Version 5 Has Arrived!
Contents
1. Update Materials e CD ROM e New User Manual e Description of Enhancements see inside e Installation Instructions see back page This update is provided at no additional cost as one of the benefits of your annual Support Plan If you have any questions about this update please call SofterWare support at 215 628 0401 You can also email support softerware com 2 CARE ee m eee Software Version 5 Update EZ CARE2 is better than ever Many of these dramatic improvements are the result of suggestions from you our users We thank you and welcome further feedback regarding version 5 or any features and enhancements you would propose We believe this update will help you use your system better and demonstrates our commitment to provide the best possible software and support to meet your evolving needs This newsletter highlights the many great enhancements in version 5 While we can t describe every enhancement in detail we ve tried to provide enough information to help you get started including the corresponding page number from the new manual so you can find more information It was hard for us to choose our favorite enhancements but the order reflects the feedback we received from clients who tested the new version for us Nevertheless we encourage you to look over all of them because different people have different needs and icf i NE ws2. Last Name Waiting List Class Name Waiting List Birthdate Waiting List Gender Waiting List Parent First Name Child First Name Child Last Name Child Class Name Child Birth Date Child Gender Family Parent First Name Rearranged Report Library Buttons The buttons have been rearranged so that the Done button is on the right side where it is located on most other screens Now there s no chance of accidentally deleting a report Family Parent Last Name Family Address Family Zip Waiting List Parent Last Name Waiting List Address Waiting List Zip Waiting List Home Phone Waiting List Status Family Parent 1 Phone Number Child Child Status Ability to Export Reports to Excel With version 5 you can now export the Aging Report Deposit Report many Attendance Reports and Designer modified Wizard Z reports to Excel These exportable reports are in addition to the existing A R Summary Ledger Period Analysis and all Wizard reports which are already offered with an Excel option Fd Microsoft Excel AGING REPORT XLS TN Eile Edit View DEAA SRAY S BB Slo a Arial Insert Format Tools Data Window Help B r 2 710 B Z U 50 J22 Ledger Name Ackerman John Alexander Kevin Brewer Sarah Dean Alana 6 Hanson Lisa Jay Carolyn Balance 1 7 8 14 15 21 660 00 0 00 660 00 0 00 330 00 330 00 0 00 0 00 445 00 0
3. of your EZ CARE2 system Alphabetized List of Office Administration Features Each chapter in the Office Administration Table of Contents is alphabetized making it easier to find what you need EZ CARE2 Web site Longer Family Child Staff and User Defined Picklists These longer boxes will allow you to view longer names more easily especially when names are similar Product Registration Ability to Register EZ CARE2 and Modules via the Web You can now handle your EZ CARE2 product registrations on our web site for new systems or additional components This gives you the flexibility of registering evenings weekends or any time A link within Register New Modules takes you to the online registration page of our web site page 256 GET THE MOST FROM VERSION 5 e Email Invoices e Saving Time with Templates e Improved Accounts Receivable Features e New Reports and Exports e Many Other Enhancements
