If you can not find an answer here contact Full Contact Software for assistance. Our priority is supporting both our existing clients and prospective clients.
The computing and business environment we operate in can be quite complex at times and so problems can arise from time to time.
Or you may have a business requirement and are not sure how this can be met, we are always happy to receive your feedback, questions or suggestions.
Frequently Asked Questions
When you view or print barcodes they appear incorrectly, as numbers or characters.
The install program has placed the font file in the correct folder however it has not correctly installed.
1. Choose "Start - Settings - Control Panel" Or In Windows XP, choose "Start - Control Panel".
2. Double-click the Fonts folder. Select the "3 of 9 Barcode" Font by clicking on it.
3. Choose "Edit - Copy" to copy the file. Go to the desktop or another location, "Right click mouse - past" to place a copy of this file in a location to install from.
4. Return to the Fonts folder. Choose "File - Install New Font".
5. Locate the font to install. In the Drives list, select the drive and the folder containing the fonts you want to install.
6. In the Folders list, select a folder that contains the fonts you want to install. (Make sure you have unzipped them first.) The fonts in the folder appear under List of Fonts.
7. . Select the "3 of 9 Barcode" font to install.
8. To copy the fonts to the Fonts folder, make sure the Copy fonts to the Fonts folder check box is selected.
9. Click OK to install the font.
When you try to insert a picture nothing happens.
You have the 'use Microsoft Photo editor option selected but this program is not installed.
1. There are two ways to resolve this problem.
2. Install Microsoft Photo Editor (NOTE: Photo Editor was replaced by Picture Manager in Office 2003, this does not provide an interface that can be used for inserting pictures.)
3. Go to "Start - Settings - Control Panel" Or In Windows XP, choose "Start - Control Panel".
4. Use Add Remove programs option.
5. Select Microsoft office and update install.
6. Locate Microsoft Photo editor and install it (this is under accessories).
7. Unselect Photo Editor as the default tool to insert pictures.
8. Go to "File - Options" and select the "Student Pics" tab.
9. Uncheck the Use Microsoft Photo Editor to edit student pictures option.
10. If you have the view student screen open close it and reopen it.
11. When you now select yes to insert picture is will give you a list of objects / programs to use to insert. Select 'Bitmap Image' or the type / program you wish to use to manage pictures.
12. The third option is to paste from the clipboard.
13. Start the program or utility you wish to use to manage student photos.
14. Copy the picture you wish to insert into the clipboard.
15. Open the view student screen, right click in the picture area then hold the
NOTE: ensure you reduce student pictures to the size of the box they insert to or they will make your database grow very quickly. A correctly sized picture will change size only marginally if you click on it once inserted.
When you try to install SMS components on a PC running Microsoft VISTA it does not install.
Security settings on VISTA prevent these components installing.
1. To install SMS components on vista:
2. Log on as administrator
3. Go to control panel
4. Switch to classic view
5. Select “User Accounts”
6. Select “Turn user Account Control on or off”
7. Uncheck the “Use user Account Control” check box
8. Restart your computer
9. Run install again.
The software we provide is a great tool but to get the most out of it you need to have effective processes as well. We will be adding more processes to this site over time. If you have a business process that works well for you and you would like to share it, then please email us the details.
- There are many ways to manage promotions. The following process enables you to schedule students for promotions ahead of time. Ensuring they always have goals to work towards.
- Enter promotion dates in the "Grades - Promotions" screen, enough in advanced that you can schedule all students for their next promotion.
- When a new student joins, schedule their first promotion using "Grades - Scheduled Promotions", they now have a goal to work towards.
- If you are using the class entry module they will be reminded of this every time they log their classes. For younger children they get very excited by this and seeing the classes go up, weeks go down, but it’s positive reinforcement for everyone.
- Two weeks out print out a report of all those scheduled for the promotion "Grades - Promotions - Report Students Attending".
- Anyone who is not going to be ready speak with and reschedule using "Grades - Scheduled Promotions".
- Print promotion invitations from "Grades - Promotions - Promotion Invitations".
- Students collect these, correct any details that have changed eg. email or phone numbers and return with payment.
- Payment is recorded through "Grades - Scheduled Promotions" and any changes are entered via "Student - Alter Student" ensuring your records are always accurate.
- Students do promotion.
