Mt Pleasant High School Levy Fees Processing System User Manual
Contents
1. This can either be an individual student or a an entire class of students gt To have an individual student as the debit target a Select the Individual Charge Option shown in the diagram above b Enter the Student s ID in the spaces provided gt To have a class as the debit target a Select the Batch Charge Option b Select the class from the list provided c Have a look at the students who will be charged by clicking the Preview Targets button and verifying that the list 1s the same as that provided by the class register 2 Enter the fees you wish to charge by selecting one or a combination of the following methods gt Loading a template a Click the Load Template icon You will be presented with a list of the available templates in a window like the one shown below 15 x Available Templates F1 Registration Fees Load Help Cancel 25 b Select one of the templates by clicking on it c Select the Load Button by clicking on it To close the window without loading a template choose the Cancel Button gt Entering a specific fee a Click the Insert Fee icon You will be presented with the following window Faq Charge Levies Insert Fee Ioj x Fee Hame Amount Insert Fee Help Cancel Select the fee from the List provided c Enter the amount d Choose Insert Fee to insert the fee or Cancel to close the window without inserting a fee Note that you can repeat this p2. paerd Setup cannot install system files or update shared files if they are in use Before proceeding we recommend that you close any applications you may be running Exit Setup 4 Choose the OK button You will be presented with the following screen 7 Levy Office System Setup al Begin the installation by clicking the button below Click this button to install Levy Office System software to the specified destination directory Directory C Program Files Leyvy Office Systemi Change Directory Adminstrator Password Password Reenter Password NE The user name is admin Database Path _ _ Exit Setup 5 Enter the password you would like to use for you administrative account You must enter it in the Password and Re enter Password boxes This password will give you unrestricted control over the system when you log in with the username admin It is therefore important that the person who is in charge of the levy office be the only one who knows this password Password can be forgotten or the person who knows the password can _ become incapacitated You may therefore want to consider keeping a Ae copy of the password in a sealed envelope in the school safe or other secure place with clear guidelines of the circumstances under which the envelope can be opened 6 Enter the location of your database by clicking on the Database Path box and then entering t
3. to delete the fee from the registry of fees Fees Templates During your debiting of accounts you may find yourself entering the same list of fees each time A typical scenario would be when you are registering form one or Lower Six students To aid you within this respect the Levy System comes with support for fees templates A fees template is basically a list of registered fees and their associated amounts that you can call up within one operation Your understanding of this may improve after you have had a look at the Debiting of accounts in the section below Facilities for managing fees templates are provided from the Templates Management window shown below that you can access by selecting Fees Templates from the Levies menu of the Levy System Fees Templates B x Templates Currently Available F1 amp F2 Lew Fees Mew Template Delete Template Contents of Selected Template Amount A Insert Fee Into Building Fund 1 500 00 f Template General Levy 1 000 00 Magazine Levy 100 00 Oy Delete fee From Project Fund 500 00 Template Registration Fee 1 000 00 Report Book Fee z 000 00 o Get Online Help School Bus Fund 2 000 00 z Science Levy 1 000 00 r 4 H 23 Creating A New Template 1 Select the New Template icon see diagram above 2 You will be prompted for the name of the template by a window like the one shown below Enter the name in the space provided Register New Templa
4. e Handles students records along with the associated accounts Getting Assistance While You Work All the windows that you are presented with within the system have online help support You can get a quick summary of how to use the window by either gt Clicking on the Help button gt Choosing Help from the menu if the window has one gt Or pressing the F1 key Also most buttons and input boxes will give you a quick summary of what they do if you place the mouse over them for a few seconds Although the online system is handy it is advisable that you skim through the entire user manual Available on the CD before trying anything out You are also free to print out the manual If you are stuck or discover a bug within the system you can get assistance by contacting the system developer at tgmotsi yahoo com You may also want to have a look at the Levy System website at www geocities com tgmotsi which will contain updates for the system Chapter 2 Configuring The System System configuration is handled through the Administrative Console that is available in the system s Windows Program group This utility is only accessible to the administrator who must log in using the username admin After logging in you will be presented with the following window 7 Adminstrative Console X Logged in as Admin 7 8 2003 1 38 PM NUM CAPS SCRL Database Issues The installation program will attempt to configure a databa
5. 2 Click the white box labelled Database Location and you will be presented with an ordinary Save As dialogue box 3 Specify the filename that must not be the filename of a file that already exist 4 Choose Save You will be returned to above shown window 5 Click the Install Database button If the sample database is installed successfully you will get a message to that effect Resetting The Database Path At some point in time you may find that you will need to get the system to install a database that already exists on your system For example you may install a new copy of the system but still want to use your old database To do this 1 Choose Reset Database Path from the Administrative Console s Admin menu You will be presented with an ordinary Save As dialogue box 2 Specify the filename that must not be the filename of a file that already exist 3 Choose Save If the database is installed successfully you will get a message to that effect Optimising Your Database Over time your database will cease to be organised in an efficient way When such a situation arises the database will begin to grow and occupy more space than it should The Levy System comes with a facility that allows you to reorganise the database and compact it To access this facility you should choose Repair Optimise Database from the Admin menu of the Administrative Console Repairing Your Database It is likely that sooner or later you will run into an even
6. 26 Individual Statements Of ACCOUNT cccccccccccccceceeeceeeeeeeeeeeeeeeeeeeeeseeseeeeseeeeeess 2 Batch Producing Statements of ACCOUNES cccccccccccceceeeececeeaesesseeeeeeeceeeeeees 27 Chapter 6 Managing Deposit Accounts ccseseeeeceeececeeeececeaseasseeseeeeeeeeeeeeeeees 29 Manasine An Individual Accont eera ca chasaute eres ieneess 29 Batch Producing Statement of Accounts cccccccccececcececeeeseaseaesssseeeeeeeeeees 33 Chapter 72 Balance Aina ysis eran a adds ccsase ed E O ea lees 34 GC Class AnaS Sonane a dasa cb eteben cack hada dd ahaa E 34 Student Levy Balance Analysis ci3 cee Hae E E eee 35 Student Depost Balant ES arrens N S ian teacseeuwenanes 36 Chapter S Wall Mere is regire cueducestasetebd cealeeveiea tects maadedeuseeatitd chute 37 WextiB ditine Fune NON sic hace E E E S 37 Mal Meroe FUNC HONS asse a T 42 Chapter 1 Getting Started System Requirements To get the most out of your fees processing system you will need the following 1 An IBM compatible Personal Computer Microsoft Windows 95 98 2000 SP3 ME or XP At least 32MB of RAM for Windows 95 At a Pentium 90MHz processor A printer capable of printing onto A4 paper CDROM Drive for the printer The hard disk space is best determined on a case by case basis due to the variations in databases For ease in exporting data it is recommended that you have Microsoft Excel 95 or better or any other spreadsheet that can read
