AKADA SOFTWARE, INC. DanceWorks User Guide

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1 AKADA SOFTWARE, INC. DanceWorks User Guide Akada Software, Inc. Phone Revised March 28, 2006

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3 Akada Software, Inc All Rights Reserved This software and documentation is copyrighted. All rights reserved. No part of this manual or the products it describes may be reproduced, by any means or in any form, without prior written consent from Akada Software, Inc. Limited Use License Akada Software, Inc. grants you a nonexclusive right to use one copy of DanceWorks on a single computer for your personal use. DanceWorks and its associated documentation is protected by United States copyright laws and international treaties. All rights not expressly granted are reserved. Akada Software, Inc. provides this publication and the accompanying software as is without warranty of any kind, expressed or implied, including but not limited to the implied warranties of merchantability or fitness for a particular purpose. In no event shall Akada Software Inc. be liable for any damages whatsoever (including without limitation, damages for loss of profits, business interruption, loss of information, or other pecuniary loss) arising out of the use of or inability to use this program even if Akada Software Inc. has been advised of the possibility of such damages. SOFTWARE IS NOT REFUNDABLE.

4 Table of Contents OVERVIEW... 1 Account Screen...1 Student Screen...1 Class Screen...2 Teacher Screen...2 INSTALLATION & REGISTRATION... 3 SETTING UP YOUR NETWORK... 5 Sharing the DanceWorks Folder...5 TUTORIAL... 7 Setup System...7 My School Tab...7 Tuition Tab...8 Mail Codes Tab...8 Charge Codes Tab...8 Accounting Link Tab...8 Colors Tab...8 Password Tab...8 Credit Card / Printer Tab...9 Staff Setup...9 Class Setup...9 Account Setup...9 PROGRAM GUIDE Account Billing Frequency Table Accounting Link Accounts Account Source Add Student Add Account Add Prospect...16 Add Student to Prospect...16 Add Session Alert Attendance Attendance MakeUp Back Up Database Calendar...19 Charge Accounts...19 Charge Account For Partial Tuition Charge Each Account Charge Each Student Charge Each Student Times Number of Classes Charge Each Student for Each Class Charge Selected Accounts Charge Selected Students Charge by Mail Code Classes...21 Class Screen Class Room List...23 Class Room Schedule...23 Class Key...23 Change Sessions...23 Charge Codes...23 Check Class Conflicts...24 Class Card...24 Class Wait List...24 Clear Database...25 Compact Database...26 Date Control...26 Delete Charge...26 Delete Payment...26 Delete Session...27 Delete Student...27 Display Deleted Transactions...27 Display Pairs...27 Edit Class Addresses...27 TOC-1

5 Table of Contents School Signature Enroll Student In Classes Enroll Student from Class Screen Envelopes and Individual Labels Export To A Word Processor Find Account Find Class Find Student Input Charge Input Credit Input Payment Input Refund Late Charges Mail Codes Define Mail Codes in Setup System...32 Edit Mail Code...32 Delete Mail Code...33 Add Mail Code to an Account or Student...33 Delete Mail Code on an Account or Student..33 Add Mail Code to a Class...33 Add Mail Code to Selected Accounts/Students...33 Medical Information Notes Add Notes to an Account Screen...34 Delete Notes on an Account Screen...34 Add Notes to a Student Screen...34 Delete Notes on a Student Screen...34 Add Notes to a Teacher Screen...34 Delete Notes on a Teacher Screen...34 Add Notes to a Class Screen...34 Delete Notes on a Class Screen...34 Add Notes to a Vendor Screen...34 Delete Notes on a Vendor Screen...34 NSF Check or Bad Check Omit Student from Recital Passwords Payment Information...36 Payments...36 Apply Payments Apply an Existing Payment Split Payment Auto Apply Payments Un-Apply Payment Post Tuition...37 Prospects...37 Restore Database...37 Registration Charge...38 Reset Account Billing Frequency...38 Reset Calculate Tuition By for Every Account...38 Save Credit Card...38 Sales Tax...38 School Statistics...38 Screen Color...39 Session Name...39 Setup Doctors...39 Setup System...39 My School Tab Defaults Tab Account Defaults School Defaults Class Defaults Student Defaults Student School Table Student Skills Table Student Doctor Table Tuition Tab Calculate Tuition by Class Calculate Tuition by Table for Each Student. 42 Calculate Tuition by Table for Each Account 42 Calculate Tuition by Time by Student Calculate Tuition by Time for Account Recalculate Tuition Mail Codes Tab Define Mail Codes in Setup System Edit a Mail Code Delete a Mail Code TOC-2

