AKADA SOFTWARE, INC. DanceWorks User Guide

AKADA SOFTWARE, INC. DanceWorks User Guide Akada Software, Inc. Phone 800-286-3471 www.akadasoftware.com Revised March 28, 2006

Akada Software, Inc. 1994-2006 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.

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... 13 Account Billing Frequency Table... 13 Accounting Link... 13 Accounts... 14 Account Source... 14 Add Student... 14 Add Account... 15 Add Prospect...16 Add Student to Prospect...16 Add Session... 17 Alert... 17 Attendance... 18 Attendance MakeUp... 18 Back Up Database... 18 Calendar...19 Charge Accounts...19 Charge Account For Partial Tuition... 19 Charge Each Account... 20 Charge Each Student... 20 Charge Each Student Times Number of Classes... 20 Charge Each Student for Each Class... 20 Charge Selected Accounts... 20 Charge Selected Students... 21 Charge by Mail Code... 21 Classes...21 Class Screen... 22 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...27 E-Mail Addresses...27 TOC-1

Table of Contents E-Mail School Signature... 28 Enroll Student In Classes... 28 Enroll Student from Class Screen... 28 Envelopes and Individual Labels... 28 Export To A Word Processor... 29 Find Account... 29 Find Class... 29 Find Student... 29 Input Charge... 31 Input Credit... 31 Input Payment... 31 Input Refund... 32 Late Charges... 32 Mail Codes... 32 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... 33 Notes... 34 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... 35 Omit Student from Recital... 35 Passwords... 35 Payment Information...36 Payments...36 Apply Payments... 36 Apply an Existing Payment... 36 Split Payment... 36 Auto Apply Payments... 37 Un-Apply Payment... 37 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... 39 Defaults Tab... 40 Account Defaults... 40 School Defaults... 40 Class Defaults... 40 Student Defaults... 41 Student School Table... 41 Student Skills Table... 41 Student Doctor Table... 41 Tuition Tab... 41 Calculate Tuition by Class... 42 Calculate Tuition by Table for Each Student. 42 Calculate Tuition by Table for Each Account 42 Calculate Tuition by Time by Student... 42 Calculate Tuition by Time for Account... 43 Recalculate Tuition... 43 Mail Codes Tab... 43 Define Mail Codes in Setup System... 43 Edit a Mail Code... 43 Delete a Mail Code... 43 TOC-2

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... 45 Staff Registration Form... 45 Staff Information... 45 Add Staff...45 Go to Staff...46 Staff Hours...46 Staff Notes...46 Staff Qualifications...46 Staff Reports...46 Student Class History... 47 Student Fee... 47 Student Picture... 47 Select Picture...48 Clear Picture...48 Student Skills... 48 Telephone Dialer... 48 Setup the Com Port...48 Use the dialer...48 Transaction Screen Note... 49 Transfer to QuickBooks... 49 Import to QuickBooks... 49 Tuition... 49 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... 51 Update Student Grade Automatically... 51 Void Charges or Payments... 51 Wait List Popup...52 Wait List Notes...52 E-MAIL... 53 Using E-mail...53 E-mail Font... 53 E-mail Accounts... 54 E-mail Students... 54 E-mail Classes... 54 E-mail Staff... 54 E-mail Statements... 54 Saved Drafts... 55 INVENTORY... 57 Setup... 57 Add Department... 57 Edit Department... 57 Delete Department... 58 Category Setup... 58 Vendor... 58 Inventory... 58 New Item... 58 Edit Item... 59 Receipts and Issues... 59 Receive a Product... 59 Issue a Product... 59 Print Labels... 60 Inventory Reports...61 MUSIC LOCATOR... 63 Music Location...63 Add a Music Location... 63 Edit a Music Location... 63 Delete a Music Location... 63 Media Type...63 Add a Media Type... 63 Edit a Media Type... 63 Delete a Media Type... 63 Music Category...64 Add a Music Category... 64 Edit a Music Category... 64 Delete a Music Category... 64 Add a song... 64 Edit a song... 64 Delete a song... 64 REPORTS... 65 TOC-3

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... 94 Account Balance by Day... 95 Account Open Transactions... 95 Unpaid Tuition... 96 Unpaid Monthly Tuition... 96 Account Balance Positive Only... 97 Account Balance All Accounts Report... 97 Statements...98 All Charges and Payments... 98 Open Charges and Payments... 99 Individual Open Charge... 99 Payments Report...100 Detailed Payments and Credit Report... 100 Detailed Open Payments and Credits... 101 Deleted Payments and Credits... 101 Detailed Applied Credits... 102 Payment Distribution... 102 Charges and Income Reports...103 Detailed All Charges Report... 104 Summary All Charges Report... 104 Individual Charge Report... 105 Detailed Open Charge Report... 105 Summary Open Charge Report... 106 Individual Open Charge Report... 106 Detailed All Income Report... 107 Summary All Income Report... 107 Individual All Income Report... 108 Class Income Report... 108 RECITALS... 109 Recital Schedule Screen... 109 Testing the Schedule for Conflicts... 110 Save a Scheduled Recital... 110 Open A Saved Schedule... 110 Delete Saved Schedule... 110 Delete Student From the Recital... 111 Remove Student from Recital from Student Screen... 111 Remove Student from Recital from Class Screen... 111 Recital Lighting and Set Change Notes... 111 Recital Rehearsal & Picture Dates... 111 Recital Reports... 111 Summary Recital Report... 113 Detailed Recital... 113 Recital Performers... 114 Recital Performers with Notes... 114 Recital Non Performers... 115 Recital Dances Listed by Student... 115 Recital Shows and Dancers Listing... 116 Recital Confirmation... 116 Recital Picture Schedule... 117 Recital Confirmation with Rehearsal Date... 117 TOC-4

Table of Contents Recital Rehearsal Schedule...118 Lighting Notes...118 Recital Non-Performers Listing...119 Recital List of Students with Multiple Classes...119 List of Accounts with Multiple Students...120 List of Accounts with Multiple Students and their Classes...120 Music Labels...121 Recital Family Participation...121 Family Participation Analysis Report...122 COSTUMES... 123 Vendor Information...123 Add a New Vendor...124 Delete Vendor...124 Vendor Information Screen...124 Costume Size Table...125 Add Size Table...125 Delete Size Table Entry...125 Edit Size Table Entry...125 Insert Size Table Entry...125 Merging Letter and Numeric Sizes...125 Boy Costume Sizing...126 Vendor Notes...127 Vendor E-Mail...127 Add E-Mail address...127 Add/Edit Costumes...127 Add Costumes...127 Edit Costumes...127 Delete Costume...128 Quantities on Accessories...128 Enter Measurements...128 Enter Measurements from Costume Menu...128 Enter Measurements from Student Screen..128 Enter Measurements\ from Class Screen...128 Assign Costumes to Classes...129 Assign Costumes and Update Sizes...129 Assign Costumes to Selected Students...129 Edit Sizes...129 Remove Costume...130 Costumes with Multiple Colors...130 Same Class Girl and Boy Costumes...131 Post Costume Charges...131 Class/Costume Worksheet... 137 School Measurement List (Active Students)138 Costume Labels... 138 School Measurement List (Active Students)138 Purchase Orders... 139 Vendor Purchase Order Worksheet... 139 Detailed Purchase Order... 140 Summary Purchase Order... 140 ACCOUNTING LINK... 143 Transfer to QuickBooks... 144 Manual Transfer to Accounting Program... 145 IMPORTING & EXPORTING... 147 Importing...147 Data to Import... 148 Mapping Fields... 148 Importing the Records... 149 Exporting...150 Data Selection... 150 Exporting Data... 151 CREDIT CARD PROCESSING... 153 Setup... 154 Entering Payments... 155 Processing... 156 Duplicate Credit Card Transaction... 156 Credit Card Captured... 156 Save Credit Card Number... 156 Entering Refunds... 156 Post Credit Card Payments... 157 Transaction Log... 160 Credit Card Close / Settle... 160 Other Functions and Reports... 161 Costume Reports... 133 Vendor/Costume Lists...133 Vendor List...133 Costume List...134 Classes Using Costume List...134 Costume Used by Classes List...135 Costume Confirmation Form...135 E-mail Costume Confirmation Forms...135 Costume Confirmation Postcard by Class...136 Measurement List...136 Class Measurement List...137 TOC-5

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 E-Mail 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

OVERVIEW Emergency Medical Skills E-Mail 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 E-Mail The Teacher Report Screen holds the following reports: Telephone List Teacher/Student Telephone List Teacher Class List Hours List Teacher Mailing Labels 2

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 E-Mail support@akadasofttware.com 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 800-286-3471. 3

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 2000. 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

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

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

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

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

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

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

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 99.99 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 1. 8. 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

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 1499. 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

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. E-mail Add e-mail address to e-mail 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

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 e-mail a confirmation form. Statement Click this button to print or e-mail 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. E-Mail Click this button to E-mail 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

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

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

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

PROGRAM GUIDE 2. Click on the down arrow next to the description 3. Select Tuition from the list of charges 4. Enter the Amount for the partial month's tuition 5. Click on the OK button to post the charge to the Account. You can also use the Transactions Screen and input the same information by clicking on Input Payment. Charge Each Account If you want to charge each account a particular charge, for example a recital fee for students, you can Post an Account Charge. A history of each time the charge account function has been used is listed in the history with the number of accounts charged, dale and total amount charged. 1. Select Post Charges from the Main Menu. 2. Type in the System Password. 3. Click on Account Charge. 4. Enter in a description, by clicking on the down arrow in the description box and highlighting the description. (You can add additional charge items from the Charges tab in Setup System. 5. Enter an amount in the amount block. 6. Bubble Charge Each Account. 7. Click on Start. 8. You will see a blue progress bar. 9. Click on Main Menu to return to the Main Menu Charge Each Student If you want to charge each student a particular charge, for example a recital fee for students, you can Post an Account Charge. A history of each time the charge account function has been used is listed in the history with the number of accounts charged, dale and total amount charged. 1. Select Post Charges from the Main Menu. 2. Type in the System Password. 3. Click on Account Charge. 4. Enter in a description, by clicking on the down arrow in the description box and highlighting the description. (You can add additional charge items from the Charges tab in Setup System. 5. Enter an amount in the amount block. 6. Bubble in Charge Each Student. 7. Click on Start. 8. You will see a blue status bar. 9. Click on Main Menu to return to the Main Menu Charge Each Student Times Number of Classes If you want to charge each student a particular charge, for example a recital fee for students, you can Post an Account Charge. A history of each time the charge account function has been used is listed in the history with the number of accounts charged, date and total amount charged. 1. Select Post Charges from the Main Menu. 2. Type in the System Password. 3. Click on Account Charge. 4. Enter in a description, by clicking on the down arrow in the description box and highlighting the description. (You can add additional charge items from the Charges tab in Setup System. 5. Enter an amount in the amount block. 6. Bubble in Charge Each Student Times Number of Classes. 7. Click on Start. 8. You will see a blue status bar. 9. Click on Main Menu to return to the Main Menu Charge Each Student for Each Class If you want to charge each student a particular charge, for example a recital fee for students, you can Post an Account Charge. A history of each time the charge account function has been used is listed in the history with the number of accounts charged, date and total amount charged. 1. Select Post Charges from the Main Menu. 2. Type in the System Password. 3. Click on Account Charge. 4. Enter in a description, by clicking on the down arrow in the description box and highlighting the description. (You can add additional charge items from the Charges tab in Setup System). Enter an amount in the amount block. 5. Bubble in Charge Each Student/Class. 6. Click on Start. 7. You will see a blue status bar. 8. Click on Main Menu to return to the Main Menu Charge Selected Accounts If you want to charge selected accounts a particular charge, for example a recital fee for students, you can Post an Account Charge. A history of each time the charge account function has been used is listed in the history with the number of accounts charged, date and total amount charged. 20

PROGRAM GUIDE Once the Start button has been check and the charge posted, the checkmark will clear out of the boxes next to the names. This makes it easier if you have multiple charges. You do not have to clear out the checkmarks manually. 1. Select Post Charges from the Main Menu. 2. Type in the System Password. 3. Click on Account Charge. 4. Enter in a description, by clicking on the down arrow in the description box and highlighting the description. (You can add additional charge items from the Charges tab in Setup System. 5. Enter an amount in the amount block. 6. Bubble in Charge Selected Accounts. The accounts will be listed alphabetically. 7. Check the box for each account that should be charged. 8. Click on Start. 9. You will see a blue status bar. 10. Click on Main Menu to return to the Main Menu. Charge Selected Students If you want to charge selected students a particular charge, for example a recital fee for students, you can Post an Account Charge. A history of each time the charge account function has been used is listed in the history with the number of accounts charged, date and total amount charged. Once the Start button has been check and the charge posted, the checkmark will clear out of the boxes next to the names. This makes it easier if you have multiple charges. You do not have to clear out the checkmarks manually. 1. Go to the Main Menu. 2. Select Post Charges. 3. Type in the System Password. 4. Select Account Charge. 5. Type in the Description and amount. 6. Bubble in Charge Selected Students. 7. Select each Student and click on Start. 8. You will see a blue status bar. 9. Click on Main Menu to return to the Main Menu. Charge by Mail Code If you want to charge Accounts or Students in a mail code a particular charge, for example a recital fee for students, you can Post an Account Charge. A history of each time the charge account function has been used is listed in the history with the number of accounts charged, date and total amount charged. 1. Go to Main Menu. 2. Select Post Charges. 3. Select Account Charge. 4. Select Charge Each Account for Selected Mail Code or Charge Each Student for Selected Mail Code. 5. Highlight the Mail Code. 6. Click on Start. 7. You will see a blue status bar. 8. Click on Main Menu to return to the Main Menu. Classes The New Class Screen lets you define classes in the DanceWorks database. 1. Select the Class tab from the main DanceWorks screen. 2. Click on the New Class button. 3. Enter in Class, Level, Room, Day, Time, AM or PM, Maximum number of Students, Tuition, Class Length, Instructor, Assistants and Description. 4. Tab and click on the Add Class button to add class. An error message will display if all required information is not complete. The program will check to see if there is a conflict between this class and any existing class. If a conflict exists an error message is displayed, but you can override the message and add the class. After the class has been added, the boxes at the top of the screen are cleared and you can enter another class. Click on the Exit button to return to the Main Menu. Once the Classes are added, you will see the actual Class information on the Class tab from the Main Menu. If you right click on a Class, the Class Roster will show the class roster and the ages of the students in the class. 21

PROGRAM GUIDE There is a W/L Column that will show you how many students are on the Wait List and those classes that have student Wait Listed will have the wait list number highlighted in orange. Class Screen The Class Screen contains these tabs: Class Roster This tab lists all students enrolled in this class whether active or inactive. Class Wait List This tab lists the date, child name, and parent name and telephone number in date order of those students on the Wait List. Notes The tab contains all notes for the class. Measurements The tab allows you to add student measurements. You can also print a measurement list from this tab. Costumes This tab allows you to assign costumes, remove costumes or update sizes for this Class. Recital This tab allows you to enter song titles and time, in minutes and seconds for this class. You can add up to four songs. The Class Screen contains these buttons: Edit Class Click on this button to edit Class information. Remove Class Click on this button to remove a Class from the class listing. Class Credit Click on this button to issue a credit to all students in the Class. Class Charge Click on this button to place a charge to all students in the Class. Add Mail Code Click this button to add Mail Codes to all students in the Class. Print Attendance Click this button to print an attendance sheet with selected options. Drop Student Click this button to select the student or students to be dropped, by check marking the box next to the name. Once the name(s) are selected, click on Drop Student. The program will ask if you are sure you want to drop the selected student. Click Yes. Fill in the Student Class History or delete the history. Enroll Student Click this button to see a list of all students. You can make your selections to add to the Class. E-Mail Class Click this button to E-Mail selected or individual classes. Select All Students Click this button to automatically select all students so that you can delete the group from the class. Set/Clear Recital Select the Students who will be participating in recital and select Set. Select the Students who will not be participating in recital and click Clear. You can also set or clear the recital on individual Student Screens. Go To Student Highlight a student name and click on this button to go to that Student s Screen. Record Attendance Click this button to record the attendance for the class by selected date. Print Class Attendance Click this button to print an attendance report with a selected starting and ending date. Print Measurement List You can print a measurement list directly from the Class Screen by clicking on this button. When you add a new class, you can define the age range for the class. The age range then displays on the Class Tab. 1. Select the Class Tab. 2. Click New Class. 3. Enter in Class, level and the age range for the class. 4. Enter in additional information. 5. Click on Add Class. 6. Now the class will have an age range. If you want to add age ranges for existing classes: 1. Select the Class Tab. 2. Double click on the existing class. 3. Click Edit Class. 4. Add age range. 5. Click OK. 22

PROGRAM GUIDE Class Room List In Setup System, you can setup names for each of the rooms in the studio. Then, as you are defining classes, there will be a drop down box with your classroom numbers preset. It is also necessary to setup the room list if you will be using the School Calendar. 1. Select Setup System from the Main Menu. 2. Type in the System Password. 3. Select the Defaults tab. 4. Select the Class tab. 5. Click on New Room. 6. Type in Room and Description, click on Save. Edit Room 1. Highlight the Room and click on Edit Room. 2. Edit the Room and/or description and click on Update. Delete Room 1. Highlight the room. 2. Click Delete Room. Class Room Schedule The Class Room Schedule is a calendar style schedule showing the time of classes down the left side of the page, the days of the week across the top of the page and each class in the appropriate day time box. This report lists all rooms. You can print individual rooms by displaying the report and selecting the page to print. 1. From the Main Menu, select Reports. 2. Select the Class Lists tab. 3. Select the Class Room Schedule. 4. Select start time and end time. 5. Select Display or Print. 6. If you want to print an individual room, select Display. 7. Click on the Printer button. 8. Select from and to pages. 9. Click OK. Class Key The Class Key is found on the Class Screen. Use this field if you have a special order in which you want to list a class or do a find class. Example: You would like all of your classes to be grouped by age range of students. Your classes would be listed in that order. 1. From the Main Menu, select the Class tab. 2. Highlight a class and click on Go To Class. 3. The Class Key is located in the last box on the top row of data. 4. When adding a new class or when you are in the Class Screen, you will see the field Class Key. 5. Class Key is a five character field. Change Sessions There are two easy ways to change from one session to another. 1. Click on File and select Change Session. 2. At that time DanceWorks asks you to back up your current database. 3. Select Yes if you want to back up. 4. Select No if you do not want to back up. 5. Bubble in the session to change to in the DanceWorks Password Input Form. 6. Type in the Password. 7. Click on OK. There is also a blue Change Session button at the bottom right corner of the Main Menu of DanceWorks. You can also use this button to Change Sessions. To change Sessions using the blue Change Session button 1. Click on the Change Session button. 2. Bubble in the session to change to in the DanceWorks Password Input Form. 3. Type in the Password. 4. Click on OK Charge Codes All charges in DanceWorks reports are grouped by the charge category. If you need to add additional charge types you should add them at the beginning of the school year. If you link to an accounting program, check to 23

PROGRAM GUIDE make sure your account numbers match. You can choose to use the numbers in DanceWorks or the numbers that are in your accounting program. These categories are also used to transfer income to the accounting program, QuickBooks. Add Charge Code 1. Select Setup System from the Main Menu 2. Type in the System Password. 3. Select Charge Codes tab. 4. To add a new charge code, click on the New button. 5. Enter in the G/L number, description, amount, type and whether or not there is sales tax. Click on Save to save this charge code. Edit Charge Code 1. To edit a Charge Code, highlight the Charge Code and click on Edit. 2. Change the necessary information. Delete Charge Code 1. Highlight the Charge Code and click on Delete. Check Class Conflicts If you do not want the program to check conflicts between classes, giving a message of what classes' conflict, you now can turn off the conflict checking. If you turn off the conflict, you risk entering classes for the same time or same room. Use this feature with caution. 1. Go to Setup System. 2. Type in the System Password. 3. Select the Defaults tab. 4. Select the Class tab. 5. Checkmark the box for Check Class Conflicts. Class Card The Class Card can be used by students who do not take regular weekly classes at your studio. It keeps track of card uses left, card expiration date and whether or not the card is associated with a particular class. You can setup and edit the card and record the card use. Setup Card 1. From the Main Menu, select the Student tab. 2. Double click on the student name. 3. Click on the Card tab. 4. Select Setup/Edit Card. 5. Type in the number of uses for the card. 6. If the card has an expiration date, type it in. 7. If the card does not have an expiration date, leave blank. 8. Choose either none or use the pull down to select the class that this card is associated with. Record Card 1. From the Main Menu, select the Student tab. 2. Double click on the student name. 3. Click on the Card tab. 4. Click Record Attendance. 5. When the screen for Record Attendance for Class is shown, click ok. 6. The card time left will decrease. 7. If this card is associated with a class and you want to record attendance, select the Cards Use Date and click on Enter Attendance. 8. Attendance will be entered for that student. Class Wait List The Class Wait List can be accessed on individual student screens, so that you can click a button and find out what classes a student has wait listed. The Wait List is setup on the Class Screen and can be accessed on the student screen. Add Student 1. From the Main Menu select the Class tab. 2. Double click on the class that the student will wait list. 3. Click on the Class Wait List tab. 4. Click on Add Entry 5. If the Student is active, inactive or a prospect, select the appropriate type. 6. Use the pull down to select the student name. 7. The account name and telephone number will automatically be entered. 8. Click on OK. 9. If the child is a non student, select non student. 10. Type in the student name, account name and telephone number. 11. Click OK. 24

PROGRAM GUIDE Edit Entry 1. From the Main Menu select the Class tab. 2. Double click on the class that the student will wait list. 3. Click on the Class Wait List tab. 4. Click on Add Entry 5. If the Student is active, inactive or a prospect, select the appropriate type. 6. Use the pull down to select the student name. 7. The account name and telephone number will automatically be entered. 8. Click on OK. 9. If the child is a non student, select non student. 10. Type in the student name, account name and telephone number. 11. Click OK. Delete Entry 1. From the Main Menu select the Class tab. 2. Double click on the class that the student will wait list. 3. Click on the Class Wait List tab. 4. Highlight the Student Name. 5. Click on Delete Entry 6. Delete Wait List Entry, answer yes. View Wait List on Student Screen 1. From the Main Menu, select the Student tab. 2. Double click on a student name. 3. Click on the Wait List button. 4. If you want to delete and entry, highlight the class and click Delete. 5. On message to delete student from wait list, answer yes. You can access the student screen of any student listed on the Class Wait List. 1. Select the Class tab. 2. Select Class Wait List. 3. Highlight the Student Name. 4. Click on Go to Student. Clear Database You may want to clear your database at the beginning of each new session such as fall and summer. You have the option of keeping your current database in the computer and opening a new location, copying over your current year information. When you clear the database, the program does an automatic repair and compact of the database. You can clear out classes, charges and payments, mail codes, and costume information. When you go back into your new database, your accounts and students will be inactive and you will be able to activate them as they return to classes. After most of your students have returned, you can delete those students that did not return. You can also choose to leave them in the computer as inactive. You can also choose to remove the students from their classes, make them inactive, but leave the classes existing by selecting Class Enrollment box on the Clear Database Screen. For this method, do not select Classes. The payment and the charge dates must both be within the Prior to selected date to be cleared. If a charge is dated October 1, and a payment applied to that charge is dated December 1, and you clear based on the end of October, the charge and payment will not be cleared. If you do not want to keep your current information on the computer, you can clear the files from your current database. The following is the result of checking the box next to each table: Active Accounts & Students clears all active Accounts & Students Inactive Accounts & Students clears all inactive Accounts & Students Prospect Accounts & Students clears all Accounts & Students All Account Notes clears all Account notes Mail Codes Assigned to Accounts clears all Mail Codes assigned to Accounts Custom Tuition Amounts clears the Customer Tuition tab on the Account Screen All Student Notes clears all Student notes 25

