as they do on your screen case specific bold faced and with one letter underlined Main Billing etc Titles for windows windows sections and dialog boxes also appear as they do on screen ProSchool Configuration Code etc e Hints Tips and other handy time savers are italicized e Emphasis is indicated by italicizing or underlining appropriate words e Data is shown in quote marks and a sans serif typeface as it appears on screen August 42 50 SH20 e The terms Family and Student are always capitalized since these entities are the key elements in ProSchool e This documentation uses a narrative style that explains the task first then how to accomplish it The instructions typically begin with a keyboard mouse graphic C5 To do thus and such If you have sufficient grasp of a particular operation and wish to cut to the chase just look for the above symbol ProSchool The Next Generation of School and Class Management Software ProSchool B egi nni ngs e The term window refers to the immediate active window you are working in below left the term section refers to a specific area within a given window below right continued
280. king or Specific to select a specific class or subset of classes in the Search for a Class window that opens 4 To include Students hidden skills on the report select Show Hidden Skills 5 Click Print Prewiew to preview the report on your screen before sending it to the printer OR 6 Click ga Print to print the report without previewing it ProSchool The Next Generation of School and Class Management Software 318 ProSchool Generating Reports In ProSchool continued Mi CLASSES WAITING LIST SUMMARY e Lists Students that are currently on waiting lists for current or future classes all or specific classes 1 In the Available Reports section select Classes Waiting List Summary Available Heports k h h 3 Classes ta Attendance Summary Class Roll Sheet ue Class Summary i Drop Detail Drop Summary Enrollment History 3 an Missed Classes Summary E Student Skills fo yy alting List 5 LI m mar B Financial f Other PCCharge Report Options Select enrollment criteria f All Classes Set s Default Specific Choose Jw Page break between classes 2 In the Select enrollment criteria section you can configure enrollment criteria to filter your report s results if you don t wish to filter report results based on class enrollment criteria skip to the next step To select a specific class or subset
281. l and Class Management Software 221 Enter Ng 9c When you are done defining your sort criteria click yf OK to begin the sorting Cha rges In When the sorting process is completed the Print Labels window will appear again with the ProSchool new sort order Print Labels continued Records matching the filter criteria e amp Sheryl Zuccolitto n Armstrong Lane E 10420 Tasha amp Faulo Zolnikovsk EBS Sunrise Crest Ave pl 11919 Cheryl amp Garth elesk ARES Queen Bee Lane 12405 Victora eldanskito 1637 Carmourge Way E 11971 Asar Depar awapze 106 Valley View Place 12194 Farah amarrinri Al Occidental Place p 10474 Arlena amp Ricardo akrewsky 1216 Schneider Trail 10502 Thomas amp Lydisha owela A220 Angels Flight way E 12233 Stephan amp Molle ork 2106 Vista del Agua Way 4 F 8649 Records The example above shows a sort by Last Name in descending order When you are done click f to close the Print Labels window You will return to the Automatic Charge Calculation Test Results window where you can exercise other options or exit the window ProSchool The Next Generation of School and Class Management Software dAd ProSchool Entering Charges in ProSchool continued I CLASS BASED CHARGES ProSchool gives you the option of entering charges only for clients whose students are enrolled in a specific class This is useful for entering tuition c
282. l and Class Management Software Generating Reports In ProSchool continued 323 I FINANCIAL CATEGORY SUMMARY e Summarizes charges by category based on specific criteria 1 In the Available Reports section select Financial Category Summary Available Reports Report Options A Classes d Financial e Account Charge Summary z Account Payment Summary bon Aged Account Balance f Any Category 2456 Fed 2345675 C Specific Category Select the charge balance owed criteria Date range for charges z Category Summary a Client Statements fe Any Start Gross Income Summary Comparison Amount 03 30 2006 E oe Income by Category Specific f z 0 00 End Income by Department Income Biling Summary p SN Active Status 03 30 2006 Fapment Receipts Log Co Act F inact on PR E Sales Tax Summary Chee C lacie G Boh H Other Select enrollment criteria Hf PCCharge Sort f All Classes Specific Set As Default Choose Print Labels Hit Show Student Classes Detail 2 Select the Any Category option to include charges from all categories To limit the report to a certain category select Specific Category then use the drop down menu immediately to the right to select the category you want 3 In the Select the charge balance owed criteria section click Any to include all categories regardless of their balance owing OR 4a Click Specific then c
283. l and Class Management Software 198 ProSchool Using ProSchool s Context Sensitive Search Functions continued 2 Enter the appropriate information to arrive at the class you want view enrolled and waiting lists for a given class etc then click through the v OK buttons as applicable to return to the Class Information window Hint If you have a large Client Student and class database the now familiar Search for a Class approach described above may not give you the degree of specificity you will sometimes need for those needle in a haystack type searches The Select Filter Criteria search tool is ideal for exacting searches because it gives you the ability to configure tighter search parameters and that makes it easy to return highly specific results Classes button 1 Click a to open the Filter Classes window elect Filter Criteria Mame IM lelds REE Field Value y OF Tumbling Clear Search Type x Cancel Exact Match Partial Match at Beginning Case Sensitive All 4 Searched Field Orde ic Alphabetic f Logical View Summary New Search Note that the Field menu list can be arranged either alphabetically or logically You can change the order by selecting the appropriate button in the Field Order section underneath the Field listings Logical is the default 2 Select a field The field type you choose defines your first or only
284. lass window Subsets of multiple classes can be selected by holding down the CTRL key while clicking on the desired classes 3 In the Attendance date range section select the appropriate date range Start and End for the report 4 In the Show attendance box for section select one of the following e Every day offered an attendance box will be shown for every day on which the given class is offered e Only this day a specific day of the week selected with the drop down menu or e None to eliminate attendance boxes from the printout entirely 5 In the Enrollment lines to print section select one of the following e Actual an enrollment line will print for every Student enrolled in a given class e Up to class limit an enrollment line will be printed for every available slot in the class as defined in the class s max students parameter even if the number of Students currently enrolled in the class is less than the maximum allowed e Specific only a specific number of enrollment lines will be printed selected with the drop down menu 6 In the Report Options section you can customize the report to include additional elements sort Students by teacher and print only those classes with roll changes since a specified date 7 To name the report something other than Roll Sheet enter your preferred title in the Title to print at top of page field If you want this new title to be the default title for th
285. lasses taken similar classes taken any classes with the same tuition code number of hours enrolled multiple Students enrolled by a single Client sibling enrollments and so on Numerous report titles keep you current and well informed For example Class Summary reports alone are available in seven different styles by Code Level Location Manager Teacher Tuition and Type Numerous other reports detail the status of your Client accounts charge billing payment aging in addition to drops referrals and much more With ProSchool there is no guessing where you are you ll know in less time with more detail Perhaps most importantly ProSchool mixes all these variables as many as you like without boxing you in to a given set of parameters for your school Even the screen size of each window you use and resize is remembered to maintain a consistent user interface from one session to the next To say that ProSchool is highly configurable to your school s needs is an understatement ProSchool also allows you to link seamlessly with QuickBooks to make your school s accounting easier than ever and less time consuming This functionality works for QuickBooks 2003 or newer Pro or Premium versions As with any powerful and highly customizable piece of software a successful and effective ProSchool setup for your school will take some pre planning on your part Please give thoughtful attention to the section enti
286. lder name or the icon itself The features and options of each report are explained beginning on the next page ProSchool The Next Generation of School and Class Management Software ProSchool 296 Generating A COMPENDIUM OF PROSCHOOL REPORTS Report pe e ProSchool reports are organized into four general categories Classes Financial Other and In PCCharge The key features of each report are listed below ProSchool The Classes category includes the following reports e Attendance Summary Prints an attendance overview by class based on specific conned criteria within a specified date range Options e all classes or selectable subset e selectable by class type Absent Makeup Present Free or any combination of thereof e three level sorting based on configurable criteria e Class Roll Sheet Generates class specific roll sheets for instructors within a specified date range all classes or based on specific criteria Options e all classes or a specific subset e attendance checkoff box configurable every day offered only a specified day or no check box e number of enrollment lines actual number of Students enrolled class limit specific e show Students on waiting list e show makeup free class Students e add extra space before waiting list e sort Students by teacher e print roll sheets only for specified teacher e print account balance e show account bal
287. lect the way you want ProSchool to calculate the prorated tuition by selecting either Prorate Tuition then entering both the total number of classes offered this month and the total number of classes actually attended this month or that will be attended by this Client s Student Fixed Proration Percentage then enter the percentage amount accordingly In the example above tuition for the month of September has been prorated at 50 percent In other words the Client is being charged tuition for only two classes taken out of four classes offered during the month of September A reminder If you do not wish to prorate tuition make sure the Prorate Tuition check box remains unchecked 6 If you have established a specific computation for use every time you prorate tuition you can click the Set As Default button 7 Click af OK to calculate the tuition charge and apply it to this Client s account The charge will now appear in the Charges section of the Account Ledger ProSchool The Next Generation of School and Class Management Software Editing Charges in ProSchool 241 I EDITING CHARGES IN PROSCHOOL There are occasions when you will need to edit existing charges such as when a Student cannot attend one or more classes For example let s say a Student injures herself and cannot attend the last two weeks of classes in the month of April The account has already been charged April s tuition and payment has a
288. ley Hilton Hunter Hilton sl x Cancel 5 You can search by scrolling down through the list of names or by selecting from among the search criteria in the Search by pull down menu then typing the appropriate information in the Search for field As you do all Student names matching your criteria will appear ProSchool The Next Generation of School and Class Management Software 171 Enroll Ng 6 Select the Student you wish to add to the previously selected class and click f OK to Students open the Class Enrollment window the same window used in the previous enrollment and method so it should be familiar to you now Making Class Enrollment Enrollment Changes Class enrollment information for Alexandra Felix P Class Code ACR LA Sports Acro Lyl 5 Start Date 02 26 2006 i continued Teacher Jac Acro Coaches Tuition ALA 136 00 Month Comments x casa You can confirm your choice and also make any necessary changes to the defaults if necessary You can also add comments if you wish which is useful for conveying pertinent information to coaches as the contents of the Comments field appears on the class roll sheet report Click yf OK to add this Student to this class No further confirmation window will appear the Student is now enrolled in this class as can be confirmed in the Enrollment Information section of the Class Information window ProSchool The Next Generat
289. lick on the down arrow at the right of the Comparison field and select the comparison operator you wish to use selects only those accounts whose balance of the selected category s equals the Amount value lt gt selects only those accounts whose balance of the selected category s is less than or greater than but not equal to the Amount value lt selects only those accounts whose balance of the selected category s is less than the Amount value gt selects only those accounts whose balance of the selected category s is greater than the Amount value lt selects only those accounts whose balance of the selected category s is less than or equal to the Amount value gt selects only those accounts whose balance of the selected category s is greater than or equal to the Amount value Hint The gt greater than symbol is most typically used because it simply returns all accounts with category balances in excess of a specified amount as determined by the value you enter in the Amount field ProSchool The Next Generation of School and Class Management Software 324 ProSchool Generating Reports In ProSchool continued 4b In the Amount field enter the threshold balance amount you wish the chosen operator to use in its search 5 In the Active Status section select one of the following e Active if you want the report to include the selected categ
290. ll Clients who have not made any payment full or partial toward their monthly tuition by the 15th of the month You have configured your school to charge tuition on a per student basis and therefore configured this late fee the same way that is if a Client has three active Students and falls behind in tuition payments for all three he is charged a total late fee of 15 00 not 5 00 Here s how you would configure the Billing Based Charges window In the section Enter amount category and memo do the following Amount Enter 5 00 and select Category select LATE CHARGE assuming that is the name of a charge category you created in the earlier section entitled Setting Up ProSchool Billing Categories Multiply by active students option select this as you have decided to assess the late charge on a per student basis Memo enter Late charge for March tuition or similar explanatory note In the section Choose billing category options enter the following select Individual Charge Category select MAR TUITION Start enter or use the pop up calendar to select 2 1 05 this is the beginning date ProSchool will use in looking for any charges for March s tuition and will allow for any manual charges that may have been entered billed as early as February 1st End enter 3 15 05 the current date so ProSchool will find any March tuition char
291. ll access to the information you need to make it happen The previous section dealt with how to enroll add Students into classes In this section we ll take it several steps further and show you how to drop a Student from a class e drop all Students from a class for example if the class were cancelled transfer a Student from one class to another e transfer all Students from one class to another for example those Students dropped from a cancelled class e edit specific class enrollment information e show the waiting list for a class show the enrolled list for a class e add a Student to the waiting list for a class e move the Student from the waiting list to the enrollment list for a class e move the Student from the enrolled list to the waiting list for a class ProSchool The Next Generation of School and Class Management Software Enrolling Students and Making Enrollment Changes continued E MAKING ENROLLMENT CHANGES f To make enrollment changes from the Family Information screen 1 Select the Family then click on the Student s name in the upper right hand Student Information section Any classes the Student is currently enrolled in will appear in the Enrollment Information section immediately below it Student Information E 2 YT 8 BS Enrollment Information Enrolled Classes Class Code Name Start Date Days Type Level Location Teacher Mal
292. lling students from the Class Information window 170 enrolling students from the Family Information screen 163 enrollment changes adds drops and transfers overview 172 enrollment changes making batch enrollment changes 184 enrollment changes making enrollment changes from the Class Information window 179 enrollment changes making enrollment changes from the Family Information window 173 enrollment snapshots taking 204 entering and prorating tuition charges for a single family overview and procedure 239 entering automatic tuition charges 212 entering billing based charges 225 entering charges 217 entering charges overview 211 entering class based charges 222 entering payments 252 F factoring in global discounts 91 families adding families to your school s database 140 families modifying familes in your school s database 149 family searching for a specific family in your school s database 149 Filter Classes option during class searches 198filter criteria using filter criteria in ProSchool flags understanding and configuring 39 font styles and sizes for labels 86 free and make up classes scheduling 188 future class flags clearing 187 future class flags setting 186 ProSchool The Next Generation of School and Class Management Software Index continued 361 G global discounts factoring in 91 grouping data by a specific column heading 159 H hardware and operating syste
293. lment Utilities 201 Using the Count Students Utility 201 Taking Enrollment Snapshots 204 Maintaining Your Snapshot File 205 Resetting Student Flags 208 Getting Started With ProSchool s Ledger 209 The Big Picture Understanding ProSchool s Account Ledger 209 Working With Charges and Payments In ProSchool 211 Entering Charges An Overview 211 Understanding ProSchool s Charge Entry Options 211 Automatic Charges 212 Performing Test Calculations for Automatic Tuition Charges 215 Class Based Charges 222 Billing Based Charges 225 Registration and Insurance Charges 234 Manual Charges 237 Entering and Prorating Tuition Charges For A Single Family 239 Editing Charges In ProSchool 241 Refunding Charges In ProSchool 245 Refunding Account Credits 248 Understanding How ProSchool Applies Payments 250 Entering Payments 292 Posting Payments 263 Processing Deposits and Transactions 265 Using ProSchool s Resource Planner 270 Using ProSchool s Resource Planner 270 Processing Drop No Pays and Auto Pays 283 Processing Drop No Pays 283 Processing Auto Pays 285 Recording and Tracking Class Attendance In ProSchool 288 Recording and Tracking Class Attendance In ProSchool 288 Using ProSchool s Email Utility 290 Using ProSchool s
294. lp question Ask iolz continued z Ee tone g5 Print Edit Transaction E QuickReport EE Download Bank Statement s ber ______fayee____Paynent_ epost f Babee D type ecu Memo a a eaa o i 09 14 2006 455 00 2 653 00 DEP split ProSchool Cash Check Deposit For C pgiz5 z006 534 00 6 167 00 DEP spilit ProSchool Cash Check Deposit For C oofe5 2006 260 00 6 447 00 DEP split ProSchool Credit Cardi ATM Deposit oofe5 2006 3 216 02 9 965 02 DEP split ProSchool Cash Check Deposit For C 09 25 2006 E aa ESTE et PE ccourit emo a a a Splits Ending balance 11 322 02 i Line Sort by Date Type Numbers Record Restore Several deposits are shown above cash check and credit card ATM to give you a sense for how they appear in QuickBooks ProSchool The Next Generation of School and Class Management Software 270 ProSchool Using ProSchool s Resource Planner continued Mi USING PROSCHOOL S RESOURCE PLANNER ProSchool now includes a Resource Planner a tool which is similar in function to a Daytimer style organizer The key difference is that this planning tool interfaces with key functions in ProSchool which makes it very powerful Its title says it best it is specifically designed to help you efficiently plan and allocate your resources time staff facilities etc Resource Planner Oo Sun Mon Tue Wed Thu Fr Sat oF 98 2 30 31 4 3 September 19 2006 a 4 3 aE G sie ag
295. lready been made We will edit this charge by reducing it by half and then tell ProSchool what to do with the resulting overpayment amount SS To reduce a charge 1 Open the Account Ledger panel and select the Client you want to enter the charge for Scroll through the charges until you find the charge you want to reduce and select it Charges Show amp All Charges Unpaid Charges E Charge Date Category Charged JANUAR TUITION Automatic tuition change 184 00 FEBRUARY TUITION Automatic tuition charge 54 00 54 00 MARCH TUITION Automatic tuition charge APRIL TUITION Automatic tuition charge Prtorad hir ll CEIFA TASS anne A Ad oe eee hir ll EYELIRE TASS Se A Ad oe 2 Click g from within the Charges section to open the Charge Entry window Charge Entry Charges for Fernando amp Anal Abaco Date Category Mena lan 2006 cy APR TUITION si Automatic tuition charge Taxable Charge Detall Discounts Department Hemo Class Code Amount BOY S REC Tuition Alyssa Abaco CMC2P53 y OF x Cancel Total Charge Discounts Het Charge Paid Total Amount Due 84 00 000 84 00 84 00 0 00 3 Click on the dollar amount in the Amount field and change it to the desired amount ProSchool The Next Generation of School and Class Management Software 242 ProSchool Editing Charges in ProSchool continued 4 Click
296. lumn Selector Alignment d Best Fit Best Fit fall Columns 6 To rearrange the Date Priority Subject or Status columns drag the column title to a new position the other columns will rearrange automatically To prioritize the order of the listed comments according to any of the four headings click on that column s heading click again to reverse the order ProSchool The Next Generation of School and Class Management Software Building Your ProSchool Database continued 155 Mi CUSTOMIZING TABLE LAYOUTS IN PROSCHOOL SCREENS All ProSchool s screens which present data in tables that is in a columnar column and row format are customizable via a pop up menu just one click away This lets you configure the layout of the more data rich windows in a way that visually works best for you The choice of which columns are displayed and in what order and width and the order of the data in each column is entirely up to you You can resize column widths drag and drop column headers to change the horizontal sequence of the column layout make specific modifications to the way the columns and rows are laid out and sort the displayed data by any of several criteria These modifications will be discussed below in that order E gt To resize a column or change the column sequence 1 Click on the border line between two columns and drag it in the direction you wish to resize Enrollment Information Student
297. ly inactive Students those who are not currently enrolled in at least one class e Both the default if you want the report to show all Students whether or not they are currently enrolled in any classes 4 To sort the report results to a greater degree of specificity click Sort to open the Report Sorting Options window Select the appropriate criteria and click OK to return to the Print Reports window or click Cancel to return and discard any changes made to the sort criteria whether new or modified 5 In the Select enrollment criteria section you can configure enrollment criteria to filter your report s results if you don t wish to filter report results based on class enrollment criteria skip to the next step To select a specific class or subset of classes for use in determining which Clients appear on the report select Specific then select Choose to open the Search for a Class window where you can select a class 6 To print labels for all names matching your report criteria click Print Labels The Print Labels window will open showing you the names which meet the criteria and giving you the option of using the Student s or parent s Client name on the label ProSchool The Next Generation of School and Class Management Software 347 Generat ng 7 Click Print Preview to preview the report on your screen before sending it to the printer Reports in ProSchool 8 Click amp Print to print the
298. m requirements 9 hiding skills in a student s record 148 hourly rate codes and discounts 95 HTML pages inserting schedules into your website as 136 I insurance and registration charges overview 234 insurance and registration charges entering 234 introduction to ProSchool 26 IP address payment server TCP IP settings 50 K key terms used in the manual overview 28 L label dimensions 84 labels creating 83 labels definitions 83 labels font styles and sizes 86 labels printer alignment 88 linking ProSchool s department codes with QuickBooks accounts 128 Load all records option 160 loading ProSchool software on your computer 21 local port number payment server TCP IP settings 50 location codes 73 locked payments green and gold payment icons 210 login how to 68 logo your school s logo 37 M main menu buttons overview 30 maintaining your snapshot file 205 make up and free classes scheduling 188 make up and free classes to view 181 making enrollment changes from the Class Information window 179 making enrollment changes from the Family Information window 173 manager codes 75 manual charges overview 237 manual charges entering 237 merchant payment processing service providers matrix 47 modifying existing families in your school s database 149 modifying table elements 157 monthly tuition codes and discounts 93 N navigation buttons overview 32 O operand as used in settin
