Recent Posts

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21
FAQs / How do I handle overpayments?
« Last post by Annette on February 15, 2022, 11:18:12 AM »
This post is applicable in the Cloud database's Windows App as well as in the Legacy database.

Questions: There are unapplied payments showing as I try to register children and clean up records, but they are just errors. How do I "undo" them?! Is it possible to delete "old" (from a previous club year) unapplied payments?

What do I do when a family has overpaid (either because we at registration calculated the amount wrong or because they paid for something in advance that their child never needed) and I have to refund part of the payment?  Usually I end up with the amount in "unapplied payments" but I don't know what to do with it.  I have to refund the overpayment in cash from a future night (whether or not the initial payment was made by check or cash), which doesn't allow me to match the database receipts with our church's receipts.  I wish there was some way to enter a negative payment or to indicate that the money was refunded.  Then the family's balance would be zero instead of showing an unapplied payment.  Has anyone else found a way to handle this?

Answer:

You generally shouldn't delete an Unapplied Payment amount, because an Unapplied Payment represents money left over (unspent) from a real Payment. However, there are a couple of options for cleaning up those old payments.

In the case of a small overpayment when a parent doesn't want the extra back, use the unapplied amount as a donation: on the Household Ledger > Unapplied Payments tab, there is a toolbar button (and also a popup menu item) to apply the selected unapplied payment amount as a donation. This will automatically create a Fee record in Inventory using "Donation" as the Item Number (if it doesn't exist), create the 'donation' fee for the household and credit the unapplied amount to the 'donation' fee.

Sometimes the unapplied amounts are duplicates. Review the date of payments and other details, like a check number. If there is a payment that was applied that matches a payment that is unapplied, the unapplied payment can be deleted in this situation. (Note: if there is one that looks like a duplicate, but part of each payment is applied, please contact support for assistance.)

In the case where an overpayment was made that needs to be refunded, there a couple of options:

Delete the original payment and repost a new one for the smaller amount. This works if there is no need to know the original payment & the amount refunded. Many clubs only need to know that all items have been paid for, in which case, this is an adequate solution. Optionally, a Note can be entered with the new payment about the original amount and refund amount.

Another option is to create a Refund fee. First, create a "refund fee" inventory item. Adjust the amount each time you add the 'fee' to a specific household. This will take care of extra amounts and zero out the household balance. For example, a $16 payment for a $12 uniform would have a $4 refund. The ledger will show the family paid $16 and bought two items (a uniform and a refund).

NOTE: for assistance with any of these solutions, or to address unique situations, please contact support. We can help get old data cleaned up so it doesn't get in the way of your current recordkeeping.
22
FAQs / How do I fix points or percentages that seem off?
« Last post by Annette on February 15, 2022, 10:23:23 AM »
This post only applies to the Legacy database!

Example situations/questions:

If we changed the points for clubbers, how do we get the program to recalculate the totals?

Sometimes the percent of handbook completion doesn't update. A Sparks book is showing 20%, but only has one unfinished section. How do I get it to update?

In the check-in grid, there is one clubber where the total sections and points aren't calculating. What do I do?

I have two clubbers showing a few thousand points they didn't earn on the first night of club. I know it's from old handbook data entered with incorrect dates. I've fixed the dates, but the points are still showing. How do I get rid of those points?

The Achievement report isn't including some extra credit sections for one of my clubbers.

Solution:

Anytime the math seems off, go to the main toolbar and select Tools > Recalculate Total Points.  This can be run for All Members or for a specific member by selecting from the dropdown list which is populated with Active Members names.
23
FAQs / How do I add themes for club nights?
« Last post by Annette on February 15, 2022, 09:59:35 AM »
This post is applicable in the Cloud database's Windows App as well as in the Legacy database.

Question: How do I add the names of the themes to different club nights?

Answer: Under Admin > Club Setup > Club Calendars...    expand the node for a base club, for example, "Awana", to show all the weeks for that club. Type in the cells to enter Themes (as well as Offering Fund, or a Note related to the calendar or theme night). Once information is entered for one club, that work may be transferred to the other clubs using the "Copy Themes" button.

On the Copy Themes dialog, select the club to copy from, which items to include in the copy process, and the destination club name(s) and then click the Copy button.