- Promote students using "Grades - Promotions - Promote students attending" select "Yes" to "Do you wish to review students proposed promotions also", for each student you can then schedule their next promotion as you grade them.
… the process continues …
Some of the added benefits of this sort of process is that you will then be able to see in "Finance - Fees Income Projection" the income you will be receiving from promotions. It will also ensure students are not overlooked, as your school grows bigger tracking large numbers of students can be difficult if you do not have an effective process. This process also gives you a review point when you can follow up those whose performance may be falling.
For this we highly recommend the use of the class entry module. The following procedure explains how to do this.
1. Ensure initial data set up is complete. You need to have classes and students set up.
2. Print student cards / barcodes. Go to screen "Student - Student ID Cards". This screen gives you several options for printing student cards. 3. Select students to print cards for, there are several criteria you can use to generate a list of numbers or select the edit option to enter them manually.
4. Ensure the title for the card is entered correctly and you have the background / logo file required selected. A sample of how the card will appear is shown.
5. If the barcode is not displaying correctly this will indicate the barcode font has not correctly been installed. See Barcode font not installed.
6. Print cards or barcodes. When printing barcodes or student cards for scanning you must ensure good print quality, poor quality barcodes will not scan. It is recommended you use either a laser printer of photo quality paper with an ink jet printer.
7. Connect scanner to computer. Follow instructions specific to scanner you have purchased to connect and install any required software. Scanner must be able to read 3 of 9 barcode, also referred to as code 39. .
8. Transfer Data to Class Entry Module. If you are using the class entry screen in the main module you will not need to do this.
-----If both the class entry and main module are on the same computer or there is a network connection between the two then: Choose "File - Data Synchronise". Enter the location of the class entry module in the Student Entry Location, double click in entry box to show dialog box to locate. Note network paths are entered as computersharefolderClassEntry.mde. Click "Full Synchronize" to send student details.
----If no network connection and on different computer. Choose "File - Export Member Data". In the dialog box select the location to send data to. This may be a CD, floppy drive, flash driver or any other media device you have set up to write to. If you want to send a standard message enter or change when prompted to do so. A dialog box will appear to indicate operation has completed and number of records sent. Now transfer media to Class Entry computer. From the menu choose "Import Data". Then locate file trans.mdb on media used to transfer file and click Import.
9. Choose "Alter Display Criteria" on the Class Entry module main menu. Note Entry screen automatically opens when you start Class Entry module, close this screen to access main menu. Make sure that the "Display Classes at" entry box has the correct location, select this from the drop down list of locations to make sure it is valid (note any time you install or reinstall the class entry module these options must be set). Enter the remaining options as per your requirements.
10. Choose "Screens - Display Options" to further configure class entry module if required. The screens under this option allow you to use pictures to represent classes, sounds to confirm entry or warn of over due fees.
11. Open Class Entry screen and scan barcode. If classes you are expecting do not appear, check student / class grades and age groups, also check class times and time range for displaying classes, also check time and date on computer, as well as location of class and location set in class entry module. Problems with classes not displaying can always be traced back to these issues.
12. Transfer Attendance Data to Main Module. If you are using the class entry screen in the main module you will not need to do this.
----If both the class entry and main module are on the same computer or there is a network connection between the two then: Choose "File - Data Synchronise". Enter the location of the class entry module in the Student Entry Location, double click in entry box to show dialog box to locate. Note network paths are entered as computersharefolderClassEntry.mde. Click "Full Synchronize" to both send student details and transfer back attendance details.
----If no network connection and on different computer. On the Class Entry module choose "Export Data". In the dialog box select the location to send data to. This may be a CD, floppy drive, flash driver or any other media device you have set up to write to. Now transfer media to Main computer. On the main module choose "File - Import Attendance Data". Then locate file and click Import.
Go to screen "Housekeeping - Customize". This screen is used to create custom data fields.
bullet Select the screen you wish to create field for from the drop down list of screens.
bullet Any custom fields that exist for this screen will now be displayed in the field list as well as formatted in the sample display.
To create a new field click "Add New Field". Note: you must not have any other screens open at this time or creation of Field may fail. If this happens delete field and start again.
You will then be prompted "Enter numeric ID for field" this number will determine the position of the field in the list.
You will then be prompted for "Display Type" enter the number of the display type you wish to use:
1 - Text box will create a standard entry box
2 - Combo box will create a drop down list
3 - Check box will create a tick box
You will then be prompted for "Data Type"
1 - Integer, you will only be able to enter whole numbers 1,2,3, ect.