299. n School Hame FreeFiyte Gymnastics Ine Address 5027 Ww Folsom Bled Rancho Cordova ca 95742 6224 Phone jis 6 653 6945 Fax list 6 653 4557 Tax Fate Tax Department Code Tolz SALES TARK School Logo W Scale logo to size Logo Size 313 x 153 The School Logo section also shown above allows you to conveniently store your school s logo within ProSchool making it easy to embellish certain ProSchool reports and other output where appropriate It s a good way to keep your brand identity highly visible 4 To insert a logo click the Browse button to navigate to the location on your computer where your logo resides The logo can be any of the following types JPEG image file jpg jpeg Bitmap bmp icon ico Enhanced Metafile emf or Windows metafile wmf ProSchool can scale your logo for you to a preset size of 313 X 153 pixels all ProSchool reports which utilize this logo are designed to use it at this size To scale your logo to that size check the Scale logo to size check box For maximum image quality you can use Photoshop or other graphics program to create your logo to the 313 X 153 pixel size and UNcheck the box accordingly so that no scaling is necessary Alternatively you can have a graphics professional do it for you ProSchool The Next Generation of School and Class Management Software 38 ProSchool Configuring ProSchool to Your School continued
300. n this section s context of making enrollment changes using a class driven approach as opposed to the previous section in which we made enrollment changes using a Student driven approach The buttons function as follows enroll a new Student in this class OF drop un enroll the selected Student from this class ca edit the selected Student s enrollment record for this class eal transfer the selected Student from this class to another ProSchool The Next Generation of School and Class Management Software 180 ProSchool Enrolling Students and Making Enrollment Changes continued The next two buttons are new They enable you to drop or transfer all Students in this class a batch drop as follows Be drop all Students in this class zd transfer all Students from this class to another class These functions are useful when a class has been cancelled because it enables you to process all Students with a few clicks as opposed to having to drop or transfer each Student individually The drop all button would be used if a class is cancelled and there is no identical replacement class available the transfer all button is useful for transferring Students to a replacement class if their existing class is cancelled NOTE PROCEED WITH CARE THESE CHOICES MAKE MAJOR CHANGES TO YOUR STUDENT AND CLASS RECORDS THERE IS NO UNDO FUNCTION TO REVERSE THE BATCH DROP
301. nagement Software Configuring QuickBooks and ProSchool for Seamless Integration continued 129 After you assign a QuickBooks account to each ProSchool department code the result will look something like this we ve resized the window to show all the department codes we ve been working with in this section OOD OVIO ODO D e Code Definitions Label Definitions Referrals Drop Reasons Cities Skill Levels Skill Status Skill Groups Class Types Class Levels Locations Tuitiong Hourly By Student Rates Teachers Managers Biling Categories Departments Departments lode Ricks ccount o O ACRO REC 1300 TUITION 1310 ACRO REC ACRO TEAM 1300 TUITION 1311 ACRO TEAM ASSESSMENT 142 ASSESSMENT H BIRTHDAY PARTIES 1400 SPECIAL EVENTS 1401 BIRTHDAY PARTIES BOUTIQUE 1460 BOUTIQUE BOY S REC 1300 TUITION 1320 BOWS REC Heo TEAM 1300 TUITION 1321 BOWS TEAM al CAMPS 1400 SPECIAL EVENTS 1402 CAMPS fal CHEER TEAM 1300 TUITION 1330 CHEER TEAM a CHEER TUMBLE REC 1300 TUITION 1331 CHEER TUMBLE REC if FACILITY RENTAL 1470 FACILITY RENTAL FIELD TRIPS 1400 SPECIAL EVENTS 1403 FIELD TRIPS Jar CERTIFICATE 1440 GIFT CERTIFICATES GIRLS REC 1300 TUITION 1340 GIRLS REC a GIRLS TEAM 1300 TUITION 1341 GIRLS TEAM a HOME SCHOOL 1300 TUITION 1350 HOME SCHOOL KINDER GH 1300 TUITION 1360 KINDER GM LATE FEE 1420 LATE FEE MEMBERSHIP 140 MEMBERSHIP
302. nctions represented by the following buttons aE Jh 6 E amp amp These buttons appear along the bottom edge of the Student Information panel To use them first select the Student s name in the Student Information panel then proceed as follows ProSchool The Next Generation of School and Class Management Software 145 Building Your ProSchool Data ba se Enrollment History 13b To view a Student s enrollment history click to open the Enrollment History window rf Pre 0 0 4 x Delete History Record Comments ProSchool gives you the ability to delete a specific history record To do so select the history record you want to delete by clicking on it then click 3 Delete History Record to delete it A confirmation dialog window will open click Yes to proceed or No abort the deletion To close the window click either the X or fa in the upper right hand corner 13c To view a Student s attendance history click to open the Attendance History window lt a Atbendance History Attendance History for Angel Dyan C fa p Class Date Code Class Code Class Name Type Location Tuition Manager Teacher Max Sex Les ProSchool The Next Generation of School and Class Management Software 146 ProSchool Building Your ProSchool Database The Attendance History window shown at the bottom of the prevous page displays a wealth of information on some computer monitors you will n
303. ner to open the Insert Attachment window Insert Attachment Look in E PS_ documents do ft ce ES fa ShoppingList doc BA Welcome_letter 1 doc oJ Attendance letter 8 06 06 pdt BA missed_classes_letter 1 doc ysl policies procedures2 006 pdt pA management _tramning_part1 pdf T management traning part pdf coaches_traming_1 pdt H Files of type fan Files Cancel E Navigate to the file you want to attach and click to select it the file itself will not actually open The file s name will now appear in the Attachments panel 6 To personalize the email ProSchool gives you the option of inserting specific Client information in the body of the e mail to create an email template This comes in handy for example if you want to start each e mail with a salutation that includes the recipient s first Wy hh name i e Dear Mary Dear Kenny etc From the Select a field to insert list select the field you want to insert in your email s message body then click e Ireen Mele to enter it Likewise to enter the current date or time in the body of the e mail that is the date and or time as of when the email is sent click O Insert Date or O Insert Time respectively Note that as you create the template a given field s actual info does not appear but instead a descriptor that represents that info is entered For example if you choose Father_First the fa
304. neration of School and Class Management Software Using ProSchool s Resource Planner continued 281 The key here is to arrange the display order of the various informational fields so that the most important ones always appear in the planner item box given the display configuration you set up for the Planner For example let s say the deposit field is one of the most important fields for you Here s how to rearrange the order of the informational fields 9a Click on the Resource Group item you want to modify continuing with our example this would be Birthday Parties 9b Click to open the Edit Resource Group window as shown earlier in this chapter 9c Click Define Custom Fields lto open the Resource Fields window Resource Fields Define Custom Resource Fields G Enter a name for the resource group and select an icon Git Requests Text Field a Ania c pe ea r aaa Pewee E s SS kids to attend Text Field T y OF amp Cancel 9d Click on the information field title you want to move up or down continuing with our example that would be Deposit 9e Use the 4 and l buttons to arrange the hierarchy you desire Taking our example a bit further you could rearrange the planner item box to display the deposit field more prominently depozit Test Field gift requests Test Field a o ued pa a mee eae eee a e Click _ OK to save your ch
305. ng 3 Enter a code up to 10 characters long in the Code field 4 Enter a description of the code up to 30 characters long in the Description field 5 Click the save button to save your entry 6 If you want to enter another class type code you don t even need to click the save button first just click to save your current entry and blank out the fields for a new entry 7 To edit a Class Type simply place the cursor in the field you wish to edit and enter your changes or click the edit button ProSchool The Next Generation of School and Class Management Software Setting Up Basic Codes continued 71 8 If you are in the middle of adding or editing a record and want to cancel your changes click the cancel changes button to abandon your current changes As elsewhere in ProSchool if you try to exit without first saving your most recent entry a confirmation dialog box will appear to clarify your intentions Unsaved Data Warning a This class type has changes that hawe not been sawed e Save the changes now Click Yes to save your most recent entry and proceed No to proceed without saving your most recent entry or Cancel to return to the previous window Note In this section we ve covered the basics of how to add codes which buttons do what etc In the following sections we ll only focus on the various codes and how they re used The process of
306. ng PROCESSING DEPOSITS amp TRANSACTIONS Deposits P nd After you have posted payments in ProSchool you are ready for the final step processing a your deposits and transactions This is a very important procedure because this is how Transactions ProSchool transfers your income receivables over to the appropriate income accounts in QuickBooks i To process deposits and transactions P P continued 1 Click on the Billing pull down menu on the main button bar and click Process Deposits Transactions to open the Process Deposits and Transactions window The window will open but this message will appear on top 0 00 enon C 010 HANN 0 00 Connect to QuickBooks Trianah F ProSchool needs to connect with QuickBooks Is it OK For ProSchool to proceed 0 alaneous Cash Adjustments Cash Check Summary Pathe rien ach r 2 Click Yes to initiate the connection to QuickBooks A status indicator will appear 0 00 0 00 0 00 0 00 0 00 Opening QuickBooks Company File 0 00 0 00 0 00 0 00 alaneous Cash Adjustments Cash Check Summary PERE ach r ProSchool The Next Generation of School and Class Management Software 266 ProSchool Processing Deposits and Transactions continued After a few moments the above status indicator will disappear and reveal the full Process Deposits and Transactions window the fields will be populated with totals in the next step Process Deposits
307. ng Labels 344 Other Referral Summary 345 Other Student Summary 346 PCCharge Batch Post Settle 348 PCCharge Batch Pre Settle 349 PCCharge Credit Card Detail 350 Backing Up and Restoring Your ProSchool Databases 351 Backing Up and Restoring Data 351 Index 358 ProSchool The Next Generation of School and Class Management Software Beginnings E DOCUMENT CONVENTIONS USED IN THIS MANUAL This ProSchool documentation assumes you have a working familiarity with personal computers in general and of the operating conventions used in your version of Microsoft Windows Therefore it does not cover the basics such as keyboard and mouse operation If you are unfamiliar with these basic personal computer and or Windows conventions please refer to your computer and or Windows documentation This documentation uses the following conventions and descriptives to indicate keystroke syntax commands menus titles window components references to other sections and to emphasize important text Keystrokes appear in bold face and ALL CAPS e Sequential keystrokes are separated by commas TAB R TAB T e Keys that are held down simultaneously where one is held down while the next is struck Mh such as combination ALT and CTRL functions are separated by the sign ALT U or CTRL X Keys that are held down together simultaneously while a third key is struc
308. ng print parameters for the selected label definition click OK to accept the changes and close the Label Setup window Hint Remember The above Label Setup window deals with the selection overall alignment and type characteristics of your labels The Label Definition window explained in the previous section deals with the actual design and modification of labels ProSchool The Next Generation of School and Class Management Software Getting to Know ProSchool Tuitions and Discounts 89 I UNDERSTANDING TUITION CODES Tuition codes determine how your Clients will be billed ProSchool allows a great deal of flexibility with respect to the variety of rate schedules and discounts that can be configured First however you must understand how the Program defines and uses these differing codes for tuitions and tuition discounts There are two components to the configuration of tuitions e the rate you charge for a given class and e the basis on which it is computed Both are completely up to you The rate is whatever you feel appropriate and the basis can be any one of the following e monthly e weekly e by the session a session being several hours classes weeks it s up to you by the hour regardless of class type level or number of classes enrolled in e by the Student charged on a per or by Student basis regardless of the number of classes taken In ProSchool this combination is referre
309. nged However remember that if you do disable the security features all users have access to Student Client class and accounting data including the ability to make changes to that data If you were modifying an existing security profile and attempt to navigate to another area of the program ProSchool notifies you that the changes will not take effect until next time the Program is launched Security Warning A Security Settings have changed With the exception of password changes you musy re login for the changes to take effect ProSchool The Next Generation of School and Class Management Software 68 ProSchool Confi gu ri ng Click OK to close the warning dialog box and ProSchool Configuration windows and return to the main ProSchool control panel ProSchool to Hint To change the user login at any time during a ProSchool session simply click on the user name Your displayed in the lower right hand corner of the main button bar S C hool 7 EET 1h E i TE The ProSchool Login window below opens and allows you to change users Just remember to continued change the user login back to that of the previous user if your are temporarily granting access to secure areas of the Program to a lesser user as discussed in the beginning of this section Once security is enabled and user names are configured ProSchool requires a user to log in when the program is launched The following login window ap
310. nning INTM Intermediate male ADVE Advanced Female ADVE Advanced Female BEG Beginning BEG Beginning INTE Intermediate Female INTR Introductory INTR Introductory Max 10 12 10 12 12 10 15 10 Note The Actual Class Title column is shown to differentiate classes that otherwise appear to be duplicates 3 4 9 10 it was not actually a sorting criterion in this example In the above sort results you will note that all of teacher Bubba Luigi s classes 1 6 occur first because his name occurs alphabetically before Olga Slevetski s 7 13 Then within groups with identical teacher names and levels the order is determined by the Max Students criterion 2 4 7 8 9 10 12 13 Hint The best way to familiarize yourself with the sorting function used in ProSchool reports is to select any report that uses the sort function and experiment with the various criteria in the Report Sorting Options window Then click Preview to see the results Page through to observe how different sort criteria impact the report order When you re done viewing the results click f to return to the Report Sorting Options window where you can experiment further with different sorting criteria Nothing you do will change the ProSchool databases so try whatever comes to mind ProSchool The Next Generation of School and Class Management Software Generating Reports In ProSchool continued 3
311. nrollment criteria skip to the next step To select a specific class or subset of classes for use in determining which Clients appear on the report select Specific then select Choose to open the Search for a Class window where you can select a class 7 To print labels for all names matching your report criteria click Print Labels The Print Labels window will open showing you the names which meet the criteria and giving you the option of using the Student s or parent s Client name on the label 8 Select Show students if you want to include the individual Student names under each Client listing on this report 9 Select Print 1 line simplified listing if you want to condense the report to fit more Client listings on each page If you select this option ProSchool abbreviates each Client listing on the report by eliminating some of the secondary Client information e mail address additional phone numbers etc If your school has an extensive Client database you may find this option useful Hint To see the difference the above two options make on the appearance and content included in the report experiment with these options and use the Print Preview function Remember that doing so does not make any changes to your Client or Student database 10 If you have changed the settings for this report and wish to save them as the default report configuration click Set As Default button 11 Click Print Preview to pre
312. ns that can be displayed in this window To choose a column for display in this window drag it into the column header area and place it in the column header where you want it to display you can use the green arrows as a guide e Alignment left right center aligns the data within the column based on your choice e Best Fit ProSchool automatically determines the optimum width for the selected column based on the type of data it contains and adjusts the column s width accordingly e Best Fit all Columns similar to Best Fit option above except that ProSchool applies the optimum column width adjustment to all columns based on the data each contains In addition to the above choices there are four other choices that are inactive grayed out Group By This Field Ungroup By This Field Expand All and Collapse All These options are inactive because they are not active in windows without a grouping bar above the table such as the Students Enrolled window shown earlier in this section Conversely windows containing a dark gray grouping bar such as the Search for a Class window use these four functions Code Type Name Location Level Teacher Manager Tuition Days Offered Required Gender Show Classes Sun Mon Tue Wed f Inclusive C Male Coed i Ary Curent Thu Fri Sat Exclusive C Female 0 Ary Future Classes matching s lection W Load all records allows sorting while n
313. nstalled now 5 Setup ProSchool continued Installing Please wait while Setup installs ProSchool on your computer Installing Quick Books integration QBFC support files Continue to next page ProSchool The Next Generation of School and Class Management Software ProSchool 22 B eg inni ngs During the installation of the Borland Database Engine BDE you will be prompted to select the folder where the BDE should be installed continued Installing Please wait while Setup installs ProSchool on your computer Installing the Borland Database Engine Borland Database Engine Installation Upgrade The Borland Database Engine wall be installed upgraded in the following directory C Program Files Common Files Borland Shared BDE Browse 14 Do not change the provided path just click OK to continue Setup will now initialize the databases ProSchool The Next Generation of School and Class Management Software 23 B eg inni ngs The ProSchool database files will be created or upgraded and any changes that are needed will be made This process may take some time depending on how much data you currently have in the database conned iS Setup ProSchool Please wait while Setup installs ProSchool on your computer Initializing database and performing needed upgrades ProSchool Database Initializer v3 00 Rebuilding indexes and adding new tables LITTLE LL Dis
314. nt today s date enter another date using the MM DD YYYY format Alternately you can click FF immediately to the right of the Date field The pop up calendar will assist you with your selection 4 Enter the appropriate billing category by selecting it in the Category drop down menu 5 If you wish you can enter a brief message to be included with this charge on the Client s billing statement do so in the Memo field Your message length is limited to 40 characters 6 Enter the specifics of this charge in the tabbed Charge Detail section using the appropriate Department Memo Class Code and Amount info If this charge is actually an aggregate of two or more charges such as from multiple departments you can itemize or break down the charge in the Charge Detail section ProSchool The Next Generation of School and Class Management Software 238 ProSchool Entering Charges in ProSchool continued 7 If this charge is taxable check the Taxable check box ProSchool automatically calculates the sales tax and creates a separate entry for it as shown above for the leotard purchase 8 If a discount applies to this charge you can enter it by clicking on the Discounts tab then clicking P to enter the appropriate information as you did in the Charge Detail section the fields are identical You can enter discounts for multiple that correspond with multiple charges if you wish 9 To delete a
315. nt Information Custom Flags First Last medical release form J Dyan Birthdate Fixed Rate Tuition q team t shirts Monthly 0 00 af Session 40 00 weekly 40 00 Gender Auge Male if Female Entered by Il Updated by Note that the Parent Client information appears in the top section of the window 10c Enter the Student s name birthdate date registered and gender in the appropriate fields If the Client is taking classes at your School ProSchool treats them as a Student they must be entered as such name birthdate etc in the Student Information window just as any other Student would be You must also enroll this Client Student in classes just as you would any other Student You will have a Client and Student who are one in the same 10d If this Student is enrolling under a fixed tuition plan enter the appropriate tuition rate information in the Fixed Rate Tuition section If you have not yet determined the rates to charge this Client you can return to this screen at any time to change or update it 10e If you wish to add information unique to this Student medical condition behavioral notes etc enter that information in the Comments section As above comments can be added or appended at any time 10f Enter informat
316. nt Information Enrolled Classes Class Code Name Start Date Days Type Level Location Tea ACRLS sports Acro Lyl 5 2r 26r 2006 TTh ACRO ADY ty FES levels Hous 2 15 2005 BIRLE TEAM ITEM 2 E ProSchool The Next Generation of School and Class Management Software Enrolling Students and Making Enrollment Changes continued 169 Hint Remember that ProSchool allows you to customize the table columns and rows of the Choose a Class For window and other ProSchool windows with similar table based layouts by right clicking on the column headers For a refresher course see Customizing Table Layouts In ProSchool Screens on page 155 What if the Student s age does not match the age range of the class you chose to add them to A dialog box will appear after you click OK in the Choose a Class for e Student name window informing you of this potential mismatch and asking you if you want to enroll the Student in the class anyway Confirm m 2 Student is younger than the minimum age For this class LS Do vou still want to enroll this student in this class Click Yes to do so and change the records accordingly Otherwise click No to cancel the add and return you to the Family Information window Likewise if the class you select for the Student is full a dialog box will appear advising you of that fact and asking if you want to add the Student to that class s waiting list Class Full
317. ntry of Client payments Apply Account Credit applies an account credit as a payment Post Payments a recap of all payments entered since last posting date Process Deposits Transactions to transfer deposits into QuickBooks Process Drop No Pays drops Students from classes where their charges are unpaid Process Auto Pays processes all payments for Clients configured for Auto Pay Utilities Count Students a utility that returns categorized or total Student counts Enrollment Snapshots gt Take snapshot takes snapshot for a selected date Maintain Snapshots view snapshot file or delete snapshots Reset Student Flags for resetting or modifying Student flag data Database Maintenance gt Verify Rebuild Tables to verify and repair damaged tables Check Regenerate Indexes to check and or regenerate all database indices Reinitialize Database recreates indices and updates table structures Database Explorer executes ad hoc SQL queries and browses tables Active Users shows how many computers are currently running ProSchool Backup Restore for backing up data and restoring previously backed up data Help Contents a general overview of ProSchool s online help Search for Help On for finding help on a specific topic How to Use Help guidance
318. ntry when you are done f To configure Skill STATUS codes for your school 1 From within the Code Definitions section click on the Skill Status tab to open the Skill Status panel 3 D00 Code Definitions Class Types Class Levels Locations Tuitions Hourly By Student Rates Teachers Managers Biling Categories Departments Label Definitions Referrals Drop Reasons Cities Skill Levels aca Skill Groups Skill Status Codes Status Completed 2 Add edit or delete Skill Status codes by using the various icon buttons as described in the previous subsection entitled Class Type Codes Note that the Status field accepts codes of up to 15 characters in length 3 Remember to click to save your entry when you are done ProSchool The Next Generation of School and Class Management Software Setting Up Basic Codes continued I CREATING LABELS IN PROSCHOOL ProSchool features an extremely versatile label printing facility which is accessed in the Code Definitions section via the Label Definitions tab Each label design is assigned a four digit label definition code for quick identification For your convenience most of ProSchool s 27 label definitions including the design style numbers are based on popular 8 x 11 die cut sheet label stock 15 labels sheet etc available from Avery Dennison at better office supply stores This makes it very easy to print o
