AFN-StudentBillingTuitionManagementGuide

Transcription

1 Blackbaud, Inc. This publication, or any part thereof, may not be reproduced or transmitted in any form or by any means, electronic, or mechanical, including photocopying, recording, storage in an information retrieval system, or otherwise, without the prior written permission of Blackbaud, Inc. The information in this manual has been carefully checked and is believed to be accurate. Blackbaud, Inc., assumes no responsibility for any inaccuracies, errors, or omissions in this manual. In no event will Blackbaud, Inc., be liable for direct, indirect, special, incidental, or consequential damages resulting from any defect or omission in this manual, even if advised of the possibility of damages. In the interest of continuing product development, Blackbaud, Inc., reserves the right to make improvements in this manual and the products it describes at any time, without notice or obligation. The Raiser s Edge, MatchFinder, ParaGon, RE:Alum, RE:Event, RE:Member, RE:Queue, RE:Tribute, RE:Volunteer, RE:Zip, and Blackbaud are registered trademarks of Blackbaud, Inc. All other products and company names mentioned herein are trademarks of their respective holder. AFN-StudentBillingTuitionManagementGuide

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3 Student Billing Tuition Management Guide TUITION MANAGEMENT Tuition Management Documentation Standard Buttons Using Online Help Additional Resources Import Fields Import Procedure INDEX

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5 Tuition Management In This Chapter Tuition Management Documentation User s Guide Format Chapter Format Text Format Standard Buttons Using Online Help Additional Resources Import Fields Import Procedure

6 2 CHAPTER 1 Welcome to Blackbaud s Tuition Management, an optional module that allows you to import tuition transactions directly into Student Billing for Windows records. The process is fully automatic; you only need to identify the tuition management service and the import file. The import file format is a fixed length, 222-character text string. Tuition Management uses the Student Billing record, Student SSN, Student ID, or Contract ID/# to identify records during the import process. A Detail Report lists transactions imported successfully, including the Fee ID and Amount. The report also lists records that fail to import and the reason for the failure. Tuition Management Documentation This section of the User s Guide explains the documentation and resources available for Tuition Management. This guide and online help can be invaluable resources. The documentation for Tuition Management consists of this User s Guide, the Accounting for Nonprofits Administrator s Guide, the online manual, and online help. The Accounting for Nonprofits Administrator s Guide contains information about program installation, the database, multiple databases, and training. The information in the guide is essential to establishing and maintaining your Tuition Management module. We also want to encourage you to use our online manual and online help. The online manual consists of a series of PDF (Portable Document Format) files, which should install in your computer during the program installation process. You can also access the online documentation from the Student Billing installation CD. You can view the online manual on screen, or print all, or a portion of the documentation. The online manual contains links to navigate through the information easily. With just the click of your mouse, you can jump from the Table of Contents to Refresh queue list. The Adobe Acrobat Reader, which installs with Tuition Management, is used to view the PDF files. If the Acrobat Reader is not installed, you can install it from your Student Billing installation CD, or you can download it, without charge, from the Adobe web page: ( Online help includes a Notes feature. The note files are text files created during installation. With these files, you can enter and maintain notes in the help file about the program as you use Tuition Management. For more information, please refer to Using Online Help, later in this chapter. User s Guide Format This guide follows a standard format to help you locate and identify information. The two tables below explain our User s Guide format.

7 TUITION MANAGEMENT 3 Chapter Format Each chapter contains these elements: Format In This Chapter: Overview: Procedures: Reference: Denotes A listing of the contents of the chapter. A brief description of chapter information. Quick, step-by-step instructions for completing basic tasks. A detailed, field-by-field description of all program screens. Text Format This table displays the visual cues used to identify fields, program names, notes, tips, and warnings. Format Bold Bold Italics Italics SMALL CAPS or KEYS KEY+KEY KEY, KEY Denotes This is the name of a field or button; for example, Print refers to a button on the screen. This is a Blackbaud program name; for example, General Ledger. This is a Blackbaud system module name; for example, Utilities and Housekeeping. This is a key on your keyboard. For example, Press DELETE, refers to the key on your keyboard. Click Delete, refers to an on-screen button. Two keys joined by a plus sign indicate you must press the keys simultaneously to execute the command. For example, if you are instructed to Press b+ F, you must press the CONTROL key and the F key at the same time. Two keys separated by a comma indicates you must press the keys in the order in which they appear. For example, if you are instructed to press a, F, you must press the akey, hold it, then press the F key. The shaded arrow indicates the beginning of a procedure. The traffic light indicates a cautionary note. Generally, this points out a step that may have unwanted results. The notebook symbol designates a note or tip related to the information in the main text column.