2 - Double precision, you can enter decimals eg. 34.75
3 - Currency, data will be displayed as currency.
4 - Date, data will display as a date.
5 - 255 String that length, this data displays as a string, if you enter 5 you will be able to enter a maximum of 5 characters. If you enter 200 a maximum of 200, the longest you can create is 255.
A new field is now created. You can then enter the other formatting details in the provided fields:
Width, if you enter 100% this gives you a full width field.
Caption, this is the text to display above the field.
Help tip, this will display if the mouse is held above the field.
Format, you can enter an access format string to control format (advanced users only).
If you make an error or wish to alter data stored you can use the "Delete Field" option to remove any field. bullet Data is then stored in these fields via the "View Student" or "Leads" screen.
To do reporting on this data go to "Reporting - Custom Reporting" screen.
When you create a report that uses student or lead data these fields will be available for use, they will appear in the field list as "cust99" where 99 is the ID entered for that field.
The following procedure details how to load files from FFA PAYSMART other files can be loaded into the software using similar processes.
Set up memberships to accept external payments. Open the "Membership - Member Types" screen. And set up memberships for external collection. There are two types of external memberships you may have:
Ongoing payments - these do not have a fixed term, we recommend that if you are setting up agreements with a minimum number of payments that you also consider these to be ongoing payments. For these you can still initially set up a fixed number of contracted payments when setting up the student agreement. To set up this member type you only need to Tick the "External collection" column, in the screen shot below line 3 demonstrates this.
Fixed agreements - these normally have a 6 or 12 month term and people renew at the end of that term. For these agreements you must: Tick the "Period Contract" column, enter the number of payments that must be made and Tick the "External collection" column. In the screen shot below line 1 shows a 6 month agreement that will be collected fortnightly, line 2 is the same but it will be collected monthly.
Note: when processing collection files the amount due is the amount entered under training fees. You should not include admin fee if this is being paid by member (as it will not be in the receipts file, this amount goes directly to FFA Paysmart). When this amount is collected the due date for training fees will be extended by the "Training Fee Period". If you charge an initial setup fee or other fees that are going to come to you then contract payments can be set up to accept these variations later. You can use "Annual Fee" facility separately but this will not be included in external payments. Likewise you can still use free gradings and class limits with these membership types, they have no effect on the external collections.
Assign students to these membership types. You can do this when adding a new student in the "Student - Add Student" screen, or in the "Membership - Update Membership" screen by selecting the membership type you have set up. You should also make sure at this point that the training fee due date is set to the date the first payment is going to be collected. Students may make an initial payment to you prior to first external collection. If this is the case receive this through "Fees - Receive Fees" by clicking the "over-ride Receive payment box that appears over the training fee receipt amount when the mouse passes over it.
Set up agreements. You can receive externally collected fees without setting up agreements however doing this gives you an ongoing record of all student bank details and dates agreements where made, changes etc. To set up agreements use the "Membership - Manage Agreements" screen. From here you can set up agreements, suspensions and cancellations. You can also print forms for students to sign when performing these processes. The wording on these documents can be customized for your needs using the "Housekeeping - Text Entry" screen.
Ongoing Payments - Click "New Agreement", enter banking details, confirm all membership and other details are correct then click "Approve Agreement" to lock agreement. Agreements can be printed, but we recommend you use the supplied FFA PAYSMART stationary for new agreements. When filling out agreements you can enter a reference number, we recommend that you use the member number from club administrator (Ref No. is on the second line of the FFA paysmart forms) this will be used to match payments to students later. The same process is followed to update, suspend or cancel an agreement.
Fixed agreements - Click "New Agreement", you will then be presented with the contract payments screen to set up payments for this membership (see below), once this is done enter banking details, confirm all membership and other details are correct then click "Approve Agreement" to lock agreement. Agreements can be printed, but we recommend you use the supplied FFA PAYSMART stationary for new agreements. When filling out agreements you can enter a reference number, we recommend that you use the member number from club administrator (Ref No. is on the second line of the FFA paysmart forms) this will be used to match payments to students later. The same process is followed to update, suspend or cancel an agreement.
Enter contract payments - this is where you set up payments for fixed agreements or where you can set up specific amounts if altering ongoing agreements. This screen will be displayed automatically when greating a fixed agreement or you can open it from "Memberships - Contract Payments".