319. nually as demonstrated above In other words this account is not included in the standard QuickBooks List of Accounts After you ve completed the configuration of ProSchool s QuickBooks Setup panel it should look something like this QuickBooks Setup W Enable QuickBooks Integration QuickBooks Company File Browse C Program FilessIntuit Quickbooks 20064FreeFlpteGymnastics UB Primary Income account usually your checking account Lookup fioo Capitol City Bank Account for holding chent credit amounts Lookup et 03 Client credit on account Vendor for sales tas entries Usually your state taxing authority Lookup State Board of Equalization Account to use for House payment types Lookup E1 05 House Credit Next we ll make sure our ProSchool income accounts are linked to a corresponding account or sub accounts in QuickBooks ProSchool The Next Generation of School and Class Management Software 175 Confiaurin Since ProSchool handles the receivables side of the business having detailed income accounts guring QuickBooks is an accurate way to see which departments and activities are profitable and which are not and ProSchool has several Department codes each of which is associated with a specific type of income The Codes Summary report below itemizes the Department codes for our sample ProSchool school FreeFlyte Gymnastics for Seamless Frinted on 97
320. nued 213 3 Click the down arrow in the field next to your choice to display a menu of the Billing Categories you previously configured for your School 4 Select the appropriate Billing Category for the Charge Method you selected For example for a monthly tuition charge for April the Automatic Charges window would appear as follows Charge Methods amp Billing Categories i Monthly APRIL TUITION Session Weekly Hourly By Student 5 To prevent duplicate charges from occurring select the Enable duplicate charge prevention option The Duplicate Charge Date Range section immediately below will activate become ungrayed Jf Enable duplicate charge prevention Duplicate Charge Date Range Start 04 01 2006 al ee End 04 30 2006 6 Enter the appropriate Start and End dates typically for the current billing period This instructs ProSchool to check for previous charges for each Client in the selected category during the dates specified If ProSchool finds such charges it will skip the charge calculation for that particular Client Therefore the Start date should go back far enough to cover any period of time during which any manual charges in this specific category could have been entered 7 To enter a brief message to be included with this charge on the Client s statement do so in the Memo field Your message length is limited to 40 characters This field is benign and has no affect on
321. ny charge or any discount entry click on the entry you want to delete and click to do so Hint The Charge Details window is a valuable tool for documenting the nuts and bolts of a charge It is strongly recommended that you use this section for any credits that you apply and make liberal use of the memo fields This way the pertinent data is accessible in the future if you a Client or your accountant has questions about how or why a charge or credit was applied ProSchool The Next Generation of School and Class Management Software Entering and Prorating Tuition Charges for a Single Family 239 S ENTERING AND PRORATING TUITION CHARGES FOR A SINGLE FAMILY ProSchool lets you calculate and enter a tuition charge for a single family In addition you can prorate tuition charges to accommodate situations where a new Client starts halfway through the month probably the most common example or for whatever reason you wish to prorate a Client s tuition charge Proration can be calculated by the number of classes offered vs the number of classes actually attended by the Student 4 out of 8 etc or on a specific percentage of your choosing For example you may run a promotion for new Clients during which the first month s tuition is half off the normal rate It is important to note that when you add a tuition charge this way the charge you enter whether prorated or not is unique to the family currently
322. ny field use the drop down menu to select the credit card processing company with which you have set up a merchant account 2c Enter your school s merchant number which your merchant account services provider should have given you in the Merchant Number field The credit card processing company you select in 2b above must match the company shown in the Credit Card Processing Company field in the PCCharge Payment Server Merchant Setup Wizard window PCCharge Payment Server Merchant Setup Wizard The first step is to specify which electronic payment processing company you will be using to process credit card transactions gt Credit Card Processing Company oaa Remove You can only change settings for one merchant account ata time If You switch accounts in the middle of running the wizard any changes to that account will be lost gt Credit Card Company Numbers 999999999911 Phone Numbers Primary Phone Secondary Phone 1 877 48 0467 1 877 488 0757 W Use Default Phone Numbers Help Cancel lt Back f Likewise the merchant number entered in 2c must match the merchant number you enter into the Credit Card Company Numbers field as shown immediately above ProSchool The Next Generation of School and Class Management Software Confi gu ri ng 2d In the User field use the arrows to choose the number of PCCharge user licenses you have purchased from 1 99 This parame
323. o and you only have one facility you could use SA for your location code To configure your school s codes 1 Click Setup located in the top of the vertical menu button bar on the left of the screen Code Definitions Departments Label Definitions Referrals Drop Reasons Cities Skill Levels Skill Status Skill Groups Class Types Class Levels Locations Tuitions Hourly By Student Fates Teachers Managers Biling Categories Class Types Advanced BOYS TEAM Boys Team CHEERLEAD Cheerleading Fi FUT STAR Boy s Future Stars GIRLS TEAM Gils Team HOME SCHOO Home School KINDER I Beg 4 5 Year Olds KINDER Il Int 4 5 ear Olds M KINDER III Ady 3 6 Year Olds MIMI 3 Year Olds REL Beginning TODDLER Parent Participation TUMBLING Tumble amp Trampoline WHITE Intermediate These are the codes you ll be able to configure in ProSchool e Class Types Class Levels Locations Tuitions Hourly By Student Rates e Teachers Managers Billing Categories Departments Label Definitions e Referrals e Drop Reasons Cities Skill Levels Skill Status Skill Groups It s easy to be overwhelmed by the many different codes but we ll take it one step at a time It wont be long before you feel comfortable configuring ProSchool codes and using them to make your job easier On the following pages you ll learn about the various codes and how to configure them ProSchool The
324. o determine more specifically which Clients to print statements for By default this section s options are set to Any which tells ProSchool to generate statements regardless of aging current or overdue regardless of the amount of a Clients s account balance regardless of any categories associated with the charges that comprise the existing account balance and regardless of any arbitrary date range To narrow down the field of Clients to whom you will print statements proceed as follows to filter by billing period i e the age of outstanding balances make the appropriate selection in the Select balance options section Any Current 31 60 61 90 91 120 121 to filter by account balance select Specific then select the comparison operator you wish to use and a threshold dollar amount detailed in the instructions for the previous report e to filter by category select Specific then use the drop down menu to select the desired category e to filter by date range select Specific then use the drop down menu to select the desired Start and End dates While monthly billing cycles typically include all Clients you may wish to handle older accounts differently than newer ones For example you may wish to specify a different message to be printed at the bottom of the statement for Clients with severely delinquent accounts The message option is discussed below One option is to generate statements in two runs the
325. oSchool uses your criteria to determine which Clients were charged the incorrect amount and then enters new charges for the difference Your school has a policy requiring all Clients to pay their account balances off in full by December 28 so you can clear off your books and start a new fiscal year January 1st You charge a 25 account maintenance fee to any Clients who fail to pay down their accounts to a zero balance by December 28 The first two examples above describe charges based on previous charges The third describes a charge based on the Client s account balance They are all explained below in that order Ca To enter billing based charges 1 In the main menu bar click the Billing pull down menu Select Charge Entry Billing Based The Billing Based Charges window opens Biling Based Charges Enter amount category and memo f Amount 0 f Oz fw Multiply by active students Category LATE FEE x Taxable Merc Jf Apply any account credit to new charges Choose biling category options f Individual Charge C Account Balance C Adj Account Balance Category APRIL TUITION Z Start 03 01 2006 E E rid 04 30 2006 Field Comparison Amount Paid 75 0 Clr fara Ay Af sooo ci Status uff Start Perform Test Calculation ProSchool The Next Generation of School and Class Management Software 226 ProSchool Entering Charges in ProSchool
326. of School and Class Management Software 317 Generating CLASSES STUDENT SKILLS Reports In ProSchool 1 In the Available Reports section select Classes Student Skills e Lists Skills by Student according to the report parameters you specify Available Reports Report Options continued Be Classes Select skill level criteria a Attendance Summary Ow Maes von Class Roll Sheet sini Class Summary t Specic Skill Level Advanced Drop Detail x Drop Summar Select student criteria s Enrollment History a Sludent m Missed Classes Summary z Student Skills C Specific Student Choose a Waiting List Summary af Financial Select enrollment criteria h E Other All Classes Oy PCCharge Specific Choose Show Hidden Skills Set s Default 2 In the Skill Level Criteria section specify Any Skill Level to include Students in the report regardless of Skill Level or Specific Skill Level which you can filter by using the drop down menu 3a In the Select student criteria section select Any Student to include all Students in the report population regardless of skill set or Specific Student which you can select in the Search for a Student window that opens 3b If you select Any Student in 3a above your can also specify enrollment criteria in the Select enrollment criteria subsection Select All Classes to populate the report with Students regardless of which classes they re ta
327. of classes for use in determining which Students appear on the report select Specific then select Choose to open the Search for a Class window where you can select a class 3 If you have changed the settings for this report and wish to save them as the default report configuration click Set As Default button 4 Click Print Preview to preview the report on your screen before sending it to the printer OR 5 Click Pririt to print the report without previewing it ProSchool The Next Generation of School and Class Management Software Generating Reports In ProSchool continued ik I FINANCIAL ACCOUNT CHARGE SUMMARY e By Client shows all charges billed to an account since a specified date 1 In the Available Reports section select Financial Account Charge Summary Available Reports Report Options a Classes rt ae Financial o S reani K Segoe E Charge Summary nce 03 30 2005 E i EP Sumner Show changes since 037 3072005 Aged Account Balance Report Options bse Category Summary pe Client Statements Subtotal by category a Gross Income Summary as Income by Category Show payment detail Income by Department a IncomeBilling Summary Payment Receipts Log Set As Default sa Sales Tax Summary HH Other Af PCCharge 2 Select a Client if you don t know the Client s ID number click Client window and select the Client to open the Search for
328. of several categories type locations level teacher manager or tuition f To tally the number of Students in your school 1 Click on the Utilities pull down menu on the main menu bar and select Count Students The Count Students window appears displaying the total number of Students currently enrolled in your School Count Students Select the criteria to count students i Choose Classes Subtotal by i All Classes iin f Locatia t Specific Choose sa a Teacher Active Students 1 1 65 Manager Tuition Print Active students by subtotal _ amp Bin 2 To return a count based on a specific range of classes select Specific in the Choose Classes section then click on the un grayed Choose button to open the Search for a Class window discussed in detail in the previous sections 3 In the Search for a Class window define the range of classes you want included in the count by entering the appropriate information Code Type Name Location Level Teacher Manager Tuition Days Offered Required Gender and Show Classes Hint To create a unique subset group of classes of your choosing without configuring any of the above criteria first make sure all classes are displayed in the Classes matching selection section by leaving the above criteria blank use the Clear Criteria button to clear the fields Then build your subset by holding down the CONTRO
329. of tracking attendance in your school s classes At the same time ProSchool uses the attendance data to compile an ongoing attendance history that you can refer back to should you ever need to Se a To use the Attendance tool 1 Click Tasks the Tasks button on the left to reveal the task menu buttons 2 Click a to open the Attendance window Attendance i Mri R Dia des Sema Gels SmE Cia irera ENH SE 1 y u Eres Peder EERE 20 FFD Dina Golden CEGE 3 6 Tetiera PIE EEE a D Haea i mE EA Teir EAE biaia a FTE HEES i B wn 16 16 17 ee H Ei nu e Oan OMe Ge Mame J Fi HAL FET CRAPS GALI RED Ca OMS AMED CFE HA5 WHTE CFFE GIRLS WHITE b CAA fe ee Pho i TMA GEPI Fue Ste j MBSA Feyat Fan Se EADP FORDER i COIS TODOLOA Aegis E eae Ste CEAN HKI ZADA BFS Nii Dae Fier Opona OOOO chs Hihi arag T l Cic y Losi Leai Tuon Teacher L E ini T eS a ee ee E RAL KEDER 3 Select any date using the calendar tool upper left hand corner 4 In the Classes Offered section on the left select the class you want to view or enter attendance information for When you select the class all Students enrolled in that class will be displayed in the main Student Attendance Information window as shown above The attendance for the selected active date is in the Current left most column Note that the attendance history for the previous four
330. ol s total enrollment at any point in time This is a valuable tool if used on a regular basis because it allows you a quick and conclusive way of looking back into the past if you ever need to research enrollment history for your school When ProSchool takes a snapshot of your school it records the following information e enrollment data for each class including the number of Students enrolled by class e aggregate enrollment data for the entire school Cs To take an enrollment snapshot of your school 1 Click on the Utilities pull down menu on the main menu bar and select Enrollment Snapshots Take Snapshot The Take Enrollment Snapshot window appears Take Enrollment Snapshot Choose a date for the snapshot and click OK This process will record the current enrollment for each class and the total school enrollment as of this moment This information will be recorded along with the date that you have entered This information ts then used to generate the Enrollment History report Enter the date that this enrollment snapshot is for Oooo x Cancel 2 Select the date you want to record then click OK or Cancel to exit this window The Progress gauge indicates the percentage of completion Hint Note that reports can be backdated This is useful for example if you normally take a snapshot every Friday but forgot to do so one week then realized your error the following Monday Simply us
331. old lock indicates a charge to which a payment has already been applied The opposite is also true no lock no payment has been applied Note The green locks described below are NOT used in the Charges section e Payments section the fa icon green lock indicates a payment that has been posted in the payment posting process Payments with a green lock CAN be deleted if you need to do so the fa icon gold lock indicates a payment that has been transferred to QuickBooks and cannot be deleted ProSchool The Next Generation of School and Class Management Software 211 Entering Charges in ProSchool iy ENTERING CHARGES IN PROSCHOOL AN OVERVIEW ProSchool s financial tools are encompassed in the Account Ledger section They are intuitive and straightforward and do not require accounting experience to operate However it is important to note that ProSchool s financial tools are not intended to replace a proper accounting system such as QuickBooks which we obviously recommend given ProSchool v3 0 s seamless integration with this popular program Instead the financial tools in ProSchool were designed and intended to compliment your existing bookkeeping system Quicken or otherwise by streamlining your school s Accounts Receivables Then ProSchool organizes and summarizes your accounts receivables related financial data through numerous reports that make entry into your existing bookkeeping system orderly and
332. ome Openmy tare LA os of Mew Account Other Income m I entering the correct opening balance and date io30 2006 E Remind me to order checks when I print check number Order Checks ProSchool The Next Generation of School and Class Management Software 123 Conf gu ri ng The QuickBooks New Account window changes the fields available to display only those Qu C kB 0 ok 5 appropriate for an other income type of account and ProSchool a Type a help question Ask sol x for Number ok Cancel Subaccount of pm Account is Inactive Seamless Integration Description continued wives Bank cck No Opening Balance as of 10 30 2006 gl m I entering the correct opening Remind me to order checks when I print check number balance and date Order Checks Simply add the name of the account Client credit on account in this example add a description if you wish and click OF to create the new account in QuickBooks The new account will now be displayed in the QuickBooks Chart of Accounts window You can add as many accounts as you like income expense or other types and you can also delete any accounts that you find are not needed However before deleting any accounts we suggest working with the given set of standard QuickBooks accounts for a month or two in addition to any you add to see if any of those unneeded accounts end up
333. omparisons in the Choose Billing Category Options section The second and third tiers are configured exactly as the first in the examples above with one additional field the And Or field immediately to the left of the second and third tier fields allows you to specify that you want conditions met independently in multiples or both Think of it this way In order for a certain charge to be entered for a given Client condition A must be met OR condition B must be met OR condition C must be met in which only one of the conditions has to be met in order for the charge to occur condition A must be met AND condition B must be met AND condition C must be met in which all three conditions have to be met in order for the charge to occur condition A must be met OR condition B must be met AND condition C must be met in which A alone must be met OR both condition B and C must be met in order for the charge to occur ProSchool The Next Generation of School and Class Management Software 232 ProSchool Entering Charges in ProSchool continued For an in depth discussion of the And Or field see Using ProSchool s Context Sensitive Search Function in a previous chapter To complete the process of entering billing based charges that are based on previous D charges go directly to step 12 To configure new billing based charges based on a Client s account balance
334. on charge is second 5 percent discount e the sibling with the third highest tuition charge is third 10 percent discount e the sibling with the fourth highest tuition charge is fourth 15 percent discount e the sibling with the lowest tuition charge and any additional Students whose tuition is equal to or lesser than this sibling s tuition are fifth 20 percent discount If you wanted ProSchool to organize the siblings so that the one with the lowest tuition charge was first received no discount and the sibling with the highest tuition charge was last 20 percent discount you would select the Ascending option in the Sort Order section to achieve the following results e the sibling with the lowest tuition charge is first no discount e the sibling with the next lowest tuition charge is second 5 percent discount e the sibling with the third lowest tuition charge is third 10 percent discount e the sibling with the fourth lowest tuition charge is fourth 15 percent discount e the sibling with the highest tuition charge and any additional Students whose tuition is equal to or greater than this sibling s tuition are fifth 20 percent discount ProSchool The Next Generation of School and Class Management Software 107 Configuring Tuition Codes and Discounts continued As an alternative you may wish to configure your sibling tuition discounts based on the length of time a Student has been active in
335. on proceeds When approval is received the following message appears Transaction Approved 5 Transaction Approved ProSchool The Next Generation of School and Class Management Software 259 Enteri ng 11c If you don t want to run this ATM Debit card transaction through for authorization at this Payments y time click to apply payment to the Client s account and save the ATM Debit n Don t Authorize ProSchool card information for processing at a later time The confirmation window appears Payment Entry a continued 1 Payment was processed successfully 11d Click OK to confirm payment close the Payment Entry window and return to the main Account Ledger screen Note that this option processes the payment internally within ProSchool for the purposes of applying payment to this Client s account but that the actual transaction processing will still need to be done at a later time so that you will actually receive the funds for this transaction 12a If the Client wants to apply a house credit as payment click F6 House to do so ProSchool processes the payment and a confirmation window appears Payment Entry NOTE The monetary value of this house credit is not recorded or tabulated by ProSchool Rather this payment option is designed to accommodate house credits that are issued in the form of a coupon or voucher Therefore ProSchool has no way of knowing what the actual value of the
336. onfiguration click Set As Default button 8 Click Print Prewiew to preview the report on your screen before sending it to the printer OR 9 Click lt a Print to print the report without previewing it ProSchool The Next Generation of School and Class Management Software Generating Reports In ProSchool continued 313 Mi CLASSES DROP DETAIL e Generates lists of dropped Students based on multiple criteria A useful tool for analysis of why Students leave your school and identifying related trends Related to the Drop Summary report next 1 In the Available Reports section select Classes Drop Detail Available Reports Report Options Select 4 date range Codes to include Highlight the codes that you Wish to be included In the report Bn Attendance Summary a Class Roll Sheet oe Class Summary All Start 03 0 72006 l Specific End 03 31 2006 cl Select filter criteria it needed Leave blank for all Partial entries are OK Class Code Class Type fen Drop Summary os Enrollment History Missed Classes Summary B Student Skills B Waiting List Summary H E Financial Location ce OA Level fy PCCharge l Teacher Manager Tuition Sort Print Labels Set As Default 2 In the Select a date range section select the appropriate date range Start and End for the report We 3 In the Select filter criteria if needed s
337. ool and Class Management Software Enrolling Students and Making Enrollment Changes continued 187 The process for clearing a future class flag is almost identical to setting one i To CLEAR future class flags 1 Click the Utilities pull down menu and click Clear Future Class Flags to open the Search for a Class window as shown previously 2 Select the flagged class you want to clear 3 Click_ w OK to clear the selected class i e unflag it The class will no longer appear highlighted in yellow wherever classes are listed ProSchool The Next Generation of School and Class Management Software 188 ProSchool Enrolling Students and Making Enrollment Changes continued Mi SCHEDULING MAKE UP amp FREE CLASSES ProSchool allows you to schedule make up and free classes if you wish to do so Students can be enrolled into these classes from either the Class Information window or the Student Information section of the Family Information window In this section you ll learn how to do so from either window 1 Click Tasks the Tasks button on the left to reveal the task menu buttons 5 the Classes menu button to open the Class Information panel Classes 3 To find the class you want to enroll the Student in for a make up or free class click to open the Search for a Class window Code Type Hame Location Level Teacher Manager Tuition