4. ActivitwLesson Fees PreSchool Tuition Paym ent ActivitywLesson Fees PreSchool Tuition Payment Security Deposit Security Deposit Paym ent Registration F ee Security Deposit Registration F ee Security Deposit Alexander Zachary Alexander Zachary Alexander Zachary Alexander Zachary Alexander Zachary Alexander Zachary Alexander Zachary Alexander Zachary Alexander Zachary Alexander Zachary Alexander Zachary Alexander Zachary Alexander Zachary Alexander Zachary Alexander Zachary Alexander Zachary Alexander Zachary Alexander Zachary 381 0 81 0 162 0 100 0 120 0 100 0 120 0 220 0 100 0 120 0 100 0 120 0 220 0 100 0 120 0 220 0 100 0 75 0 175 0 15 0 150 0 15 0 150 0 0 0 0 Er ER E N E E EA a E CO E O O A Ga TUITION TUITION CASHREC TUITION TUITION TUITION TUITION CASHREC TUITION TUITION TUITION TUITION CASHREC TUITION TUITION CASHREC LEDGER LEDGER CASHREC TEMPLATE TEMPLATE TEMPLATE TEMPLATE 09 10 1998 09 10 1998 09 10 1998 08 03 1999 08 03 1999 12 28 2000 12 28 2000 12 28 2000 12 23 2002 12 23 2002 12 23 2002 12 23 2002 01 14 2003 12 23 2002 12 23 2002 01 21 2003 07 18 2003 07 23 2003 03 06 2003 03 24 2005 03 24 2005 03 24 2005 03 24 2005 Pa PSPS PS PS OPS PS OPS OPS OPS Enhancement highlights numbers for complete details EZ EFT Improved Transaction Generation Process A single screen a
5. 00 445 00 0 00 330 00 0 00 0 00 330 00 457 50 0 00 0 00 0 00 794 60 0 00 794 60 0 00 0 00 0 00 0 00 457 50 0 00 continued on next page Page 3 Z CARE2 Version 3 New Refer to your User Manual page Improved Selection in A R Reports Yes you can now select on ledger transaction data amount category comment child etc on most reports For instance you can run a Ledger report and select all transactions for Credit Card payments that are over a certain amount Selecting on transaction data works the same way as other selections see Selections chapter pages 168 173 but the selection editor for A R reports now allows you to Accounts Receivable Cash Receipts Associate a Payment With a Child Individual payments can now optionally be divided among children so invoices will show that a payment is designated for a specific child page 204 There is still one ledger per family Cash Receipts E2 Going Child Care xj Transactions ecte choose Ledger Transactions when specifying selection M Date Name Child Payment Type Amount Category 03 29 2005 Brewer Sarah Brewer Julie Check 445 00 Payment criteria 03 29 2005 Brewer Sarah Hershey Jane Check 250 00 x 7 Description Credit Card Payments Over 100 Table Ledger Transactions AND OR NOT AND bd Fie
6. amp Category Description Charges Payments 01 13 2003 PreSehoo Tuition Jane Hershey Pres Days 40 00 Hours 90 00 90 00 OM1V2003 lafant Tuition Julie Brewer Inf 5 Days 3135 00 5225 00 01 13 2003 Sibling Discount Julie Brewer Inf 10 13 50 211 50 01 14 2003 Payment Check 657 211 50 0 00 01 20 2003 PreSchool Tuition Jane Hershey Pres 5 Days 40 00 Hoars 90 00 90 00 01 20 2003 Infant Tuition Julie Brewer Inf Days 133 00 223 00 01 20 2003 Sibling Discount Julie Brewer Inf 10 13 50 5211 50 01 21 2003 Payment Check 659 211 50 0 00 Current Totals 450 00 450 00 0 00 Previous Balance Total Charges Total Credits Total Payments Current Balance 0 00 450 00 27 00 423 00 50 00 Remember the Open House next week Sample HTML Invoice You can choose the email address you want to use for the message and define the subject and the text for the email You also have the option to save a copy of every invoice you send See the Invoices Report for more information on how to use this feature page 145 potterWare Page 2 Refer to your User Manual page Database NEW EZ Finder This great new toolbar item makes finding records by any field quick and easy You can search on up to three fields at once and even browse through the records that meet the search page 79 Simply click the EZ Finder button a Find Child with E x First Name Home Phone Number Email Aly
7. chedule Done A Show Template Group Family Drawer EZ Going Child Care C All Templates AppivPost Template ta C Current Record All or Selected Records Posting Criteria Selection Before School children az Preview Pre Post Print Pre Post Remove Template is now also tracked as a transaction entry source on the Ledger tabs This allows you to see which ledger transactions were posted via a template 155 Family Drawer E2 Going Child Care E iojxj Families Ackerman John O A Ghdaren Ackerman Jane 40O Family Ledger Chid Tuition Schedule Contracted Actual Balance 660 00 Work Number F Wants Receipt Home 215 986 7865 L Cash only YTD Payments 0 00 Family Ledger Deposit Ledger EZ EFT Print Invoice Cash Receipts M Date Category Child Class Amount Balance Entry Program 03 24 2005 Security Deposit Jane Ackerman 150 00 495 00 LEDGER 03 24 2005 Registration Fee Jane Ackerman 15 00 510 00 TEMPLATE 03 24 2005 Security Deposit Jane Ackerman 150 00 660 00 TEMPLATE 0 00 LEDGER i E FI Communication Improvements NEW Multi Child Family Letters This provides a simple way to include information about multiple children in a single insta merge letter Page 225 youd you aiken t ow center H Security system that controls Aa coming in and out ow is a confirmat