6 Table of Contents Charge Code Tab...43 Add Charge Code...44 Edit Charge Code...44 Delete Charge Code...44 Sales Tax...44 Accounting Link Tab...44 Colors Tab...44 Passwords Tab...44 Staff ID Cards Staff Registration Form Staff Information Add Staff...45 Go to Staff...46 Staff Hours...46 Staff Notes...46 Staff Qualifications...46 Staff Reports...46 Student Class History Student Fee Student Picture Select Picture...48 Clear Picture...48 Student Skills Telephone Dialer Setup the Com Port...48 Use the dialer...48 Transaction Screen Note Transfer to QuickBooks Import to QuickBooks Tuition Calculate Tuition by Class...50 Calculate Tuition by Table for Each Student.50 Calculate Tuition by Table for Each Account 50 Calculate Tuition by Time by Student...50 Calculate Tuition by Time for Account...50 Custom Tuition...51 Recalculate Tuition...51 Tuition Discounts by Student Update Student Grade Automatically Void Charges or Payments Wait List Popup...52 Wait List Notes Using Font Accounts Students Classes Staff Statements Saved Drafts INVENTORY Setup Add Department Edit Department Delete Department Category Setup Vendor Inventory New Item Edit Item Receipts and Issues Receive a Product Issue a Product Print Labels Inventory Reports...61 MUSIC LOCATOR Music Location...63 Add a Music Location Edit a Music Location Delete a Music Location Media Type...63 Add a Media Type Edit a Media Type Delete a Media Type Music Category...64 Add a Music Category Edit a Music Category Delete a Music Category Add a song Edit a song Delete a song REPORTS TOC-3

7 Table of Contents Class Lists...66 Class List (With or Without Page Breaks)...66 Class Lists Open Classes...67 Class Room Schedule...67 Class Wait List (All Classes or Individual Classes)...68 Class Roster...68 Class Attendance Lists...69 Attendance List...70 Attendance Reports...70 Account Reports...71 Phone /Options...71 Account Summary...72 Billing Frequency...72 Confirmation...73 Confirmation Postcard...73 Information...74 Mail Code...74 Notes...75 Payment Info...75 Expired Credit Card Report...76 Registration Form...77 Coupon Books...77 Alert...78 Source...78 Student Reports...79 Student Phone List with Options...79 Student List By Grade...80 Month Registered...80 School...81 Year Started...81 Evaluation Form...82 Information...82 Birthday...83 Mail Codes...83 Car Pool List...84 Attendance...84 Class History...85 No Classes...85 Notes...86 Medical...86 Dropped Classes...87 Skills...87 Student ID Cards...88 Inactive Student Report...88 Wait List...89 Class Card...89 Mailing Labels...90 Return Address Labels...91 Mailing Labels by Class...91 Birthday Labels...91 Individual Account Label...91 Accounts Receivable A/R...92 Accounts Receivable Summary...92 Accounts Receivable - Detailed Report...93 Accounts Receivable - Aging Summary...93 Accounts Receivable - Aging Detailed...94 Account Balance by Class Account Balance by Day Account Open Transactions Unpaid Tuition Unpaid Monthly Tuition Account Balance Positive Only Account Balance All Accounts Report Statements...98 All Charges and Payments Open Charges and Payments Individual Open Charge Payments Report Detailed Payments and Credit Report Detailed Open Payments and Credits Deleted Payments and Credits Detailed Applied Credits Payment Distribution Charges and Income Reports Detailed All Charges Report Summary All Charges Report Individual Charge Report Detailed Open Charge Report Summary Open Charge Report Individual Open Charge Report Detailed All Income Report Summary All Income Report Individual All Income Report Class Income Report RECITALS Recital Schedule Screen Testing the Schedule for Conflicts Save a Scheduled Recital Open A Saved Schedule Delete Saved Schedule Delete Student From the Recital Remove Student from Recital from Student Screen Remove Student from Recital from Class Screen Recital Lighting and Set Change Notes Recital Rehearsal & Picture Dates Recital Reports Summary Recital Report Detailed Recital Recital Performers Recital Performers with Notes Recital Non Performers Recital Dances Listed by Student Recital Shows and Dancers Listing Recital Confirmation Recital Picture Schedule Recital Confirmation with Rehearsal Date TOC-4

8 Table of Contents Recital Rehearsal Schedule Lighting Notes Recital Non-Performers Listing Recital List of Students with Multiple Classes List of Accounts with Multiple Students List of Accounts with Multiple Students and their Classes Music Labels Recital Family Participation Family Participation Analysis Report COSTUMES Vendor Information Add a New Vendor Delete Vendor Vendor Information Screen Costume Size Table Add Size Table Delete Size Table Entry Edit Size Table Entry Insert Size Table Entry Merging Letter and Numeric Sizes Boy Costume Sizing Vendor Notes Vendor Add address Add/Edit Costumes Add Costumes Edit Costumes Delete Costume Quantities on Accessories Enter Measurements Enter Measurements from Costume Menu Enter Measurements from Student Screen..128 Enter Measurements\ from Class Screen Assign Costumes to Classes Assign Costumes and Update Sizes Assign Costumes to Selected Students Edit Sizes Remove Costume Costumes with Multiple Colors Same Class Girl and Boy Costumes Post Costume Charges Class/Costume Worksheet School Measurement List (Active Students)138 Costume Labels School Measurement List (Active Students)138 Purchase Orders Vendor Purchase Order Worksheet Detailed Purchase Order Summary Purchase Order ACCOUNTING LINK Transfer to QuickBooks Manual Transfer to Accounting Program IMPORTING & EXPORTING Importing Data to Import Mapping Fields Importing the Records Exporting Data Selection Exporting Data CREDIT CARD PROCESSING Setup Entering Payments Processing Duplicate Credit Card Transaction Credit Card Captured Save Credit Card Number Entering Refunds Post Credit Card Payments Transaction Log Credit Card Close / Settle Other Functions and Reports Costume Reports Vendor/Costume Lists Vendor List Costume List Classes Using Costume List Costume Used by Classes List Costume Confirmation Form Costume Confirmation Forms Costume Confirmation Postcard by Class Measurement List Class Measurement List TOC-5

