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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 Admissions 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 Admissions 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 a gradebook category or gradebook category weight once the first marking period has been closed. Doing so could skew the grades that were already populated.
- If you need to modify the gradebook category weighting you used in the first marking period, you must 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.
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.