You generate payments by entering the first payment date and the number of payments then click the Generate payment due dates. Payments are generated for the training fee amount, in the example above $45. If you want to vary this, for example you charge a $30 set up fee then you can do so by simply updating the due amount, to $75 for the first payment in the example.Set software to receive files, go to "Housekeeping - Payment File Format". For FFA Paysmart files set up exactly as in following screen shot. Other files can be accepted, you just need to identify the file format in the screen correctly. The only fields you must have are a reference ID and payment received for this to work, other information aids in correctly identifying and matching students and ensuring details are in line with system sending files, reducing errors.
Download Paysmart file. Log into web express (see your paysmart consultant if you don't have a login). Select "Reports - General reports" In the report type select "Receipts report" then click "View Report". You then will see the report displayed on the screen, once you do click "Generate CSV file". You will then be asked "Would you like to open the file or save it to your computer?" Click "Save". Save file to a location where you will be able to locate it to load it from I suggest the "c:program filesclubadmn" folder.
Processing File. In Club Administrator open the "Fees - Process Payments File" screen. This will open a dialog box for you to locate the file you have just saved, locate it and click "Process." We recommend that you back up your data prior to processing, especially the first time so that if you then discover any problems you can restore and reprocess. You will then see the following screen appear:
In this screen you need to select the student assign the payment to. Note: once you have assigned this you will not need to do it again, this screen will appear once for each new student so you can assign the reference id to them.
The reference ID shown at the top of the form is the one you put on the FFA PAYSMART form, if you used the student ID then this will make the matching process simple. The records will appear sorted by Surname, Firstname and it will try to match these to the payee name to select the correct member. If it has found the correct member (confirm this by checking the student ID against the Reference ID) then just click "Assign reference ID to selected student".
You can scroll through the list to find the correct student. Or click the "Student ID" label and the software will sort the records by student ID and then try to locate the one that matches the reference ID, ready for you to assign. If you discover you have a student to process who has either not appeared in the list or you are perhaps not sure or for some reason just click the Red "x" in the top right corner, you will then be given the option to not process the file, no students will be processed, you can rectify the problem and start again.
Total Received: This amount is the total payments in the file, you should check this matches the amount shown on the paysmart report.
Receipted: this is the total of payments that lead to updates in students due dates. Normally you would expect this to be the same as the total received unless there were part payments made by any students, either in this or a previous file (see below).
- Prev Receipted: If a student had a monthly payment of $50 and last month they only paid $30 then this month paid $70 you would see $30 in this total and $100 in the Receipted total for that student.
un-Receipted: if a student was due to pay $50 this month and only paid $20 then you would see $20 in the un-Receipted total, this amount won't be included in the receipted total.
Having these separate totals makes it easy for you to see if something is going wrong. If you see an un-receipted amount then unless you know there was a part payment you should investigate this, it may be that either the student is on the wrong membership type or that the wrong amount has been collected by paysmart. You can check in more detail what has been collected by clicking "Report" this will show the period payments for each student, if a student is paying $50 a fortnight and they paid $120 you will see three entries for that student, two with $50 and 14 days and one with $20 and 0 days. This makes it easy to identify part payments.
You can then also check if there are any students with payments due that have not been received. There are several ways to do this but the most effective is to open either the "Fees - Bulk Payment Receipt" or "Fees - Receive External Payment" Screens, if you have multiple collection agencies setup (you may be in the process of moving from one to another or may have contracts you collect internally) then select the collection agency you wish to report on. Leave the date as the current date or alter as you need. You will then see all students with due contract payments or fees due prior to date shown. This should match the overdue payments report. On these screens you can double click the students name to access their details and check payment history etc.
Note: these screens can also be used if you wish to manually receive payments, if you have a small number of external payments then the "Fees - Receive External Payment" screen will allow you to receive these quickly and easily. Or if you post your own transactions through a eftpos terminal as MOTO transactions you can use the "Fees - Bulk Payment Receipt" screen, this will show each record and the banking details for you to enter, generating an individual receipt for each.
The process of initially setting up your students and getting all your records up to date if you do not have your own records can be a challenging one, and initially you may find it daunting. However if you start processing your files, and some student due dates or other information is wrong then over time you will identify these errors and you will eventually get your system up to date where every month or fortnight it's a quick and simple task to process your file.