9 OVERVIEW Chapter 1 OVERVIEW This chapter will introduce you to the main components of DanceWorks. Introduction This chapter describes the basics of DanceWorks, and summarizes what you will find in the remainder of this guide and in the online Help system. The Guide provides an overview of the major elements and functions of the program. You will see what is contained on the Account, Student, Classes and Teacher screens. Account Screen The Account screen displays all information related to an account. It is brought up when you select the Account tab, highlight an account and click on the Go to Account button. You can enter: Billing name Address The lower portion of the screen contains tabs for: Students Mail Codes Notes Phone number Employer Emergency Numbers Payment Info The right hand section of the screen is information generated by the program and contains: Date Class Time Balance Tuition Last Payment The more information you supply, the more useful you will find the Reports. The Command Buttons on the screen are clearly titled and will help you perform certain functions within the program. Student Screen The Student Screen displays all information related to an individual student. It is brought up when you select the Student tab, highlight a student and click on the Go To Student button. You can also access a student from the Account Screen by double clicking on the bar that contains the student s name. You can enter: Name Address Phone number Social Security Number The lower portion of the screen contains tabs for: Classes Mail Codes Birthday School Grade Year Started Notes Measurements 1

10 OVERVIEW Emergency Medical Skills History The Account Number and Student Number are located in the upper right hand corner and are generated automatically by the program. Class Screen The Class Screen contains a description of the Class including: Class Name Level Room Day Time Length Number Enrolled Maximum Number Tuition Amount Class Key Description Teacher Assistants The bottom portion of the screen contains: Class Roster Class Wait List Notes Measurements Costumes Performance The Record Attendance button, on the right, gives you access to the Attendance Tracker. Teacher Screen The following information can be entered for teachers and staff: Name Address Social Security Number Home Phone Cell Phone Work Phone Pager Number The bottom portion of the screen contains: Classes Hours Notes Qualifications The Teacher Report Screen holds the following reports: Telephone List Teacher/Student Telephone List Teacher Class List Hours List Teacher Mailing Labels 2

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12 INSTALLATION & REGISTRATION Chapter 2 INSTALLATION & REGISTRATION This chapter will walk you through installing and registering DanceWorks. Installation To install DanceWorks on Windows 95/98/2000/ME/XP Insert the DanceWorks CD-ROM into your CD-ROM Drive Click on the Start Button in the Task Bar Click on Run Type in D:\SETUP and click on OK (where D is the CD-ROM Drive letter ) Follow the on screen prompts Registration Go to File, Register DanceWorks. Please make note of the numbers as you will be instructed to call Akada or with the Entry Number and the Computer ID to unlock the program. These numbers are unique to the computer you are installing DanceWorks on. You can enter studio data into the program while you are waiting for you license to be issued. If you reinstall Windows, or install a new version of Windows, you may need to call for a Passkey or you may need to re-license your software. If you would like to install DanceWorks on additional computers or need a networking license, please contact Akada Software, Inc. for pricing at

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14 SETTING UP YOUR NETWORK Chapter 3 SETTING UP YOUR NETWORK The following instructions will help you should you decide that you want to network the DanceWorks program. Networking licensing is at an additional fee, so please feel free to call our office for current pricing. Once you have purchased your Network License, you can begin using DanceWorks on your network. You can use Peer to Peer networking, Windows NT or Windows With either option you need to install DanceWorks on the server. This computer should be the fastest computer in your office environment with the most RAM and most free space on the hard drive. Sharing the DanceWorks Folder To share the folder that DanceWorks was installed in, do the following: Windows 95 & 98 Double click on the My Computer icon on the desktop Double click on the C drive icon Right click on the DanceWorks folder and select Sharing from the menu Click on Share As Notice the Share Name. This will default to the name of the folder being shared. (DanceWorks) Click Full in the Access Type section Click OK The DanceWorks folder on the c:\ drive should now show a hand underneath it. This means that the folder is now shared Windows XP Double click Start and choose My Network Places. Double click on the C drive icon Right click on the DanceWorks folder and select Network Sharing and Security from the menu Click on Share the Folder on the Network. Notice the Share Name. This will default to the name of the folder being shared. (DanceWorks) Click Full in the Access Type section Click OK The DanceWorks folder on the c:\ drive should now show a hand underneath it. This means that the folder is now shared Follow these steps for each computer (workstation) that will also access DanceWorks. Workstation Computers Install DanceWorks on each workstation in the network Click on the Windows Start button. Go to All Programs. Select DanceWorks. Select Network Setup. Click on Browse Select My Network Places. Select Entire Network. Select Microsoft Windows Network You will see a cluster of three computers next to the name of your workgroup. Double click on that name. You will see the computers in your workgroup. Double click on server 5

15 SETTING UP YOUR NETWORK Double click on DanceWorks folder. Click Open Click Save Click Exit You should be back at desktop. Open DanceWorks. When you run DanceWorks on one of the workstations, it will read the DanceWorks.ini file to find the location of the data bases which are stored on the server, whose path is specified on the first line of the local copy of the DanceWorks.ini file. 6