8. date CD at each workstation When EZ CARE2 is opened at each workstation the following prompt appears Version doesn t match would you like to up date NOTE You must be logged on as Adminis trator to perform the update If you are not click No log off and then log on as Administrator Otherwise click Yes If the users are logged on as Administrator they should proceed by clicking on the Yes button Otherwise you will need to log on to the workstation as Administrator When you click the Yes button the application will launch the workstation update from the server Follow the instructions to complete the update on the workstations If you have any questions about this update please call SofterWare support at 215 628 0401 You can also email support softerware com Page 8 continued from previous page Other Helpful Features Access to EZ CARE2 Web Site You Help can now access our Clients Only web site from the Help menu Just click EZ CARE2 Web site to access the most recent downloads newsletters and our Document Library page 13 Contents Search For Help on About EZ CAREZ System Configuration View Keyboard Macros Show Messages Pictures Included in Backups and Restores The Pictures folder has now been moved to the Data folder in the location where your EZ CARE2 system is stored It will therefore be backed up automatically every time you do a full backup
9. e a staff member s vacation hours earned based on some other field such as number of days worked Or as shown above you could automatically calculate remaining vacation hours from hours earned less those taken There are many other uses for formulas and they can be used in any drawer For example you can create a formula to combine Title and Parent1 LN Last Name into a single field called NAME to improve report legibility or to use on a mailing label Or you can use a formula to determine when a form is due based on another date There are many options with this great new feature start setting up formulas for your organization Enhancement highlights numbers for complete details Templates Post Templates to a Selection You can now post ledger page 197 tuition page 187 or schedule templates page 233 to all your records at once or to a group that matches a selection you create For example you can post a Schedule template or Tuition template to children who are registered for a specific class Similarly you can post a Ledger template to only selected families although a Group posting might accomplish the same thing The example below shows how a Schedule template might be applied to everyone enrolled in the Before School program ma Library of Saved Template Groups EZ Going Child Care i x he sat Hame Before School Schec 30 8 00 After School Schedule EP S
10. e shown in chronological order by effective dates Child Schedule Report EZ Going Child Care Schedules in effect from 01 01 2001 through 12 31 2005 Child Date Range Chass Mon Tue Wed Thu Fri Baker Karen 03 01 2001 03 31 2002 Inf 04 01 2002 03 31 2004 Tod 04 01 2004 03 01 2005 Pres 06 304 04 00P 06 30A 04 00P 06 304 04 00P 06 30A4 04 00P 06 304 04 00P 07 004 05 00P 07 00A 05 00P 07 00A 05 00P 07 00A 05 00P 07 004 05 00P 09 004 03 00P 09 004 03 00P 09 004 03 00P 09 004 03 00P 09 004 03 00P Editing Attendance A new button called Edit Marked Rows allows you to modify multiple attendance records at one time You simply select the records you want to modify by clicking in the M column then click Edit Marked Rows and make the necessary changes page 239 5 Edit Attendance EZ Going Child Care 15 xi Showing AH Data Date From Children C Actual Show All Date To C Staff Contracted Selection Gieriaf z M in Date Child Class Day In Time Out Time Hours Hour Type Comme 01 24 2005 Trout Adam Tod Monday 06 30A4 04 00P 9 50 Regular 01 25 2005 Trout Adam Tod Tuesday 06 30A 04 00P 9 50 Regular 01 26 2005 Trout Adam Tod Wednesday 06 30A 04 00P 9 50 Regular 01 27 2005 Trout Adam Tod Thursday 06 304 04 00P 9 50 Regular 01 28 2005 Trout Adam Tod Friday 06 304 04 00P 9 50 Regular ii lt lt lt 4 Edit Ma