PROGRAM GUIDE Mail Codes Assigned to Students Student Skills Student Scan Key Student Measurements Student Class History Custom Tuition Amounts All Class Notes Classes Class Enrollment Class Attendance Mark Accounts & Students Inactive Account Credit Card Information Recital Participation Costumes Purchase Orders Charges & Payments Staff Staff Hours clears all Mail Codes assigned to Students clears all Skills from Student Screen clears the Scan Key on the Student Screen clears all Student measurements clears the History tab on the Student Screen clears all custom tuition amounts on Account screen clears all Class notes clears all Classes removes Students from their Classes clears the attendance for each Student marks Accounts & Students from active to inactive clears all credit card information on the Payment tab clears all Students from participating in Recital clears all costume information clears all purchase orders in Costumes clears all or closed charges & payments or prior to clears all staff names and information clears all staff hours To clear the database 1. Go to File and select Clear Database. 2. Clear Database box will ask you if you want to proceed. 3. In the Clear box, select Selected Tables or All Tables 4. If you choose Selective, then you click the boxes in the Clear Files Selection box. DanceWorks will automatically clear those items that are related to your selections. 5. To begin the clear operation, select the files to be cleared. 6. Enter the System Password. 7. Click on the Clear Database button. 8. Click on the Main Menu button to return to the Main Menu. Anytime you clear your database, we would suggest that you make at least one backup disk of your current location, and then clear your files. Mark you disk with the current studio year and that it is a backup. Keep your backup in a safe place. You may decide at some later point that you would like to restore your disk. Compact Database The Compact Database screen performs two functions. It lets you compact the database to recover physical storage that has been freed up by deleting Accounts, Students, Classes or Vendors and other data. It also performs a repair on any damaged files. 1. Select File from the Main Menu. 2. Select Compact Database. 3. Enter the System Password. 4. Click on the Compact button 5. Click on the Main Menu button to return to the Main Menu Date Control All date s fields have a calendar control. You can either type in the date or click on the box, to the right of the field, to select a date. 1. Click on button at right. 2. Use the arrows on either side of the Month to select the month. 3. Use the arrows on either side of the year to select the year. 4. Click on a day to select the day. 5. Click on OK. 6. If you do not want to accept the date, click on Cancel. Delete Charge A charge can be deleted from the Transaction Screen in DanceWorks. To Delete a Charge 1. Select the Account tab from the Main Menu. 2. Highlight an Account and click on Go To Account. 3. Click the View Transaction button. 4. Highlight the charge and click on the Delete Charge button. Delete Payment A payment can be deleted from the Transaction Screen in DanceWorks. 26

PROGRAM GUIDE If your payment has been posted to QuickBooks, the payment cannot be deleted. 1. Select the Account tab from the Main Menu. 2. Highlight an Account and click on Go To Account. 3. Click the View Transaction button. 4. Highlight the payment and click on the Delete Payment button. Delete Session 1. Select File from the Main Menu. 2. Select Add/Delete Session. 3. Click the Delete Session tab. 4. You may want to make a backup of this session before it is deleted. 5. Once the session is deleted, the information can no longer be accessed. 6. Bubble in the session number to be deleted. 7. Click on Delete. Delete Student You can delete Students from the database. 1. Select the Account tab. 2. Highlight the Account name for the student and click on Go to Account. 3. Click on the Delete Student button. 4. Check the box for the appropriate student. 5. Click on Delete Student. 6. If the Student is still enrolled in classes, the program will tell you that the student is enrolled in classes and would you like to drop them from the classes. 7. If you click on Yes, that student is automatically dropped from their classes and deleted from the database. 8. If you click on No, the delete process will be stopped. Display Deleted Transactions Deleted transactions are not usually displayed on the Transaction Screen or any statements that are displayed or printed. If you want to display those transactions 1. Click in the Display Deleted Transactions box on the Account Transactions Screen. 2. If you want to hide the deleted transactions, unclick the Display Deleted Transactions box. Display Pairs The Display Pairs function displays the paired charges and payments. The display Pairs button is found on the Transaction Screen. This function is useful if you use Balance Forward Accounting, and want to see which charges a certain payment paid off. To display pairs 1. Highlight the charge or payment. 2. Click on the Display Pairs button. 3. All transactions that are related will show as pairs. Edit Class Once you have entered your class description, you can make changes to this screen at any time. This screen is displayed when you click the Change Class button on the Class Screen Edit Class 1. Select the Class Tab. 2. Highlight a Class and click on Go To Class. 3. Click on the Edit Class button. 4. Highlight each area that you want to change, and make the changes. 5. Click on the OK button to save. 6. The program will check conflicts with other classes. If there are any conflicts, they are displayed and you can override them if desired. 7. Click on the Cancel button to undo changes and return to the previous settings. The changes that you make here will be reflected on the Student Screens for those students who are enrolled in that class. E-Mail Addresses You can send E-Mail to Accounts, Students and Teachers. In order to do this, you must input a correct e-mail address. There is a button for E-Mail addresses on the Account, Student and Teacher Screens. Add an address to an Account/Student 1. Select the Account tab or Student tab. 27

PROGRAM GUIDE 2. Highlight an Account or Student and click on Go to Account or Student. 3. Type in the E-Mail address. If you do not have a complete address, your E-Mail will not be sent. Edit an address on an Account/Student: 1. Select the Account tab or Student tab. 2. Highlight an Account or Student name and click on Go To Account. 3. Highlight the E-Mail name. 4. Change the E-Mail address. Delete an address on an Account/Student 1. Select the Account or Student tab. 2. Highlight an Account or Student name and click on Go To Account or Student. 3. Highlight the E-Mail name. 4. Click on Delete on your keyboard. Add an address to a Teacher 1. Select the Teacher tab. 2. Highlight a Teacher name and click on Go To Teacher. 3. Type in the E-Mail address. If you do not have a complete address, your E-Mail will not be sent. Edit an E-Mail address on an Account or Student 1. Select the Teacher tab. 2. Highlight a Teacher name and click on Go To Account. 3. Highlight the E-Mail name. 4. Change the E-Mail address. Delete an E-Mail address on a Teacher 1. Select the Teacher tab. 2. Highlight a Teacher name and click on Go To Teacher. 3. Highlight the E-Mail name. 4. Click on Delete on your keyboard E-Mail School Signature You can setup an automatic school signature that will be added to any e-mal that is sent out. 1. Select Setup System. 2. Click the E-mail Signature tab. 3. Type the signature that you want to appear at the end of the E-mail. 4. Click Main Menu to exit Setup System. You can print an E-Mail list by selecting Reports and choosing Student Lists. Select Student Telephone list and use the E-Mail address as the sort criteria. Enroll Student In Classes To Enroll Student 1. From the Student Screen click on the Enroll Student button to bring up the Enroll Student in Class Window. If the Class is highlighted in Red, which means that the class has reached the maximum. 2. 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 or apply a special discount from the enroll student screen., 3. Point the mouse arrow to the left of the class 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. 4. DanceWorks returns to the Student Screen filling in the next entry in the Class Participation Table. 5. 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. 6. 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. 7. Continue the above procedure to enroll the student in the classes that they have selected. 8. 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. Enroll Student from Class Screen If you enroll a student from the Class Screen, the program will inform you if that student has a conflict with another class on the same day and time. You can choose whether to add the student or not. 1. Select the Class Tab. 2. Double click on the Class. 3. Click Enroll Student. 4. Select the Student. 5. Click on Enroll Student. 6. If there is a conflict, a conflict box will appear. 7. Choose to add or not add. Envelopes and Individual Labels 1. You can print envelopes or individual address labels from the Account or Student Screen. 28

PROGRAM GUIDE 2. Select the Account or Student tab. 3. Highlight the name and click on Go To. 4. Select the Address button next to the Account or Student address. 5. Select Envelope with No Return for an envelope with no return address. 6. Select Envelope with Return for an address with a return address. 7. Select the Label button if you wan to print an individual label designed to be used with a label printer that prints one label at a time. Export To A Word Processor All DanceWorks reports can be exported to most Word Processors. Even if your word processor is not listed, follow these steps and you probably will be successful with your exporting. Once you export and import into the Word Processor, you can manipulate all the data within the report. 1. Select the report and click on the Display button. 2. Click on the envelope at the top of the screen. 3. Select the down arrow on the Format screen and select the Word Processor. 4. Click on OK. 5. Either type in a new file name or save the defaulted name. 6. Make sure that the report is saved in the word Processor. 7. Open your word Processor. 8. On the list of files, open All Files 9. Select the saved file and click on Open. Find Account 1. Select the Account tab from the Main Menu. 2. 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. 3. To find an account by name, begin typing the first few letters of the last name. The list matching the letters typed will be highlighted. Click on the Go To Account button. This will bring up the Account Screen for the highlighted account name. Click on the Cancel button to cancel the Find Account command. 4. To find an account by account number, begin typing the desired account number. The name in the list matching the numbers typed will be highlighted. Click on the Go To Account button. This will bring up the Account Screen for the highlighted account number. 5. To find an account by telephone number, begin typing the desired telephone number. The name in the list matching the numbers typed will be highlighted. Click on the Go To Account button. This will bring up the Account Screen for the highlighted telephone number. If your program is set to use an area code, be sure to type the area code in before typing in the telephone number. 6. To find an account by using the scroll bar, use the scroll bar at the right hand side of the Window to move down the list. When you find the account name you want, click on the row to highlight the account. Click on the Go To Account button. This will bring up the Account screen for the highlighted row. Click on another tab to cancel the Find Account command. 7. You can also double click on a name at anytime and you will be brought to the Account Screen for that customer. Find Class 1. Select the Class tab from the Main Menu. 2. To find a class by name, begin typing the first few letters of the class. The first name in the list matching the letters typed will be highlighted. Click on the Go To Class button. This will bring up the Account Screen for the highlighted account name. 3. You can find a class by day, time or key by clicking on the selected radio button and tying in the first few letters. 4. To find a class by using the scroll bar, use the scroll bar at the right hand side of the Window to move down the list. When you find the class you want, click on the row to highlight the class. 5. Click on the Go To Class button. This will bring up the Class Screen for the highlighted row. 6. Click on another tab to cancel the class command. 7. When a class has reached the maximum number of students, the class name will be highlighted in red. When a student is inactivated, though their name will still appear on the list with an asterisk, the number of students in the class will revert to the number of active students in the class. 8. Right click on the Class Name to display a Student Roster. 9. The W/L column contains the number of Students on the Wait List. 10. Double clicking on any class will take you immediately to the class screen. Find Student 1. Select the Student tab from the Main Menu. 2. You can find a student by name, account number or by using the scroll bar. 3. 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 Students or Active and Inactive Students, the matching color for Red or Green will show in the status box. 29

PROGRAM GUIDE 4. To find a student by name, begin typing the first few letters of the last name. The row in the list matching the letters typed will be highlighted. Click on the Go To Student button. This will bring up the Student screen for the highlighted student name. 5. To find a student by account number, begin typing the desired account number. The row in the list matching the numbers typed will be highlighted. Click on the Go To Student button. This will bring up the Student screen for the highlighted account number. 6. To find a student by telephone number, begin typing the desired telephone number. The name in the list matching the numbers typed will be highlighted. Click on the Go To Account button. This will bring up the Student Screen for the highlighted telephone number. If your program is set to use an area code, be sure to type the area code in before typing in the telephone number. 7. To find a student by using the scroll bar, use the scroll bar on at the right hand side of the Window to move down the list. When you find the student name you want, click on the row. 8. Click on the Go To Student button. This will bring up the student screen for the highlighted row. 9. Click on another tab to cancel the Student command. 10. There is also a Find Student button on the Account Screen. You can use this button to find other students than the ones listed for that account. Form Letter RT Form Letter RT provides you with the capability to compose and send form letters to parents and/or students in your school. Letters can be saved for future use. You can print letters for Active, Inactive or Prospect Accounts or Students. You can also print letters by Mail Code or for an individual Account or Student. Send a letter to your past due customers. Each letter is personalized with the Account or Student name. You can choose to put the first and or last name in the salutation on the form letter. You can specify the closing. The letters can be formatted to fit into #9 Double Window Envelopes (the same ones that our Statements fit into). The font is Arial 10point. This can be changed by displaying the letters instead of printing them then exporting the letters in Rich Text Format (RTF) and importing them into your word processor. We are not able to merge specific account data such as: balance, last payment date or amount, number of classes, monthly tuition, student names and classes. 1. Select File. 2. Select Form Letter RT. 3. Select New Letter. 4. Click Next. 5. Select the Recipients whether you are sending this letter to Accounts, Students or Starr. 6. Select the group of individuals whether Active, Inactive, Prospect or Mail Code, etc. 7. Click Next. 8. Check in the Header box if you want your school name to show along the top of the page. This information is your information in the Setup System, My School Info tab. 9. Do not use this selection if you are using preprinted letterhead. If you are using preprinted letterhead uncheck the header box. 10. If you choose not to use the header or preprinted letterhead you can check the Address Block and fill in the studio name and address. 11. Click in the date box to change the date. 12. Type the letter in the Body block. 13. Type your name in the Closing box. 14. If you choose to use the header, you may want to use the footer, which has the address, city, state, zip and telephone number. This information is your information in the Setup System, My School Info tab. 15. Click on Display or Print. Save the Letter 1. Once you have displayed or printed your letter, click on the X in the right hand corner. 2. The program will ask you if you want to save the letter. 3. If you answer yes, you can type in a name for the letter to save for future use. 4. If you select No, the letter will be deleted. Use a Saved Letter 1. Select File 2. Select Form Letter RT. 3. Select an existing letter. 4. Click Next. 5. Select the Recipients whether you are sending this letter to Accounts, Students or Staff. 6. Select the group of individuals whether Active, Inactive, Prospect or Mail Code, Class or Individual. 7. Click Next. 30

PROGRAM GUIDE 8. Check in the Header box if you want your school name to show along the top of the page. This information is your information in the Setup System, My School Info tab. 9. Do not use this selection if you are using preprinted letterhead. If you are using preprinted letterhead uncheck the header box. 10. If you choose not to use the header or preprinted letterhead you can check the Address Block and fill in the studio name and address. 11. Click in the date box to change the date. 12. Type the letter in the Body block. 13. Type your name in the Closing box. 14. If you choose to use the header, you may want to use the footer, which has the address, city, state, zip and telephone number. This information is your information in the Setup System, My School Info tab. 15. Click on Display or Print. Input Charge You can enter a charge for an Account from either the Account Screen or the Transaction Screen. The Input Charge command lets you charge a single account for tuition, costume, registration, miscellaneous or any other General Ledger account number that you have defined in the Setup System. You can input several charges without leaving the screen. To enter a new charge: 1. Select the Account tab from the Main Menu. 2. Highlight the Account and click on Go To Account. 3. Click on the Input Charge button on the Account Screen. 4. Enter the date if different from today s date. 5. Click on the down arrow at the right on the Description box. 6. Select the appropriate charge type by clicking on the choices. 7. You can add text to the description by clicking in the box and typing the information you want. 8. Enter the amount in the amount box. Click on the OK button. You can also Input Charges from the Transaction Screen: 1. Select the Account tab from the Main Menu. 2. Highlight the Account and click on Go To Account. 3. Click on the View Transaction Screen. 4. Click on the Input Charge button. 5. Enter the date if different from today s date. 6. Click on the down arrow at the right on the Description box. 7. Select the appropriate charge type by clicking on the choices. 8. You can add text to the description by clicking in the box and typing the information you want. 9. Enter the amount in the amount box. Click on the OK button. 10. Click on the Cancel button to return to the Account Transactions screen without entering a charge. 11. IMPORTANT: If you do not select the correct description, your income and charges reports will not reflect the correct amounts. Input Credit There may be times that you want to apply a credit to an account. 1. Go to the Account Transactions Screen from the Account Screen and click on the Input Credit button. 2. The date is automatically set for today s date. You can highlight and change the date. Type in the description and the amount. Click on OK. 3. The account will be credited for that amount. 4. You can then apply that credit to a charge at a later date. 5. If you want to apply the credit immediately, highlight the credit. 6. Click on the Apply Credit button. 7. Highlight the charge that you want to apply the credit to. 8. Click on the Apply Credit button. Input Payment Payments can be entered through the Account Screen or the view Transaction Screen. When you enter a payment, you should apply that payment to an outstanding charge. To Input a Payment 1. From the Account, click on Input Payment. 2. Enter the payment date, payment type, check number or other reference number. Besides being able to bubble in the pay type, there are Alt key combinations for all pay types. Alt A chooses Amex, Alt M chooses Master Card, etc. 3. The description defaults automatically to "Payment" but you can edit this field. Enter the Payment amount. 4. Click on the OK button to save this payment and you will automatically move to the Apply Payments screen. 5. If you select a credit card and you have a credit card on file Payment Information tab on the Account Screen, the credit card number will display for verification. 6. Highlight a corresponding charge from the Open Charges box and click on Apply Payment. 31

PROGRAM GUIDE 7. If you choose the Auto Apply Payment button, the payment will be applied to the farthest outstanding charge and continue to be applied to charges until the payment balance is zero. 8. If you want to cancel the payment, click on the Cancel button return to the Account Transactions screen. Input Refund A refund allows you to record a refund on a customer s account, of a previously paid charge. This transaction type should only be used when the customer has fully paid for their charge and you wish to pay them a refund. The refund transaction does not have an open balance so it does not need to be connected to a payment or charge. When you enter a refund, you can specify the refund type (cash, check, credit, etc.) so that refunds will be grouped with the payment type in the Payments Report. 1. From the Main Menu, select the Account tab. 2. Select View Transactions. 3. Click on Input Refund 4. Select Date. 5. Select Refund Type. 6. Select Description. 7. Enter amount. 8. Click OK. Late Charges The Late Charge screen lets you post a late charge to all accounts that have an outstanding balance. You can post to either all accounts that have past due balances or only post to accounts in a specific billing cycle that have past due balances. If you choose All Accounts, the late charge is posted for all accounts with a positive balance. If you choose Selected Accounts, you will see the account name, account balance and the proposed Late Charge for each account with a positive balance. You click on the Apply or Don't Apply buttons as appropriate. With either choice above, you can choose the kinds of charges to apply a late fee to. You may not want to charge a late fee on an outstanding late fee, for instance. The Late Charge History shows a listing of each payment play that was charged, the date and the amount that was charged. The Late Fee amount is set in Setup System. Select the Defaults tab, and select the School tab. Post Late Charge 1. Select Post Charges from the Main Menu. 2. Select Late Charge 3. Type in the System Password. 4. Set the date for the date that you want the late charge to be posted. 5. Click on the Start button. 6. DanceWorks will post late charges and update the status as it works. 7. Click on the Cancel button to return to the Main Menu. Mail Codes Mail Codes permit you to assign a two character code to groups or Accounts or Students. You can then gather information or print mailing labels based on these Mail Codes. In order to assign Mail Codes, you must define your choices in Setup System. After they are defined, you can then assign them to Accounts and Students. Define Mail Codes in Setup System 1. Click on Setup System. 2. Type in the System Password and click on OK. 3. Select the Mail Codes tab. 4. Click the New button. 5. Type the Mail Code. You can use alpha, numeric or alpha/numeric. This is a two character field. 6. Type in the description. 7. Click on Save. Edit Mail Code 1. Click on Setup System. 2. Type in the System Password and click on OK. 32

PROGRAM GUIDE 3. Select the Mail Codes tab. 4. Highlight the Mail Code you want to edit. 5. Click on the Edit button. 6. Type in the two character Mail Code. You can use alpha, numeric or alpha/numeric. 7. Type in the description. 8. Click on Update Delete Mail Code 1. Click on Setup System. 2. Type in the System Password and click on OK. 3. Select the Mail Codes tab. 4. Highlight the Mail Code you want to delete. 5. Click on the Delete button. 6. When the program asks if you want to delete this Mail Code, select Yes. 7. Click on Main Menu to return to the Main Menu. Once you have defined the Mail Codes, you can assign them to either Students or Accounts. You can also assign a Mail Code to a class. This assignment only affects the current students that are registered in the class. If you add additional students, after adding the Mail Code, you should go to the individual Student Screens and add the Mail Code. Add Mail Code to an Account or Student 1. Select the Account or Student Tab and click on Go to Account or Student. 2. Select the Mail Code tab. 3. Click on Add Entry. 4. Highlight the Mail Code and click on Add. 5. Click on Exit to return to the Account or Student Screen. Delete Mail Code on an Account or Student 1. Select the Account or Student Tab and click on Go to Account or Student. 2. Select the Mail Code tab. 3. Highlight the Mail Code you want to delete. 4. When you get the message Delete Mail Code? Answer OK. Add Mail Code to a Class 1. Select the Class tab from the Main Menu. 2. Highlight a Class and click on Go To Class. 3. Click on the Add Mail Code Button. 4. Highlight Mail Code. 5. Click on Add. 6. Click on Exit to return to the Class Screen. 7. Click on Main Menu to return to the Main Menu. Add Mail Code to Selected Accounts/Students 1. Go to the Main Menu. 2. Select either the Account tab or Student tab. 3. Click the Add Mail Codes button. 4. Highlight the Mail Code. 5. Select Names. 6. Click Add. Medical Information Medical Information can be entered for students on their student screen. 1. Select the Student tab on the Main Menu. 2. Highlight a student name and click on go to Student. 3. Select the Medical Information tab. 4. Add Doctor s name and phone number, Allergy Information and/or Other Medical Information. 5. Click in the large boxes to begin inputting information. Delete Medical Information 1. Select the Medical tab 2. Highlight the information you wish to delete. 3. Click Delete on your keyboard. 33

PROGRAM GUIDE Notes You can add unlimited notes to the Account Screen, Student, Teacher, Class and Vendor Screens. 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. Once a note is entered, and you move to another screen, the word View will be above the note in red letters. This way, you will know when a note has been entered. You can print notes from the Notes tab, by clicking in Print Notes. When the note is deleted, the word View will disappear. Notes on Account Screen Add Notes to an Account Screen 1. Select the Account tab from the Main Menu. 2. Highlight an Account and click on Go To Account. 3. Select the Notes tab. 4. Click on the Insert Date if you want a date line. 5. Start Typing your Notes. Delete Notes on an Account Screen 1. Highlight the Note. 2. Click on Delete on your keyboard. Notes on Student Screen Add Notes to a Student Screen 1. Select the Student tab from the Main Menu. 2. Highlight a Student and click on Go To Student. 3. Select the Notes tab. 4. Click on the Insert Date if you want a date line. 5. Start Typing your Notes. Delete Notes on a Student Screen 1. Select the Note tab. 2. Highlight the Note. 3. Click on Delete on your keyboard. Notes on Teacher Screen Add Notes to a Teacher Screen 1. Select the Teacher tab from the Main Menu. 2. Highlight a Teacher and click on Go To Teacher. 3. Select the Notes tab. 4. Click on the Insert Date if you want a date line. 5. Start Typing your Notes. Delete Notes on a Teacher Screen 1. Select the Note tab. 2. Highlight the Note. 3. Click on Delete on your keyboard. Notes on Class Screen Add Notes to a Class Screen 1. Select the Class tab from the Main Menu. 2. Highlight a Class and click on Go To Class. 3. Select the Notes tab. 4. Click on the Insert Date if you want a date line. 5. Start Typing your Notes. Delete Notes on a Class Screen 1. Select the Note tab. 2. Highlight the Note. 3. Click on Delete on your keyboard. Notes on Vendor Screen Add Notes to a Vendor Screen 1. Select Costumes on the Main Menu. 2. Select the Vendor tab. 3. Highlight the Vendor name and click Go to Vendor. 4. Select the Notes tab. 5. Click on the Insert Date if you want a date line. 6. Start Typing your Notes. Delete Notes on a Vendor Screen 1. Select the Note tab. 2. Highlight the Note. 3. Click on Delete on your keyboard. 34