338. ool to Your School 34 Overview Configuring ProSchool To YOUR School 34 Define Your School 35 Understanding and Configuring Custom Flags 39 Setting Preferences To Customize ProSchool 41 Setting Up ProSchool s Online Credit Card Processing 44 Security In ProSchool An Overview 53 Enabling ProSchool s Security Features 54 Adding Deleting Editing Copying ProSchool Users 55 Setting Security Permissions for Specific Users 60 Setting Up Basic Codes 69 Basic Codes An Overview 69 Class Type Codes 70 Class Level Codes 72 Location Codes 73 Teacher Codes 74 Manager Codes 75 Referral Codes 76 Drop Reason Codes 77 City Codes 78 Skill Codes 80 Creating Labels In ProSchool 83 Adding Style To Your Labels Font Styles and Sizes 86 Getting to Know ProSchool Tuitions and Discounts 89 Understanding Tuition Codes 89 Understanding Tuition Discounts 90 Factoring in Global Discounts 91 Putting it All Together 92 Monthly Weekly and Session Tuition Codes and Discounts 93 Hourly Rate Codes and Discounts 95 By Student Rate Codes and Discounts 99 Configuring Tuition Codes for Hourly and By Student Rates 101 Volume Discounts 102 Setting Up ProSchool Departments and Billing Categories 108 Understanding ProSchool Departments and Billing Categories
339. oosing Run Enter d setup exe in the Open field where d is the drive letter of your CD ROM drive fe Setup ProSchool Welcome to the ProSchool Setup Wizard This will install ProSchool 3 0 on your computer It is recommended that you close all other applications before continuing Click Next to continue or Cancel to eat Setup 3 Click Next gt to continue the installation ProSchool The Next Generation of School and Class Management Software ProSchool B eg innin gs Next the license agreement will appear continued a License Please read the following important information before continuing Please read the following License Agreement You must accept the tems of this agreement before continuing with the installation SOFTWARE LICENSE AGREEMENT IMPORTANT CAREFULLY READ THIS LICENSE BEFORE USING THIS 7 PRODUCT USING THIS PRODUCT INDICATES YOUR ACKNOWLEDGMENT THAT YOU HAVE READ THIS LICENSE AND AGREE JO ITS TERMS IF YOU DO NOT AGREE RETURN THE PRODUCT COMPLETE TO AUBURN ELECTRONICS GROUP WITHIN 10 DAYS OF THE DATE YOU AQUIRED IT FOR A FULL REFUND THIS LICENSE AGREEMENT IS YOUR PROOF OF LICENSE PLEASE TREAT IT AS VALUABLE PROPERTY A LICENSE accept the agreement do not accept the agreement 4 Choose to accept the license agreement then click Next gt to continue ProSchool The Next Generation of School and Class Management Software 13 B egi nni n
340. open the Departments panel and Billing OGO ODOO POOO e Code Definitions Categories i z Class Types Class Levels Locations Tuitions Hour By Student Rates Teachers Managers Biling Categories Departments Label Definitions Referrals Drop Reasons Cities Skill Levels Skill Status Skill Groups Departments ASSESSMENT continued BIRTHDAY PARTIES BOUTIQUE EOS REC EBOYS TEAM CAMPS K CHEER TEAM _ CHEER TUMBLE REC FACILITY RENTAL FIELD TRIPS GIFT CERTIFICATE GIRLS REC GIRLS TEAM amp SCHOOL _ KINDERGYM LATE FEE MEMBERSHIP NSF CHECK OPEN GYM PARENTS NIGHT OUT l Merge this department ACRO REC Into this department JaCRO REC z Lite Merge 2 Add edit or delete Departments by using the various icon buttons as described in the previous subsection entitled Class Type Codes Note that the Code field accepts codes of up to 20 characters long 3 Remember to click to save your entry when you are done ProSchool The Next Generation of School and Class Management Software Setting Up ProSchool Departments and Billing Categories continued 111 4 If you find that you wish to combine the codes from two departments you have previously defined due to similarity or other reason select the two departments you wish to merge using the Merge this department and into this department pull down fields at the bottom of the panel then click La Merge to initiate the mer
341. or click M Cancel to abandon the process Clicking the OK button returns you to the Reason for dropping class window Also note that the newly created drop reason is automatically selected and now appears in the Drop Reason field continued 6 If you have additional comments relating to this drop enter them in the Comments window 7 If you do not wish to create a drop record click J Don t Create Drop Record to proceed with the drop without creating a drop record This is useful for example if this Student was added to this class in error and you are simply correcting that error 8 To edit the Student s enrollment record click to open the Class Enrollment window Class Enrollment Class enrollment information for Emily Anne Abbott O Class Code EFA4P33 GIRLS RED Start Date 02 27 2006 ol Teacher a Amanda Johnson Tuition CBO 56 00 M onth Comments l x casa Note this is the same window that appears with you first add a Student to a class so it should look familiar to you by now Make the desired changes and click yf OK to save the changes or 3 Cancel to abandon the changes and close the window ProSchool The Next Generation of School and Class Management Software 177 Enrolling 9 To transfer the Student to another class click OF to open the Choose a Class for Students window and M a ki n g gt Choose a class For Emily Abbott Enrollment Enter sear
342. or make up class select their name and click ex to remove them A confirmation dialog will appear Remove Warning 5g Click af OK to save the changes or 2 Cancel lto abandon the changes and close the window You are returned to the Make up amp Free Class Schedule window When done click X or fa to close the window and return to the Class Information view in the main ProSchool window There may be times when you re in the Family Information window and want to add a Student to a Free or Make up class It isn t necessary to navigate back to the Class Information window to do so ProSchool The Next Generation of School and Class Management Software 192 ProSchool Enrolling Students and Making Enrollment Changes continued We ll assume your are currently in the Family Information window Let s focus on the Student Information section Student Information Name __ Age Sex Eni Wait Free Mkup Registered Quit CS Abigail Smith amp 17 1993 13lF of oof oof ajiisveoo4 5 2 E Cozmo Smith 372671999 T M 0 0 0 01715 2004 5 2 Nathan Smith 3071939 11M 0 0 0 11572004 oe TOEA section of the Family Information window 1 Click to open the Make up amp Free Class Schedule window gt gt Make up amp Free Class Schedule Make up and Free Class Schedule for Abigail Smith a fa E Class Date Code Student Hame Sex Age Home Phone Class Code Class Hame Start
343. ort without previewing it Preview window or the Print button from the Print Reports window OR continued ProSchool The Next Generation of School and Class Management Software Generating Reports In ProSchool continued 341 E OTHER CLIENT SUMMARY e Lists Clients that meet specific search criteria A powerful analytical tool especially with large databases 1 In the Available Reports section select Other Client Summary Available Reports Report Options Af Classes Field Comparison Compare To B E Financial O B B moo ch Bi Other Birthday Summary z i Erf Client Activity Client Comments zl pi z Ej ane Client Summary aj aj or be Codes Summary E Mailing Labels Referal Summary j hun Student Summary 0 PCCharge Active Status e Active 0 Inactive i Both zott Print Labels Select enrollment criteria i All Classes Choose All Specific Show students Print 7 line simplified listing 2 To filter the report results to more exacting criteria select or enter the appropriate filter data in the Field Comparison and Compare To data matrix The configuration of this matrix is discussed earlier in this section on page 305 in the section entitled Using Filter Criteria in ProSchool Reports 3 To sort the report results to a greater degree of specificity click Sort to open the Report Sor
344. ory balance s only from active accounts e Inactive if you want to include selected category balance s only from inactive accounts e Both the default if you want the report to show all accounts 6 If you want the report to include category balances from all Students regardless of class enrollment status skip to step 7 To select a specific class or subset of classes for use in determining which Students appear on the report click Choose Classes to open the Search for a Class window Select the class or subset of classes you want and click OK to return to the Print Reports window or Cancel to return there 7 In the Select enrollment criteria section you can configure enrollment criteria to filter your report s results if you don t wish to filter report results based on class enrollment criteria skip to the next step To select a specific class or subset of classes for use in determining which Clients appear on the report select Specific then select Choose to open the Search for a Class window where you can select a class 8 If you want your report to show Student and class details select the Show Student Classes Detail option All Clients will be displayed and with each Client each of their Students and the classes each is enrolled in Otherwise deselecting Show Student Classes Detail will result in a report showing only Client listings 9 Indicate the date range for charges by selecting the appropriate dates in the
345. ot grouped but can slow display Drag a column header here to group by that colurnin E Type Max Curr Wait Dayr cation Tuition Te ACRLS SporsAcio LS ACRO ca ig CNT Lee el Bile ST OJACALE Sports Acto Lvl6 ACRO 10 1 9 OMTT Group By This Field a ACALY Sports Aco Ll 7 ACRO 10 8 OMTT Ongroup By This Field ACRLE9 Sports Acro L 8 ACRO 10 5 OMTY Expand al E ACRPRE Sports Acro Pre T ACAO 1 4 OTTh collapse All ALLSTAR AllStar Cheer GIRLS TEAM 20 16 OTTh CFA1P33 GIRLS RED RED al 7 om e a ann Column Selector 4 ee ee ee eee Alignment j PA Clear at Enrolled zl wating BE Makeup Best Fit Best Fit all Columnst ProSchool The Next Generation of School and Class Management Software 159 Building Your 1 Drag the column header you want to use as the primary field for the grouping configuration ProSchool and drop it on the dark gray grouping bar Database OR To group data by a specific column heading Right click on the column header you want to use as the primary field for the grouping configuration and select Group By This Field For example to reconfigure the table so that all data is grouped by class type you would right click on the Type column header continued op ae on gt Choose a class For Abigail Smith ae Enter search criteria to help choose a class Code Type Mame Location Level Teacher Manager Tuition Days Offered Required Gender S
346. ou are installing ProSchool on an existing computer system Default Printer will be selected with your printer s name or printer type listed If this is correct go directly to step 3 If not and you want to select a specific printer other than the default printer click on the down arrow at the right of the Name field to open the pull down menu Select the printer of your choice 3 Select Portrait or Landscape depending on the orientation of the report you are trying to print This setting automatically defaults to Portrait orientation every time ProSchool is started regardless of the setting during the previous session 4 In the Paper section select the appropriate paper size Click on the down arrow at the right of the Size field to open the pull down menu listing all available choices your options here will depend on the type of printer you have the default is typically Letter 8 1 2 x 11 Then choose the appropriate paper source feed option Click on the down arrow at the right of the Source field to open the pull down menu and select the paper source feed option This too will depend on the type of printer you have 5 Click Properties to open the Document Properties window All options available to your specific printer will be configurable Layout Paper Quality etc You are probably already familiar with your printer s capabilities if not please refer to the manual that came with your printer ProSchool The
347. page 290 ProSchool The Next Generation of School and Class Management Software 142 ProSchool Building Your ProSchool Database 7 Enter a referral code optional via the drop down menu in the Referral field 8 In the Parent Options section you can select how the parents or guardian wish to receive their statements and if they wish to be on your school s mailing list just check as appropriate In addition this section displays at a glance this Family s Client ID number and their account standing with your school Parent Option Statement Balance 0 00 ff Print Email None Account Credit 0 00 Adj Balance 0 00 Client ID 86217 Last Payment Date 3 19 2005 Mailing list entry Last Payment Amt 115 00 9 Remember to click to save your entry when you are done entering or editing Family information 10a Students are added through the Student Information section in the upper right hand area of the Family Information window Student Information Birthdate Age Sex Enr Wait Free M fe Mame ProSchool The Next Generation of School and Class Management Software Building Your ProSchool Database 143 10b To add a new Student click a to open the Add Student window Add Student Parent Information 11662 12 Honking Place Jeane Dyan Burson C 90225 Harrold Opan Hm 976 536 5487 Em 976 531 9001 Stude
348. payment where the payment amount is not equal to any one charge nor any combination thereof such as paying a round amount such as 240 an amount in excess of the first two charges in our example but not equal to the total of all three charges e excess payment in which the customer pays more than the total amount owing such as 300 perhaps in anticipation of future charges like an advance payment Hint To keep things stmple or to keep charges and payments evenly matched you may wish to offer your Clients only the first two payment options full payment or even partial payment We suggest you experiment with the above payment types before deciding which payment options to offer your Clients That way you will better understand the procedural implications for each You can experiment by using a dummy Client account or add fictitious payments to a real Client s account but if you do so just remember to delete the fictitious payments you enter when you re done 7 Enter the total amount of the Client s payment in the top right Amount Tendered field 8 In the right most Amounts to Pay column of the Select which unpaid charges to pay section enter the amount the Client is paying against each charge If the Client is paying a given charge in full you can double click on that charge to enter its full amount If a Client is paying all charges off in full that is bringing their account to a zero balance
349. pears on top of the ProSchool user interface ProSchool Login Flease enter your username and password to access Proschool Version 3 0 2 Auburn Electronics Grou Usemame FETEH x Cancel Password W OK If the correct username password combination is entered the ProSchool Login window disappears allowing you to proceed However if the login is not recognized by ProSchool entry is refused a Pile ES x The password you entered is not walid Please try again or click Cancel to quit Note If Cancel is clicked in the ProSchool Login window the program closes and must be relaunched ProSchool The Next Generation of School and Class Management Software Setting Up Basic Codes 69 Mi BASIC CODES AN OVERVIEW The various codes used in ProSchool enhance the program s flexibility and power In this section you will create codes for class levels class types locations teachers managers referrals and drop reasons In a following section Configuring Tuition Codes and Discounts you will create codes for your Tuition rates and billing categories Before inputting Clients Students or classes ProSchool requires you to define a basic set of codes for use in that input process Hint If your school operation is small or you just wish to start off simply with a minimal amount of codes you only have to use a single code for each category For example if your school is located in Sacrament
350. pelling remember the character is the wildcard for multiple characters while the character is the wildcard for single characters if you had wanted to limit your search to three letter names starting with Ja you would have used the instead The second condition or tier begins with the And designation It further instructs the search engine to limit the results to Clients who live in Sacramento by using the Equal to operand With this criteria ProSchool would return results whose Clients had Sacramento as their city of record ProSchool The Next Generation of School and Class Management Software 307 Generat ng Hint The best way to familiarize yourself with the filter function used in ProSchool reports is to select Re por ts any report that uses the filter data matrix and experiment with the various criteria in the Field Comparison and Compare To fields Then click Preview to see the results Page through to In observe how different filter criteria impact the report results When you re done viewing the results in ProSchool the Print Preview window click f to return to the Print Reports window where you can experiment further with different filter criteria Nothing you do will change the ProSchool databases so try whatever comes to mind continued ProSchool The Next Generation of School and Class Management Software ProSchool 308 Generating Reports In ProSchool
351. pen the screen to view contents e Add new records e Edit existing records e Delete records Skill Level Codes e Open the screen to view contents e Add new records e Edit existing records e Delete records Skill Status Codes e Open the screen to view contents e Add new records e Edit existing records e Delete records Student Enrollment History e Open the screen to view contents e Edit existing records e Delete records Student Information e Open the screen to view contents e Add new records e Edit existing records e Delete records Student Skill Tracking e Open the screen to view contents e Edit existing records e Add skill level e Delete skill level e Hide unhide skills ProSchool The Next Generation of School and Class Management Software Configuring Teacher Codes e Open the screen to view contents Proschool e Add new records to Edit existing records Your e Delete records School Teacher Class Schedule e Open the screen to view contents e Print export planner e Change planner options continued Tuition Codes e Open the screen to view contents e Add new records e Edit existing records e Delete records Volume Discounts e Open the screen to view contents e Modify monthly discounts e Modify session discounts e Modify weekly discounts e Modify sibling discounts 5 Click on the Reports tab and select a report from the Select a report drop down menu Screens Utilities Reports Actions Select
352. plate file Note that if there are no saved templates this button will be grayed out inactive 10 When your message is ready click Fe to send it 11 To compose a new e mail click to clear the various text fields and proceed as described above ProSchool The Next Generation of School and Class Management Software 294 ProSchool Generating Reports In ProSchool Mi PROSCHOOL REPORTS AN OVERVIEW ProSchool s report generating function offers you 30 different reports each configurable to display exactly the information you seek To effectively present and explain the elements that make ProSchool reports such a powerful tool this section is organized as follows e explanation of the report hierarchy e overview of reports by group listing key features of each e a discussion on configuring and protecting custom default report settings e a discussion on the Sort utility available in some reports e a discussion on using filter criteria available in some reports e specific instructions for each report listed alphabetically within group ProSchool s reports are organized into four general categories e Classes relating to classes and enrollment Financial relating to tuitions charges and payments e Other a variety of reports pertaining to many other aspects of your school s operation e PCCharge for credit card and ATM Debit card transaction details and settlements
353. print comments for all Clients e Select Client opens the Search for a Client window where you can specify a single Client 3 In the Select Priority section select one of the following Any to print comments without regard to priority e Specific then click on the drop down menu and choose Critical High Normal or Low 4 In the Select Status section select one of the following Any to print all comments without regard to status e Specific then click on the drop down menu and choose Open Closed Need Follow up or Waiting 5 In the Date Range section select All if you want the report to include Client comments without regard to date otherwise select Specific and enter start and end dates 6 To sort the report results to a greater degree of specificity click Sort to open the Report Sorting Options window Select the appropriate criteria and click OK to return to the Print Reports window or click Cancel to return and discard any changes made to the sort criteria whether new or modified 7 If you have changed the settings for this report and wish to save them as the default report configuration click Set As Default button ProSchool The Next Generation of School and Class Management Software 340 ProSchool Generat ng 8 Click Print Preview to preview the report on your screen before sending it to the printer Reports in ProSchool 9 Click Print to print the rep
354. progress bar gauge in the Status section monitors ProSchool s progress Status Calculating Monthly Tuition BEUN Note that this automatic charge function is processor intensive as ProSchool is generating charges and updating balances for every Client included in the Charge Method you configured above Therefore ProSchool may take several minutes to finish the process especially if your school has large Client and Student databases and or is running on an older computer When ProSchool finishes calculating the charges the Automatic charge calculation was completed successfully dialog box will appear Calculation Complete ah 1 Automatic charge calculation was completed successfully Click OK to return to the Automatic Charges window then Close to return to the main menu bar ProSchool The Next Generation of School and Class Management Software Entering Charges in ProSchool continued 215 S PERFORMING TEST CALCULATIONS FOR AUTOMATIC TUITION CHARGES When using the Automatic tuition charge function you may wish to preview the charges ProSchool generates before they are applied billed to the Client accounts This is done by using the test calculations function Ei To preview automatic tuition charges using the test calculation function 1 In the main menu bar click the Billing pull down menu Select Charge Entry Automatic The Automatic Charges window opens shown above in
355. proved declined or both e start end date range e Credit Card Detail Generates a report of all PCCharge transactions that have occurred Options e limit the report to transactions that were approved declined or both e start end date range ProSchool The Next Generation of School and Class Management Software 302 ProSchool Generating Reports In ProSchool continued I CUSTOMIZING PROSCHOOL REPORTS As you are finding ProSchool offers numerous options for configuring reports to best suit your needs Once you dial in a given report to the configuration that best suits your needs a process that can take time due to the experimentation involved you can tell ProSchool to remember that specific configuration by clicking on one of the best time savers in ProSchool Set s Default This way every time you select that particular report it appears in the ProSchool Reports window exactly as you configured it This saves you time because you don t have to reconfigure the report every time you call it up If onetime or occasional changes are made in the configuration to suit other reporting needs ProSchool still returns to the default configuration every time that report is accessed anew but only if the Set As Default button is not clicked after such changes are made If you are the only one using ProSchool that s the end of the story But what if you have others who also use ProSchool Any use
356. pshot Enrollment snapshots matching criteria E Date Class Code Name Students Max Students Type Level Location Tuition Teacher Manac g T1200 Total Enrollment qlz a oT 2003 Total Enrollment gr E ST 2003 Total Enrollment 1018 E 107172003 Total Enrollment 1028 E 117172003 Total Enrollment 1075 g 12 1 72003 Total Enrollment 1070 E 1 1 2004 Total Enrollment 1025 E 21 2004 Total Enrollment 1093 g 3172004 Total Enrollment 1180 E 4 1 2004 Total Enrollment 1155 K BT 2004 Total Enrollment 1039 E BT 2004 Total Enrollment 1030 E el 2004 Total Enrollment 355 g oT 2004 Total Enrollment 920 a 91 2004 Total Enrollment 355 E 107172004 Total Enrollment 1700 E 117172004 Total Enrollment 1085 E 12 1 2004 Total Enrollment 1065 E 12 0 2004 Total Enrollment 107r a 17172005 Total Enrollment 104 a 2 1 2005 Total Enrollment 1118 v Ennen e E Note that doing so overrides the entered criteria ACR1P5 in this example If you unselected the Show only total enrollment records option at this point the display of snapshots would update to correspond to the criteria you entered in the upper fields ProSchool The Next Generation of School and Class Management Software 207 208 ProSchool Using ProSchool s Enrollment Utilities continued I RESETTING STUDENT FLAGS ProSchool provides a utility for quickly resetting Student Flags This way you can easily do a global reset for any Student flag that is
357. que Gymnastics Ine ALK SYSUSER Monday June 13 2005 1 56 49 pm It also displays your school s name once configured the current user if security is enabled and user names have been assigned and the time It is from this window that the ProSchool commands menu choices and various input screens are called The four pull down menus contain the following commands Main Billing Utilities Help Print Setup Charge Entry gt Count Students Contents Exit Payment Entry gt Enrollment Snapshots gt Search for Help On Post Payments Process Deposits Transactions Process Drop No Pays Process Auto Pays Reset Student Flags Database Maintenance gt Backup Restore ProSchool The Next Generation of School and Class Management Software How to Use Help About Check for Update Beginnings continued 29 Each of the above pull down menu actions is explained below Main Print Setup for configuring your printer to accept ProSchool reports EXI miiti to exit the program end your current session Billing Charge Entry gt Automatic for fully automatic tuition calculation Registration for Student registration and insurance charges Class Based for charges based on the Students in a given class Billing Based for creating charges based on previous charges such as late fees etc Payment Entry gt Quick Entry for e