16 TUTORIAL Chapter 4 TUTORIAL Step by Step The DanceWorks Tutorial will take you through the setup for your studio. We will start with Setup System and then go through setting up teachers, classes, accounts and students. Detailed information on how to setup your studio can be found in the Program Guide Section of the manual. Setup System Choose Setup System from the Main Menu. My School Tab Enter your studio information on the My School Info tab. Enter Shipping Name and Address for Costume Module. In the session name box, type in a session name such as New School Year. You will see tabs along the bottom of the screen for the notes on different reports within DanceWorks. Add a note by clicking in the box and typing. The following are notes that can be entered: Statement Note Payment Note Confirmation Note Registration Note Receipt Note Coupon Book Note Costume Confirmation Note Defaults Tab The Defaults tab consists of four separate tabs, Account, School, Class and Student. Defaults can be pre-set to save time when entering your information. Account Tab On the Account tab, enter the primary city, state and first few numbers of the zip code for the majority of you students. You can setup the Account Billing Frequency Table. This table allows you to set up tuition schedules for nine different Account Billing Frequency Table arrangements. If you charge tuition once a month for certain customers, every other month to other customers or maybe every six months, you can use the Account Billing Frequency Table to select how you will post the tuition for each group Use the Telephone Number to set up a default area code and display for telephone numbers. School Tab The School tab holds the school defaults. If you charge a registration, enter in the amount and the limit. You can have six different registration charges. The Discount Method should be setup as an amount or percent if you offer a discount. Set the amount or percent and you will be able to automatically post a late charge to past due accounts If you charge a late fee. 7

17 TUTORIAL Balance Forward Accounting can be checked if you would like your payments to automatically be applied to open charges until the payment amount is zero. If you select Hide Number of Accounts and Number of Students, the total number of Accounts or Students will not be visible on the Account or Student tab. Class Default You can set a default for the most common tuition amount, class length and class size. When you enter in your classes, you can skip these fields if they are correct or type over them with the correct information. Check Class Conflicts, if checked, will not prompt you when a class time conflicts. The Class Room List grid can be setup with your rooms and their descriptions. You can use alpha, numeric or alpha/numeric entries. The Room field is limited to three characters. You will always see both the Room and Description in the program. Update Student Grade will change the grade on the Student Screens to the next grade year. If you carry over a database, instead of opening a new database for the school year, you will want to update the student grades automatically on the student screen. Select how you want your classes to be sorted on the class screen by selecting a radio button Student Default You can enter the schools that your students attend so the list is available on the student screen when enrolling a student. The Skills table can be setup to keep track of the accomplishments of students. These skills can then be added to a Student Screen. The Student Skills table can be setup here so that the data entry is faster. The Student Doctor Name can be setup here so the data is faster and more consistent. Tuition Tab Setup the tuition table that best fits the environment of your studio. You can use a combination of any tuition tables and charge either accounts or students by these tables. You can also select Custom Tuition from the account or student screen to enter in adjusted tuition schedules for customers. Mail Codes Tab Mail codes can be setup to group students or accounts together for mailings such as volunteers, student teachers, etc. Charge Codes Tab You can specify unlimited charge codes. Charge Codes help define specific income categories. Sales Tax can also be set on this page. Sales tax will be applied to a charge, after the charge has been entered. Accounting Link Tab If you are linking to QuickBooks for income transfer, you should set up the bank account numbers and accounting program directory. The general ledger numbers should match the general ledger numbers in QuickBooks. You can use either the QuickBooks general ledger numbers or DanceWorks general ledger numbers Colors Tab You can change the background color of the DanceWorks program to either a defined color or custom color. This is useful if you have several sessions on your computer. Password Tab You can add additional User Names and Passwords on this page. You can also change the System Password, Delete Payment Override Password, Credit Card Password and the passwords for the built-in user names: Admin and Office. 8

18 TUTORIAL Credit Card / Printer Tab You can provide information for the optional credit card processing module to integrate DanceWorks with PC Charge Payment Server from Go Software. This allows DanceWorks to send credit card payments to your merchant account company for processing as they are being entered. Also on this page you can specify your label printer and receipt printer for use by DanceWorks. Main Menu Staff Setup Start by selecting the Staff tab on the Main Menu. Select the New Staff button. Enter the following information: Name Address Telephone Numbers Once you have added the Staff member, visit each tab to fill in the appropriate information. The class tab will automatically fill with classes as you assign those classes to the Staff member. Class Setup Next, select the Class tab from the Main Menu. Select the New Class button. Tab through each field and enter the following information: Class Name Level Room Day (click on the down arrow to display a list of days) PM (click in the box or hit <space> to set pm, blank is am) Max No. Students (Value comes from Class Defaults; up to 99 Students) Tuition (Value comes from Class Defaults) Description Class Length Teacher Assistants Click on the Add Class button to add the class you just defined and repeat until all classes are defined. DanceWorks verifies that each new class does not conflict with any other classes on the same day, in the same room and during the same time frame before adding the new class. Note: If there is a conflict you can choose to add the new class anyway. When a class has reached the maximum number of students, the class name will be highlighted in red. Account Setup Now, you will setup your first account. Select the Account tab. There is a selection box so that the accounts can be sorted by name or number. The Select By box lets you select which group your want to default to. Inactive is highlighted in green and Prospects are highlighted in red. When you display All Accounts or Active and Inactive Accounts, the matching color for Red or Green will show in the status box. Select New Account. Enter the following information: First Name Last Name Street Address City, State Zip code Phone Click on the OK button to add this account and go to the full Account screen. 9