7. 7 Select the end date of each statement 8 Specify the balance types you would like to print For example if you only want to send statements to those whose caution deposit balance is below their minimum balance select the Accrued option 9 Select the classes for which you would like to generate the statements To do this select the class you want to move from one of the lists to the other and then press the arrow with the same direction as the intended move The arrows with the As above them move all the items from one of the lists to the other 10 Select Print Clicking the print button more than once will result in the Levy System printing multiple copies of each statement Therefore if your machine is a bit slow and the system appears not be responding give it about 10 seconds before clicking the button again 33 Chapter 7 Balance Analysis There will be times when you will want a quick summary of the fees charged over a given period under a given fee name or a list of all the students in arrears The Levy System has been designed with anticipation for this and you will find functions for performing such tasks under the Balances menu shown below Mount Pleasant High School Levy Office Of s System Students Levies Deposits Balances Help Fee Class Analysis Student Levy Balances Student Deposit Balances Logged in as Admin 13 07 03 00 29 NUM CAFS SCRL Fee Class Analysis The fee class analysis wi
8. Options Replace Whole word Help T Match Case Cancel 3 Inthe Find What box enter the text you want to locate 4 Select the Whole Word option if you would like to find whole word only 39 5 Select the Match Case option if you would like the matches to be only returned if they match the word you specified in terms of capitalisation 6 Select Find Next to locate the first match 7 To find additional matches either a Choose the Find Next button Or b Close the Find window by selecting Cancel and then press the click the Find Next icon To start a new search repeat the above steps If the Find window is already open simply type in the new word you want to look up and then choose the Find Next button Replacing Words or Phrases 1 Select Search and Replace from the Edit menu 2 You will be presented with the following window i Search and Replace Find what Find Next Replace with Replace Replace All T Whole word Help Match Case Options 3 Inthe Find What box enter the text you want to replace 4 In the Replace With box enter the text you would like to replace the text you will have specified above 5 Select the Whole Word option if you would like to find whole word only 6 Select the Match Case option if you would like the matches to be only returned if they match the word you specified in terms of capitalisation 7 Ifyou want to replace all the occurrences in j
9. RE Student ID Surname First Names Our records indicate that the above mentioned student has a balance of Balances on his her deposit account The min balance for Clases the class in which you student is is Mirtmune This sves a shortfall of Excess Please be advised that this balance is not settled by Sunday 11 May 200 the School Development Association will have no cheice but to hand over the account to debt collectors whose fees you will have to meet Yours sincerely a Mots TG SDA Chairperson Logged in as Admin 13 07 03 122 NUM caps e les 2 Creating A New Document When you start the Mail Merge utility it automatically loads a new document for you If during your mail merge job you decide to create another document that will use the same SQL file choose the New icon in the document toolbar L To create a new document that will use a different SQL source file use the Start New Session option outlined below instead Opening A File 1 Click the Open icon in the toolbar i 2 Locate the file in the window provided and double click it If you come across anything in this window that you do not understand you can get additional help by clicking the What s This icon shown in the diagram below and then clicking the item you want to find more information about 38 Open E ix Lookin Leres al GH JES fE sample letter fienme Files ot type Rich Text Ficamat nfl
10. a ms Cancel Saving A File 1 Click the Save icon la 2 Ifthe file does not have a filename you will be prompted to specify a filename If you need more information on any of the items in the windows that will be displayed click the What s This help button and then click the item you want additional information on Saving A File Under A Different Filename If you wish to save the changes you will have made to the existing file but still want to keep the old version you must save the displayed file under a different filename To do this 1 From the File menu choose Save As 2 You will be prompted to specify a filename If you need more information on any of the items in the windows that will be displayed click the What s This help button and then click the item you want additional information on Printing the Standard Letter 1 Click the Print icon 2 A standard Print window from which you should choose the Print button will then prompt you If you need more information on any of the items in the windows that will be displayed click the What s This help button and then click the item you want additional information on Searching For Words or Phrases There will be times when you will want to locate a particular word or phrase from your standard letter Steps for doing this are outlined below 1 Choose the New Search icon 2 You will be resented with the following window Yeo n
11. and reregister students who rejoin the school The browsing techniques outlined under Registered Students also apply to this window To reregister a student 1 Browse to his her record 2 Choose Reregister from the Services menu 3 You will be prompted to confirm the re registration Choose Yes to reregister the student 4 You will be prompted to enter the class the student will be joining You make this selection using the following window Reregister Student Select the Class for the reregistering student xl Select Help 5 Select the class from the list provided 6 Ifthe student is successfully re registered you will be given a message to that effect 14 Batch Updating Classes At the end of the year you will probably need to move all the students in one class e g LAI to another e g 2A1 Instead of going to each record and manually updating the class of each student you may find the Batch Update Classes function useful To access it choose Batch Update Classes from the Students menu On doing this you will be presented with the following window z Batch Update Classes Curent Class Hew Class Update Help Close To batch update the classes 1 Select the class from which you would like to move the students from the Current Class list 2 Select the class to which you want to move the students from the New Class list 3 Choose the Update button You may find the following stra
12. predefined query you can view the results it returns by choosing Execute SQL from the Tools menu If the query finds any matches you will be presented with the following results window 5 x Tools Student ID Surname First Names Sex Class Guardian Title Guardian Surname Guardian Guardian Address 1T AGS0001G Chindove Tonderai Mo 141 Mr Chindove T Muriel Mine 2 A000028 Dendere Hammond Mo d l Mrs Dendere H Masvingo 3 A000020 Maparnba Brian Mo TAT Mar Mapamba EJ Some School 4 ROSUOO4F Mandoreba Hellen Autenda F JAZ Mar Mandoreba FK 1340 Mandava 5 AOSUOUSY Mlambo Tinashe F JAZ Mar Mlambo GT Mkoba Teacher s B AUSOOUBN Kunzekweguta Juliana F 142 hrs Kunzekweguta LW 13 Humevwood Ay e ROSUOOVE Matonhodze Chancemore Mo TAS Mar Matonhodze FAD Mkwasine Estates aJ AOSO00EY Hove Simbarashe Mo 13 Mr Hopve TY Move Around S AOS0009M Zulu Michael Mo 1 amp 3 Mr Zulu R 26 Kamara Close 10 R030010 Makazi Robert Mo AAT Mirs Makazi FH Masvingo 11 A030011T Nhamo Gwadarniral F AAT har Nhamo K H Building Brigade q2 R030012 Chagonda Respina F AAT Mr Chagonda 0J Munhengeni Close 1a R0300136 Mahada David Moo zz Mires Mahada IG Mount Pleasant Aeon Hosa hdadial hd A hd ee Fish Lk Balaman m e Si 2 oe From the above show results window you can do the following by choosing the appropriate function from the Tools menu Adjust column widths so that they display the full details Export the results to Microsoft Exce
