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The following are common mistakes related to creating a DAT Query with  Data Analytics Tool (DAT).

- DAT Filtering Differences: Must Have (A and B) versus Must Have A and Must Have B.  
    - Mostly, your DAT Filters will be of the Must Have (A and B) variety.  The conditions A and B are related and must be tested together.  Example:  Inquiry Must Have Action Description Application Received and Academic Year 2015/2016.  Both the action description and the academic year are checked for the same action record. If you add two separate filters, one filter for inquiry Must Have Academic Year = 2016/2017 and the second filter for inquiry Must Have Action Description = Application Received, you won’t be getting the results you expect.  You will get a list of all applicants who have any action for the academic year 2016/2017, and have another Application Received action for any year.  This means someone who applied 3 years ago and re-inquiried this year would meet the criteria.  The conditions for the Action Description and Academic Year must be conditions on the same filter. 
    - Sometimes, your DAT filters will be of the Must Have (A and X) and Must Have (B and Y) variety.  In this case, the test for A and B are supposed to be independent.  Example:  The student Must Have Course Name “English 12”, and the student Must Have Course Name “AP Calculus”.  
        i. The natural inclination is to create a single filter for the student Must Have Course Name in English 12, AP Calculus.  The way filters work is they check each record for a match.  Does the student have “English 12”?  Yes?  Then the student passes the condition.  This filter acts like an OR condition, listing students who are taking either English 12 OR AP Calculus since either one is sufficient to pass the condition.  You will have too many results. 
        ii. The next try:  the student Must Have Course Name = English 12 And Course Name = AP Calculus.  Now, suppose a student has English 12.  Again, each record is checked for a match: The first condition is a match, but the second is not - English 12 is not AP Calculus.  This second attempt return no results.  
        iii. So how do you correctly check that a student has both?  You need two separate filters: the student Must Have Course Name = English 12 And the student Must Have Course Name AP Calculus.  Note:  Schedules have school years.  These filters are not complete without specifying the school year that class is for.  As with “Actions have Academic Years” and “Schedules have a school year” above, the school year must appear in both filters. Note: (i) uses a range, which when used outside of a filter can be used for DAT Fields - Step 2 - Pivoting.  Notice that the values for the pivot are turned into columns, and if the record matches one or more of those columns, those matched columns have values.  If no columns are matched, the record does not appear at all.

- Student’s Status:  The “Student Info” has a Status and Substatus field, but these are only there for backward compatibility.  To ensure you get the correct status, join to “Statuses By Division”.  This table will have the statuses for each division and current/next year.  Make sure to specify the status you want, for the school divisions you want, in the school year you want.

- If you link students (or inquiries) to households, and only want one row per student returned, add a condition limiting the Primary Indicator to P for the “Relations - Student/Inquiry/Teacher” to only get the primary households.

- Checking for the absence of a record:  To check for the non-existence of a record, you must use a Must Not Have filter.  Example: You want a list of Applicants who have not completed a Student Visit.  Construct your filter exactly as if you were looking for all the Applicants that did complete the Student Visit, but use Must Not Have for the filter instead of Must Have.

- Actions have Academic Years: When looking for Inquiries/Applicants or Students who may have or have not completed certain actions, remember to include the Academic Year.  Inquiries may have previously inquired and completed various actions, but chances are you are only interested in actions for the year they are currently applying for.  Similarly, Students may enroll in your school one year, withdraw another year, and then come back years later.  

- Schedules have a school year: When working with Scheduling tables, most of them have a School Year which should be specified.  These tables would include Student Courses, Course Sections, Selections, and more.  Before you start scheduling for next year, your queries will appear to work fine without a school year.  However, once you start building next year schedules, if you haven’t been specifying a school year, then both current year, next year, and What If Scenarios may start showing up.  Note: School Years in scheduling are designated 0 for the current year, 1 for the next year.

- For Daily and Period attendance no record is saved for students who are present.  If you want to create a “Perfect Attendance” report, you will want to only select student fields and then apply a Must Not Have filter to your list of students.  Example: You want a list of all students who received no discipline points during the marking period.  You would create a filter connecting to Combined Period Attend And Discipline.  Then add a condition for your date range and for points > 0.  Save your conditions, click add, and change the filter type to Must Not Have.
Unless the “all divisions” option is checked, the list of households (Admin > Households, Health  > Households, FinAid > Households, ...) only shows records which belong to the selected division. A household record belongs to the currently selected division if the household has a student which belongs to the currently selected division.  See Students by Division for details on when a student belongs to a division.

Unless the “include all” checkbox is also checked, the system will only show households which have a Student with a status of Enrolled for the currently selected school division.  Note: See Households Include All (Admissions) for how “include all” works in for the Admissions portal.
Unless the “include all” checkbox is checked, the system will only show households with an Inquiry / Applicant for the admissions year in the currently selected school division.
Merge Household Multi-action
The Merge Household multi-action merges two household records resulting in only one household.  You need either Admin Full or Development Full roles to perform the multi-action.  To begin the multi-action:
1) Navigate to one of the following screens:
    - Admin > Households.  You need the Admin or Registrar roles to access this page.
    - Admissions > Households.  You need Admissions roles to access this page.
    - Development > Contacts.  You need Development roles to access this page.
    - Fin Aid > Households.  
    - Finance > Customers.  You need FinanceAR roles to access this page.
    - Finance > Vendors.  You need FinanceAP roles to access this page.
    - Health > Households.
2) Select 2 records.  Note: You must select exactly 2 records.  You can only merge 2 records at a time.
3) Choose the “Merge Households” multi-action option.

The “Switch Ids” button allows you to switch which household id you want to keep.  The default behavior is to keep the smaller household id and merge the other record to this id.  You can choose to keep the other id by clicking Switch Ids.

For each field that has a value in both household records, you are able to choose which value to keep.  Note: The parents in one household may be in a different order than parents in the other household.  You should use the Switch Parents Multi-action or the Switch Parent function to swap the order of the parents.

For ancillary records associated with the households, data associated with both households are listed and records are merged into the final household according to your selections.  If there are no selections, all records are merged to the final household.  These records are shown for your convenience so that you can determine if further adjustment may be required after the merge.  Example: There may be multiple relationships for students or inquiries with the same name.  This might mean you have duplicate inquiry records to clean up.

Note:  All records associated with the original households will reference the remaining household after the merge.  Example:  There may be different users for each household record.  Once merged, all users for the removed household are linked to the remaining household instead.
The Switch Parents Multi-action allows you to swap parent 1 and parent 2 for the household.  To begin the multi-action, select households, donor contacts, finance customers, or finance vendor records then choose the “Switch Parents” multi-action option.  You need Admin Full, Admissions Full, Development Full, or Registrar Full roles to perform this multi-action.  

Note: This function switches parent 1 and parent 2 information including contact, employment, and education information.

Note: Switching parents also switches the parent indicators for their users, donations and other records.
The Switch Parents function switches parent 1 and parent 2.   To access this page, navigate to one of:
    - Admin > Households > Details > Split/Switch. You need Admin Full or Registrar Full roles to access these pages.  
    - Admissions > Households > Details > Split/Switch. You need the Admissions Full role to access this page. 
    - Development > Contacts > Details > Split/Switch. You need the Development Full role to access this page.  

This function switches parent 1 and parent 2 information including contact, employment, and education information.  Note: Switching parents also switches the indicators for their users, donations and other records.  Switching parents is useful for the merge household multi-action when you need the parents to appear in a different order.
The Split Parents function separates one household into two households. Each resulting household only has one parent. This feature is useful to record divorces.  To access this page, navigate to one of:
    - Admin > Households > Details > Split/Switch. You need Admin Full or Registrar Full roles to access these pages.  
    - Admissions > Households > Details > Split/Switch. You need the Admissions Full role to access this page. 
    - Development > Contacts > Details > Split/Switch. You need the Development Full role to access this page.  

Split Household creates a new household and migrates the Parent 2 information into Parent 1 of the new household.  Shared fields such as household name and address stay the same.  Records specifically associated with Parent 2 of the original household are changed to Parent 1 of the new household.  Example: Parent 2’s donations and their user are changed to associate with parent 1 of the new household.  Note: Archived reports such as report cards only appear with the original household. The report cards are generated with the household’s address at the time.  Note: All records not explicitly associated with Parent 2 remain with the original household.  You may wish to switch parents to keep address based giving with a particular parent.
Prior to printing 1099 forms, please start by Verifying 1099s.

Note: Only those vendors who meet the qualifications established by IRS are included on 1099 forms. In particular, the sum of all payments to the vendor for the selected year should meet the minimum established by the IRS. The system only sums up those payments which are marked as 1099 items. For Misc Payments, navigate to Finance > AP > Misc. Payments > Misc. Payment Details > Details to mark 1099. For payments, navigate to the associated invoices to mark 1099 items Finance > AP >Invoice s> Vendor Invoice Details > 1099 Items.

Use the following reports located in Data Analytics Tool (DAT) -> PCR Imported category to print 1099 forms.  Please note, you will need FinanceAP Full or FinanceAP Read roles to access them.

- [Finance] 1099 - No Lines
- [Finance] 1099 - With Lines

“[Finance] 1099 - No Lines” is used to print directly on the IRS 1099 Form whereas “[Finance] 1099 - With Lines” is designed to be printed on blank sheets of paper.
- Open the desired report.
- Navigate to the Results tab on the left.
- Click the “Mail Merge” button to download the 1099 form.
- Print the form.

These reports are year-specific; to update the tax year:

- Open the desired report.
- Click on the Query tab on the left.
- Click on “1099 Item Totals” table.
- Specify the correct Tax Year below Table Required Parameters.
- Click Save.

Note:  Reporting 1099s to the IRS also involves Printing 1096
Prior to printing 1096 forms, please start by Verifying 1099s.

Note: Only vendors who meet the qualifications established by the IRS are included on 1099 forms. Please see the Printing 1099 article for details.  The 1096 form is a summary of the 1099 forms.

Use the following reports located in Data Analytics Tool (DAT) -> PCR Imported category to print 1096 forms.  Please note, you will need FinanceAP Full or FinanceAP Read roles to access these reports.

- [Finance] 1096 - No Lines
- [Finance] 1096 - With Lines

“[Finance] 1096 - No Lines” is used to print directly on the IRS 1096 Form whereas “[Finance] 1096 - With Lines” is designed to be printed on blank sheets of paper.

- Open the desired report.
- Navigate to Results tab on the left.
- Click the “Mail Merge” button to download the 1096 form.
- Print the form.

These reports are year-specific.  To update the tax year:

- Open the desired report.
- Click on the Query tab on the left.
- Click on “1099 Item Totals” table.
- Specify the correct Tax Year below Table Required Parameters.
- Click Save.
 
A DAT Filter is a Data Analytics Tool (DAT) feature that allows you to create comprehensive search conditions to restrict the data you are working with. These filters can be used in:

- a DAT Query

- a list of entities (such as the list of students, courses, or households)

- CMS portal as a mechanism to restrict the visibility of certain elements

- Automated Notifications as a mechanism to determine  the list of recipients

- (Re)Enrollment Contracts and Forms to determine the list of eligible households and students
 
A DAT Filter is similar to a DAT Query since it is constructed in a similar fashion where the initial table is predetermined and then you add conditions and table joins. The main difference is that in case of a DAT Query the output is data in a list or chart format, whilea DAT filter, is a comprehensive mechanism for limiting data.

Note: DAT Filter is a recursive concept as each new DAT Filter may consist of several DAT Filters. 

Note: You have the option for Saving DAT Filters for reuse.

Follow the steps for Initializing DAT Filter to use DAT Filters.

Here is a comprehensive index of the articles for DAT:

DAT Filter
-Initializing DAT Filter
--Initializing DAT Filter from DAT Query
--Initializing DAT Filter from List
--Adding DAT Filter Condition
--Creating New DAT Filter
---DAT Query - Step 1 - Adding Conditions
---DAT Query - Step 1 - Connecting Tables
---Managing DAT Filter Conditions 
-Saving DAT Filter
-Managing DAT Filter
--Deleting DAT Filter
-Reviewing Existing DAT Filter
-DAT Query and DAT Filter Common Mistakes
The Apply Online Submit widget that is typically placed at the very end of your online application governs the rules and processes associated with application behavior when an applicant submits an online application. One of its properties Thank You Email allows administrators to specify what email template to use to generate a confirmation email for the applicant. In addition to email types specified on the saved template, PCR Educator system always sends the email to the user submitting the application. This mechanism is designed to ensure that even if there is a situation where the current user has an email address different from household emails, he/she will still receive a confirmation. To only have one email sent to the user submitting the application, do not select any recipient email types on the template and be sure to use the “One email per student” radio button option when creating / saving the template.
Our office will be closed on Thursday November 22nd in observance of Thanksgiving Holiday. We will resume our normal business hours starting Friday November 23rd.
The Cash Register (POS) is used to process purchases made by existing parents, students, teachers, and guests (collectively referred to as customers). Schools may use Cash Register (POS) as a POS system for their cafeteria, for a school store or for other purposes where products are purchased such as a ticket sales booth. 

The Cash Register (POS) has two possible modes of operation.

Cash Register (POS) - Single Mode Cash Register (POS) - Dual Mode
Description The cashier (operator) provides the customer information and processes the order. Only the operator interacts with the screen. The customer and the cashier (operator) have access to separate screens. The customer or the operator provides the customer information to begin the order. The operator completes the order.
Operator Screen The Operator Screen is a page that is presented to the cash register operator. This page allows the operator to:
- load current customer account information by entering their credentials
- adjust order details, adding new or removing existing items
- review current customer balance information
- process the order

Always Use Household Balance If yes, the system uses Balance Calculation - By Customer, if no then Balance Calculation - By Student.
 
AR Account  determines what AR account to use when creating Invoices.

Auto Post Invoice determines whether transactions are automatically posted after submission. If yes, both invoices and miscellaneous receipts are automatically posted.

Cache Balance For One Day When this is checked, balances are handled in the following manner:
- Lunch balances are precalculated each night at midnight.
- If a student purchases something, their balance is reduced right away. Similarly, if funds are added from the Cash Register (POS) to their account, the available balance is increased right away.
- The only time a balance is not accurate is when the new activity is recorded in the Finance module on the same day. If funds are added by the parent through the parent portal to the lunch balance, the current day balance is updated immediately.

Cash Account determines the Cash account to be debited when a cash payment is received. This can happen if the customer does not have a high enough account balance, or in the case of an anonymous transaction involving a guest.

Cash Payment Method determines the payment method appearing on receipts for Cash transactions.

Classification determines the classification that is used for invoices, deposits, and misc receipts. This is only required if you are using Classifications in Finance.

Customer Memo determines the memo as it appears on new invoices, deposits, and misc receipts.

Deposit Description is an additional description to appear on the deposit for misc receipts. The deposit name appears in the format of [Deposit Description] [Date] [Payment Method] [user] where [Date] [Payment Method] [user] is always provided by the system.

Internal Memo determines the memo as it appears on new invoices, deposits, and misc receipts.

Ledger determines the ledger that is used for invoices, deposits, and receipts. It also checks that all accounts and products are in the correct ledger.

Payment Term determines the payment term for the invoice. Note: You should choose a payment term with the Net Due immediately.

Products Per Page determines the number of products to show at a time. Note: Keep this to a relatively small number to improve screen performance. Especially keep images associated with the product to a small size.

Show Customer Balance determines if the customer’s current balance is shown. For teachers and households, the customer balance is based on the Balance Calculation - By Customer. For students, the balance is based on the Student Purchase Options for the current student. This is additional balance information which does not need to be shown, but may help clarify where the eligible balance is coming from in the case of a student.

Show Customer Eligible determines if the customer’s eligible balance is shown. For teachers and households, the eligible balance is based on the Balance Calculation - By Customer. For students, the balance is based on the Always Use Household Balance setting and the Student Purchase Options for the current student. This would normally always be checked for an Operator screen.

Show Order Discounts determines whether any discounts for the order are shown on the screen. Note: Even if discounts are not shown, they are still be applied to the order total. Note: As a school, you may choose not to show the discounts on the screen to protect the privacy of students who are on a reduced lunch program.

Show Order Price determines whether the price for each individual product line item is shown.

Show Payment Summary determines if the payment summary is shown at the bottom of the order. If this is not checked, only a submit/cancel button is shown. This would normally always be checked for an Operator screen.
Cash Register Operation determines how the control behaves, and should always be set to Single for Single Mode. Cash Register Operation determines how the control behaves, and should always be set to Server for Dual mode.
Client Screen The Client Screen is a page that is presented to customers in line. When customers approach the cash register, they have an option to:
- provide their credentials. Their account automatically prepopulates on the operator’s screen
- review their available balance information
- review the current order as it is being processed
Not applicable to Cash Register (POS) - Single Mode The Cash Register Coordinator is a control which coordinates all the other Cash Register controls on a page. This control is REQUIRED.

Always Use Household Balance If yes, the system uses Balance Calculation - By Customer, if no Balance Calculation - By Student.

Cache Balance For One Day When this is checked, balances are handled in the following manner:
- Lunch balances are precalculated each night at midnight.
- If a student purchases something, their balance is reduced right away. Similarly, if funds are added from the Cash Register (POS) to their account, the available balance is increased right away.
- The only time a balance is not accurate is when the new activity is recorded in the Finance module on the same day. If funds are added by the parent through the parent portal to the lunch balance, the current day balance is updated immediately.

Cash Register Operation determines how the control behaves, and should always be set to “Client” for the customer in Dual mode.

Ledger determines the ledger that is used for invoices, deposits, and receipts. It also checks that all accounts and products are in the correct ledger.

The Cash Register Customer is a control which shows the current customer information. This control is REQUIRED.

Allow Sign In determines if the customer can enter their credentials. It is up to your school if you want to make this option available, or if only the operator may provide the credentials. The sign in options include providing a login name, teacher id, or student id. The login name option will always be available if Allow Sign In is checked.

Login With Student Id determines if providing a student id is an acceptable credential. This setting is only applicable if Allow Sign In is checked.

Login With Teacher Id determines if providing a teacher id is an acceptable credential. This setting is only applicable if Allow Sign In is checked.

Show Customer Balance determines if the customer’s current balance is shown. For teachers and households, the customer balance is based on the Balance Calculation - By Customer. For students, the balance is based on the Student Purchase Options for the current student. This is additional balance information which is does not need to be shown, but may help clarify where the eligible balance is coming from in the case of a student.

Show Customer Eligible determines if the customer’s eligible balance is shown. For teachers and households, the eligible balance is based on the Balance Calculation - By Customer. For students, the balance is based on the Always Use Household Balance setting and the Student Purchase Options for the current student. This would normally always be checked for an Operator screen.

The Cash Register Order is a control which shows the products being purchased. This control is OPTIONAL.

Allow Delete Product determines if a product can be deleted from the order by the customer. Note: This must always be unchecked for Dual mode.

Show Order Discounts determines whether any discounts are shown on screen. Note: Even if discounts are not shown, they are still applied to the order total. Note: As a school, you may choose not to show the discounts on the screen to protect the privacy of students who are on a reduced lunch program.

