efinesstri Registration Setup & Administration Guide Registration Master Setup Registration Utilities

Transcription

1 efinesstri Registration Setup & Administration Guide Registration Master Setup Registration Utilities Applications Research Corporation 1628 Temple Lane Rockford, IL (815)

2 2 Applications Research Corporation, All rights reserved. This document contains proprietary information of Applications Research Corporation, and is subject to restrictions on use and disclosure. This material or any portion of it may not be copied in any form or by any means except for internal use. Any disclosure of content to any other person(s) or entity is a violation of law and may result in civil and/or criminal penalties. Applications Research Corporation, 1628 Temple Lane, Rockford, IL Applications Research Corporation does not warrant that this document is error-free. Table of Contents I Registration Setup: Creating a Session Code. 3-4 II Registration Setup: Registration Master III Registration Master: Fee Tab IV Registration Master: Schedule Tab V. Registration Master: Defined Form Questions 14 VI Registration Master: Combo Class Setups VII Registration Master: Costs, Camp Group, Add-ons VIII Registration Master: Prerequisite Tab 17 IX Registration Master: Keyword Tab X Registration Utilities: Recalc Wait List XI Registration Utilities: Program Attendance Sheet XII Registration Utilities: Copy Session Price Change Credit Utility 24 Data Update Utility Registration Groups, Registration AddOn Groups Appendix A: Set Up for Calculation of Child Care Year-to-date totals

3 3 Registration Master Setup and Administration Registration Master is where program or class information is set up. Programs are organized in efinesstri by sessions which is usually defined by dates. The programs or classes are organized together and grouped by session. Rev. 1/2011 Sessions Sessions are a group of programs that have the same registration schedule and starting date. The ending date does not have to be the same and sessions may overlap. Sessions can be organized by the four seasonal periods: Winter, Spring, Summer and Fall, or by month or by any other categorization. Programs offered may be unique to the season, such as Summer Camp or Winter Ski Camp. Some classes such as Aerobics may be offered year-round. Many associations group the beginning dates of specific programs together so that they begin at the same time. This is chronologically grouping programs as a 'Session.' You may define any number of sessions within a year, and any number of programs within a session. Sometimes there are multiple sessions per season, for example, 'Fall Session 1' and 'Fall Session 2', each lasting for six weeks. You may offer repetitive programs each session and/or have special programs only offered during one specific session. To view the sessions already set up on your system or to create a new session code follow the menu path Registrations -> Session Limit.

4 4 The Session is defined by the Branch, by the Registration Begin and End Dates and by its name. To enter a new session code, press Reset to clear the screen, and then enter the required fields. The session name is an alphanumeric field that will allow entry of up to 10 characters. Examples of session codes include: 11CAMP, 2011Camp, 11JCAMP. Press Save to save your entry. Session Preview is the beginning date when programs in this session are available for viewing online. Once you have defined your session, your next task is to define the programs which are organized into this session.

5 5 Start by going to Registrations-> Registration Master. Navigation buttons:» to go to the next record. «to go to the previous record. If you wish to do an inquiry on an existing class or update information in any field, click the Search button. You can use partial name searches in fields. For example, in the Session field, you could type "%11%" and all sessions with 11 in the name will be displayed on the search list.

6 6 The Search list will display all the matches that it finds. Select one of them by clicking on it, and you will be returned to the screen, as in the example above. Sample Search List Select the program you are interested in viewing, click on its name on the search list. Click Next to go to the next page, or Previous to go back. To create a new program, click the Reset button. Complete the required fields on the Registration Setup form (the form displayed above), the Registration Fee tab and the Program Schedule tabs. The Registration Costs tab is optional. Combo Setup must be completed if the program is marked as a combo class. If you 'turn on' Camp Groups, then you will fill out information on that form, too. The Add-on tab is for additional items that can be sold with a class. Prerequisite is an optional tab which can be filled out if you need to have a prerequisite class for this class. Keyword is also an optional screen which can be filled out to enhance OnLine Edge searches. Note that any field marked with an * is required information. Coding Program Names A program meets at the same time on the same day and over a consistent period of time. For example, you have a Water Babies program that meets on Tuesday and Thursday afternoons at 3:00 p.m. and another Water Babies that meets on Wednesday and Friday afternoons at 3:00 p.m. These are not the same program and cannot have the same Registration Description names. Registration Description names are represented by a one- to 40- character alphanumeric code. In organizations that have multiple branches, make your Registration Description architecture as consistent as possible making your operation, training, and registration procedures simpler. Program coding