11. fs 0 0 eles yw OOE s Tort 3 hw adm ae gt e alaj E a E ved iea Date aara a tammon n Sief ia a a i Movie Contacts Oboch eeri m Version 4 Version 5 20 Larger Increased Default Screen Size The default screen size for EZ CARE2 has now increased to 800x600 pixels which is an increase of 20 So put away your bifocals and enjoy your easier to read screens Z CARE2 Version 3 New Invoice Email In addition to printing invoices you now have the option to email them as well You can send the invoice as either HTML which is included in the body of the email or as a PDF attached to the email E mail Invoices Test Cabinet amp E mail Fields Family Ledgers Family Email Address x Other Ledgers Other Ledger Email Address x v Save a copy of each invoice e mailed to this folder F EZCARE2 nvoices E mail Subject January Invoice Additional e mail message text Please find your January invoice attached to this email and make your payment within 7 days a Cancel Fe Edt View Imet Foma Took Message Heb Ea ipoe com Supa rore K EZ Going Child Care wG 540 Pennsylvania Ave HER Fort Washington PA 19034 cy Federal ID 23 4752315 Phone 215 628 0400 Fox 215 628 0585 l Print or email Invoices with the click of a button Mrs Sarah Brewer 123 Main St Bryn Mawr PA 19088 January 2005 Credits
12. ion of your children s enrol hild s First Name Child s Last Name estions or concerns please don t hesity This letter shows information for both children NEW Email from Insta Merge or Select a Merge Insta Merge documents can now be sent as personalized emails to one or many people The Insta Merge document becomes the body of the email page 228 NEW Email link to Outlook or Outlook Express If you use Outlook for email you can now press CTRL ENTER when on an email field to send an email to the address shown page 58 See also the Insta Merge enhancement above for sending personalized merged emails EMail Address japollo aol com To japollo aol com From you yourcenter com Message Makes sending an email fram EZ CARE2 a SNAP New Broadcast Email Service For centers and schools seeking more sophisticated mass email features we offer a powerful new optional web based service Rates start as low as 10 mo and include e Over 50 templates for newsletters invitations etc e Hosting and management of your email database e Auto formatting for HTML and text e Easily import from EZ CARE2 or any file e Instant reporting on opens bounce backs etc e Customizable web site visitor sign up form continued on next page Page 7 Make a Backup Very Important Run EZ CARE2 Office Administration then open Chapter 2 Cabinet amp D
13. ld Amount gt Increased Payment Amounts EZ CARE2 can now record gt E payment amounts up to 999 999 999 99 Value s 10000 _Retresh Counts MIC Table Field Compare Value s AND OR ___ Matches Ledger Fields in A R Reports Any transaction field e g E moc EOE mile she 37 Ledger Tran Amount gt 100 00 AND 80 Comment etc can be added to most A R Reports such AND as Invoices using the Report Designer page 107 a Selecting Fields in the Child Tuition Report You now have L a Total 16 the ability to create selections using any field from the Child Tuition table page 143 NEW Ledger Audit report Used to review transaction history with selection on type of transaction and or the person that created the transactions page 148 Ledger Audit Report Family amp Deposit Ledgers All Transactions Eniry Eniry Ledger Date Category Child Amount Program Date Removed Alex ander Kevin 08 07 1998 08 14 1998 08 17 1998 08 09 1999 08 09 1999 01 03 2001 01 0320 01 1020 01 1020 01 1020 01 1320 01 1320 01 14 20 01 2020 01 2020 01 2120 07 18 20 07 2320 03 06 20 03 24 20 03 24 20 03 24 20 03 24 20 SofterWare pace 4 01 01 03 03 03 03 03 03 03 03 03 03 03 05 05 05 05 Toddler Tuition Toddler Tuition Payment Activity Lesson Fees PreSchool Tuition ActivitwLesson Fees PreSchool Tuition Paym ent Activity Lesson Fees PreSchool Tuition