Show Order Price determines whether the price for each individual product line item is shown.
Please use this article as a supplemental resource for this DAT Webinar: DAT Webinar Training

1. Intro
    a. Tool that enables users to build custom reports by defining specific criteria. These reports can then be exported or used to create charts/graphs and mail merges
    b. Report considerations
        i. What information are you looking to extract? 
        ii. Plan a workflow on what tables you will use and how you will connect them
    c. Most common tables 
        i. Student Information use Student Info table 
        ii. Household Information use Households table 
        iii. Admissions Information use Inquiries table 
        iv. Other common tables
            1. Student Attributes 
            2. Student Actions 
            3. Inquiry Actions 
            4. Inquiry Attributes 
            5. Relations Student/Inquiry/Teacher

2. DAT Query - Step 1
    a. Select an initial table from a group
        i. For example, select Student Info table from the Students group 
                1. If you are not sure which table a particular field resides in, use the search box to find appropriate tables 
        ii. Check all the fields that you would like to include in your report from this table and click Save 
                1. To add additional information from this table, click the “Student Info” link
        iii. Once you have at least one field selected, you can run your report at any time by clicking the “Results” tab to the left 
        iv. You can move back and forth between the tabs on the left 
        v. To link the Student Info table to family information, click + next to Student info and connect it to the Relations Student/Inquiry/Teacher table and hit save 
            1. With Condition 
                a. This will only include data if it matches both tables 
                    i. For example, if you select “With” the results will only show information for students that have a relationship associated with a household 
            2. With or Without Condition 
                a. This will include all data from the first table and show blank values from the second table if there is no matches in the second table 
                    i. For example, if you select “With or Without,” the results will show blank household values for students that do not have a relationship associated with a household

        vi. Next click the + next to the Relations Student/Inquiry/Teacher table and link that to the Households table 
            1. You can now select fields that hold household information such as household address, household phone, parent names etc. and click save 
        vii. Click on Results to see your updated report with both Student and Household Information 
        viii. Let’s take this a step further and only include students that are enrolled in the school 
            1. Click the “Student Info” link 
            2. Under the Conditions, set Status = Enrolled and hit Add to the righthand side and click Save.  Note: For schools that use summer divisions, instead of using “Status” field, they should link the student info table to Statuses by Divisions to ensure that they are extracting enrolled students from Academic or Summer Divisions (whichever is desired) 
        ix. If you click “Results,” you should now see only enrolled students and their household information 
        x. At this point you may have noticed that some students show multiple times because they may have grandparent and other secondary households linked to them 
        xi. Let’s take the report one step further and only include primary households 
            1. Click the “Relations – Student/Inquiry/Teacher” table 
            2. Add a condition “Primary Indicator” = “P” and click “Add” and then “Save” 
        xii. If you click Results, you should now only see information for students and their primary households

3. DAT Fields - Step 2 
    a. Alias – Rename original field to the desired name 
    b. Sort – Sort fields in any order. You can also grab fields and move them up or down. The Sort will start from the top field and in the order (ascending or descending that you specify) 
    c. Aggregate – Count records, Average, and Sum data depending on the field you have selected 
    d. Pivot Aggregate – Convert rows to columns for the purpose of counting, summing, or averaging data 
    e. Display Format – For fields such as dates and amounts, you can specify how you would like to display those fields
    f. All Rows – Shows all rows in the results 
    g. Unique Rows – Shows distinct rows in the results i. For example, if you have two records in your report that are identical, the report will only display one record 
    h. Unique Rows with Counts – Shows distinct rows with a total count per row 
    i. For example, if you have two records in your report that are identical, the report will only display one record but show a count of 2

4. DAT Column Order - Step 3 
    a. Drag and drop fields to rearrange the order of columns in your report

5. DAT Results - Step 4 
    a. Export button will download the data in an excel spreadsheet 
    b. Mail Merge – You can set up a mail merge template and use the data source from the report and associate the template to the report. Once this is done, you can run the mail merge anytime from your report 
        i. To download data source, click the “DataSource” button 
        ii. To create a mail merge template, refer to this document iii. Once you have the template created, upload it using the “Upload” button

6. DAT Save - Step 6 
    a. Query Name – Enter the report name 
    b. Query Group – Select the category to save this report in 
    c. Description – There is a description box to the right which is automatically populated with the fields that you have selected. You can overwrite it to provide a new description 
    d. Roles – Check the user roles for which this report should be visible 
        i. For example, if you check Admin Full, all users in your system with the Admin Full role will be able to access it 
        ii. If you do not check any roles, only you will be able to access the report 

7. Additional Functionality 
    a. Chart: DAT Chart - Step 5 
        i. Chart tab will be enabled in any report that uses an aggregate field such as “Count,” “Average,” or “Sum” in the Fields tab 
        ii. Select your x axis, y axis and chart type to view your report as a visual reference 
    b. Dashboard: DAT Dashboard Element
        i. You can add any DAT report or chart to your dashboards 
            1. For example, to add a DAT report to the Admin dashboard, click the Admin tab 
            2. In the “New Widget” dropdown, there will be an option to select “Data Analytics Chart” and “Data Analytics Grid” 
                a. To add a report, select Data Analytics Grid and click Add. You will then see an option on the widget to select an existing report 
                b. To add a chart, select Data Analytics Chart and click Add. You will see an option on the widget to select an existing report that 
    c. Pivoting: DAT Fields - Step 2 - Pivoting - Pivot function is used to convert rows to columns for the purpose of counting, summing, averaging, or finding min/max of your data 
        i. For example, you can use this do determine how much each family donated in the last 5 years 
            1. Start with the Donor table and link it to Donation (Giving ) table 
            2. Include donor information such as Contact Name and any desired fields from the Donor table 
            3. From the Donation (Giving) table, select the Donation Amount and Fiscal Year Offset field. Fiscal Year Offset will automatically keep your report up to date each year so that you do not have to manually specify fiscal years every year 
                a. The most important part of using “Pivot” is to add a “multiselect” condition on the field that you are trying to show as columns 
                b. In this example, you can set Fiscal Year Offset > Multi-select > 0, -1, -2, -3, -4. The input 0 refers to the current year, -1 refers to last year etc. 
            4. Next, go to “Fields” tab and set Pivot Aggregate on the Fiscal Year Offset to “Sum (Donation Amount)” and run the report 
            5. This report is a pre-built report called “[Development] Fiscal Year Report” for your reference 
    d. Pre-built Reports: DAT Group
        i. In DAT > PCR (Imported) Group, you can find standard pre-built reports. Feel free to modify them and save them as a new report in another group so they are specific to your school’s needs. We will often update and create new reports in the PCR (Imported) group. To request a standard report that you feel may benefit other schools as well, please email support@pcreducator.com and we can deploy that report to all schools
 
A school may decide to pay vendor invoices with a credit card and then pay the credit card company at the end of each billing cycle.

To record this process in PCR Educator, the following steps are recommended:

1.  Follow the steps of Recording Vendor Invoice to record the purchase.  You can debit an expense account and credit Accounts Payable.  Example: If a school purchases laptops from Apple, the invoice would be associated with Apple vendor.
2.  Follow the steps of Recording Vendor Payment to record the payment of the newly generated invoice with your credit card. .  You can debit Accounts Payable and credit the expense account associated with your credit card.  
3.  Follow the steps of Recording Vendor Invoice to record the new balance from your credit card when you receive the statement. In this case, the vendor is your credit card company.You can debit an expense account and credit Accounts Payable.  
4.  Follow the steps of Recording Vendor Payment to record when you pay the credit card using the funds from your bank account. You can debit Accounts Payable and credit the Cash account.  
5.  Follow the steps of Writing Checks to print a check in case you are paying your bank with a check.
Use the same processes as when Reviewing Existing DAT Filter.
There are several possibilities for why a report card pdf is blank.

- The most common reason a specific student’s report card is blank is because they do not have any Parent households with Send Mail checked.  Report cards are generated with an address to send to a specific household.  If there are no send mail households, the report card will have no data. 

- Are you running the correct report?  Courses have a Report Card Type associated with them. If the wrong type of report is being run, then courses won't show up. And since the student likely has all the same type of courses, the student won't have anything to print. Note: If a particular course is not showing up on the report card, make sure that the Report Card Type is specified for that course.

-  Are you running the report from the wrong division?  Report cards are based on courses, which are division specific. If you run it from the admissions division, you will get no data.

- Does the student have any marks or student comments?  Report cards will only print if there is a student comment or mark.  A course comment alone is not sufficient for a report card to print.  This situation could occur if teachers haven’t entered comments yet, and if the registrar hasn’t used the Calculate Official Marks function to pull the marks (not all schools use the calculate function).  Note: If a particular course isn’t showing up for students, check to ensure that the course has Mark Type Headings associated.
DAT
Data Analytics Tool (DAT) is a comprehensive system for creating on-the-fly filters, exports, dashboards, mail merges, emailing, queries and reports supporting advanced database concepts with left joins, logical conditions, aliasing, aggregates, pivots, predefined reports, parametrization, and flexible security access.
The DAT Query is the core part of our Data Analytics Tool that allows you to create custom data sets.  You can then use these data sets for:

- DAT Dashboard Element 

- DAT Mail Merge

- DAT Record Selection

- DAT Multi-Action

DAT Query items can be categorized and shared with other users based on user roles.

Here is a comprehensive index of the articles for DAT:
DAT Query
--DAT Group
--DAT Dashboard Element
--DAT Chart
--DAT Grid
--DAT Query and DAT Filter Common Mistakes
--DAT Multi-Action
--Accessing DAT Query
--Creating New DAT Query
----DAT Query - Step 1
------DAT Query - Step 1 - Choosing Initial Table
------DAT Query - Step 1 - Adding Conditions
--------DAT Field Condition
----------DAT Operator
----------DAT Functional Operator
--------DAT Parameterized Condition
------DAT Query - Step 1 - Selecting Display Fields
--------DAT Display Field
--------DAT Key Id Field
------DAT Query - Step 1 - Connecting Tables
----DAT Fields - Step 2
------DAT Fields - Step 2 - Uniqueness
------DAT Fields - Step 2 - Customizing Display Fields Appearance
------DAT Fields - Step 2 - Sorting
------DAT Fields - Step 2 - Aggregating
------DAT Fields - Step 2 - Pivoting
----DAT Column Order - Step 3 
----DAT Results - Step 4
------DAT Mailmerge
--------Creating DAT Mailmerge Template
--------Producing DAT Mailmerge Results
----DAT Chart - Step 5
----DAT Save - Step 6
 
Each DAT Query is associated to a DAT Group. DAT Groups allow you to organize Data Analytics Tool queries into groups.  To access the group page, navigate to DAT > Manage Groups.  You must have the Security Full role to access this page.

To add a new Group, enter the name next to the Save button and click Save.

To delete a Group, click the [X] button next to the group name.  

Note: If you delete a group, the queries associated with the group will no longer be accessible.  

Note: The “PCR (Imported)” Group is created by PCR Educator and has standard pre-built queries. Feel free to modify and save them as a new query in *another* group so that they are specific to your school’s needs. We will often update existing and create new queries in the “PCR (Imported)” group  - all queries saved in this group are removed and replaced during an update. To request a standard query that you feel may benefit other schools as well, please email support@pcreducator.com.
Data Analytics Tool (DAT) provides an option to display DAT Query results on various dashboards throughout the system.  There are two types of dashboard elements which can be used to display a DAT Query output:

- DAT Chart

- DAT Grid
Data Analytics Tool (DAT) provides an option to display DAT Query results on various dashboards throughout the system as a custom chart. DAT Chart is a dashboard element that can be added to any dashboard screen. This dashboard widget allows you to display a DAT Query that has a chart.
Data Analytics Tool (DAT) provides an option to display DAT Query results on various dashboards throughout the system as a custom grid.  DAT Grid is a dashboard element that can be added to any dashboard screen. This dashboard widget allows you to display DAT Query results as a grid.
To access any DAT Query navigate to the Data Analytics Tool (DAT) module.  You will need the DAT Full role to access this page. There are several functions available on this page:

- Creating New DAT Query by clicking on the New button.

- Editing Existing DAT Query by clicking on the Edit button next to the chosen DAT Query.  This will take you to DAT Query - Step 1 for the query.

- Opening an existing DAT Query by clicking on the Open button next to the chosen DAT Query.  This will take you to DAT Results - Step 4 for the query.

- Deleting an existing DAT Query by clicking the Delete button. Note: You must be either the owner of the DAT Query or have the Security Full role to delete a query.

- Searching for a DAT Query 

There are a few DAT Query and DAT Filter Common Mistakes you should know about.
To create a new DAT Query, navigate to Data Analytics Tool (DAT) (DAT -> Queries) and click on the New button. The process of creating Creating New DAT Query consists of the following steps:

1. DAT Query - Step 1

2. DAT Fields - Step 2

3. DAT Column Order - Step 3 

4. DAT Results - Step 4

5. DAT Chart - Step 5

6. DAT Save - Step 6
DAT Query - Step 1 is the first process of creating a DAT Query. This step consists of the following functions:

1. DAT Query - Step 1 - Choosing Initial Table

2. DAT Query - Step 1 - Adding Conditions

3. DAT Query - Step 1 - Selecting Display Fields

4. DAT Query - Step 1 - Connecting Tables

Continue to add tables (step 4) and add fields and conditions (steps 2,3) until you are finished.

Note: Once you have at least one table and at least one display field, you are able to proceed to DAT Results - Step 4.
Choosing the initial data table is a part of DAT Query - Step 1. There are two options for choosing the initial table:

- Click on [+] next to the data category, then click on the chosen data table.

- Use Find Table or Find Field feature on the bottom of the page.

Some tables (such as 1099 items) may require that you specify additional parameters for that table to operate. When you select such a table, the system presents Table Required Parameters.
 
When following DAT Query - Step 1 procedures, you have an option to add conditions to any table in your DAT Query. The option to add conditions is presented:

    - after DAT Query - Step 1 - Choosing Initial Table

    - after DAT Query - Step 1 - Connecting Tables

    - after you navigate to DAT > Queries > Query and click on any chosen table in your DAT Query 


To add conditions to your DAT Query:

1. Specify condition criteria by:
    - Selecting Field to add DAT Field Condition
    - Selecting New Filter to create a brand new DAT Filter to add as a condition.
    - Selecting Saved Filter to use a saved DAT Filter as a condition

2. Click Add to add the condition 

3. Check “Parameterize” checkbox to turn any simple condition into DAT Parameterized Condition if desired

Repeat steps 1, 2, and 3 for each condition.

4. When you add more than one condition for the chosen table, you have an option to change how these conditions interact using parentheses as well as specifying AND or OR logical modifiers using the provided logical conditions box.  If you make any OR conditions, be sure to include parentheses to ensure the order of operations are as desired. Note: The default behavior is to AND all conditions together.

Note: Click the Save button to save conditions and exit the table properties wizard.
DAT Field Condition is a logical condition that can be added to a selected table as a part of the DAT Query - Step 1 - Adding Conditions process. If you choose to add a Field condition, follow these steps:

1. Choose the field you want to add the condition for.

2. Choose the desired DAT Operator and value if applicable.  
DAT Operator is a part of DAT Field Condition that governs the relationship between the selected field and user-provided values. Note that the operator options change based on the type (numeric, date, or text) of the chosen field. 

In addition to simple DAT Operators such as: =, <>, >, <, contains, not contains, starts with, ends with, multi-select and range, you also have an option to use DAT Functional Operators.

Note: For those operators which have an option for you to specify values, the system only shows 50 first values in your database, so if you don’t see a value you are looking for, you can type it directly in the value box.
DAT Functional Operator is a version of DAT Operator that uses system-calculated values for conditions as opposed to user-specified values as in the case with simple DAT Operators. When you select one of the DAT Functional Operators, you won’t need to specify the operator values directly, as these are calculated by the system. The list of available DAT Functional Operators may change depending on the chosen table, field and data type. 

    - Academic Year calculates the academic year based on the current School Year in School Info.    

    - Academic Year (Admissions) calculates the academic year based on the Admissions Year in School Info. 

    - Fiscal Year (Finance) calculates the fiscal year based on the fiscal years set up in Finance. 

    - Fiscal Year (Development) calculates the fiscal year based on Security > Maintenance > Application Setup page’s Development Fiscal Date field.

    - School Division calculates the school id to use based on your current school division.  This allows the same DAT Query to be used in multiple divisions, but still only show division specific information.  You would generally only use this for fields involving a school id such as course school id or department school id.

    - Is Blank (Date) checks if no value is specified.

    - The Next (Date) checks if the specified date field’s value occurs in the next minutes / hours / days / months / quarters / years as specified by you. Note: Date comparisons are based on school timezone information if it is specified in the application settings, otherwise server time is used.

    - The Last (Date) checks if the specified date field’s value occurs in the previous minutes / hours / days / months / quarters / years as specified by you. Note: Date comparisons are based on school timezone information if it is specified in the application settings, otherwise server time is used.

    - Today always uses today’s date when you access the query. Note: Date comparisons are based on school timezone information if it is specified in the application settings, otherwise server time is used.

   - Other Field allows you to do a comparison with a field appearing in the current table, or with a previous table further up the join conditions.
 
When you add a simple DAT Field Condition with a single value, you have the option to parameterize the condition.  Parameterizing a condition allows anyone running the query to override the supplied (default) value with a new value. 

Note: Parameterization is very useful for dates. You can set up a generic query based on one date and parameterize it.  When accessing the query later, you can easily just change the date without having to edit any query conditions.
When following DAT Query - Step 1 procedures, you have an option to select DAT Display Fields for any table in your DAT Query. The option to select display fields is presented:
  - after DAT Query - Step 1 - Choosing Initial Table

  - after DAT Query - Step 1 - Connecting Tables

  - after you navigate to DAT > Queries > Query and click on any chosen table in your DAT Query

To select a field, simply check the checkbox next to its name. Then, click the Save button to save selected DAT Display Fields and exit table properties wizard.

Note: it is recommended to include DAT Key Id Fields for each table in your DAT Query unless you are planning to aggregate the data in which case DAT Key Id Fields may need to be excluded.
DAT Display Fields are shown in the results for your DAT Query. 
DAT Key Id Field is a unique record identifier that exists in most DAT Tables.  The following table lists out various DAT Key Id Fields.

Table Field
Students > Student Info Student Id
Admissions > Inquiries Inquiry Id
Teachers > Teachers Teacher Id
Households > Households Household Id
Scheduling > Courses Course Id
Security > Users User Id
Development > Donor Donor Id
Development > Donation Donation Id
Development > Asks Ask Id
Finance > Customers Customer Id
Finance > Vendors Vendor Id
Finance > Customer Orders Order Id
Finance > Customer Invoices Customer Invoice Id
Finance > Customer Receipts Customer Receipt Id
Finance > Customer Misc Receipts Customer Receipt Id
Finance > Deposits Deposit Id
Finance > Purchase Orders Purchase Order Id
Finance > Vendor Invoices Vendor Invoice Id
Finance > Vendor Payments Vendor Payment Id
Finance > Vendor Misc Payments Vendor Payment Id
Finance > Accounts Account Id
Finance > Fixed Assets Fixed Asset Id
Finance > Journal Entries Journal Entry Id
A DAT Query allows you to pull data from multiple tables. The Connecting Tables mechanism allows you to connect (join) different tables in your DAT Query. To connect one of the tables in your DAT Query to a new table, navigate to DAT Query - Step 1 (DAT > Queries > Query).

1. Click the [+] icon next to the table you are connecting to.

2. Choose whether you will connect “with” or “with or without”.
    - If you choose “with”, the newly connected table must have data for the original table’s record to show up.  
    - If you choose “with or without”, the original table’s records will always show; however, the newly connected table might not have any data for a particular record - and those columns are empty.

Example:  Your initial table is students, and you choose to join to actions.  For the actions, you are going to include DAT Field Conditions only for Enrolled actions in 2014/2015.  If you choose “with”, only students who have such an action appear in the result set.  If you choose “with or without”, then all students appear in the result set, but action fields are empty for students who do not have an Enrolled action for 2014/2015.

Note: If you link to a table “with or without”, and additional tables connected to that table will also be linked as “with or without”.

Note: Tables that are connected as “with or without” show as italicized.

Note: It is entirely possible to add the same table multiple times.  Suppose you want to see all your applicants for the 2014/2015 school year.  You also want to see their inquiry action date, apply online date, and copied date.  Many of your inquiry records for the year may or may not have apply online or copied dates.  So, you connect Inquiry Actions to your inquiries three times:   Once for action types of Inquiry for academic year 2014/2015; once for action types of Applicant; once for action types of Copied.  Each of these links would be made with the “with or without” option.
DAT Fields - Step 2
The DAT Fields - Step 2 (DAT > Queries > Fields) is an optional step for creating a DAT Query. The DAT Fields - Step 2 step covers the following features:

- DAT Fields - Step 2 - Customizing Display Fields Appearance

- DAT Fields - Step 2 - Sorting

- DAT Fields - Step 2 - Aggregating

- DAT Fields - Step 2 - Pivoting

- DAT Fields - Step 2 - Uniqueness

Path refers to the table for the field.  Sometimes you might have the field appear multiple times and this path helps you distinguish which field is which.

Field is the name of the field being referenced.
Customizing Display Fields Appearance is a part of the DAT Fields - Step 2 process. For each selected DAT Display Field in a DAT Query, a user has an option to customize:

Alias is the name of the heading / column name as it will appear in the result.  If it is left blank, then the heading is based on the field.

Display Format governs the display format of the chosen field.  The available options depend on the type of the field, and this is most useful for dates and currency.
Sorting is a part of the DAT Fields - Step 2 process. To change the sort order of the data in your DAT Query:

    - Drag and drop display fields to change the order of sorting

    - Indicate Sort direction (Ascending or Descending) for each field
 
There are a few different ways in the DAT Fields - Step 2 process to handle duplicate data in a query.  The options in the drop-down include:

    - All Rows will show all rows which could include duplicate rows.

    - Unique Rows will remove duplicate rows from the results.

    - Unique Rows with Count will remove duplicate rows from the results, but also include a count of how many times that particular row would have appeared.
Aggregation is a part of the DAT Fields - Step 2 process and it allows you to use of one of the aggregate functions as opposed to using the field directly. You can specify an aggregate function for any numeric DAT Display Field. 

Example:  You have selected fields for customer and invoice total.  You can use the sum aggregate to get the invoice totals for customers.  Suppose you now change that to have customer, invoice date, and invoice total.  Now, when you use the sum aggregate on the invoice total, you will get the daily invoice total for customers.  Each additional field you have in your result will further determine how the Aggregate is calculated.

    - Count will give a count of all the values.

    - Distinct Count will give a count of unique values.

    - Average will give the arithmetic mean - defined as Sum / Count

    - Max will find the maximum value.

    - Min will find the minimum value.

    - Sum will add up all the values.
Pivoting is a part of DAT Fields - Step 2 process and it allows converting rows to columns for the purpose of counting, summing, averaging, or finding min/max values for your data.  Only DAT Display Fields that have a Multi-Select condition from the DAT Query - Step 1 - Adding Conditions step are eligible to be a Pivot Aggregate column.  The multi-selected values become new columns on the result and will show the values in the rows according to the aggregate function.  Example:  The 1099 query for merging 1099 MISC in finance has a condition on Box Number for values 1 through 14.  The pivot aggregate function is a Sum on the Box Paid Amount.  The resulting output lists each box number as a column, and the value for each column is the sum of the paid amounts for that box number for each vendor.
 