7 7 schemes need to take into account such factors as the number of programs being offered and the consistency of the offering. It is recommended that a mnemonic coding technique be used. However, you should choose the method that works best for your organization and then stay with that method. It is easier in printing roster reports and performing other tasks to fill in the name of the program to search for. The following example is an illustration of a mnemonic coding technique. Registration Description name Name of class FFS1030AM Flying Fish Saturdays 10:30 AM WBTR915AM Water Babies, Tuesdays 9:15 AM AAE530PM Aqua Aerobics everyday 5:30 PM Class Number will be assigned automatically when you click the Create button. Use the list of values to find the appropriate value for Type. The default values for this field are: Add-On, Camp, Child Care, Fund Raising, Group, Registration, Special Events, and Team Sports. Use Registration as the type to identify standard programs. Choose Status from the list of values. The values for this field are: Begin, Cancelled, Cards Printed, Closed, Not Active, On Hold, Open, Processing, Started, and Wait Listed. This field defines the registration status of the program. A program must be at Open status to be available to be sold in Transaction Master. A program that is at Wait Listed status can still accept registrations. A program at Closed or Not Active will not appear on the list of classes available in Transaction Master. Select the Department and Sub Department from the list of values to find the appropriate value. The list of values for Department and Sub Department is set up under Registrations -> Departments. Type the Begin Date or use the list of values button to select a date. This field defines the date the program begins. Enter the End Date or use the list of values button to select a date. The End Date field defines the date the program ends. Note that these begin and end dates cannot extend beyond the date range defined for the session you are using. If this program is taxable, select the correct tax descrip from the drop-down box. The tax descriptions are entered under Setup -> Tax Manipulation. Additional program parameters are grouped together near the middle of the form on the left side. Click the checkbox to turn the question on or off.

8 8 Bank Draft, if checked, turns on perpetual bankdrafting. A perpetual bankdraft is intended for use when the Copy Utility is run and you wish to copy over rosters and bankdrafts, too. If you never copy rosters when you are copying over programs, then do not use this checkbox. Health Form turns on a checkbox that you can see on the Registration Lookup form when registering for the class. You can create and run a report to tell you if Health Forms have been turned in. Camp Groups, if checked, causes an additional page to open allowing for more detailed information to be captured during a camp registration. See Camp Groups later in this documentation. If Medical Release is checked, the system will look for Medical Information to be filled in when completing a registration. Bus allows the staff person to enter bus pickup and dropoff location information when doing a registration. Cabin allows the staff person to assign a camper to a cabin. Combo Program, if checked, causes the Combo Setup form to become available. A combo class is one that meets regularly, but the registrant can sign up for one day, two days, three days or all the days the class meets, and the price is dependent on the number of days of attendance. Extended Care turns on a checkbox that you can see on the Registration Lookup form when registering for the class. Child Care Tax Deductible causes the amount paid for this program to be added to the Child Care Year To Date Paid or the Prev Year to Date fields in the Child Care module. Please note that this amount will only be allocated to the Year to Date or Previous Year to date when the AR Area is set to Child Care. Please see Appendix A (page 26-30) for complete details. Check the box Allow Installment Change if you have setup an installment plan on the fee tab, but you want to allow changes to this plan when selling the program in TM.