PROGRAM GUIDE NSF Check or Bad Check To reverse a check that has been returned from the bank: 1. Go to the Account Screen 2. Select View Transactions 3. Click twice on the payment (don t double click) for the returned check. 4. Change the description to say Check Returned. 5. Click Enter on your Keyboard. 6. Click on Delete Payment. 7. This will void the payment but still leave it on the transaction screen. 8. Enter a charge for the return check fee. 9. Enter the new payment and apply to the charge. 10. When you click on Display Deleted Transactions, you will see the Check Returned payment that was voided. If you have already transferred to QuickBooks, you would reduce your bank account and income by the amount of the payment. When you transfer to QB again, the new payment and NSF charge will be transferred. Omit Student from Recital Once a student is enrolled in a class, there will be a checkbox to the right of the tuition amount. This box is automatically set for the child to participate in recital. If a child is not participating in recital, uncheck the box. This process will assure that your Recital Reports and Costuming for each class are correct. For a list of those students not participation in recital: 1. From the Main Menu, select Recitals. 2. Select Recital Reports. 3. Select Recital Non-Performers Listing. 4. Check the box next to the recital name. 5. Click Print or Display. For a list of student not performing in any recital: 1. From the Main Menu, select Recitals. 2. Select Recital Reports. 3. Select Recital Non-Performers Listing. 4. Check the boxes next to all of the recital names. 5. Click Print or Display Passwords DanceWorks can have unlimited User Names and Passwords. There are two User Names preset in DanceWorks. Each has a unique Password. This password protection offers your school more security in accessing DanceWorks and you ll find a greater capability to control who gets access to what features in DanceWorks with User Names and Passwords. The preset User Names are: ADMIN, with the Password AKADA and OFFICE with the Password AKADA. Until you make any changes to the Users in Setup System both the ADMIN and OFFICE (preset Users) have access to all features of DanceWorks. No password checks are made as long as this User Name is logged into DanceWorks. This User Name is the only User Name that can access the Users Tab on the Setup System Screen to add, edit, or delete User Names. There is an Override Password. This is required when you want to delete a payment. Even the ADMIN User Name is required to input this password to delete a payment. This password is the Admin System Password. The first thing that you, the school owner,should do is to go to Setup System and change the ADMIN, System and Override passwords so that they are not all the same, otherwise the security of your data is at risk. We are able to reset to AKADA any single User Name Password through the use of the Passkey by telephone. We cannot reset the System Password or the Override Password. Any User Name Password that is AKADA will be displayed as asterisks and does not need to be input. Add New User (Admin Only) 1. Select Setup System. 2. Select the User tab. 3. Click Add User. 4. Type New User Name. 5. Type New User Password. 35

PROGRAM GUIDE 6. Select the Access Options for the New User by checking in the boxes. Only those areas that have a checkmark can be accessed by this user. 7. Click on Save. 8. If you do not want to add this user, click on Cancel. Edit User (Admin Only) 1. Select Setup System. 2. Select the User tab. 3. Click Edit User. 4. Edit the name, password or access. 5. Click on Save. 6. If you do not want to edit this user, click on Cancel. Delete User (Admin Only) 1. Select Setup System. 2. Select the User tab. 3. Highlight the User name. 4. Click on Delete. 5. If you want to delete the User select, Yes. 6. If you do not want to delete the User select, No. Payment Information The Payment Info tab is located on the Account Screen. If you want to keep a record of a customer s credit card information to charge the account, you can keep it here. 1. Select the Account tab from the Main Menu. 2. Highlight a name and click on Go To Account. 3. Click on the Payment Info Tab. 4. Use the pull down to select the card type. 5. Type In Cardholder Number 6. Type in Expiration Date. 7. Type in Cardholder Name. 8. Type in Notes. 9. When payment information is added to this tab, a red View button will appear above the tab as an alert. 10. You can print out a list of Accounts with Payment Information by going to the Main Menu selecting Reports, Account Report, and Account Payment Information. Payments The DanceWorks program separates income by category. In order for the income to appear correctly, each time you enter a charge or payment, you should apply the payment to the outstanding charge. Apply Payments 1. Click on the Payment button on the Account Screen or click on View Transactions, and click Input Payment. 2. The Apply Payment screen will automatically be brought up. The screen displays the open charges at the top of the screen and the payment information at the bottom of the screen. If you have a payment that is entered before the charge is entered, you can apply that payment at anytime to a charge. Apply an Existing Payment 1. From the Account screen, select View Transactions. 2. Highlight the outstanding payment. 3. Click on the Apply Payment button. 4. Select the Open Charge that you want to pay with this payment. 5. Click on the Apply Payment button. 6. Click on the Exit button to return to the View Transaction Screen. 7. If the payment is smaller than the open balance of the charge, you will be asked if you want to make a partial payment. Click yes to make a partial payment. 8. When this screen closes you are prompted to print a receipt showing the payment and the charges that if was applied to. Click No if you do not want to print a receipt. The screen will automatically close after a receipt is printed Split Payment A Split Payment lets you apply a specific amount of the payment to one or more charges. 1. Select the Account tab. 2. Highlight an account name and click on go to Account. 3. Click on the View Transaction button. 4. Click on Input Payment. 5. Type in payment information and click on OK. 6. Highlight the Charge. 7. Click on Split Payment. 8. Type in the portion of the payment that you want to apply to the Charge. 9. Highlight the next Charge. 10. Click on Split Payment 11. Continue until the balance is zero. 36

PROGRAM GUIDE Auto Apply Payments Auto Apply Payment will apply the payment to the farthest outstanding charge, so that no particular payment is applied to any particular charge. The Auto Apply Payment button is found on the Input Payment Screen. 1. Select the Account tab. 2. Highlight an account name and click on go to Account. 3. Click on the View Transaction button. 4. Click on Input Payment. 5. Type in payment information and click on OK. 6. Click on Auto Apply Payment. 7. If you want to apply payments directly to a charge, please use the Apply Payment button and select the charge. Un-Apply Payment You can Un-Apply a payment or credit from the transaction screen. Once the payment is un-applied, the charge and the payment will both be reopened and you can re-apply the payment. 1. Select the Account tab. 2. Select the Transactions button. 3. Highlight the payment you want to Un-Apply 4. Click on the Un-Apply payment button. 5. The payment and charge will both be reopened. Post Tuition The Post Tuition screen lets you post tuition to all active accounts. The tuition amount posted is the total of the tuition displayed for each active student in that account. 1. Select Post Charges from the Main Menu. 2. Type in your System Password. 3. Select Tuition. 4. On the left side of the screen, you will see the Tuition History. This screen gives you information as to the last time you posted the different Account Billing Frequency Tables. You can have up to 9 different Account Billing Frequency Tables and can post to any plan at any time. Tuition will be posted only for those accounts whose Account Billing Frequency Table matches the Account Billing Frequency Table field on this screen. 5. On the right side of the screen, be sure to select the Account Billing Frequency Table number that you wish to post. 6. Remember, the tuition process cannot be reversed. Once you have posted, the amount will be in the transaction screen for each account. 7. Set the date for the date that you want tuition to be posted. 8. Click on the Start button. 9. DanceWorks will post tuition and update the status as it works. After tuition is posted you will see the 10. Tuition Posting Status on the left of the screen. This status shows: i. Number of Accounts in Account Billing Frequency Table ii. Number of Accounts Tuition Posted To iii. Amount of Tuition Posted 11. Click on the Exit button return to the Main Menu. Prospects A Prospect is someone who calls your studio for information, but has not yet signed up for classes. You can print mailing labels for prospects. Once a Prospect registers, you can change their status from Prospect to Active. Restore Database 1. Select File from the Main Menu. 2. Select Restore Database. 3. A message box will ask you to insert the back up disk in the drive and click on OK. If you have forgotten to insert the disk in the drive and you want to proceed, click Cancel. 4. The Restore drive letter defaults back to the last drive letter you used to backup each database. 5. Drive A with a Browse button. If you click on Browse, to the left, you will see a drive selection dropdown box that enables you to select any drive on the system. You may want to backup to a CD, Zip Drive or Network Drive. 6. If you click OK, the program will read the contents of the backup media. Once it has read the media, it will ask you to select the session to restore. 37

PROGRAM GUIDE 7. Click OK and highlight the session to restore to. Most often, the session numbers will be the same. 8. Input the System Password. Click the Restore button. After you click Restore, a message box will ask, do you want to restore xx to xx?" The xx may not necessarily be the same in both cases. 9. Click Yes or No. When you click Yes, it will verify that the data on the disk is readable. If it verifies correctly, the program will restore the information. If it does not verify correctly, there is an error on the disk. 10. When the restore is complete, you will be able to choose to restore additional files. If you say yes, the restore will go through the same sequence. Registration Charge You can set up six different registration charges for a family to accommodate declining registration charges. 1. Go to Setup System and select the Defaults tab. 2. Select the School tab. 3. Type in the registration charge for each numbered student. For instance, if each child is charged $25.00, type in $25.00 in each box. If student one is charged $25.00 and student two is charged $10.00, type those numbers in the boxes. 4. Please fill in all boxes, as you never know when someone may come into the school and sign up their six children! Reset Account Billing Frequency You can reset the billing frequencies for all accounts globally. 1. Select File. 2. Select Clear Database. 3. Check the box at the bottom of the screen to Reset Billing Frequency. 4. Select the new method of calculation. 5. Click Clear Database. 6. Do you want to clear the selected files, answer yes or no. Reset Calculate Tuition By for Every Account The way you calculate tuition can be globally changed for all customers. Fro example, if you calculated tuition this year by time, by resetting the way you calculate you could change everyone to one of the other five methods. You must clear the Class Enrollment to change the way you calculate tuition. 1. Select File. 2. Select Clear Database. 3. In the Select Table to Clear column, check Class Enrollment. 4. Check the box at the bottom of the screen to Reset Calculate Tuition. 5. Select the new method of calculation. 6. Click Clear Database. 7. Do you want to clear the selected files, answer yes or no. Save Credit Card When a credit card payment is entered into DanceWorks, you can select to save the credit card number for future use. 1. Select an Account and double click on click on Go to Account. 2. Click on Input Payment. 3. Select credit card type. 4. Type in credit card number and expiration date. 5. Check the box for Save Card. 6. Enter amount. 7. Click Ok to enter payment. Sales Tax You can set sales tax on the Charge Code Screen. There are two Sales Taxes that are available. As you setup your Charge Codes, you can decide whether or not you want certain items to be charged a sales tax. Sales tax will be added once a charge is entered for a customer. So you will not see sales tax until the charge is actually posted. 1. From the Main Menu, select Setup System. 2. Type in the System Password. 3. Select the Charges Codes tab. 4. At the bottom of the screen, click in the boxes to change sales tax information. School Statistics 38

PROGRAM GUIDE School Statistics will give you a financial summary of your school, showing receivables by category, unapplied payments, and projected tuition for next month. The stats also show account, student and class information. To begin the calculation and display 1. Enter the System Password. 2. Click on Start. 3. If you want to Display the report, click on the Display Report button. 4. If you want to print the report, click on the Print Report button. 5. Click on Main Menu to return to the Main Menu. Screen Color The screen color can now be changed on your databases. This is useful if you use multiple databases, since you may have databases that look similar. A different color background can signal you as t o whether or not you are working in the correct database. To change the background color on your screens 1. Go to Setup System. 2. Select the Screen Color tab. 3. Click on Click to Change Color. 4. Select a basic color by clicking on a color in the color box. 5. You can also define custom colors by moving your mouse pointer over the color palette. When your desired color is displayed, click on Add to Custom Colors and the color will be saved. Session Name The Session Name has been highlighted in blue to aid in its visibility. This name is the name that appears in the Session Name on the Password Input Form and also at the bottom of the DanceWorks Main Menu. To enter a session name or change a session name 1. Go to Setup System. 2. Type in Password. 3. Change System Name 4. Click on Main Menu to return to the Main Menu. Setup Doctors There is a dropdown for doctor names on the Student Screen under the Medical tab. You can either setup doctor s names in Setup System or type the doctor s name directly into the box. 1. Select the Student tab. 2. Highlight the Student and click on Go to Student. 3. Select the Medical tab. 4. Use the pull down to find an existing doctor or type in the doctor s name. Setup New Doctors 1. Go to Setup System from the Main Menu. 2. Select the Defaults tab. 3. Select the Student tab. Add Doctor Name 1. Select Add Doctor. 2. Type the doctor name and telephone number. 3. Click on Save. Edit Doctor Name 1. Highlight a doctor name. 2. Click on Edit Doctor. 3. Edit the information. 4. Click on Update. Delete Doctor Name 1. Highlight the doctor name. 2. Click on Delete Doctor. Setup System Defaults are used to control program behavior or to supply information to make data input easier. 1. From the Main Menu, select Setup System. 2. Type the System Password. 3. Select the Defaults tab. The defaults screen is divided into three tabs. My School Tab The School name and address and billing name and address can be added to this screen. Contact Name The Contact Name is the name of the studio owner. Session Name 39

PROGRAM GUIDE This is the name of the session that appears on your Password Input Screen. This name can be changed at any time. E-Mail The E-mail address is the school E-mail address. Statement Note The Statement Note will appear on the Statements. Payment Note This note also appears on the Statement. Confirmation Note This note appears on the Confirmation Note and Confirmation Postcard in the Account Reports in the Reports section. Registration Note This note appears on the Registration form. Receipt Note This note appears on the Receipts. Coupon Book Note This note appears on the Coupon Book. Costume Confirmation Note This note appears on the Costume Confirmation Note. E-mail Note You can setup an automatic school signature that will be added to any e-mal that is sent out. You can print out all of the information that is listed in setup system showing your preferences. 1. Go to Setup System. 2. Click Display Setup to display the report. 3. Click Print Setup to print the report. Defaults Tab Account Defaults 1. Enter the most often used, City State and first three numbers of the Zip Code. 2. Account Billing Frequency Table. 3. The Account Billing Frequency Table can be used if you charge different customers by different methods, such as monthly, bi-monthly, quarterly, etc. 4. There are nine Account Billing Frequency Tables. You can change the Account Billing Frequency Table on the Account Screen for each Account by pulling down on the arrow next to Account Billing Frequency Table. The program defaults to One Monthly Tuition since this is the most common way to charge tuition. 5. If you want to use the Account Billing Frequency Tables, highlight each Account Billing Frequency Table and click on Edit Account Billing Frequency Table Entry. 6. Type in the Multiplier (the number of months per plan). 7. Select a Discount Type and fill in the amount. 8. Change the Description. 9. Click on Save. School Defaults 1. Enter Registration Charge. Fill in all boxes.. 2. You can set up six different registration charges for a family to accommodate declining registration charges. 3. Type in the registration charge for each numbered student. For instance, if each child is charged $25.00, type in $25.00 in each box. If student one is charged $25.00 and student two is charged $10.00, type those numbers in the boxes. Please fill in all boxes, as you never know when someone may come into the school and sign up their six children! 4. Enter Discount Method (Tuition Discount applied to Students with the Tuition Discount box checked on the Student Screen 5. Enter Late Charge Method, either Percentage or Amount 6. Enter the most common Area Code for the studio. 7. Select Telephone Edit Mask, most generally used is (###)###-####). Class Defaults 1. Select the Class tab. 2. Type in the most commonly used Class Tuition Class Length and Class Size. 3. Next Setup the Class Rooms. You can setup names for each of the rooms in the studio. Then, as you are defining classes, there will be a drop down box with your classroom numbers preset. 4. At the end of each school year, click on the Update Student Grade button to update each student's grade to the next grade. 5. Select the Class Soft by criteria, by Class Name, Class Day/Name, Class Day/Time or Class Key. 40

PROGRAM GUIDE Student Defaults Student School Table You can enter the schools that your students attend so the list is available on the student screen when enrolling a student. 1. Select Setup System. 2. Select the Defaults tab. 3. Select the Student tab. 4. Click on Add School. 5. Type the School name. 6. Click on Save. Edit School 1. Select Setup System. 2. Select the Defaults tab. 3. Select the Student tab. 4. Click on Edit School. 5. Type the new School name. 6. Click on Save. Delete School 1. Select Setup System. 2. Select the Defaults tab. 3. Select the Student tab. 4. Click on Delete School. 5. Answer Yes to delete entry. Student Skills Table 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. 1. Select Setup System. 2. Select the Defaults tab. 3. Select the Student tab. 4. Click on Add Skill. 5. Type the Skill name. 6. Click on Save. Edit Skill 1. Select Setup System. 2. Select the Defaults tab. 3. Select the Student tab. 4. Click on Edit Skill. 5. Type the new Skill name. 6. Click on Save. Delete Skill 1. Select Setup System. 2. Select the Defaults tab. 3. Select the Student tab. 4. Click on Delete Skill. 5. Answer Yes to delete entry. Student Doctor Table The Student Doctor Name can be setup here so the data is faster and more consistent. 1. Select Setup System. 2. Select the Defaults tab. 3. Select the Student tab. 4. Click on Add Doctor. 5. Type the Doctor name. 6. Click on Save. Edit Doctor 1. Select Setup System. 2. Select the Defaults tab. 3. Select the Student tab. 4. Click on Edit Doctor. 5. Type the new Doctor name. 6. Click on Save. Delete Doctor 1. Select Setup System. 2. Select the Defaults tab. 3. Select the Student tab. 4. Click on Delete Doctor. 5. Answer Yes to delete entry. Tuition Tab Tuition is calculated either by Class, Tuition Table or Time. You are free to fill in all of the charts and use a multiple of billing methods for an account. 41

PROGRAM GUIDE Select the most common way you will charge tuition by clicking on the Radio button in the Charge Tuition By box on the Tuition tab. This will become the default for each Account Screen as new Accounts are added to the program. You can change the default on the Account Screen. Not all tuition methods will work with all customers. If you have a very complex tuition structure, with many discounts it may be necessary for you to adjust the tuition on the Student Screen once the student has been enrolled in classes instead of using one of the tables. Once their tuition is correct, you will not need to make any additional adjustments to the screen unless they add or drop classes. Calculate Tuition by Class You can use this tuition method when you want your tuition total to be computed from the tuition information on the Class Screen. When you enroll a Student, the tuition for each Class will be the tuition that you have defined when you set up your Classes. 1. Go to Setup System. 2. Select the Tuition tab. 3. Select the radio button for Class. 4. This will calculate your tuition by Class. 5. If you make any changes in your tuition fee structure, the changes will take effect only from that point on. Calculate Tuition by Table for Each Student If the tuition Table method is selected, the Table is access to find that tuition to be charged. The table will calculate tuition by the number of classes taken by an individual student. This method is for one hour classes only. To setup the Tuition Table 1. Select Setup System. 2. Type in the System Password. 3. Select the Tuition tab. 4. Click on the Table (Student) radio button. 5. To setup your table, enter the amount of Class 1 in the table. 6. Enter the difference between Class 1 and class 2 in the second line. Continue entering in each tuition amount. When the number of classes is added up for a student, the total of class 1, 2 and 3 will equal your studio charge for three hourly classes. 7. Continue adding in entries for all of the classes. 8. Remember, you are adding in the difference between the classes in each block on the table. Calculate Tuition by Table for Each Account If the tuition table method is selected, the table is accessed to find that tuition to be charged. The table will calculate tuition by each class taken in the account. Instead of adding up three classes for Student A and giving a total and then three classes for Student B and giving a total, it will add all the classes together to get the total. To setup the Tuition Table 1. Select Setup System. 2. Type in the System Password. 3. Select the Tuition tab. 4. Click on the Table (Account) radio button. 5. To setup your table, enter the amount of Class 1 in the table. 6. Enter the difference between Class 1 and class 2 in the second line. Continue entering in each tuition amount. When the number of classes is added up for an account, the total of class 1, 2 and 3 will equal your studio charge for three hourly classes. 7. Continue adding in entries for all of the classes. 8. Remember, you are adding in the difference between the classes in each block on the table. Calculate Tuition by Time by Student You can calculate tuition by time for your students. You should use this method if you charge tuition by time per each student. That means that all total time will be calculated for each student. You can add increments as small as every 15 minutes. 1. Select Setup System. 2. Type in the System Password. 3. Select the Tuition tab. 4. Select the radio button for Time (Student). 5. We have provided one entry in the table. 6. That entry can be modified but not deleted. 7. Click on Add Entry. The Start time will be the End Time from the previous entry. 8. Type in the End Time and the Amount. 9. Continue until your table is complete. 10. If you want to edit an entry, click on Edit Entry and make the changes. 11. If you want to delete an Entry, highlight the Entry and click on Del Entry. 12. When tuition is posted, the program will add up the total time for each student, and find the tuition from the entry in the table that most closely matches for each individually. 42

PROGRAM GUIDE Calculate Tuition by Time for Account You can calculate tuition by time for your accounts. You should use this method if you charge tuition by time per each account. You can add increments as small as every 15 minutes. That means that, all total time, no matter how many students, will be calculated together giving you a total for the Account. 1. Select Setup System. 2. Type in the System Password. 3. Select the Tuition tab. 4. Select the radio button for Time (Account). 5. We have provided one entry in the table. 6. That entry can be modified but not deleted. 7. Click on Add Entry. The Start time will be the End Time from the previous entry. 8. Type in the End Time and the Amount. 9. Continue until your table is complete. 10. If you want to edit an entry, click on Edit Entry and make the changes. 11. If you want to delete an Entry, highlight the Entry and click on Del Entry. 12. When tuition is posted, the program will add up the total time for each student, and find the tuition from the entry in the table that most closely matches for each individually. Recalculate Tuition Tuition can be recalculated globally for all students in the program. When you recalculate tuition, all students will be recalculated regardless of whether or not their tuition has been manually edited. If it was edited, the edited amount is maintained. Please use caution when recalculating. It can only be reversed manually. 1. Go to Setup System 2. Type in System Password. 3. Choose the Tuition tab. 4. Click on Recalculate Tuition. 5. Click on Main Menu to Exit. Mail Codes Tab Mail Codes permit you to assign a two character code to groups or Accounts or Students. You can then gather information or print mailing labels based on these Mail Codes. In order to assign Mail Codes, you must define your choices in Setup System. After they are defined, you can then assign them to Accounts and Students. Define Mail Codes in Setup System 1. Click on Setup System. 2. Type in the System Password and click on OK. 3. Select the Mail Codes tab. 4. Click on the New button. 5. Type in the two character Mail Code. You can use alpha, numeric or alpha/numeric. 6. Type in the description. 7. Click on Save. Edit a Mail Code 1. Click on Setup System. 2. Type in the System Password and click on OK. 3. Select the Mail Codes tab. 4. Highlight the Mail Code you want to edit. 5. Click on the Edit button. 6. Type in the two character Mail Code. You can use alpha, numeric or alpha/numeric. 7. Type in the description. 8. Click on Update Delete a Mail Code 1. Click on Setup System. 2. Type in the System Password and click on OK. 3. Select the Mail Codes tab. 4. Highlight the Mail Code you want to delete. 5. Click on the Delete button. 6. When the program asks if you want to delete this Mail Code, select Yes. 7. Click on Main Menu to return to the Main Menu. Once you have defined the Mail Codes, you can assign them to either Students or Accounts. You can also assign a Mail Code to a class. This assignment only affects the current students that are registered in the class. If you add additional students, after adding the Mail Code, you should go to the individual Student Screens and add the Mail Code. Charge Code Tab All charges in DanceWorks reports are grouped by the charge category. If you need to add additional charge types you should add them at the beginning of the school year. If you link to an accounting program, check to make sure your account numbers match. You can choose to use the numbers in DanceWorks or the numbers that are in your accounting program. These categories are also used to transfer income to the accounting program, QuickBooks. 43