DAT Column Order - Step 3 (DAT>Queries>Column Order)  allows you to drag and drop the fields into the order you want them to appear in your result.

Note:  Typically you would want the columns you are sorting by first to be the first columns appearing in your result.  However, the order the columns appear in the result, and the order that the data is sorted can be totally different.
DAT Results - Step 4 (DAT > Queries > Results) shows the results of your query and allows you to:

- Export the data

- Override default values for DAT Field Conditions 

- Navigate to an entity dashboard by clicking on a hyperlinked id filed on each row if you have included any DAT Key Id Fields

- Select all records at once by clicking Select All if the query contains any DAT Key Id Fields.

- Use DAT Mailmerge features
DAT Query results can be used to perform a mail merge within the system as a part of DAT Results - Step 4.  Follow these steps to use DAT Mailmerge features:

1. Creating DAT Mailmerge Template

2. Producing DAT Mailmerge Results
To create a DAT Mailmerge Template access DAT Results - Step 4, then:

1. Click the DataSource button to create a header file.

2.  Use the header file to create a Mail Merge template in MS Word and save it with a doc extension.

3. Select your new Mail Merge template by clicking the Select button next to Upload New Template.

4. Click the Upload button to upload the new Template.
 
To mailmerge DAT Query results, access  DAT Results - Step 4, then:

1. If the selected DAT Query does not have an associated mailmerge template, follow Creating DAT Mailmerge Template steps to create one.

2. Click Mailmerge
 
If you have included a suitable DAT Key Id Field, you can use the DAT Multi-Action to run your DAT Query for selected records.  You will need the DAT Full role to use the DAT Multi-Action (available for Students, Households, Inquiries/Applicants, Courses, Staff).

Example:  You’ve created a DAT Query with student id column.  Under Admin > Students, you select all your 9th graders and use the multi-action DAT Query.  Choosing the desired DAT Query from the drop-down will run that DAT Query, but only for your 9th graders.

Example: You’ve created a DAT Query for the students and their courses.  You’ve included the student id column and course id column.  You can run this same query by Admin > Students, choosing students, and running the multi-action DAT Query, or by Admin > Courses, choosing courses, and running the multi-action DAT Query.

Note: The drop-down will include options for any DAT Query which you have created or which you have roles for that also have the suitable id.
DAT Chart step allows you to see the result of your DAT Query as a chart. The DAT Chart step is only enabled for queries which have aggregated display fields (DAT Fields - Step 2 - Aggregating). 

The Data Group may be any non-aggregate field and will sub-group the data according to the selected field.

Note: Pivot Aggregate fields do not qualify as an Aggregate field for the purposes of making a Chart.
 
This step allows you to save your query so that it can be reused at a later time.

Note: The description box is pre-populated with a description of your query based on the fields and conditions you’ve added.  You may choose to provide a new description.

Note: If you change your DAT Query, the description is re-calculated based on those changes.  You will need to specify your custom description again if desired.

The query roles determine which other users are able to see the query.  Anyone with one of the specified roles is able to run the query.

Note: Only the author of the query may save any changes to the query.  However, anyone with roles to access to the query may make changes and save their own new version of the query.

Note: Consider carefully before making a query available to other user roles.  DAT Display Fields are already restricted in terms of which roles can access them when building a DAT Query; however, if you create a query based on those fields and specify different roles for the query as a whole - anyone with the roles to access the query will be able to see all the data on the query result, including fields they might not normally have access to.

If you are the owner of the query, you will have the option to “Update” the query.  This will save over the current query.

The option to “Save New” which will create a new copy of the query with any changes you have made.
 
A DAT Filter may be initialized two ways:

- Initializing DAT Filter from DAT Query: The filter operates on the currently selected table.

- Initializing DAT Filter from List: The filter operates on the currently selected list of records.
 
To initialize a new filter:

1. Click on the table name that would be used for the new filter.

2. Under “Conditions” pick “New Filter” from the available choices.

3. Click on the orange filter (funnel) icon.

The next step is Adding DAT Filter Condition.
1. Navigate to the list.

2. Click on the orange filter (funnel) icon.

The next step is Adding DAT Filter Condition.
DAT Filter is a recursive concept because it can be created from other filters or consist of other filters. The resulting DAT Filter may consist of multiple DAT Filter conditions where each condition is represented by a filter. Each condition can be added:

- from Creating New DAT Filter on the fly using the New Filter selector next to Add New Filter Item label

- from a previously saved DAT Filter by selecting the name of the filter next to Add New Filter Item label
 
Creating New DAT Filter uses the same concepts as Creating New DAT Query, so to create a new DAT Filter follow these steps:

1. DAT Query - Step 1 - Adding Conditions

2. DAT Query - Step 1 - Connecting Tables

Repeat steps 1 and 2 as many times as needed. Once you finish creating the new DAT Filter, click Add button on the top.
 
Once you are finished Adding DAT Filter Conditions, you have an option to indicate whether each DAT Filter condition will use “Must Have” or “Must Not Have” logic. 

The most common use for “Must Have” or “Must Not Have” are to find students that have or do not have certain actions, attributes, or courses.  Example: You want to find all the students who have submitted a contract for 2014/2015.  When building your filter, search for students that have a “Student Action” with an “Action Description” of Contract Submitted, and an “Academic Year” of 2014/2015.  Add your filter conditions, add your filter, then apply your filter.  Example: You want to find all the students who have NOT submitted a contract for 2014/2015.  When building your filter, search for students that have a “Student Action” with an “Action Description” of Contract Submitted, and an “Academic Year” of 2014/2015.   Add your filter conditions, add your filter, change it to “Must Not Have”, then apply your filter.

When you add more than one filter, you have an option to change how these conditions interact using parentheses as well as AND or OR logical modifiers.  If you make any OR conditions, be sure to include parentheses to ensure the order of operation are as desired.  

Note: The default behavior is to AND all conditions together.
You can save a DAT Filter for your personal reuse, or to make it available to other users.  There are two ways you might reach the Save Filter screen.

1. Click Save on a DAT Filter popup window.

2. Managing DAT Filter

For a saved filter, the following information is required:

Filter Name is the name of the filter as it will appear in the drop-downs. Filter names must be unique in the system. Note: Filters that you are not the author of, but have role access to use, will have an asterisk * at the end of the filter name in drop-downs.

All Divisions determines if the filter will appear in other school divisions as an option in drop-downs.  If the filter has conditions specific to the current division, leave this unchecked.

Roles determine which other users can see and use the filter.  Such users are able to add additional conditions or save their own copy of the DAT Filter. Note: Consider carefully before making a filter available to other user roles.  Fields are already restricted in terms of which roles can access them; however, if you create a filter based on those fields and specify roles - anyone with those roles is able to run your filter.
 
You can access the Manage Filters page by navigating to Maintenance > Filters.  You will need the DAT Full roles to access this page.  The Manage Filters page lists all DAT Filters that you have authored or otherwise have roles to access.  By default, only filters authored by you are listed; however, you can use the drop-down to switch which authors you are looking at.

- Click Edit for Saving DAT Filters.

- Click the [X] image in the last column for Deleting DAT Filters

Note: The Category determines what kind of data the filter would apply to.
If you are the author or if you have the Security Full role, you may delete a DAT Filter.

Note: Be careful about which DAT Filters you delete.  If a DAT filter is used by the website to limit page or control visibility or to determine which email templates are to be sent, these will no longer work once the filter is deleted.  DAT Filters might also be used for triggered notifications or other processes, which will no longer work if the filter is deleted.
When you create a DAT Filter, the system automatically generates a description for the new filter. To review the description of a saved DAT filter:

- navigate to the list of entities where this filter is available
- select the name of the filter from the filter drop-down
- click the orange funnel/filter icon to load the filter popup

The system presents the details and the description of the selected filter. 
 
We are aware that an update that Firefox/IE recently made to their browsers has impacted some functionality in our system. While we are waiting for Firefox/IE to address these issues, we recommend that our clients use the most up-to-date version of Google Chrome to access PCR Educator Software. We appreciate your cooperation.
On the Email Merge screen, if you receive a popup error that reads, "Error while executing filter StripScriptsFilter - TypeError: Cannot read property 'replace' of undefined," please review your Chrome extensions to make sure that Grammarly is disabled.

This link provides information on how to manage Chrome extensions

Grammarly extension has a script/code that accesses text fields on a given webpage. It also attempts to modify the page to provide feedback to a user. This code, which is owned and maintained by Grammarly inserts its own HTML and also sometimes works incorrectly causing pages to crash. PCR Educator has no technical capability to access Grammarly code and to fix it and thus the only solution is to disable Grammarly extension or use "incognito" browser feature.

This is a known problem that affects many web applications:
Grammarly Known Errors
 
The settings for Gradebook Category and Gradebook Assessment weighting can have a very significant impact on how grades are calculated.  Therefore, as soon as there is a single saved Progress or Report Card mark for the course section - in any marking period - the ability to change the course section’s weighting preferences is disabled.
Once any gradebook assessment associated with the category has a grade, you are no longer permitted to change the gradebook category weight for that course section.

If you want to use new weights for the upcoming marking period, you need to create a new category (or set of categories) with the desired weights and make sure the new assessments are created with the new categories.  

Example: Suppose you have two categories, “Tests” is worth 40% of the grade and “Homework” is worth 60% of the grade.  In quarter 2, you decide you want Tests to be worth 50% and Homework to be worth 50%.  To accomplish this, create a category called “Tests Q2” and “Homework Q2” with the appropriate weights.  This way, you are not changing the gradebook category weighting for an existing category; instead, you are creating new gradebook categories with new gradebook category weights.  Make sure that all your gradebook assessments in quarter 2 are using the new categories.
https://www.pcreducator.com/Customer-Portal/40969

PCR Educator Customer Portal provides access to several functions:

1.  It allows your school staff to communicate with other schools in a discussion board.  For example, if an Admissions staff member from your team wants to learn how other schools handle a specific process in our system, this is a good platform to compare notes with other schools. 
2.  It allows your school staff to register to modules that may be of their interest or pertinent to their day to day activities.  They can then participate in a discussion forum for modules for which they are registered.  This will also ensure that if we send notifications about a module for which they are registered, they will be included in our emails.
3.  It allows your school staff to subscribe/unsubscribe from different types of notifications.  For example, they may choose to subscribe to Critical Updates and unsubscribe from Newsletters.
4.  It provides access to help articles and FAQs that can easily be searched for by keywords. A user does not need to log in to access this functionality.

A school administrator can manage their staff accounts through the PCR Educator School Portal.

If you do not yet have access to the PCR Educator Customer Portal, please reach out to support@pcreducator.com for more information.
https://www.pcreducator.com/School-Portal/40598

PCR School Portal allows school administrators to register employees to specific modules, add new staff, and deactivate staff who have left the school or do not wish to use the PCR Educator Customer Portal. 

If you are a school administrator and do not have access to the PCR Educator School Portal, please reach out to support@pcreducator.com for more information.
To delete a student, navigate to Admin > Student > Details > Delete.  You need the Admin Full role to access this page.  

Note: Deleting a student is an unrecoverable action.  Make very sure that you have the correct student before you delete them.

Note: Deleting a student will remove all of the student’s data.  This includes their actions, schedule, attendance, grade history, and user.  Any invoices or receipts associated with the student will lose the student association.

Note: Household records associated with the student will also be deleted if there are no other students associated with the household, there are no financial records associated with the household, and there are no giving or donor attribute records associated with the household.
Since the parent teacher conferences are based on classes that students are signed up for in Term 1, please select Term 1 when you create PTCs. To ensure that families can sign up for PTCs even during the start of Term 2, please go to Admin > Maintenance > Marking Period Info and verify that Parent-Teacher Conference Registration dates in Term 1 are set appropriately. It is ok if parent-teacher conference registration dates in Term 1 overlap the attendance dates in Term 2.
Schools can upload the following pictures:

1. Uploading Applicant Picture
2. Uploading Parent Picture
3. Uploading Staff Picture
4. Uploading Student Picture
Note: The size of any individual photo cannot exceed 2MB.

Note: The only file extensions supported are .jpeg, .png, and .gif.  The photos must be in one of these three formats.
There are two ways to upload student pictures.

1. Uploading Student Picture Individually
2. Uploading Student Picture in Bulk
 
To upload an individual student picture, navigate to Admin > Students > Details > Picture.  You will need Admin Full or Admin Read roles to access this page. Please review Uploading Pictures Requirements prior to following the steps below.

To add or replace the current file:
- Click the “Choose File” button.
- Navigate to the directory with your file.
- Select the file.
- Click the “Open” button.
- Click the “Attach File” button.
To upload multiple student pictures at once, navigate to Admin > Maintenance > Upload Student Pictures.  You will need the Admin Full role to access this page. 

In order to upload the photos in bulk, each photo will need to be named with the id of the student it will be associated with.  Example: John Doe has a student id of 12345.  You have a photo for him named “JohnDoe.png”.  His photo’s file name should be renamed to “12345.png”.

Note: When renaming the files to include the id, do not change the file’s extension.

Please review Uploading Pictures Requirements prior to following the steps below.

To upload the new photos:
- Click on the “Select” button.
- Navigate to the directory with your photos.
- Select all the photos to upload.  If you want to select all the files in the directory, you can press and hold “Ctrl” and then press the “A” button.
- Click “Open”.  The files will then begin to upload.  Wait until they have finished uploading successfully.
- Click the “Upload Selected Files” button.
There are two ways to upload staff pictures.

1. Uploading Staff Picture Individually
2. Uploading Staff Picture in Bulk
 
To upload an individual staff picture, navigate to Admin > Staff > Details > Photo.  You will need Admin Full or Admin Read roles to access this page. Please review Uploading Pictures Requirements prior to following the steps below.

To add or replace the current file:
- Click the “Choose File” button.
- Navigate to the directory with your file.
- Select the file.
- Click the “Open” button.
- Click the “Attach File” button.
 
To upload multiple staff pictures at once, navigate to Admin > Maintenance > Upload Staff Pictures.  You will need the Admin Full role to access this page. 

In order to upload the photos in bulk, each photo will need to be named with the id of the staff it will be associated with.  Example: John Doe has a teacher id of 12345.  You have a photo for him named “JohnDoe.png”.  His photo’s file name should be renamed to “12345.png”.

Note: When renaming the files to include the id, do not change the file’s extension.

Please review Uploading Pictures Requirements prior to following the steps below.

To upload the new photos:
- Click on the “Select” button.
- Navigate to the directory with your photos.
- Select all the photos to upload.  If you want to select all the files in the directory, you can press and hold “Ctrl” and then press the “A” button.
- Click “Open”.  The files will then begin to upload.  Wait until they have finished uploading successfully.
- Click the “Upload Selected Files” button.
There are two ways to upload parent pictures.

1. Uploading Parent Picture Individually
2. Uploading Parent Picture in Bulk
 
To upload an individual parent picture, navigate to Admin > Households > Details > Photos.  You will need Admin Full or Admin Read roles to access this page. Please review Uploading Pictures Requirements prior to following the steps below.

To add or replace the current file:
- Click the “Choose File” button.
- Navigate to the directory with your file.
- Select the file.
- Click the “Open” button.
- Click the “Attach File” button.
 
To upload multiple parent pictures at once, navigate to Admin > Maintenance > Upload Parent Pictures.  You will need the Admin Full role to access this page.

In order to upload the photos in bulk, each photo will need to be named with the id of the parent it will be associated with along with either “-0” for the first parent, or “-1” for the second parent.  Example:  You have photos of Mr. and Mrs. Smith to upload.  Their household id is 67890.  Mrs. Smith is the parent 1 record, and Mr. Smith is the parent 2 record.  Mrs. Smith’s photo would need to be renamed to “67890-0.gif”.  Mr. Smith’s photo would need to be renamed to “67890-1.gif”.

Note: When renaming the files to include the id, do not change the file’s extension.

Please review Uploading Pictures Requirements prior to following the steps below.

To upload the new photos:
- Click on the “Select” button.
- Navigate to the directory with your photos.
- Select all the photos to upload.  If you want to select all the files in the directory, you can press and hold “Ctrl” and then press the “A” button.
- Click “Open”.  The files will then begin to upload.  Wait until they have finished uploading successfully.
- Click the “Upload Selected Files” button.
 
To upload an individual applicant picture, navigate to Admissions > Inquiries/Applicants > Details > Picture.  You will need Admissions Full or Admissions Read roles to access this page. Please review Uploading Pictures Requirements prior to following the steps below.

To add or replace the current file:
- Click the “Choose File” button.
- Navigate to the directory with your file.
- Select the file.
- Click the “Open” button.
- Click the “Attach File” button.

Note: Pictures for applicants should primarily be uploaded by parents through the Apply Online.
Please use the following reports located in Data Analytics Tool (DAT) -> PCR Imported category
prior to preparing 1099 forms and sending them to your vendors. Please note, you will need  FinanceAP Full or FinanceAP Read roles to access them.

- [Finance] 1099 Verification Report – Invoices
- [Finance] 1099 Verification Report - Misc Payments
- [Finance] 1099 Verification Report - Summary

These reports are year-specific, so you need to make sure to pull the correct year. To do so:
- Open a report.
- Click on Query tab on the left.
- Click on ‘1099 Items’ table.
- Specify the correct Tax Year below Table Required Parameters.
- Click Save.
If Parent Teacher Conferences are not showing for parents, please check the following:

- Are the Parent Teacher Conference Registration Dates open in Marking Period Info?  In particular, make sure the years are correct.  Also, don’t forget to click Save!
- Make sure the Parent Teacher Conf checkbox is checked for the Course.
- Have you set up Parent Teacher Conferences for a future date?  Configuring Parent Teacher Conferences is necessary for each Term that Parent Teacher Conferences are held.
- Do the parents have a student enrolled in a course section taught by a teacher eligible for Parent Teacher Conferences?  The course section must have a teacher, the course must be eligible for Parent Teacher Conferences, and the student must be enrolled in the section.
- Are there settings you need to change on the portal?  Please review Configuring Parent Portal for Parent Teacher Conferences
 
For schools responsible for reporting to the British Columbia Ministry of Education, there are a number of fields available which need to be maintained, and a number of imports and exports available.  

1. Export/Import PEN
2. Export 1701
3. Export/Import Trax

Note: Every export will need the school’s Facility Code specified in the CEEB code in School Info.  To see and access many of these fields your school must be a Canada school.

Note: Grade Levels need to be configured to map to your school’s grade levels with a suitable 1701 code.

Note: Please review the 1701 specifications and TRAX specifications for detailed information about the BC Ministry reporting requirements.
This article is only relevant for Canadian schools for BC Ministry Reporting purposes.

The PEN is a student number supplied by the British Columbia Ministry of Education, uniquely identifying each student across all schools. PCR Educator provides means to manage PENs efficiently through export and import functions.

Every year, as students matriculate to your school, you will need to acquire a PEN from the BC Ministry.  To do this, generate the export file with your students and provide it to the BC Ministry.  The BC Ministry will determine the students new (or existing) PENs, and send you the file back.  Next, you import the received file from the BC Ministry to update the PENs on your student records. 

You can access this page by navigating to Admin > Maintenance > Export/Import PEN.  You need Registrar Full or Registrar Read roles to access this page.

To create the export, enter the option header file information for your school, then click Export.

To import PENs for students from the BC Ministry provided file, click Choose File and then click Import PEN.  Matched students that do not already have PENs will be updated with the PEN in the import file.
This article is only relevant for Canadian schools for BC Ministry Reporting purposes.

The 1701 export provides the 1701 file necessary for reporting to the British Columbia Ministry of Education for BC schools.  To access this export, navigate to Admin > Maintenance > Export 1701.  You need Registrar Full or Registrar Read roles to access this page.

To create the export file, click Export STD.  This will generate a file ending with the std extension in the format required by the BC Ministry.

Prior to generating the file to the BC Ministry, check the Validate Only checkbox and export the file.  Review and correct any errors appearing in the file.  Repeat this process until no more errors are listed. Then proceed with generating the official 1701 file.

Note: There are numerous 1701 Student Fields available on each student record for Canadian schools to accommodate BC Ministry 1701 reporting requirements.

Note: The “Other” course count is the count of all the student’s courses with a 1701 Course Type of “Other”.  These courses are only counted when students have a grade level corresponding to a 1701 grade level code of 08, 09, 10, 11, 12, SU, or GA.

Note: The “Support” course count is the count of all the student’s courses with a 1701 Course Type of “Support”.  This count is only made for students with a grade level corresponding to a 1701 grade level code of 10, 11, 12, or GA.

Note: The Number of Courses is the count of all the student’s courses with a 1701 Course Type of “Academic”, “Other”, and “Support”. This count is only made for students with a grade level corresponding to a 1701 grade level code of 8, 09, 10, 11, 12, SU, or GA.
This article is only relevant for Canadian schools for BC Ministry Reporting purposes.