9 9 The Maximum Scholarships field allows you to define a limit to the number of scholarships that can be given for this program. The Max Amt field allows you to specify a limit in dollars for scholarships given. If these two fields are left blank, Transaction Master will report that $99, is available in scholarships. The Current Scholarships field will increment each time a scholarship transaction is applied to this program. The current Scholarships field is display-only. The Enrollments box contains four fields. The Minimum field allows you to define the lowest enrollment required for this program to operate. The Maximum field allows you to define a limit for a program s size. Both the Current field and the Wait List field are incremented during the Registration Sale process and are display-only. The Minimum Age and the Maximum Age fields allow you to limit registrations for a class to a specific age range. Entries in these fields will be verified against the participant s birth date. Participants with birth dates outside the defined range will not be allowed to register for this program. Click the radio button for the Sex type of the class if you need to segregate the girls from the boys. Co-ed is the default. Location indicates where the program will be physically held. Use the list of values button to select the Building and Room locations. This information will print on receipts and be accessible to online users. Building and Room are created in setup under Setup -> Building Setup. Auto Prorate, if checked, allows for an automatic reduction of the fees if someone registers for a class after it starts. The proration is based on the number of times the class meets between the start and end date of the class. Fields important for online display: For Web Display select Show and Allow Reg when you want the program available for sale online. Select Show only if you want the program to appear online, but not allow registration online. Select Do not show when you do not want the program to appear at all. Web Description (255 characters) is a short name used on the listing of online classes. Brochure Text (4,000 characters) can be used to record a fuller description of this program which could be printed in your program brochure. You can use Crystal Reports to download this information for preparation of your brochures so that you don t have to type the information more than one time. Reg Group1, Reg Group 2, Reg Group 3 are fields which allow for hierarchical grouping of program searches in OnLine Edge only.

10 10 Use the list of values to find an appropriate value for AR Area and AR Sub Area. These fields require an entry even if you are not using the Accounts Receivable accounting method. The list of values for A/R Area is set up under Setup -> AR Area Maintenance. If you wish to use Grade, enter the Minimum Grade and Maximum Grade or use the list of values to find the appropriate values. Entries in these fields will be verified against the participant s grade on the Phone tab in MIM, and participants with grades outside the defined range will not be allowed to register for this program. Choose an Instructor Name from the list of values. Choose from the list of values to find an appropriate value for MIM Profile. With this choice, you can automatically 'turn on' a MIM profile question when a registration is done. The Options list of values will determine what value will be used as the 'answer' to the Profile question. You might want to note that anyone taking the Fitness Assessment and answer this profile question with Y for Yes. Reminder is a text-entry field. If used, a message box will display to the Desk staff. The Desk staff can then tell your member the message when he or she is registering. An example might be: Don't forget to bring swim caps to the pool. More OnLine Edge fields: Promotion Text - the text entered here is displayed on the program details page of OnLine Edge programs in a box on the left side of the page. Additional Info the text entered here is also displayed on the program details page of OnLine Edge programs in a box on the left side of the page. In the Program Director field enter the address(es) of those who will be notified of any new registrant for this program. In the Contact No field enter the phone number which will display on the program details page of any OnLine Edge program. In the Default AD field, enter the text of the message you would like to display on the main search results page. Clicking the box for Show AD Image Click the Create button to save the information for a new class, or the Update button to save changes to an existing classes. Note that the Delete button can only be used if there are no registrants to a class, including those that have been cancelled. Clicking on the Copy Program button will allow to you copy this program to a new session and program name.

11 11 Clicking on the Change Description button will allow you to change the description of this program. It will not only change the description so that all new registrations will have the new name, but it will also change the transaction and registration records for those who have already registered. If you wish to see a roster of those already registered for this class, click on the Roster button. The information on the Registration Roster form is display only. The display shows the name, member number, and category at the time of the registration. If the person is wait listed, the status will show in the Wait List column. If you click on the X in the upper right-hand corner of the screen, you will be returned to the Registration Setup form.

12 12 Registration Master Fee Tab Register Master Fee tab On this form, you will enter the fees for each Membership Category that is allowed to purchase the program. There will need to be a line entry for each membership category. In the example above, both Member and Non-Members can purchase the program because the fees are filled in for two different Membership Categories. The Deposit amount listed is included in the Fee it is not in addition to the Fee. The Deposit can be percentage based instead of dollar based. If that is the case, leave the Deposit field blank and fill in the percent in the Pct Deposit field. OnLine Edge Only: If the Online Text field is filled in, the words in this field will appear instead of the program price on the initial search screen. Deposit 2 or Pct Deposit 2 are fields for OnLine Edge which show the deposit amount for those receiving scholarships. Registration Begin Date and End Date are the first and last dates someone can register for the program. The Start Date of the program is listed on the Registration Setup page. These dates can be many months apart; for example, Camp starts June 1 (Start Date), but you can begin selling Camp programs on January 1 (Begin Date). Discount Begin and End Dates allow you to set limits for allowing discounting, especially for Early Bird Registrations. Priority Session is filled in if you wish to give early registration privileges to someone who has been in this session in a previous year. The Begin Date field