PROGRAM GUIDE Add Charge Code 1. Select Setup System from the Main Menu 2. Type in the System Password. 3. Select Charge Codes tab. 4. To add a new charge code, click on the New button. 5. Enter in the G/L number, description, amount, type and whether or not there is sales tax. Click on Save to save this charge code. Edit Charge Code 1. To edit a Charge Code, highlight the Charge Code and click on Edit. 2. Change the necessary information. Delete Charge Code Highlight the Charge Code and click on Delete. You can set sales tax on the Charge Code Screen. There are two Sales Taxes that are available. As you setup your Charge Codes, you can decide whether or not you want certain items to be charged a sales tax. Sales Tax Sales tax will be added once a charge is entered for a customer. So you will not see sales tax until the charge is actually posted. 1. From the Main Menu, select Setup System. 2. Type in the System Password. 3. Select the Charges Codes tab. 4. At the bottom of the screen, click in the boxes to change sales tax information. Accounting Link Tab The Accounting Link will link the DanceWorks program to the QuickBooks program so that you can transfer your income into QuickBooks. To setup the Accounting Link 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. 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 1499. 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. Colors Tab The screen color can now be changed on your databases. This is useful if you use multiple databases, since you may have databases that look similar. A different color background can signal you as t o whether or not you are working in the correct database. To change the background color on your screens 1. Go to Setup System. 2. Select the Colors tab. 3. Click on Click to Change Color. 4. Select a basic color by clicking on a color in the color box. 5. You can also define custom colors by moving your mouse pointer over the color palette. When your desired color is displayed, click on Add to Custom Colors and the color will be saved. Passwords Tab DanceWorks can have unlimited User Names and Passwords. There are two User Names preset in DanceWorks. Each has a unique Password. This password protection offers your school more security in accessing DanceWorks and you ll find a greater capability to control who gets access to what features in DanceWorks with User Names and Passwords. The preset User Names are: ADMIN, with the Password AKADA and OFFICE with the Password AKADA. 44

PROGRAM GUIDE Until you make any changes to the Users in Setup System both the ADMIN and OFFICE (preset Users) have access to all features of DanceWorks. No password checks are made as long as this User Name is logged into DanceWorks. This User Name is the only User Name that can access the Users Tab on the Setup System Screen to add, edit, or delete User Names. There is an Override Password. This is required when you want to delete a payment. Even the ADMIN User Name is required to input this password to delete a payment. This password is the Admin System Password. The first thing that you, the school owner,should do is to go to Setup System and change the ADMIN, System and Override passwords so that they are not all the same, otherwise the security of your data is at risk. We are able to reset to AKADA any single User Name Password through the use of the Passkey by telephone. We cannot reset the System Password or the Override Password. Any User Name Password that is AKADA will be displayed as asterisks and does not need to be input. Add New User (Admin Only) 1. Select Setup System. 2. Select the Passwords tab. 3. Click Add User. 4. Type New User Name. 5. Type New User Password. 6. Select the Access Options for the New User by checking in the boxes. Only those areas that have a checkmark can be accessed by this user. 7. Click on Save. 8. If you do not want to add this user, click on Cancel. Edit User (Admin Only) 1. Select Setup System. 2. Select the User tab. 3. Click Edit User. 4. Edit the name, password or access. 5. Click on Save. 6. If you do not want to edit this user, click on Cancel. Delete Use (Admin Only) 1. Select Setup System. 2. Select the User tab. 3. Highlight the User name. 4. Click on Delete. 5. If you want to delete the User select, Yes. 6. If you do not want to delete the User select, No. Staff ID Cards You can print staff ID cards similar to the student ID cards. ID cards can be printed by all staff, all teachers, and all clerical or individual card. Select the Staff tab. Click on Go to Staff. Select Staff Reports. Select Staff ID. Select a starting row and column. Select either All Staff, All Teachers, All Clerical or Individual. Click Print. Staff Registration Form A blank registration form can be printed for new staff members. 1. Select the Staff tab. 2. Click on Go to Staff. 3. Select Staff Reports. 4. Select Staff Registration Form. 5. Click Print. Staff Information The following tabs are on the Staff Screen: Staff Classes, Staff Hours, Staff Notes and Staff Qualifications. You can keep track of the teacher data. Enter as much data as you want, but remember, the more data entered in, the more information you will get back on reports. Add Staff 1. Select the Staff tab from the Main Menu. 45

PROGRAM GUIDE 2. Enter teacher information. 3. Click on OK. Go to Staff 1. Select the Staff tab from the Main Menu. 2. You can go to a current Staff from this screen or add a new teacher. 3. To go to an existing Staff, highlight the Staff name and click on Go To Staff. 4. Type in the System Password. 5. To add a new Staff name, click on New Staff to enter the Input New Staff Information Screen. Staff Classes The Staff classes' screen lists all the classes a particular staff member. The number of classes that a staff member teaches and assists is noted on the Class tab of the Staff Information Screen. 1. Select the Staff tab from the Main Menu. 2. Highlight the Staff name and click on Go To Staff. 3. Type in System Password. 4. Click on the Classes tab. 5. The classes listed are the classes that have been defined on the Class tab. Staff Hours You can keep track of staff hours for your payroll information to be added into an accounting system. You can add up to 90 work hours in a single entry. You can print out staff list and their hours. The hours for the Staff are listed from current to oldest. The Time Cards are printed with the hours oldest to current. 1. Go to the Staff tab on the Main Menu. 2. Highlight the staff name and click on Go To Staff. 3. Type in the System Password. 4. Select the Staff Hours tab. 5. To add an entry, click on Add Entry. 6. Fill in the appropriate information. To delete an entry 1. Highlight the entry. 2. Click on Delete Entry. To edit an entry 1. Highlight the entry to edit. 2. Click on Edit Entry and make the necessary changes. 3. Click on Update. Staff Notes Notes can be added for staff to remind you of certain days they can work or a particular class they do not feel comfortable teaching. Add Notes 1. Select the Staff tab from the Main Menu. 2. Either create a new staff or highlight an existing teacher. 3. If you select a Staff, type in the System Password. 4. Click on the Staff Notes tab. 5. Click Insert Date to add date. 6. Type in Note. 7. When a note is present, the word View will appear above in red. Delete Note 1. Highlight the note. 2. Click on Delete Entry Staff Qualifications You can add qualifications for teachers to quickly decide which staff is available to teach certain classes. Staff qualifications can be found on the Staff Information Screen. Add Qualifications 1. Select the Staff tab from the Main Menu. 2. Type in the System Password. 3. Click on Add Entry and type in the information at the blinking cursor. Delete Entry 1. Select the Staff tab from the Main Menu. 2. Type in the System Password. 3. Click on the Staff Qualification tab. 4. Highlight the entry and click on Delete Entry. Staff Reports Staff Reports can be accessed from the Staff tab on the Main DanceWorks Screen. These reports are printed by individual teacher. 1. Select the Staff tab. 46

PROGRAM GUIDE 2. Type in the System Password. 3. Select Staff Report. 4. You can bubble in the selection and then choose the options you would like to have printed. There is a button on the Staff Screens in the Staff Database that allows you to select a Class and go to that Class. 1. Select the Staff tab from the Main Menu. 2. Type in the System Password. 3. Select a Staff and click on Go To or double click on the Staff name. 4. Select a class on the Class tab and click on Go to Class. 5. This will take you to the Class Screen. 6. You can return to the Staff Screen by clicking on Go to Staff. Student Class History The Student History Tab is located on the Student Screen. The Student History will keep track of each class the student is enrolled in. When you enroll a student in a class, the history is automatically added to the history. When you drop a child from a class, the original entry is updated with the date the student was dropped. Edit Student History 1. Select the Student tab on the Main Menu. 2. Highlight a Student name and click on Go To Student. 3. Select the History tab. 4. Highlight the entry. 5. Click on Edit. 6. Change Data. 7. Click on Save. Student Fee The Student Fee is a fee that can be charged to individual students, which can be posted when you post tuition. You can setup different student fees and amounts in Setup System. Examples of fees are master classes, after school care, etc. Setup Student Fees Add 1. From the Main Menu, select Setup System. 2. Select the Defaults tab. 3. Select the Student tab. 4. Click the Add Fee button on Student Fee Table. 5. Type in the Fee Description and amount. 6. Click Save. Edit 1. From the Main Menu, select Setup System. 2. Select the Defaults tab. 3. Highlight the fee to be edited. 4. Click Edit. 5. Change either the description or amount. 6. Click Update. Delete 1. From the Main Menu, select Setup System. 2. Select the Defaults tab. 3. Highlight the fee to be deleted. 4. Click Delete Fee. 5. Delete Entry, answer Yes or No. Adding Student Fees to the Student Screen Once the description and fee amounts have been setup in setup System, you can add them to the Student Screen. These fees are excluded from School Statistics. When you post the tuition, if that billing frequency has a multiplier, it ides not multiply the student fee by that number. 1. From the Main Menu, select the Student tab. 2. Double click on the Student name. 3. At the bottom of the screen, under Student Fee, select the type by using the pull down arrow to select. 4. If the fee amount is not correct, type in the new fee. Student Picture We have provided the capability of connecting a graphic file containing a picture of a student to a student record so that it will display on the Student Screen. This graphic file can be of any of the following types: Bitmaps {*.bmp.*.dib) 47

PROGRAM GUIDE GIF Images (*.gif) JPG Images (*.jpg) Metafiles (*.wmf,*.emf) Icons (*.ico, *.cur) There is a sub folder, under DanceWorks, called Pictures. We suggest that you store your pictures there. The picture area is 1½ by 2. If your picture is a different size, you should either crop your picture before saving it or the program will automatically scale the picture to fit the sized area. If you choose to use this feature, you should refer to the instruction manual for your scanner or digital camera. Please keep in mind that we cannot assist you with the operation of your equipment Select Picture 1. Select the Student tab from the Main Menu. 2. Highlight a student name and click on Go to Student. 3. Once on the Student Screen, click on Set Picture Path. 4. Select the saved scanned or digitized picture. Clear Picture 1. Click on the Clear button. The use of this function may cause a delay in changing screens due to the fact that a graphic must be loaded with each screen. Student Skills You can keep track of student skills. Before you can enter student skills on the student screen, you should setup all the skills in Setup System. This will give you a complete list of the skills when you want to add them to the student screen. 1. Select Setup System from the Main Menu. 2. Select the Defaults. 3. Select the Student tab. 4. Click on Add Skill. 5. Type in the Skill. 6. Click on Save. Add a Skill 1. Click on Find Student tab from the Main Menu. 2. Highlight a Student name and click on Go To Student. 3. Select the Skills tab. 4. Click on Add Entry. 5. When the skill appears in the box, click on the skill to engage the pull down. 6. Use the pull down to select the desired skill. 7. Click in date area to add a date. 8. Click on Comment area to add a comment. Delete a Skill 1. Click on Find Student tab from the Main Menu. 2. Highlight a Student name and click on Go To Student. 3. Select the Skills tab. 4. Highlight the entry you want to delete. 5. Click on Delete Entry. Telephone Dialer Using the DanceWorks Telephone Dialer, you can dial calls to any telephone numbers listed for Accounts, Students and Teachers. The dialer acts like an extension of your telephone. The Dialer is found on each Account, Student and Teacher Screens and looks like a red telephone. The first time you use the Dialer, you must set up the Com Port. Setup the Com Port 1. Click on the on the Account, Student or Teacher Screen, as if using the dialer. 2. It will default to Com2, which is where most modems are installed. 3. If you are not able to dial using Com2, then go to the Control Panel in Windows and double click on the Modems icon. 4. Select your modem in the list and click on the Properties button. The General tab will list the communications port that the modem is attached to. 5. Go back to DanceWorks and select the correct Com Port. Use the dialer 1. Click on the Red Telephone. 2. Highlight the phone number you want to dial. 48

PROGRAM GUIDE 3. Click on the Dial button. 4. Pick up your telephone handset. Transaction Screen Note 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. 1. Select an Account and double click on click on Go to Account. 2. Click on View Transactions. 3. Click on Note. Transfer to QuickBooks You can transfer your income from DanceWorks to QuickBooks and quickly choose those items that you want to use to make up your deposit. 1. Select File from the Main Menu 2. Select Transfer to QuickBooks. 3. At the top of the screen you will see the Accounting Program Name that you have selected in the Accounting Link Setup. 4. QuickBooks makes the transfer file name editable by the user so that it can include the date each time you post. The transfer name that is setup on the Accounting Link tab, in Setup System, will be the default transfer name. 5. Click on the Browse button on the Transfer to QuickBooks Screen. 6. Type in a new transfer name, if you want to change it. 7. Click on Save. 8. This will now be your new transfer name for this transfer. 9. Once you leave the screen, the name will default to the transfer name in Setup. 10. Below the Accounting Program Name will be the Accounting Program Transfer File. On the Transfer Screen, you can select a Start and End date. You now have the transfer history showing start, end and transfer date. 11. You can change it to a prior date. This is a transfer of payments and income through that date. QuickBooks makes the transfer file name editable by the user so that it can include the date each time you post. Click on Browse button and you can edit the file name. 12. Follow the status box messages that will appear on the screen. They will tell you what to do next. There are three command buttons: 13. Click the Print Register button to generate a report listing all payments which are broken down into different income accounts and all money going to customer deposit accounts. Click on the button and print the report. 14. Review the report and see that it is accurate. Click on the Post Transactions button. This takes the information that was on the report and writes the information to the DANCWRKS.IIF file. 15. When this button is clicked, it will tell you that the process will overwrite your previous transfer file and the program will ask you to be sure that you have imported into QuickBooks. 16. When the posting of transactions is completed, click the Main Menu button. Now you may go into QuickBooks and import your data files. Import to QuickBooks 1. Start QuickBooks 2. Select Import from the File Menu 3. Click on the OK button 4. QuickBooks will import the file and display a status message. 5. If you cannot locate the DANCWRKS.IIF file, go back and check the setup. Then go to Windows Explorer and search for all occurrences of DANCWRKS.IIF. Make note of the location and go back to QuickBooks and specify that path. 6. AKADA Software cannot help you locate this file, as we do not know where you put it. Please contact your accountant or computer specialist. Tuition Tuition is calculated either by Class, Tuition Table or Time. You are free to fill in all of the charts and use a multiple of billing methods for an account. Select the most common way you will charge tuition by clicking on the Radio button in the Charge Tuition By box on the Tuition tab. This will become the default for each Account Screen as new Accounts are added to the program. You can change the default on the Account Screen. 49

PROGRAM GUIDE Not all tuition methods will work with all customers. If you have a very complex tuition structure, with many discounts it may be necessary for you to adjust the tuition on the Student Screen once the student has been enrolled in classes instead of using one of the tables. Once their tuition is correct, you will not need to make any additional adjustments to the screen unless they add or drop classes. Calculate Tuition by Class You can use this tuition method when you want your tuition total to be computed from the tuition information on the Class Screen. When you enroll a Student, the tuition for each Class will be the tuition that you have defined when you set up your Classes. 1. Go to Setup System. 2. Select the Tuition tab. 3. Select the radio button for Class. 4. This will calculate your tuition by Class. 5. If you make any changes in your tuition fee structure, the changes will take effect only from that point on. Calculate Tuition by Table for Each Student If the tuition Table method is selected, the Table is access to find that tuition to be charged. The table will calculate tuition by the number of classes taken by an individual student. This method is for one hour classes only. 1. Select Setup System. 2. Type in the System Password. 3. Select the Tuition tab. 4. Click on the Table (Student) radio button. 5. To setup your table, enter the amount of Class 1 in the table. 6. Enter the difference between Class 1 and class 2 in the second line. Continue entering in each tuition amount. When the number of classes is added up for a student, the total of class 1, 2 and 3 will equal your studio charge for three hourly classes. 7. Continue adding in entries for all of the classes. 8. Remember, you are adding in the difference between the classes in each block on the table. Calculate Tuition by Table for Each Account If the tuition table method is selected, the table is accessed to find that tuition to be charged. The table will calculate tuition by each class taken in the account. Instead of adding up three classes for Student A and giving a total and then three classes for Student B and giving a total, it will add all the classes together to get the total. 1. Select Setup System. 2. Type in the System Password. 3. Select the Tuition tab. 4. Click on the Table (Account) radio button. 5. To setup your table, enter the amount of Class 1 in the table. 6. Enter the difference between Class 1 and class 2 in the second line. Continue entering in each tuition amount. When the number of classes is added up for an account, the total of class 1, 2 and 3 will equal your studio charge for three hourly classes. 7. Continue adding in entries for all of the classes. 8. Remember, you are adding in the difference between the classes in each block on the table. Calculate Tuition by Time by Student You can calculate tuition by time for your students. You should use this method if you charge tuition by time per each student. That means that all total time will be calculated for each student. You can add increments as small as every 15 minutes. 1. Select Setup System. 2. Type in the System Password. 3. Select the Tuition tab. 4. Select the radio button for Time (Student). 5. We have provided one entry in the table. 6. That entry can be modified but not deleted. 7. Click on Add Entry. The Start time will be the End Time from the previous entry. 8. Type in the End Time and the Amount. 9. Continue until your table is complete. 10. If you want to edit an entry, click on Edit Entry and make the changes. 11. If you want to delete an Entry, highlight the Entry and click on Del Entry. 12. When tuition is posted, the program will add up the total time for each student, and find the tuition from the entry in the table that most closely matches for each individually. Calculate Tuition by Time for Account You can calculate tuition by time for your accounts. You should use this method if you charge tuition by time per each account. You can add increments as small as every 15 minutes. That means that, all total time, no matter how many students, will be calculated together giving you a total for the Account. 1. Select Setup System. 2. Type in the System Password. 3. Select the Tuition tab. 4. Select the radio button for Time (Account). 50

PROGRAM GUIDE 5. We have provided one entry in the table. 6. That entry can be modified but not deleted. 7. Click on Add Entry. The Start time will be the End Time from the previous entry. 8. Type in the End Time and the Amount. 9. Continue until your table is complete. 10. If you want to edit an entry, click on Edit Entry and make the changes. 11. If you want to delete an Entry, highlight the Entry and click on Del Entry. 12. When tuition is posted, the program will add up the total time for each student, and find the tuition from the entry in the table that most closely matches for each individually. Custom Tuition Custom Tuition is used when the other methods of calculating tuition do not work within your studio. It allows you to create amounts that are posted by specific months. 1. Select Custom Tuition from the Calculate Tuition by box from either the Account or Student Screen 2. Click on the Custom Tuition tab. 3. Enter the annual tuition, starting month, number of payments, discount method and payment intervals. 4. Click on Distribute. 5. The program will compute the tuition amounts. Recalculate Tuition Tuition can be recalculated globally for all students in the program. When you recalculate tuition, all students will be recalculated regardless of whether or not their tuition has been manually edited. If it was edited, the edited amount is maintained. Please use caution when recalculating. It can only be reversed manually. 1. Go to Setup System 2. Type in System Password. 3. Choose the Tuition tab. 4. Click on Recalculate Tuition. 5. Click on Main Menu to Exit. Tuition Discounts by Student Each Student can be discounted separately for tuition. This feature is useful if your tuition discount is different for each student in a family, or if you use one of the Tuition Tables in Setup System. You can use the tables and apply an additional discount for each student. 1. Select the Student tab and double click or click on Go To. 2. Click on the Enroll Student button. 3. If the Student Discount box is checked, the discount field defaults to the default discount setting. 4. If the Student Discount box is not checked, the discount type is set to none. 5. Set the discount, if desired, either percent or amount. 6. Fill in the amount. 7. Highlight the class. 8. Click on Enroll. Update Student Grade Automatically You can automatically update the grade field each year for students. This is beneficial if you have carried over a database from the previous year and want to correct school grade information. Once the student has finished grade 12, and the grades are updated, that student s grade level will be blank. Please note that there may be instances where a child has not progressed to the next year, and that child s grade would need to be changed back manually. To Update the Student Grade 1. Go to Setup System. 2. Select the Defaults tab and then the class tab. 3. The program will show you the date the grades were last updated. 4. Look carefully at the date, as the process cannot be reversed. 5. Click on Update Student Grade. 6. The updated date will appear. Void Charges or Payments A charge or payment can be voided or deleted in the program only if you have not posted to QuickBooks. The charge will only show when you click on the Display Deleted Transaction button on the Transaction Screen. Voided transactions will not be visible on statements. Void a Charge 1. Select the Account tab from the Main Menu. 2. Highlight an Account and click on Go To Account. 3. Click on the View Transactions button. 4. Highlight the Charge you want to delete. 5. Click on the Delete Charge button. 51

PROGRAM GUIDE Void a Payment 1. Select the Account tab from the Main Menu. 2. Highlight an Account and click on Go To Account. 3. Click on the View Transactions button. 4. Highlight the Payment you want to delete. 5. Click on the Delete Payment button Wait List Popup When a student is dropped from a class, where there is a wait list, a popup will advise you that space is now available in that class. 1. Select the Student tab. 2. Highlight the class to be dropped. 3. Click Drop Class. Wait List Notes A note can be added to the Wait List on the Class Screen for any student you are wait listing in that class. 1. Select the Class tab. 2. Select the Class Wait List tab. 3. Click on Add Entry to add Student. 4. Type Student information and note if applicable. 5. Click OK. 6. To edit a note: 7. Select the Class tab. 8. Select the Class Wait List tab. 9. Select the student name. 10. Click on Edit Entry to add Student. 11. Type note changes. 12. Click Update. 52

E-MAIL Chapter 6 E-MAIL E-Mail is sent out using Microsoft s MAPI (Messaging Application Program Interface). E-Mail services like AOL are not MAPI-compliant. Services like AOL and others are proprietary, which means that they have chosen to implement functions like E-Mail using methods that are not compatible with Microsoft development tools. Their E-Mail service is only accessible to their own E-Mail program, meaning they do not permit us to send E-Mail using their functions. Check your computer to see if you have a MAPI-compliant E-Mail system like Microsoft Outlook, Outlook Express or Microsoft Exchange. If you are currently using Microsoft Outlook, Outlook Express or Microsoft Exchange, to send and receive E- Mail, you will need to do nothing. Outlook Express is included in Windows 98 and above and is automatically installed. If you are using Windows 95, you must separately install Outlook Express, but check your computer first, it may already be installed. If you are unable to find a MAPI compliant E-Mail system on your computer, please contact a computer specialist to help you. Akada Software tech support cannot help with the installation, since we cannot physically see what is on your computer. If you are using AOL, a proprietary service, you will have to setup an E-Mail account with a company that uses a MAPI-compliant program as mentioned above. You can search the web for free E-Mail services, such as Hot Mail, Mail.com, etc. There are many to choose from. The choice is yours. Using E-mail You can send E-Mail to Accounts, Students, Classes, Mail Codes or Staff. Attachments can be sent along with the E-Mail. E-mail is not limited as to how many you can send at one time. More than one attachment can be inserted into an E-mail. E-mail Font The E-Mail font can be changed for the body of the E-Mail. 1. To select either the font or size and click on the down arrow next to the font or size. 2. Select the appropriate font and/or size. 3. Only one font type or size can be used per message. There are several ways to send E-Mail. You can choose one of the following: From the File Menu 1. Go to File from the Main Menu. 2. Select E-Mail. 3. Click on the To button. 4. Select the name. 5. Click on OK. 6. Compose the message. 7. If you want to send to groups, highlight the box next to the first name you want to send to, hold down the Shift key and click on the box of the last name you wan to send to. 8. If you E-Mail groups, you may be limited by your internet service as to the number of E-Mails you can send at one time. 53