358. r who changes a report configuration you ve saved and then clicks Set As Default even if accidentally just zapped the results of your experimentation and cost you more time You can prevent this from happening by doing the following assign all users a username and password e configure the allow deny options for both Set default values and Override default values in the Security Reports section of the ProSchool Configuration window This way no one can accidentally or intentionally tamper with your default settings Security profiles are configured on an individual basis by password so you can customize every user s security profile so they can only go where you want them to ProSchool The Next Generation of School and Class Management Software Generating Reports In ProSchool continued 303 Mi USING m SORT UTILITY IN PROSCHOOL REPORTS 1 Several ProSchool reports give you the option of sorting data to organize the results of your report These include Attendance Summary Birthday Summary Category Summary Class Roll Sheet Class Summary Client Comments Client Summary Codes Summary Drop Detail Mailing Labels Payment Receipts Log Sales Tax Summary and Student Summary reports This sorting function is accessed by clicking on the Sort button found in each report s window Co To use the Sort function 1 Click on the Sort button found in the report s configuration section to open the Repo
359. rals drop reasons tuitions hourly by Student rates teachers managers cities ProSchool The Next Generation of School and Class Management Software 301 Generat ng e Mailing Labels Generates labels of all types using any of numerous templates Options Rep orts e multitiered filter field comparison compare to In e active Students inactive or both Proschool e enrollment criteria all or specific classes e Referral Summary Generates a list of referrals within a specified 12 month period beginning with a specified date month year and is based on specific criteria continued This is a useful tool for tracking referrals and cultivating referral sources Option e referral codes to exclude any specific e Student Summary Generates lists of Students meeting specific criteria Options e multitiered filter field comparison compare to e active Students inactive or both e enrollment criteria all or specific classes e three level sorting based on configurable criteria e print labels for all Students who fit report criteria The PCCharge category includes the following reports e Post Batch Settle Generates a report of all settled PCCharge transactions Options e limit the report to transactions that were approved declined or both e start end date range e Pre Batch Settle Generates a report of all unsettled PCCharge transactions Options e limit the report to transactions that were ap
360. re the Resource Planner to your own personal preferences 4a In the Grid Display tabbed section set the band intervals Time Interval parameter It is currently set to 15 minute increments as shown in the screen shot on the previous page Click the interval you prefer 4b Set the days on which your school typically does not meet Inactive Days parameter by selecting them via the check boxes 4c Define the maximum time window you want the planner to display for your day as follows e Display Start Time is the absolute earliest time you want the Resource Planner to show for example if you wanted the display to show all 24 hours in a day you would set this to 12 00 00 AM as shown in the above screen shot e Display End Time is the absolute latest time you want the Resource Planner to show for example if you wanted the display to show all 24 hours in a day you would set this to 11 45 00 PM as shown above e Active Start Time the earliest time at which your school generally starts operation you could make this the time your earliest shift starts or set it as an arbitrary early time such as 8 00 00 AM as shown above e Active End Time the latest time at which your school generally closes down operation for the day you can make this the time your latest shift ends or an arbitrary end of the day time such 9 00 00 PM as shown above ProSchool The Next Generation of School and Class Managemen
361. redit Card Number Click to save without processing electronically Expiration i Click ta abort Security Code Use On File y Don t Authorize The processing of credit card payments is discussed in detail in the next section entitled Entering Payments in ProSchool beginning on page 252 ProSchool The Next Generation of School and Class Management Software 244 ProSchool Editing Charges in ProSchool continued 7 The credit will appear in the Payments section of the ledger but note the RefCk notation in the Type column of this refund Payments Show f All Payments Payments an Charge E Payment Date Type Check Mema 2 4 2005 ATM lb 214 00 Bis 272172005 Cash le 3 62 Bis 3 4 2005 ATM ps 194 00 Bis 9 14 2006 Cash 2214 168 00 176 2007 Check KHz 84 00 gt 175 2007 5124 Refund 42 001 an This indicates and confirms that the overpayment amount was refunded via check and the check number as you recorded in an earlier step is shown to provide an adequate paper trail If you refund the amount in cash the Type field entry would be RefCa if via credit card the entry would read RefCC Finally a reminder the th icon gold lock indicates a charge to which a payment has already been applied The opposite is also true no lock no payment has been applied The green locks are only used in the Payments section ProSchool The Next Gen
362. redit on the books ProSchool allows you to refund the entire credit amount or any portion thereof In the previous section you saw how ProSchool indicates an account credit Let s look again at the upper right hand portion of the Account Ledger panel and focus on the Refund Account Credit button 114 00 34 00 30 00 a Refund Account Credit This button is always inactive grayed out unless the Client currently shown in the Account Ledger panel has a credit on their account Process Refund Choose a method for handling the refund P Masinun refund amount 84 00 Refund How do you want to handle this refund C Apply the amount to account credit f ssue a refund i Check Cash Credit Card Check Information Check Number You were introduced to this window in the previous section so it should be familiar with one exception the Apply the amount to account credit option is grayed out inactive and unavailable 2 If you want to issue only a partial refund change the amount accordingly in the Refund field the default amount is the total credit owed the Client 3 Select one of the three refund options enter a check number if applicable and click wf OK to complete the credit credit refund process ProSchool The Next Generation of School and Class Management Software 249 Refund ng The refund will be reflected in the Payments section of the Account Ledger panel as
363. rge Special Event fee ProSchool The Next Generation of School and Class Management Software Entering Charges in ProSchool continued 231 In the section Choose billing category options enter the following e Category select SPECIAL EVENTS Start enter or use the pop up calendar to select 3 14 05 this way ProSchool will check back to a date just prior to that on which last month s statements were generated e End enter 4 15 05 the current billing date so this statement will reflect any Special Events charges subsequently entered to date Field select Amount e Comparison Amount enter 5 00 The above criteria would appear in the Billing Based Charges window as follows Amount too f f Multiply by active students Categoy SPECIAL EVENTS D Taxable ema Charge adjustment for previous SE charge M Apply any account credit to new charges Choose billing category options Individual Charge Account Balance C Adj Account Balance Category SPECIAL EVENTS al Start 03 14 2005 E Erd 04 15 2005 E Field Comparison Amount Using the above criteria ProSchool will look for Client accounts that were assessed a 5 00 Special Events charge between 3 14 05 and 4 15 05 For each one it finds an additional Special Events charge of 10 00 will be entered ProSchool allows you to enter up to three conditions value c
364. rian Strellis Courtney Benjamin Compulsory Coaches CeCe Voorhees Darla Gregson Denise Kent Eric Smyth Josh Allees This is where you select the teacher s who will teach this specific class Here s how 11b Select a teacher by clicking on the name then click yf OK to add them to the Teachers box Repeat this process if you have multiple teachers 11c If you want to replace an existing teacher for this class with a different teacher here s a time saver click on the teacher you want to remove from the list then click the replace button which will open the Select a Teacher menu Click on the replacement teacher and click gf OK to add that teacher to the Teachers box The other teacher will automatically be removed and replaced with the new teacher you selected 11d To remove a teacher from the list click on their name to select it and click he remember this action only removes that particular teacher from the pool of teachers who teach this specific class not from your school s database of teachers ProSchool The Next Generation of School and Class Management Software Defining Your Curriculum continued 133 12 In the Gender section select the gender of the Students for this class Male Female or Coed 13 In the Days Offered section check the days this class will be offered the start time and the duration class length in minutes 14 When you
365. rint Preview 00gds Alice amp lzzy Satomaa 576 00 Mark amp Becky Westover 107 00 PII Letele Laura amp Richard Ferguson 204 00 zl Pam amp Markus Hessenski Breakdown of changes for the above selected charge Memo Department Class Code Tuton Marissa 5 atoma GIRLS TEAM TFOLS E Tuition Ken Satoma BOY S TEAM TMLSIIU 254 00 Breakdown of discounts for the above selected charge Memo Department Class Code Sibling Ken Satoma BOY S TEAM TMLS10 0 00 You can scroll through the various Client names in the Computed Charges section As you do the details for the highlighted Client will appear in the Breakdown of charges for the above selected charge section If discounts applied to any of this client s charges they are detailed in the Breakdown of discounts for the above selected charge section Note that in the above illustration these details include two charges one for each Student currently enrolled in your school by client Alice amp Izzy Natoma 299 00 284 00 These appear in the Breakdown of charges for the above selected charge section In addition there is the Sibling discount of 5 00 that has been applied it appears in the Breakdown of discounts for the above selected charge section These three figures result in the total tuition charge of 578 00 299 00 284 00 5 00 578 ProSchool The Next Generation of School and Class Management Software
366. rinter drop down menu to select the printer you wish to use for receipt printing 5c Use the Font drop down menu to select the font your printer will use when it prints receipts You should select a built in printer or device font which should be a monospaced or non proportional font See your printer manual for more information on fonts used with your printer 5d Enter the column width in the Columns field consult your printer s owners manual if in doubt 5e Use the Font Size drop down menu to select the font your printer will use when it prints receipts The minimum font size is 10 points and if you have room on your paper you could even use 11 or 12 point size for better readability you know how irritating hard to read receipts are 5f Use the Copies field to select how many copies of each receipt you want the printer to print out 1 99 This is useful for example if you want to keep a printed copy of each receipt on file in addition to the copy you give to the client in which case you would select 2 Note If you are using a roll printer with carbon paper you should select 1 since every print cycle will produce two copies of the receipt 5g To print a message at the bottom of the receipt use the Custom comment to print at bottom of receipt fields there are five lines each limited to 40 characters per line So for example you could print a customary message such as Thank you for your business
367. roSchool Setting Up ProSchool Departments and Billing Categories a UNDERSTANDING PROSCHOOL DEPARTMENTS awe BILLING CATEGORIES ProSchool allows a great deal of flexibility in how charges are generated and how payments are reconciled to the charges Billing and receivables are handled logically making it easy to track how charges originate and how payments for those charges are reconciled when monies are received Let s explore this further When a charge is created it originates via a billing category tuition team uniforms association fees memberships etc In ProSchool you ll always know exactly where a charge originates because you set up the billing categories and configure them in a way that best suits your school s needs and you can always add new billing categories as needed on the fly e Key point 1 To generate charges ProSchool uses billing categories How about when you receive payments for those charges When payments are received the monies are broken down by department so that specific charges are reconciled with a specific payment for that charge even if it s a partial payment the reconciliation keeps your books on track For example most charges typically include some sort of tuition When payment for a tuition charge is received it is credited to a specific department In a gymnastics setting such departments could be acrobatic team girls team boys team kinderg
368. rollment criteria Set As Default f All Classes feeen Class Roll Sheet a Class Summary oo Drop Detail Drop Summary Choose Specific B E Financial b Other By PCCharge 2 In the Select enrollment criteria section you can configure enrollment criteria to filter your report s results if you don t wish to filter report results based on class enrollment criteria skip to the next step To select a specific class or subset of classes for use in determining which Students appear on the report select Specific then select Choose to open the Search for a Class window where you can select a class 3 In the Number of missed classes section use the up or down arrows to specify the minimum number of classes the Student must have missed in order to appear on this report 4 In the Show missed classes as of section specify the date on which and prior to which missed class activity will be reflected in the report for example based on the report configuration shown above the report would show every Student who had missed two or more classes on or before 3 30 2006 5 If you have changed the settings for this report and wish to save them as the default report configuration click Set As Default button 6 Click Print Preview to preview the report on your screen before sending it to the printer OR 7 Click 3 Print to print the report without previewing it ProSchool The Next Generation
369. rt Sorting Options window Report Sorting Options Select the fields to sort by and then click OF P Sort B Then B f Ascending C Descending f Ascending f Ascending f Descending cir Descending cir 2 Click on the down arrow in the Sort By section and choose the type of data you want ProSchool to use in its first level sort Note The Sort By Then By Then By options are context sensitive so they vary among reports However all three sort levels will contain the same options within a given report 3 Indicate the sort order you want ProSchool to use for the selected field data by selecting either Ascending lowest to highest A to Z or Descending highest to lowest Z to A Hint To clear the criteria selected in any sort level section click the appropriate Clr button 4 To tighten the specificity of your report click on the down arrow in the middle Then By section and choose the type of data you want ProSchool to use in its second level sort Indicate the sort order desired Ascending or Descending 5 To tighten the specificity of your report further click on the down arrow in the right Then By section and choose the type of data you want ProSchool to use in its third level sort Indicate the sort order desired AScending or Descending For example let s say you want to print a Class Roll Sheet report sorted as follows e first by teacher name in ascending order first to last alphabetically
370. ry in the Port field If you do change the port value make sure you also change the value in the Local Port Number field that appears in the PCCharge Advanced Configuration Setup window They must be the same value in order for PCCharge to work PCCharge Payment Server TCP IP Setup Hostname freethyte 1 IP Addi 0 0 0 0 Fort 31419 Timeout 190 seconds default 31415 TCPIP Communications Local Port Number 71419 i 3g ProSchool defaults the value in the Timeout field to 90 seconds which should be sufficient However if you run into problems with slow connections or server overload payments take a long time to process you may have to raise this value However please note that payments should normally be processed fairly rapidly and the need to raise the timeout value higher is usually indicative of a problem elsewhere 4 Note that ProSchool only supports the VeriFone 1000 series pinpad If you need a different cable than provided with your VeriFone pinpad unit it would be supplied through your merchant account provider ProSchool The Next Generation of School and Class Management Software Configuring ProSchool to Your School continued 51 The PinPad Setup configures your PinPad device for proper communication with the computer on which you have ProSchool installed Use the default values to begin with as they will apply to the majority of configurations You can test your PinPad function easil
371. s e Inactive if you want the report mailing labels to include only inactive Clients those who do not currently have at least one Student enrolled in at least one class e Both the default if you want the report mailing labels to show all Clients whether or not the Client currently has any Students enrolled in any classes 4 In the Select enrollment criteria section you can configure enrollment criteria to filter your report s results if you don t wish to filter report results based on class enrollment criteria skip to the next step To select a specific class or subset of classes for use in determining which Clients appear on the report select Specific then select Choose to open the Search for a Class window where you can select a class 5 Click Print Preview to preview the report on your screen before sending it to the printer OR 6 Click Pririt to print the report without previewing it ProSchool The Next Generation of School and Class Management Software 345 Generating OTHER REFERRAL SUMMARY Reports in o Generates a list of referrals occurring within a specified 12 month period based on specific criteria This is a useful tool for tracking referrals and cultivating referral sources ProSchool 1 In the Available Reports section select Other Referral Summary continyed Available Reports Report Options m Classes Codes to exclude h E Financial Select a year 2006 H
372. s continued 5c You can search by scrolling down through the list of names or by selecting from among the search criteria in the Search by pull down menu they typing the appropriate information in the Search for field As you do all Student names matching your criteria will appear in the lower section 5d Select the Student you wish to add to the previously selected class Then click wy OK to open the Class Availability for Free Classes OR Class Availability for Make up Classes window determined by which option you originally chose z m aah ta Fi mr Christs Eq Holey Haiam F Tone he Beh ets frs Hayley Hythen ia Schedule Wullui use for Entelled Clases March 20 Cass Codi Mates Sun n iue wrd thus Fri Sab EA j i 5 fi 7 rr q im T aj aj rn Soma S lags Filer piers T T F a Teatini bookable 5 B Se Ao Te Powe bg 29 2i oe BS i 15 a am PP Sa 7 3 oe ii t s rs ane Teacher Manager z 3 C irg w Ome T Fut Class Liri Code Hares Type E Cun Nel al Free Mla Daa Level Locate Tuition Trachet Manag ical Tare Ta HLS p Tis Arr Fi Pi Lid HETE Fil i I E ACALE rer arag LM ALRI id 1 0 p a MTT ADN l ALE AC ACP mT ml aLHL Boos do La F ALR 1a e F g DMT AD 1 A AL ALF EUD F SCALES Coots fon L af ACR ig 5 p p D ATWTh BEG 1 ALES AC ALF 5 MPM Selaci a Glace hon Bh ki sbren toba rdrplaper on the calara E i
373. s Drop Reasons Cities Skill Levels Skill Status Skill Groups Select a Skill Level Level 4 EER el AONO Forward Stride Circle overgrip BARS Single Leg Cut Forward BARS Sole Circle Dismount 41 Chill Gren BE ARA ELile Fl This Skill group consists of several individual skills that are unique to this Skill level To further illustrate this let s look at the Skill group for the bars again but for Beginning Level 1 Students Class Types Class Levels Locations Tuition Hourly By Student Fates Teachers Managers Biling Categories Departments Label Definitions Referrals Drop Reasons Cities Skill Levels Skill Status Skill Groups Select a Skill Level Level aj Skill Group so Skill Description ES kull L rOLp BAR 5 5 kills Forward Aall to L Hang Overhand Pull Up Two In A Aow Pullover to Front Upport Legs Together Sole Circle Drill on Floor Bar to 8 Three Cast Push Away to Stick i Chil Granne BEAR fCbille Fl This Skill group Level 1 also consists of several individual skills but note they are different than those for Level 3 ProSchool The Next Generation of School and Class Management Software Setting Up Basic Codes continued 81 Your school may be structured differently but the key concept is to think first in terms of Skill levels then in terms of the skills that are unique to that level Skill groups I MM The fin
374. s If the per Student option is selected NO multi class situation would exist because each Student is only enrolled in one class each i e the class count 1 Conversely if the per Student option is not selected a multi class situation would exist because each Student s class is included in the total class count i e the class count 2 therefore a multi class condition exists and the discount applies If you check the Per Class checkbox discounts are applied to each class skipping the highest price class If the Per Class checkbox is not checked discounts are applied to the total of all classes 7 If you want to include in the class count any similar classes those using the same tuition rate code select Include similar classes 8 If you want to include in the class count any zero tuition classes taken by this Client s Students select Include classes with zero tuition amounts 9 You can disable this discount while keeping the settings you ve configured by simply deselecting the Enable multi class discounts for monthly session weekly tuitions i To configure Volume Discounts using the Sibling option 1 Select the Sibling tab to open the Sibling panel Discount Rates Per Sibling and o ad o h 5 00 Ath 8 00 M Enable sibling discounts Calculate Discount Using f Dollars C Percentage I Appl discount per student Sibling order is determined by Sort
375. s Enrolled Mame P Alison Kohne l Age Date Reg Start Date Sex Home Phone Phone Client ID Address 10371372003 10 28 2004 F 916 984 3788 Cell 10814 100 Bloornt p Marsa Lee o 1 26 2004 9 25 2004 Fo S30 676 7616 Cell 11503 2279 Summ sara Carrillo 11 17291998 9 29 2004 F 916 638 34 Cell 10049 10831 Dun p Savannah Dunn q2 10 8 2002 11 4 2004 Fo 530 676 0659 Cell 10623 3194 Wesh In the example above we dragged the right border of the Name column to the left to narrow it dragging to the right would widen it The result gave us more room in the window which will be useful if we want to widen other columns or make room for an additional column to be displayed Enrollment Information Students Enrolled E Hame Age Date Reg Start Date Sex Home Phone Phone Client ID Address PE Alison Kohne 10 371372003 102672004 F M916 984 3788 Cell 10814 100 Bloomfield F Marisa Lee o 1 26 2004 97 29 2004 F 530 676 7616 Cell 11503 9 2279 Summer D E Sara Carrillo q1 17291998 92972004 F 8516 638 4134 Cell 10049 10831 Dunbar E Savannah Dunn q2 10872002 1174 2004 F 530 676 0659 Cell 10623 3194 Western C Hint Note that you always drag the right border of the column you wish to resize not the left This feature is useful in situations where you have your monitor set to a lesser resolution i e 800 X 600 and don t want to resize your monitor to a higher resolution i e 1 024 X 768
376. s previously determined and configured by you It is important to note that the current login always determines the security level For this reason it is important that each user s password be known only to them and the manager or suitable other principal By the same token it is also very important that when a manager or other individual with higher security clearance gives permission by entering their login they remember to have the lesser user log back in after the secure task has been completed Otherwise security is compromised and a great deal of damage intentional or not can be done to your school s records ProSchool s security features are user centric meaning they are referenced to a specific user therefore to use the security features you must define users This section will begin by showing you how to add and delete users then we ll move to configuring varying levels of security by user ProSchool The Next Generation of School and Class Management Software 54 ProSchool Configuring ProSchool to Your School continued S ENABLING PROSCHOOL S SECURITY FEATURES To use ProSchool s security features they must first be activated f To enable the security profiles 1 In the Configuration window Click the upper Security tab or use keyboard shortcut ALT U to switch to the Security panel 2 Check the Enable security features check box that appears immediately belo
377. s process effectively moves your existing Client Student and class rolls into ProSchool In ProSchool Students can be enrolled in classes in one of two ways e from the Family Information window e from the Class Information window This makes the program more convenient to operate there is no difference in functionality between the two methods Ci To enroll Students from within the Family Information window 1 Click Tasks the Tasks button on the left to reveal the task menu buttons 2 Click the Family menu button to open the Family panel 3 Select the Family for whom you wish to enroll Students or click PP to bring up the Search for a Client window 4 Once your client is selected select the Student s name from the Student Information section upper right hand corner of the window ProSchool The Next Generation of School and Class Management Software 164 ProSchool Enrolling Students and Making Enrollment Changes continued 5 Move below to the Enrollment Information window and click OF to open the Choose A Class For window Sis Choose a class For Ronnie Abbott o Enter search criteria to help choose a class Code Type Name Location Level Teacher Manager Tuition Daye Offered Required Gender Show Classes C Male Coed Female f Ary Sun Mon Tue Wed amp Inclusive Thu Fi Sat Exclusive fe Ary C Current Futur