14. llows you to specify your criteria click Generate and immediately see the resulting transactions Selection on Accounts to Draft You can now create and use a filter to specify which accounts to include in your EFT transmission This makes it simple to provide families flexibility on collection date for instance offering the option of the 1st or 15th of the month Issue Credits Refunds Electronically EZ EFT now supports issuing a refund to an account by selecting the account and entering the credit amount as a negative number e g 50 00 The funds will be debited from your account and the transfer posted to the family s ledger as a credit Note you must first contact CheckFree to authorize your account for electronic credit transactions fp Prepare Electronic Funds Draft E2 Going Child Care Draft Amounts From Database Field Now you can specify the draft amount as the value in a field in your database or as before based on ledger balance In conjunction with the new selection feature it is now even easier to accommodate special payment plans EFT Transmit Report Each time you transmit you ll be prompted to view or print the EFT Transmit Report The report now also includes the Cabinet Name EZ EFT Transmit Rep ort Preview Cabinet EZ Going Child Care As of draft date 04 22 2005 Including transactions through 04 22 2005 eats Ledger ID Account Name Family 123587 Alexander Kevin o Family 106566 B
15. ou enter This way you can store local or international phone numbers in the field adding any parentheses and hyphens that you need Any formatting on previously existing numbers in the system is retained Record Numbers The system created ID Numbers for a child or family can now be shown on screen or included on reports and selections They re also available in EZ Viewer and EZ Collate Option The Report Option V Collate screen now has a Collate check box which specifies that pages should be collated when printing multiple copies of a report New Link Mapping Report provides a listing of all links that have been defined through the Maintain Linked Drawers function in Office Administration page 153 Finder to make it easy to select a record by its unique ID Number Page 263 Reports New Output Options for Reports All reports in the system including Wizard and Report Designer reports can now eani eiss poe are be printed or saved as PDF and HTML files These 3 Class Name 3 waiting List s Class Name new formats allow you to easily send reports to your ween board of directors parents or other designated people electronically Linked Drawer Mappings Detail Rep ort Cabinet EZ G oing ChildCare Linked Drawer Mapp ing Name Waiting List to Enrollment Destination Cabinet Drawer EZ Going Child Care Family Cabinet Drawer EZ School Age Program Waiting List Source Field Waiting List First Name Waiting List
16. rawers and select Backup a Cabinet Choose the option to backup ALL cabinets Installation for Single Users and Network Server To install this update on a single computer or on a network server using any workstation that accesses EZ CARE2 from the server follow the steps below El Make sure no other programs are running on your computer and that no one else is running EZ CARE2 A Insert the EZ CARE2 Version 5 Update CD into the drive If it does not run automatically click on Start then Run and type d setup exe or replace d with the letter of your CD ROM drive if different Ed Click Update Programs then click Update EZ CARE2 System EJ Run through the installation process the default installation is to C EZCARE2 If you are installing it someplace else change the folder location accordingly for example F EZCARE2 for the network server EH Remove the CD from the drive H Open EZ CARE2 by double clicking on your EZ CARE2 icon Let the program update the data and the system various messages display on your screen during the update This may take some time especially if you have several cabinets When completed the title bar should say EZ CARE2 Version 5 If you have just installed this update to a network server follow the procedure below for all workstations licensed to run EZ CARE2 from the server Licensed Workstation Install Once Version 5 is installed on your server you don t need to use the Up