13 13 will hold the earliest date that the qualified persons can register. Deferred is used if the income collected from a registration is to be deferred to a later date. For example, if a Camp program is sold January 1, but the Camp won't begin until June 1, your association might not want to 'recognize' the income until June 1 when the Camp is held. See your Accounting Staff for more information. If you are using Deferred, use the list of values to find the appropriate value. Deferral codes are setup under Setup -> Deferred Income. Use the list of values for COA (chart of accounts numbers) to find the correct value. Reg, Rej and Total Amount are display-only fields and will fill in as registrations are taking place. Reg is the total number of participants in that Membership Category that have registered, Rej are those that have not been allowed to register due to a problem with a birthdate not being in the required range or some similar problem, and Total Amount is the amount of money that has been collected for this Membership Category. Target is the desired number in this Membership Category you would like to register. Reports can be created comparing the Target numbers to the actual number registered. The Deductible Amount records the amount that is tax-deductible to registrants when the class is defined as a Special Event. In the Adjustments section of the form, you can enter any adjustment to apply to this fee record. Enter the begin and end date of the adjustment; select the adjustment number from the list of values. The description will fill in. If the adjustment is dollar type and it is an open amount, enter the amount. If it is a percentage type and an open amount, enter the percentage amount. If the adjustment is set to a specific dollar amount or percentage, this will fill in for you. In the Installments section of the form, you can create an installment plan for this program. Enter the due dates and amounts, making sure that when these are totaled, they will equal the amount of the charge. If you have checked the box on the main page for Allow Installment Change, you will be able to change this installment plan for individual registrations. If any information is changed, click the Update button to save the change. To add new fees, click the Reset button. Complete the fields needed, then click the Create button. The form will auto fill some of the fields so that the next fee can be added by choosing the Membership Category and filling in the fee amount. Registration Master Schedule Tab Next, click the Schedule tab or you can click on the Registration Setup tab to return to the first form.

14 14 Program Schedule shows the days the class will meet. For a 'combo' class, this is required information, because you must set the maximum number of registrants for each day's attendance not just for the whole class. The Schedule is also required if you are using the Deferred field on the Fee tab. Enter the day of the week or use the list of values to find the correct value. Enter the Begin and End time, and maximum number of registrants allowed. Current will fill in as registrations are taking place. If any information is changed, click the Update button to save the change. To create a new Schedule item, click Reset. Complete the information, and then click the Create button. Defined Form Questions Defined form questions can be set up which are attached to a specific program or to all programs or a group of programs. These questions will appear as the registrations are completed in Transaction Master. See Setup -> Defined Form Questions for further details on how to create these questions. Registration Combo Setup tab If the program is set up as a combo this tab is required to set the variable pricing schedule.

15 15 On this form, you will set the fee for each day's attendance for each Membership Category. Choose the Membership Category from the list of values. Then enter the fee for each day. Remember that a combo class will allow you to sign up for one, two or more days. The example above has five days defined and the registrant can sign up for one day, for two days or for all five. If any information is changed, click the Update button to save the change. To create a new Combo Fee, click the Reset button. Then complete the information and click the Create button. Registration Master Registration Costs tab Click on the Registration Costs tab if you want to set up program costs. This is an optional tab. Or click the Registrations -> Setup tab to return to the first form. Registration Costs allow you to track whether the fees being collected will cover the cost of holding the program. To add a new Cost, click Reset. Choose the Description from the list of values. The list of values is set up under Registrations -> Costs. Fill in the cost per person if the item is a variable cost, or the complete cost if it is a fixed cost item. Also click the checkbox for Fixed Cost. Click the Create button to add the record. If any information is changed, click the Update button to save the change. Register Master Camp Group Tab If you checked the Camp Group box on the main setup tab, click on the Camp Group tab.