The British Columbia Ministry of Education requires three different file reports for TRAX.  All three of these files can be exported by navigating to Admin > Maintenance > Export/Import Trax.  You need Registrar Full or Registrar Read roles to access this page.

The TRAX export will export all the student, course, and mark data as appropriate for delivery to the BC Ministry.  It is important that the Mark Types are set up correctly for courses so that the correct marks will be pulled into the correct places for current year courses.  The ministry will expect 3 files, each of which is its own export.

The DEM option will generate the student demographics export file.
The CRS option will generate the non-examinable student courses export file.
The XAM option will generate the examinable student courses export file.

Later, after students have taken exams and the BC Ministry has updated grading information, they will send you an XAM file with these grades. The TRAX import is able to use the XAM file to create a new input file suitable for Updating Student Historical Mark in Bulk.  Any errors found will be included in the output file.  The resulting output file is will be created for importing the exam into Trax Exam %, the school final grade into Trax School %, and the final grade incorporating both into Final Mark.

Note: The files generated will adhere to the BC Ministry file format requirements.  There are numerous 1701 Student Fields and Trax Course Fields available for Canadian schools to accommodate BC Ministry reporting requirements.

Note: For DEM exports, BC Ministry requires a status of ‘A’ (active), ‘T’ (terminated), or ‘D’ (deceased).  In PCR, the student status must be either Enrolled, Withdrew, or Deceased to be mapped correctly.  Any student that has a different status will have a blank Ministry status and not pass the BC Ministry’s validation but will still be included in the export file. Thus, if you have students with an unsupported status, you will need to modify their Ministry status in the export file accordingly or remove their records from the file.

Note: For DEM exports, the only students exported are those with a grade level integer value of 10, 11, 12, or the student is taking at least one examinable course.

Note: For CRS exports, non-examinable course records for students with a grade level code of 10, 11, 12, AD, or AN are exported.

Note: For XAM exports, historical examinable course records are exported for students with a grade level integer value of 10, 11, 12.  All current year examinable course records are exported.

Note: For CRS and XAM exports, only courses with a Trax Course Code are reported.  You can force a course to report for an individual student by providing the Trax Course Code in that student’s override.

Note: For CRS and XAM exports, the course year is reported as follows:
    - If no month is specified for the Course or as a Student Override for the course, then the latter half of the current school year is used.  Example:  The current school year is 2010/2011 in school info.  No month is specified, so  2011 is used.
    - If a month is specified, and the month is September or later, then the former half of the current school year is used.   Example:  The current school year is 2010/2011 in school info.  The course month is 9 or greater, so 2010 is used.
    - If a month is specified, and the month is before September, then the latter half of the current school year is used.   Example:  The current school year is 2010/2011 in school info.  The course month is less than 9, so 2011 is used.
    - The student override month takes precedence over the course month.
   
Note: For CRS and XAM exports, the course month is reported  as follows:
    - If there is a month specified for a mark type associated with the course section and that course section meets for the mark type’s marking period, then the month associated with the mark type is reported.
    - If there is an override on the student course, that month will be reported.
    - If there is a month on the course, that month will be reported.
    - If no month is specified, then 6 will be reported for the month.
 

This article is only relevant for Canadian schools for BC Ministry Reporting purposes.

To support reporting of students to the British Columbia Ministry of Education, there are numerous fields available on the Student records.  To access these fields, navigate to Admin > Student > Details, and scroll down to the Canadian heading.  You will need Admin Full, Admin Read, Registrar Full, or Registrar Read to access this screen.

School Fund Code is the fund code for the student in the current year.

Fund Code Next Year is the fund code for the student next year.  When the current school year is close, this will be moved to the School Fund Code

Note: The fields appearing on this screen are important for the BC Ministry Reporting requirements.  Some fields are important for 1701 Specifications, others the TRAX Specifications.  Some are important for both.
This article is only relevant for Canadian schools for BC Ministry Reporting purposes.

To support reporting of courses to the British Columbia Ministry of Education for our BC schools, there are numerous fields available on the Course records.  To access these fields, navigate to Admin > Course > Details, and scroll down to the Canadian heading.  You will need Admin Full, Admin Read, Registrar Full, or Registrar Read to access this screen.

These fields are also available to be changed for individual student courses in Historical Marks and Student Course Overrides.  The fields appearing on this screen are important for the BC Ministry Reporting requirements.  Some fields are important for 1701 Specifications, others the TRAX Specifications.  Some are important for both.
This article is only relevant for Canadian schools for BC Ministry Reporting purposes.

The 1701 specifications are available for download here.

This article is only relevant for Canadian schools for BC Ministry Reporting purposes.

The Trax specifications are available for download here.

The reconciliation of accounts receivable is the process of matching customer balances to the accounts receivable total stated in the general ledger. This matching process is important because it proves that the general ledger figure for receivables is justified.

There are two primary methods of accounts receivable reconciliation:  

1. Reconciling Customer Balance to A/R Aging Report. 
2. Reconciling Customer Balance to General Ledger.

To reconcile accounts receivable account:

- Navigate to Finance > AR > Customers screen.  
- Click the “Balance” column.
- Specify balance parameters.  For more information, see Customer Balance Configuration.
- Click Finish.

At the bottom of the screen, review the total customer balance for your Accounts Receivable account as you can then compare that to the A/R Aging report and/or to the general ledger.
 
- Navigate to Finance > Reports.
- From the list of reports, select A/R Aging or A/R Aging Summary report.  A/R Aging report provides details that make up each customer’s balance whereas A/R Aging Summary report only lists the customer’s balance.
- Enter report parameters and click Request Report.
- Compare the Aging Report balances against the balances on the AR > Customers screen to confirm they match.  If they do not match, review Accounts Receivable Reconciliation - Discrepancy to identify a possible cause for any discrepancies.
- Navigate to Finance > Ledger > Chart of Accounts screen.  This screen shows ledger balance for each account.
- Search for the appropriate Accounts Receivable account.
- At the top of the screen, there is a “Date” field.  Enter the date to match the date you specified in the Customer Balance screen.
- Compare the General Ledger balance against the Customer Balance to confirm they match.  If they do not match, review Accounts Receivable Reconciliation - Discrepancy to identify a possible cause for any discrepancies.

Note:  The General Ledger screen only takes into account posted transactions.  Therefore, if you are reconciling the Customer Balance screen to the General Ledger, do not include unposted transactions in Customer Balance Configuration screen.
In Finance > AR > Customers/Students screens,  there is a section that breaks down the balance by transaction type and account.  By default, the balance is calculated as of today.  However, the school can adjust settings to view customer balances as of a certain date, include unposted transactions, exclude liability accounts etc.  To access balance calculation settings, click the “Balance” column.

If a category in Excluded Account Categories is checked, any transactions within that category are not included in the customer balance.  Example:  If your school has a deferred account set up to hold payments that were paid before the invoice issued date, it is recommended to exclude Liability account category.  This prevents deferred payments to be counted in the customer balance if the “To Date” in balance settings is set prior to the invoice issued date.

Transactions are calculated in the customer balance starting from the date specified in From Date up until the date specified in the To Date field.  If From Date is not specified, the balance calculation takes into account all transactions up until the To Date.

If Include Unposted is checked, transactions that are not posted as of the selected range of dates are taken into account in the balance calculation.  
When reconciliation is conducted, there may be differences between the customer balance and the general ledger balance.  Any of the following reasons can account for these differences:

- There are journal entries posted to the accounts receivable account. In DAT, there is a report called [Finance] AR Reconciliation - Summary, that breaks down transactions by description.  This will help you identify if there are any journal entries associated with your accounts receivable account.
- There are miscellaneous receipts posted to the accounts receivable account.  In DAT, there is a report called [Finance] AR Reconciliation - Summary, that breaks down transactions by description.  This will help you identify if there are any miscellaneous receipts associated with your accounts receivable account.
- There are invoices that credit the accounts receivable account instead of debiting it.  In DAT, there is a report called 
[Finance] AR Reconciliation - Invoices Debiting AR Account that will help you identify such invoices.
- There are receipts/credits that debit the accounts receivable account instead of crediting it.  In DAT, there is a report called [Finance] AR Reconciliation - Receipts/Credits Debiting AR Account that will help you identify such receipts/credits.
- The parameters specified in the Customer Balance Configuration screen do not match those that are specified in the General Ledger screen.  Example:  Unposted transactions may be set to show on Customer Balance - - Configuration screen whereas the General Ledger screen only takes into account posted transactions.

Similarly, there may be differences between the customer balance and the customer aging report.  Any of the following reasons can account for these differences:

- There are invoices that credit the accounts receivable account instead of debiting it.  In DAT, there is a report called 
[Finance] AR Reconciliation - Invoices Debiting AR Account that will help you identify such invoices.
- There are receipts/credits that debit the accounts receivable account instead of crediting it.   In DAT, there is a report called [Finance] AR Reconciliation - Receipts/Credits Debiting AR Account that will help you identify such receipts/credits.
- The parameters specified in the Customer Balance Configuration screen do not match those that are specified in the Aging Report.  Example:  Unposted transactions may be set to show on Customer Balance Configuration screen whereas the A/R Aging Report may be configured to show posted transactions only.
Below are different scenarios related to balance calculation. 

Scenario I:  Smith Family has two posted invoices of $500 each issued on 7/1/2018.  They make a payment of $1000 on 7/15/2018 which was posted the same day.  

i) What is the customer balance as of 7/5/2018?

The customer balance as of 7/5/2018 is $1000 since the invoices are posted prior to 7/5/2018 and receipts are posted after 7/5/2018.

ii) What is the customer balance as of 7/16/2018?

The customer balance as of 7/16/2018 is $0 since the customer paid off their invoices prior to 7/16/2018.

Scenario II:  John Able is an enrolled student at the school.  His parents are divorced and will each pay half of John’s tuition.  John goes to a fancy school so his total tuition amount is $40,000.  An invoice of $20,000 is billed to his father and another invoice is billed to his mother.  His father has paid $15,000 of the invoice as of today and his mother has paid $10,000 of the invoice as of today.

i) What is the father’s balance as of today?

The father’s balance as of today is $5,000 since he has paid $15,000 of the invoice.

ii)  What is the mother’s balance as of today?

The mother’s balance as of today is $10,000 since she has paid $10,000 of the invoice.

iii) What is John’s (student) balance as of today?

John’s student balance as of today is $15,000 since both of his parents have paid $25,000 out of his total invoice of $40,000.

Scenario III: Beckham Family has decided to pay tuition for the student Rick Nile, who is connected to the Nile Family.  Since Rick does not go to as fancy of a school as John, his family is billed $10,000 for tuition.  The invoice is posted and is issued on 7/1/2018.  Beckham Family pays the invoice on 7/15/2018 but their receipt is not posted until 7/20/2018.  The payment is then bounced on 7/25/2018 so the school has to void the receipt on that day.

i) What is the Nile Family’s posted customer balance as of 7/5/2018?

Nile Family’s posted customer balance as of 7/5/2018 is $10,000 since the invoice is not paid at that time.

ii) What is Beckham Family’s customer balance as of 7/17/2018 if unposted transactions are included?

Beckham Family’s customer balance as of 7/17/2018 is $0 since their receipt has paid off another customer’s invoice.

iii) What is Rick’s student balance as of as of 7/17/2018 if unposted transactions are included?

Rick’s student balance as of 7/17/2018 is $0 since his invoice has been paid off by Beckham Family’s receipt.

iii) What is Nile Family’s posted customer balance as of 7/20/2018?

Nile Family’s posted customer balance as of 7/20/2018 is $0 since their invoice has been paid off by Beckham Family’s receipt.

iiii) What is Nile Family’s posted customer balance as of 7/29/18?

Nile Family’s posted customer balance as of 7/29/18 is $10,000 since Beckham Family’s payment bounced on 7/25/2018.
 
There are two ways to calculate balances in PCR Educator system:

1. Balance Calculation - By Student 
2. Balance Calculation - By Customer

Finance > AR always allows schools to review balances by student or by household, however, it is important that a school chooses one approach and maintains consistent interface to parents when it comes to calculating balances for Point of Sales (including Cafeteria), low balance automated notifications, online statements and payment options.

Customer balances are calculated based on customer invoices, customer receipts, and customer credits.  Student balances are calculated based on invoices, receipts, and credits that are associated with the student record.  Other types of transactions such as miscellaneous receipts are not taken into account.  

The Finance > AR > Customers screen shows customer balances for each customer and a total balance separated by transaction type and account at the bottom of the screen.  Similarly, the Finance > AR > Students screen shows student balances for each student and total balance separated by transaction type and account at the bottom of the screen.  The balance calculation takes into account settings described in Customer Balance Configuration.


Type Include Unposted Calculation Method
Invoice No This section is calculated based on transactions associated with customer/student invoices. In the As of [Date] column, all credit transactions are summed up and subtracted from all debit transactions where the invoice issued date falls within the specified As of [Date]. In the After [Date] column, all credit transactions are summed up and subtracted from all debit transactions where the invoice issued date falls after the date specified in After [Date] column. Note: Invoices should only have debit transactions to the accounts receivable account unless they are voided.

Invoice Yes This section is calculated based on the total amount of all invoices associated with the customer/student. As of [Date] includes total amount from invoices not posted as of the issued date specified in this field. After [Date] includes total amount from unposted invoices that are issued after the date specified in this field.

Receipt/Credit No This section is calculated based on transactions associated with customer/student receipts or credits. Each receipt/credit has a debit and a credit transaction. The accounts receivable account is debited on a receipt/credit and the transaction is reversed (credited) if the receipt/credit is voided. For any receipt/credit that is voided, the amount that is debited is summed up and added to the sum of the credited amounts from posted receipts/credits. Example: Let’s say that a customer has a posted receipt of $500 and a voided receipt of $200 as of [Date]. The total amount in As of [Date] column for posted receipts will show ($300).

Receipt/Credit Yes  This section is calculated based on transactions associated with customer/student receipts or credits. As of [Date] includes totals from receipts/credits not posted prior to the date specified in this field. After [Date] includes totals from unposted receipts/credits that are dated after the date specified in this field. Note: If a customer pays an invoice for another customer, the receipt amount is counted only in the customer balance of the person whose invoice is paid. Example: Let’s say that a student’s grandmother pays $500 against an open invoice of $1000 billed to the student’s parent. The parent will now have a balance of $500 whereas the grandmother will have a zero balance even though she has a receipt of $500 associated with her record.
If parents and students are not able to see class schedule, please review the following items that may be causing this problem:

- Verify that your school’s marking period Attendance Dates are in session. This can be updated by navigating to Admin > Maintenance > Marking Period Info.
- Verify that the course section has a period code and it is in session in the current term. Example: If the course section is linked to Period 1, go to Scheduling > Period Codes and check to see what daily rotation days Period 1 is in session. Then go to Scheduling > Blocks > Daily Rotation to check if these rotation days are populated and marked as “In School” on the calendar.
Mark Types Headings organize Mark Types into groups for Report Cards, Progress Reports, and Interim Reports.

Subject is the heading as it appears on the portals and on reports.

Note can be used to help you identify the heading and how it is used. 
Example: You might have multiple headings of the subject “Grades”, but with different grading requirements at different grade levels, or course subjects.  You want the heading to say Grades on the report card but need to differentiate them when associating them with courses.  You can add a more detailed description for your own convenience in this field.

Use the up and down arrows to the left of the existing headings to control the order that they should appear - both on the teacher portal and on reports.

Headings can only be deleted if they have no mark types attached.

Note: Mark Types Headings must be added to course before teachers can enter grades.  There are multiple ways for configuring course mark type headings.
 
To create a new Mark Type Heading, you need the Registrar Full or Registrar Read role to access the page.

To configure Mark Type Headings:
- Navigate to Admin > Maintenance > Mark Type Headings.
- Choose whether the heading is Report Card, Progress Report, or Interim Report.
- If the heading is for a Middle Years Program of an IB school and each Mark Type is a category in the course, check Is MYP.
- Click the Add New Button.
 
Mark Types determine what grades are available to appear on the Report Cards, Progress Reports, or Interims. Mark Types are organized by Mark Type Headings.

Topic is what appears on the reports for the name of the grade.

Notes is additional information about the grade.  Certain report cards may make use of the Notes field, but it is usually only for internal use.

Score Entry Type determines what sort of values may be entered.  

Grade Type determines  what this type of score means.  The available options for the Grade Type changes depending on whether you choose Report Card, Progress Report, or Interim:

    - Grade Type - Report Card
    - Grade Type - Progress Report
    - Grade Type - Interim 

For each mark type that you set up, you also need to specify Mark Type Marking Period details. 
These are the grade type options available for Report Card Mark Types.

Course Work
refers to the grade earned from assignments graded in the course during the marking period.

Exam refers to an end of Term exam.  This must be entered by the teacher if it is used. This Grade Type is not required.

Term is the semester or trimester grade for the Term.  For Semester schools, the software calculates the Term grade as (CW1 * CW1W + CW2 * CW2W + E1 * E1W) / (CW1W + CW2W + E1W) where CW refers Course Work, W refers to Weight and E refers to Exam.  For Trimester schools, the software calculates Term grade as (CW1 * CW1W + E1 * E1W) / (CW1W + E1W).  Schools can choose to have the Term grade’s average calculated by treating CW1 and CW2 as a whole instead of 2 independent marking periods.  This is managed in School Info by Grade Totaling.  In such a case, the CW1 weight should be 0 since CW2 already includes both CW1 and CW2 assessment grades.

Final Exam is an exam that counts towards the Final rather than towards the Term.  You can have up to 1 Final Exam per term.  This Grade Type is not required.

Final is the final grade for the year.  For semester schools, the software calculates the Final grade as (T1 * T1W + FE1 * FE1W + T2 * T2W + FE2 * FE2W)  / (T1W + FE1W + T2W + FE2W) where T refers to Term, W refers to Weight, and FE refers to Final Exam.  For trimester schools, the software calculates the Final grade as (T1 * T1W + FE1 * FE1W + T2 * T2W + FE2 * FE2W + T3 * T3W + FE3 * FE3W)  / (T1W + FE1W + T2W + FE2W + T3W + FE3W).  This mark type is not required. Schools can choose to have the Final grades’ average calculated by treating the whole year as a single entity instead of 3 or 4 independent marking periods.  This is managed in School Info by Grade Totaling.  In this case, the CW3 (or CW4 in the case of Semester schools) and Final grade are both based on all the assessments for the whole year.  In such a case, the weight for the earlier Term grades should be 0.

Effort stores an effort grade per marking period.  This Grade Type is not required.

Other stores any other grades or skills you want to report on report cards.  Elementary schools typically use this for most of their grading needs.  This Grade Type is not required.
These are the grade type options available for Progress Report Mark Types.

Progress Grade is like a Course Work grade, except it is only calculated for grades up until the Faculty Progress Report Entry begin date.  Required for Progress Reports.

Progress Effort designates an effort grade for progress reports.  This Grade Type is not required.

Progress Other is for any other grades or skills you might want on the progress reports.  This Grade Type is not required.

Other is another option for any grades or skills you might want on the progress reports.  This Grade Type is not required.
These are the grade type options available for Interim Mark Types.

Other is the only choice. This Grade Type is not required.

Note: Many schools do not have interim grades.  Instead, they only have an interim comment, and if teachers want to provide a grade, they include it in the comment.
Mark Type Marking Period details provide means to record a configuration specific to each marking period. 

MP is the marking period.  Check off which marking period the mark type is applicable to.  For Semester based schools, Exam, Term, and Final Exam grades are only valid in marking periods 2 and 4, and  Final grades are only valid in marking period 4.

Weight is the weight for the mark type in that marking period.  

Calculation Type determines how the grade is calculated.  The options available are different for different Grade Type.  Every grade that is used as the basis for calculating another grade has a Reported Mark and an Average.  The Reported Mark may be a letter or a number, while the Average is always a number.  Depending on the Calculation Type involved, grades may be calculated on this Average or based on the average as it currently exists in the grade book.

    - Teacher Entered/Not Calculated means that nothing is calculated and the teacher must enter the grade.  

    - Current Gradebook means that the average is calculated for the current grade book grade.  

    - Average of Course Work and Exams calculates based the grade based on the Average specified for the corresponding reported mark.  

    - Current Gradebook and Exams calculates the grade based on the current gradebook average and the exam average.  

    - Average of Terms and Final Exams calculates based on the reported averages.  

    - Current Gradebook and Final Exams calculates the grade based on the current gradebook average and exam average.  

    - Category MYP calculates an MYP grade for a category of the same name.  Courses with such a mark type are forced to have a category of the same name, with weight and assessment possible points matching the weight for the Mark Type.  

    - Reported Category MYP calculates the grade for the course according to the MYP Conversion Chart from the MYP categories.  

BC Trax Type determines if and how the grade is reported for to the British Columbia Ministry of Education.

BC Trax Month specifies what month is reported to the BC Ministry for the BC Trax Type.

Note: The BC Trax Month should be provided at most once across all of a course’s mark types.  This month determines the session reported.  If multiple months are specified, then the session will randomly selected from the months on the associated mark types.
To access mark types, navigate to Admin > Maintenance > Mark Types.  You need Registrar Full or Registrar Read roles to access this page.