378. s product supports multi user LAN systems ProSchool The Next Generation of School and Class Management Software 10 ProSchool Beginnings continued Mi IF QUESTIONS OR PROBLEMS ARISE The ProSchool software and its extensive help screens have been designed to be as user friendly as possible They should always be your first resort when a question or problem arises So if you have a question or problem please consult your online help or this manual first We have found that over 98 percent of our technical support calls are unnecessary because the problems could easily have been answered by consulting the online help or reading the manual first You can also send us e mail about your question or problem at techsupp aegroup com For technical support by phone we are normally available Monday through Friday from 9 00 a m to 5 00 p m Pacific Standard time If you cannot find the answer in the online help or in this manual call us at 916 852 2900 and we will be happy to help you solve your software related problem If yours is a hardware related problem however please consult your dealer We are not equipped to handle general how do I get Windows running type questions ed PROSCHOOL S UNDOCUMENTED DATABASE MAINTENANCE TOOLS ProSchool s powerful database comes with a few tools used to diagnose and regenerate the database elements in the unlikely event they become corrupted Note that these tools
379. s provider and settles the credit card transactions When done the following confirmation appears a Pile ES ai 5 Credit card settlement successtul Fost Payments e n i Payments were posted successfully ProSchool The Next Generation of School and Class Management Software Generating Reports In ProSchool continued 335 MM FINANCIAL SALES TAX SUMMARY e Generates a report of all taxable sales within a specified date range This report will save you time when dealing with the State on sales tax related issues 1 In the Available Reports section select Financial Sales Tax Summary Available Reports Report Options ai Llasses Date range for payments Be Financial a Account Charge Summary start 3 n Account Payment Summary 03 01 2006 o i 4ged Account Balance 3 ae Category Summary End a Client Statements 03 3 72006 E l e Gross Income Summary hes Income by Category vee Income by Department Sort oe lncome Elling Summary ot Payment Receipts Log dak 2 les Tax 5 ummary Ay Other Hy PCCharge 2 Select the start and end dates for the report by entering them in the Date range for payments field 3 To sort the report results to a greater degree of specificity click Sort to open the Report Sorting Options window Select the appropriate criteria and click OK to return to the Print Reports window or click Cancel to return and discard any c
380. selected Clients or by selected classes in e active Clients inactive Clients or both Proschool e reprint statements for a specified Client only e print borders around text blocks e print account charge payment activity continued l Pere e print statements for e mail Clients e balance period All Current 31 61 91 121 e balance threshold any amount or only accounts with balances meeting certain criteria e category any or specific e dates any or specific date range e print labels for all Clients who fit report criteria e select memo to be printed at bottom of statement editable e process e mail statements e Gross Income Summary Generates an income summary report based on payments posted within a specified date range This report is a useful for period ending analysis monthly quarterly etc No Options e Income by Category Itemized income by a specific category or all categories during a specific date range defined by the date on which payment was received Options e show totals only e Income by Department Itemized income by a specific department or all departments during a specific date range defined by the date on which payment was received Options e show totals only e Income Billing Summary Generates a 12 month income summary report based on billings and actual payments received beginning with a specified date month year A useful tool for analyzing your r
381. ses matching selection W Load all recorda allows sorting while not grouped but can slow display Teacher i Max Curr Wait Days Free Mkup Location Tuition Manager Start Time Duration Sex Time Sort Min Type BOYS TEAM Type CHEERLEADI Type FUT STAR Type GIRLS TEAM Type HOME SCHOO Type KINDER Type KINDER II Type KINDER III pE Type MINI Type RED l Type TODDLER Type TUMBLING Type WHITE Note the diagram at the top of the illustration it gives you a visual representation of the way you have chosen to group or nest your different column headings This is illustrated best by expanding all levels of our grouping scheme Classes matching selection IM Load all recorde allows sorting while not grouped but can slow display Level Teacher E Code Hame Max Curr Wait Days Free Mkup Location Tuition Manager Start Time Duration Sex Time Sort M Type ACRO o 2l Level ADY D Teacher AC i AAS Teamen OT M A M N O AS AP Eoma Me TE BPM a ACRLE SportsAcro Lvi6 10 1 O MTTh O of fale ACP x00PM 115 C _ 5 00PM_ E ACRL SpotsAcro Lvi7 10 8 OMTTh O ofl fal ACP SOOPM 175 C _ 5 00PM_ ACRPRE Spots Acro PreT 10 a oltin ol oi PRE ACP 4 00PM es C amp 00FM_ Level BEG a Teacher AC acris SporsAcro Lev 10 s O MTwTh o oi feies ACP 5 00PM jis
382. showing in the Account Ledger panel p f To enter a tuition charge for a single family 1 Open the Account Ledger panel and select the Client for whom you want to enter a prorated tuition charge as described previously 2 Click JA to open the Tuition Calculation window Tuition Calculation Tuition Calculation as Select a category for this tuition charge and select which type of tuition you wart from the list below Check the Prorate Tuition checkbox if you want to prorate the tuition Date Category Mema 09 18 2006 SEF TUITION al Prorated for starting mid month M Apply any account credit to new charges Select which tution type war f Monthly 24 00 By Student 0 00 C Session 0 00 Hourly 0 00 Weekly 0 00 Prorated Tuition Amount 42 00 approximation only W Prorate Tuition Fixed Proration Percentage Total Classes in Billing Period 4 Epela PETEERE 50 00 H of Classes to Prorate for 2 Set As Default M Cancel 3 Select the date category SEP TUITION and enter a memo if you wish 4 To apply any existing account credit this Client may have as payment toward this tuition charge select Apply any account credit to new charges ProSchool The Next Generation of School and Class Management Software 240 ProSchool Entering and Prorating Tuition Charges for a Single Family continued 5 If you are prorating this tuition charge you can se
383. shown in the previous section Account Credits If you chose a partial refund a credit account balance will still be reflected on this Client s account To zero out the credit balance you can enter a charge with an amount equal to the In remaining credit balance This might be the case for example if there is a final charge that ProSchool hasn t been entered yet and you hold back an amount of money from the Client s refund in anticipation of satisfying that final charge continued ProSchool The Next Generation of School and Class Management Software 250 ProSchool Entering Payments In ProSchool MM UNDERSTANDING HOW PROSCHOOL APPLIES PAYMENTS In ProSchool payments are typically attached to specific charges In other words when a payment is entered ProSchool applies that payment either in part or in full to specific charges that you previously entered For example let s say the Smiths the Client have their daughter Christine the Student enrolled in your school During the month of March the month for which you are entering charges Christine purchased a leotard from the Pro Shop In addition Mr and Mrs Smith used your school s club room facility for Nathaniel s birthday party The charges you would apply to the Smith s account for the month of March would be as follows e March tuition 165 00 e Pro Shop leotard purchase 41 00 e Birthday Party 50 00 After those charges have
384. ss 9a To sort the names in the list into a different order before printing or exporting the list click BZH to open the Report Sorting Options window Report Sorting Options Select the fields to sort by and then click OF YY Sort B Then E f Ascending C Descending f Ascending Descending f Ascending Descending _Llt You can sort the list of names by up to three separate criteria 9b To define the first sort criterion use the drop down menu in the Sort By section to select it and select Ascending or Descending order for example if you want to sort by name you can select Ascending Order which delivers results from A to Z or Descending Order which sorts results from Z to A If you wish to define additional sort criteria you can do so in the second middle and third right Then by sections If you wish to clear existing criteria in any of the three sections click Ch to do so Note that the headings of the three sort criteria fields are labeled in sequential fashion which is the hierarchy in which ProSchool conducts the sorting process In other words ProSchool first sorts the list of names in the Print Labels window based on the sort criteria you defined in the in the Sort By section then by the criteria if any you defined in the first Then by section and lastly by the criteria if any you defined in the second Then by section ProSchool The Next Generation of Schoo
385. ssing Compan Merchant Number bas 5A 59999999991 1 continued EG Settlement Type User H f f Auto Settle Terminal Manual Settle PCCharge Payment Server TCP IP Setup Hostname landru aegroup com IF Addr 0 0 0 Fort 31419 Timeout fao seconds default 31419 Custom comment to print at bottom of receipt PinPad Setup COM Fort com aj Test PinPad Baud Rat i Data Bit 300 2400 7 e 600 C 4800 Stop Bit f 1200 9600 a SYSUSER 98 6 1999 9 30 40p Updated by SY SUSER 47 2005 11 03 43 Browsing Record 1 of 1 Note the text in green in the above screenshot depict values that are unique to a specific computer they may not match what appear in this window on your computer There are four sections to this tabbed panel ProSchool The Next Generation of School and Class Management Software 46 ProSchool Configuring ProSchool to Your School continued First we ll focus on the PCCharge Merchant Account Configuration section PCCharge Merchant Account Configuration W Enable PCCharge credit card processing Credit Card Processing Compan Vital VISA User gt Merchant Number 39999999991 1 Settlement Type C Auto Settle f Manual Settle f Terminal 2a Enable ProSchool s electronic payment capabilities by clicking the Enable PCCharge processing check box 2b In the Credit Card Processing Compa
386. t ProSchool The Next Generation of School and Class Management Software 246 ProSchool Refund ng At this point there are three places in the Account Ledger panel where this is indicated Cha rges In the top right hand corner as an account credit in ProSchool 1 14 00 Account Led 84 00 continued 4 0783 Adi Balance 30 00 In the Charges section the charge that was refunded will now show that it is unpaid Charges Show e AllCharges C Unpaid Charges Charge Date Category Mema Charged Paid _ f 2 25 2005 MAR TUITION Automatic tuition charge tar March 184 00 154 00 OS 7 28 2006 JUL TUITION Automatic tuition change 94 00 0 00 le 9 4 2006 AUG TUITION Automatic tuition charge 04 00 0 00 4 Anes ADO TIT TATA tAn In the Payments section the refund is now itemized as a refund Payments Show w All Payments f Payments on Charge Payment Date Type Check Memo Amount amp 2 21 2005 Cash le 0 62 h 3 4 2005 ATM ps 184 00 9 14 2006 Cash 2214 163 00 17672007 Check G 1 2007 ProSchool The Next Generation of School and Class Management Software 247 Refundi ng 4 To apply this credit toward a specific charge you simply select the charge as you normally Char ges would described in the next section entitled Entering Payments In ProSchool and click in Se to open the Enter Payment window ProSchool Payment Entry gine P re Payments
387. t for the existing charge The Account Balance option is used when you are basing your new charge on the Client s account balance The only criteria you would need to establish would be a dollar amount range This does not take into account any remaining credit the Client may have The Adj Account Balance option is similar to the above option except that the balance is adjusted to reflect any credits the Client has in their favor which would result in a lower balance all other things being equal As above the only criteria you would need to establish would be a dollar amount range ProSchool The Next Generation of School and Class Management Software Dah Entering Charges in ProSchool continued These various criteria fields are configured as follows remember not all fields are used for all of the three options in the Choose billing category options section e Category select the billing category you want ProSchool to examine in arriving at this determination e Start End Select the time frame you want ProSchool to use in making the determination e Field click on the down arrow and select the type of data you want ProSchool to use from the above specified billing category as a determining factor Amount Paid Balance Credits Tax e Comparison select the mathematical sign operator that represents the type of comparison you want ProSchool to make against the
388. t Software 2 2 ProSchool Using ProSchool s Resource Planner continued The default banding colors are configured to display as follows DISPLAY START TIME DISPLAY END TIME 4d Set the individual band size height in pixels Time Interval Size parameter Note that this choice impacts the degree to which you ll be able to view any notes you ve entered in a given planner item For example the screenshot immediately below left shows the planner item as it would appear with the default height of 20 pixels while the screen shot below on the right shows the same calendar item as it would appear with the height set to 80 pixels These are the notes you enter about this schedule them The trade off is obvious a greater screen height displays more detail on individual planner entries but the window will display far fewer segments i e less of the day at a time which necessitates more scrolling on your part to move through the day ProSchool The Next Generation of School and Class Management Software 273 USI ng However bear in mind that if you use a lesser height value such as the 20 pixels default ProSchool s height you can still easily access an entry s data simply by clicking on it once to open the Enter Planner Item window Resource P anner Edit Planner kerri Edit Planner Item 7 Enter information about the planner tem and then click OK continued Caption M
389. t shirt Ha 2005 medical release updated H4 Note this important distinction The Custom flags are defined in this Configuration Custom Flags window bus arrvl time rec d team t shirt 2005 medical release updated etc as shown above BUT the data is actually entered in the Custom Flags section of the Student Information window using the check box date and data fields Custom Flags bus arrival time rec d team t shirt 2005 medical release updated The Student window including the above Custom Flags section is discussed in detail below in the chapter Building Your School in ProSchool It appears here only to show the relationship between the Configuration Custom Flags where the flags are defined and the Students Custom Flags section where the Student specific data is actually entered Hint You can return to the Configuration window at any time to update or correct data Just remember to save your changes ProSchool The Next Generation of School and Class Management Software 40 ProSchool Confi gu ri ng Hint If you want to change the date and or time double click on either the date or time at the bottom right of the main ProSchool window ProSchool to Monday June 20 2005 1 26 04 pm 4 Your School This opens the Windows Date Time Properties window Date Time Properties continued Date amp Time Time Zone 2 3 5 6 7
390. tained E amings Equity 3000 Opening Bal Equity Equity 1300 TUITION Income 1310 ACRO REC Income 1311 ACRO TEAM Income 1320 BOYS REC Income Income e1321 BOYS TEAM It is from this listing that you will choose your Primary Income Account simply click on it to select it When you do your choice will appear in the appropriate field in the QuickBooks Setup panel Primary income account usually pour checking account li 010 Capital City Bank In similar fashion you will configure the remaining three fields ProSchool The Next Generation of School and Class Management Software 119 120 ProSchool Configuring QuickBooks and ProSchool for Seamless Integration continued 8 Click Lookup lin the Account for holding Client credit amounts section The ProSchool QuickBooks Account List opens a QuickBooks Account List ee A10 Water Expense 6550 Office Supplies Expense E560 Payroll Expenses E spense E630 Professional Development E spense El E20 Tares E spense 6830 Federal Expense bo40 gt Local Expense bani Property Expense E860 State Expense rog Otherlncome TOO Interest Income Dtherlncome fOSO Other Income Othe ncome 8010 Other Expenses OtherE xpense Click on the account you want to use The account selected in this example is Client credit on account an account that was added manually to the List of Accounts Th
391. tal your Student counts using any of the six categories Type Location Level Teacher Manager or Tuition select your choice in the Subtotal by window the subtotals will then appear in the Active students by subtotal section Count Students Select the critena to count students rf i Choose Classes i All Classes C Specific Choose Active Students 1 1 65 Level Teacher Manager Tuition Print Active students by subtotal Type Description tive Studen ts Acta J7 _ BLUE Advanced 20 BOYS TEAM Boys Team ap la CHEERLEAL Cheerleading q F FUT STAR Boy s Future Stars 70 GIRLS TEAM Girls Team HOME SCHE Home School E4 KINDER I Beg 4 5 year Olds E KINDER I Int 4 5 Year Olds 18 KINDER II Adv 3 6 ear Olds Note that the number of active students 1 165 in the above example can be less than the total of students in the Active Students column which is quite long in this example given the size of the scroll bar This is because the Active Students column reflects the subtotals for each class type which often includes the same Student taking multiple classes 6 To print the results click the Print button ProSchool The Next Generation of School and Class Management Software 204 ProSchool Using ProSchool s Enrollment Utilities continued I TAKING ENROLLMENT SNAPSHOTS ProSchool offers you a way to record a profile or snapshot of your scho
392. tatue Log Loading archive content ProSchool The Next Generation of School and Class Management Software 354 ProSchool Backing Up and Restoring Your ProSchool Databases continued 1 Click on the Utilities pull down menu at the top of the ProSchool window and select Backup Restore the following warning appears Network Warning AN IF you are running on 4 network please make sure all other users are NOT running ProSchool before proceeding Cancel Click OK to proceed or Cancel to cancel the backup The Backup Restore window opens Backup Restore Archive C ProSchoKDATASET ProSchool 3 Backup PS Browse Time elapsed Bese Time remaning Abort Files processed Messages Progress Statue Log 2 To restore a previous backup first enter the location and name of the backup file in the Archive field for floppies the directory is usually a Note that the name and location of the most recent backup will appear in the Archive field ProSchool The Next Generation of School and Class Management Software 355 Backin g U p If you want to back up a different backup file than the one shown click the Browse button to and open the Select a ProSchool Backup File window Restoring Your ProSchool Databases cane S D ECan ia 0 Audio CL F Removable Disk G File name Fros chool 3 Backup FSB Files o
393. ter corresponds to the user accounts set up in ProSchool PCCharge User 1 is defined by default Unless additional user licenses have been to purchased to allow for more than one computer processing credit cards this should be left at Your A School 2e Select the applicable Merchant Type according to the instructions provided to you by your merchant account provider If you are a Host merchant then select the appropriate Settlement Type Auto Settle or Manual Settle If you select Terminal for your Merchant Type the Settlement Type box is grayed out and automatically defaults to Manual Settle continued PCCharge is pre configured for use with many of the most popular merchant payment processing service providers as shown in the matrix below i pa Code Host Terminal Dial TCP IP Credit Card Processor Modem Internet Alliance Data Systems Inc ADSI x xX Amencan Express AMEX x X Buypass Inc BFAS x X X CardSystems ffoomeny Mavenck MVRE x X X Processing Systems Concord EFS CCRD x x x ECHO aka Alectronic Clearing ECHO x x House FOMS Nashville Envoy FOCH x x X FOMS North CardNet forneriy CES x x x Card Establishment Services FORMS Omaha FOR FDC x x X FOMS South NaBanco NE x x X Fifth Third Bank St Pete BPS if if X First Hawaiiar FHAW x X First Horizon ormen First FTMS x xX X Tennessee Merchant Senices Global Payments Central MAPP x X formerly MAPP Global Payments East Hermer NOC x X X Navona D
394. th at will to arrange the columnar data to suit your needs 2 To view class details click immediately to the left of the class type to expand it L SSES Classes matching selection I Load all recorde allows sorting while not grouped but can show display Type o El E Code v Name Max Curr Wait Days Free Level Mkup Location Tuition Teacher Manager Start Time Duratior Type BOYS TEAM TMPPE Pre Team fo s OTF opm oi menja TMP vares 115 mao feasan oj e o oea oje mjo e mre feere oj a o oea oje mejo e oo me levels ooj e o omea oje TMB AOI me M5 Levels o e o ofre o s pao TMP Ma levela Mo ome o2 Ta ao TMP Type CHEERLEADI Type FUT STAR Type GIRLS TEAM Type HOME SCHOO 4 F 7 E 1 a J k 1 4 7 To collapse the expanded line click Ej 3 To ungroup the fields by the column heading you selected continuing with the above example right click on the Type box to open the pop up column menu Type Sort Code T Wie Group By This Field Type BOYS Ungroup By This Field Hun Expand All THL910 Collapse All TML7S THLE Remove This Column TMLS Column Selector THL4 ali F t ge ot me Type FUT Type GIRL Best Fit all Columns l Tone HOKE SCHON ProSchool The Next Generation of School and Class Management Software Building Your ProSchool Database continued 161 Click on Ungroup By
395. that at the blinking cursor Type in hostname as shown above lowercase no space and type the ENTER key The computer will return your name EA CHWINDOWS system32 CMD exe Microsoft Windows 2068 Version 5 00 2195 KC Copyright 19785 2660 Microsoft Corp C Documents and Settings john gt hostname Freeflyte 1 CG 5 Documents and Settings john gt ProSchool The Next Generation of School and Class Management Software ProSchool Confi gu ri ng In the example above the computer s name is freeflyte 1 That is the name you enter into the Hostname field ProSchool to PCCharge Payment Server TCP IP Setup Your Hostname lreefyte School Pad 0 0 0 0 Port 31419 Timeout jo seconds default 31413 continued Note In the vast majority of configurations it is only necessary to enter the Hostname as described in the above steps the IP Add field can be left at the default value of 0 0 0 0 This is because many LANs use dynamically assigned IP addresses and do not require that you specify an IP address in the IP Add field If however you run into problems with the TCP IP setup described above please contact Auburn Electronics Technical Support at the number inside the front cover of this manual 3f For payment processing ProSchool defaults to your computer s port 31419 This should work for most situations but you can enter an alternative port address should that become necessa
396. the X or fa in the upper right hand corner ProSchool The Next Generation of School and Class Management Software Building Your ProSchool Database continued 149 m MODIFYING EXISTING FAMILIES IN YOUR PROSCHOOL DATABASE Modifying Family records is also accomplished in the Family Information window ProSchool s Family search tool makes it easy to find existing Families based on any of the data fields that appear in the Family Information window C5 To modify Family records 1 If you are not currently in the Family Information window click Tasks then open the Family Information window shown in the previous section a few pages back 2 ProSchool offers you two ways to search for the Family you want to modify represented by the search and find panel at the top left of the Family Information window v uP Sap Here are your options and how they work SEARCH OPTION Click G magnifying glass to open the context sensitive Search for a Client window Search For a Client Rob amp Jennifer gl 103320 Linda amp Torn Adams 916 366 6857 g 11930 ula And Tory Adderinsk 916 967 2201 x Cancel Enter your search criterion in the Search by field and the Family s last name in the Search for field partial or full spelling As you enter the characters of the name the name listings in the pane immediately below will scroll in response to your input Hint If you wish to chan
397. the above guidelines 6 Enter the appropriate Student values in the More than and Less than or equal fields and the appropriate By Student rates in the Rate fields If you use up all the tiers on the first page remember you can keep going with this tiered rate scheme up to a maximum of 30 rate levels by continuing to the tabbed Page 1 Page 2 and Page 3 sections Just remember to enter an exceedingly high end value for quantity of Students such as 9 999 above in your final rate tier 7 Remember to click to save your new code when you are done Multiple Hourly and By Student rates can easily be accommodated For example if you want to create additional rates using the same hours or of Students enrolled stats More than Less than or equal but want to change the hourly rate that can easily be done Just repeat the above instructions as appropriate until you have all the Hourly and By Student rates you need Hint Give careful consideration to the codes you assign so they can be easily identified at a glance For example for an Hourly rate of 40 that breaks at every five additional hours of class time you might use a code such as H405 Or for a By Student rate of 40 that breaks at every additional Student enrolled as in the other scenario above you might use a code such as S401 ProSchool The Next Generation of School and Class Management Software