8 4 CHAPTER 1 Format Denotes The clock symbol designates a shortcut or timesaving action. Standard Buttons There are two standard buttons in Tuition Management that appear on the screen. These buttons function in the same way, regardless of location. Clicking the button produces the described function. Button Action Accesses the drop-down list associated with that field. Searches the database to select the correct path and file name. Using Online Help The online help file designed for Tuition Management provides access to many different kinds of help: overview information, reference information, procedures, the online manual, contact information, and user-defined notes. You can access online help in three ways: selecting Help from the menu bar clicking from the toolbar pressing l from most screens in the program Online help contains concise information about specific processes and tasks within Tuition Management. Selecting Help from the menu bar allows you to search for help topics, view online documentation, and connect to Blackbaud s home page. Pressing F1 takes you to information about the part of the program you are using. Select Help from the menu bar to access online help and links to Blackbaud. Student Billing Help Topics opens the online help file. Here you find procedures to perform essential program tasks, such as printing a control report. Online Manual opens the online documentation screen. You can view the User s Guide from your computer, using links to move from chapter to chapter. Contacting Support provides information about contacting Blackbaud s support staff and other resources.

9 TUITION MANAGEMENT 5 Blackbaud on the Web provides links to Online Support and the Blackbaud Home Page. About Student Billing provides serial number, version number, and copyright information. This information is important if you need to contact Customer Support. Additional Resources If you need resources beyond online Help, you can open the online manual by clicking Start, Programs, Blackbaud Student Billing, Online Manual. You can also access the online manual by selecting Online Manual from the Help menu. If you choose not to install the online manual, you can open the PDF files from your installation CD. The Table of Contents contains bookmarks in the left pane that link to individual chapters, the glossary and index, as well as other User Guides in your system. We also provide files for your user-defined notes, accessed by clicking Notes on the Help file toolbar. These files (sbnotes.doc and sbnotes.txt) are located in your Blackbaud folder. Depending on your word processor, you can use either the Microsoft Word document or the text file. This gives you a handy place to store information specific to your organization s needs. The big advantage of the notes file over the Annotate feature in the Help file is you can maintain one notes file for everyone in your organization. To share your notes/tips with your coworkers, copy the notes file to the Blackbaud folder on their hard drive. If you do not have Microsoft Word, delete sbnotes.doc in the \Blackbaud directory on your hard drive (or on the drive where your program resides). Once you delete sbnotes.doc, the Notes button can access sbnotes.txt using Notepad. Import Fields The following list shows the fields available for import by Tuition Management. Student ID Transaction Type Fee Number Date of Transaction Amount of Transaction Description Paid By Source Code Posting Date Post Status Due Date General Ledger Account Number Pay Type Check Number Check/Reference Date Amount Bills Amount Coins Other Pay Reference Number Parent/Guardian Pointer Contract Number Student SSN Carriage Return/Line Feed Pay Type is a required field. If the import does not contain a Pay Type, the program defaults to Other.

10 6 CHAPTER 1 Import Procedure The import procedure is exactly the same for all tuition management service types. Importing Tuition Management Service Transactions 1. From Student Billing, Utilities and Housekeeping, select File, Import From Tuition Mgmt Service. The Import Tuition Management Service Transactions screen appears. The Detail Report contains important information about the success, or failure, of the import process. We recommend you print and review this report. A sample report appears at the end of this chapter.the Detail Report contains important information about the success, or failure, of the import process. We recommend you print and review this report. A sample report appears at the end of this chapter. 2. Select a Tuition management service from the drop-down list. Your service options include Academic Management Systems, F.A.C.T.S. Tuition Management, Key Education Resources, Tuition Management Systems, and SMART Tuition Management Services. 3. Enter the path and Import file name. Click to search for the file. 4. If this is for an advanced deposit, select Assign to next billing year or Base billing year on transaction date. 5. Mark Print Control Report to generate a report about the import process. 6. Mark Create output query of imported transactions to group the records in a query for later use. Refer to the Student Billing User s Guide, Query and Export chapter for information about using queries. 7. Click OK. If you marked the checkbox to create a query, the Save Static Query screen appears. Query name and Description identify the query in Query and Export. 8. Enter a Query name. 9. Enter a detailed Description for the query. 10. Select the Include in lists for the query (choose Query Lists, Export Lists, or Both). 11. Mark Other users may execute this query if you want other users to have access to the query.

11 TUITION MANAGEMENT Mark Other users may modify this query if you want other users to be able to change the query. 13. Click OK. A message appears when the import process finishes. If you mark these checkboxes, all users with security rights to the module and records can use and modify the query. 14. Click OK. If you marked the control report checkbox, the report appears. Otherwise, the program returns to Utilities and Housekeeping. 15. Select File, Exit, or Exit and Sign Out.

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13 INDEX 9 Index Symbols *.PDF files TM 2 A accessing online help Acrobat Reader 2 Adobe Acrobat Reader 2 free program download 2 web page 2 B Blackbaud on the Web 5 buttons, standard C chapter format TM 3 contacting support 5 contract number, TM 2 D demonstration online help documentation types available TM 2 F format chapter TM 3 text TM 3 H I help online import fields tuition management service transactions 6 import process, TM 2 installation TM 2 introduction documentation TMS 2 L layout, chapter TM 3 M manual, online N number serial version O online documentation help manual online help accessing demonstration online manual

14 10 I NDEX opening 5 opening online help overview Tuition Management 2 P program serial number S serial number, program standard buttons, Student Billing help topics 5 support, contacting 5 symbols, text TM 3 T text format TM 3 topics, help transactions importing tuition management service 6 tuition management service transactions importing 6 U using online help V version number W web page Adobe 2