19 TUTORIAL DanceWorks checks to see if the new Account Name is a duplicate of one already in the system. If so you will be informed and required to change the new account name. On the full Account Screen enter: Parent 1 and Parent 2 name and phone number & employer Click on the privacy button if privacy is required Select Payment Plan if other than one monthly tuition Select Calculate Tuition By by using the pull down arrow You can setup Mail Codes, Notes and Emergency Numbers from the tabs on the screen. Select the tuition method by selecting from the Calculate Tuition By box. You can select any one of the methods you have setup in Setup System. It is time to add students and enroll the students in their classes. Click on the Add Student button on the Account Screen. Fill in Student s First Name. The Last Name is copied from the Account Name and can be overridden if the Student has a different Last Name. Click the radio button for either Male or Female. If this student is to have a discount, check the Student Discount box. Make sure you check the discount box before you enroll the student in classes. Click on the OK button to add the student and return to the Account screen. Adding a student to an account will result in a Registration Charge being added to this account. Be sure to add all students to each account before proceeding to the next step. Now that you have added all the students to this account, you can enroll them in their classes. Click on the Student Name bar to go to the Student Screen. Fill in the following information: Birthday School Grade Year Started Check the Privacy box if you do not want the address and telephone number to show on reports for a student. If you want this student to have a student discount, and, you have not already specified this, click in the Student Discount box before you add them to their classes. The Recital box is automatically checked. If the student is not participating in Recital uncheck the box. Click on the Enroll Student button to bring up the Enroll Student in Class Window. Point the mouse arrow to the left of the class, in the small gray box, and click to select. When a class is selected, the line defining the class will turn blue. If you want to choose more than one class, hold down the <Control> key and continue to select classes. Click on the OK button. You can also add a class by double clicking on the small gray box. The class will be added to the student class grid. DanceWorks returns to the Student Screen filling in the next entry in the Class Participation Table. The Tuition defined for this class copies back to the Student Screen. It is discounted by the Family Discount percentage if this student is marked as having the discount. If the Tuition is not correct, you can edit it on this screen. The change will affect this student only. To edit the Tuition Amount, click twice in the Tuition box of the Class Participation Table and type in the correct amount. The student s total tuition will be recalculated immediately. Continue the above procedure to enroll the student in the classes that they have selected. Click on the Go To Account button to return to the Account screen or, click on the Main Menu button to return to the Main Menu screen. Charge the Account for Tuition and or Registration Enter the Charge. Click on the View Transactions button on the Account Screen. Click on the Input Charge button. Fill in the following: Enter Date, if today s date is incorrect Click on the down arrow next to the description box. Select Tuition from the list of charges Enter Amount of tuition. Click on the OK button to post the charge to the Account and return to the Account Transactions Screen. 10

20 TUTORIAL Click on Exit. Now enter your payment for tuition. Click on the Input Payment button on the Transactions Screen. This displays the Input payment window. Fill in the following: Payment Date, if today s date is incorrect. Payment Type (Cash, Check, Credit Card, Other) Check No. Description Payment Amount Click on the OK button to accept the payment. DanceWorks will open the Apply Payment to Open Charges window which displays the open (unpaid) charges for this account. Highlight the Open Charge that you wish to pay with this payment. Click on the Apply Payment button. Click on Exit to return to the Transaction Screen. To apply the payment to one or more charge: Highlight the Open Charge that you wish to pay with this payment. Click on the Apply Payment button. Continue selecting charges until the balance is zero. DanceWorks supports the following payment situations: Partial payments Multiple payments to a single charge A single payment closing multiple charges Overpayments (deposits) If money is left after all charges have been paid, click on the Exit button to leave the remaining amount as an open balance on the Account Transactions screen. Highlight the payment that you want to use on the Account Transactions Screen. Click on the Apply Payment button at the bottom of the screen to bring up the Apply Payment to Open Charges window. Follow the steps above. You have now followed the basic steps to enter your classes and first account 11

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22 PROGRAM GUIDE Chapter 5 PROGRAM GUIDE The DanceWorks Program Guide will help you through all concepts within the DanceWorks program. There are a few things to remember as you look at the Main Menu in DanceWorks. Clicking once on a menu name at the top of the window will display the list of choices for that menu. To select an item from the menu, move your mouse pointer over the desired item and click once with the left button. Click on the Find Account tab on the Main Menu window to go to a list of accounts or click on the Student tab to go to students. When you click on the Account or Student tab, you can search for the desired account or student by beginning to type the last name or account name. The characters you type are displayed in the box below the table and the program finds the closest match to that name. On the Account and Student tab, select the Sort By and Select By criteria by using the radio buttons. Account Billing Frequency Table This table allows you to set up charging schedules for nine different Account Billing Frequency Table arrangements. If you charge tuition once a month for certain customers, every other month to other customers or maybe every six months, you can use the Account Billing Frequency Table to select how you will post the tuition for each group. 1. Since your program comes with default date, select the Plan you want to use by highlighting the Plan. 2. Click on Edit Account billing Frequency Table Entry. 3. The multiplier is the number of months for the plan. For instance, if you bill a group every two months the multiplier would be 2. The computer will multiply your monthly tuition by two to compute the correct amount. The multiplier can be set from.01 to for more accurate tuition posting. 4. You can add a discount by amount of percent by clicking in the % or $ boxes and adding the information. The discount will apply when the account is charged. 5. The description name can also be changed. 6. Click on Save. 7. On the Account screen for each account, be sure to select the correct Account Billing Frequency Table. The program will always default to Plan There is a report listing the customers in each cycle. See Reports for this report. Accounting Link The Accounting Link will link the DanceWorks program to the QuickBooks program so that you can transfer your income into QuickBooks. 1. Select Setup System. 2. Type in the System Password. 3. Click on the Accounting Link tab. 4. Click on the down arrow next to Accounting Program to select the accounting program. 5. Select the Drive by clicking on the down arrow at the right. The drive is usually the C drive. 6. Select the Accounting Program Directory. If you click in the white window, you will get a list of all the folders in the system. Select the folder that you loaded QuickBooks into. It should be in either QuickBooks or it will be in the program files folder, in Intuit\QuickBooks or QuickBooks Pro. Double click on the folder where QuickBooks is loaded. 13