13. the Class Management window 5 Choose the Close button to close the Class Management window 10 To register a new class 1 Select New from the Services menu Your window will change to the one shown below 5 x Services Class Form Teacher Minimum Balance Saye Help Cancel 2 Enter the class which can be up to 6 characters long and must not be the name of an existing class 3 Enter the name of the class form teacher This can be up to 50 characters long and different classes may share a form teacher 4 Enter the minimum balance which should be greater than 0 The box for entering this is divided into two The one to the left 1s for the dollars whilst the one to the right is for the cents You do not need to enter a dollars cents separator in between 5 Choose the Save button After registering a class you will not be allowed to change its name You may however change the Minimum Balance of the caution deposit account and the name of the form teacher To do this 1 Browse to the class whose details you want to change 2 Select Edit from the Services menu 3 Change either the form teacher s name or the minimum balance on the caution deposit account for the class You cannot change the class name 4 Choose Save At some point you may decide to delete a class that is no longer in use To do this 1 Browse to the class you want to delete 2 Select Delete from the Services menu 3 Y
14. the loading of a student s deposit account Once an account has been loaded you can proceed to debit credit or generate a statement of account for the loaded account The primary window for all these is shown below and is accessible by choosing Manage Individual Account from the menu shown above Loading An Account 1 Choose the Load button You will be presented with a window asking for the Student ID of the student whose account you will want to load Load Account Enter Student ID m 29 2 Enter the Student ID in the space provided and then select the OK button 3 The account will then be loaded and the function for debiting crediting and generating a statement of account for that given account will then become available from the Tools menu of the Account window To load a different account choose the Load button Debiting An Account 1 Ifthe account is not already loaded load it 2 Select Debit Account from the Tools menu You will be presented with the fotow mi window Student ID AO30011T Hhamo Gwadarmiral Statement Period Current Balance Minimum Balance 4 000 O0 CA Current Shorttall 4 000 00 Debit Details Reference Amount Reason 3 Enter the reference code of the letter authorising the debit in the Reference box This can be up to 15 characters 4 Enter the amount to be debited in the Amount box noting that the dollars part goes into the left box and the cents go into the right bo
15. 00 Hove Mediel 5 000 00 Kasinamunda Ocean 5 000 00 Makwembere Mara 6 000 00 Kahwa Tinovonga 6 O00 00 AO3001 6 Mateveke Kudzaral 6 000 00 OO OT ee a Net Balance 50 001 32 To perform the analysis 1 Specify the Balance Type from the options provided For example to obtain a list of students whose deposit balances have fallen below the minimums set for their classes select the Shortfall option 2 Select the classes that you would like to include in the analysis Select the Analyse button 4 Optionally print or export the data by choosing the appropriate function from the Tools menu Note that you can also export the SQL used to generate the analysis U9 36 Chapter 8 Mail Merge The Mail Merge facility allows you to write a standard letter from which the system can then generate personalised letters using a query that you specify When you start Mail Merge you will be prompted for a Query Source File This is the file that the system uses to obtain the personalised details There are three possible sources for these files namely gt The SQL files that come with the system and are stored in the SQL folder gt SQL files that you will have written and saved yourself using the Advanced Search utility gt SQL files that you will have created by exporting the Source SQL for searches and balance analysis Before supplying a query file it is often prudent for you to open it using the Advanced Search
16. 8 9 10 11 12 13 14 15 9 10 11 12 13 14 15 13 14 15 16 17 18 159 193 20 2 22 25 24 25 16 17 18 19 20 2 22 16 17 18 1939 20 AT 22 20 21 22 23 24 25 26 26 af 28 29 30 3 23 24 25 26 2 28 23 24 25 26 27 28 29 27 20 29 30 30 3 Hay 2003 June 2003 July 2003 August 2003 1 2 3 1 2 3 4 5 F 1 2 3 4 5 1 2 4 5 6 7 8 9 10 8 9 WW 12 13 4 E 7 8 3 WW 127 3 4 5 E 7 8 9J Wo 13 14 15 16 17 15 16 17 18 19 20 2 dD 14 15 16 Vf 1 amp 8 19 10 11 i 13 q4 15 16 18 19 20 4 22 23 24 22 23 24 25 26 28 20 Al 22 23 24 25 26 17 16 19 20 21 22 23 25 26 27 28 29 30 z3 29 30 27 28 29 30 7 24 25 26 27 28 29 30 3l September 2003 October 2003 Hovember 7003 December 2003 1 2 3 4 6 6 1 2 3 4 1 1 2 3 4 5 JB 7 68 49 10 11 12 13 E E 7 9 10 11 2 3 4 5 amp 7 8 7 8 9 10 11 12 13 q4 15 16 17 18 15 20 12 13 14 15 16 17 15 3 10 11 12 13 14 15 14 15 16 VW 18 19 20 2 22 23 24 245 26 2 19 20 21 2 23 24 2 16 17 185 19 20 Al 22 fl 22 23 24 25 26 2 z0 29 30 26 27 20 29 J30 J 23 24 25 26 2f 20 29 26 29 30 3 1 2 3 30 4 5 E 7 8 9 10 C3 Today 13 07 03 Inserting A Picture Into Your Document 1 Place the cursor where you would like the picture to be inserted 2 Select Picture from the Insert menu 3 Select the picture file you would like to insert from the list of files provided Inserting Another Document File Into Your Current Document 1 Place the cursor where you would like the picture to be inserted 2 Select File from the Insert menu 3 Select the fil
17. EBO mM 55 Rl Times New Roman 72 x BZU F a alez Dear Guardian Title Guardian Surname RE Student ID Surname First Our records indicate that the above mentic min balance for Class the class in which be advised that if this balance is not settled no choice but to hando Eut Eopy D Yours sincerely Paste tio Upper wase Tio Lower Base Insert Field gt Motsi T G an 4 Oh airnere an Student ID Surname First Names Class Guardian Title Guardian Surname Guardian Initials Guardian Address Total Debits Total Credits Balance Minimum Excess ce of Balance on his her deposit imum This gives a shortfall of Ex 03 the School Development Assoc ees you will have to meet 4 b Logged in as Admin 13 07 03 14 38 NUM CAPS SCRL c Select Insert Field from the Mail Merge menu and follow the steps outlined under the first option Previewing The Personalised Letters Before printing the personalised letters you may want to have a look at how they will appear To do this choose the Preview Mail Merge 38 icon from the toolbar This will display a window with a list of all the letters with the personalised details inserted A sample of the window is shown below 43 g Preview Personalised Letters 18 Letters RE RO300016G Chindove Tonderai Our records indicate that the above mentioned student has a balance of 1700 90 CR on his her deposit account
18. Mt Pleasant High School Levy Fees Processing System User Manual BY Tinovimba G Motsi www geocities com tgmotsi Chapter Te Getihe Stared serai et esd sAaesh sates bh dives vneetecele tees l SVEM IR C QUT CICS sare E l W iat tie CD Ine hdi anoe a E eadeeiaeass l Tinstalliie Te SyS eiiean a a T seen eee enone l oe comme Tito THE SYSTE Menes E 3 The smucurc of the Lovy SyS E a T ieee 3 Getting Assistance While You WofFKk cccccccssssessssseecececeeeeeeceeesaesessseseeeeeceeeeees 4 Chapter 2 Conmeurine Mie Sy stents creche cosas eesanaaeecnn oe cece toes 5 Database ISSUES sr cc crseruntanexsuvamesteus sieeve a N E 5 C Ontol ACCESS rnea E E eens ate coeoie weet eae 6 Chapter 3 Students ReCO Sensi A TR RA 10 Manac mo Casses enean e T N a te 10 Reristered oden Sea A canasnienertaderiuanenns 12 Derer biered Sidens reien a a T ests anes 14 Batch Updatna Classes scx etched ae E A 15 Chapter 4 Finding T0fOrmatiO Nesini T AA 16 The Searc MUH aieo E N ease oes 16 The Advanced Search UUN ceneno r a ide ecsesanee aes 17 Using Pattern Matching In Your Searches ccccccccssssseseseseeeeecececeeeeeeaeaas 19 Levy System Database SMUCUTE corries rian a SAAR 20 Chapters Manac mo LEVY PECS yrun n n eee aan ane 22 FC BIS CU cd Ieeiea A A vale Slseatt ponent dee oaelsdoaa vod as 22 Pecs Bo 0 0 6 E een rete ee ee Nene een a ar PP Rn S 23 EE 81828 S S EE E ee eR eee EESE One na ee eet eee ee 25 Recordin Payment ene a en ak we aw ese
