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1. CLICK TO PAY Country Bear 192 Sort List Alphabetically 2 Click the New button The Step 1 screen of the Import Wizard appears Version 7 Page 7 June 2009 EZ CARE2 Defining the Import Map fl Import Wizard Step 1 of 2 HDO Name eme OOOO O Destan Cabinet EZ Going Child Care Topic CO GUON C Synchronize TimeClock Overwrite Erase all destination records Then generate a new record for O Append each source record with values prescribed by the list of field Merge Append New Records operations and append itto the destination Merge Discard New Records 3 Specify the Name of the import 4 Enter the name and path of the source file in the From File field or click the lead button to select the file name and location Note When using an MDB file a new line appears under the From File field and will ask for the Main Table 5 Select a Cabinet and Topic The Topic of your import is the type of records you will be importing see the discussion of FAMILY vs CHILD topics above 6 Under Operation select the method you will use to import records Overwrite Erase delete and remove all records in the cabinet prior to importing the new ones Then generate a new record for each source record with values prescribed by the mapping of fields Warning Using Overwrite is only done in certain cases such as initially installing your data It removes all da
2. e Date May be used as a Key field to prevent duplicate records e Amount May be used as a Key field to prevent duplicate records You can also include any of the following fields e Comment e Child Name Note When an imported record includes an A R category that does not currently exist that category is added to the cabinet Warning Category entries can be no longer than 25 characters long If they are longer they will cause duplicate categories to be created Importing Ledger Transactions from Click to Pay When importing ledger transactions from Click to Pay in Step 1 you must set Topic to Ledger Transactions a Import Wizard Step 2 of 2 MDOT Ooeraion Merge Append New Records List of Field Operations M Source Field Operation Key Destination Field C TRANSACTONLDATE ______ OveRWaITE tedgerTansactons Dsto COMMENT ____ ovERWaITE Ledger Transactions Comment esecon o ovenwame NR Caegores Caegoy CATEGORY TYPE OVERWRITE __ AVR Categories Category Type OVERYRITE Ledger Transactions Entry Program ES Jovewae gt mea J ve ak sce Version 7 Page 12 June 2009 EZ CARE2 Defining the Import Map Importing Account Information for EZ EFT When importing account information in Step 1 you must set Topic to Family or Ledger Transactions ma Import Wizard Step 2 of 2 fmoorlt Ooeration Merge Append New Records List of Field Operations Source Field De
3. Import Map To edit an import map 1 Open the Office Administration double click Chapter 2 Cabinets amp Drawers and double click Import Data The Library of Saved Imports opens 2 Select the Import Name for the import map that you want to edit 3 Click the Edit button The Import Wizard will open and all of the settings for the import map will be selected 4 Make any changes needed then click the OK button to save the changes Version 7 Page 14 June 2009 EZ CARE2 Defining the Import Map Deleting an Import Map To delete an import map 1 Open the Office Administration double click Chapter 2 Cabinets amp Drawers and double click Import Data The Library of Saved Imports opens 2 Select the Import Name for the import map that you want to delete 3 Click the Delete button A confirmation screen appears Ef CARE 8 2 Delete Import Colossal Mistake 2009 it J 4 Click the Yes button to delete the import map or click No to cancel deletion Version 7 Page 15 June 2009 EZ CARE2 Importing Data Importing Data gt Torun an import that has already been defined 1 Open the Office Administration double click Chapter 2 Cabinets amp Drawers and double click Import Data The Library of Saved Imports opens Library of Saved Imports UNDE Name fea 1 Weblink Families inet 2 Weblink Ledger Transactions 3 Weblink Contacts CLUICK TO PAY Country Bear 192 Edit Dupli
4. be in either of the two following formats e Comma Separated Value CSV file It must conform to the following specifications o One line per record o The data fields in each line are separated by commas Value 1 Value 2 Value 3 Value 4 Value Last Quotation marks are not required to be placed around fields o Data in the fields may be upper or lower case and may contain spaces hyphens or dashes Fields may not contain commas quotation marks or hard returns o The first line contains a header record with the field names of the source information The data begins in the second line o We recommend you set the file extension to CSV e MDB or Microsoft Access Database file Relationships between tables are included in the MDB to support the EZ CARE2 import using multiple source tables like family and child er Note If you re including any picklist items in the import data file they can only be up to 35 characters in length Items longer than 35 characters will be truncated and will cause duplicated records in the picklist table Topics in Import Data Files Data can be imported into EZ CARE2 in many different combinations The four primary types of input called Topics are FAMILIES CHILDREN STAFF and LEDGER TRANSACTIONS FAMILIES Import Data Files Importing FAMILIES When importing families each record of the source input file may contain the following information e Family Data dest