23 PROGRAM GUIDE 7. Fill in the Un-deposited Funds/Bank Account, which is a four-character field, should match the account number in QuickBooks and would commonly be This is where payments are transferred when you go to QuickBooks. 8. The Customer Deposit Account should have the number 2100 or similar number since it is a liability account. This is the account that receives the excess payments that have not been applied to charges. 9. When those payments are later applied to charges, the transfer to QuickBooks will automatically take money out of this account and put it into the appropriate income account. 10. See Transfer to QuickBooks. Accounts You will want to add your new account before you add any student information. The Account name is the person who will be responsible for payment on the account. Once the account is setup, you can add students to the account. Think of the account name as the trunk of the tree and the students as branches on the tree. Account Source You can setup Account Source Codes to keep track of how your customers found your school, either newspaper, television advertising, etc. Setup Account Source 1. Select Setup System. 2. Select the Defaults tab. 3. At the bottom of the Accounts tab, on the Default Screen, click New on the Account Source List. 4. Your code can be up to 20 characters. 5. Type the code. 6. Click on Save. Edit Account Source 1. Select Setup System. 2. Select the Defaults tab. 3. At the bottom of the Accounts tab, on the Default Screen, click Edit on the Account Source List. 4. Your code can be up to 20 characters. 5. Type the code. 6. Click on update. Delete Account Source 1. Select Setup System. 2. Select the Defaults tab. 3. At the bottom of the Accounts tab, on the Default Screen, click New on the Account Source List 4. Highlight the Source to be deleted. 5. Click Delete. 6. Do you want to delete the Account Source, yes or no. Add Student After you have entered in your Account Information, you will want to add a student to the account. You can also add the students at a later date, if necessary. You can search for a student by last name, first name, account number or student pone number. This search criterion appears on the Student tab. 1. Go to Account Screen 2. Click on Add Student. 3. This screen displays the Account last name in both the Student last name field and the Account Type in student first Name and last name if it is different from the parent s. 4. Select Gender. 5. If Privacy has been checked when you entered the Account information, the status will carry over to the Student. This means that the address and phone number for the student will not display on any reports. You can deselect the Privacy status if you want the information to be printed on reports. 6. Select Discount Method, if applicable. 7. Click on OK. 8. If there are additional students, type in next name or click on Exit. The Student Screen contains these tabs: Classes These are the classes the Student is enrolled in. If the class tuition is highlighted in orange, it means that that class tuition amount has been manually edited. Right click on a class that the student is enrolled in to see a list of other students in the class. Mail Codes You can add Mail Codes from this tab. Notes Notes can be added with a date. If there is a note listed, a note icon will appear on the tab. Measurements Student Measurements can be added to this tab. 14

24 PROGRAM GUIDE Emergency Parent pager numbers and emergency contacts and telephone numbers can be added to this tab. Medical Enter medical information on this tab. When information is entered either in Allergy Information or Other Medical Information, once you leave the screen and come back to the screen a Red Cross icon will appear on the tab. Skills Student Skills can be added to this tab. History When a Student is enrolled in a class, an entry will be made in the History table. You can edit, print or delete the entries in this table. Card A class Card can be setup for a Student who is paying for a block of classes, without regard to what individual class the Student takes. See Class Card. Student Fee Add a monthly fee that is not tuition such as after care, to be posted each month when you post tuition. These buttons are on the Student Screen: Print Envelope Print and envelope with our without a return address or pint a label to a label printer. Add address to student. Go To Account This button will take you to the Account Screen. Set Picture Path Select the file that holds the picture for this Student. Print Student Attendance Prints or Displays a date range grid of the attendance for this Student. Find Student Use this button to move backward forwards or to see a list of all Students. Find Account Use this button to find an individual Account. Main Menu This button takes you back to the Main Menu. Add Account 1. Select the Account tab from the Main Menu and click on the New Account button. 2. Enter the name, address and phone. Click on the OK button to add this account and go to the full Account Screen. 3. The program checks to see if the new account name is a duplicate of one already in the system. If so, you will be informed and required to change the new account name. 4. On the full Account Screen, enter additional parent information. If this account is to have Privacy Status, click the box for Privacy. The Privacy status will automatically carry on to the Student Screen. When a report is printed with this Student or Account name, the telephone number and address will not appear on the report. 5. On the Account Screen, there are fields under Parent 1 and Parent 2 to include the name of their employer and telephone number. You can also enter one social security number. 6. You can select the way the account will have the tuition calculated. Use the pull down arrow at the Calculate Tuition box, and select method. You must setup your tuition tables in the program setup, so that the program can calculate the tuition correctly. The Account Screen contains these tabs Students The student tab lists all students associated with the account. If a Student is Inactive the background color of the Student name turns from blue to pink. Mail Codes You can add mail codes from this tab. Notes Notes can be added with a date. If you have a note on the Account screen, the Note button on the View Transaction Screen will be enabled, so you can check the note before entering charges or payments. Emergency Emergency names and numbers can be listed on this page. Payment Info Enter credit card type, card number, expiration date, cardholder name and notes. These buttons are on the Account Screen Add Student Click this button to add a student to this 15