19. Registered Fees Fee code Fee Name 5 Levy Account Debits 20 Data Modelling Dictionary Amount Currency PO Fee Name Text 30cc Official title of a Levy Office fee as given on the approving circular ee for the given class several lines of text J K A lid Surname Telephone Number Guardian s Title The guardian s official title e g Prof Account e E Lost text book Receipt Number Reference Code Text 15cc RE BE code of letter from disciplinary committee authorising debit Sex Text lcc Stores the sex of the given student in the following format F M F Female M Male Student ID Text 8cc Unique student identification code structured as follows R 0 1 4 6 2 6 H iN To Check letter Generated by system oo _ Last two digits Of year of registration _ _ _ Fist letter always an R Transaction Date Time Contains time when transaction was transacted Includes date information 21 Chapter 5 Managing Levy Fees Facilities for managing the levy fees are provided from the Levy Fees menu of the Levy System shown below Mount Pleasant High School Levy Office System Students Levies Deposits Balances Help Registered Fees Fees Templates Charge Record Payment Individual Stakement of Account Batch Produce Statements of Accounts Logged in
20. SO013B Mahada David 6 100 00 AR0300145 Hove Mediel 6 100 00 R020015 Kasinamunda Ocean 6 100 00 IN et Balance 36 500 00 To perform the analysis l Specify the Balance Type from the options provided For example to view accrued balances only select the Accrued option 2 Select the classes that you would like to include in the analysis 35 U9 Select the Analyse button 4 Optionally print or export the data by choosing the appropriate function from the Tools menu Note that you can also export the SQL used to generate the analysis Use the Export SQL function as a basis for your Mail Merge jobs that o are explained in the next chapter You can refine the criteria for your AF analysis until it matches the students you would like to send mail to You can also use the window to generate a list of all the students in a given set of classes by selecting All option and balance types Student Deposit Balances The window for this facility shown below is accessible from the Balances menu after choosing Student Deposit Balances This window gives you a summary of students with given balance types from given classes relative to their expected minimum balances Deposits Balance Analysis x Tools Balance Type f All Students Excess f Short Fall Classes Available Classes Selected Settled Student ID Sumame First Mames Balance Gwadariral Chagonda FRespina afadzwa 4 000 00 Mahada David 5 000
21. The min balance for 141 the class in which you student is is 1000 00 CR This gives a shortfall of 700 90 Please be advised that if this balance 1s not settled by Sunday 11 May 2003 the School Development Association will have no choice but to hand over the account to debt collectors whose fees you will have to meet Yours sincerely Mots TG SDA Chairperson gt gt gt gt gt gt gt gt gt gt gt gt gt gt gt gt gt gt gt gt gt gt gt gt New Letter lt lt lt lt lt cccccccccccccccce Producing Personalised Letters To produce your personalised letters simply choose the Produce Personalised Letters 38 icon You will be shown a progress bar as the letters are produced If the source query is complex the system might take a little while before displaying the progress bar Please be patient Viewing The Query Source If for some reason you want to see what the source query you just specified contain choose View Query Source from the Mail Merge option This maybe particularly useful when the system presents you with a list of field names that you did not expect Starting A New Session A mail merge session is based on a single SQL file If at any point you decide that you want to use a different SQL file you must start a new Session To do this choose New Session from the Mail Merge menu 44
22. abase provided you know the SQL required for the query For the database table structure consult the section below The dialect of SQL that is used in the Levy System is the same as the one that is used in Microsoft Access and as such any Access User or Developer s manual will more than adequately cover the subject A set of sample queries has been provided for you in the SQL subfolder of the Levy System and you can modify these if you need to You can also generate SQL by exporting the source SQL generated by the following facilities within the library system gt Search gt Deposit Balance Analysis gt Levy Balance Analysis ii Advanced Search x Tools ios s of Logged In as Admin 7 9 2008 7 31 Pe NUM cars SCRL g 17 The main search window pictured above allows you to manage your SQL files by saving and opening them later The following is a summary of what the functions provided under the Tools menu of the main window do Menu Item Remarks Erases the query window allowing you to start working on a new query Open SQL File Opens a previously saved SQL file Save SQL File Saves the currently displayed SQL file under its current filename if it already has one Save SQL File As Saves the displayed SQL file under a different filename Presents the search results for the displayed query Print SQL Prints the displayed SQL file text Viewing Query Results After entering your SQL or opening a
23. are available from the Students menu of the Levy Management System Mount Pleasant High School Levy Office i System Students Levies Deposits Balances Help Classes Batch Update Classes Registered Students Deregistered Students Search Logged in as Admin 7 8 2003 7 03 PM NUM CAFS Managing Classes Before you can register new students you must have some classes registered Once registered you can view edit and delete any given class from your list of classes Note however that you cannot deregister a class 1f it still has some students in it To access class management facilities select Classes from the Students menu You will be presented with the following window ES Classes 0 x Services Class It Al Form Teacher Mrs Murombo Minimum Balance 1000 m lt lt Previous Next gt gt Close To browse through the classes 1 Choose the Next button to view the class that occurs after the currently displayed class If the class you are viewing is the last you will be given an option to jump to the first class 2 Choose the Previous button to view the class that occurs before the currently displayed class If the class you are viewing 1s the first you will be given an option to jump to the last class 3 To jump to the last record select Jump To Last from the Services menu of the Class Management window 4 To jump to the first record select Jump To First from the Services menu of
24. as Admin 7 10 2003 21 3PM NUM CAPS ls CPI Registered fees Adding A New Fee Before you can use any fees you must register them To do this 1 Choose Registered Fees from the menu shown above You will be presented with the following window x Dinner Dance Lewy General Lewy Magazine Lewy Froject Fund Registration Fee Report Book Fee School Bus Fund Science Levy seb 2 Select the New Fee button I You will be presented with following window Enter the official title of the fee OK Cancel m 22 3 Enter the official title of the fee in the space provided and then choose the OK button Note that this name must be unique 1 e there must not be an existing fee with the same name If the above is successful you will be returned to the main window which will now have the just added fee in its list Removing A Fee With time you may come to no longer need a particular fee In such a case you may find it worthwhile to delete such a fee so as to minimise clutter within your system Note however that you can only delete a fee that is not in use by any student account or template If you attempt to delete a fee that will be in use the system will deny your request To delete a fee 1 Select it from the list of fees in the Registered Fee window 2 Choose the Delete Button which is the one with the bin on it 3 You will be prompted to confirm the deletion choose Yes