5. of Field Operations 8 You may click the Auto map Fields button to allow the system to automatically match fields with the same names The names must be an exact match in both the source and destination field i e Source Field First Name Destination Field Child First Name 9 To map a field from the import data file to a field in the database a Select a Source Field These are the fields that appear in the import data file b Select an Operation OVERWRITE The data from the source field will replace the data in the destination field if any APPEND The data from the source field will be added onto the end of the data in the destination field if any Example This is useful when it is necessary to concatenate first name and last name into a single name field c If desired check the button in the Key column to specify that this is a key field Key fields are used to match records for example to create one family for multiple children you could specify the home phone as a key Each key must be unique d Select a Destination Field These are the fields in your file cabinet database The data from the Source Field will be written into this field Version 7 Page 10 June 2009 EZ CARE2 Defining the Import Map e Press the TAB or ENTER key to enter additional sets of source and destination fields 10 To copy a mapping a Check the M column for the mapping you want to copy This will mark the colum
6. EZ2 Import Guide EZ CARE2 SofterWare Inc EZ CARE2 Version 7 June 2009 EZ CARE2Z Table of Contents Table of Contents EZ OE OV COW agra stscca aces sree tec aes teeta 3 Ordering and Activating the EZ2 Import Module scccsccccssssssscsccccccsssrsssscsccceseeesssscsccceseeeesssssees 3 Work HOW anena ee EEEE EEE U A AE EE A AER 3 Preparing the Import Data File cccccssscsesseesseessonsseesseeseeoeseeesseeaseoeneseaeens 4 port Data File F tmats resies e EEE E E E E esse 4 Topics in Import Data Biles wesscscscccsssessaccsssccunveseravedeccassevescsaassurieatedaccadeccuenens sesevccetautnsevenseresuneddesersocoospeeess 4 PVE BES nO et ID ate CG a terete tency Means E oe uss ald gaan de cae aiea A 4 STAFETA Daa lil oppor ra OO ec oe APN re Tn ANT Rn E Me Morr monty OPTI rant fre 5 CHILDREN Tipon Dates Wiles aia is heared ie aaa rasa ea eau eeeehiae al ec ote Maco ura rageaeas 6 LEDGER TRANS AG HONS Import Dati Fe Sco iets tov a ONAA N A 6 Defining the Import MaD sssi a 7 Creatine a New import Map aini oea e E ecveasecieuesassesseussadiodieassdbeusscseusadebedasce 7 Notes om Creatine Import Denmton sirarsa irinari inia iA OER a TAEA E EAN TATAR 11 Copy ine an Import Map rrna roan eaan aA OEA E 14 Editino an Import Map wescccscsitwcecancatacsiedscevassoccetisntaecasesneassvetssnseeessns vn A E EN EE T 14 Deleting an Import Nap esasen E E EE EE E 15 UNM OUTING AU eho cise sce os E N E E A E A E 16 Runnine a
7. R TRANSACTIONS Import Data Files This topic is primarily used to import Click To Pay transaction information to the Ledger tab Unlike the FAMILY topic the LEDGER TRANSACTIONS topic requires that you use the Ledger ID field as a key When importing ledger transactions each record of the source input file may contain the following information e Family Data destined for the Family tab e Ledger Data Destined for the Ledger tab e EFT Data destined for the Ledger tab e Family Contacts destined for a Family Contacts superfield e Family Notes destined for a Family Notes superfield e Family Checklist destined for a Family Checklist superfield Version 7 Page 6 June 2009 EZ CARE2 Defining the Import Map Defining the Import Map Once you ve created your input file you must define your import map The import map determines how the information is to be transferred from your input source file to the EZ CARE2 cabinet To specify the mapping create a Saved Import in Office Administration You can do this either by creating a New import or by editing or duplicating an existing one in the Library of Saved Imports Creating a New Import Map To create a new import map 1 Open the Office Administration double click Chapter 2 Cabinets amp Drawers and double click Import Data The Library of Saved Imports opens Library of Saved Imports UNDE Name o 2 Weblink Ledger Transactions 13 Weblink Contacts
8. cate Delete Rename oor List Alphabetically 2 Select the Import Name for the import that you want to run 3 Click the Import button A progress bar indicates the progress of the import process Importing data 59 When the import process is finished a message box will display the results of the impott EZ CARE2 Import Completed Start 03 09 2009 05 39 07 PM End 03 09 2009 05 39 08 PM Elapsed 0 1 Version 7 Page 16 June 2009 EZ CARE2 Importing Data Running an Auto Import from an EZ2 File During installation EZ CARE2 sets up a file association in your operation system with the file extension EZ2 Files with this extension can be used to specify one or more import operations that the system can carry out If EZ CARE2 is not running and you double click on an EZ2 file the system will automatically start up and run the EZ Import operations specified in the EZ2 auto import file This function is particularly useful for users of Click to Pay and or WebLink as both of these SofterWare products will output the EZ2 file for you allowing you to easily import transaction data and or family and child information er Note EZ2 Import maintains overall system security if the user s system requires a password in order to get into EZ CARE2 opening an auto import file will also require a password to be entered in order for the import to continue Creating a EZ2 File for Automatic Imp