To create a new mark type:
- Choose whether it is for Report Card, Progress, or Interim.  
- Choose the Mark Type Heading it will appear under.  
- Choose the Score Entry Type it will use.
- Click “Add New”.

Use the up and down arrows above each mark type to change the order that they should appear.

Once any grades have been entered for a mark type, you will no longer be able to delete the mark type.
Score Entry Types describe what options are available for entering reported grades or evaluations.

Name is the name of the score entry type. This name is not visible to teachers, it’s used for identifying score entry types when associating them with mark types.

Method determines how the score is entered or otherwise selected.

All Divisions designates a score entry type as available as an Action evaluation only.

Notes are any notes used to help explain or differentiate a score entry type.  Since there are usually many MYP entry types for each MYP course, all the criteria for the same course should include the course name in the notes.

Once a Score Entry Type is created, please specify possible Score Entry Type Values.
To add a new Score Entry Type, you will need Admin Full or Registrar Full roles.
- Navigate to Admin > Maintenance > Score Entry Types.
- Specify the Name.
- Specify the Method of entry.
- If this is for an Action Evaluation, check the All Divisions check box.
- Add a Note if desired.
- Click Add New Type.

Once the new Score Entry Type has been added:  
- Click Details on the Score Entry Type.
- Go to Values.
- Click Add New, and add the appropriate Score Entry Type Values.
- Click Save.
 
Score Entry Type Values determine which values are permitted for the score entry type.

Letter is a single option available in the radio button or dropdown. You will need to add each letter option that would appear in the radio button or drop down.
    - Single Value is the letter value as it will appear on reports.
    - Numeric Value is the average which would be used for calculating grades using this letter.
    - MYP Comment is the comment which would be shown for an MYP letter option.

Number Range specifies the acceptable range and precision for a number to be entered.  This would only be added one time for any Score Entry Type.  
    - Min Value is the lowest value that can be entered.
    - Max Value is the highest value that can be entered.
    - # Decimals is the total number of decimals that can be entered.

Freeform: Anything may be written.

Note: You can have multiple Letter values and a Number Range for a single score entry type at the same time.  In this case, the primary grade would be a number grade while the letter grades would be variations on excused scores such as NG, P, F, EX.

Note: The maximum length of text permitted for a grade is 10 characters.  This would include any numbers typed in for a number grade and FreeForm text entry.
 
There are two ways to associate mark type headings to courses.
1. Associating Mark Type Heading to Courses Individually
2. Associating Mark Type Heading to Courses in Bulk
 
Mark type headings for a course are managed on the page Admin > Courses > Details > Mark Types.  You need the Registrar Read or Registrar Full roles to access this page.

To associate a mark type heading to a course:
- Check the checkbox next to the mark type heading to be added to the course.
- Click the right arrow button to add the mark type heading.

To remove a mark type heading from a course:
- Click the delete [X] button.

Note: If the course already has any mark entered for a mark type associated with that heading, you will not be able to remove the heading.

Note: The action of adding or removing an MYP mark type heading from a course will result in grade book category changes.
To remove a mark type heading from multiple courses, navigate to Admin > Courses.  You need Registrar Full to access this page and multi-action.

- Select the courses to associate the mark type heading to.
- Pick the “Add Mark Type” option from the multi-action drop down at the top or bottom of the grid.
- Check the boxes next to the headings you wish to associate with the course.
- Click the “Associate” button.
Student Purchase Option controls how a student’s available balance is determined for purchases from Point of Sales (including Cafeteria). Student Purchase Options are specific for each ledger. In other words, if you have a Lunch ledger and General ledger, you may specify different rules for the same student in each ledger.

The Ledger Purchase Options for students are accessed under Finance > AR > Student > 
Details > Purchase Options.  To access this screen, you need FinanceAR Full or FinanceAR Read.  

There are two ways to run the Point of Sales, and you can use a combination of both.  
1. Debit Balance option allows customers to preload available funds which then can be used by the student for purchases. 
2. Credit Balance option allows schools to extend credit to students, who are then able to charge purchases on the account even if their balance is equal to or less than zero. 

Max Per Invoice limits the amount of each transaction. This setting is typically used in situations when a student is overspending and parents want to limit the amount per purchase.

Max Unpaid Balance is the maximum allowed credit balance which is typically used for the credit balance option, where Max Unpaid Balance is set to the amount of credit to be extended. Please consider Balance Calculation options when configuring Max Unpaid Balance.
When a school calculates balances by student, the balance displayed on the student’s dashboard, POS screen, online statements and payments only reflects activity for the selected student and not his/her siblings. 

Example: if a student is part of blended family and the balance is tracked by student, then any household associated with that student can add “lunch” money to the student account and see the current student’s balance for cafeteria. At the same time, each student associated with these households will not share the same balance. This also means that the lunch money will need to be loaded individually for each student. This is a great option for schools with many blended households.
When  school calculates balances by customer, the balance displayed on a POS screen for student, online statements and payments reflects all activity for the selected customer regardless of the associated student (if any).

Example: if there are several students in a family and the balance is tracked by customer, then whenever any of the siblings access POS, they will all share the same billing household customer balance. Similarly, if a school established Max Unpaid Balance in Student Purchase Option, then this option will take into account the customer balance. This option allows parents to load lunch money once for the whole family as opposed to loading it for each student individually. However, since the balance is tracked by customer, other households connected to the same students will not have access to either seeing the balance or loading the money onto the account. 

Note: consider a situation when the balance is tracked by customer and a school creates an invoice for Smith Family for their daughter Amy’s fieldtrip. In this case, Smith family is marked as Amy’s billing household and Amy’s name is referenced on the invoice. Amy’s grandparents Jack and Karie Forest can still send a check to the school to cover her field trip and the system will allow the user to accept the receipt from a non-billing household. However, since the original invoice is not associated with Forest household and online statement and payments are configured to be shown by customer, Jack and Karie will not see Smith Family’s balance.  
Historical Marks are all the grades that appear on transcripts from prior years.

Academic Year is the year the grades are applicable to.  Note that most transcripts will sort the courses first by Academic Year then by Department’s Report Order then by Course Name.
If you wish to designate a historical mark as a summer course, keep this sort order in mind.  An example would be 2010/Sum which would put the class in a section after 2010/2011 year but before the 2011/2012 year.

Course Name is the standard name of the course.

Transcript Course Name is an alternate name for the course which may be shown on transcripts, depending on the transcript settings.  The default is to show the Course Name.

Type-Level is used for prerequisite logic, containing the type and level of the course.

School Name is the name of the school where the course was taken.  This field will normally be blank unless the course was taken at an external school.

Grade Level is the grade level of the student at the time the course was taken.

Number of Terms is the number of semesters or trimesters the course met for.

Credits Per Term is how many credits are earned for each semester of the course.

GPA Weight is the grade point average weighting.

Class Rank Type is used for including courses in specialized class ranks.

Example: where Class Rank Type might be used - you can designate all AP courses as AP, and run a Class Rank.  Some schools have a separate GPA for just their academic courses or some other variation of a custom GPA.

Department is the department the course belongs to.

Staff First Name is the first name of the primary teacher who taught the course.

Staff Last Name is the last name of the primary teacher who taught the course.

Attribute 1 is a field to store arbitrary information.

Attribute 2 is a field to store arbitrary information.

Attribute 3 is a field to store arbitrary information.

Include In GPA determines whether or not the course is included in GPA calculations.

External indicates whether the course was taken at the school or taken elsewhere.

Marks option will change depending on if your school is set up as Semester or Trimester school.  The Mark Type article will explain in greater detail what these marks mean.

TRAX are fields specifically used to comply with British Columbia Canada reporting requirements.  Most schools will not see these fields.  Please refer to the BC Ministry of Education TRAX documentation for details.

Trax Exam % is the grade of the exam provided by the BC Ministry

Trax School % the final grade assigned by the school.  The Trax School % does not include the Trax Exam % in its average, and the grade is based only on the course work performed at the school.  For an Examinable Course, the BC Ministry will provide both the Trax Exam % and Final Mark.

Examinable Course indicates if the course is an examinable course
.
Electronic Exam indicates if the exam was taken electronically
.
Month refers to the Exam month for examinable courses.

Code is the course code for this course.

Level is the course level for this course.

Related Code is the related course code for this course.

Related Level is the related course code for this course.

Type refers to the Course Type of Challenge, Equivalency or none.

Grad Req indicates whether a course meets the requirements for Fine Arts, Applied Skills, or Both.

Special Case indicates whether there is a provincial exam special case.

To Write Exam Grade 12, 2004 Grad Program only for optional written exams.


Note:  Transcripts generally only show grades of Semester/Trimester, Final, or both.  The other marks are retained for historical purposes.
To ensure historical marks will be reported correctly, current year schedule courses must be configured correctly.  The settings for the course are accessed via Admin > Courses > Courses > Details. You will need the Registrar Full role access the Registrar portion of the courses’ information.

For particular course grades to migrate to historical marks or appear on transcripts, make sure that Include On Transcript is checked.  If your school has alternate names for the course which appear on the transcript, specify the Transcript Course Name.  If the course is to be included in GPA calculations, make sure that the Credits Per Term, and Include In GPA are specified.  If the course is to have a weighted GPA, then specify the appropriate GPA Weight.  If the course is part of a special type of GPA calculation, you may also need to specify the Class Rank type.

The other important consideration for grades to appear on transcripts correctly is to make sure that the course has appropriate Mark Types associated.

Note:  Most schools don’t have a special Class Rank type which would calculate on a transcript.

Note: If a class is not set to Include On Transcript, then it will not be moved to historical marks when closing the school year.
There are several methods for updating historical marks for students.

1. Updating Historical Mark for a Single Student
2. Migrating Single Student Current Year Marks to History
3. Importing Student Historical Marks in Bulk
4. Updating Student Historical Marks in Bulk
To manage an individual student’s historical marks, navigate to Admin > Student > Details > Historical Marks.  You will need Marks Full or Marks Read roles to access this screen.  

- If the course and year is not already present, in the upper right corner of the screen select the appropriate year and click New.

Note
: If the desired year is not available in the drop-down, add a new record with any year and you will be able to modify the year on a new record.

- If the course and year are already present, then press the Edit button next to the course name to modify the grades or other data.  

- Don’t forget to Save!
To migrate a single student’s current year marks to history, navigate to Admin > Student > Details > Move To History.  You will need Marks Full roles to access this screen.  

Move To History will act like a closing the school year wizard for just this one student: 
- his/hermarks will move to history 
- the current year grading and comment data will be removed
- daily attendance will be summarized
- attendance records will be removed
A school can mass import historical marks by navigating to Admin > Import > Historical Marks.   You need the Import role to access this page. 
A school can mass update existing historical marks by navigating to Security > Update > Historical Marks.  You need the Security Full role to access this page.  

Note: The easiest way to use the update historical marks is to create a DAT report that includes Hist Student Mark Id, and other fields you want to update.  Export the data, make sure the column names match the Update column name and run the Update.
There are a number of ways for Updating Historical Marks.

If the course was taken last year, and you were expecting it to migrate to history as part of the close of school year, please ensure that the course is set to Include On Transcript.
Parent Teacher Conference records allow schools to track short meetings or conferences between parents and teachers to discuss a child's progress at school and find solutions to academic or behavioral problems. Each teacher will have many open time slots available for the parents to sign up for from Parent Portal.  

Date is the date of the Parent Teacher Conference time slot.

Start is the start time of the time slot.

End is the end time of the time slot.

Teacher is the teacher the time slot is for.  

Household is the household signed up for the time slot. When new time slots are created, they are not associated with any households or students.

Student is the student signed up for the time slot.  Initially, no student should be specified.

Room is the room that the Parent Teacher Conference will be meeting in.  Optional.

Note: Parent Teacher Conferences are separated by school division and Term.
In order to access parent teacher conferences configuration, you will need the Admin Full role. Prior to configuring parent teacher conference, confirm that Marking Period Info is also properly configured.

To create new parent teacher conferences
- Navigate to Campus > Admin > Staff
- Select the teachers you wish to create conferences for 
- Use the multi-action Parent-Teacher Conference
- Fill out the fields
- Click one of the desired Generate buttons

From Date is the starting date to generate parent teacher conferences.

To Date is the ending date to generate parent teacher conferences.

From Time is that starting time on any given day that the first parent teacher conference will be scheduled.

To Time is the ending time which no parent teacher conferences will be scheduled past.

Length is the length of time for each parent teacher conference time slot.

Interval is the amount of time between time slots, usually to allow time for parents to travel from one meeting to the next.

Room will be the room shown in the parent teacher conference time slot to the parents.  You can choose to use the room specified in the Office field for the teacher, or you can specify a specific room (or leave it blank) for all the generated time slots.  This field is optional and can be left blank

Note: If you want to have Parent Teacher Conferences more than once per Term for the same division, you will need to delete the original signup slots and create new ones.

Note: The parent teacher conference registration dates should fall within the open dates of the marking period in which the registration falls. Do not try to schedule first trimester conferences in marking period one if the attendance dates for that period have already closed.

Note: The only teachers who will appear as options for the parent are teachers teaching  courses that have the Parent Teacher Conf checkbox checked.

Note: If From Date and To Date span over a weekend, then parent teacher conferences will be generated for the weekend too.  So, if you have parent teacher conferences Friday and Monday, but not on the weekend, then you will need to run the wizard twice - once for Friday and once for Monday.

Note: The last parent teacher conference time slot on a day will end before or on the To Time.  If a time slot end time (calculated as the slot start time plus Length) would exceed the To Time, that slot will not be created.

Note: If the schedules are different on different days for a set of teachers, you can run this wizard one day at a time.  Clicking the “Generate and go to Teachers List” button will take you back to the list of selected teachers.  Then run the multi-action again for the second day.  Conveniently, your originally selected teachers will still be selected.

Note: Teachers will be able to view Parent Teacher Conference sign-ups on the Teacher Portal calendar.  Parents will be able to view their sign-ups on the parent teacher conference signup page in the Parent Portal.

Note: You should consider how you will communicate when, where and how the parents will sign up for parent teacher conferences.  Options include an email merge, updating the website with instructions, or both.
To manage already created parent teacher conference time slots
- Navigate to Admin > Maintenance > Parent Teacher Conferences. You will need the  Admin Full role to access this page.
- Click the Schedule link to edit a specific time slot.
- To delete time slots, check the slots to be deleted and use the multi-action Delete.

Room is the room the conference would be held in.

Student is the student signed up for the slot.

Household is the household signed up for the slot.

Note: Reasons you might edit a time slot would be to change the room or unschedule/reschedule a parent for a time slot outside of the open dates.  Mostly, parents should sign up for their desired time slots through the Parent Portal.
 
Signups for a Parent Teacher Conference are made by the parent.  The parent will first pick the desired Teacher, then the Date, then the Time on that day.  The teachers appearing in the dropdown will be based on the currently selected student.  The dates will be limited to only days that the teacher has an open time slot.  Only open time slots will be shown.

To add the control for parent teacher conferences to a page, you would find it under Updatable > Parent Teacher Conf.  The settings specific to this control include:

Limit Signups
- None means there is no limit per Course Section or per Teacher
- Once Per Student Per Course Section means that the parent may meet with the same teacher multiple times.  Useful if the time is needed to discuss course subject matter for each course.
- Once Per Student Per Teacher means that even if the student has multiple classes with the same teacher, the parents can still only sign up for that teacher once.

Max Signups Per Household limits the total number of signups by the household across all their students. 

Example: if the household has 5 students, and the max signups per household is 2, they will be able to sign up for at most 2 conferences.  If the setting is empty, there is no limit.

Max Signups Per Student limits the household signups based on how many students they have.  If the setting is empty, there is no limit.

Read Only is used if you just want parents to be able to see their signups without making changes.  You would use this to make a reporting only page.  If the current date is outside of the open date ranges for parent teacher conferences in Configuring Marking Period Info, then the control will automatically be read-only.

Show All Students when checked will show parent teacher conference sign-ups for all a household’s students.  If unchecked, only the currently selected student’s signups will show up.

Limit Signups, Max Signups Per Household, Max Signups Per Student all work together when limiting signups.

Households will not be able to sign up for conflicting times.

Note: For signups, Parent Teacher Conferences use the time zone specified in the CMS application settings.  If no timezone is specified the local server time is used.

Note: Parent Teacher Conferences only display slots for primary teachers for each course section for the selected student. 

Note: Parent teacher conferences are specific to the teacher, not the course section.  This means that individual teachers have their own parent teacher conference schedules.  Secondary teachers won’t see the primary teacher’s schedule.
Note, all start dates take effect as of midnight of that day. All end dates include through the end of the day, turning off at 11:59 pm. Also note the system uses your school's time zone specified in Security>Maintenance>Application Setup. If the time zone is not specified, the system uses the server time.
Soft Credits are a means to recognize another donor for playing an important role in the actual donation received.

Contact - The other donor receiving credit for the donation
Amount - The amount the other donor will be soft credited for
 
Adding a soft credit to donations is performed under Development > Donation > Details > Soft Credit.  To access this page, you will need Development Full or Development Read roles.  To edit soft credits, you will need the Development Full role.

Note: You can add multiple donors receiving soft credit, and the amount to be soft credited is entirely up to the discretion of the development office.  

Note: Soft Credits will not impact the actual giving dollar amounts or statistics, or affect Finance reconciliation with Development.
Marking Period Info records control visibility and access for a variety of Term and Quarter specific functions.  You can access this page under Admin > Maintenance > Marking Period Info.  To access this page, you will need Archiving Full, or Archiving Read roles.  The Term will be designated as either Semester or Trimester depending on how the School Info is set up and can be different for each school division. 

Period Name is the name of the marking period.  In the case of a Trimester school, there will be one marking period per Trimester.  In the case of a Semester school, there will be two marking periods per term (Quarters).

Attendance Dates refers to the date range when classes are actually in session. 

Faculty Report Card Entry controls when teachers are able to enter Report Card marks and comments for the marking period.

Faculty Progress Report Entry controls when teachers are able to enter Progress Report marks and comments for the marking period.

Faculty Gradebook Open controls when teachers can enter grades for the marking period.

Student Self Entry controls when students may enter Self Comments on the Student Portal.

Parent-Teacher Conference Registration
 dates controls when parents may sign up for Parent Teacher Conference on the Parent Portal.

Student Activity Registration dates control when students may sign up for a Student Activity Course.

Notes:

A Semester school can opt to not use certain marking periods if they only want one marking period per Term.  If a school chooses to do this, they should use marking periods 2 and 4 in order for the grades to operate properly in grade book, report cards, and transcripts.

Generally, Faculty Gradebook Open may extend somewhat past the end of the Attendance Dates as teacher work on finalizing Report Card grades.  It should not extend past the Faculty Report Card Entry dates.

All start dates take effect as of midnight of that day.  All end dates include through the end of the day, turning off at 11:59 pm.  Also note that this is server time (except for Parent-Teacher Conference Registration).  If your database is housed on an East Coast server, these cut-on/off times will be Eastern time.
 
Unless “all divisions” option is checked, the list of student (Admin>Students, Admissions>Students, Development>Students, or Scheduling>Students ...) only shows records which belong to the selected division. A student record belongs to the currently selected division if:

-   The user is looking at the student records from any location other than Scheduling>Students or the user selected current year scheduling and the student:
       -   is enrolled in any course from the currently selected division
       OR
       -   has any course selections for the currently selected division, 
       OR
       -   belongs to a course waitlist in the currently selected division
       OR
       -   has a grade level associated with the currently selected division.

OR

-   The user is looking at the student records from Scheduling>Students, the user selected next year scheduling, and the student:
       -   has next year grade level that is associated with the currently selected division
       OR
       -   has course selections for next year for the currently selected division
       OR
       -   belongs to a course waitlist for next year in the currently selected division
       OR
       -   has a next year grade level associated with the currently selected division.


Unless “include all” checkbox is also checked, the system will only show students if

-   The user is looking at the student records from any location other than Scheduling>Students  or the user selected current year scheduling and the student has a status of Enrolled in the currently selected division.

OR

-   The user is looking at the student records from Scheduling>Students, the user selected next year scheduling, and the student has next year status of Enrolled in the currently selected division.
 
Forms centers around updating information and consenting to various requirements of the school. In the end a Forms Submitted action is generated with any PDFs being associated with that action. So, aside from deleting the action (which also removed the PDFs generated), there should be nothing more to reset.
The Finance Manager can record development activity into the General Ledger through journal entries. For more information, see Recording Development Activity in Finance through Journal Entries.

To access reconciliation reports, a user must have GL Full role.

To reconcile development activity with the finance ledger, go to DAT and select the PCR (Imported) group. Open the report called [Finance] Donation Reconciliation Report. This report will provide donation information, transaction date (posted to the ledger), journal entry information, and account information of each transaction.

To review a list of all transactions that have been posted by the Development Office but have not yet been posted as journal entries by the Finance Office, go to DAT, select the PCR (Imported) group and review the report called [Finance] Unposted Development Transactions.