398. the report on your screen before sending it to the printer OR 13 Click Print to print the report without previewing it ProSchool The Next Generation of School and Class Management Software Generating Reports In ProSchool continued 329 I FINANCIAL GROSS INCOME SUMMARY e Generates an income summary report based on payments posted within a specified date range This report is a useful for period ending analysis monthly quarterly etc 1 In the Available Reports section select Financial Gross Income Summary Available Reports Report Options af Llasses Date range for posted payments A Financial a Account Charge Summary start End ini Account Payment Summary 03 01 r 2006 E 03 31 r 2006 E Aged Account Balance oo Category Summary a Client Statements Gao Gross Income Summary Income by Category Income by Department a Income Billing Summary Payment Receipts Log sa Sales Tax Summary eH Uther Af PCCharge COME 2 Select the start and end dates for the report by entering them in the Date range for posted payments field 3 Click PERENE to preview the report on your screen before sending it to the printer OR 4 Click Print to print the report without previewing it ProSchool The Next Generation of School and Class Management Software 330 ProSchool Generating Reports In ProSchool continued I FINA
399. ther s first name the tag lt Father_First gt appears in the body of the email ProSchool The Next Generation of School and Class Management Software 297 ProSchool Using ProSchool s Email Utility continued It looks something like this Dear lt Father_First gt lt Father_Last gt We are in the process of updating our records and want to make sure we have your current address information on hand Our records currently show your mailing address as lt Address1 gt lt Address2 gt lt City gt lt State gt lt Zip gt lf this is NOT correct please contact us at your earliest convenience with the current address information If we do not hear from you in the next few weeks we will assume the address to be correct Thank you FreeFlyte Mat If you wish you can click Preview to see the actual data represented by this tag Dear Mike Satherlin We are in the process of updating our records and want to make sure we have your current address information on hand Our records currently show your mailing address as 6104 Chathoff Lane Citrus Heights CA 95621 lf this is NOT correct please contact us at your earliest convenience with the current address information If we do not hear from you in the next few weeks we will assume the address to be correct Thank you FreeFlyte Mat and then advance through the database to view every instance and how it will actuall
400. ting Options window The configuration of this window is discussed earlier in this section see Using the Sort Utility in ProSchool Reports Select the appropriate criteria and click OK to return to the Print Reports window or click Cancel to return and discard any changes made to the sort criteria whether new or modified 4 In the Active Status section select one of the following e Active if you want the report to include all Clients who currently have at least one Student enrolled in at least one class e Inactive if you want the report to include only inactive Clients those who do not currently have at least one Student enrolled in at least one class e Both the default if you want the report to show all Clients whether or not the Client currently has any Students enrolled in any classes 5 To sort the report results to a greater degree of specificity click Sort to open the Report Sorting Options window Select the appropriate criteria and click OK to return to the Print Reports window or click Cancel to return and discard any changes made to the sort criteria whether new or modified ProSchool The Next Generation of School and Class Management Software 342 ProSchool Generating Reports In ProSchool continued 6 In the Select enrollment criteria section you can configure enrollment criteria to filter your report s results if you don t wish to filter report results based on class e
401. ting records e Delete records Client Comments e Open the screen to view contents e Add new records e Edit existing records e Delete records Client Information e Open the screen to view contents e Add new records e Edit existing records e Delete records Code Definitions e Open the screen to view contents Configuration e Open the screen to view contents e Modify general information e Modify credit card setup Count Students e Open the screen to view contents Print report Database Maintenance e Check re gen indexes e Verify rebuild tables e Reinitialize database e Database Explorer e View active users Department Codes e Open the screen to view contents e Add new records e Edit existing records e Delete records e Merge records Drop Class Dialog e Don t create drop history record Drop Reason Codes e Open the screen to view contents e Add new records e Edit existing records e Delete records ProSchool The Next Generation of School and Class Management Software Configuring ProSchool to Your School continued EMail e Open the screen to view contents e Save email templates e Delete email templates e EMail client statements Enrollment Maintenance e View enrolled list e View waiting list e Add Student to class e Drop Student from class Transfer Student to another class Edit enrollment details Enrollment Snapshots Take enrollment snapshot e View enrollment snapshots e Delete
402. tion section of the Family Information window To indicate the next name meeting your search criteria click a or F3 on the keyboard ProSchool will let you know when it exhausts all the possibilities based on your search criteria The Find a Client window is discussed in greater detail in a following section see Using ProSchool s Context sensitive Search Function Searching for Families Using the Find A Family Function 3 Make the appropriate changes to the Client s data When you are done click to save your entry If you try to access another Family ProSchool automatically saves the changes you ve just entered However if you try to access another section of ProSchool such as accessing the Tasks menu the Confirm dialog box will appear asking you if you want to save your changes Unsaved Data Warning 2 This client has changes that hawe not been saved 4 ah Save the changes now Click Yes or No as appropriate or click Cancel to return to the Family Information window and enter other changes ProSchool The Next Generation of School and Class Management Software Building Your ProSchool Database continued 151 m USING PROSCHOOL S CLIENT COMMENTS UTILITY ProSchool s Comments utility enables you to add anything from simple notes to complex memoranda to Client records If you want to create detailed comments containing various text attributes bold italics underline color
403. tled Preparing to Configure ProSchool to Your School It explains the preparation necessary and data required to build a solid foundation for your ProSchool configuration Thank you for purchasing ProSchool We are confident you will find its power and flexibility a winner for meeting the organizational needs of your school ProSchool The Next Generation of School and Class Management Software Beginnings continued 2I E AN OVERVIEW OF KEY TERMS USED IN PROSCHOOL ProSchool s input hierarchy starts with the school configuration information on your school s identity Next you set up the various codes abbreviated designations that allow great flexibility in organizing your school s Client Student and class database In ProSchool codes are used to identify class types class levels tuition rates locations teachers hourly and by student rate scales teachers and managers referrals and drop reasons Some codes are required while others are optional It is for this reason that the codes are configured before the Clients Students and classes are entered After configuring your codes you are ready to enter your Clients the parent s or guardian responsible for the Student and tuition or fee payments In the case of adult Students the Client and Student would be the same Also note that active Clients are those with at least one Student enrolled in a class inactive Clients are those who do not have any S
404. to filter this report to include only those payments that occurred within a specific time frame 3 To print a summary only i e an abbreviated version of this report that does not include detail on individual payments select Show summary only 4 If you want this report to show greater detail by including a breakdown of the charges toward which each payment in the report was applied select Show the charges each payment was applied toward 5 To sort the report results to a greater degree of specificity click Sort to open the Report Sorting Options window Select the appropriate criteria and click OK to return to the Print Reports window or click Cancel to return and discard any changes made to the sort criteria whether new or modified 6 Click Print Prewiew to preview the report on your screen before sending it to the printer OR 7 Click Pririt to print the report without previewing it ProSchool The Next Generation of School and Class Management Software 334 ProSchool Generating Reports In ProSchool continued 8 After printing or after previewing the report in Print Preview ProSchool will attempt to post payments A confirmation dialog box will appear Post Payments If you are not PCCharge enabled skip to step 9 Otherwise click Yes and a second dialog box will appear clicking No aborts the process Post Payments If you click Yes ProSchool connects to your merchant service
405. ts can be filtered for a variety of results e EMail allows you to send e mails from within ProSchool to either a single Client a subset or all of them e Schedule allows you to view print teacher and class schedules ProSchool The Next Generation of School and Class Management Software Beginnings continued 31 m USING PROSCHOOL S INTELLIGENT DATE ENTRY aw POP UP CALENDAR In ProSchool numerous windows have date input fields such as this example from the Student Information window Birthdate f 0 23 1995 E Registered 027 re e000 m Quit These intelligent date entry fields accept both numeric and text input For example you can enter the date in formats such as 9 5 96 Sep 5 96 s 5 96 and so on ProSchool converts your input into the MM DD YYYY format as soon as you leave the date field by clicking on another field In addition you can use the following shortcuts e entering last or next returns the date for this day last week or this day next week Wy M e entering today yesterday or tomorrow returns today s yesterday s or tomorrow s date respectively e entering first second third or fourth returns the date for the first second third or fourth occurrence of the current calendar day for example if today is a Tuesday entering second returns the date for the second Tuesday of the current month To
406. ts in any of several ways For example you can factor in discounts for situations such as one Student enrolled in similar classes that is classes with the same tuition rate code e multiple Students from a single Family e lots of class hours one Family with either one or multiple Students enrolled e volume discounts monthly session weekly or sibling by percentage or dollars off What sets these different tuition and discount schemes apart aside from the obvious time frames is how they are discounted OPTION You can use Monthly Weekly or Session tuition codes configured so that a Student enrolled in similar classes other classes using the same tuition rate code will receive a discounted tuition rate OR OPTION You can use Hourly tuition rate codes to configure a tiered stepped rate schedule wherein the hourly rate discount for all classes taken is determined solely by the number of class hours that one or more Students from a single Family are enrolled in This sliding scale is entirely up to you OR OPTION You can use By Student tuition rate codes to configure a tiered rate schedule wherein the discount for all classes taken is determined solely by the number of Students from a single Family As with Hourly rates this sliding rate scale is determined precisely by you If you want to use the Hourly and By Student tuition schemes you will need to create additional codes establishing the rate s
407. tting Up ProSchool Departments and Billing Categories continued 113 6 If you find that you wish to combine the codes from two billing categories you have previously defined due to similarity or other reason select the two billing categories you wish to merge using the Merge this category and into this category pull down fields at the bottom of the panel then click l Merge to initiate the merge process This confirmation message will appear specifying exactly what you are about to merge Merge Warning F The process will merae BIRTHDAY PARTIES into FACILITY RENTAL Any charges that hawe been entered under 2 BIRTHDAY PARTIES will be changed to FACILITY RENTAL and Finally BIRTHDAY PARTIES will be deleted Are you sure you want to merge these categories together Consider your answer carefully you cannot undo this action Click Yes to complete the merge process or No to abort the merge process If you click Yes the merge will be completed At this point your departments and billing categories should be complete ProSchool The Next Generation of School and Class Management Software 114 ProSchool Configuring QuickBooks and ProSchool for Seamless Integration I UNDERSTANDING HOW QUICKBOOKS INTERFACES WITH PROSCHOOL ProSchool interfaces seamlessly with QuickBooks to make your bookkeeping tasks easy and efficient This saves a significant amount of time compared to doin
408. tudents currently enrolled in any classes Next the Students are entered anyone who attends and benefits from your school s instruction Now you re ready to enter the classes your school offers loosely defined as any lesson in which skills are taught and learned On the financial side first are charges any administrative bookkeeping or lesson related fee s charged to the Client Payments are any monies received from the Client to offset charges Each Client has their own account a complete and detailed record of all charges and fees entered payments made and the current balance If you use QuickBooks to manage your school finances as many ProSchool users do you will find that ProSchool s ability to link with QuickBooks will make your accounting tasks much easier than it would otherwise be Finally numerous reports are available to help you summarize pertinent information analyze statistics and trends track class rolls and generate labels of all types ProSchool The Next Generation of School and Class Management Software 28 ProSchool Beginnings E AN OVERVIEW OF m PULL DOWN MENUS ProSchool s main window features four pull down menus across the top and a vertical array of menu buttons along the left edge of the window continued p ProSchool v3 0 1 Main Billing Utilities Help va Family Planner Reporta 4 or Attendance EMail nap 4 Schedule ProScnool Techni
409. tus section select one of the following e Active if you want the report to include all Clients who currently have at least one Student enrolled in at least one class e Inactive if you want the report to include only inactive Clients those who do not currently have at least one Student enrolled in at least one class e Both the default if you want the report to show all Clients whether or not the Client currently has any Students enrolled in any classes 4 To print labels for all names matching your report criteria click Print Labels The Print Labels window will open showing you the names which meet the criteria and giving you the option of using the Student s or parent s Client name on the label 5 If you have changed the settings for this report and wish to save them as the default report configuration click Set As Default button ProSchool The Next Generation of School and Class Management Software 338 ProSchool Generating Reports In ProSchool continued 6 Click Print Preview to preview the report on your screen before sending it to the printer OR 7 Click lt 3 Print to print the report without previewing it 8 To permanently delete from your school s databases all Clients and their Students that appear on the report be careful this could mean active or inactive Students depending on how you configured your report click the x Delete Clients Matching This Criteria
410. u configure your school represented by four sections in the Configuration panel e General where your school s basic information is entered name address tax rate etc your school s logo e mail server info so you can send e mails from within ProSchool and custom flags known as Student Flags in the previous version of ProSchool and which are covered later in the Configuring Student Flags section e Preferences allows you to customize the look and feel of ProSchool to best suit you and save you time e Credit Cards If your school accepts credit card payments this section is where you configure ProSchool with your merchant account PinPad info payment server s TCP IP setting and receipt printer setup info e Security you can establish different access levels for different users so that the more sensitive information is only accessible to you or the employees you trust with it Before you begin configuring your school here s a helpful hint In most name fields ProSchool automatically capitalizes the first letter of each word entered ProSchool The Next Generation of School and Class Management Software 35 Configuring ProSchool to Your School continued MM DEFINE YOUR SCHOOL The first step is to define your school s identity by entering information about your school lt gt To configure your school s identity in ProSchool 1 Launch ProSchool if you haven
411. udents enrolled by the same Client if you choose not to discount a subsequent tier further use the same value you entered in the field for the previous tier if you choose not to discount registration fees for the second third fourth and fifth Students from the same Client use the same values as you did for the 1st field For example if your normal registration charge is 25 00 and you want to apply a sliding scale in which the charge for each successive Student would be discounted by 2 00 you would enter the following values Student Fates at 2500 and 2300 ad 21 00 h s300 Sth 17 00 9 To prevent duplicate charges from occurring select the Enable duplicate charge prevention option the Duplicate Charge Date Range section immediately below will activate become ungrayed Enter the appropriate Start and End dates typically for the current billing period 10 Select Perform Test Calculation to review the charge results before billing them to the appropriate Client accounts The configuration of this window is discussed earlier in this section see Performing Test Calculations for Automatic Tuition Charges ProSchool The Next Generation of School and Class Management Software 236 ProSchool 11 Click Start to begin the registration charge generation process for all Clients whose Entering Students meet the criteria you configured ProSchool confirms your intentions Ch
412. unctions or by double clicking on a class After you do either the Drop Reason dialog box will appear Reason For dropping class Choose 4 drop reason and enter any comments P Taking a break Drop Reason Comments aA Don t Create Drop Record 6e Select your drop reason as explained in a previous section and click y OK to complete the batch transfer process and record the selected drop reason for each of the Students transferred from this class or Don t Create Drop Record to complete the batch drop without recording a drop reason for the dropped Students 7 To view the waiting list for this class click k E described in previous sections 8 To view the enrolled list for this class click Ed described in previous sections 9 To place the selected Student on the waiting list for this class click described in previous sections 10 To place the Student on the enrolled list for this class click E described in previous sections ProSchool The Next Generation of School and Class Management Software ProSchool 184 Enrolling Students and Making Enrollment Changes continued Ml USING UTILITIES TO MAKE CLASS BATCH ENROLLMENT CHANGES ProSchool s Class Information panel also includes a set of three useful and powerful utilities designed to act on an entire set of classes This translates into a quick way to batch process a large number of classes
413. unt paid by you for the Product The limitations in this section shall apply whether or not the alleged breach or default is a breach of the fundamental condition or term or a fundamental breach Some states countries do not allow the exclusion or limitation of liability for consequential or incidental damages so the above limitation may not apply to you G General This license is the entire agreement between us supersede any other agreement or discussions oral or written and may not be changed except by a written signed agreement This license shall be governed by and construed in accordance with the laws of the State of California ProSchool The Next Generation of School and Class Management Software ProSchool Contents Software License Agreement 3 Beginnings 7 Document Conventions Used In This Manual 7 Hardware and Operating System Requirements For ProSchool 9 If Questions or Problems Arise 10 ProSchool s Undocumented Database Maintenance Tools 10 Getting ProSchool Loaded and Configured On Your Computer 11 Configuring Your Printer For ProSchool 25 Introduction 26 An Overview of Key Terms Used In ProSchool 27 An Overview of the Main Menu Buttons 30 Using ProSchool s Intelligent Date Entry and Pop up Calendar 31 Using Shortcut Keystrokes and Navigation Buttons 32 Preparing the Data You ll Need To Configure ProSchool 33 Configuring ProSch
414. urrent Liabi Other Current Liabi ProSchool The Next Generation of School and Class Management Software ME E Other Current Asset 0 00 0 00 E 0 00 0 00 121 122 ProSchool Configuring QuickBooks and ProSchool for Seamless Integration continued Click the Accounts button in the lower left hand corner to open the QuickBooks New Account window Type a help question Ask Ioj x Type H OK Cancel Next ACCOUNE is Inactive 7 Wew Account Accounts Receivable Other Current Asset Fixed Asset Other Asset Accounts Payable Credit Card Other Current Liability Long Term Liability Equity Income Cask of Goods Sold Expense Other Income Other Expense E pemg taane as of m I entering the correct opening balance and date Josyos 2006 E Remind me to order checks when I print check number Order Checks The window opens with the drop down menu open as shown above The type of account you choose from this menu determines what options appear in this menu For example to add the Client credit on account account select Other Income from the menu Type a help question Ask MEIE Number ok Bank Accounts Receivable Cancel Other Current Asset Fixed Asset Merck Other Asset Accounts Payable Account is Credit Card inactive Other Current Liability Long Term Liability Equity Ba Income Cast of Goods Sold Expense lt Other Inc
415. ut below shall continue in force even after any termination E Storage Media We warrant that the storage media in this Product will be free from defects and materials and workmanship for ninety 90 days from the date you acquired it If such a defect occurs return it to us and we will replace in for free This remedy is your exclusive remedy for breach of this warning It gives you certain rights and you may have other legislative rights which vary from jurisdiction to jurisdiction F Limitation of Warranties and Liability Except for the express warranty above the Product is provided on an AS IS basis without any other warranties or conditions express or implied including but not limited to warranties of merchantable quality merchantability or fitness for a particular purpose or those arising by law statute usage of trade or course of dealing The entire risk as to the results and performance of the Product is assumed by you Neither we nor our dealers or suppliers shall have any liability to you or any other person or entity for any indirect incidental special or consequential damages whatsoever including but not limited to loss of revenue or profit lost or damaged data or other commercial or economic loss even if we have been advised of the possibility of such damages or they are foreseeable or for claims by a third party Our maximum ageregate liability to you and that of our dealers and suppliers shall not exceed the amo
416. ut labels and can be a real time saver ProSchool s 27 different label designs make it possible that you ll find the label design you need right out of the box However you are not limited to these designs ProSchool allows you to modify the existing designs to suit your needs Then if you wish you can give your new label design a new label definition code which preserves the original style on which your modified design is based Note that ProSchool s label definitions establish a label s size and boundaries only The layout of the printed information within the label boundaries is a separate issue and is accomplished by using ProSchool s Label Setup Utility which is covered in the next section Si f To configure Label Definition codes for your school 1 From within the Code Definitions section click on the Label Definitions tab to open the Label Definitions panel Geo 250 208080 e Code Dafinitions Ent a Dag Aran Cie ATIS Sii Satis Fhian i Chet Teper amler Lem To Hoep Seer Ae eter Har biglio Carmim SEEEN V Laba a Lai Depe Feii H Dera Derom feces Hara Fags Pad E E i ir i WEE 1T hba Aai Leba Deen TET RaT hika ad abua aa dth mE Adk z r Jb Adim 3 7 m GIBI ddi l 8 eSEE 1m5 TIET dispi Ch ka cheesy Ehigpini TA 1T Deke Laba Sah Hepa TS e ae Teraa PPPA 5158 irie miik ater RN eke ge gt EI kisi 4 3 TE Adha 175 ag See Femeia