E-MAIL E-mail Accounts 1. Select the E-Mail tab on the Account Screen. 2. Click on Send E-Mail. If the Account does not have an E-Mail address, this button will be disabled. 3. The E-Mail address will be in the To box. If you want to send to additional names, click on the To box button to the left of the To box. If you do not want additional names, go to Step 5. 4. There are four tabs on this page, Account, Student, Classes, Mail Code and Staff. You can send to anyone out of any of the groups that are listed on the tabs. After you select from a certain group, click on OK. You will be taken back to the E-Mail, click on the To button again to select from another tab. 5. Type in the Subject. 6. Compose your message. 7. Click on Send. E-mail Students 1. Select the E-Mail tab on the Student Screen. 2. Click on Send E-Mail. If the Student does not have an E-Mail address, this button will be disabled. 3. The E-Mail address will be in the To box. If you want to send to additional names, click on the button to the left of the To box. If you do not want additional names, go to Step 5. 4. There are four tabs on this page, Account, Student, Classes, Mail Code and Staff. You can send to anyone out of any of the groups that are listed on the tabs. After you select from a certain group, click on OK. You will be taken back to the E-Mail, double click on the To button again to select from another tab. 5. Type in the Subject. 6. Compose your message. 7. Click on Send. E-mail Classes 1. Click on the Send E-Mail box at the bottom of the screen. The E-Mail addresses for the Student s in the Class will be in the To box. If you want to send to additional names, click on the To box button to the left of the To box. If you do not want additional names, go to Step 5. 2. There are four tabs on this page, Account, Student, Classes, Mail Code and Class. You can send to anyone out of any of the groups that are listed on the tabs. After you select from a certain group, click on OK. You will be taken back to the E-Mail, double click on the To button again to select from another tab. 3. If you are E-Mailing to classes, the student E-Mail address is automatically selected. If you want the Account to be E-Mailed, click in the box to use Account E-Mail address. 4. Type in the Subject. 5. Compose your message. 6. Click on Send. E-mail Staff 1. Select the E-Mail tab on the Staff Screen. 2. Click on E-Mail. If the Staff does not have an E-Mail address, this button will be disabled. 3. The E-Mail address will be in the To box. If you want to send to additional names, click on the button to the left of the To box. If you do not want additional names, go to Step 5. 4. There are five tabs on this page, Account, Student, Classes, Mail Code and Staff. You can send to anyone out of any of the groups that are listed on the tabs. 5. Highlight the grey box next to the first name in the group. Hold down the Shift key and select the gray box next to the last name in the group. These names will be highlighted in blue. 6. Click OK. 7. Type in the Subject. 8. Compose your message. 9. Click on Send. E-mail Statements Statements can be E-mailed from each individual Account Screen that has an E-mail address. When you E- mail statements, you can change the subject or message for the E-mail, select the Statement Type and date range.. 1. Select the Account tab. 2. Double click on the Account Name. 3. Click on the Statement button. 4. Make the necessary changes to the subject and message. 5. Click on the E-Mail button. 54

E-MAIL Saved Drafts You can compose a draft for frequently sent message, such as snow days, holidays, etc. 1. Set up a new folder in My Documents to save these messages in. 2. Select the E-Mail tab on the Class Screen 3. Type in your message. 4. Click on Save Message and select the appropriate folder in My Documents. 5. When you want to send that message, go to E-Mail and click on Load. 6. Once the message is loaded, click on the To button to select the E-Mail addresses. 55

INVENTORY Chapter 7 INVENTORY The Inventory is where all of the information regarding your Inventory is stored. This includes descriptions of inventory items, lookup codes (sometimes referred to as SKU or UPC s, department codes, costs, prices, quantities and other important information. This is located under Special on the Main Menu. The general purpose for most of the fields is self-explanatory. Before you begin, you should understand how each field is used in the program. An important aspect of organizing your inventory is how you utilize the Indexed Fields: Stock Number, Product Code, Class, Manufacturer and Description. Also very important is how you set up your Departments and Categories, which can be used to group items on reports, but cannot be used to lookup or sort items. When considering what information you will enter into each of the data fields on the inventory record, don t limit yourself by the names of the fields in the program. Instead, using whatever terminology you are used to, first write down on a piece of paper what information regarding your merchandise is important to you. Before you spend a large amount of time entering the inventory data, review all the possibilities, test some scenarios, and run some sample reports. Setup To begin entering the Departments, click on the Setup tab. The Departments are those items that have inventory, sales and cost of good accounts. These should be generalized product departments, such as shoes, accessories, etc. These are used to track sales by department. Add Department 1. Click on the Department Setup radio button. 2. Click on New. 3. Add new department name. 4. Add the description. 5. Type in a G/L number for the G/L account. This number is generally between 1000 and 2000. 6. Type in a G/L number for the Cost G/L account. This number is generally between 5000 and 6000. 7. Type in a G/L number for the Sales G/L account. This number is generally between 4000 and 5000. If you have any questions as to the specific G/L number to be used, please consult with your accountant. We cannot supply G/L numbers for you, as we do not know which ones are already in use. Edit Department 1. Click on the Product Department radio button 2. Highlight the category. 3. Click on Edit button. 57

INVENTORY 4. Edit the description or category. 5. Click on OK. Delete Department 1. Click on the Product Department radio button. 2. Highlight the category. 3. When the box appears that says to delete the product, click Yes. Category Setup The category is another way to group items. It is not a subgroup of the department. It is an additional way to get reporting functions from the inventory. 1. Select Point of Sale from the Main Menu. 2. Select Inventory. 3. Select Setup. 4. Select Category Setup. Add New Categories 1. Click on New. 2. Type the category name. 3. Type the category description. 4. Click OK. Edit Category 1. Select the Setup tab in Inventory. 2. Select the radio button for Category Setup. 3. Highlight the category. 4. Click Edit. 5. Change the description. 6. Click OK. Delete Category 1. Select the Setup tab in Inventory. 2. Select the radio button for Category Setup. 3. Highlight the category. 4. Click Delete. Vendor You can enter in vendor information. The vendor is who you purchase the items from, not the manufacturer. When you add an item to inventory, you can choose a vendor. It is okay to choose not to enter in vendor information. 1. Select Point of Sale from the Main Menu. 2. Select Inventory. 3. Select Vendors. New Vendor 1. Click New Vendor. 2. Type Vendor information. Go to Vendor 1. Highlight the vendor name. 2. Click on Go to Vendor. Inventory The inventory holds the stock for your store. You can start by entering in each item that you have on hand. Once the inventory is in the program, you can receive and issue products. New Item 1. Enter or scan the Item Code 2. Type in the item s description. 3. Use the pull down to select the Department. 4. Type in Style, Size and Color, or use the drop-down lists to select your entry 5. Select the tax status for this item. 6. Type in the Cost for one. This is how much each item cost you. This field will be updated by the program when receiving, issuing, selling or returning the item. 58

INVENTORY 7. Type in the Minimum quantity that you want to always have on hand or maintain in stock. This information is beneficial for the Low Stock reports that can be printed. 8. Enter the In Stock amount. 9. Enter the List Price. This price is the normal selling price used when you sell or issue a product, unless the item is on sale. 10. Enter the Sale Price. The Sale price is the alternate selling price that may be used instead of the Base Price. When the item is on sale, check the item on sale box and the sale price will be listed. When the item is no longer on sale, uncheck the box. 11. Check the Print Labels for Item box if you want to print labels. 12. Click on Save. Edit Item 1. Click on the Edit tab on the Inventory screen. 2. Type in any changes on the General, Cost/Quantity or Pricing Screens. The only fields that cannot be changed are Quantity on Hand, Total Sold and Total Received. These are automatically updated by the program. Copy Item You can copy an existing Item that can be edited. This method can be used if you have items that are multiple sizes, colors, etc. 1. Select Point of Sale from the Main Menu. 2. Select Inventory. 3. Select the Inventory tab. 4. Highlight the Item. 5. Click Copy Item. 6. Make the necessary changes. 7. Click on Save to save or Cancel to exit the screen. Delete Item 1. Select Point of Sale from the Main Menu. 2. Select Inventory. 3. Select the Inventory tab. 4. Highlight the Item. 5. Click Delete Item. Receipts and Issues If you conduct a physical inventory and find that your stock quantity for an item is not correct you will want to adjust the quantity. If you want to increase the stock you will receive a product. If you want to decrease the stock, you will issue a product. Receive a Product 1. Click on the Receipt/Issue tab. 2. Click on the Receive Item button. 3. Type or Scan in the Product Code. 4. Type in the Date. 5. Type in the Quantity. 6. Type in the Unit Cost. 7. Click on Save. 8. Receiving a product will increase your stock. Issue a Product 1. Click on the Receipt/Issue tab in Inventory. 2. Click on the Issue Product button. 3. Type or Scan in the Product Code. 4. Type in the Date. 5. Type in the Quantity. 6. Type in the Unit Price. 7. Click on Save. 8. Issuing a product will decrease your stock. Find Product 1. Select Point of Sale from the Main Menu. 2. Select Inventory. 3. Select the Receipts/Issues tab 4. Select Find Item. 5. The Items can be sorted by Item Code or Description. You can further define the search by selecting a Category. 6. This is a way of finding an item on the screen you are using instead of returning to the Inventory tab. 59

INVENTORY Print Labels You can print barcode labels for any items or just the items you have received. Print labels for items received 1. Select the Receipts/Issues tab. 2. Select Receive Item. 3. Type the date and quantity. 4. Check the box for print labels for item. 5. Click on Save. 6. This item will be marked in reports to print the number of labels for the quantity entered in. 7. When you have received all merchandise, select the Reports tab. 8. Click Print Labels. 9. The entire inventory is listed. 10. The far right column will show the quantity of labels to be printed for each item. 11. If you only want to show the items that have labels to be printed, click on Show Only Labels to be Printed. 12. Choose the Sort by option. 13. Select the label type with starting row and column if using a partially used sheet of labels. 14. Select the label options. 15. If you want additional labels that are not listed, select the item code and double click on the label quantity. 16. Type the number of labels. Print labels without receiving in merchandise. 1. Select the Reports tab in Inventory. 2. Click Print Labels. 3. The entire inventory is listed. 4. The far right column will show the quantity of labels to be printed for each item. 5. Either scan the item code, or start typing in the item code. 6. Double click on the label for the item and add the quantity. 7. If you only want to see the items that have labels to be printed, click Show Only Labels to be printed. 8. Choose the Sort by option. 9. Select the label type with starting row and column if using a partially used sheet of labels. 10. Select the label options 11. If you want to change the labels you have selected to print, click on Clear Labels and start again. 12. Click on Print Labels. 13. Click Exit to leave the screen. 60

PRODUCT INVENTORY Inventory Reports Inventory List Sort by Department Inventory List Sort by Category 61

PRODUCT INVENTORY Transaction Listing by Department Transaction Listed by Product 62

MUSIC LOCATOR Chapter 8 Music Locator The Music Locator is designed to help organize your music by Music Location, Type and Category. Click Special on the DanceWorks Main Menu. You can start by setting up your lists. Click the Setup tab. As you move through the fields, each will highlight in blue so that you can add or make the appropriate changes. Music Location The Music Location will specify the specific areas that you have stored your CD s, Tapes, etc. If you move the album to a different location, all songs on that album will move to the new location. Add a Music Location 1. Click on the Music Location radio button. 2. Click on New. 3. Type the location description. 4. Click on OK. 5. If you decide not to add a new description, click on Cancel. Edit a Music Location 1. Click on the Music Location radio button. 2. Highlight the Location. 3. Click on Edit. 4. Edit the location description. 5. Click on OK. Delete a Music Location 1. Highlight the Location. 2. Click on Delete 3. When the delete item box appears, click on Yes to delete the location. Media Type The Media Type is the kind of media that your music is recorded on. This can be tapes, CD s, etc. Add a Media Type 1. Click on the Media Type radio button. 2. Click on New. 3. Type the media type description. 4. Click on OK. 5. If you decide not to add a new description, click Cancel. Edit a Media Type 1. Click on the Media Type radio button. 2. Highlight the Media Type. 3. Click on Edit. 4. Edit the media type description. 5. Click on OK. Delete a Media Type 1. Highlight the Media type. 2. Click on Delete. 63

MUSIC LOCATOR 3. When the delete media box appears, click on Yes to delete the media type. Music Category The Music Category is the type of music, such as Ballet, Jazz, etc. Add a Music Category 1. Click on the Music Category radio button. 2. Click on New. 3. Type the category name. 4. Type the category description. 5. Click on OK. 6. If you decide not to add a new category, click Cancel. Edit a Music Category 1. Click on the Music Category radio button. 2. Highlight the category. 3. Click on Edit. 4. Edit the category description. 5. Click on OK. Delete a Music Category 1. Highlight the Music Category you want to delete. 2. Click on Delete. 3. When the box appears that says to delete the Music Category, click on Yes. Once the Setup has been completed, click on the Music Locator tab. Now you can add in your songs and their data. Add a song 1. Click on New Song. 2. Enter the Album Title. 3. Select Media type pulling down on arrow to highlight the correct type. 4. Select Release date. 5. Type in Artist Name. 6. Type in Purchase Date. 7. To select the location, pull down on the arrow to select location. 8. Type in Composer. 9. Type in Track Number. 10. Select Category. 11. Enter in the last Performance you used this song in. 12. Click Save/New Album to save the current album and open a new album template. 13. Click on Save/New Song to save album information from 1 st song entered so that you can enter additional songs on the album. 14. Click on Save/Exit to save the current album information. Edit a song 1. Select the song from the Song List. 2. Click on the Edit Song button. 3. Edit Song information. 4. Click Save/New Album to save the current album and open a new album template. 5. Click on Save/New Song to save album information from 1 st song entered so that you can enter additional songs on the album. 6. Click on Save/Exit to save the current album information. Delete a song 1. Select the song from the Song List. 2. Click on the Delete button. 3. Click Yes to the delete prompt. You can sort your music by Artist, Song Title, Album Title, Composer or Last Performance by clicking on the arrow and selecting the correct entry at the bottom of the screen. You can display music from only a specific category by clicking on the arrow and selecting the correct entry at the bottom of the screen 64

REPORTS Chapter 9 REPORTS On each report screen, there is a button labeled: Printer Setup. When that button is clicked the Print Setup screen is displayed. The Print Setup screen lets you change Which printer to use, if you have more than one. The paper orientation from portrait to landscape. The paper size and source. The printer options. For more information regarding Print Setup, see your Windows documentation. On each report screen, there is a button labeled Display. When that button is clicked, the report is output to the screen. The display screen has the following capabilities: Bars at the right side enable you to-scroll view the report page. The four (4) triangles at the bottom right control the page you are viewing. They surround the current page number and the total number of pages. The middle two triangles move backward and forward a single page. The outer two triangles move to the first and the last page. The button showing three (3) page sizes controls the size of the report on the screen. The default is the middle size. Click on the button to change the report page size. The button showing a Printer Icon allows you to print all or selected pages of the report. The button showing an Envelope Icon allows you to export the report to a disk file. You can choose either: comma separated values or text. The button showing the word Close, closes the display window. The Session name is printed on reports, in the event that you have multiple sessions. 65

REPORTS Class Lists This screen is displayed when you select Class Lists from the Report Menu. From the Class Lists Report screen, you can print a listing of classes sorted by: Class Name Day/Time Instructor. Click on the Print button to send the report to the printer. Key Level Room Class List (With or Without Page Breaks) 66

REPORTS Class Lists Open Classes A list can be printed that shows only the classes that have openings in them. If a class is full, it will not appear on this list. Class Room Schedule 67

REPORTS Class Wait List (All Classes or Individual Classes) Class Roster The Class Roster is printed with the student name listed by first and last name. There is an option to print by last name, first name. 68

REPORTS Class Attendance Lists This screen is displayed when you select Attendance Lists from the Report Menu. These can be printed for all classes, an individual class or by instructor. Select the way you want the attendance sheets printed by clicking on the option list. If you want to print the attendance sheets by instructor, click in the Instructor radio button in the Print By box. A blank attendance list can be printed for each new school year so that those teachers may enter in the names of new students. When the Attendance Report is printed, attendance from previous weeks will display and there will be blank boxes to enter in future attendance. You can also print an attendance from each Class Screen on the Main Menu. An asterisk next to a student name means that that student, enrolled in the class, is inactive. There is a No Maximum on the Print Option for the Attendance List. If you check this box, the maximum number of students will not show on the Attendance List. There is a Student Medical option on the Attendance List. If you check this box, the medical history from the Student Screen Medical Info tab will print on the Attendance List. Please be careful with this option, as sometimes some parents may want to keep medical information private. Student Age If you check the Student Age box in the Print Options for the Attendance Report, the age will be calculated in two different ways. When you select Print Attendance and select a Begin With date, the age is calculated from the specified date to the student s actual birth date. If you choose not a select a date, the age is calculated from today s date to the student s actual birth date. The date will automatically default to the date in your Widows Setup. Class Average Age The average age of the class is printed at the bottom of each attendance sheet. It is not necessary to check either the birth date or student age option. The average age does not include inactive or students who have not had a birth date entered on their student screen. 69

REPORTS Attendance List Attendance Reports 70

REPORTS Account Reports This screen is displayed when you select Accounts Reports from the Report Menu. Choose the report you want to run and then choose how you want to select the data in the report. Phone /Options 71

REPORTS Account Summary Billing Frequency 72

REPORTS Confirmation Confirmation Postcard You can print a 4 X 6 postcard with the confirmation information. You can print these postcards for Active Accounts, All Accounts, or Select Accounts. The postcard layout is based on the Avery Laser Index & Postcard #5389. 73

REPORTS Information Mail Code 74

REPORTS Notes Payment Info 75

REPORTS Billing Info Report The Billing Information Report lists whether or not the customer is a Monthly Payment Option. This is an option through Power Pay credit card processing to send credit card payments through DanceWorks and have them come back into the program and apply to outstanding charges. If you are interest in Credit Card Processing or want to find out what Power Pay can do for you, call AKADA at 800-286-3471 and ask for Credit Card Processing. To mark accounts for monthly charge: 1. Select the Account tab. 2. Select an Account and double click. 3. Click the Pmt. Info. Tab. 4. Click the Enter/Edit Credit Card. Button. 5. Type the credit card information. 6. Check Monthly Charge. 7. Click Save. To view report: 1. Select Reports 2. Select Account Reports. 3. Select Payment Info. 4. Click Display or Print. Expired Credit Card Report You can print out a list of expired credit cards that have been entered into the Payment Info tab on the Account Screen. 1. Select Reports. 2. Select Account Reports. 3. Select Payment Info. 4. Type in the password, if needed. 5. Click the circle for Expired Credit Cards. 6. Click Print. 76

REPORTS Registration Form Coupon Books The Coupon Book has a front and back cover, personalized with your studio information. You can select the number of coupons and intervals between each payment. If the coupon book has less than ten coupons to be printed, the coupons are printed in sequential order. If there are ten coupons being printed, they will be printed in a stackable order. You can select a front and back cover and what the starting date is for payments and a due date message. If you are on a billing frequency other than monthly, the multiplier for the billing frequency will be used when calculating tuition just as it would when you post tuition. 77

REPORTS Alert The Alert List lists the alert code and account name, telephone number and account number for each individual in that alert. Source The Source List lists how customers found out about your studio to request information or enroll. 78

REPORTS Student Reports This screen is displayed when you select Student Reports from Reports. When you select a Student List, there is a report selection option to choose Student, Class or Mail Code. If you select the report option, you can select whether you want to include All, Active and Inactive, Active, Inactive or Prospect. You will not be able to select all report options for all reports. Student Phone List with Options This report has a list of options when printing for Students. Options are visible on the screen above. The Phone/Option List is printed first name, last name. Check the box at the end of the list if you want to print last name, first name. You can select one or a multiple of any options available. 79

REPORTS Student List By Grade Month Registered This report can be printed by date range. This report has an option to include the classes that each student is enrolled in along with the date that they registered at the studio. 80

REPORTS School Year Started 81

REPORTS Evaluation Form Information The Student Information Report will show the age of the students. If the Student does not want their age to show, be sure to enter on their Student Screen the birthdates of 1/1/1900. This way their age will not show on any report. 82

REPORTS Birthday When printing the Student List by Birthdate, you can select whether or not to include the student age on the report. Mail Codes 83

REPORTS Car Pool List The Carpool List includes the class start time and each school with a list of all students attending any class at the studio on that day and time. The list also includes the grade telephone number and cell numbers. Attendance 84

REPORTS Class History No Classes 85

REPORTS Notes Medical 86

REPORTS Dropped Classes This list will print all Students who have dropped classes in a particular date range. Skills This report lists the student name, skill, date completed achieved and comment. The report has several report selection types. 87

REPORTS Student ID Cards These cards can be printed for All Students, Individual Students or Inactive Students. Inactive Student Report The Inactive Student Report shows all inactive students and the date they were inactivated. 88

REPORTS Wait List Class Card 89

REPORTS Student List by Male & Female You can print a student list by male, female or both male and female. 1. Select Reports. 2. Select Student Reports. 3. Select Phone/Options. 4. Check the box for Male, Female or both. 5. Select Options. 6. Click Display or Print Mailing Labels This screen is displayed when you select Mailing Labels from the Report Menu. From the Mailing Labels Report screen you can select Student, Account or Return Address labels. You can also print a label with only the name. You can print envelopes with our without a return address for Accounts, Students or Prospects. Labels can be printed on two or three across labels. You can select a starting row and column if you are using a partial sheet of labels. Individual labels can be printed to a label printer from the Account or Student screen. See Envelopes and Labels in Program Guide. 90