Through the combination of the two reports, the finance office should be able to tie out all posted donations by the Development Office.
Our offices will be closed on Monday, September 3rd 2018 in observance of Labor Day. We will resume normal hours on Tuesday, September 4th 2018.
Unless “all divisions” option is checked, the list of staff and teacher records (Admin>Staff or Scheduling ->Staff) only shows records which belong to the selected division.

A staff record belongs to the currently selected division if one of the criteria applies:

- The staff record is connected to a user account which is associated with the currently selected division. 
OR
- The staff is marked as a primary or secondary teacher for at least one course section for the current year.
OR 
- The staff is marked as a primary or secondary teacher for at least one course section for the next scheduling year, the user selected next year scheduling and the user is looking at the staff records from Scheduling ->Staff.

Example: if a user selects “Next Year Schedule” on the home page, then only teachers who teach any course sections in next year schedule will show up on the list of staff records (Scheduling ->Staff) unless they are associated with user accounts connected to the currently selected division.
 
Each teacher can delete his or her assessments by navigating to the list of assessments in the Teacher Portal, selecting all assessments in bulk and using a multi-action “Delete Assessments" option.
If teachers are not able to take attendance, please review the following items that may be causing this problem:

- Verify that your school’s marking period Attendance Dates are in session. This can be updated by navigating to Admin > Maintenance > Marking Period Info.
- Verify that the course section has a period code and it is in session on the date the teacher is trying to take attendance. Example: If the course section is linked to Period 1, go to Scheduling > Period Codes and check to see what daily rotation days Period 1 is in session. Then go to Scheduling > Blocks > Daily Rotation to check if these rotation days are populated and marked as “In School” on the calendar.
- Verify that the course section has students enrolled in it.
Budget Managers are users in a school who have access to specific General Ledger Accounts for managing purposes. Budget Managers can:

- See any activity in the general ledger related to their accounts;
- Review and approve purchase orders related to their accounts;
- Submit budget requests for their accounts;
- Review budget reports related to their accounts;
To associate an account, a user must have FinanceBudget Full role.For a user to have access to Budget Manager features, a user must have FinanceAccountMgr Read or FinanceAccountMgr Full roles. Only FinanceAccountMgr Full role allows edits (approving purchase orders or submitting budget requests).

There are several ways to assign budget managers to finance accounts:

- Assigning Budget Managers to Finance Accounts Individually
- Assigning Budget Managers to Finance Accounts in Bulk

Assigning Budget Managers to Finance Accounts Individually

- Navigate to Finance>Ledger>Chart of Accounts> Account Details>Budget Managers
- Select any user with a role of FinanceAccountMgr Full or FinanceAccountMgr Read and click Add.

The newly assigned budget manager will be listed below.

Assigning Budget Managers to Finance Accounts in Bulk

- Navigate to Finance>Ledger>Chart of Accounts>
- Multi-select accounts
- Use multi-action Add Managers
- Select any user with a role of FinanceAccountMgr Full or FinanceAccountMgr Read and click Add.
When a long term substitute takes over a course section, they will need control over the gradebook from the previous teacher as well as the ability to add new gradebook assessments over the course of the year.

The process of merging gradebook categories allows the new teacher to copy gradebook categories that the original teacher was using in their gradebook.

In the Teacher Portal, navigate to the Gradebook Preferences page to view the “Category Merge” widget. Please note that each school has the flexibility to rename this page and add it to the Teacher Portal according to their preferences.
In the Original Category dropdown, select the name of a gradebook category that the previous teacher had created.
In the Merge To dropdown, select a gradebook category that the new teacher has created and click the merge button to merge the two gradebook categories. Otherwise, select Copy Original Category and click the merge button to associate the original gradebook category to the new teacher.
To record extra credit on a specific gradebook assessment, simply enter more points than the possible number of points allotted for the gradebook assessment. You will receive a popup message as a warning that the number of points you are entering exceed the total possible points. Press “Ok” to save the grade.

Alternatively, if extra credit does not belong to any particular gradebook assessment, you can create a new gradebook assessment and set the possible points amount to zero. Adding any grade above a zero to this type of gradebook assessment will provide students with extra credit.

Note: Extra credit will be calculated based on your gradebook set up. For instance, same number of extra credit points in a higher weighted gradebook category will impact the overall grade more than a lower weighted gradebook category.
Gradebook Assessment Types are used to label different gradebook assessments that are entered by the teacher in the CMS Teacher Portal. With gradebook assessment types, you can specify the maximum number of gradebook assessments that a student can have in a specific period with that gradebook assessment type. Example: A school may restrict each student to have a maximum of 1 test or project on any given day.
- Go to Campus > Security > Maintenance > Gradebook Assessment Types.

- Enter the Name of the gradebook assessment type. This will be the gradebook assessment type name that the teachers will be selecting from when entering a gradebook assessment.

- In Assessments per Student, enter the number of gradebook assessments a student could have in a day.

- Enter the Interval in Days. This will not allow a student to have another gradebook assessment of the same type within that number of days. This will prohibit a student from having two tests in two days.

Note: A school is required to have at least one gradebook assessment type but Assessments per Student and Interval in Days fields are not required if your school does not have a limit on how many gradebook assessments a student can have within a specific period.
A gradebook category is used to group gradebook assessments. i.e., tests, homework, quizzes, projects, etc. Gradebook categories may be weighted and must be entered before you add gradebook assessments.
An gradebook assessment is referred to as any graded or non-graded item that the teacher assigns to a class; i.e., a single homework, report, reading assignment or test. Example: A gradebook category may be called “Test,” while a gradebook assessment may be called “Test Ch 1” or “Test Ch 2.”

Each gradebook category may have many gradebook assessments and teachers can input gradebook assessments throughout any open marking period.

Description refers to the gradebook assessment name and is displayed on the Student and Parent Portal as well as the Teacher Portal.
Short Description (10 character limit) in an abbreviated gradebook assessment name and is displayed in the gradebook.
Possible Points refers to the total number of points a gradebook assessment is graded on.
Start Date refers to when the gradebook assessment is assigned to students or when students should start working on the gradebook assessment.
Due Date refers to the last day to complete the gradebook assessment. A gradebook assessment can have the same start and due date.
Visible Date determines when the gradebook assessment will show online to students and parents. Example: if you want to show a gradebook assessment on the calendar only a week before the gradebook assessment start date, you can set the visible date to one week before the start date.
If Show in Gradebook option is selected, the gradebook assessment will be visible in the gradebook for teachers to enter grades. Note: If a gradebook assessment such as an assigned reading project will not be graded, the Show in Gradebook option can be unchecked.
If Enable Dropbox is selected, students will be able to submit gradebook assessments electronically.
Each teacher needs to set up gradebook categories in the CMS Teacher Portal in order for the them to enter gradebook assessments to show on the calendar and in the gradebook.

Recording Gradebook Category

To create gradebook categories:
- Navigate to the Gradebook Preferences page in your Teacher Portal. Please note that each school has the flexibility to rename this page and add it to the - Teacher Portal according to their preferences.
- In the Add New Category section, select the division you want to add the gradebook category to from the Division dropdown and Enter the gradebook category name.
- Click “Add.” The gradebook category should now be added to this page.
- Click “Edit” on the bottom right corner of the gradebook category.
- Use checkboxes to select all of the course sections that the gradebook category applies to.
- In the Weight column, you can specify the gradebook category weighting for each section.
- Use the Excl. Drop column to make the gradebook category ineligible for lowest grade calculation. For more information, see Configuring Gradebook Settings.
- Click the Update button in the bottom right corner of the gradebook category to save the changes you have made.

Notes:

- Gradebook categories and gradebook category weighting must be set up for the entire school year.
- You may not change gradebook category weight once an assessment linked to that category has a grade.
- Although you may not modify a gradebook category weighting that you used in a previous period if it has assessment grades, you can Add a new gradebook category with a new gradebook category name. For example Tests Q2 may be a gradebook category specifically for quarter 2. A new gradebook category may then be weighted differently from similar gradebook categories in previous marking periods. This way, you are not changing the gradebook category weighting, you are creating new gradebook categories with new gradebook category weights.
- You cannot move an existing gradebook assessment to a different or new gradebook category.

Recording Gradebook Assessment

- On the Assessments screen, click “New.”
- Enter gradebook assessment details.
- If there is any additional information you would like to enter about the gradebook assessments, you can record that information in the multi-line text box.
- This information will be available to students and parents.
- Select the classes that you would like to apply this gradebook assessment to by using the checkboxes to the left of the course name.
- With each selected course, you can enter additional information:
*Points: Populate this if you’d like to override points for a specific section.
*Start: Populate this if you’d like to override start date for a specific section.
*Due: Populate this if you’d like to override due date for a specific section.
*Visible: Populate this if you’d like to override visible date for a specific section.
- Click “Save.”
In your Teacher Portal, go to Gradebook Settings/Preferences page. This may be located under the “Class” heading or somewhere else depending on your school’s set up.

- Check Category Weight if certain gradebook categories will have more impact on the gradebook average than others. For example, If gradebook assessments within the Test gradebook category will have more impact on the gradebook than gradebook assessments within the Homework gradebook category, you will check the Category Weight option.

- Check Assessment Weight if certain gradebook assessments within a specific category will be have more impact on the gradebook than others.

- Check Hide Gradebook option if you do not wish to share your gradebook grades in the Parent/Student Portals.

- A teacher can specify Lowest Grade Calculation if she wishes to drop a gradebook assessment score. The gradebook will automatically highlight the lowest grade based on the lowest grade calculation that is set.

Note: The lowest grade will only be calculated based on gradebook categories that do not have the “Excl Drop” option checked.

Note: The system will NOT automatically drop the lowest grade, it is up to the teacher to exclude grades at the end of the term.
The gradebook provides functionality for teachers to see each student, different gradebook categories, all previous grades, and how the current grade affects the gradebook category average and the overall gradebook average to date.

The gradebook also has columns for primary reported marks (quarter, exam, term, and final) to show how gradebook assessment scores affect grades that will be transferred to report cards. For more information on setting up reported marks, refer to Configuring Mark Types.

Group By Category option in the dropdown is used to list gradebook assessments by gradebook category.

Group By Date option will list gradebook assessments in order by their due dates.

The header of the gradebook control has icons that are used for various displays and to export the gradebook.

Sort Ascending icon sorts each column in an ascending order. Student name columns are sorted in alphabetical order by last name whereas gradebook assessment and reported marks columns are sorted in numerical order from lowest to highest value.

Sort Descending icon sorts each column in a descending order. Student name columns are sorted in reverse alphabetical order by last name whereas gradebook assessment and reported marks columns are sorted in numerical order from highest to lowest value.

Switch X and Y Axis icon provides teachers the option to show student names in columns and gradebook assessment names in rows and vice versa.

Export icon extracts the gradebook into an excel spreadsheet.

Refresh icon recalculates all gradebook grades.

Open in New Window opens the gradebook on an empty page (without top or left navigation menu). This function provides more real estate for the gradebook and reduces the amount of scrolling in order for teachers to view the entire gradebook.

The Replace functionality can be accessed by clicking on any gradebook assessment column. This option allows teachers to find/replace grades for any gradebook assessment. This feature is convenient if teachers want to use a default grade for their gradebook assessments.

The Save and Recalculate functionality for reported marks can be accessed by clicking on a reported mark column. “Save All” button will finalize grades that will show on the report card and “Clear All” will recalculate grades if additional gradebook assessment scores are added after the teacher has finalized reported marks.

Note: When “Save All” option is used, reported marks will be saved and additional gradebook assessment scores will NOT affect saved grades unless the teacher recalculates reported marks by pressing “Clear All” button and then resaving the grades.
- Navigate to the gradebook page. This may be located under the “Class” heading or somewhere else depending on your school’s set up.
- If gradebook categories have been configured, gradebook assessments have been created, and gradebook entry dates are open, you should be able to view and record gradebook grades for each student.
- To add a gradebook assessment grade, click onto one of the cells that correspond to the correct student and gradebook assessment. The student row and gradebook assessment column will be highlighted and you should be able to enter a numerical grade.
- To enter a comment for a specific grade, right click on the cell. A pop-up box should show up which will allow you to enter a comment.
- Grades are automatically saved when you move the cursor to another cell.
- Verify that grades are calculated based on your gradebook category/assessment weights.

Notes:

- By default, each cell will contain two asterisks. The gradebook will not include this gradebook assessment in the calculated marks for any student with the two asterisks. Any gradebook assessments that are marked with **, will show up in the “Missing Grades” widget in the Teacher Portal if the gradebook assessment due dates have passed.
- The values that can be entered into the gradebook include:
* Numbers – The total number of points the student received on a gradebook assessment. If the student received no credit for a gradebook assessment, make sure you enter 0 (zero) for the gradebook assessment.
* EX – This can be used to mark that a gradebook assessment is excused. This will not be calculated into the student’s grade and will not appear as a missing grade for the student.
* IP – This can be used to mark that a gradebook assessment is in progress. This will not be calculated into the student’s grade.
There are two primary ways to record  Development activity in Finance:
1. Recording Development Activity in Finance through Journal Entries
2. Recording Development Activity in Finance through Misc Receipts

The chosen selection is recorded on the database level and affects all the processes of integrating Development and Finance.

Prior to posting to General Ledger, verify that each Development Fund is properly mapped to revenue account in General Ledger. This will allows the system to determine which accounts need to be credited or debited. Navigate to Finance>Maintenance>Development Funds to record this mapping.
 
Any development activity that is posted in development can be posted to Finance. To post a donation in Development module, a user must have Development Full role and should also be associated with General Ledger. However, the user does not need any Finance roles to perform Development Post.

To record Development Activity in Finance, the user must have GL Full role.

1. Navigate to Finance->Banking>Development Transactions
2. Select all transactions to be included in the new journal entry.
3. Use multi-action “Create Journal Entry”
4. Specify journal entry details. 
5. The system produces a table of credits and debits for each type of transactions. Select the correct accounts. The system will automatically pull revenue accounts for associated funds. 
6. Check “post if able” to post the new journal entry automatically
7. Click Save

You are now redirected to Finance>Ledger>Journal Entries>Dashboard, the dashboard for the newly created Journal Entry. Note, that each line item on this journal entry is referencing Development Transaction Id which references the original development transactions.


 
Type Debit Credit
Post Gift Asset - Bank Account Associated Revenue Accounts
Post Matching Asset - Accounts Receivable Associated Revenue Accounts
Post Pledge Asset - Accounts Receivable Associated Revenue Accounts
Post Pledge Payment Asset - Bank Account Asset - Accounts Receivable
Void Gift Associated Revenue Accounts Asset - Bank Account
Void Matching Associated Revenue Accounts
Asset - Accounts Receivable
Asset - Accounts Receivable
Expense
Void Pledge Associated Revenue Accounts
Asset - Accounts Receivable
Asset - Accounts Receivable
Expense
Void Pledge Payment Asset - Accounts Receivable Asset - Bank Account
Write Off Matching Expense Asset - Accounts Receivable
Write Off Pledge Expense Asset - Accounts Receivable
Attendance Types are types associated with attendance records in a database. The definition of attendance types is shared across all divisions, however, you may enable/disable each one of the types per division.

Attendance Type Description – the label associated with the attendance type. 

Historical Meaning – this identifier allows schools to associate custom defined attendance types with predefined attendance types: Absent Excused, Absent Unexcused, Late Excused, Late Unexcused. The historical meaning will determine how attendance is summarized at the end of the year, how it’s displayed on report cards and transcripts.  

Example: a school has attendance types: Absent Excused (Doctor Visit), Absent Excused (Approved Family Absence), Absent Excused (Sports Game). If these three attendance types are associated with historical meaning Absent Excused, then at the end of the year, the system will summarize all records for these three types as Absent Excused for historical attendance (Admin>Students>Dashboard>Details>Historical Attendance), report cards, transcripts.

Navigate to Security>Maintenance>Attendance Types to configure attendance types.

Navigate to Admin>Maintenance>Attendance Setup to configure attendance types on the division level. Here you can specify default attendance points associated with each type, enable/disable each attendance type for the selected division and identify whether each attendance type is teacher selectable. Teachers are only allowed to record attendance for teacher selectable attendance types. 
 
Period Attendance and Discipline records can be associated with points. Associating these records with points allows schools to keep track of the cumulative points accumulated by each student. A school may create reports to review students and their cumulative points and use them to create mail or email communication to parents or administrators when students exceed predefined points thresholds. Schools can also use negative points. Negative points are often used to record serving detention or similar occurrences. 

A school may associate default points with each attendance or discipline type. Default points are automatically prepopulated when a new attendance record is being recorded. However, a user may override the default attendance point.
 
When reports are archived, they are archived for each household that is connected to a student and has the “send mail” option checked. If you have students that are linked to more than one household with the “send mail” option checked, then it is expected by design that more reports will be generated than the number of students that were selected.
A user must have Scheduling Full or Scheduling Read role to access this functionality.

To check the number of free students in a particular block, navigate to Scheduling > Students. Select your students and go to multi-action menu > Free Periods. If students are free during a certain block, it will show a numerical value on the left corner of the cell, which you can click on to view student names. You can toggle between marking periods using the dropdown on the top left side of the page.
A vendor payment is created when a school pays their suppliers for any goods or items that the school may have purchased.

Payment Account refers to the account that will be credited. This will normally be your bank account.

Name on Payment will default to the vendor name but it can be used as an alternate vendor name on a specific payment. For example, if you are making a payment to Microsoft (vendor) and you would like to address it to a specific person there, name on payment can fulfill this purpose.

Payment Number refers to the check number or the reference number if you are not paying with a check. If you are paying with a check, the payment number will be printed on your check.

Vendor Memo is used to enter a payment description that you may possibly show on your check.

Internal Memo is used to enter a payment description that you may not necessarily share with vendors.

Debit Account will normally be your Accounts Payable.
A user must have FinanceAP Full role to record Vendor Payments.

There are several methods to record vendor payments.

1. Recording Vendor Payments from Payments Screen.
2. Recording Vendor Payments from Vendors.
3. Recording Vendor Payments from Invoices.
4. Recording individual payments from AP > Invoices using "Make Payment" button.
5. Importing Vendor Payments.
This method is particularly useful for recording vendor payments when there is no corresponding invoice.

- Navigate to Finance > AP > Payments and click the “New” button.
- Enter payment details.
- If there are any open invoices for the selected vendor, you will see them at the bottom of the screen under “Invoices” heading. You can allocate the payment amount to invoices as needed.
Click Save.
Using this method, you can select vendors that you wish to pay and the system will automatically allocate the vendor payment to any open invoices.

- Navigate to Finance > AP > Vendors and select vendors.
- Go to multi-action menu and select Generate Payments.
- Follow the steps for Recording Vendor Payments in Bulk.
You can record vendor payments in bulk as a multi-action either by Recording Vendor Payments from Vendors or by Recording Vendor Payments from Invoices.

- Select an option in Group Invoices By dropdown.
--- If “Address” is chosen, the system will generate one payment for each “Pay to Address” specified on each vendor’s invoices. In other words, if one vendor has 10 invoices, where 2 invoices are associated with “A” address and 8 invoices are associated with “B” address, the system will generate two payments. Moreover, this option will generate one check for a maximum number of 10 invoices. For instance, if a vendor has 15 invoices all associated with the same address, the system will generate two payments.
--- If “Invoice” is chosen, the system will generate one payment per invoice. It will generate ten payments for the first example and fifteen payments for the second example.
- Verify Batch Total Amount that refers to the total amount for all payments combined. It will automatically populate based on the balance remaining on open invoices.
- Verify Starting Check # that refers to the check number that you are starting with. It will automatically populate to the next available number but you have the option to override it to a number that is not yet used.
- Verify Batch Number that is used to group all payments that were created together. It will automatically populate to the next available number.
- Enter other payment details and click Apply Defaults.
- In the Batch Entry screen, you have the option to override default values. For example, if you are paying ten invoices and they are all paid from the same account except for one invoice, in this screen you can update that one invoice to be paid from a different account.
- Click Submit.
Through this method, you can select unpaid vendor invoices and generate vendor payments.

Navigate to Finance > AP > Vendor Invoices.
Select Invoices.
Go to multi-action menu and select Generate Payments.
Follow the steps for Recording Vendor Payments in Bulk.
A user must have FinanceAP Full role to write checks.

Before printing checks, make sure to follow the steps of Recording Vendor Payments to generate vendor payments. Any vendor payment that is paid with a method of “Check” can be printed on a check template in PCR Educator. Contact support@pcreducator.com for configuring your check template.

- Navigate to Finance > AP > Check Register.
- Select the checks you may wish to print.
- Go to multi-action menu and select “Print Checks.”
- Click the “Print Payments” button next to your check template.
- Download the file from the Result column and print it on your actual checks.
- If the checks look correct, click the Did Payments Print Correctly button to tag them. This will ensure that when next time checks are processed, the same checks will not be printed again as long as Don’t Reprint Already Printed box is checked.
- Go do Development > Contacts
- Select all contacts associated with new donations.
- Select “Batch Donation Entry” from one of the multi-action dropdowns.
- Specify batch defaults. These are the donation fields that will apply to all new donations. None of the batch default fields are required. 
- In the case when you want the system to use scheduled due date for any pledge payment as opposed to the specified default donation date, select “Scheduled” next to “Pledge Payment Date.”
- Click “Apply Defaults”
- The next screen lists all selected contacts with a corresponding record for a new donation. 
- In the case when a contact has a Pledge/Matching with an open balance, the system automatically assumes that the new entry will be a Pledge Payment. In this case, the system will preselect Pledge Payment type, donation alternate salutation, payment amount, campaign/fund and donation attributes.
- If you decide to record a new Gift, select “New Gift - …” in the first column and enter all donation fields.
- Click submit.