417. utstanding charges based on the billing categories you ve selected above will be processed for payment using the credit card on file for each of the Clients you ve set up for Auto Pay 2 Select the categories to include in this Auto Pay billing by checking them or click J l to select every billing category in the list they are all selected by default Conversely you can click None to deselect all categories 3 If you are unsure about this process and would like to review a list of all Clients who will be charged and the amount they will be charged click Print Auto Pay Preview to print one 4 Click of Start to initiate the Auto Pay processing ProSchool The Next Generation of School and Class Management Software Processing Drop No Pays and Auto Pays continued 287 ProSchool begins processing Auto Pays and indicates its progress via the Processing indicator Process Auto Pays Click Start to begin processing auto pays Name Ferdinand amp E ster Araza Barbra amp Alex Jacobson Cari amp Terp Peters Russ amp Chelsea Thorserwald Those clents that have been enabled for auto pay Will be processed by this task The credit card Information that is on file will be used and the current amount due based on the selected biling categories below will be changed to the credit card Select which billing categories to include when computing the amount due on the account APR T
418. vels Skill Status Skill Groups Class Types Class Levels Locations Tuitions Hourly By Student Rates Teachers Managers Biling Categories HourlyBy Student Rate Codes Code Desc i Rate Code Description IT1 Intensive Training H545 Home School 3 5 yrs Home School 6 yre Page 1 Page 2 Page 3 Intensive Training More than Less than or equal Rate 0 60 100 00 e 120 190 00 120 180 270 0 180 z240 340 00 OAPEEEEEEE 240 300 400 0 300 3999 450 0 oo oo o Er 0 0 zi hi oo i 0 0 Matching Ranges f Use Last f Use All In this scenario illustrated above the tuition rate is set up on an hourly basis at 100 per hour It is configured to discount the hourly fee by 5 for every additional hour of instruction then levels off no additional discount after 5 hours of instruction Note that in this example we have applied this discount inclusively by selecting Use Last in the Matching Ranges section immediately below the table so that the discount applies to all hours of instruction In other words this discount is not progressively applied full charge for the first hour 95 for the second hour 90 for the third hour etc This rate schedule would break down as follows e the first hour up to 60 minutes of instruction would be billed at 100 hour first rate tier resulting in a total charge of 100 no discount has been applied e 1 to 2 hours 61 to 120 minutes
419. view the report on your screen before sending it to the printer OR 12 Click Print to print the report without previewing it ProSchool The Next Generation of School and Class Management Software Generating Reports In ProSchool continued 343 MM OTHER CODES SUMMARY e Generates a report of all codes you have configured for your school A useful tool for periodic review of your school s codes 1 In the Available Reports section select Other Codes Summary Available Reports Report Options a Classes Select which type of codes to print Hf Financial ae Other Billing Categories Teachers Birthday Surnrniary Class Levels Managers 3 ni ae pad C Class Types Cities a Client Summary Locations C Departments aes Codes Summary 7 Mailing Labels i Referrals C Skill Levels ae Referal Summary C Drop Reasons Skill Status a Student Summary cd PCCharge Tuitions Skill Groups Hourly By Student Rates Ss 2 In the Select which type of codes to print section select a type of code Set 43 Default 3 If you have changed the settings for this report and wish to save them as the default report configuration click Set As Default button 4 Click Print Preview to preview the report on your screen before sending it to the printer OR 5 Click ga Print to print the report without previewing it ProSchool The Next Generation of School and Class Man
420. w ff AllChanges Unpaid Charges Charge Date Category Charged 32972004 APRIL TUITION Automatic tuition charge for April 172 00 1 72 00 ie drar eenid May TUITION Automatic tuition charge for May 1 72 00 172 00 31 2006 MAR TUITION 165 00 0 00 32 2006 BIRTHDAY PARTIES Nathaniel 50 00 0 00 PRO SHOP ir BONZO 3 6 2006 9 57 59 Updated by BONZO 3 6 2006 9 59 19a You can modify the view to display all charges or just unpaid charges depending on which option is selected There are several buttons along the bottom left of this section that initiate various charge related actions we ll cover them shortly The Payments bottom section details the Client s payment history Payments Show f All Payments Payments on Charge F Payment Date Type Check Check 1907 WS 174 00 CCard pi 172 00 Check 1991 pi 172 00 172 00 ee SYSUSER 5 6 2004 5 24 31 p Updated by SYSUSER 5 6 2004 6 24 31p You can modify the view of this section to display all payments or just payments on charge As with the Charges section this section contains several buttons along the bottom left They initiate various payment related actions we ll cover these in following sections Another facet of the Account Ledger is the use of padlock lock icons in the Charges and Payments sections They indicate different things depending on which section they appear in e Charges section the fa icon g
421. w select the charge and click p to open the Charge Entry window explained in a previous section You can modify the charge or make no changes at all ProSchool The Next Generation of School and Class Management Software Entering Payments In ProSchool continued 293 If you do make changes they ll update immediately and will be reflected in the amounts on the Payment Entry window to do so The customary confirmation window will appear allowing you to confirm and complete the deletion or abort the deletion attempt 4 You can also delete a specific charge by selecting it and clicking 5 If you want ProSchool to generate a receipt of the payment for the Client select Print receipt after processing payment 6 Enter a memo if you d like and the check number if payment is being made by check in the appropriate Memo and Check Number fields There are four payment scenarios that could unfold depending on how much the Client wishes to pay toward the charges owing AND depending on how many of these payment options you choose to offer your Clients The various options are as follows full payment equal to the total amount of all charges owing 256 in the example window shown below even partial payment where the Client s payment amount is equal to the total of some of the charges owing such as paying 215 the exact total of the first two of the three charges in our example uneven partial
422. w the four tabs a Credit Cards Securty Users ScreensUtilities Reports Actions Joan Smith Permissions Allow Deny i Change password C C Label setup C r Post payments Ci Reset student flags ie C Apply account credit to unpaid changes CF Process Deposits Transactions fe Process Drop No Pays i amp Set as Read Only T4 Set as Full Access ProSchool The Next Generation of School and Class Management Software 55 Configuring ProSchool to Your School continued MB ADDING DELETING EDITING COPYING PROSCHOOL USERS As we ve discussed ProSchool s security features are specific to the user so the first step in setting up a secure ProSchool is to define users eas F To ADD a user to ProSchool 1 In the Configuration window Click the upper Security tab or use keyboard shortcut ALT U to switch to the Security panel eee eee eee eee ee Users Screens Utilities Reports Actions Joan Smith Permissions Allow Deny See Change password C t Label setup cy C Fost payments ir rl Reset student flags ie L Apply account credit to unpaid changes CF L Process Deposits Transactions fe Process Drop No Pays ie L Note that the Users list appears on the left currently populated by Joan Scott and Test On the right is the panel where the permissions are set for each user At the bottom of the user s panel is a series of icon buttons
423. window Payment Entry v Payments for Irene amp Harshan Smith Credit Available 100 00 ae Date Memo Check Number Amount Tendered iA 4 2006 ol fo 100 00 Pay Al Pay None Select which unpaid charges to pay d n i Charge Date Category Amount Owed Amount to Pay 0371472006 MAR TUITION Surcharge for additional Acro gym Enter the amount to pay nest to each unpaid charge or double click the charge to pay the charge tn full a 2 Fe Cash F3 Check F4 Credit Card 14b After entering 100 00 in both the Amount Tendered and Amount to Pay fields click F7 Account to process the payment The customary confirmation window will appear click OK to close it el FS ATM Debit ProSchool The Next Generation of School and Class Management Software 261 262 ProSchool Entering Payments In ProSchool continued 14c Then open the Payment Entry window again to pay the remaining balance of the charge Payment Entry ir P Payments for rene amp Harshan Smith Credit Available 0 00 P im Date Memo Check Number Amount Tendered a 4 2006 En 450 00 Fap l Pay None Select which unpaid charges to pay A v i Charge Date Category Amount Owed Amount to Pay i O31 4 2006 MAR TUITION Surcharge for additional Acro gym E jeas A t F2 Cash F5 ATM Debit FE House Fy Account Notice that the remaining cre
424. within a specified date period before they have been batch processed by your merchant account services provider 1 In the Available Reports section select PCCharge Batch Pre Settle Available Reports Report Options m Classes Date range for transactions Hf Financial E Other Start End ae PL Charge 03 30 2006 E 03 30 2006 E Result fan 2 2 Select the start and end dates for the report by entering them in the Date range for transactions field 3 Use the Result drop down menu to select which transactions you want to include on the report All every transaction within the specified date range whether approved or declined Approved only those transactions that were approved e Declined only those transactions that were declined 4 Click Print lto print the report ProSchool The Next Generation of School and Class Management Software 350 ProSchool Generating Reports In ProSchool continued Mi PCCHARGE CREDIT CARD DETAIL e Generates a report showing credit card charges approved declined or all within a specified date period 1 In the Available Reports section select POCharge Credit Card Detail Available Reports Report Options m Classes Date range for transactions Hf Financial h E Other Start End d FPCCharge 03 30 2006 E 03 30 2006 E see Batch Post Settle E Batch Pre Settle ga giet Card Detail Result fan 2 2 Select
425. x Curr Wait Days Free Level Mkup Location Tuition Te o HS2F10 HS 3 5prs Beg TL HOME SCHO 8 amp 8 3 ODT 0 BEG 01 H545 Al o HS4P1A HS 6 prs Beg TH HOME SCHO 15 amp Th 0 BEG 0 1 H590 BM BEHS4P1B HS 6 ureBeg TH HOME SCHO 15 a OBEG E JHS90 E HS4F1C HS 3 5 pre Beg TE HOME SCHO 8 2 U Th U BEG H545 AJ E HS4P10 HS 3 5 urs Beg TE HUME SCHO 8 5 0 Th 0 BEG 0 H545 AJ E EA42P515 KINDER Ill KINDER II o 4 UT 0 ADY U1 KED Kw E EAd3SP515 KINDER III KINDER II o 3 OU wi 0 ADY U1 KED EM 4 a FA Clear Esl Enrolled cael Ww alting 05 Makeup Free uf OF x Cancel ProSchool The Next Generation of School and Class Management Software Enrolling Students and Making Enrollment Changes continued Note that the Curr currently enrolled column is marked in green This is because this class is at maximum enrollment as shown by a quantity of 15 in the Max column This maximum quantity for a given class is determined by you when you configure a class as described on page 130 in the section entitled Defining Your Curriculum Also the Wait waiting column contains 3 students indicating the possible need for another class to be added In some cases you may choose to over enroll a class that is allow more Students than the maximum quantity you established when you originally configured the class in ProSchool This can be for many reasons You may have a different teacher for t
426. xt Sensitive Search Functions continued 8 You can continue this process as long as you wish or click Be at any point to reconfigure your search criteria ProSchool will let you know when it exhausts all the possibilities based on your search criteria Information 9 Click OK to return to the Client Information window ProSchool The Next Generation of School and Class Management Software Using ProSchool s Context Sensitive Search Functions continued 197 E CONDUCTING CLASS SEARCHES IN PROSCHOOL As with client searches ProSchool s context sensitive search function offers you a quick easy and powerful way to search for classes in the Class Information window It s done using the following buttons which are located on the window s button bar top left area EG opens the Search for a Class window where you can specify the search parameters Y opens the Select Filter Criteria window where you can configure the search parameters filters thus tightening up the search td disables the filters and shows all your school s classes in the Class List section of the Class Information window this button is inactive i e grayed out when no filtered search is active f To conduct a search in the Class Information window using the Search for a Class button 1 Click EG to open the Search for a Class window Code Type Hame Location Level Teacher Manager Tu
427. y appear to the recipient by clicking the navigation buttons in the lower right hand corner 000 Note that ProSchool indicates your current record and the total number of records 12 of 186 etc ProSchool The Next Generation of School and Class Management Software Using ProSchool s Email Utility continued 293 The Preview button toggles between edit mode and preview mode Therefore when you are in the preview mode the email message cannot be edited and the field selection buttons are grayed out sert Time Preview To return to edit mode simply click the Preview button again 7 If your school sends out recurring email communications ProSchool allows you to save an email template for future use To do so first create the template then click to open the k Save Template window and enter a name Save Template P Enter a descriptive name for this template Template Name Rankings H x ca Click yf OK to save the template and return to the Email window 8 To delete a previously saved template select it and click to remove it from your templates list 9 If you want to call up an existing previously saved template click on it in the Template section and click iy to load it You can also make any changes to an existing template then save it to reflect the updates you ve made or save it as a different name which preserves the original tem
428. y Client shows all charges billed to an account since a In specified date Options ProSchool e subtotal by category e show payment detail aoe e Account Payment Summary By Client shows all payments since specified date Option Continued e show all charge details e Aged Account Balance Generates an aging schedule for all Client accounts based on specific criteria Options aging categories All Current 31 days 61 91 121 e balance threshold any amount or only accounts with balances meeting certain criteria e show active Clients inactive both e enrollment criteria all classes or specific classes e show Student class detail for each Client e print labels for all Clients who fit report criteria e Category Summary Summarizes charges by category based on specific criteria within a specified date range Options e any or specific categories e balance threshold any amount or only accounts with balances meeting certain criteria e show active Clients inactive both e enrollment criteria all or specific classes e show Student class detail for each Client e three level sorting based on configurable criteria e print labels for all Clients or Students who fit report criteria ProSchool The Next Generation of School and Class Management Software 299 Generati ng e Client Statements Generates Client statements based on specific criteria Options Reports e all Clients
429. y Password x Cancel Note that this function is useful if you have a new employee that will have the same permissions as an existing employee in other words it allows you to clone an existing employee s permissions profile Make the desired changes then click OK to save the copied profile under the new name or click Cancel to abandon the Copy User function Hint After copying an existing user s profile it is a good idea to review the permissions settings to make sure they are appropriate for the new user ProSchool The Next Generation of School and Class Management Software 59 Configu ring C5 To RESET a user s password ProSchool tO 1 In the Users menu click on the user whose password you want to reset and click pal Your the Reset Password button to open the Reset Password window School Reset Password Enter and verify your new password P continued Username SCOTT New Password Verty Password x Cancel Note that this window allows you to reset only the password as opposed to the Edit User window which only allows changes to the Username and Real Name Make the desired password changes note that characters will appear as asterisks Password fields are limited to a maximum of 20 characters Click OK to save the new password or Cancel to abandon the password change Remember that passwords are case sensitive If you have enabled the security features
430. y by clicking on the Test PinPad button After several seconds a confirmation message will appear Reset Password PinPad Initialized Successfully x Error Initializing PinPad Invalid or unexpected response Your computer may have another device using COM Port 1 such as a dial up modem or serial mouse Even if you re not sure of this try selecting COM2 from the COM Port drop down menu Click the Test PinPad button If you still receive the above error message make sure the pinpad is connected to power via the supplied power adapter cable If the problem persists contact Auburn Electronics Technical Support at the number inside the front cover of this manual 5a You can configure ProSchool for your specific receipt printer in the Receipt Printer Setup section Receipt Printer Setup Printer Typ Printer f Standard Font po Roll Columns a2 columns are based on selected font min 35 Font Size fio for standard printers only min 10 Copies jl 4 Test Receipt Printer 40 cols line Custom comment to print at bottom of receipt ProSchool The Next Generation of School and Class Management Software 52 ProSchool Configuring ProSchool to Your School continued It is assumed that your printer is already installed and recognized by your Windows operating system if not please install the appropriate printer drivers before continuing 5b Use the P
431. y combination of them to tailor the report results to your needs 4 In the Date range for classes section select the appropriate date range Start and End for the report 5 You can further sort your print results by Class Code Attendance Date and Attendance Type by clicking the Sort button This opens the Sort Utility window explained previously which allows you to configure hierarchical sort parameters up to three levels 6 ProSchool allows you to save this report configuration if you wish which comes in handy if you use a given report configuration most frequently To do so double check your configuration options then click the Set as Default button 7 Click lt 3 Print to print the report without previewing it OR 8 Click Print Preview to preview the report on your screen before sending it to the printer The Print Preview window offers you several options P TEF OQO iu QO zo aleo k e blue left to beginning green left one page arrows to move backward toward first page e green right one page blue right to end arrows to move forward toward last page e Zoom menu offers several viewing magnifications from 10 to Whole Page e Progress gage indicates ProSchool s report generating progress in real time e print to print the report e help opens ProSchool s context sensitive help window e close window closes the Print Preview window and returns you to the ProSchool
432. yf OK to save the modified amount The Process Overpayment window opens Process Overpayment Choose a method for handling the overpayment P The changes that hawe been made to this charge have resulted in an overpayment situation in the amount of 42 00 How do you want to handle this overpayment Check Information Check Number Because ProSchool applies payments to specific charges reducing a charge that s already paid as in the example above results in an overpayment The Process Overpayment window allows you to reconcile the overpayment amount Note the two options Apply the amount to client s account credit this is usually the best option assuming the Student is not discontinuing classes and the Client is an ongoing client because you can simply apply the credit at a later time as payment toward other charges Issue a refund this option may be preferable under the following circumstances the Student is quitting this class all classes and or the Client is leaving your school the Client specifically requests a refund for the overpayment amount you have a policy of giving your Clients this option when overpayments occur and they chose to accept the refund 5a To apply the Client s overpayment amount to their account as a credit select Apply the amount to client s account credit and click yf OK lto complete the process and close the Process Overpayment window
433. ym etc By the same token a charge for use of your facility could be credited to a department named facility rental and payment for sales of leotards could be credited to boutique or store whatever you want to call the department it s up to you The greater point is this monies received aren t just thrown into the big pot so to speak they are reconciled to a specific department e Key point 2 Incoming payments receivables are applied to departments Why is this important 1 You can track exactly which departments are running at a profit or loss allowing you to monitor your profit centers At the end of the month for example you can gage the performance of a given department to see exactly what the income is and how that compares to your operating expenses for that department You can also compare one month to the next or get quarterly or year end totals 2 It s a useful way to spot trends For example you might determine that at certain times of the year attendance falls off so spotting and anticipating such a trend helps you to be proactive in planning additional programs such as summer camps that can offset the loss of revenue your school would otherwise experience ProSchool The Next Generation of School and Class Management Software Setting Up ProSchool Departments and Billing Categories continued 109 Following is a list of billing categories you might
434. ym Open Gym Special Events Birthday Parties Camps Field Trips Parents Night Out Boutique Refund Boutique The remaining department codes could each be their own account without any sub accounts Assessment Late Fee Membership NSF Check USAG Fees Facility Rental Gift Certificates Refund Returned Checks Sales Tax Savings Books You can set these up any way you like in QuickBooks whatever is most logical for you We also suggest you consult your accountant for input if you have any questions ProSchool The Next Generation of School and Class Management Software Configuring QuickBooks and ProSchool for Seamless Integration continued 1311 1320 BOY S TEAM 1521 1330 CHEER TUMBLESREC 1340 GIRLS TEAM 1350 1360 1370 1331 1341 J LAUU MALLU ILS KELEY due 1300 TUITION 1310 ACRO TEAM ACRO REC BOYS REC CHEER TEAM GIRLS REC HOME SCHOOL KINDER GYM OPEN awm 1400 SPECIAL EVENTS 1401 BIRTHDAY PARTIES 1402 CAMPS 1403 FIELD TRIPS 1404 PARENTS NIGHT OLIT 1410 MEMBERSHIP 1411 USAG FEES 1412 ASSESSMENT 1420 LATE FEE 1421 NSF CHECK 1422 RETURNED CHECKS 1430 SALES TAX CA 1440 GIFT CERTIFICATES 1450 SAYINGS BOOK 1460 BOUTIQUE 1461 REFUND BOUTIQUE 1470 FACILITY RENTAL 1480 REFUND fe 1499 Indenncited Fi imide Next we ll link the ProSchool department codes with th
435. you a license to use the Product in accordance with the terms of this license The copyright and all other rights in the Product shall remain with us or our suppliers That copyright or other notice margin of Product on all copies you make B You may 1 Use the Program on a single computer or network and only by a single user anytime regardless of the number of original copies of the Program included with the Product If you want to use the Program for more users you will need a further license for each user 2 Make one copy of the Program for archive or backup purposes 3 Transfer the Program to someone else only if you assign all your rights under this license cease all use of the Program erase or destroy any copy including the hard disk copy maybe in support of your use of the Program and the other person agrees to the terms of this license C You may not 1 Use the Product or make copies of it except as permitted in this license 2 Translate reverse engineer decompile or disassemble the Program 3 Rent lease assign or transfer the Product except as set out above or 4 Modify the Program or merge all or any part of the Program in another Program D Terms This license shall continue for as long as you use the Product However it will terminate if you fail to comply with any of its terms or conditions You agree upon termination to destroy all copies of the Product The limitations of warranties and liability set o
436. your school as determined by the registration date If so the settings would be as follows assuming that the Students who have been with your school the longest receive the greatest discount Monthly Session Weekly Sibling M Enable sibling discounts Discount Rates Per Sibling Calculate Discount Using Sed 5 os Dollars f Percentage and 10 0002 W Apply discount per student Ath 15 000 Sibling order is determined by Fth 20 000z C Tuition Amount sort Order f Ascending Aegistation Date Descending Remember ProSchool sees dates as numerical values Therefore by selecting the Descending sort order ProSchool looks first at Students with the most recent registration date highest numerical value and descends in value to the Students with the oldest registration date lowest numerical value The values in the Discount Rates Per Sibling section are entirely up to you The examples above use a tiered discount schedule whereby each additional sibling would receive a greater discount You may choose to offer the same discount for each sibling or level out the discount after the second or third sibling Alternately you could use dollar discounts instead of percentage discounts Simply select Dollars in the Calculate Discount Using section The other options and procedures would apply just as they would for a percentage off discount ProSchool The Next Generation of School and Class Management Software 108 P

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