REPORTS Return Address Labels 1. From the Main Menu, select Reports. 2. Select Mailing Labels. 3. Select Return Address Labels. 4. Select Label Type. 5. If you have a partially used sheet of labels, select the Starting Label. 6. Click Print or Display. Mailing Labels by Class 1. From the Main Menu, select Reports. 2. Select Mailing Labels. 3. Select Label Type. 4. Select All, Active/Inactive, Active, Inactive or Prospect. 5. Check the box Class, Day, Time and Student Name. 6. Select Sort by option. 7. Select Label Type 8. If you have a partially used sheet of labels, select the Starting Label. 9. Click Print or Display. Birthday Labels Birthday labels can be printed for All, Active/Inactive, Active, Inactive or Prospect Students. 1. From the Main Menu, select Reports. 2. Select Mailing Labels. 3. Select By Birthday. 4. Select All, Active/Inactive, Active, Inactive or Prospect. 5. If you want the name only to appear, check the box Name Only. 6. If you want the Names, Address and Account Number to shop, check the box account number. 7. Select Sort by option. 8. Select Label Type 9. If you have a partially used sheet of labels, select the Starting Label. 10. Click Print or Display. Individual Student Label You can print Individual Student Labels for one student or selected students. 1. From the Main Menu, select Reports. 2. Select Mailing Labels. 3. Select Student Labels. 4. Select Individual using the pull down arrow. 5. If you want the name only to appear, check the box Name Only. 6. If you want the Names, Address and Account Number to shop, check the box account number. 7. Select Sort by option. 8. Select Label Type 9. If you have a partially used sheet of labels, select the Starting Label. 10. Click Print or Display. Individual Account Label You can print Individual Account Labels for one student or selected students. 1. From the Main Menu, select Reports. 2. Select Mailing Labels. 3. Select Account Labels. 4. Select Individual using the pull down arrow. 5. If you want the name only to appear, check the box Name Only. 6. If you want the Names, Address and Account Number to shop, check the box account number. 7. Select Sort by option. 8. Select Label Type 9. If you have a partially used sheet of labels, select the Starting Label. 10. Click Print or Display. 91

REPORTS Accounts Receivable A/R This screen is displayed when you select Accounts Receivable from the Report Menu. From the Accounts Receivable Report screen you can print the following reports: A/R Summary A/R Detailed Aging Summary Aging Detailed Account Balance By Class Account Balance By Day Account Open Transactions Unpaid Tuition Unpaid Monthly Tuition Account Balance Positive Only Select Active, Inactive or Active and Inactive Account. Select Billing Frequency Group. Include Billing Frequency Groups. Click on the Print button to send the report to the printer. Accounts Receivable Summary This report gives a quick one-line summary of how much your customers owe you. 92

REPORTS Accounts Receivable - Detailed Report This report looks at open charges only. It does not consider payments not applied. Accounts Receivable - Aging Summary 93

REPORTS Accounts Receivable - Aging Detailed Account Balance by Class 94

REPORTS Account Balance by Day Account Open Transactions 95

REPORTS Unpaid Tuition Unpaid Monthly Tuition This report lists unpaid tuition for the current month only. If you want to include the late fee, check the box for Include Late Fee. 96

REPORTS Account Balance Positive Only This report is useful for the front desk. It only lists those customers with positive balances. It excludes customers with credit balances or outstanding payments. Account Balance All Accounts Report You can print a report of all accounts and their balances whether it is a positive, negative or zero balance. 97

REPORTS Statements This screen is displayed when you select Account Statements from the Report Menu. Statements are set to fit into an Office Depot, Columbia, #9 envelopes. The Statement Note and Payment Terms can be changed on the Statement Report Screen before Statements are printed. When either note is changed here it will be automatically changed in Setup System. 1. Select the Statement type by clicking on the report name. 2. Select Statement Selection. 3. Specify a date range. 4. Select the Statement Format either running balance or item balance. 5. Click on the Print button to send the report to the printer. All Charges and Payments 98

REPORTS Open Charges and Payments Individual Open Charge You can use a single charge (type) for inclusion on the statement. There are additional statement forms that are similar to the samples show. You can display the additional statements at your discretion. All statements can be printed with either a running balance or an item balance. 99

REPORTS Payments Report This screen is displayed when you select Payments from the Report Menu. From the Payments Report screen you can print a listing of the payments received between the specified dates. You can include a payment description with any report. You can also print a list of open payments. This is useful if you take deposits for costumes and need a list of those accounts with an "unapplied" payment. 1. Select the Report Type. 2. Enter the Starting and Ending dates for the Payments Report. 3. (Not necessary for Open Payments Report) 4. Select the sort criteria. 5. Enter password. 6. Click on the Print button to send the report to the printer. Detailed Payments and Credit Report The Payments and Credit Report groups and subtotals credit cards by type. Checks are grouped by date together, visa, master card, etc. 100

REPORTS Detailed Open Payments and Credits Deleted Payments and Credits 101

REPORTS Detailed Applied Credits Payment Distribution 102

REPORTS Charges and Income Reports This screen is displayed when you select Charges / Income Report from the Report Menu. From the Charges / Income Report screen you can print the following reports: Date Range Charge Report Detailed All Charges Report Summary All Charges Report Individual Charge Report Open Charges Report Detailed Open Charges Report Summary Open Charges Report Individual Charge Report Date Range Income Reports Detailed All Income Report Summary All Income Report Individual Income Report Class Potential Income Report by Teacher Class Potential Income by Key 1. Select the Report Type you want to print by clicking on its radio button. 2. Enter the Starting and Ending dates for the Charges / Income report. 3. Reports are password protected with the System Password. 4. Click on the Print button to send the report to the printer. 103

REPORTS Date Range Charges Report Detailed All Charges Report Summary All Charges Report 104

REPORTS Individual Charge Report Open Charges Reports Detailed Open Charge Report 105

REPORTS Summary Open Charge Report Individual Open Charge Report 106

REPORTS Date Range Income Reports Detailed All Income Report Summary All Income Report 107

REPORTS Individual All Income Report Class Income Report The Class Income Report is useful for determining how much income you are receiving from each class or how much income from a certain teacher teaching a class. This report is available by Teacher or Key. 108

RECITALS Chapter 10 RECITALS This chapter discusses Recital Scheduling and Recital Reports in DanceWorks. These functions are accessed from the Recital Menu of DanceWorks. If you want a Student name to appear on the Recital Schedule reports, please be sure to check the Recital box on their Student Screen. Even though this box is checked when you enter your Student data, if a Student name is missing on your reports, check the Student Screen to make sure this box is checked. Recital Schedule Screen This screen is displayed when you select Schedule from the Recital Menu. The Recital Schedule screen is used to create a recital schedule and to test that schedule for conflicts of students in multiple classes being scheduled too close together. Songs can be added to classes and those song names will appear in the Recital Scheduler. To add a song to a Class: 1. Select the Class tab from the Main Menu. 2. Double click on the Class name. 3. Select the recital tab. 4. You can add up to four songs for a class. 5. If there is no data in one of the four fields, there will be no listing in the scheduler for that place. Once a class is added to a recital, the song name can be changed or added to that class directly in the Recital Scheduler. 1. Select Recitals. 2. Select Schedule. 3. Double click on class to add to Recital. 4. If you want to change the name, click Change Song Title. 109

RECITALS 5. Type the new song title. 6. Click OK. When the screen first comes up the top of the screen (Songs to be scheduled) includes an entry for each class listed as S1, S2, etc. There are four song places listed for each class. If you do not want the songs, or numbers, to appear for each class, i.e., S1, S2, etc., they can be deleted. To delete unwanted songs or numbers: 1. Choose the Class tab from the Main Menu. 2. Highlight the Class and click on go to Class. 3. Click on the Performance tab. 4. Highlight the Song Name or S1, S2, etc. and delete. When you highlight a song on the top level, you then click on the Add to Recital button to add that song to the bottom level of the screen (Songs Scheduled). You can also double click on the song to add it to the Songs Scheduled list. If you want to remove a song from the list, highlight a song on the bottom level, and click on the Remove from Recital button to remove that song from the bottom level and place it back on the top level of the screen. To change the order of songs scheduled, highlight the song name in the bottom level and click on the up and down arrows to move the highlighted song. Repeat this until the song is where you want it. To insert a song above one already on the bottom level, highlight both the new song and the one on the bottom level and click on the Insert in Recital button and the song will be inserted into the correct position on the bottom level. To add non-class entries to the Recital Schedule, click on Add Additional Song and type in the name of the solo or intermission then enter the time, in minutes and click on the Add to Recital button. To remove non-class entries from the Songs to be Scheduled list, highlight the item to be removed and click on the Delete Additional Song button. Testing the Schedule for Conflicts To test the schedule for conflicts (students in consecutive dances): 1. Set the Conflict Criteria to the number of dances between consecutive dancers 2. Click on the Try Schedule button 3. DanceWorks will display the names and classes of the students that are in conflict. To see a Class Roster, highlight the class you want to see the roster of and click on the Class Roster button. To go to a class screen, first save the schedule then highlight the class you go to and click on the Go To Class button. Save a Scheduled Recital To save the schedule: 1. After you have added the songs to the scheduled, click on the Save Schedule button. 2. DanceWorks will prompt you for a Recital Name. 3. Enter the name you have chosen. 4. Click on the Save button. Open A Saved Schedule To load a saved schedule: 1. Select Recital from the Main Menu. 2. Select Schedule. 3. Click on the Load button. 4. DanceWorks will display a list of previously saved schedules. 5. Click on the schedule that you want to load. 6. Click on the Load button. Delete Saved Schedule To delete a saved schedule: 1. Select Recital from the Main Menu 2. Select Schedule 3. Click on the Delete button. 4. Highlight the recital you want to delete. 5. Click on the Delete button. 6. You will be prompted with Are you sure"? 7. If you are click on Yes, if not, select No. 110

RECITALS Delete Student From the Recital You can delete a student from a recital from either the Class Screen or the Student Screen. When the Student is deleted from the recital for a particular class, their name will not appear on the recital listing. Remove Student from Recital from Student Screen 1. Select the Student tab. 2. Highlight the Student name and click on Go to Student. 3. On the Classes tab, uncheck the box for the class that the student will not participate in. Remove Student from Recital from Class Screen 1. Select the Class tab. 2. Highlight the class and click on Go to Class. 3. On the Class Roster tab, check the box next to the student name. 4. If you want to clear all students, check each student. 5. Click on Clear Recital. Recital Lighting and Set Change Notes You can add lighting and set change notes in the Recital Schedule. 1. Select Recital. 2. Click on Recital Schedule. 3. Start adding a new recital or click on Load to add a previously prepared recital. 4. Click on the Lighting & Set Change tab. 5. Highlight the class. 6. Add the data to the Recital Lighting Notes and or the Recital Set Change Notes 7. Continue highlighting each class and adding the data. 8. When you have added all the data, click on Main Menu. 9. You will receive a prompt Recital Schedule has Changed. Do you want to save changes? If you want to save the changes, click on Yes. If not, click on No. If you click on Yes to change the Schedule, select the Recital Schedule you want to change and click on Save. If you do not remember which recital you are working in, check the banner at the top of the DanceWorks screen and it will give you the name of the recital. 10. A Recital and Set Change Notes can be printed from the Recital Reports screen. Recital Rehearsal & Picture Dates You can add rehearsal and picture dates to the Recital Schedule. 1. Select Recital 2. Click on Recital Schedule. 3. Start adding a new recital or click on Load to add a previously prepared recital. 4. Click on the Rehearsal & Picture Dates tab. 5. Highlight the class. 6. Select the picture date and time and click on Save. 7. Continue highlighting each class and adding the data. 8. When you have added all the data, click on Main Menu. You will receive a prompt Recital Schedule has Changed. Do you want to save changes? If you want to save the changes, click on Yes. If not, click on No. If you click on Yes to change the Schedule, select the Recital 9. Schedule you want to change and click on Save. If you do not remember which recital you are working in, check the banner at the top of the DanceWorks screen and it will give you the name of the recital. 10. A Rehearsal & Picture Date Report can be printed from the Recital Reports screen. Recital Reports This screen is displayed when you select Recital Report from the Recital Menu. You can print the following reports from the Recital Report Screen: Summary Recital Report Detailed Recital Report Recital Performers Recital Performers with Notes Recital Non-Performers Recital Dances Listed by Student Recital Shows and Dances Listed by Student Recital Confirmation Recital Confirmation with Rehearsal Dates Recital Picture Schedule Recital Rehearsal Schedule Recital Lighting Notes Recital Set Change Notes Students Not Performing Students with Multiple Classes Accounts with Multiple Students 111

RECITALS Accounts with Multiple Students Accounts with Multiple Students and Classes All Accounts, Students and Classes Music Labels 3 across You can print the following report from the Family Participation Analysis Screen: Family Participation Analysis Click on the desired recital schedule. Click on the Display button to send the report to the screen. Click on the Print button to send the report to the printer. Remember that from the display of the report you can export the report to a word processor. Most word processors allow you to import text files. This can be a big time saver in preparing your recital program. 112

RECITALS Summary Recital Report The Summary Report lists the class, song and length of entry. It also calculates the total performance length. The student names are not listed. Detailed Recital The Detailed Report lists the class, song and the students in the class for each entry. 113

RECITALS Recital Performers The Recital Performer Listing lists all participants in the selected show in alpha order. Recital Performers with Notes The Recital Performer Listing with notes lists all participants in the selected show in alpha order, with an area for notes. The note area is useful for making a notation of parent seating or medical info on students. 114

RECITALS Recital Non Performers This report can be printed with one recital or a combination of any recitals that are scheduled. Recital Dances Listed by Student 115

RECITALS Recital Shows and Dancers Listing Recital Confirmation 116

RECITALS Recital Picture Schedule Recital Confirmation with Rehearsal Date 117

RECITALS Recital Rehearsal Schedule Lighting Notes 118

RECITALS Recital Non-Performers Listing Recital List of Students with Multiple Classes 119

RECITALS List of Accounts with Multiple Students List of Accounts with Multiple Students and their Classes 120

RECITALS Music Labels Recital Family Participation This screen is displayed when you select Family Recital Participation Analysis from the Recital Menu. This screen will help you to analyze the recitals that you have scheduled so that you can ensure that there is at least one performance where all children in a family perform. To perform the analysis: 1. Add the recitals that you want analyzed to the Participation Analysis List. 2. Select the recital name in the upper left-hand list 3. Click on the Add button 121

RECITALS 4. Click on the Try Participation button to begin the analysis. 5. The account names with two or more students will be displayed in the list at the middle-left of the screen. The numbers to the right of the account name indicates the recitals that their students are participating in. 6. Click on an account name to display the students in the list at the middle-right of the screen. The numbers to the right of the student name 7. An asterisk (*) indicates that the student is not participating in the recital in that column. 8. Click on the student name to display their class list. 9. Double Click on the recital name to display the recital schedule. 10. Click on the Restart button to clear the participation. Family Participation Analysis Report This report will show the families, students and the recitals each is participating in. 1. Select Recital from the Main Menu. 2. Select Family Recital Participation Analysis 3. Click on Print Analysis. 122

COSTUMES Chapter 11 COSTUMES This chapter describes the Costume Ordering capabilities of DanceWorks. It starts with an overview of the process and then shows each screen involved with getting the necessary data into DanceWorks so that it can print Purchase Orders. First, let s start with an overview of the Costume Ordering process. All costume related functions are located together under the Costume Menu on the DanceWorks Main Menu screen. In order to gather and prepare the information for DanceWorks to print Purchase Orders the following steps need to be followed. Enter Vendor Information Enter Costume Size Table Enter Costume information, including Cost and Price levels Print Costume List, sorted and grouped by Vendor Print Student Measurement Lists (Blank) Enter Student Measurements Print Student Measurement Lists (Filled in) Assign Costumes to Classes (Class Screen or Costume Menu) Print Class Worksheets for Review Edit Sizes Print Purchase Orders Post Costume Charges to Accounts DanceWorks lets you repeat several of the steps and gives you the option to process single costumes or all costumes for a single vendor at one time. Vendor Information This screen lets you add a new Vendor or go to an existing Vendor to make a change. If the Vendor name should change after you have entered the costume data, the change will take effect throughout the costume module. 123

COSTUMES Select the Vendor tab from the Costume Menu. Add a New Vendor 1. Select Costumes from the Main Menu. 2. Select the Vendor Tab. 3. Click on the New Vendor button. 4. Type in all of the vendor information and click OK. Existing Vendor 1. Select Costumes from the Main Menu. 2. Select the Vendor Tab. 3. Highlight the Vendor Name. 4. Click on the Go To Vendor button. Delete Vendor 1. Select Costumes from the Main Menu. 2. Select the Vendor Tab. 3. Highlight the Vendor Name. 4. Click on Delete. Vendor Information Screen After you have added the Vendor, you will add the Vendor Information. Type in: 1. Customer Number 2. Order Deadline 3. Required Date 4. Picture Date 5. Sales Tax (if applicable) The Vendor Information Screen has the following tabs: Costume Size Table Notes E-Mail 124

COSTUMES Costume Size Table In the Costume Size Table, you will add the girth and numeric and/or letter sizes. Enter the maximum girth size. Add Size Table 1. Select Costumes from the Main Menu. 2. Either double click on a Vendor name or highlight a Vendor name, and click on Go To Vendor. 3. Select the Costume Size Table Tab. 4. Click on Add Entry to add the measurements. 5. Enter the Maximum Girth Measurement for the smallest size on this vendor s size chart. 6. Select the number size from the list (usually 2C). 7. Select the letter size from the letter size list (usually C-XSM). 8. Repeat this procedure until all girth sizes have been entered. You will be prompted if you enter a duplicate girth measurement. 9. There should be no entries that say No Size, except in the instance there actually is no size. 10. Keep in mind that in calculating sizes, DanceWorks will consider it a match if the student s girth is less than or equal to an entry but greater than the previous entry. Therefore, it is important that the sizes be entered in increasing numerical measurements. 11. The Size Table can hold up to 20 measurements and their corresponding sizes. The chart is designed so that you enter only the maximum girth for each size. 12. The Number Size field is a drop-down list containing the sizes from 2C to 20A. To select a number size, click on the down arrow to the right of the box. This causes the list to be displayed. Click on the entry in the list that you want and the entry is saved. 13. The Letter Size field is a drop-down list containing the sizes from C-XSM to A-XXLG. To select a number size, click on the down arrow to the right of the box. 14. This causes the list to be displayed. Click on the entry in the list that you want and the entry is saved. 15. If you have a vendor with both alpha and numeric sizes, not corresponding to each other, the tables will actually be merged. Delete Size Table Entry 1. Highlight the entry. 2. Click on Del Entry. Edit Size Table Entry 1. Highlight the entry and click on Edit Entry. 2. Change the necessary information. 3. Click on Update. Insert Size Table Entry 1. Highlight an entry. 2. Type in the new data. 3. Click on Save. Merging Letter and Numeric Sizes The following example shows graphically how two separate size tables from one vendor are merged into one table that can be entered into the program. 125

COSTUMES The columns on the left are the girth measurements for letter size and the columns on the right are the girth measurements for number size. As you can see, the number sizes and letter sizes differ with the girth. So you will want to merge the tables. Girth Number Size Girth Letter Size 39 41 2C 36 37 C-XSM 42 44 4C 38 39 C-SML 45 49 6C 40 42 C-MED 50 54 8C 43 45 C-LRG 56 58 10C 46 48 C-XLG Two Tables Merged to One Table The two tables below have been merged into one table for both letter and numeric sizes. There are missing letter and numeric sizes which must be filled in to complete the table. Fill in the blanks with either the letter or numeric size that would best fit a student with that measurement. Usually it is the next size in that column. Girth Number Size Letter Size 36 37 2C 38 39 4C 39 41 C-XSM 40 42 6C 42 44 C-SML 43 45 8C 46 48 10C 45 49 C-MED 50 54 C-LRG 56 58 C-XLG Completed Table The table below is a completed table with an entry for each letter and number size. The bold entries were the entries that were added in to the blank spaces in the above table. The * indicates that our table has ended. If the table were continued on, the appropriate size would be entered. Girth Letter Size Number Size 36 37 2C C-XSM 38 39 4C C-XSM 39 41 6C C-XSM 40 42 6C C-SML 42 44 8C C-SML 43 45 8C C-MED 46 48 10C C-MED 45 49 * C-MED 50 54 * C-LRG 56 58 * C-XLG Your Chart Will Appear in the Program as Shown Below Boy Costume Sizing You can enter a size chart for boys and a size chart for girls. When you add a costume to a vendor, you can select girl sizing or boy sizing. 1. Select Costumes from the Main Menu. 2. Select the Vendor tab. 126

COSTUMES 3. Select New Vendor or highlight a Vendor and click on Go To. 4. Add Girls table and/or Boys table. To Add a Boys Costume to a Vendor: 1. Select Costumes from the Main Menu. 2. Select the Add/Edit Costume. 3. Click on Add or Edit. 4. Select either Girls Sizing or Boys Sizing. Vendor Notes The Vendor Notes screen lets you add notes or special information about a vendor. 1. Select the Notes tab from the Vendor tab. 2. Click on Insert Date to add a date to the screen and type note. 3. If you want to delete a note, highlight the note and click on Delete on your keyboard. 4. To print the note, click on the Print Notes button. Vendor E-Mail Select the E-Mail tab from the Vendor tab. Add E-Mail address 1. Click with the mouse button in the box and type. Add/Edit Costumes This screen allows you to enter a New Costume or to change an existing Costume. Every field must have a value. Add Costumes 1. Select Costume from the Main Menu. 2. Click on the Add/Edit Costume tab. 3. Click on the Add button. 4. Enter the Page Number that the costume is found on. 5. Enter the Costume Catalog Number 6. Enter the Costume Color 7. Enter the Costume Name 8. If the Costume is sold by Numeric Sizes (i.e. 2C, 4C, etc.), leave a checkmark in the box labeled: Costume Numeric Size, otherwise, click on the box to remove the checkmark. This tells DanceWorks what size to use on the Purchase Order. 9. Enter the Vendor s cost to you and your price to Students for up to 3 Vendor Cost Levels. 10. The Size entered should be the maximum costume size for that Cost and Price. The Cost is what you pay for the costume. The Price is what you charge the customer. 11. YOU MUST HAVE A MAXIMUM SIZE, COST AND PRICE. 12. Click on Cancel to exit the screen Edit Costumes 1. Select the Add/Edit Costume tab from the Costume Menu 2. Double click on the costume you want to edit or highlight the costume and click on Edit. 3. Make the changes that are necessary. 4. Click on Save to save your changes. 5. Click on the Cancel button to discard your changes. 127

COSTUMES Delete Costume 1. Select the Add/Edit Costume tab from the Costume Menu. 2. Highlight the costume that you want to delete 3. Click on Delete. Quantities on Accessories When you add an accessory, you can specify how many of that accessory will be added for each student. There may be multiple gloves, masks, wands, etc. 1. From the Main Menu, select Costumes. 2. Select the Add/Edit Costume tab. 3. Click on Add Costume 4. Add Costume information. 5. In the Numeric Sizing field, pull down on the arrow and select Accessory. 6. Use the up arrow to increase the number for Costumes Per Student. 7. Enter Cost and Price. 8. Click on Save. Enter Measurements Select the Enter Measurements tab from the Costume menu. Enter Measurements from Costume Menu 1. Highlight the Class in the List of Classes. 2. On the line with the first student name, click in the Bust measurement box. 3. Tab through each field to enter all measurements. 4. Continue entering until all students have been sized. 5. You can always return to this screen to add additional measurements. Enter Measurements from Student Screen You can add measurements directly from each Student Screen. 1. Select the Measurement tab on the Student Screen. 2. Start typing in the measurements. 3. This will add measurements for that particular student. Enter Measurements\ from Class Screen 1. Measurements can be added from the Class Screen. 2. Click on the Class tab. 3. Double click on the Class. 4. Select the Measurements tab. 5. Click in the Box marked Bust and add the measurement. 6. Tab through each field and add measurements. 7. You can add an entire class of measurements. 128