16 16 The Camp Group tab allows you to define groups of activities that campers can participate in while at camp. The intent is especially in those situations where there are several choices of activities and the camper must choose which group of activities they will participate in when they register. To create a new group activity item, click Reset. Type the name of the Group Activity. Select an Activity from the list of values. Select the Day of the week from the list of values. Enter the beginning and ending time of the activity. Click the Create button to add the record. Registration Master Add-On tab Click the Add-On tab if you need to associate another class or stock item with this class. Classes that are defined as Add-ons in the Registration Type on the Registration Setup tab are the only classes that can be chosen here.

17 17 If you know the Class Number of the Add-on class, you can type the number in the Seq Num field and click Create. Otherwise, choose the Branch, Session and Description from the list of values. If this Add-on will be associated with an Add-on Group, select the Group from the list of values field. This feature is for OnLine Edge only. Click Create to add the new record. Registration Master Prerequisite Tab On this tab you can record the prerequisite class(es) for this program. Registration Master Keyword Tab Keywords are used in OnLine Edge to facilitate program searches. To create a new set of Keywords or to add a Keyword to a Keyword type that already exists, follow the path: Registration -> Registration Utilities -> OE Keywords

18 18 Once the keyword type exists in OE Keywords, it can be entered on the Registration Master Keyword Tab. See below: Registration Operations Recalculate Wait List - When a class is full, your association has a set up choice as to whether the class goes to Wait List or to Closed status. If the class goes to Closed status, no more registrations can be taken. If the class goes to Wait List, registrations will continue; the Desk staff person receives a notification that the registrant will be placed on a wait list. When Roster Transfers are done to move people from one class to another class or to drop them out entirely, individuals in Wait List status will not be moved out of Wait List status automatically. To take people off of Wait List status, the Recalculate Wait List utility is run. In order for the utility to work correctly, the class must be in Wait List status and there must be room for the people moving off of the wait list, which means that Maximum registrations allowed must be greater than current registrations. This also applies to 'combo' classes and the maximum registration for each day's attendance. This utility can produce an ASCII comma-delimited file that can be used as a mail merge document for Word and other word processing packages if you need to mail to the people who were moved off the wait list. Start the utility at Registrations -> Recalculate Wait List. Fill in the Branch, the Session and the Description or the class num if you wish to recalculate only one class. If you wish to recalculate wait lists for an entire session, leave the Description blank. Finally, enter a statement date. Then click the Check Wait List button.

19 19 Pressing the Automatically Recalculate Wait List button will move the people off the wait list in the order in which they signed up. You can manually move people off the Wait List by double clicking on the name of the person, then clicking the Manually Recalculate Wait List button which will appear to complete this process. Button switches between Automatically Recalculate and Manually Recalculate You will receive a notification of how many records were found to remove from the wait list and the name of the text file created for the merge document. Click

20 20 Select another program to continue recalculating wait lists or click Home in the upper right-hand corner of the screen to finish. Program Attendance Sheet can be found using the menu path Registrations -> Program Attendance Sheet. This form allows you to track actual attendance of your registrants. Use the list of values buttons to select Branch, Session and Program Description or enter the class number. Click the Program Attendance button. The roster of people will display as shown below. Up to three weeks of attendance will display. Click the Check All? checkbox, and then uncheck the attendance for anyone that did not attend. You can right click on an attendance day for a person and choose Late to record that the person attended but came late.

21 21 Once you have recorded attendance for all weeks of attendance, you can fill in the Completed column. This will set a flag in the system that can be used to check for a required prerequisite before signing up for another class. For example, if a swimmer must finish all the tasks in Eel before moving on to Stingray, the Completed flag for Eel must be checked to allow the registration to Stingray. Copy Session can be found on the menu path Registrations -> Copy Session. This utility copies over class records from one session to another. The classes can be copied individually, or an entire session can be copied. Fields marked with an * are required fields. Use the list of values to find the Old Branch, Session and Program (Description) if copying an individual class. Enter the New Branch and New Session. Please note that the Session must already be set up under Registrations -> Session Limit. Enter the new Program Name if you are copying an individual class. Enter the New Program Begin Date and New Program End Date. You can type in these dates or use the list of values to find the appropriate dates. The Begin Date is the day the class will start and the End Date is when the class will end. Choose the Status for the new class from the list of values. The section labeled If the Class is Perpetually Bank Drafted is only used when the class is marked for Bank Draft on the Registration Setup tab and you will be copying rosters and creating new bank draft records for the registrants. The screen defaults to Don t create Bankdrafts, which will apply most of the time. If you are perpetually drafting, choose the correct information. Copy Roster Entries and Zero Out Amt Paid Fields should be checked if you wish to copy the people that are currently registered to the new class. Clear Fee Schedules? if checked will clear the fee information and fees will have to be set