25. e you would like to insert from the list of files provided Mail Merge Functions Merge Fields A merge field is a label instructing the system to insert a personalised detail at the position in the document at which the merge field is For example in the sample letter show at the beginning of this chapter there is a merge field for the address represented by Guardian Address This label is in fact an instruction to the system to replace Guardian Address with the contents of the Guardian Address column in the result of the query specified in the source SQL file that you supply when you are starting a merge session To insert a merge field 1 Place the cursor where you would like the personalized detail to be inserted 2 Do one of the following a Click the insert merge field icon ec and select the field you want from the list that will be provided from a window looking like the one 42 shown below You select by either double clicking the field in the list or clicking the field and then the OK button y Insert Merge Field OF x Student IL Sumame First Hames Class Guardian Title Guardian Surname Guardian Initials Guardian Address Total Debits b Press the right button of your mouse You will be presented with a pop up menu from which you can then select the field you want a Mail Merge C Tino s Folder Levy System Code Letters sample letter rtf System File Edit Format Insert MailMerge Help D S S
26. ew user 1 Choose Create New Account from the User Management Tool s Tools menu You will be presented with the following window Y Create New User Account x User Hame Password Re enter Password Create Help Cancel 2 Enter the name you will want the user to use log into the system in the User Name box This name can be up to 30 characters long and include spaces though you will probably want to keep it short It must also be unique Once assigned a username can only be deleted it cannot be changed in any other way 3 Enter the password for the user in the two password boxes The user will be able to change this password when they log in 4 Click the Create button 5 The username will be created and added to the list of user names displayed in the User Management Tool Changing User Access Rights When you create a user account the user of that account will only be allowed to look at the information in the database They will not be in a position to change it in any way To allow the user to carry out operations that will modify the contents of your database 1 Select the user s username in the User Management Tool 2 Select Change User Rights from the User Management Tool s Tools menu You will be presented with the following window 2 User Access Rights Mafuya Gerald T Balance Analysis fies Students Levy Accounts Allow the user to do the following I Create New Classes J Cha
27. following window Load Lery Statement x Student ID Start Date aie Januar 01 2003 End Date Friday July 171 2003 X Help Cancel 2 Enter the Student ID in the space provided 3 Enter the date from which you want details of the statement by selecting from the calendar that you will be presented with when you click the arrow on the Start Date list 4 Enter the last date of the statement 5 Choose the Load button Once the statement is loaded you can export and print it by choosing any of the functions listed under the Tools menu To view the statement of another student select the Load button again Batch Producing Statements of Accounts In your statement production you will come across times when you will need to print a whole batch of statements of accounts in one go A typical application area of this is at the end of each term To avoid the cumbersome task of loading each statement and printing it in turn the levy system provided you with a convenient facility for producing an entire batch of statements of accounts in one go This facility if provided Zt from the window shown below that you can access by choosing Batch Print Statements of Accounts from the Levies menu Batch Print Levy Statements of Accounts x Start Date Wednesday January 01 2003 End Date Friday July 11 2003 Balance Type All Students Prepaid C Accrued C Settled Classes Availab
28. he filename in the window that appears Note that this filename must not be the same as that of any other file on your system 7 Start the installation by clicking on the button with the computer on it f F 8 Follow the onscreen instructions If the installation is successful you will be presented with the following message Levy Office System Setup x Levy Office System Setup was completed successfully Logging Into The System To ensure that only those who are authorised to use the system are the ones who gain access to it the Levy Processing System requires everyone to log on When you start any of the system components you will be presented with the following screen User Name Password To log on 1 Enter your username To log in as an administrator you must use the username Admin The administrator allocates user names and passwords 2 Enter your password 3 Click on the Log In button The structure of the Levy System The levy system comprises 4 components Each of the components is accessible from the Levy Office System program group The components in summary are as follows Components Remarks Administrative e Used to configure the system Console e Can only be used by the administrator e Explained in Chapter 2 Advanced Search e Used to execute SQL e Explained in Chapter 4 Mail Merge e Used for automatic mailings e Explained in Chapter 8 Levy Office System e Forms the bulk of the system
29. it characters like c and 7 Choose the Save button 13 Once a student is registered you can change all of his her details save for the Student ID by doing the following 1 Browse to the record of the student whose details you want to change 2 Select Edit from the Services menu 3 Change the details you want to change 4 Choose Save A student once registered becomes a permanent member of the system 1 e you cannot delete student records You can however deregister a student which is a way of telling the system that the student is no longer learning at the school For a student to be deregistered he she must have a balance of 0 00 in both his her Levy Fees and Caution Deposit Accounts If the student record satisfies the above condition you can proceed to deregister the student by doing the following 1 Browse to the record of the student you want to deregister 2 Select Deregister from the Services menu 3 You will be prompted to confirm the Deregistration Choose Yes to deregister the student 4 If the student s fees accounts are no longer active he she will be deregistered and you will be given a confirmation message to that effect Once deregistered you can access the former student s record and reregister him her through the Deregistered Students window as explained below Deregistered Students The records of deregistered students cannot be edited in any way Basically all you can do is look at the records
30. l Export the results to a generic format understood by all spread sheets Adjust the row height For example you can instruct the system to display 4 lines of text for each record so that you can view the addresses clearly VVV YV Addresses do not export well to the generic format You will probably d get a better result if you export to the Excel Format and then try to import the results from the excel file into your spreadsheet program 18 Using Pattern Matching In Your Searches You use wildcard characters as placeholders for other characters when you are specifying a value you want to find and you gt Know only part of the value gt Want to find values that start with a specific letter or match a certain pattern In the Search and Advanced Search utility you can use the following characters to find such field value Character Deni G Matches any number of characters wh finds what white and It can be used as the first or last character in the character string Matches any single alphabetic B l finds ball bell and bill character Matches any single character B ae ll finds ball and bell but within the brackets not bill Matches any one of a range of b a c d finds bad bbd and characters You must specify the bcd range in ascending order A to Z not Z to A Matches any single numeric 1 3 finds 103 113 123 character Matches any character not in the b ae ll finds bill and bull but brackets not be