25 PROGRAM GUIDE account. Delete Student Click this button and select the student to delete from this account. Registration Charge Click this button to apply a registration charge to this account. Tuition Charge Click this button to apply a tuition charge to this account. Registration Click this button to print a registration form with this account information. Confirmation Click this button to print or a confirmation form. Statement Click this button to print or a statement. Coupon Click this button to print a coupon book for this account. Delete Account Click this button to delete this account. The students must be deleted from the account before the account is deleted. New Account Click this button to add a new account. Input Charge Click this button to add a charge to this account. Input Payment Click this button to add a payment to this account. View Transactions Click this button to view all transactions for this account. Find Account Click this button to search for accounts. Find Student Click this button to find students. Print Envelope Click this button to print an envelope or label, either with our without a return address. Click this button to this account. Add Prospect 1. Select the Account tab and click on the New Account button. Enter in the Name, Address and telephone number. 2. Select the Prospect radio button and click on OK. 3. On the Account Screen, enter in the necessary information. You will notice that Prospect will be highlighted in Green toward the right of the screen. When the Prospect becomes an Active account, click on the arrow and select Active. 4. You can add Student names by clicking on the Add Student button. You will notice that Prospect will be highlighted in Green toward the right of the screen. When the Prospect becomes an Active account, click on the arrow and select Active. 5. These customers will not be counted as active customers, but you can activate them when they decide to enroll their children. Charges and Payments can be entered on Prospect Accounts. 1. Select the Account tab. 2. Select Prospects in the Select By box. 3. Double click on the Account Name. 4. Click on Input Charge to enter a charge. 5. Click on Input Payment to enter a payment. 6. Statements can be printed for Prospects from their account screen. Add Student to Prospect You can add a Student to the Prospect. This can be beneficial if you want to add a Mail Code to students to group them. Once the Prospect is added you can add the Student. 1. Click on the Add Student button. 2. Fill in the student name and gender. 3. Click on OK. You can add Mail Codes to the Prospect Student but they cannot be enrolled in Classes. The Student can be made Active by clicking on the down arrow by Prospect and selecting Active. Once a Student has been made Active, the Account Screen automatically becomes Active. At this point, the Student or Account cannot be changed back to Prospect. 16

26 PROGRAM GUIDE Add Session There are several reasons why you would want to set up a new session. You can keep your current year on the computer, open a new session to register for summer, and open a third session to start registration for fall, all for the same studio. Please check to make sure you are in the correct location when changing any information on your screens, since you may have similar names in each session. You should back up each session daily. You can set up a new session if you have more than one studio. To add a new Session 1. Go to File on the Main Menu 2. Select Add/Delete Session 3. In the Copy From box, bubble in the radio button next to the database you want to copy from. If you copy from an existing database, you can then go into the new database and clear data, such as payments, charges, classes, etc. that you do not want in the new database. 4. If you want a blank session (without any data), bubble in Blank. If you choose a blank database, the password on the database is preset to AKADA until you change it in Setup System. 5. Type in the new session name 6. Click on Add Session and you will notice that the new session shows up on the left. 7. Click on Exit to return to the Main Menu. If you have copied over a session and want to clear out information: 1. Open the new session you have created. 2. Go to File. 3. Click on Clear Database. 4. You can click on the boxes to clear out transactions, classes, etc. If you want the students and accounts to be inactive, so that you can activate them as they return to their classes, be sure to also delete classes from the Clear Database Screen. See Clear Database for more information. Alert An Alert can be setup in Setup System, to alert for special account notations, such as cash only, late paying customer, etc. Once these alerts are setup in Setup System, you can select the appropriate Alert code on the Account Screen. Setup Alert 1. Go to Setup System. 2. Select the Defaults tab. 3. At the bottom of the Accounts tab, on the Default Screen, click New on the Alert code List. 4. Your code can be up to 20 characters. 5. Type the code. 6. If you choose to select an Alert Color, click on Set Alert Color. 7. Select a basic color or define a custom color. 8. Click OK. 9. Click on Save. Edit Alert 1. Go to Setup System. 2. Select the Defaults tab. 3. At the bottom of the Accounts tab, on the Default Screen, click Edit on the Alert Code List. 4. Your code can be up to 20 characters. 5. Type the code. 6. If you choose to select an Alert Color, click on Set Alert Color. 7. Select a basic color or define a custom color. 8. Click Update. Delete Alert 1. Go to Setup System. 2. Select the Defaults tab. 17