9. ee Changing the Import Map Specified in an Import Command page 19 Version 7 Page 18 June 2009 EZ CARE2 Importing Data Status Description Invalid File The import data file specified in the EZ2 auto import file does not exist Invalid File amp The import map was not found in the system nor was import data file Map found Invalid Map File The import map and data file were both found but do not match each Combination other You may have specified the wrong import map or data file or the data file may not be a proper CSV file 3 Perform one of the following actions e Click the OK button to begin importing EZ CARE2 will perform all of the import commands that are listed as Valid and then exit The next time you open EZ CARE2 you ll find your records updated with all the imported information Note Import commands that are not listed as Valid will be ignored by the system and will not be carried out e Change the import map specified in an import command see below e Change the import data file specified in an import command see below e Adda new import command to the Import Commands list see Adding a New Import Command on page 20 e Verify that an import command is valid See Verifying an Import Command on page 20 e Click the Cancel button to cancel the auto import function and exit EZ CARE2 Changing the Import Map Specified in an Import Command You can select a different import map fo
10. en those pieces of information For example the second record for Sean Johnson has a contact name of Ella Smith and an A R deposit transaction of 150 Ella Smith has nothing to do with the 150 For Sean Johnson three contacts and two A R transactions ate imported ACTIVE Moore Paula St Paul A 100 A 200 A 100 L 500 L 150 L MN MN 200 ACTIVE MN 100 Moore Paula In general it may be easier to set up separate import files for the different types of data even though that will mean importing the data in several passes STAFF Import Data Files STAFF files are very similar to FAMILIES files except for the following details e STAFF files do not contain Accounts Receivable transactions e STAFF files may contain fields from the Class table e Staff Contacts Destined for the Staff Contacts superfield e Staff Notes destined for the Staff Notes superfield Version 7 Page 5 June 2009 EZ CARE2 Preparing the Import Data File e Staff Checklists destined for the Staff Checklist superfield CHILDREN Import Data Files Importing CHILDREN Similarly when importing children each record of the source input file may contain the following information e Family Data destined for the Family tab e Child Data destined for the Child tab e Child Contacts destined for a Child Contacts superfield e Child Notes destined for a Child Notes superfield e Child Checklist destined for a Child Checklist superfield LEDGE
11. ile name and path of the new import data file in the Import Data File field or click lead to browse for the file 4 Verify the import command see Verifying an Import Command below Verifying an Import Command Once you have made a change to an import command or added a new import command you will need to verify that the command ts valid before it can be run To verify an import command 1 Select the import command in the Import Commands list 2 Click the Verify button If the import map and import data file are both found and if they match the Status of the import command will be changed to Valid and the command will be run when you click the OK button Version 7 Page 20 June 2009
12. ined for the Family or Ledger tabs e Family Contacts destined for a Family Contacts superfield e Family Notes destined for a Family Notes superfield Version 7 Page 4 June 2009 EZ CARE2 Preparing the Import Data File e Family Checklist destined for a Family Checklist superfield e A R Transactions destined for the A R Ledger e EFT Account Information The information for a single family can be contained in multiple records including transactional data such as ledger data contacts notes etc Represented in columnar form an import might include the following sample information PARENT 1 Data Contact Data A R P1 CITY STATE P1 NAME PHONE CATEGORY CATEGORY AMOUNT FIRST PHONE TYPE 356 873 Brian DEPOSIT 2938 Doliff 215 643 DEPOSIT 2934 215 643 PAYMENT 2934 312 489 Erica 312 884 BAL FWD 3294 Borden 2332 Chicago 312 489 Ella 312 856 DEPOSIT 3294 Smith 7290 STATUS P1 LAST NAME ACTIVE Doliff Chris Arlington ACTIVE Berry Robert Dresher ACTIVE Berry Robert Dresher ACTIVE Johnson Sean Chicago ACTIVE Sean V P P Johnson ACTIVE Johnson Sean ACTIVE Patterson Martin St Paul Chicago 312 489 Maria 312 724 3294 Alonzo 9876 612 536 7652 612 443 James 612 787 DEPOSIT 0431 Rent 3636 St Paul 612 443 PAYMENT 0431 Although a single source record may contain data from different tables for example Contacts and A R transactions there is no association betwe