22 22 with the Price Change utility or set manually. Clear Costing Fields? This question, if checked, will clear out any costing information set to show the breakeven information on the Registration Master -> Costing tab. Is the new Program Taxable? If checked, the Tax checkbox on the Registration Setup tab will be checked. If the box for Copy new classes as not available online is checked, the new classes will not be available online. Click Go To Next Step to continue with the copy session. The utility parameters now display. If you need to change anything before proceeding click Go Back One Step. You may de-select certain programs to not copy by clicking Program(s) Not to Copy. The Membership Categories displayed on Step 2 come from the existing class, if you are copying a single program. Otherwise, the screen will display all Membership Categories. The Registration and Discount Begin and End default to the begin and end dates of the session as you set it up in Registrations -> Session Limits. If non-members may not register as early as full members, change the dates on this screen. Click the Program(s) Not to Copy button if you are copying over an entire session but do not want to include every class in that session. Otherwise click Process Utility. Choose the class names not to copy. Click the Process Utility button. You will receive a notification as to how many records were copied. If errors were

23 23 found when the program runs, you will receive a notification of where to find the error file. Note: Use of the field Departments - Many of the standard reports in Registration Operations allow you to select by Department. If you wish to assign Departments to each class in Registration Master, you set them up under Registrations -> Departments. To add a new Department and Sub Department, click Reset. Type in the name, then click the Save button to save the change. Registration Price Change This utility can be found on the menu path Registrations -> Price Change. It allows you to move through the registration records more quickly to change the prices of the classes after Copy Session has been run. Enter the Branch, Session, and Description, if you are changing prices for one class. Department may be left blank. Then click Fetch Records. The lower portion of the screen will display the applicable Membership Categories. You can increase or decrease the fees by a fixed dollar amount or by a percentage. For a fixed dollar amount, as shown in the example, enter the amounts in the Fee($) column. For a percentage change, enter the percentage in the Fee(%) column. Decreases are entered with - in front of the number. You can increase the deposit by a fixed dollar amount by entering an amount in the Deposit($) field. Or you can increase the deposit by a fixed percentage by entering an amount in the Deposit(%) field. Note that this changes the Deposit if it is dollar based. You cannot change the Deposit field if it is percentage based. See the section on Fees in Registration Master above. Once the amounts have been entered, click Apply Changes. You will receive a confirmation of the change. Click OK. The screen will return to the Price Change utility so that you can change the price of another class or Session.

24 24 Registration Utilities (Registrations -> Registration Utilities) Registration Credit Utility This utility can be found on the menu path Registrations -> Registration Utilities - > Registration Credit. It allows you to give invoice credits to everyone enrolled in a specific program. Enter the Branch, Session and Description of the Program. Enter a description for your credit invoices, and an amount. Clicking on the link will automatically enter that credit amount on each registrant s record. Clicking the Credit Invoice tab creates the credit invoices. Program Data Update Utility allows users to export Registration Master tables into txt files, manipulate the data in Excel and then re-import the data back into efinesstri. Note that a program will not update if anyone is registered for it. Programs cannot be added using this utility. The utility allows users to: Export Registration Master tables into TXT files Update the TXT files using Excel Import the TXT file to update the corresponding Registration Master tables

25 25 How to use the utility: Step 1) Use the Copy Session utility to create a new group of classes Step 2) Select criteria in the top section to determine which programs to export, then enter a naming convention for the files (see example below). Click "Create Files".. Step 3) Browse through Windows to your Statements/Data folder on your database server (path is referenced on the screen) and find the files you created. The TXT files that are created are named according to the table they hold data from.