You will now be directed to the list of donations. 
Go do Development > Contacts and search for the contact for whom you would like to record a donation.

Under the “Donation” column, click “New.”

- If you are recording a Pledge Payment against an existing pledge/matching donation, select an open pledge/matching donation from the first dropdown. It should automatically populate the next due amount.
- To create a gift, select the New Gift option from the dropdown and enter the gift amount.
- To create a pledge, select the Total Pledge Amount radio button and enter the total amount that the donor has pledged.
- To create a recurring pledge, select the Recurring Pledge Amount radio button and enter the recurring pledge amount that the donor will be charged each time as designated by the payment frequency in the next step.
- Enter donation details.
- Select an Event if this donation came as a result of an event such as a fundraiser.
- Select an Ask if this donation came as a result of an existing ask in the system.
- Select any Donation Attribute(s) that this donation should be linked to such as an appeal or an event ticket. Click Next.
- For a non-recurring pledge, in the Schedule Configuration screen, use the Daily, Weekly, or Monthly tabs to establish the frequency of the scheduled payments. Click Next. In the Schedule screen, make any manual adjustments to the due date and due amounts for one-time pledges. Click Next.
- For a recurring pledge, enter the starting date and frequency to determine when and how often the donor will be charged the recurring pledge amount.
- Allocate the donation amount to a campaign and fund. The total sum of allocation amounts should match the donation amount. Click Next.
- Select a payment method. The selected payment method serves as a default payment method for future pledge payments if you are recording a new Pledge or Matching donation. There are several payment options:
    a.) if your school enabled Customer Payment Profile and the selected donor already has any saved Customer Payment Profiles on file, you can choose one of them to process the payment via credit card or echeck. A saved payment profile will be indicated by “Credit Card ending in…” or “Echeck ending in…” description;
    b.) if your school enabled Customer Payment Profile, you can process the payment via credit card or echeck by selecting “New Echeck … “ or “New Credit Card …” options.
    c.) if you do not wish to process the payment and want to record that it was already received, you can select one of custom-defined payment method types (such as Check or Cash)
- Click Finish

You will now be directed to the Donation Dashboard which will provide a snapshot of the new donation.
How do we close a month so that we do not accidentally post a transaction/entry to a month that has already been reported to the Finance Committee or audited by our external auditors?

In the fiscal year setup (Finance > Maintenance > Fiscal Years > Details), there is a field called "Open Period Date." Once the month is closed, you can update that to the next month. For example, if August is closed, you can change the open date to 9/1. This will allow you to enter invoices/receipts/credits in the closed month but you will not be able to post them unless you re-open the month.

The same concept applies to future months or years.  You can enter invoices/receipts/credits in the future but you will not be able to post in a future year it is not open.  You can post in future months as long as they are within the open period of your active fiscal year.
A school may wish to migrate financial activity from their secondary ledgers to the general ledger. This will ensure that reports such trial balance, balance sheet, bank reconciliation, income statement etc. can reflect transactions from all ledgers in one place.

Schools can choose to migrate data to the primary ledger as often as they may need. If certain transactions have already been moved over, the migration process will ignore them the next time the school runs the migration function.

Note: In order to migrate data from one ledger to another, accounts linked to your financial activity must be associated with both ledgers.

Note: In order to migrate data from one ledger to another, transactions must be posted.

The migration functionality uses two methods to transfer transactions from one ledger to another.

1.  Deposits (including receipts) are migrated as parallel deposits in the general ledger except the customer receipts will be replaced by miscellaneous receipts in the general ledger. This is to ensure that receipts brought over from the secondary ledger do not affect the customer balance in the general ledger.

2.  Other transactions (Invoices, Credits, Journal Entries) are migrated as journal entries to the general ledger. One journal entry will be created for all transactions per day. So if a school migrates a 30 day period of data and each day as at least one transaction, the system will generate 30 journal entries.
A user must have Finance Full or Finance Read and GL Full role to migrate ledgers.

1. In the general ledger, go to Finance > Ledger > Migrate Ledgers.
2. On the “Migrate From” field, select the ledger you would like to migrate transactions from to the general ledger.
3. On the “Through Date” field, specify the end date for transactions that you would like to migrate to the general ledger and click Next.
4. On the “Record Type” field, select Deposits and click Next.
5. Review the transactions that will be migrated to the general ledger and click Next.
6. Run the “Post Details Report” as a reference for the data that you are migrating and click Next.
7. Enter journal entry information and click “Create Deposits.” This will complete the migration.
A user must have Finance Full or Finance Read and GL Full role to migrate ledgers.

1. In the general ledger, go to Finance > Ledger > Migrate Ledgers.
2. On the “Migrate From” field, select the ledger you would like to migrate transactions from to the general ledger.
3. On the “Through Date” field, specify the end date for transactions that you would like to migrate to the general ledger and click Next.
4. On the “Record Type” field, select Other (Invoices, Credits, Journal Entries) and click Next.
5. Review the transactions that will be migrated to the general ledger and click Next.
6. Run the “Post Details Report” as a reference for the data that you are migrating and click Next.
7. Enter journal entry information and click “Create Journal Entry.” This will complete the migration.
Go to Finance > Maintenance > Ledgers

Enter Ledger Name and click “Create New”

To provide users access to a ledger, go to Security > Users > Details > Ledgers, select the desired ledger and click “Save.” Similarly, to remove access, simply uncheck the box and click “Save.”

To access the new ledger, go to "Home" and select the new ledger from the "Ledger" drop down located to the right.

If there are certain accounts that may be available in multiple ledgers, you can associate them to other ledgers by going to Ledger > Chart of Accounts > Details > Associate with Ledgers.

Note: Even when an account is associated with multiple ledgers, financial activity for that account will be independent for each ledger
General Ledger

A general ledger represents the formal ledger for a school’s financial statements. It provides a complete record of financial transactions over the life of the school. The ledger holds account information that is needed to prepare financial statements and includes accounts for assets, liabilities, owners' equity, revenues and expenses.

Other Ledgers

A school may wish to use a separate ledger for certain financial activities such as those that come from summer school or lunch program.

Benefits of using separate ledgers:

- It is easy to distinguish financial activities between primary school transactions and all other transactions (lunch, summer, after school etc.)
- It provides the option to limit user access to appropriate ledger
- It adds flexibility to run separate student /family balances and customer statements
- Allows the option to create automatic email triggers appropriate to the ledger. For example, a tuition reminder email can be associated to the general ledger whereas the low lunch balance email can be associated to the lunch ledger
- It enables parents to upload funds specifically to pay for lunch

Example 1: Suppose that a family has a student that is enrolled both in the academic division and the summer school division. If a school dedicates a separate ledger to academic and summer activities, the parent will be able to easily distinguish their summer balance from the academic balance in the Parent Portal. Moreover, if an admin user is only permitted to manage the summer ledger, they will only be able to access this family’s summer transactions.

Example 2: Suppose that a school uses the lunch module and wants to notify parents when they have a low balance in their account so they can add more funds. If a school dedicates a separate ledger to lunch accounting, a parent will be able to easily distinguish their lunch balance from the academic balance in the Parent Portal. Additionally, this will provide an option for parents to load funds that may only be used to pay lunch invoices.

Note:
It is not necessary to recreate same accounts in multiple ledgers; if you prefer to use the same account in all ledgers but wish to keep activity within each ledger separate, simply associate the account with desired ledgers.
When you see the same teacher (with the same id listed twice), it means that you have two users who are connected to this teacher. Navigate to Security>Teachers and search users by the teacher id. Once you identify the user record that should be disconnected from the teacher, go to Details -> Profile and click Delete button next to the teacher’s name. Then click Save. 
Donations are contributions that a contact (donor) makes. There are different Donation Types that schools can record.

Frequently Used Terms

Donation Date refers to the original date the donation was received.

Original Amount reflects the initial amount that is recorded on a donation. Original Amount = Donation Amount + Written Off Amount.

Written Off Amount reflects the amount that the school is not able to collect on a donation.

Donation Amount reflects the total collectible amount after Written Off Amount is subtracted. Donation Amount = Original Amount - Written Off Amount.

Paid Amount reflects the total amount paid.

Balance = Donation Amount - Paid Amount.

# of Installments option will evenly distribute the total pledge amount into the specified number of installments.

Installment Amount option will automatically designate the number of installments it will take to pay off the pledge.

Non Tax Deductible refers to the amount that donors cannot deduct from their income on their tax returns.

Description field is used to provide a short description of the donation . This information can be shown in mail and email merges and has a limit of 255 characters.

Note field is used to provide a long description of the donation. This information is usually kept internally and not shared with donors. It has a limit of 2000 characters.

Anonymous Until field refers to a date up until the donor wishes to remain anonymous for a donation. If the donor wishes to remain anonymous indefinitely, please enter a date far into the future.

Indicator field provides an option to associate the donation to the entire family or an individual contact within the family.

Donation Alternate Salutation can be used to address a donor with a different salutation on a specific donation. A school may wish to use a donor’s nickname/preferred name on donations that are allocated to an Alumni Fund.
A Gift is commonly used to record a one-time donation made by the donor with an enclosed payment.

A Pledge is a commitment made by the donor with payments that are due in the future. A donor may decide to submit the first payment right away or wait until the future to fulfill the pledge. A pledge can be set up to have a defined final payment date or it can be set up as a recurring pledge, where the donor commits to periodical payments without a defined end date.

A Matching Donation provides a way for companies and organizations to match donations that are made by their employees or corporate partners.

Note: A matching donation is always treated like a pledge even if there is only one payment made against it.

Example: Let’s say that a donor gives a gift of $100 to your school. If their company fully matches the gift, you will create a matching donation which will automatically be set up as a pledge with a scheduled due date. Once the pledge payment from the company is received, you will allocate that payment to the open pledge.

A Pledge Payment is a payment received on an existing pledge or a matching pledge.
Pledge write-offs reduce the amount of the pledge.  When a constituent is unable to fulfill a pledge, write off the balance so unnecessary pledge reminders are not sent and reports are not inflated with projected amounts of incoming funds. 

Example: Dellerege Family pledged $2,000 and paid five installments of $300 each, leaving a $500 balance.  Dellerege Family decides not to pay the remaining balance. 

To write off a scheduled payment:  
1. Navigate to Payments tab under Donation Details (Development>Donations>Dashboard>Donation Details>Payments)
2. Locate the row corresponding to the scheduled payment (unpaid) you want to write off and click Write Off button.

After the selected payment is written off, the Donation Amount is reduced by the written off amount. Note, Original Donation Amount preserves the amount originally pledged by the donor.

Example: Since Dellerege Family decides not to pay $500 and associated pledge payments are written off, the Original Donation Amount is now $2,000, Donation Amount is $1,500, Written-off Amount is $500, Paid Amount is $1,500 and Balance is $0.

Note: to write-off the entire balance, navigate to Donation Details and use left menu Write Off.
A user must have Development Full role to associate Contact Attributes to contacts. 

1. Navigate to the list of Contacts (Development>Contacts) 
2. Select contacts by clicking on checkboxes in each row.
3. Select Multiaction -> Add Contact Attributes
4. Repeat the steps performed for Associating Contact Attributes to Contact

The new attribute association will appear below.
A user must have Development Full role to associate Contact Attributes to contacts. 

1. Navigate to Contact Details (Development>Contacts>Dashboard>Contact Details>Attributes) 
2. Select Contact Attribute Category 
3. Select Contact Attribute 
4. Select Begin and End Fiscal Years to identify the active period for the assigned attribute. Note, you can leave either of these dropdowns blank. For instance, if a contact was a board member during certain years, it makes sense to specify both begin and end years. However, if a contact is interested in golf, then there is no need to specify the years. 
5. Select Contact Address (default), Primary or Secondary contacts in the next dropdown. This selector allows you to associate an attribute with the whole Contact with specific individuals. For instance, the whole family (Contact Address) may be marked as Parent. At the same time, such attributes as Staff, Alumni, Board Member are typically associated with Primary or Secondary records on the account. 
6. Depending on the selected Contact Attribute Type, you will also be able to: provide a note (Free Text), select a date (Date), enter an integer (Integer), enter a Boolean value (Boolean), or select a value from a dropdown (Lookup).
7. Click Add New 

The new attribute association will appear below.

Note, you will not have the option to associate a calculated attribute to a contact manually. Calculated attributes will appear on the Contact Details page, but you cannot edit or delete these attributes from the list. Because these attributes are calculated and the attribute is removed from a record when it does not apply to a contact anymore, the calculated attributes are not associated with an academic year.
Campaigns are a school’s overall objectives to raise money. Each campaign has goals, types, start dates and end dates.

Example: a school may have a New Building Campaign, an Endowment Campaign, or an Annual Giving Campaign.
A fund is a specific financial purpose of a gift. A fund identifies how to track donations for financial purposes. Funds are key to donations management. Because funds are so closely linked with donations, the Fund field is required when you enter donations. If necessary, you can allocate the same donation to different funds. PCR Educator allows a school to link Funds to General Ledger accounts. Once this mapping is established, the system allows for a seamless integration of Fundraising and Finance module by automatically distributing credits and debits for selected accounts in General Ledger.

Note: If your school has an Annual Campaign, you will contact people to donate money for the year. The donors may not care what their donations are spent on, so they want their funds to go into an unrestricted fund, which means the school can spend the money wherever it is needed. However, the donor could specify a particular fund that they would like to donate to, such as the Physical Education Fund or the Library Fund.

Note: If your school is not interested in using different funds, you must create an unrestricted fund (Create a new fund and name it unrestricted) and associate it with all of your campaigns.
To create a fund, go to Development > Maintenance > Funds.

- In the Fund Code field, enter the name of the fund
- In the Goal field, enter the goal amount for the fund
- In the Description field, you can enter a longer description of the fund although it is not required
- Select Available in Online Donations field if donors should be able to select this fund through the online giving form
A user must have Development Full role to access Campaign management functions

Go to Development > Campaigns and click the “New” button.

- In the Campaign Name field, enter the name of the campaign
- In the Campaign Type field, select an existing campaign type or create a new type.
- In the Start Date field, specify the beginning date of this campaign
- In the End Date field, specify the end date of this campaign
- In the Goal field, enter the overall goal amount for this campaign
- Select Available in Online Donations field if donors should be able to select this campaign through the online giving form
- Click Save
When donations are entered into the system, a user can allocate them to campaigns and funds. This information can then be used to pull into various reports and development widgets for analysis. To associate a campaign to a fund, go to Development > Campaigns > Details > Funds. Select a fund from the dropdown and click “Associate Fund with Campaign.” A campaign can be associated with multiple funds.
For schools that use the Finance Module to track and reconcile donations with the General Ledger, it is important to map GL accounts to Development Funds so when donations are moved to finance, they hit the correct accounts in the GL.

To set up Funds to GL Account Mapping, please go to Finance > Maintenance > Development Funds. In “Corresponding Account” column, please select the GL account that should map to each fund. When a donation is brought to the finance module, this account is credited in GL.
A campaign type is used to group campaigns. To create a new campaign type, go to details of any existing donation and click the hyperlink on the “Campaign Type” field. The hyperlink will only be visible to users with DBA Full role

Example: Annual Giving 17/18 and Annual Giving 18/19 may be grouped with a campaign type of Annual Giving.
A user must have Development Full security role to associate Contacts to Contact Attributes.

There are 4 methods to associate contacts to Contact Attributes:

1. Managing Contact Attributes to Contact Individually 
2. Managing Contact Attributes to Contacts in Bulk
3. Importing Contact Attributes
4. Using Automated Contact Attributes: when you use Automated Contact Attributes, the system automatically associates such attributes to Contacts once a contact fits the filter criteria associated with each Automated Contact Attribute.
Automated Contact Attributes are an extension of Contact Attributes. Automated Contact Attributes are used for the same purpose as Contact Attributes. The only difference between regular Contact Attributes and Automated Contact Attributes is that the latter are associated with a Contact automatically once a Contact fits the criteria associated with each Automated Contact Attribute. 

Example 1: Staff attribute is typically configured as an Automated Contact Attribute because a school can set up criteria that any Contact associated with an active staff record should have Staff attribute. By taking advantage of the built-in automation, a school can streamline its data processes and increase data accuracy.

Example 2: If a school wants to establish different membership levels, it may consider creating Automated Contact Attributes. For instance, a school may have Silver Level attributed assigned automatically to any Contact who gives greater than $500 and less than $2500 during the current fiscal year for Annual Campaign.
Below is a typical example for Contact Attributes configuration. All the categories below were marked to be included in type calculations. Board Members category has a higher priority than Parent category because it’s positioned higher in the list. This means that in case when a contact has attributes from both categories, its contact type will be automatically assigned to the attribute positioned higher in the list.

Board Members
- - - Board Member  
- - - Board Chair  

Parent
- - - Parent
- - - Parent of Alumni  
- - - Parent Non Graduate  
- - - Prospect Parent

Alumn
- - - Alumn

Faculty/Staff
- - - Faculty  
- - - Staff  

Grandparent
- - - Grandparent  
- - - Grandparent of Alumn  
- - - Grandparent Non Graduate  

Friend
- - - Friend  
- - - Society Membership  
- - - Solicitor  

Business
- - - Business  
- - - Foundation  
- - - Non-profit  
- - - Government Agency  
- - - Financial Institution  
Contact Types are custom fields which allow schools to label contacts. Contact Types are automatically assigned from the highest priority attributes associated with the Contact. Note, only active attributes are included in the calculation. If a contact is not associated with any active attributes belonging to a category, the contact will be assigned a type of Unidentified.

Example: consider a school with the following attributes configuration.

Board Members
- - - Board Member  
- - - Board Chair  

Parent
- - - Parent
- - - Parent of Alumni  
- - - Parent Non Graduate  
- - - Prospect Parent

Alumn
- - - Alumn

Faculty/Staff
- - - Faculty  
- - - Staff  

Grandparent
- - - Grandparent  
- - - Grandparent of Alumn  
- - - Grandparent Non Graduate  

Friend
- - - Friend  
- - - Society Membership  
- - - Solicitor  

Business
- - - Business  
- - - Foundation  
- - - Non-profit  
- - - Government Agency  
- - - Financial Institution  


Consider a family with the following attributes:

Dellerege Family (Contact Address) --- Parent
George Dellerege (Contact Primary) --- Board Member
Olga Dellerege (Contact Secondary) --- Staff


Because Board Member is the  highest priority attribute assigned to this Contact, the Contact Type is automatically calculated as Board Member.
 
A user must have Development Full role to access Contact Attributes management functions located under Development>Maintenance>Contact Attributes. 

Contact Attributes Categories are used to organize attributes. These categories can be used for filtering, reporting and search functions. 

- To create a new category, type the desired name for the new category. 
- Next, check “Include in Type Calculations” checkbox if the new attribute category will contain attributes for calculating Contact Types. 
- Click Create button. 

You will see the category you just created in Contact Attributes list below. If you created a category that is used in Type Calculations, the new category now has Up and Down buttons located next to its name. These buttons allow you to move the category up or down, therefore adjusting its priority in Contact Type calculations. 
 
A user must have Development Full role to access Contact Attributes management functions located under Development>Maintenance>Contact Attributes. 

- Create new Contact Attribute Category
- Select a Category you would like to place your new attribute under by using the drop-down menu.
- Type in the name of the new attribute into the text box labeled Attribute Name.
- Select the desired attribute type. 
- If Lookup attribute type is selected, select  Lookup by using the drop-down menu and check Allow Custom Text if applicable.
- If Calculate From type is selected, select Contact filter by using the drop-down menu to allow the new calculated attribute automatically be assigned to Contacts who match the selected filter.
- Click Create button. 

You will see the attribute you just created in Contact Attributes list below. If you selected a category that is used in Type Calculations, the new attribute now has Up and Down buttons located next to its name. These buttons allow you to move the attribute up or down, therefore adjusting its priority in Contact Type calculations.
 
Contact Attributes are custom fields which allow schools to label contacts. An attribute stores the qualities, characteristics, and preferences you associate with a constituent. An attribute can identify a constituent’s interests, dietary preferences, or special requests. Attributes can include hobbies, interests, activities, committees, and important dates. An attribute may also be used to define the relationship a constituent has with your organization and why the individual is in your databases, such as Board Member, Alumnus, Trustee, Current Parent, and Friend. 