31. le Classes Selected To print an entire batch of statements of accounts l L gt Select the start date for each statement Select the end date of each statement Specify the balance types you would like to print For example if you only want to send statements to those who are in arrears select the Accrued option Select the classes for which you would like to generate the statements To do this select the class you want to move from one of the lists to the other and then press the arrow with the same direction as the intended move The arrows with the As above them move all the items from one of the lists to the other Select Print Clicking the print button more than once will result in the Levy System printing multiple copies of each statement Therefore if your machine is a bit slow and the system appears not be responding give it about 10 seconds before clicking the button again 28 Chapter 6 Managing Deposit Accounts Managing An Individual Account Facilities for managing deposit accounts are provided via the Deposits menu in the Levy Office window shown below Mount Pleasant High School Levy Office System students Levies Deposits Balances Help Manage Individual Account Batch Produce Statements Logged in as Admin 12 07 03 2347 NUM cars SCRL ve Save for the batch printing of deposit statements of accounts outlined below all deposit account management tasks must start with
32. ll Notes gt Wildcard characters are meant to be used with text data types although you can sometimes use them successfully with other data types such as dates if you don t change the Regional Settings properties for these data types gt When using wildcard characters to search for an asterisk question mark number sign opening bracket or hyphen you must enclose the item you re searching for in brackets For example to search for a question mark type If you re searching for a hyphen and other characters simultaneously place the hyphen before or after all the other characters inside the brackets However if you have an exclamation point after the opening bracket place the hyphen after the exclamation point If you re searching for an exclamation point or closing bracket you don t need to enclose it in brackets gt You can t search for the opening and closing brackets together because the Microsoft Jet query system interprets this combination as a zero length string You must enclose the opening and closing brackets in brackets 19 Levy System Database Structure Table Structure 1 Students Student ID Surname First Names Sex Guardian Title Guardian Surname 2 Deregistered Students Student ID Surname First Names Date Deregistered Guardian Title Guardian Surname Guardian Initials Guardian Address 3 Classes Class Form Teacher Minimum Balance 4
33. ndow is accessible from the Balances menu by choosing Fee Class Analysis After doing this you will be presented with the following window Fee Class Balance Analysis x Tools Start Date Wednesday 1 January 2003 End Date Sunday 13 July 2003 z Details Amount To obtain the balance analysis gt Specify a start and end date gt Choose the Analyse button 34 The summary will contain the following details gt Deposit Analysis Current shortfall Current excess Current net excess or shortfall Current total credits Current total debits Current Total Minimum Balances Duration Credits Duration Debits gt Levy Payments gt Total payments over period gt Current Accruals gt Current Prepayments gt Levy Fees Charged For each fee and total fees charged VV VVVVV V Once the summary has been loaded you can then export or print it by choosing the appropriate function from the Tools menu Student Levy Balance Analysis The window for this facility shown below is accessible from the Balances menu after choosing Student Levy Balances This window gives you a summary of students with given balance types from given classes L Levy Fees Balance Analysis x Tools Balance Type Classes Available Classes Selected All Students Prepaid Accrued JAZ 141 ane Settled Student ID Surname First names Credits Balance A030002 Dendere Hammond 9100 00 ROSU0030 Mapamba Briar 3100 00 RO
34. nge Class Details If Remove Classes W Batch Update Classes Save Help Cancel 3 Go through each tab and mark the services that you would want the particular user to have access to 4 When you are through choose Save Deleting A User Account At some point in time you may decide that a particular user should no longer have access to the system To implement this decision you must delete the user account To do this 1 Select the user s User Name from the list of user in the User Management Tool 2 Select Delete Account from the Tools menu of the User Management Tool 3 You will be prompted to confirm the account deletion Choose Yes to delete the account Changing A User s Password Any user can change his or her password from any of the components of the Levy system To do this 1 Log into one of the components of the Levy System 2 Select Change Password from the first in the component s main window You will be presented with the following window A Change User Password User Hame Motsi Tinovimba G Curent Password New Password FO Re enter Password Po Save Help Cancel Enter your current password in the space provided Enter the new password you wish to use Re enter the new password in the space provided Choose the Save button a ae Chapter 3 Students Records Students records comprise classes registered students and deregistered students The facilities for managing these
35. om the list provided The list provides the following search items gt Student ID gt Student s Surname gt Student s First Names gt Student s Class gt Student s Guardian s Surname 2 Enter the search item which can include pattern matching characters as to the guidelines in the following section 3 Choose the Search Button You will be presented with the following results window oi Search Results First Names ra Tools Student lO Surname First Names Class Sex Guardian s Surname 1 A030011T Nh hamo Gwadamiral 24 F hamo e AUSUUUSY Hove simbarashe TAS MOP Ye mms S ROS0001G Chindove Tonderal 141 Mo Chindove Print 16 4 Apart from looking at the results you can do any of the following by selecting the corresponding function from the Tools menu of the Results Window gt Export the Source SQL for use in Advanced Search or Mail Merge gt Export the results to a Microsoft Excel spreadsheet gt Export the results to a generic spreadsheet format gt Print the results When you export the information you will get extra information like full Ae Guardian details This is particularly useful for Mail Merge operations Try it out The Advanced Search Utility The Advanced Search Utility shown in the diagram below allows you to execute queries on the database for as long as those queries do not seek to modify data This utility will allow you to find any information you may want from the dat
36. ont Font Font style Size Cancel Times New Roman T Trebuchet MS F Tw Cen MT F Tw Cen MT Condense Bald Italic F Tw Cen MT Condense Verdana l F Verdana Ref T AaBb Yyctz Effects T Strikeout T Underline Color Black Script Westem Thiz is a TrueType font This same font will be used on both WOU printer and Your screen 3 Select the options you want Note that the window your operating system presents to you may look a bit different 4 Choose OK Alternatively you can use the toolbar formatting functions To find out what each does place your mouse over its icon for about 3 seconds Changing Case You can change any selection of text to all capitals or small letters To convert a selection into all capitals select the capitalise A icon For the reverse use the To Lower Case Aa option Inserting a Date Into Your Document 1 Place the cursor where you want the date to be inserted 2 Select the Insert Date icon 3 You will be presented with following window Double click the date you wish to include To insert a date not displayed in the calendar use the buttons in the top left and right corners to browse to the calendar for the year you want 4 Ta Calendar Insert Date a January 2003 February 2003 March 2003 April 2003 2 30 HA 1 2 d3 4 1 2 3 4 J 5 6E 7 amp 9 10 11 2 3 4 5 E 7 8 2 3 4 5 E 8 E 7 8 9 10 11 Te q2 13 14 15 16 17 1