17. rewer Sarah o Family 312034 Dean Alana o Family 123520 Hanson Lisa Family 124946 Jay Carolyn Family 108834 Moore Arlene Family 124904 O Brien Mary Family 115782 Richman Miriam Biling Name Credit Card Bank Account Information Amount 040578973 Mellon Bank 330 00 301206593 Bank of America 445 00 65789412 Mellon Bank 330 00 321654432 First Union 457 50 689457 Net Bank 794 60 254678112 Net Bank 708 00 956457 Mellon Bank 692 50 658945689 Mellon Bank 150 00 Total for this draft 3 607 60 See the separate EZ EFT manual for complete details on these features x Generate Transactions Oniena Date er funds 05 01 2005 election Criteria None all records Amount Based Off C Balapeebh gh 05 01 2005 Generate v Transactions M AccountName Amount Draft Method Bank Name Acct Number Routing Number ee ES eel Bank Drafts Credit Cards 0 Transactions 7 Bank Total 3 162 60 Card Total 0 00 Draft Total 3 162 60 Preview Exceptions Transmit Done New EZ EFT Transaction Generation Screen continued on next page Page 5 Z CARE2 Version 3 New Scheduling amp Attendance Date Ordering for Schedules in Child Schedule Report The Child Schedule Report page 134 now shows each child s schedules in date order For example in the following report Karen Baker has three schedules in the system they ar
18. rked Rows Once you click Edit Marked Rows the Edit Marked Rows dialog box appears allowing you to change any attendance information for all the rows you selected 5 Edit Marked Rows EZ Going Child Care xj Change Column Yalues To In Date id 4 In this example the marked rows would be changed to 7 30AM In Time and 5 30PM Out Time Class Day In Time Out Time Hours Hour Type Comments Out Date 07 30A 05 30P 10 00 ii z gt Change Cancel Clear pofterWare Page 6 Refer to your User Manual page Formulas A new field type called Formula is now available in the Cabinet Wizard This field type allows you to calculate a value based on other fields constants conditionals or any fields or values allowed in a FoxPro expression we ve added Appendix B to the manual to highlight some useful FoxPro expressions for formulas and reports The field can be decimal numeric date or character Formula fields page 267 can be placed on screens used in EZ Viewer included in reports or merged into letters f Formula Editor E2 Going Child Care b x Field Type Decimal Numeric Length 43 Vacation Hours m Formula Field Name Vacation Taken O Insert Field EENE Formula Vacation Allowed vacation Taken Vacation Hours Dore _ Yacation Allowed 1000 Vacation Taken 3 00 Yacation Hours 7 00 For example you might want to calculat
19. ssd OR OR Find Clear enter your search parameters fia Family Drawer EZ Going Child Care i J 5 x Families Pichman Miriam O R Chitaren Richman Alyssa Ho Family Ledger Child Tuition Schedule Contracted Actual First Alyssa Gender Enroll Date 08 17 2004 C Male Last Name Richman Female Leave Date Birthdate 04 05 2001 4 01 r Enrichment Class Name Pres X Programs Home 215 542 5689 IT Gymnastics j and browse records that match You can use EZ Finder in the Family Drawer Child Family or Ledger tabs and also in the Staff Drawer Staff Tab or User Defined drawers You can look for just one particular record or browse through several of them Marking Grid Rows Using Shift Click In EZ Viewer you can now mark multiple rows using Shift Click To do this click in the M column of the first row you want to select press and hold down the SHIFT key and then click the last row you want to select This is especially helpful for Global Change page 75 or Select a Merge page 72 Export From EZ Viewer This feature allows you to export data displayed in EZ Viewer to a comma delimited CSV file You can then open this file in Excel or access it from other programs for further analysis or reporting page 73 Phone Number Fields EZ CARE2 no longer forces any formatting parentheses and hyphen on the phone number Enhancement highlights numbers for complete details y
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