COSTUMES Assign Costumes to Classes Each class must be assigned a costume so that it can match the child with the correct size costume. Assign Costumes and Update Sizes 1. Select the Class tab from the main menu. 2. Select the Costumes tab. 3. Select the Class from the List of Classes. 4. Click on Assign Costume. 5. There are unlimited costume choices, so you may assign as many costumes or pieces as you wish. 6. Highlight the costume and click on Assign Costume or just double click on the Costume. 7. Click on Exit. 8. If you want to delete a costume, highlight the costume in Costumes and click on Delete Costumes. 9. After you have entered the costume and all related pieces, click on Update Sizes. This will update the information in the program. Assign Costumes to Selected Students Besides assigning costumes to a class, you can now assign a costume to an individual student or selected students. You no longer need to clear out students who will not be receiving certain costumes when multiple costumes are assigned to a class. 1. From the Main Menu, select Costumes. 2. Select the Assign Costume tab. 3. Click on the Assign Costume to Student button. 4. Check the box next to the students who will be receiving this costume. 5. You may select one or any number of students. 6. Click Assign Costumes to Selected Students. 7. The Costume Assigned to Selected Class will list Students the costume is assigned to. Edit Sizes You can edit the sizes for the students if you find that the size is not appropriate. If you edit sizes on the Edit Size tab in costumes, the cost and price will be automatically changed, so that the size matches to the cost and price as you have set up in the costume description. 129

COSTUMES 1. Select Costumes from the Main Menu. 2. Select the Edit Sizes tab. 3. The Edit Sizes Screen provides you a way to make minor changes in the Sizing, Costing and Pricing of the Costumes that have been calculated for each student. 4. Highlight the Costume from the Costume List table at the bottom of the screen. 5. This will bring up the corresponding list of students in the class at the top of the page. 6. Edit the girth, size, cost and/or price. 7. Click on Update Sizes. Remove Costume If you do not want to order a costume for a Student: 1. Select Costumes from the Main Menu. 2. Select the Edit Sizes tab. 3. Highlight the Costume from the Costume List table at the bottom of the screen. 4. This will bring up the corresponding list of students in the class at the top of the page. 5. Select the Student Name. 6. Click on the Clear Costume button. Costumes with Multiple Colors You may have a situation where you have several different costumes for one class, with different students wearing different costumes. You will add each color costume to the class and then clear out the students who will not be receiving a certain color costume. Follow these steps to assure that each student will receive the appropriate color costume. 1. Add each color costume to the Class Screen on the Main Menu. 2. After the costumes have been added, select Costumes from the Main Menu. 3. Select the Edit Sizes tab. 4. Highlight the Costume Name, from the Costume List table at the bottom of the screen, making sure it is the correct color. 5. This will bring up the corresponding list of students in the class at the top of the page. 6. Select the Student Name who will not be receiving that color costume. 7. Click on the Clear Costume button. 8. Repeat this for each student not receiving that color costume. OR Besides assigning costumes to a class, you can now assign a costume to an individual student or selected students. You no longer need to clear out students who will not be receiving certain costumes when multiple costumes are assigned to a class. 8. From the Main Menu, select Costumes. 9. Select the Assign Costume tab. 10. Click on the Assign Costume to Student button. 11. Check the box next to the students who will be receiving this costume. 12. You may select one or any number of students. 13. Click Assign Costumes to Selected Students. 14. The Costume Assigned to Selected Class will list Students the costume is assigned to. 130

COSTUMES Same Class Girl and Boy Costumes If you have both boy and girl students in the same class, assign both costumes to the class. You can then go into the boy costume and clear out the girl names and do the opposite for the girl costume. Follow these steps to assure that each student will receive the appropriate costume. 1. Assign Costumes to the Class Screen on the Main Menu. 2. After the costumes have been added, select Costumes from the Main Menu. 3. Select the Edit Sizes tab. 4. Highlight the Costume Name, from the Costume List table at the bottom of the screen, making sure it is the correct costume. 5. This will bring up the corresponding list of students in the class at the top of the page. 6. Select the Student Name who will not be receiving that costume, meaning that if you selected the girl costume; select the name of the boy. 7. Click on the Clear Costume button. 8. Repeat this for each student not receiving that costume. OR Besides assigning costumes to a class, you can now assign a costume to an individual student or selected students. You no longer need to clear out students who will not be receiving certain costumes when multiple costumes are assigned to a class. 1. From the Main Menu, select Costumes. 2. Select the Assign Costume tab. 3. Click on the Assign Costume to Student button. 4. Check the box next to the students who will be receiving this costume. 5. You may select one or any number of students. 6. Click Assign Costumes to Selected Students. 7. The Costume Assigned to Selected Class will list Students the costume is assigned to. OR 1. Setup a Vendor table for boy costumes just as you would for girl costumes. 2. Select Costumes from the Main Menu. 3. Select the Vendor tab. 4. Select the Costume Size Table (Boys). 5. Click on Add Entry and enter sizes. Post Costume Charges Select Costumes from the menu bar. Select Post Costume Charges from the Costume Menu. There is a date control on the Post Costume Charges screen. The date defaults to today s date, but you can choose a different date. You can select the costume charge description to list the class name, day and time or costume name, day and time. On the Post Costume Charges Screen you can Post Charges to each Student s Account for all the Costumes for the Selected Vendor. Post By Costume To Post by Costume: 1. Highlight a costume. 2. Click on Post Costume. 3. A message box will appear for each costume to post. 4. Select Yes or No. 131

COSTUMES Post By Vendor To Post Charges by Vendor 1. Highlight the Vendor. 2. Click on Post Vendor. 3. A message box will appear for each vendor to post. 4. Select Yes or No. Post by Class 1. To Post by Class 2. Select the Post by Class tab. 3. Highlight the Class. 4. Change date, if needed. 5. Click on Post Class. 132

COSTUMES Costume Reports Vendor/Costume Lists From the Costume and Vendor List screen you can print the following reports: Vendor List Classes Using Costumes List Costume Confirmation Form-All Students Costume Confirmation Forms by Class Costume Confirmation Postcards by Class Costume List Costumes Used by Classes List 1. Select the Reports. 2. Select the Vendor/Costume List tab. 3. Select the Report Type by clicking on the report name. 4. Click display to display to the screen. 5. Click Print to print the report. Vendor List This list contains all of the information that has been defined for the vendors, including the Size Chart. They can be printed and put in a notebook for easy reference. 133

COSTUMES Costume List This report lists all of the information for each costume that is defined, by costume with contact and phone number. This report can be printed and added to a costume manual for easy reference. Classes Using Costume List This report lists the vendor name and each costume that is assigned to that vendor. 134

COSTUMES Costume Used by Classes List This report lists each class in alphabetical order and the costume or costume pieces assigned to each class. Costume Confirmation Form The Costume Confirmation Forms, All Accounts and By Class or Postcard will show a total for all costumes purchased, when the Include Costume Prices box is checked. This report can be run for only those students who are un-sized (no measurements for the student). E-mail Costume Confirmation Forms Costume Confirmation Forms can be e-mailed to all Account sthat have e-mail addresses. 1. Select Costumes. 2. Select Reports. 3. Select Costume Confirmation Forms All Accounts. 4. Click E-mail. 135

COSTUMES Costume Confirmation Postcard by Class You have the option to print Confirmation 4 X 6 postcards for Classes. This option is available by Class only. Since all students, all classes won t always fit onto a postcard and the report will not continue onto the next card. The Costume Confirmation Forms All Accounts and By Class or Postcard will show a total for all costumes purchased, when the Include Costume Prices box is checked. Measurement List Select the Class Measurement Lists tab from the Vendor tab. From this screen you can print the following reports: -Class Measurement List -Class/Costume Worksheet -Costume Labels by Class -Costume Labels by Costume -School Measurement List (Active Students) 136

COSTUMES Class Measurement List This report can be printed before any sizes are entered into the computer. When each class is measured, fill in the bust, waist, hips, inseam and girth. These forms can then be used to enter the measurement information into the computer. You can print for all classes or individual classes. Female and Male costumes are so designated. Class/Costume Worksheet This report can be used to recheck costume sizes. There are additional fields on the report, so use you imagination! You can print for all classes or individual classes. Female and Male costumes are so designated. 137

COSTUMES School Measurement List (Active Students) This report is a Student Measurement List for all Active Students in alphabetical order. Costume Labels Labels can be printed for three types of labels, 3 columns, 2 columns and 1 column. Costume labels can be printed by costume or by class. These labels list student s name, class and costume information. They are useful for packaging costumes for distribution. You can print for all classes or individual classes. School Measurement List (Active Students) This is an alphabetical list of all Active Students whether they are in the recital or not. 138

COSTUMES Purchase Orders Select the Purchase Order tab from Reports/Lists. -Vendor Purchase Order Worksheet -Detailed Purchase Order -Summary Purchase Order From this screen you can print the following reports: Remember that the worksheets will list all students whether or not they will be receiving a costume. They may change their minds. Once the purchase orders are printed, the student names, who are not receiving costumes, will not be listed. Vendor Purchase Order Worksheet This worksheet lists, by each vendor, the costume information, student name, size and measurements, and the total number of costumes. Female and Male costumes are so designated. 139

COSTUMES Detailed Purchase Order This purchase order lists each costume, for a selected vendor, and each student name and size. Female and Male costumes are so designated. Summary Purchase Order This purchase order lists the costume information without any student information. After this report is printed, you can add in, by hand, any deposit, shipping handling or discount. Female and Male costumes are so designated. 140

COSTUMES Completed Purchase Orders Once you have completed a purchase order for a Vendor, you can mark that purchase order as Ordered. If you need to place additional orders with that Vendor, you can start a new purchase order that will only have the costumes listed for the new order. You can go back and look at closed orders, but they cannot be modified. Mark a vendor s item as ordered 1. Select Costumes from the Main Menu. 2. Highlight the Costume Vendor from the Costume Vendor List. 3. Click on Mark Vendor s Items as Ordered button. 4. Your order will be marked as ordered on that date. 5. Once you have marked these items as ordered, you can look at them but you cannot edit the order. View a closed order 1. Select Costumes from the Main Menu. 2. Highlight the Costume Vendor from the Costume Vendor List. 3. Select reprint Detailed Purchase Order or Reprint Summary Purchase Order. 4. Highlight the Vendor by date. 5. Click Display or Print. 141

ACCOUNTING LINK Chapter 12 ACCOUNTING LINK This chapter describes the Accounting Link feature of DanceWorks. It gives a step-by-step procedure for linking the income recorded in DanceWorks to each Accounting Program supported. AKADA Software, Inc. does not give financial advice and shall not be held liable for errors in your financial statements as a result of using this Accounting Link. The Accounting Link transfers all payments entered into DanceWorks, up to the cutoff date, to a data file. You must then import that data file into your Accounting Program. Payments that have been applied to one or more charges are transferred to the Undeposited Funds account with the offsetting amount(s) being transferred to the Income account(s) associated with the charge(s). Payments that have not been applied to any charge or payments that have an open balance are transferred to the Undeposited Funds account with the offsetting amount being transferred to the Customer Deposit Account Once the Charges and Payments have been written to the transfer file they are marked as posted (status of P) and they cannot be transferred again. When a payment with an open balance is applied to a charge, DanceWorks instructs the Accounting Program to subtract the money from the Customer Deposit Account and add it to the proper Income account. AKADA Software does not give technical support for QuickBooks. Please refer to the QuickBooks manual or their technical support telephone number. QuickBooks Linkage Procedure: When you setup the Accounting Link in DanceWorks to specify QuickBooks you must also set the Accounting Program Directory Name to the location of your QuickBooks Data Files. This is usually: C:\Program Files\Intuit\QuickBooks. 1. Select Setup System. 2. Click on the Accounting Link tab. 3. Click on the down arrow next to Accounting Program to select the accounting program. 4. Select the Drive by clicking on the down arrow at the right. The drive is usually C: You need to know where you have installed QuickBooks and match that file with the Accounting Link Setup Screen. If you do not make a note of where it is installed, you will have a difficult time finding it in QuickBooks. Select the Accounting Program Directory by clicking on the box containing the directory name. 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 QBOOKSW or it will be in the program files folder, in QBOOKSW. Double click on the folder where QuickBooks is loaded to save the folder name. Fill in Undeposited Funds/Bank Account which is a 4 character field that should match the Undeposited funds account number in QuickBooks and would commonly be 1499. This is where payments are transferred when you go to QuickBooks. 143

ACCOUNTING LINK Fill in the Customer Deposit Account that is a 4 character field. It should match the Customer Deposit account in QuickBooks. The account type should be Other Current Liability. The account number would commonly be 2100. This is the account that receives the payment amounts that have not been applied to charges as income. You must setup QuickBooks to use Account Numbers in order for the transfer to work. In QuickBooks 4.0: Select Transactions from the Preferences Menu. Click on the Use Account Numbers box In QuickBooks 6.0: -Select Preferences from the File Menu -Click on the Accounting Icon on the left side of the screen -Click on the Company Preferences Tab -Click on the Use Account Numbers box It is necessary for the Sales Tax to be turned off in QuickBooks before you transfer your data. To turn off: 1. Open QuickBooks, click on Edit and select Preferences. 2. Scroll down to sales tax (on left) and open Sales Tax. 3. Click on Company Preferences 4. Do you charge Sales Tax? 5. Answer No. Remember to setup the Account Numbers in QuickBooks to correspond to the Account Numbers that you defined in DanceWorks. The default Account Numbers are: No. Name Type 1499 Undeposited Funds Undeposited Funds 2100 Customer Deposits Other Current Liability 2900 Refund Account Other Current Liability 4000 Registration Income 4010 Tuition Income 4020 Late Charges Income 4030 Costumes Income 4040 Miscellaneous Income Transfer to QuickBooks Select File from the Main Menu and select Transfer to QuickBooks. At the top of the screen you will see the Accounting Program Name that you have selected in the Accounting Link Setup. Below the Accounting Program Name will be the Accounting Program Transfer File set to C:\ProgramFiles\Intuit\Quickbooks\dancwrks.iif. The date is set with today s date. You can change it to a prior date. This is a transfer of payments and income through that date. Any payments received on or before this date, will be transferred to QuickBooks. Follow the status box messages that will appear on the screen. They will tell you what to do next. 144

ACCOUNTING LINK Click on the Print Register button to general a report listing all payments which are broken down into different income accounts and all money going to customer deposit accounts. Click on the button and print the report. Review the report and see that it is accurate. Click on the Post Transactions button. This takes the information that was on the report and writes it to the DANCWRKS.iif file. When this button is clicked, it will tell you that the process will overwrite your previous transfer file and the program will ask you to be sure that you have imported the previous transfer file into QuickBooks. Click on the Main Menu button when the Post Transactions operation is completed. This returns you to the Main Menu. Now you may go into QuickBooks and import your data files. To perform the import in QuickBooks: - Start QuickBooks - Select Import from the File Menu - Select the file DANCWRKS.iif from the list of files displayed - Click on the OK button - QuickBooks will import the file and display a status message. If you cannot locate the DANCWRKS.IIF file, go back and check the setup. Then go to Windows Explorer and search for all occurrences of DANCWRKS.IIF. Make note of the location and go back to QuickBooks and specify that path. AKADA Software cannot help you locate this file, as we do not know where you put it. Please contact your accountant or computer specialist. The data is imported into QuickBooks as a Bank Deposit into the account that you have specified as the bank account in DanceWorks. Entries are also made into the income accounts specified in DanceWorks that are associated with the Charge types. QuickBooks does not mark the file DANCWRKS.IIF when the Import is complete so make sure that you do not import it twice. Manual Transfer to Accounting Program If you have another accounting program, you can transfer the income received in DanceWorks to your accounting program by the following steps. - Print the Transaction Register - Make a manual Cash Receipts entry for the total amount on the report - Distribute the money to your income accounts as broken down on the report 145

IMPORTING & EXPORTING Chapter 13 IMPORTING & EXPORTING Importing Importing is a process of reading information from a data file created by another program into DanceWorks so that you do not have to retype your existing data into DanceWorks. Most databases can be imported directly or converted into a format that can be imported, though there may be a case where the information cannot be imported. The following file types are supported by DanceWorks file data import. Comma Delimited: is a file where there is a comma between each field. The fields may either have quotes surrounding the data or not. This file type is sometimes referred to as comma separated values. The file extension is either.txt or.csv. Tab Delimited is the same as comma delimited except that there is a tab character between each field. The file extension is.txt. DBase IS a dbase database. In a dbase database each table of information is stored in a separate file in your program s folder. The file extension for dbase files is.dbf. FoxPro (.dbf) and Clipper (.dbf) are other databases whose format is compatible with dbase. MS-Access is a Microsoft Access database written in Microsoft Access. In a Microsoft Access database multiple tables are stored in one file. The file extension is.mdb. Check the documentation of the program you are importing from or contact the program vendor to determine the database type. 147

IMPORTING & EXPORTING You may be able to use a program such as Excel or Access to convert your data files into one of the above types. Data to Import Data to Import shows Account Records. We only support importing Account Information. Select the type of file you are importing and click on the OK button. Mapping Fields After you click on OK, you will see the following screen. When you import a database or a file, created in another application, you must specify how to put the incoming information into the fields in the DanceWorks database. To start your import: 1. Click on the browse button, and look for the file you are going to import from. Select the file, you are importing and click Open. DanceWorks will read the first line, if it is a text file, or the first record, if it is a database, and list each field in the Data in File column. Under the column, you will see how many lines (or records) there are in the file. There is a scroll bar that allows you to move sequentially through that file, so you can examine the data. 2. On the left side of the screen, in the Field List column, are all of the fields that can be imported. Choose items from the Field List column and add them to the Select Fields column in a position corresponding to the data listed in the Data in File column. 3. You can either highlight a field name or click the Add button or double click the field name to move it to the Select Fields column. To insert the field name between two entries in the Select Fields column, highlight a field in the Field List column and a field in the Select Fields column and click on Insert. You can move items up and down in the Select Fields column with the up and down arrow buttons until they are in the correct position. 4. The accounts can be imported as Active Accounts, Inactive Accounts or Prospect Accounts based on the radio button positioned below the destination file name. 5. If there are fields in the import file that you cannot find a corresponding field in the Field List for, choose the top entry Ignore Data. You can use Ignore Data as many times as necessary. 6. If the account name you are importing contains both a first and last name as one field, then select Account Name instead of First Name and Last Name. The First Name and Last Name are put together to become both Account Name and Parent 1 Name during the import process. 7. At the end of the Field List are six entries, Student 1 through Student 6. These fields are the names of the students in the corresponding account. If these fields are imported, student records will be created and attached to the account. No registration or other charges created during the import process. 148

IMPORTING & EXPORTING 8. Make sure to check your data before you import to make sure it looks correct. If not you may need to go back to the file you are importing from and make the corrections in that file so that the data is read properly. Importing the Records 1. When you have completed, click on the import button and the data will be imported. 2. After the import is complete, you will receive a message telling you how many records were I imported and if there were any errors. 3. If errors mere encountered, usually because of duplicate names, a log file is created in the same location as the file we imported from. 4. The message box on the screen will give you the name of the file and allow you to review that file. If you decide to import any of the error records, create a new file with just those records and import from that file. 5. Print out the log and go back to the original file, cut the lines from the original file and paste to the new file using Notepad or WordPad, correct the problems and save the file, and import again. YOU WILL SEE THIS SCREEN IF THERE ARE NO ERRORS YOU WILL SEE THIS SCREEN IF THERE ARE ERRORS 149

IMPORTING & EXPORTING YOU WILL SEE THIS SCREEN WHEN YOU CLICK OK TO READ THE LOG We have installed on your hard drive, in the DanceWorks folder, a file named sample.txt which contains the following three (3) lines. "Denise","Johnson","4321 Main St.","Sarasota","FL","34233","941-777- 9999","Jennifer","Allison Jones" "Sue","Roberts","4743 South St.","Sarasota","FL","34233","941-777-9088","Barbara" "Shelly","Peters","3212 First Ct.","Sarasota","FL","34233","941-777-7878","Nancy" To import this file, Select Comma Delimited as the Import File Type then follow the steps outlined in the Mapping Fields section of this chapter and then click on the import button. Review you Account records to see how the import process works. Exporting In DanceWorks you can export selected account information or selected student information. Exporting can be helpful if you want to send your data to a mailing program or the Outlook Express Address Book or to a data file to perform a mail merge. You can export up to ten fields at a time. Data Selection Before you begin the export, you should verify the file types supported by the program you want to import into. 1. Go to File and Select Export Data. 2. On the Export Data form, click on either the Account tab or the Student tab to display a list of available fields that may be exported. 3. Select each field you want to export, from the field list. 4. Click on the Add button to move the field from the field list to the selected fields list. Fields are added at the end of the list. 5. To insert a field into the middle of the selected fields list, click on the field you want to insert, click on the field in the selected fields list you want to insert above and click on Insert. 6. To change the order of fields in the selected fields list, click on a field and click on the arrow pointing up or down to move the field in the appropriate direction. 7. To remove a field from the selected list, click on a field in the selected fields list and click on Remove. 150

IMPORTING & EXPORTING Exporting Data Once you have selected the fields you want to export, follow these simple steps: 1. Select the export format, either comma separated fields, Microsoft Excel or Lotus 1-2-3. Select a group of records, either All, Active, Inactive or Prospect. 2. Click on the Export Data button, the Save As window will be displayed. 3. Type in the file name to be saved. The program defaults to Account for Account data and Student for Student data, but you may want to choose a more descriptive name. 4. The default location for the export file will be the folder where DanceWorks is installed. Click on the Save button, and the data will be exported into the file whose name is displayed in the file name field. 5. If you click on the Cancel button, the operation is cancelled and you will return to the export data form. 6. Once the data has been exported, go to the program that you want to import and following the instructions provided by that program s documentation, you can import the data. 151

CREDIT CARD PROCESSING Chapter 14 Credit Card Processing Akada now proudly offers integrated credit card processing through our partnership with PowerPay which is one of the fastest growing credit card processors in the nation. Never before has it been so easy to accept credit cards from your clients. No need for clunky, expensive credit card processing machines, Akada does it all. Enter the amount; scan the card and you're done, Akada handles the rest. Recurring Billing Solution: In addition to the other benefits of this integration, we offer the ability to save time and effort by creating a recurring transaction file that allows you to submit all of your tuition payments in one simple batch! Approved payments are entered and applied to the outstanding tuition charges. Akada Software assists you 100% on the setup of this feature; eliminating the hassle of manually entered transactions! Process All Payment Types Competitive Pricing Free Upgrade/Integration Faster, Error-Free Processing Simplified Settlements Live 24-Hour Merchant Support No Long Term Contracts The following sections describe the setup and use of the credit card processing capability in our software. To activate this feature, you must first setup an account with Power Pay. You can call Akada Software for contact information at 8000-286- 3471. The Credit Card Processing capability supports a magnetic stripe reader with a keyboard wedge. We have tested our software with the ID Innovations, Inc. 2 track magnetic stripe reader model MSRB-KBW-TRK12 (black) or MSRW-KBW-TRK12 (white). Other magnetic stripe readers should work but we are not responsible for their compatibility with our software. 153

CREDIT CARD PROCESSING Setup Once you have completed the Setup process with Power Pay customer support department, you can proceed to the Setup System screen in our software. Click on the Setup System Menu on the DanceWorks main menu. Click on the Credit Card Tab to access the credit card setup (This can only be done when you are logged in under the username ADMIN.) Setup DanceWorks for Power Pay 1. Select Power Pay (PPAY) from the drop-down list. 2. If this is a stand alone installation the Payment Server Program Path should be: http://localhost:8555 3. If this is a workstation on a network, click on the Browse Button to navigate to the computer with the Monetra Software installed. 4. Click on the Open button to return the Payment Server Program Path. The path will be something like: http://myserver:8555 154