37. ou will be prompted to confirm the deletion Choose Yes to delete the class 11 Registered Students After registering some classes you can then move onto record the details of students within your school Facilities for managing registered students are provided from the Registered Students window To access this window select Registered Students from the Students menu You will be presented with the following window O x Services Student ID i O30004F Surname Mandoreba First Hames Heler Autenda Jer Female uf Class faz Guardian s Details Title Mr Initials P k Sumame Mandoreba Address 1340 Mandava vishavane Telephone Mo 051 3296 Hext gt gt Close To browse through the students records gt Choose the Next button to view the student record that occurs after the currently displayed student record If the record you are viewing is the last one you will be given an option to jump to the first student record gt Choose the Previous button to view the student record that occurs after the currently displayed student record If the record you are viewing 1s the first one you will be given an option to jump to the last student record gt To jump to the last record select Jump To Last from the Services menu of the Class Management window gt To jump to the first record select Jump To First from the Services menu of the Class Management window gt To jump to the record of a specific s
38. rocess to enter more individual fees gt Removing a fee from the list a Select the fee you want to remove from the list of fees b Click the Remove Fee icon gt Removing all the listed fees at once a Select the Clear Fees button 3 Select the Charge button Recording Payments Facilities for crediting accounts are provided through the Record Payment window shown below To access this window select Record Payment from the Levies window iok Student ID Receipt Number Amount Doo Co Credit Help Close To record a Levy payment 1 Enter the Student ID of the student concerned 2 Enter the receipt number issued to the student in the space provided 3 Enter the amount with the dollars part going into the left box and the cents part into the right part Note that there is no need to enter a separator in between the two 4 Select the Credit button 5 You will be prompted to confirm the credit Choose Yes to credit the account 26 Individual Statements of Account You can view an individual student s statement of account by using the window shown below To access this window choose Individual Statement of Account from the Levies menu You will then be presented with the following window fed Individual Statement of Account Tools Student ID Name Class E Load Statement Period E Balance Owing To load an account 1 Click the Load button You will be presented with the
39. se for you but for various operating system related problems this may fail If this happens then you must manually configure the system database before you can use the system You have various options with regards to how you go about this and these are detailed below Installing The Sample Database To assist you in learning the system the Levy Processing System comes with a sample database that you can play around with until you are confident enough to start using system within your school To install this sample database 1 Choose Install Sample Database from the Administrative Console s Admin menu You will be presented with the following window at Install Sample Database l _ Oo x Database Location Install Database Help Cancel 2 Click the white box labelled Database Location and you will be presented with an ordinary Save As dialogue box Specify the filename that must not be the filename of a file that already exist Choose Save You will be returned to above shown window 5 Click the Install Database button If the sample database is installed successfully you will get a message to that effect rae td Installing A Blank Database After you have tried out the sample database you can then install a blank database into which you can enter the data that exists within your school environment The steps for doing this are as follows 1 Choose Install Blank Database from the Administrative Console s Admin menu
40. te 3 gt Enter the name of the template ok The length of this name must not exceed 30 characters K Cancel m 3 Choose the OK Button Note that the new template s name must be unique and that it can be up to 30 characters long Deleting A Template 1 Select its name from the list of templates 2 Choose the Delete Template icon Inserting A Fee Into A Template 1 Select the template from the list provided you will be presented with the following window i Insert Fee Fee Name Amount Insert Fee Help Cancel 2 Select the fee name from the list provided 3 Enter the amount by inserting the dollars part into the box to the left and the cents part into the box to the right There 1s no need to enter a separator 4 Select the Insert Fee button Deleting A Fee From A Template 1 Select the template from the list provided by clicking on it 2 Select the fee you wish to delete by also clicking on it 3 Click the Delete Fee icon 24 Charging Fees This facility is accessible by selecting Charge Fees from the Levies menu of the Levy System The window provided by the facility is shown below Levy Fees Charge Individual Charge Option Student ID Batch Change Batch Charge Option Class Preview Targets Load a Template of Fees Insert A Fee Into The List Remove A Fee From The List Clear Fees List To perform a debit do the following 1 Decide on the debit target s
41. tegy useful when doing your batch updates 1 Create a class for all the outgoing Form 4 s e g F4 LV 2 Create a class for all the outgoing Upper Six Students e g U6 LV N 3 Move the students in all the form 4 classes to F4 LV 4 Move the students in all the Upper Six classes to U6 LV 5 Start moving the rest of the student starting with the most seniors e g starting with L6 Sc to U6 Sc and ending with F1A1 to F2A2 15 Chapter 4 Finding Information The levy system provides you with two facilities for looking up the information stored in your database The first is pretty straightforward and is built around the Search utility The Search utility is simple and probably adequate for most of your needs However once in a while you will probably want to burrow to the heart of your database to get some information that is not available in the utilities provided within the Levy System To do this you must use the Advanced Search utility which is however a bit more complex as it requires knowledge of the Standard Query Language The two utilities are outlined below in detail The Search Utility The search utility is accessible from the Students menu of the Levy System when you choose Search Also unlike most f the windows in the system you can keep it open whilst working on something else The search window is shown in the diagram below Search ltem Search String Hoo cee To run a search l Select the search item fr
42. the Excel 95 format ple ea i What the CD Includes The installation CD includes the following An installation program for the system The System Development Manual MS Word 2000 and PDF formats The User Manual MS Word 2000 and PDF format Windows 2000 Service Pack 3 Adobe Acrobat Reader 5 0 Microsoft Word Viewer for Word 97 2000 System Source Code Visual Basic 6 0 aC ae a Installing The System In the following section it is assumed that your CD ROM is on drive D If this is not the case then substitute you CD ROM drive letter in the appropriate places Please note that if you are installing on a Windows 2000 machine you must first install Windows 2000 Service Pack 3 The installation file for WSP3 is included on the CD ROM under D W2KSP3 Do not install the service pack unless you are absolutely sure that your machine does not already have WSP3 or any other later version of the Windows Service Pack Also the Service Pack is meant for Windows 2000 only Installing it on any other operating system will cause unpredictable results with the worst case scenario of a total loss of ALL the data on your computer To install the Levy Processing System 1 Close any applications that you maybe running 2 Insert the CD into your CD ROM drive 3 Run D Setup exe you will be presented with the following screen Levy Office System Setup 2 Levy Office System Setup e2 Welcome to the Levy Office System installation program