Contact Attributes can be assigned to Contact Address or specific individuals under each contact (Primary or Secondary).  Example: Contact Address has an attribute of “Current Parent,” the primary individual has attributes “Volunteer,” “Board Member,” the secondary individual has an attribute “Staff.”  
A scheduled maintenance to our database system will occur on June 20th from 1 - 3 AM CT. Your access to Campus and CMS Portals may be temporarily unavailable during this time-frame. We apologize for any inconvenience and appreciate your cooperation.
We are expecting some very exciting changes in our Advancement / Fundraising module. Pledge payments will be recorded as donations of type “Pledge Payment.” With this change our customers will enjoy a number of new features:
- Ability to record attributes on the pledge payment level
- Ability to convert a gift record to a pledge payment
- Improved tax receipt generation and tracking
- Improved soft credit tracking
- Improved campaign and fund allocation tracking
As this upgrade involves significant modifications to the database structure, our consultants will be reaching out to all our development users to navigate them through the upgrade process. As the result of this change, DMT fields, filters and reports will no longer be available and all reporting functions will be performed through DAT. Please contact  support@pcreducator.com to get assistance to transition. 
 
It's that time of the year!

If you are setting up (Re)-Enrollment Forms, please refer to this document and the corresponding webinar. Please email support@pcreducator.com to get your 18/19 link.

Question:

We would like to email out student passwords. I can't see a field to email merge other than "log in" which is just the username and not the password. Is there a way to 1. import student passwords to PCR and 2. to email that information to each individual student?

Answer:

Passwords
For security reasons, all passwords are encrypted before they are stored in Campus and it is technically impossible to decrypt those passwords.
Using Default Passwords
If a student's login was automatically created in Campus and their password had not been changed, his/her login will be using the default password, which is a field that is available in a Security -> Users email merge. You can force a student's login to use their default password by going to their (student) Details -> Login page and making sure that the "Use Default Password" radio button is selected before clicking the Change Password button.
Using Reset Password Link
If you create (or already have) a page that has the "ResetPassword" control, you can provide your students with their usernames and a link to the aforementioned page during an email merge; they will be able to reset their passwords after submitting the necessary information. 
Using Imported Passwords
You can import student passwords in Campus by going to Security -> Import -> Security Imports -> Users. More information regarding importing usernames and passwords can be found on that page. When importing passwords, some schools like to create passwords for users that follow a predefined pattern (e.g. a student's password could be his/her first name + last name + student ID). Since this information is available as merge fields (i.e. StudentFirstName, StudentLastName and StudentId) when conducting an email merge, schools can choose to relay this information to the students when sending out an email merge containing information regarding their logins and passwords.

We are expecting some very exciting changes in our Advancement / Fundraising module. Pledge payments will be recorded as donations of type “Pledge Payment.” With this change our customers will enjoy a number of new features:
- Ability to record attributes on the pledge payment level
- Ability to convert a gift record to a pledge payment
- Improved tax receipt generation and tracking
- Improved soft credit tracking
- Improved campaign and fund allocation tracking
As this upgrade involves significant modifications to the database structure, our consultants will be reaching out to all our development users to navigate them through the upgrade process. As the result of this change, DMT fields, filters and reports will no longer be available and all reporting functions will be performed through DAT. Please contact  support@pcreducator.com to get assistance to transition. 
 

How to Make Your Database GDPR Compliant

https://www.hallaminternet.com/how-to-make-your-website-gdpr-compliant/

1. Forms: Active Opt-In

Forms that invite users to subscribe to newsletters or indicate contact preferences must default to “no” or be blank. You will need to check your forms to ensure this is the case.

2. Granular Opt-In

The consent you are asking for should be set out separately for accepting terms and conditions, and acceptance of consent for other ways of using data. Users should be able to provide separate consent for different types of processing.

3. Easy to Withdraw Permission or Opt-Out

It must be just as easy to remove consent as it was to grant it, and individuals always need to know they have the right to withdraw their consent. In terms of your web user experience, this means unsubscribing could consist of selectively withdrawing consent to specific streams of communication.


4. Named Parties

Your web forms must clearly identify each party for which the consent is being granted. It isn’t enough to say specifically defined categories of third-party organizations. They need to be named.


5. Privacy Notice and Terms and Conditions

The Information Commissioner’s Office (ICO) has very kindly provided a sample privacy notice that you can use on your website. It is concise, transparent, and easily accessible. You will also need to update your terms and conditions on your website to reference GDPR terminology. In particular, you will need to make it transparent what you will do with the information once you’ve received it, and how long you will retain this information both on your website and also by your office systems.

Good and bad examples of Privacy Notices:
https://ico.org.uk/media/for-organisations/documents/1625136/good-and-bad-examples-of-privacy-notices.pdf

For your reuse:


6. Children under age of 16

Because individuals will only be able to give consent if they are over 16 years old, you should ensure that the person providing the consent is the holder of parental responsibility over the child.

The GDPR is a legislation passed within the European Union (EU), which focuses on protecting the personal data of EU citizens. The legislation is unique as it sets forth regulations for any business that controls or processes EU citizen data, regardless of the company’s location. 

Does GDPR affect your school? 

If you have an inquiry, an applicant, a parent or any other user is phisically located in European Union at the moment when they submit their data to your school, then GDPR applies to your organization. 

When does the GDPR go into effect?

May 25, 2018

What constitutes personal data?

Any information related to a natural person or ‘Data Subject’, that can be used to directly or indirectly identify the person. It can be anything from a name, a photo, an email address, bank details, posts on social networking websites, medical information, or a computer IP address.

What is the difference between a data processor and a data controller?

A controller is the entity that determines the purposes, conditions and means of the processing of personal data (School), while the processor is an entity which processes personal data on behalf of the controller (PCR Educator).

Do data processors need 'explicit' or 'unambiguous' data subject consent - and what is the difference?

The request for consent must be given in an intelligible and easily accessible form, with the purpose for data processing attached to that consent - meaning it must be unambiguous. Consent must be clear and distinguishable from other matters and provided in an intelligible and easily accessible form, using clear and plain language. It must be as easy to withdraw consent as it is to give it.  Explicit consent is required only for processing sensitive personal data. However, for non-sensitive data, “unambiguous” consent will suffice. When the processing has multiple purposes, the processor or controller must obtain consent for each purpose. Please refer to https://ico.org.uk/media/about-the-ico/consultations/2013551/draft-gdpr-consent-guidance-for-consultation-201703.pdf for more information.

Lawful basis for processing personal data.

You should identify the lawful basis for your processing activity in the GDPR, document it and update your privacy notice to explain it. If the data processing is necessary for compliance with a legal obligation to which the controller is subject (school) or processing is necessary for the performance of a contract to which the data subject is party (i.e a student enrolls in the school, parents sign the enrollment agreement and the school needs to proces the student’s data to perform its business), then controller (school) does not need a consent.

What about Data Subjects under the age of 16?

Parental consent will be required to process the personal data of children under the age of 16 for online services; member states may legislate for a lower age of consent but this will not be below the age of 13.

How does the GDPR affect policy surrounding data breaches?

To comply with GDPR and to facilitate compliance with GRPR for our client schools, PCR Educator,  as soon as reasonably practicable upon becoming aware, will notify its customer of any breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorized  disclosure  of,  or  access  to,  personal  data  transmitted,  stored  or otherwise  processed  by  PCR Educator,  its  sub-processors,  or  any  other  identified  or unidentified third party. Consequently, upon receiving a notification from PCR Educator about a data breach,  your school must notify the data privacy supervisory authority in the EU member states of which the affected individuals are residents within 72 hours, unless you can demonstrate that the data breach is “unlikely to result in a risk to the rights and freedoms of natural persons.” PCR Educator is revising its agreements with ourc clients to ensure that this provision is clearely communicated in the contract.

What changes should a school make with regards to GDPR and its use of PCR Educator?

The schools should identify the areas where they collect any data from any individuals where the collection of the data is not justified under the following clause:
“processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract.”  Then, update these data entry forms to include consents that would serve as a basis for lawful data processing.

If you are interested to learn more, the full legislation and additional regulation details can be found at http://www.eugdpr.org/.

We are expecting some very exciting changes in our Advancement / Fundraising module. Pledge payments will be recorded as donations of type “Pledge Payment.” With this change our customers will enjoy a number of new features:
- Ability to record attributes on the pledge payment level
- Ability to convert a gift record to a pledge payment
- Improved tax receipt generation and tracking
- Improved soft credit tracking
- Improved campaign and fund allocation tracking
As this upgrade involves significant modifications to the database structure, our consultants will be reaching out to all our development users to navigate them through the upgrade process. As the result of this change, DMT fields, filters and reports will no longer be available and all reporting functions will be performed through DAT. Please contact  support@pcreducator.com to get assistance to transition. 
 
The embarrassing moment comes soon enough – a mere few minutes after you send out an email with the promised files to all parents, you receive a quick note (or few hundred notes in case you used PCR Educator’s email merge): “Did you mean to attach something..?” We think this reminder is a bit too late. PCR Educator now analyzes your draft emails and alerts you about any missing attachments before it delivers the message if it contains one of these phrases:
  • I have attached
  • I’ve attached
  • I have included
  • I’ve included
  • See the attached
  • See the attachment
  • Attached file
  • Is attached
  • Are attached

Question:

We have families that have submitted the contract and have students that are enrolled in the next year.  I still want them to be able to access the Parent Portal this year so that they can pay their bills online.  However, the 'Parent' role is added to a user record only if they are linked to a student that is enrolled in the current year.  How can I give such can such families access to the Parent Portal?

Answer:

You can give such families access to the Parent Portal by making desired pages in the Parent Portal visible to the "Applicant" role.  This way, even if the student is enrolled in the next year, their parent will have an "Applicant" role and will be able to access the portal.

Question:

I have a family that has made a couple of payments in advance. They have paid $1,500 in order to reduce their monthly payments by $150 per month (we have a 10-month payment cycle). Can you recommend a way for me to apply the 2 advance payments evenly over the 10-month payment period rather than to the earliest payments? 

Answer:

If they are planning to pay $640 each month from May to Feb, it may be best to set the due amount for May 1st payment to be $2140 and allocate the $1500 against it. This way, the remaining amount on May first and every month after will be $640 ($150 less per month).
We are expecting some very exciting changes in our Advancement / Fundraising module. Pledge payments will be recorded as donations of type “Pledge Payment.” With this change our customers will enjoy a number of new features:
- Ability to record attributes on the pledge payment level
- Ability to convert a gift record to a pledge payment
- Improved tax receipt generation and tracking
- Improved soft credit tracking
- Improved campaign and fund allocation tracking
As this upgrade involves significant modifications to the database structure, our consultants will be reaching out to all our development users to navigate them through the upgrade process. As the result of this change, DMT fields, filters and reports will no longer be available and all reporting functions will be performed through DAT. Please contact  support@pcreducator.com to get assistance to transition. 
 
We are expecting some very exciting changes in our Advancement / Fundraising module. Pledge payments will be recorded as donations of type “Pledge Payment.” With this change our customers will enjoy a number of new features:
- Ability to record attributes on the pledge payment level
- Ability to convert a gift record to a pledge payment
- Improved tax receipt generation and tracking
- Improved soft credit tracking
- Improved campaign and fund allocation tracking
As this upgrade involves significant modifications to the database structure, our consultants will be reaching out to all our development users to navigate them through the upgrade process. As the result of this change, DMT fields, filters and reports will no longer be available and all reporting functions will be performed through DAT. Please contact  support@pcreducator.com to get assistance to transition. 
 
We are expecting some very exciting changes in our Advancement / Fundraising module. Pledge payments will be recorded as donations of type “Pledge Payment.” With this change our customers will enjoy a number of new features:
- Ability to record attributes on the pledge payment level
- Ability to convert a gift record to a pledge payment
- Improved tax receipt generation and tracking
- Improved soft credit tracking
- Improved campaign and fund allocation tracking
As this upgrade involves significant modifications to the database structure, our consultants will be reaching out to all our development users to navigate them through the upgrade process. As the result of this change, DMT fields, filters and reports will no longer be available and all reporting functions will be performed through DAT. Please contact  support@pcreducator.com to get assistance to transition. 
 
We are expecting some very exciting changes in our Advancement / Fundraising module. Pledge payments will be recorded as donations of type “Pledge Payment.” With this change our customers will enjoy a number of new features:
- Ability to record attributes on the pledge payment level
- Ability to convert a gift record to a pledge payment
- Improved tax receipt generation and tracking
- Improved soft credit tracking
- Improved campaign and fund allocation tracking
As this upgrade involves significant modifications to the database structure, our consultants will be reaching out to all our development users to navigate them through the upgrade process. As the result of this change, DMT fields, filters and reports will no longer be available and all reporting functions will be performed through DAT. Please contact  support@pcreducator.com to get assistance to transition. 
 
A sustaining donation (also referred to as a recurring gift) is a donation with multiple ongoing payments, including payments of a specific amount that occur over a defined internal that may or may not have an end date or equal installments of a specific amount. PCR Educator Development system allows your donors to sign up for recurring donations electronically through online giving forms. It also lets your development staff enter such donations directly through the administrative section of the software. Below are a few tips for attracting recurring donors. 

1. Break down the costs:

Breaking down the size of a contribution into smaller installments is a technique which has been proven to work by for-profits. Car dealers, appliance stores, furniture stores, you name it, all have been successfully appealing to shoppers who may be scared off by high price tags, by advertising low monthly payments. This technique extends easily to non-profits, especially independent schools appealing to recent graduates.

2. Translate the costs into the impact:

This is actually the reverse operation to the one mentioned above. Reassure your donors that their recurring donations will have a great impact by illustrating what each donation can accomplish. What does $10/month, $20/week, $100/year mean for your school? Creating a simple infographic that translates your donors’ recurring donation may have a long-lasting effect. Advocates for Children of New York which works on behalf of children who are at greatest risk for school-based discrimination created a table to show how different giving levels make a difference in their operations:

“$10 a month – Pays for an expert to counsel a parent on our Helpline about the educational and support options available for a child with autism. $25 a month – Allows AFC to organize an outreach event for children in foster care as a forum to educate and empower their caregivers about their special learning challenges. $50 a month – Provides three hours of attorney time to prepare for and attend a meeting with the Board of Education to resolve a dispute over the Individualized Education Program (IEP) for a struggling student.”
(http://www.advocatesforchildren.org/support_our_work/donate_now)

3. Leverage technology and automated payments:

Take advantage of automated payments, saved payment profiles and other techniques which mitigate any inconvenience associated with recurring donations. As marketing researchers from Sandford University point out, “The simple fact of having to pay from two separate pools — or opening one’s wallet a second time — created another deliberation point, explains Khan. It served to make people think twice about buying, and hence stopped their purchasing in its tracks. “ (https://www.gsb.stanford.edu/insights/buyer-beware-shopping-can-lead-more-well-shopping)
After many years of integrating with Finalsite, Whipple Hill and Blackbaud, PCR Educator has announced that it will extend its API to any other provider. This move will allow any independent school who uses PCR Educator to connect with other providers ensuring seamless experience for their constituency.


PCR Educator Parent Portal and Teacher Portal have so many important and convenient features that you are pretty much guaranteed to visit them several times a day. While our responsive design layout makes online access from mobile devices convenient and user-friendly, we want to remind you about one cool feature which will further enhance your teachers and your parents’ experience. Using visual bookmark option for iPhones and iPads you can now add PCR Educator’s icon to your tablet’s home screen. What’s more amazing is that the icon can display the school logo if you also use PCR Educator’s website. To make this feature even more exciting, we should mention that it takes less than a minute to setup:

Step 1:

Load the desired page using Safari on your device. Touch the action button.

Tip 1:

Make sure that you choose a page within Parent Portal or Teacher Portal (as opposed to the login pages)

Tip 2:

If you don’t have the link handy, email it to yourself so that you don’t need to type long URLs.



Step 2:

On the popup screen, touch the “Add to Home Screen” option.



Step 3:
Either keep the default name provided or type another name you prefer. When you are ready, tap the Add button to create the icon on the Home screen.

Tip:

Don’t choose a name that’s too long because it needs to fit under a standard icon. 



Now you have your icon on the home screen:

Independent Schools rely on data analysis on a daily basis. Easy access to accurate data metrics may create opportunities which may not exist otherwise. For example, you may see a quick opening to accept a waitlisted student, because another one just declined re-enrollment. You may also see that your major donor efforts need reinforcement in a particular area, as you don’t have enough qualifying projects or some solicitors are underperforming. There are many answers which can be obtained using PCR Educator Dashboards, which allow you to view key metrics at a glance and tailor the view to your own needs even if you don’t have a data analysis degree.

1.    Customize the Widgets on your Dashboard

PCR Educator has created a default dashboard for each relevant area: Admissions Dashboard, Student Dashboard, Applicant Dashboard and dozens more. Each dashboard consists of a default set of elements. Add the elements you need and remove the irrelevant ones: every user in the system has their own dashboard configuration and your actions won’t affect anyone besides your account. You can also rearrange your elements by dragging them to the desired location. Furthermore, each widget has its own set of configurations and parameters that you should select to obtain the desired results. The system automatically saves all of your settings, so the next time you access the same dashboard; it will have the correct layout, arrangement, and configuration.

2.    Create Multiple Dashboards

Go beyond single dashboards by creating multiple versions for each dashboard for different purposes and situations. Instead of one Admissions Dashboard, you could create multiple impressions. For example, make an “Enrollment” dashboard that would consist of widgets which are necessary during the enrollment season: custom grids comparing returning students, available spots for each grade level, gender ratios and waitlisted students; enrollment agreements. “Marketing” dashboard, in turn, would focus on your marketing efforts – newsletter metrics; analysis of the previous schools for applicants; source of inquiry which would indicate whether your radio advertisement is more successful than google ads.

3.    Create your own widgets

If you have access to PCR Educator Data Analytics Tool, take advantage of one of its favorite features which allows you to produce your own dashboard widgets in a form of a grid or a chart and place it on any dashboard in the system. Data Analytics Tool is fantastic for generating complex grids, charts, and reports. It includes “left join” support, functional conditions, parameterized conditions, data formatting, aggregates, and pivots.

4.    Export the data right from the dashboard

Exporting functionality is easily the simplest and most unknown feature of PCR Educator dashboards. Simply click on the “up arrow” on any of the widgets to export the data.

5.    Use Dashboards for Presentations and Meetings

Toss those folders with printed reports aside – the data is no longer accurate by the time you enter the conference room. Instead, prepare a presentation using our Dashboards. First, create a new dashboard for your upcoming presentation. Then, add all relevant elements and configure them for the presentation. If your colleagues need access to some very specific charts or reports which are not included in the standard list, just use Data Analytics Tool to create the necessary widgets. Once you are presenting, remember that all widgets allow you to drill-down by clicking on the data inside each widget.

Emergency Notification System for Independent SchoolsPCR Educator’s Voice/Text/Email Emergency Notification System for independent schools was upgraded with a Machine Detection Algorithm from our partner Cisco. The algorithm analyzes the call recipient’s voice to determine whether it’s a human or a machine, improving the quality of the delivered message and the accuracy of voicemails left with answering machines. Thus, when our system executes emergency calls to your constituency, it is also able to leave voicemails when the call is not picked up by the recipient.

One of the important concepts related to machine-human and machine-machine interactions is the accuracy of the aforementioned algorithm. It can be quite tricky to distinguish a machine from a human because of the variety of answering machines and service providers. Ultimately, only a human, scoring the call, can guarantee if it was answered by a machine or a human as we don’t have true artificial intelligence machines yet.

Nevertheless, the machine detection algorithm can be relatively successful in recognizing the answering machine by analyzing the length of the silence period and deciding when to start dictating the message to ensure that the answering machine on the other end is ready to receive that message. For example, we analyze vocal patterns when distinguishing humans and machines. Additionally, our algorithm evaluates the user’s reaction to prompts. By offering the call recipient to take an action when asked whether they want to listen to the emergency message, we are able to detect answering machines which cannot react to the given prompt and provide no input.  We are also waiting for a beep signal which usually identifies an answering machine.

While our engineers constantly work on improving the accuracy of machine detection, there are several measures our schools can take which would greatly improve the results.

Customer Awareness

For example, if your customers are aware of the fact that they may occasionally receive an important call from you, they would be more likely to listen to the introductory message, which gives the machine detection algorithm a chance to analyze the user behavior when asked to perform certain actions to continue the call, therefore identifying themselves as humans. PCR Educator Emergency Notification System includes your school name in its introductory message lest call recipients discard the call as a spam.  

Caller Identification

Similarly, your users will likely pick up the call if they are familiar with your number. Thus, it is important to invest time and resources in educating your constituency. Just like you may occasionally practice fire drills; it may be worth conducting test emergency message distribution on a yearly basis. It also goes without saying that it is crucial to maintain an accurate list of your constituency and all relevant numbers which could be used in case of an emergency.

Accurate Emergency Numbers

Since PCR Educator provides an integrated database that includes Student Information System, Admissions, Finance and Fundraising, the phone numbers would usually be very accurate and up-to-date as they will be constantly updated and verified by all departments as well as parents. We also recommend that you use our electronic Reenrollment and Enrollment Forms application which walks your parents through the process of updating their information and confirming the accuracy of unchanged information.
PCR Educator K-12 School Information System is an online database engineered for independent and private schools to deliver the highest level of flexibility, unique experience, transparent communication and customized design. Being a complete cloud-based solution, PCR Educator system guarantees convenient access anytime, anywhere.