CREDIT CARD PROCESSING 5. Enter the User Name used in the Monetra Software 6. Enter the Password used in the Monetra Software 7. Click on Main Menu to return to the DanceWorks main menu Entering Payments When you are on the Input Payment screen either from the Account Screen, the Account Transactions screen or the Point-of- Sale screen and you select one of the credit card types as the payment type, two new input fields are displayed. The first is for the credit card number and the second is for the credit card expiration date. The card number can be scanned or typed into the credit card field. If it is scanned, the expiration date is automatically entered. If you have previously entered the credit card information on the Account screen, the number and expiration date are automatically entered in the fields on this screen when the Input Payment screen is loaded. 155

CREDIT CARD PROCESSING Enter the payment description and amount of payment and click on the OK button. Processing While the credit card is being processed you will see the screen below. Duplicate Credit Card Transaction If you receive an error status stating Duplicate Transaction, the transaction can be forced by inserting a capital F in front of the first character of the card number i.e., F1234-1234-1234. You will receive this message if you run a credit card number with the same date and transaction amount on the same day. This should not be a common occurrence. This is to safeguard you from processing a credit card more than once for the same transaction. Credit Card Captured When the credit card has been processed and approved you will see the screen below. If the card is declined you will see a similar message stating the problem with the credit card. You can enter another card, or another form of payment or you can cancel the payment. Save Credit Card Number You can save a credit card number by checking the box on the Input Payment Screen for Save Card. Entering Refunds When you are on the Input Refund screen from the Account Transactions screen or the Point-of-Sale screen and you select one of the credit card types as the payment type, two new input fields are displayed. The first is for the credit card number and the second is for the credit card expiration date. The card number can be scanned or typed into the credit card field. If it is scanned, the expiration date is automatically entered. If you have previously entered the credit card information on the Account screen, the number and expiration date are automatically entered in the fields on this screen when the Input Refund screen is loaded. 156

CREDIT CARD PROCESSING Enter the refund description and amount of refund and click on the OK button. When the card has been processed you will see the following message. The refund is now entered into your transactions. Post Credit Card Payments If you have entered credit card information in the Account records for your customers you can process payments for all Accounts at one time or by charge type. From the Main Menu, Click on the Post Charges menu and select Credit Card Payments. The following screen will be shown. On this screen all Accounts that have a credit card number on file will be displayed along with the total amount of the open charges in the selected charge type. Check the Include only Accounts marked Monthly Charge box if you have customers who have selected the option to pay you monthly with a credit card on file in DanceWorks. 1. To setup the credit card for the customer go to the Account Screen. 2. Select the Payment Info tab. 3. Type the credit card information. 4. Click in the Monthly Charge box. 5. The customer will now be included in the list of customers who agree to be charged automatically usually for tuition 157

CREDIT CARD PROCESSING Initially the selected charge type is set to All, meaning all charges. You may select any charge type from the drop down list (i.e. Registration, Tuition, etc.) and the amount column will be recalculated to reflect only the open charges of that type. The payment amount for each Account may be edited if you wish. 1. To edit the amount click in the cell that you want to change and type the new amount. 2. Press the Enter key to save the amount or click in another cell. 3. The total at the bottom of the table will be updated after each edit. 4. You may edit the payment description; this description will be entered on all charge payments processed. 5. To begin processing the payments click on the Process Credit Cards button. 6. As each Account s card is processed, the status column will be updated with the status of the transaction. 7. When all Accounts have been processed the table is sorted based on the data in the status column showing the approved transactions at the top, followed by the declined transactions and then the invalid transactions. 8. All approved transactions are then entered as payments and applied to the selected charge types from the oldest to the most recent. The screen below shows a summary of the cards processed. The screen below shows the results of processing credit cards. When the credit card processing is complete the four print buttons at the bottom of the screen are enabled and you can click on them to display a transaction log of the credit cards processed. 158

CREDIT CARD PROCESSING At the top of the display screen there is a series of menus and icons that permit you to print the displayed report. Click on the button on the far left to print the report. Or, under the File menu you can select Print to print the report. The following report shows all transactions processed in the above example. The following report shows only the approved transactions in the above example. 159

CREDIT CARD PROCESSING The following report shows only the invalid transactions in the above example. Transaction Log When you click on the Main Menu button on the Post Credit Card Payments screen the following message appears. This informs you that the only time you can print the transaction log for this session is now. If you want to have a hard copy of the credit card transactions then you must print it now. This information is not saved, in this form, in the data base. Credit Card Close / Settle At the end of the day you will need to close and settle the credit card transactions that have been recorded. This is done from the Batch Inquiry / Settlement screen. 1. Select File. 2. Select Credit Card Close/Settle. 3. The following screen will be displayed. 4. It will communicate with PCCharge Payment Server which returns the following information: Item Count Batches Balance Batch Status Number of payment and refund transactions Number of batches to be processed Total amount of payment and refund transactions OPEN meaning the batch has not been processed 160

CREDIT CARD PROCESSING 5. Click on the Close / Settle Batch button to process and close the batch. 6. After processing is complete the following screen will be displayed. 7. Click on the Exit button to return to the Main Menu screen. Other Functions and Reports If you need to perform other functions or reports you can use Monetra Client directly or call Monetra Customer Service. 161

INDEX Index Account Balance by Class, 97 Account Balance by Day, 98 Account Balance Positive Only, 100 Account Billing Frequency Table, 7, 13 Account Lists Source, 81 Account Open Transactions, 98 Account Reports, 73 Account Summary, 73, 74 Alert, 81 Billing Frequency, 74 Billing Information Report, 78 Confirmation, 75 Confirmation Postcard, 75 Coupon Books, 80 Expired Credit Cards, 78 Information, 76 Mail Code, 76 Notes, 77 Payment Info, 77 Phone/Options, 73 Registration Form, 80 Account Screen, 1, 29, 30, 32 Emergency, 16 Mail Codes, 15 Notes, 15 Payment Info, 16 Student tab, 15 Account Setup, 9 Account Source Account Source, 14 Delete Account Source, 14 Edit Account Source, 14 Setup Account Source, 14 Account Tab, 7 Account-Add Notes, 34 Account-Delete Notes, 34 Accounting Link, 8, 45, 50, 151 Accounting Program, 13, 45 Accounting Program Directory, 13, 45 Accounting Program Name, 50 Accounts, 14 Accounts Receivable, 95 A/R Aging Detailed, 96 A/R Aging Summary, 96 A/R Detailed, 95 A/R Summary, 95 Account Balance All Accounts, 100 Account Balance by Class, 97 Account Balance by Day, 97 Account Balance Positive Only, 99 Account Open Transactions, 98 Unpaid Monthly Tuition, 99 Unpaid Tuition, 98 Accounts Receivable - Aging Detailed, 97 Accounts Receivable - Aging Summary, 96 Accounts Receivable - Detailed Report, 96 Accounts Receivable Summary, 95 Accounts Reports, 73 Add Student to Prospect, 17 Add a Mail Code to a Class, 33 Add a Mail Code to an Account or Student, 33 Add a New Vendor, 130 Add a Product Department, 59 Add a Prospect, 16 Add a Skill, 49 Add a Student, 14 Add a Teacher, 46 Add Additional Song, 114 Add an account, 15 Add Item to Inventory General Tab, 60 Add Session, 17 Add Student, 16 Add/Delete Session, 17, 27 Add/Edit Costumes, 133 Adjust quantity on Hand Receive a Product, 61 Adjust Quantity on Hand Issue a Product, 61 Alert, 17 Delete Alert, 18 Edit Alert, 18 Setup Alert, 17 All Charges and Payments, 101 Apply a Credit, 32 Apply an Existing Payment, 37 Apply Credit, 32 Apply Payment, 11 Area Code, 41 Assign Costumes, 136 Edit Sizes, 136 Assign Costumes and Update Sizes, 136 Assign Costumes to Classes, 135 Assign Costumes to Selected Students, 136 Attendance List Attendance List-Blank, 72 Attendance Lists, 71 Attendance Makeup, 18 Auto Apply Payment, 37 Background Color, 9 Backup Database Format Disk, 19 Bad Check, 35 Balance Forward Accounting, 8 Birthday, 10 Calendar, 19, 27 Cash Receipts, 153 Cell Phone, 2 Cfedit Card Processing Entering Payments, 163 Change Event, 19 Change Session, 24 Charge an Account For Partial Tuition, 20 Charge Codes, 8, 39, 45 0elete Charge Codes, 24, 44 Add Charge Codes, 24, 44 Edit Charge Codes, 24, 44 Charge Each Account, 20 Charge Each Student, 20, 21 Charge Each Student for Each Class, 21 162

INDEX Charge Each Student Times Number of Classes, 20 Charge Selected Accounts, 21 Charge Selected Students, 21 Charges and Income Reports Class Income Report, 111 Detailed All Charges Report, 107 Detailed All Income Report, 110 Detailed Open Charge Report, 108 Individual All Income, 111 Individual Charge Report, 108 Summary All Charges Report, 107 Summary All Income Report, 110 Class Attendance Lists Attendance Reports, 72 Class Card, 24 Class Conflicts, 8, 24 Class Default, 8 Class Defaults, 41 Class Income Report, 111 Class Key, 2, 23, 41 Class Length, 9 Class Level, 9 Class List Class Listing, 68 Class Roster, 70 Class Wait List, 68, 70 Class Listing, 68 Class Lists, 68 Class Room Schedule, 69 Class Measurement List, 144 Class Name, 9 Class Participation Table, 10, 11, 29 Class Room List, 8, 23 Class Room Schedule, 69 Class Roster, 2, 70, 114 Class Screen, 2, 21, 28, 30, 35 Class Roster, 22 Class Wait List, 22 Edit Class, 22 Notes, 22 Class Setup, 9 Class Wait List, 2 Add Student, 25 Delete Entry, 25 Edit Entry, 25 View Wait List on Student Screen, 25 Wait List Note, 53 Wait List Popup, 53 Class-Add Notes, 35 Class-Delete Notes, 35 Classes Using Costume List, 141 Clear Database, 17, 25, 26 Clear Out Classes, 25 Completed Purchase Orders, 149 Confirmation, 16 Confirmation Note, 7 Costume, 136, 137, 138 Add A Vendor, 130 Assign to Classes, 135 Delete A Vendor, 130 Delete Costume, 134 Edit Costumes, 134 Enter Measurements/Class Screen, 135 Enter Measurements/Student Screen, 135 Labels, 146 Vendor List Report, 140 Costume Confirmation Note, 7 Costume Labels, 146 Costume Picture Date, 130 Costume Report Classes Using Costumes List, 141 Costume Reports Class Costume Worksheet, 145 Class Measurement List, 144 Completed Purchase Orders, 149 Costume Confirmation Form, 142 Costume Confirmation Postcard by Class, 144 Costume Labels, 146 Costume List, 141 Costume Used by Classes List, 142 Detailed Purchase Order, 148 E-mail Costume Confirmation, 142 Purchase Orders, 147 School Measurement Lists, 146 Summary Purchase Order, 148 Vendor List, 140 Vendor Purchase Order Worksheet, 147 Costume Size Table, 131 Costume Used by Classes List, 142 Costumes Add Size Table, 131 Add/Edit Costumes, 133 Assign Costumes to Classes, 135 Assign Costumes to Selected Students, 136 Boy Costume Sizing, 133 Clear Costumes, 137 Clear Costumes with Multiple Colors, 137 Costume Size Table, 131 Costumes with Multiple Colors, 137 Delete Size Table Entry, 131 Edit Size Table Entry, 131 Edit Sizes, 136 enter Measurements, 135 Enter Measurements, 135 Merge Letter and Number Sizes, 131 Merge Size Table Entry, 131 Merging Letter and Number Sizes, 132 Post by Costume, 138 Post by Vendor, 139 Post Costume Charges, 138 Quantities on Accessories, 134 Remove Costume, 137 Same Class Girl/Boy, 138 Vendor E-mail, 133 Vendor Information, 129 Vendor Notes, 133 Coupon Book, 16 Coupon Book Note, 7 Credit Card Processing, 161 Credit Card Captured, 164 Credit Card Close/Settle, 168 Duplicate Transactions, 164 Entering Refunds, 164 Other Functions and Reports, 169 Post Credit Card Payments, 165 Processing, 164 Save Credit Card Number, 164 Setup, 162 Transaction Log, 168 Custom Tuition, 8 Customer Deposit account, 152 163

INDEX Customer Deposit Account, 14, 45, 151, 152 Customer Number, 130 Customer Payment Information, 36 Dance Card Record Card, 24 SetUp Card, 24 DanceWorks Installation & Registration, 3 DanceWorks Tutorial, 7 DANCWRKS.IIF, 50 Date Control, 27 Date Range Charges Report, 107 Defaults, 7, 9, 40, 41 Defaults Tab Account Defaults, 41 Class Defaults. See School Defaults. See Student Defaults, 41 Delete a Charge, 27 Delete a Costume, 136 Delete a Mail Code on an Account or Student, 33 Delete a Skill, 49 Delete a Vendor, 130 Delete Account, 16 Delete Costume, 134 Delete Session, 27 Delete Student, 16 Delete Unwanted Songs, 114 Detailed All Charges Report, 107 Detailed All Income Report, 110 Detailed Open Charge Report, 108 Detailed Open Payments and Credits, 104 Detailed Payments and Credit Report, 103 Detailed Purchase Order, 147 Detailed Recital Report, 118 Dialer, 49 Different Costumes for One Class, 137 Discount Method, 8 Display, 27, 52, 67, 116 Display Deleted Transactions, 27 Display Event, 20 Display Pairs, 27 Doctors Add Doctor, 40 Delete Doctor, 40 Edit Doctor, 40 Setup Doctors, 40 Edit a Mail Code, 33, 44 Edit a Product Department, 59 Edit Costumes, 134 Edit Item, 61 Edit Sizes, 136, 137 Edit Student History, 48 E-mail, 55 E-Mail, 2, 16, 28 e-mail font, 55 E-mail School Signature, 28 Emergency, 16 Emergency Numbers, 1, 10 employer, 15 Enroll a Student In Classes, 28 Enroll Student, 10, 28 Enroll Student from Class Screen, 29 Enter a Payment, 32 Enter Attendance, 18 Enter Measurements, 135 Enter Measurements from Class Screen, 135 Enter Measurements from Costume Menu, 135 Enter Measurements from Student Screen, 135 Envelope Icon, 67 Existing Payment, 37 Export, 67 Export To A Word Processor, 29 Exporting, 158 Data Selection, 158 Export Data, 159 Family Participation Analysis Report, 127 Find Account, 16, 29, 30 Find Class, 30 Find Student, 16, 30 Form Letter RT, 30 Form Letter RT. Save the Letter, 31 Use a Saved Letter, 31 Format Disk, 19 Grade, 1, 10 Hours List, 2 Import, 50 Import in QuickBooks, 50 Importing, 155 Clipper, 155 Comma Delimited, 155 Fox Pro, 155 Importing the Records, 155 Individual All Income Report, 111 Individual Charge Report, 108 Input Charge, 11, 16, 20, 31 Input Credit, 32 Input Payment, 11, 16, 20, 32, 37 Input Refund, 32 Installation, 3 Inventory, 59 Stock Number, 59 lass List Open Classes, 69 Late Charge, 33, 41 Late Charge History, 33 Lighting & Set Change, 115 Lighting Notes, 123 List of Accounts with Multiple Students, 125 List of Students with Multiple Classes, 124 Load a saved schedule, 114 Mail Code-Add to Account, 33 Mail Code-Add To Class, 33 Mail Code-Add to Student, 33 Mail Codes, 1, 2, 10, 17, 33, 44 Add to Selected Accounts/Students, 34 Manual Transfer to Accounting Program, 153 Mapping Fields, 156, 158 Maximum Girth Measurement, 131 Medical Information, 34 Merging Letter and Numeric Sizes, 132 MS-Access, 155 Music Labels, 126 Music Locator Add A Media Type, 65 Add A Music Category, 65 Add A Music Location, 65 Add A Song, 65 Delete A Media Type, 65 Delete A Music Category, 65 Delete A Music Location, 65 Delete A Song, 66 164

INDEX Edit A Media Type, 65 Edit A Music Category, 65 Edit A Music Location, 65 Edit A Song, 66 My School Tab Confirmation Note, 40 Costume Confirmation Note, 40 Coupon Book Note, 40 E-Mail, 40 Payment Note, 40 Receipt Note, 40 Registration Note, 40 Session Name, 40 Statement Note, 40 My School Info, 7 My School Tab Contact Name, 40 Network, 5 New Account, 16 New Class, 9 New Room, 19 Note Delete Notes on Account, 34 Delete Notes on Student, 34 Notes, 1, 2, 10, 15, 34, 35, 46, 115, 119, 123 Add Delete Notes from Class, 35 Add Notes to Account, 34 Add Notes to Class, 35 Add Notes to Student, 34 Add Notes to Teacher, 35 Delete Notes on Teacher, 35 NSF Check, 35 Omit Student from Recital, 35 List of Students Not Participating, 35 Open Charges, 11, 102, 106, 108 Order Deadline, 130 Outlook Express, 55 Pager Number, 2 Payment Info, 16 Payment Info tab, 36 Payment Note, 7 Payments Report, 103 Payment-Void, 53 Picture Date, 115 Post, 7, 11, 20 Post Charges, 20, 21, 33, 37 Post Late Charge, 32, 33 Post Tuition, 37 Print Envelope, 16 Print Event, 20 Print Notes, 34 Print Register, 50 Print Setup, 67 Privacy, 10, 15 Prospects, 29, 30, 38 Purchase Orders, 129, 147 Quantities on Accessories, 134 QuickBooks Accounting Link, 152 DANCEWORKS.IIF, 152 Import, 50 Manual Transfer, 153 Post Transactions, 152 Print Register, 152 Transfer to Quickbooks, 152 QuickBooks Data Files, 151 Recalculate Tuition, 44, 52 Receipt Note, 7 Recital, 10, 113, 114, 115, 118, 119, 120, 122, 123, 126, 127 Delete A Saved Schedule, 114 Lighting and Set change Notes, 114 Open A Saved Schedule, 114 Recital Rehearsal & Picture Dates, 115 Recital Screen Schedule, 113 Save A Scheduled Recital, 114 Set/Clear Recital from Class Screen, 22 Testing the Schedule for Conflicts, 114 Recital Dances Listed by Student, 120 Recital Family Participation, 126 Recital Lighting and Set Change Notes, 115 Recital Performers Listing, 119 Recital Performers Listing with Notes, 119 Recital Picture Schedule, 122 Recital Rehearsal & Picture Dates, 115 Recital Rehearsal Schedule, 123 Recital Reports, 115 Detailed Recital Report, 118 Family Participation Analysis Report, 127 List of Accounts with Multiple Students, 125 Music Labels, 125 Reciatal Performers Listing, 119 Recital Dances Listed by Student, 120 Recital Family Participation, 126 Recital Lighting Notes, 123 Recital List of Students with Multiple Classes, 124 Recital Performers Listing with Notes, 119 Recital Picture Schedule, 122 Recital Rehearsal Schedule, 123 Recital Set Change Notes, 124 Summary Recital Report, 118 Recital Schedule, 115 Record Attendance, 2, 18 Red Telephone, 49 Refund, 32 Registration, 3, 16 Registration Charge, 10, 16, 38, 41 Registration Note, 7 Rehearsal & Picture Date Report, 115 Required Date, 130 Reset Account Billing Frequency, 38 Reset Calculate Tuition By, 39 Restore, 38 Restore Database, 38 Room, 9 Sales tax, 39, 45 Sales Tax, 8, 39, 130 Save Creict Card, 39 Save Recital Schedule, 114 Saved e-mail drafts, 57 School, 1, 7, 10, 39 School Defaults, 7, 41 School Event Scheduler, 19 School Statistics, 39 Screen Color, 9, 39, 45 Send e-mail, 56 Sending e-mail to Accounts, 56 Sending e-mail to Classes, 56 Sending e-mail to Students, 56 Session Name, 40 Setup system 165

INDEX Screen Color, 9 Setup System, 7, 10, 17, 40 Accounting Link, 8 Charge Codes, 8 Class Defaults, 8 Defaults, 7 Mail Codes, 8 My School, 7 Sales Tax, 8 Tuition, 8 Setup the Class Rooms, 41 Setup the Com Port, 49 Sharing the DanceWorks Folder, 5 Skills, 2, 8, 42 Social Security Number, 2 Sort Classes, 8 Split Payment, 37 Staff ID Cards, 46 Staff Registration Form, 46 Staff Setup, 9 Statement, 16 All Charges and Payments, 101 Statement Note, 7 Statements, 101 Detailed Open Payments and Credits, 104 Detailed Payments and Credit Report, 103 Individual Open Charge, 102 Open Charges, 102 Payments Report, 102 Student Class History, 48 Student Default, 8 Student Discount, 10, 29 Student Fee, 48 Adding to student Screen, 48 Setup Student Fees, 48 Student History, 48 Student List By Grade, 83 Student Phone List with Options, 82 Student Picture, 48 Student Reports, 82 Attendance, 87 Birthday, 86 Car Pool List, 87 Class Card, 92 Class History, 88 Dropped Classes, 90 ID Cards, 91 Inactive, 91 Information, 85 List of Male and Female, 93 Mail Codes, 86 Medical, 89 Month Registered, 83 No Classes, 88 Notes, 89 School, 84 Skills, 90 Student List by Grade, 83 Student Listy by Month Registered, 83 Student Phone List with Options, 82 Wait List, 92 Year Started, 84 Student Screen, 1, 8, 10, 33, 42, 135 Student Screen-Add Notes, 34 Student Screen-Delete Notes, 34 Studnet Reports Evaluation Form, 85 Summary All Charges Report, 107 Summary All Income Report, 110 Summary Open Charge Report, 109 Summary Purchase Order, 147 Summary Recital Report, 118 System Password, 40, 106 Teacher Class List, 2 Teacher Classes, 46, 47 Teacher Hours, 46, 47 Teacher Mailing Labels, 2 Teacher Notes-Add, 47 Teacher Notes-Delete, 47 Teacher Notes-Edit, 47 Teacher Qualifications, 46, 47 Teacher Reports, 47 Teacher Screen, 2, 46 Teacher/Student Telephone List, 2 Teacher-Add Notes, 35 Teacher-Delete Notes, 35 Telephone Dialer, 49 Telephone List, 2 Transaction Register, 153 Transaction Screen Note, 49 Transfer to QuickBooks, 50 Try Participation, 127 Tuition, 1, 2, 9, 10, 11, 20, 95, 99, 152 Calculate Tuition by Class, 42, 51 Calculate Tuition by Table/Account, 43, 51 Calculate Tuition by Table/Student, 42, 51 Calculate Tuition by Time/Account, 43, 51 Calculate Tuition by Time/Student, 43, 51 Custom Tuition, 52 Tuition Charge, 16 Tuition Discount Discount by Student, 52 Tuition Methods, 42, 50 Tuition Posting Status, 38 Tuition Tab Calculate Tuition by Class, 42 Un-Apply Payment, 37 Undeposited Funds, 14, 45, 151, 152 Update Sizes, 136, 137 Update Student Grade, 8, 41, 52 Use the dialer, 49 User Tab, 9 Vendor E-mail, 133 Vendor Information, 129, 130 Vendor List, 140 Vendor Purchase Order Worksheet, 147 Vendor-Add Notes, 35 Vendor-Delete Notes, 35 View Transaction, 31, 37 View Transactions, 11, 16, 37, 53 Void a Charge, 52 Void a Payment, 53 Void Charges or Payments, 52 Worksheets, 147 Year Started, 1, 10 166