27 PROGRAM GUIDE 3. Highlight the code to be deleted on the Alert Code List. 4. Click Delete. 5. Do you want to delete code, answer yes or no. Apply Alert to Account 1. Select the Account tab. 2. Double click on the Account Name. 3. Select the Alert by using the pull down arrow by the Source box. If you want to see a list of the accounts that have an alert set, see Account Reports under the Reports Menu. Attendance 1. Go to the Class tab and select a class. 2. Click on the Record Attendance button. 3. Use the arrows along the bottom of the screen to select a date. 4. Click on Enter Attendance The column with the date will default to Present for each student. 5. If you need to change the Present, click on the down arrow and make your choice. 6. When you record attendance, any choice other than Present will appear in red. Present will always appear in black. 7. If you want to delete an incorrect column, click on the column date and select Delete. 8. Right clicking on an attendance row will show the number of students who are present. 9. A default value can now be set before you enter Attendance. This value will apply to each active student enrolled in the class. 10. Pull down on the arrow at Default Value. 11. Select the default attendance. 12. Select the correct date and click on Enter Attendance. 13. There is an Attendance Report that can be printed from the Record Attendance Screen. 14. The report is a visual cross-tab report listing each student, dates of attendance and code for each date. All other Attendance Reports can be printed from the Reports menu by selecting the Attendance Lists tab or Student Report tab. Attendance MakeUp An attendance can be entered for a student who is making up a class. It will not show up on the attendance for the class, but it will show as a makeup on the attendance for that student To record the Attendance: 1. Select the Class tab. 2. Double click on the class to be made up. 3. Click Record Attendance. 4. Click Record Makeup. 5. Select the Student Name. 6. Click Record Makeup. 7. Answer Yes for Makeup Recorded for. 8. To view Attendance: 9. Select the Student tab. 10. Double click on the student name. 11. Click Print Student Attendance. 12. Click on Display to see the attendance. Back Up Database You should backup your databases everyday using a separate, marked disk, zip disk or CD. If you have a computer crash, or for some other reason, need to reinstall your software, you will have your data available to you. 1. Go to File. 2. Select Backup Database. 3. Choose the backup drive letter. 4. Click Next. 5. Select the database(s) to be backed up. 6. Click Next. 7. Click Backup. Format Disk There is a new button located on the Backup Screen so that you can format your disk before backup. There is a prompt stating that the format will destroy all existing data on the disk. You can click on OK or Cancel to cancel the operation. To format a disk before backing up: 1. Go to File. 2. Select Backup Database. 3. Click on the Format box. 4. Click on Backup. 18

28 PROGRAM GUIDE Calendar The calendar is a three-column display of your scheduled classes and/or school events, located on the Main Menu. Initially, the left hand column will be the school events schedule, the second column will be the first classroom schedule and the third column will be the second classroom schedule. If you would like, you can change the contents of each column. In any of the columns you can select different classrooms by using the dropdown control located at the top of each column. In Setup System, you can setup names for each of the rooms in the studio. Then, as you are defining classrooms, there will be a drop down box with your classroom numbers preset. 1. Go to Setup System. 2. Select the defaults tab. 3. Select the Class tab. 4. Click on New Room. 5. Type in Room and Description, click on Save. Remember, this calendar does not merge the school events into the classroom schedule. You cannot define classes using this screen. If you want to define a new class, use the Class tab on the Main Menu. After your new class is entered, it will appear in the Calendar. Since School events are intended to be events such as Master Classes, Open House, etc. they cannot be assigned to a specific classroom. These are special events. Initially, the date shown is the current date in your computer. To change the date, click on the button to the right of the date display to popup a calendar. Click on the desired date and click OK, to display the schedules for the selected date. The time highlighted in green, on the left hand side of the column, shows the current time. Create or modify school events 1. Click on the School Event Scheduler tab. 2. You will see, in the middle of the tab, a calendar, showing the current month. Days with a white background and red letters indicate that events are scheduled on those days. 3. To schedule a new event, click on the day in the calendar, on which the event is to be held and click the New Event button. The blinking curser should be in the start time field. 4. You can either click the up or down buttons, to the right of the time, to change the time or type in a new time. Set the start time and set the stop time. If you want to change only the time field, click on the actual time and use the arrows. If you want to change AM or PM, click on the AM or PM, next to the time, and use the arrows to move back and forth between the two. 5. Enter the event description. If a longer description is needed, you can use the event note. 6. Click on the Save button when you have the entire information correct. The event will be displayed in the table on the left side of the screen under the date. Make a change to the event 1. Click on the event in the table on the left. 2. Click on the Change Event button. You can make the necessary changes. 3. Click on Save to save the changes or Cancel to discard.. The scheduler prevents you from defining events that overlap in time. 4. To delete an event: 5. Click on the event in the table on the left and click the Delete Event button. 6. The Display Event buttons and Print Event buttons, on the bottom of the screen, will produce a report showing the events scheduled for the current month. 7. This report will only print out the events, not your school schedule. Charge Accounts Charge Account For Partial Tuition You can pro-rate tuition for students that enter classes at a time other than at the beginning of classes. Click on the Charge button on the Account Screen. This displays the Input Charge window. Fill in the following 1. Enter date, if today's date is incorrect 19

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