26 26 Step 4) Open Excel, then browse to the TXT file that you want to update. The Text Import Wizard will open and you should select the file to be "Tab Delimited" (or it may automatically format). The TXT file should now be cleanly formatted into columns in Excel. You could also the "Text to Columns" feature in Excel to format.

27 27 Step 5) Modify the necessary columns in the tables you wish to change. When done, re_save each file with its original name as a.txt file (Tab Delimited) in the Statements/Data folder, referenced in Step 2 above. Step 6) Browse to the Statements/Data folder from the "Select folder to upload files from" and select one of the 12 files generated with the name you provided. Click "Upload files" and check the LOG file in the Statements/Data folder to see if there were any errors. Once errors are fixed, again browse to the Statements/Data folder from the "Select folder to upload files from" and select one of the 12 files. Click the "Register Run" box and click "Upload files". Registration Master has been updated. The TXT files in the Statements/Data folder reference these areas of Reg Master: RSE = Main tab of Registration Master RFE = Fee tab of Registration Master RAS = Adjustment section of the Fee tab in Registration Master (e.g. Early Bird Discount) RFI = Installment section of the Fee tab in Registration Master (DOES NOT APPLY if your Association is not on the Invoicing Accounting Method)

28 28 PSC = Schedule tab of Registration Master CSE = Combo Setup tab of Registration Master RCO = Cost tab of Registration Master CGR = Camp Group tab of Registration Master RAO = Add On tab of Registration Master RPR = Prerequisites tab of Registration Master RKE = Keywords tab of Registration Master (Online applied to OnlineEdge) ERR = Show Errors resulting from Export of Data Important Notes: When you make any data changes by manipulating text files and reimporting, please be advised that many changes cannot be easily rolled back and may require ARC s involvement at an hourly cost. A LOG file is generated to the Statements/Data file when an Edit List or Register run is done. A program will not update if anyone is registered for it. To delete a row, put a "Y" in the DELETE column of the TXT file (last column). Programs cannot be added using this utility, although rows to sub-tables, such as the Fee tab can have rows added if they do not exist. TXT files cannot be open when an update is happening. Tabs in the TXT files (in the actual data) will be treated as column separators (delimiters) and will cause problems. Prior to running this utility for the first time, contact ARC for assistance. **Be sure that Copy Session is the first step you perform. OE Keywords

29 29 This utility has already been described on pages Registration Groups Registration Groups are defined in this screen and allow for hierarchical grouping of program searches on the main page of OnLine Edge. This feature is for OnLine Edge only Registration AddOn Groups Registration AddOn Groups are defined in this screen and appear on the Program Details page of OnLine Edge.

30 30 Appendix A: Calculating Child Care Year-to-date Totals On the MIM -> Child Care page, you will see the Year to Date dollar total and the Prev Year to Date dollar total. These dollar amounts are calculations from two sources: 1. Any amount paid toward a program which is checked as Child Care Tax Deductible and where the AR Area is marked as Child Care. 2. The amounts for any transaction type code which is marked in Setup -> Transaction Type Codes as Child Care Tax Deductible.

31 31 The system assigns these amounts to either the current calendar year or the previous calendar year. Note: There is no need to clear the dollar totals because they are recalculated each time the page is refreshed. To view these calculated amounts for one individual, look up that record in MIM and then click on the Child Care page. To generate these dollar total calculations for the current year and the previous year in a batch process, follow the path: Child Care -> Child Care Reports -> Annual Tax Statements. You will be able to select a branch or leave the branch question blank to select all branches. You will also be able to select a site or sites (up to 8). You may

32 32 restrict this report to a particular Salutation Mailing area and/or Statement Template. You may run this report for one individual by checking the box for Name and clicking in the list of values for First Name and Last Name. Click on the correct record and the member number and family number will fill in. You may select either current year-to-date or previous year-to-date (but not both). You may check the boxes for YTD is zero and/or YTD is not zero. Finally, you may check the box for Override No Mail/Send Statement flag which ignores the No Mail or Send Statement restrictions. Once you click Process Report you will see a progress notification from the system letting you know how many records have been processed and how many more you have to go. The calendar year is one of the data fields output by this program. Below is a sample of the report which is produced as a result of running this program.

33 33