13. le by running the ez2 file and using the Add Import Command feature see page 20 You can also edit the ez2 file manually using Notepad Running an Automatic Import D Important In order to operate properly the EZ2 file must be saved to your EZ CARE2 program folder the folder that the program was installed into To run the automatic import 1 Close EZ CARE2 2 Open Windows Explorer and double click the EZ2 file EZ CARE2 will start up and the Auto Import File Status screen will appear Auto Import File Status E Going Child Care Auto Import command file C SOFTER EZ CARE A imported csv HROTE COAMAANS Import Map Import Data File status Import Map Import Data File EZ Going Childcare Families y CASOFTEREZCARE importel csv aad The Auto Import File Status screen displays the status of the EZ2 auto import file The file name is listed at the top of the screen under Auto Import command file Each line entry in the EZ2 file is listed under Import Commands and the Status column indicates whether there are any problems with the line entry Status Description Valid The import map and import data file are both valid and they match each other This import command is ready to be run Invalid Imp Map The import map specified in the EZ2 auto import file does not exist in the system It may either be misspelled or it may have been renamed or deleted You can correct this by selecting a different import map s
14. n b Click the button from the main toolbar to copy the mapping c Move the cursor to the empty line at the bottom of the list d Click the button from the main toolbar to paste the mapping 11 To cut and paste a mapping a Check the M column for the mapping you want to copy This will mark the column b Click the button from the main toolbar to cut the mapping c Move the cursor to the empty line at the bottom of the list d Click the button from the main toolbar to paste the mapping You can also use this feature to cut and paste field mappings from one import definition to another 12 To delete a mapping simply cut it with the button from the main toolbar 13 When you are finished defining mappings click on the OK button to complete the import map definition Your import map will be listed in the Library of Saved Imports Notes on Creating Import Definitions Parent Child Fields In order to link multiple children to one family you must identify a key such as home phone number If you choose to have one family record for each child record do NOT mark a family key field Version 7 Page 11 June 2009 EZ CARE2 Defining the Import Map A R Transaction Fields The following source fields are required fields for A R transaction importing required Key fields as marked e Category Marked as Key cannot be longer than 25 characters e Family ID Marked as Key field and linked to a character type Family field
15. n Auto lmportdrom ani ZZ Bile rar E E E E E E E 17 Creinne a Zz Tie TOEA omna ue POT eea EET E EA 17 FRU A COTA IS SON Eei eaea elise eats tens iiseala dusts aeu tala lesa tetera ond ondudlsnanaansctvbimuacttaivas eneaceaaiicstuahe 18 Version 7 Page 2 June 2009 EZ CARE2 EZ2 import Overview EZ2 Import Overview The EZ2 Import module is an optional module of EZ CARE2 that allows you to import data from external files into EZ CARE2 Ordering and Activating the EZ2 lmport Module The EZ2 Import module of EZ CARE2 is included with the basic installation of EZ CARE2 but is not enabled by default In order to enable the module you must purchase and register it Please contact your SofterWare representative to purchase a license for this module Once you purchase a license for the module you will be given a new registration code that you can use to activate the module See Registering New Modules in the Office Administration chapter of the EZ CARE2 User Manual for details Workflow The EZ2 Import process consists of the following steps 1 Preparing the import data file to be imported 2 Setting up the import map by specifying the import data file and mapping the fields in the import data file to EZ CARE2 file cabinet fields 3 Importing the data into EZ CAREZ2 Version 7 Page 3 June 2009 EZ CARE2 Preparing the Import Data File Preparing the Import Data File Import Data File Formats The data file can
16. ort An EZ2 auto import file is a text file that has the following specifications e It has no spaces in its file name and the file extension EZ2 Example names for this file are REGFILE EZ2 or CenterRegistration EZ2 e Each import operation is specified on a separate line entry e ach line entry follows the following format EZR Import Process Name Import Data File Name and Path Import Process Name is the name of the import process as set up in EZ Importt If the import process name does not match any of the processes set up in the system you will be prompted to create a new process with that name at import time mport Data File Name and Path is the name and location of the data file A sample data file might look like the following EZR Weblink Registration E WEBLINK INFOSNAP PMC CSV EZR Ledger Charges E WEBLINK INFOSNAP PMC CSV gt To create an Auto lmport file 1 Start Windows Explorer and browse to the EZ CARE2 application folder ex C Softer ezcare2 or the application folder on the server if you are running EZ CARE2 in a network environment 2 From the file menu choose New then Text document 3 Name the document autoimport ez2 replacing the txt extension You may need to turn off the folder option to hide extensions for known file types in order to change the extension Version 7 Page 17 June 2009 EZ CARE2 Importing Data 4 Typically the import commands are added to the fi