43. tuality that will damage your database This could arise from anything ranging from a power cut to a hardware failure As such you should implement a reasonable backup policy to safeguard your data In the event of the database becoming corrupt you can ask the Levy System s Administrative Console to attempt to repair the database To do this choose Repair Optimise Database from the Administrative Console s Admin menu It 1s however unlikely that the database will be fully recovered and as such you should depend more on your backups Controlling Access The Levy System has been designed with security in mind One of the ways in which it protects the system is by maintaining a list of users who can log into the system with only the permissions to do that which they have been allowed to do The security policy is managed using the User Management facility in the Administrative Console To start the User Management tool choose Manage User Accounts from the Administrative Console s Admin menu All of the procedures detailed below are based on the assumption that you will already be in the User Management Tool that is shown below 74 User Accounts x Tools ape rte Hats Tinovimba G Setting Up User Accounts This will be your first step towards a security policy A user account 1s a definition of a user with regards to gt The name they use to log on User Name gt Password gt What they are allowed to do To create a n
44. tudent select Jump to Record from the Services menu and then enter the Student ID of the student to whose record you want to jump gt Choose the Close button to close the Class Management window 12 To register a new student 1 Select New from the Services menu Your window will change to the one shown below The student ID will be automatically generated for you Please note it down Services Student ID pow o Sumame Po First Names FO Sen Feme sts Class S Guardian s Details Title Initials Surnarn Address Telephone Mo 2 Enter the student s surname which can be up to 20 characters 3 Enter the First Names which can be up to 30 characters in combined length including any spaces separating them 4 Select the sex of the student from the list provided 5 Select the class of the student from the list provided If the class you want is not in the list then register the class by following the instruction under Class Management 6 Enter the Guardian s details comprising a A title which can be up to 6 characters long e g Prof b The initials which can be up to 6 characters long e g J K c The surname which can be up to 20 characters long d The postal address for use in mailings which can be up to 150 characters long and include more than one line To start a new line in the address press the Enter key e A phone number which can be up to 20 characters long And include non dig
45. ust one go then select the Replace All button To replace items one by one a Click the Replace button If a match is currently selected the system will replace that single occurrence If there is no match selected the system will find the next match select it and replace it the next time you click the Replace button b If you come across an occurrence that you would like to skip over without replacing select Find Next when it is selected c Youcan stop replacements at any time by choosing the cancel button Cutting Copying and Pasting The Levy system provided standard cut copy and paste functions for text gt To copy some text select the text and then select the copy icon from the toolbar 2 The keyboard shortcut is Ctrl C gt To cut some text select the text and then select the cut icon from the toolbar ds The keyboard shortcut is Ctrl X 40 gt To paste some text place the cursor where you want the text to be inserted and then select the paste icon from the toolbar 4 The keyboard shortcut is Ctrl V These functions may work with pictures but this 1s not guaranteed To get reliable results with pictures use the keyboard shortcuts instead Dealing with Fonts The document formatting used in the mail merge facility supports several fonts font sizes and text effects like colour and underlining To use these formatting facilities 1 Select the Fonts icon 7F 2 You will be presented with the following window F
46. utility so that you can be assured that it returns the records that you want Once you have specified the source query file you will be presented with the following window a Mail Merge System File Edit Format Insert MailMenge Help D g BS ea a g b RAAE Times New Roman i2 BE 7 U p ak AA Logged In as Admin 13 07 03 01 08 NUM cars SCRL g The above window is a typical document editor with added features for mail merge processing You will find that you will be able to perform most of the functions you will need by selecting the toolbar buttons To find out what a particular toolbar button does place the mouse pointer over it for about 3 seconds and you will get a tool tip Text Editing Functions After you have specified the source SQL file you must then supply a document giving the standard letter To do this you can either type a new letter or open an 37 existing one which you can modify if you wish before you run the mail merge The editor supports several file handling and document formatting functions To get a feel of what a standard letter looks like have a look at the sample provided in your Letters folder that is also reproduced below F AEN Merge C Tino s Folder Levy System CodetLettersisample letter rtf System File Edit Format Inger MailMenge Help D ng SB oe Mm wa B E Times New Roman j2 H si U JF aa n Dear Guardian Titles Guardian Surnames
47. w like the one shown below 31 RO30001G Chindove T onderai 1 000 00 CR 700 90 01 Jan 2003 Opening Balance 16 Apr 2003 Deposit Dep 16 Apr 2003 Deposit _dep6 16 Apr 2003 Deposit dep 18 Apr 2003 Damaged Lab Equipment DC 03 03 198 18 Apr 2003 Deposit _DepQ123 13 Jul 2003 Closing Balance 4 You can then proceed to print or export the statement of account by choosing the appropriate option from the Tools menu of the Statement window 32 Batch Producing Statement of Accounts In your statement production you will come across times when you will need to print a whole batch of statements of accounts in one go A typical application area of this 1s at the end of each term To avoid the cumbersome task of loading each statement and printing it in turn the levy system provided you with a convenient facility for producing an entire batch of statements of accounts in one go This facility if provided from the window shown below that you can access by choosing Batch Print Statements of Accounts from the Deposits menu Batch Print Deposit Statements of Accounts Start Date Wednesday 1 January 2003 End Date Sunday 13 July 2003 v Balance Type All Students Prepaid Accrued C Settled Classes Available Classes Selected Ba Sa Help To print an entire batch of statements of accounts 6 Select the start date for each statement
48. x There is no need for a separator in between 5 Enter a short description of the case responsible for the debit in the Reason box This can be up to 30 characters 6 Select the Debit button to process the debit Crediting An Account 1 Ifthe account is not already loaded load it 2 Select Credit Account from the Tools menu You will be presented with the following window 30 Student ID StatementPeriod Current Balance Minimum Balance Curent Shortfall Payment Details Receipt Number 3 Enter the receipt number of receipt issued with respect to the payment in the Receipt Number box This can be up to 15 characters 4 Enter the amount to be credited in the Amount box noting that the dollars part goes into the left box and the cents go into the right box There is no need for a separator in between 5 Choose the Credit button Generating A Statement of Account 1 Ifthe account is not already loaded load it 2 Select Statement of Account from the Tools menu You will be presented with the Co orm window Student ID RO30011T Nhamo Gwadamiral Statement Period Current Balance Minimum Balance 4 000 CH Curent Shortfall 4 000 00 Start Date Wednesday 1 January 2003 z End Date Sunday 13 July 2003 T Help Cancel 3 Select the start and end dates of the statement of account from the lists provided and click the Load button You will then be presented with the statement in a windo
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