17. r any of the import commands Changes made in this screen will also be made to the EZ2 auto import file To change the import map specified in an import command 1 Select the import command in the Import Commands list 2 Select the desired import map from the Import Map list below 3 Verify the import command see Verifying an Import Command page 20 Changing the Import Data File Specified in an Import Command You can specify a different import data file for any of the import commands Changes made in this screen will also be made to the EZ2 auto import file To change the import data file specified in an import command 1 Select the import command in the Import Commands list Version 7 Page 19 June 2009 EZ CARE2 Importing Data 2 Specify the file name and path of the new import data file in the Import Data File field or click Lal to browse for the file 3 Verify the import command see Verifying an Import Command page 20 Adding a New Import Command You can add a new import command to the Import Commands list This command will also be added to the EZ2 auto import file To add a new import command 1 Click the Add Import Command button A blank line will be added to the bottom of the Import Commands list MnO COMMAS Import Map Import Data File tatus EZ Going Childcare Families CASOFTER EZCAREAmporte csv 2 Select the desired import map from the Import Map list below 3 Specify the f
18. stination Field K cateconv ree ovenwame JAR Categories Category Tyee orre ovenwame JEF Accounts AccoutType creo O overwame EFT Accounts CTP Defaut Err perar ovenwame EFT Accounts EZEFT Delat Qeens overwame EFT Accounts Card Expeion Deos foverwame EFT Accounts inst Charge Daat account pess overwame EFT Accounts Account Description gt Version 7 Page 13 June 2009 EZ CARE2 Defining the Import Map Copying an Import Map You can often save time when creating a new import map by making a copy of a similar map and then editing it instead of creating a new map from scratch To create a copy of an import map 1 Open the Office Administration double click Chapter 2 Cabinets amp Drawers and double click Import Data The Library of Saved Imports opens Library of Saved Imports UNDE Name EJ i eblink Families 2 Weblink Ledger Transactions 3 Weblink Contacts CLUICK TO PAY Country Bear 192 Edit Duplicate Delete Rename i oor List Alphabetically 2 Select the Import Name for the import map that you want to copy 3 Click the Duplicate button The Import Wizard will open and all of the settings for the original import map will be selected By default the Name of the new import map will be Copy of original name 4 Make any changes needed then click the OK button to save the copy of the import map Editing an
19. t and therefore can t be updated If the system finds keys that do not match a report is generated that details the non matched keys If there are multiple records in the source with the same key only the first record is merged unless you check the Update all records matching key criteria option on step 2 of the Import Wizard Merge Discard allows you to update multiple records using a key This is useful if you are updating school name address and district using the school code as the key During the mapping process you must check the option to update all records matching key criteria This allows you to update all the related information for the record just based on the key so that you do not have to type the other information into the system In order to do this you ll need to set up a spreadsheet saved as a CSV file with the names of the schools addresses and any other information when you import it you ll use the school code as the key 7 When you are ready to proceed with the definition of the import map click on the Next button The Step 2 screen of the Import Wizard appears Version 7 Page 9 June 2009 EZ CARE2 Defining the Import Map Ta Import Wizard Step 2 of HDO Ooerahor Append mst OF Field Operatoans Operation Cancel Step 2 is where you match up the source fields in the import data file with the destination fields in your file cabinet database The mappings will be set up in the List
20. ta specified in your topic including Zipcodes and classes which may cause a problem with other topics using those tables Use with caution Append Generate a new record for each source record as described in the mapping Even if a record with the same information already exists in the cabinet it imports the new record anyway It creates new records for all records in the file even if there is a match This operation is rarely used Version 7 Page 8 June 2009 EZ CARE2 Defining the Import Map Merge Uses the selected key field s to find records in the destination For each initial append match replace the destination fields with values as described in the mapping new When no match is found generate a new record and append it to the records destination cabinet This must be used if you want to keep existing classes and zip codes note that these tables are also used in the staff and other drawers therefore if you overwrite them they will be removed from those tables If there are multiple records in the source with the same key only the first record is merged or appended the rest are ignored Merge Use the selected key field s to find records in the destination For each initial discard match replace the destination fields with values as defined in the mapping new When no match is found DO NOT generate a new record but report a records mismatched key for example a record that doesn t exist in the destination cabine

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