Note: You DO need to have a valid Club Year selected as the Current Club Year in the main toolbar before using this utility so that the database will know what clubs are available and what themes to copy.
24
FAQs / How do I get a detailed report for a student?
« Last post by Annette on February 14, 2022, 03:43:03 PM »
This post is applicable in the Cloud database's Windows App as well as in the Legacy database.

Question: Our Awana program stops with T&T. We have a student that is finishing the program at another church. They have requested his complete records so that they have all information for when they order the Citation award in the future. When we used to do everything on paper, I would just give the student their T&T Achievement Record cards. This had all their handbook info and any awards received. Is there a report(s) that I can print for an individual that has this same information?

Answer: Yes. The Member Profile Report is what you are looking for.
25
FAQs / How do I get my database window back on screen?
« Last post by Annette on February 14, 2022, 03:35:18 PM »
This post is applicable in the Cloud database's Windows App as well as in the Legacy database.

Question: After I sign in, the screen disappears and never comes back. You can see that the application is running in the tray at the bottom and when you place the mouse on it you can see a blank screen. The problem is that I cannot get that screen back up on the monitor and the only command that it will accept is to close the window. How do I get to my database?

Answer: In this situation, the main database window is probably opening off the screen. To retrieve it:

Press Alt+SpaceBar.
Then press 'M' (keyboard shortcut for 'move').
Use the arrow keys to relocate it/bring it back onto the screen.
26
Q&A / Re: Cumulative Sections and Awards
« Last post by Annette on February 04, 2022, 09:44:33 AM »
Hi Sue - you shouldn't be changing the section count. You should only be changing the Award: click in the Award Name field and select the award you would like for each record (based on the section counts of 2, 6, 10, etc.).

A little explanation: with the main T&T books, it is assumed that the Start Zone has been completed (2 sections, per Awana guidelines) so the first award triggers after 2 sections in the main book and every 4 after that. If your clubbers start work in the main book without completing the Start Zone (so awards are triggering too soon), the solution is to assign the "w/Start Zone" version of the book. This version of the book has the start zone sections included and the first award triggers after any 4 sections are completed. If you open the generic book record for Discovery of Grace w/Start Zone, you will see that the awards trigger for section counts 4, 8, 12, etc.

If this doesn't resolve your issue, please send an email to support with details of what you want to trigger differently. We'll help get it set up for you.
27
Q&A / Re: Cumulative Sections and Awards
« Last post by Secretary Sue on February 03, 2022, 01:30:04 PM »
Hi Annette - I am trying to follow these instructions to change the order of some UC2 emblems and keep getting error messages and can't continue. How exactly do we go about "change the section count"? When I try to change the number, an error message appears and I can't continue.
28
Tips / Speed up Assignments
« Last post by Annette on September 20, 2021, 10:49:30 AM »
This post is applicable in the Cloud database's Windows App as well as in the Legacy database.

At the beginning of the year there a lot of 'assignments' that need to be made. Below are some tips to speed up that process.

Instead of opening each member to assign a handbook, team color, leader assignment, etc. Use the right-click pop-up menu options from the main Clubbers (or Leaders) grid.

Speed up the process more by handling multiple members at one time. Customize the grid
 (https://www.approvedworkman.com/forum/index.php?topic=2217.0) and use the multi-select capabilities (https://www.approvedworkman.com/forum/index.php?topic=389.0). Once a group of records is selected, right click on one record to access the pop-up menu. From there set the role's team color, team name, leader assignment or assign a handbook to all selected members at once.
29
FAQs / How do I activate a member that is Archived?
« Last post by Annette on September 17, 2021, 12:18:33 PM »
This post only applies to the Cloud database!

Question: I have a clubber that attended sometime in the past but was archived. Now I need to make him active again, but I have no idea how to do that.

Answer: Most of the time a member's status is archived because there is not a role for the person in the latest club year. To activate the person, a role needs to be created.

Step 1: Locate the person.

In the Windows App, use the Search Members field in the far upper left corner (NOT Search Clubbers or Search Leaders above the grids). Type just a First Name OR a Last Name and press ENTER. If there is only one match, the member record will open. If there is more than one match, a dialog will open with a list of matching persons. Open the member record for the target person.

If you have multiple people to activate, use the Household module to locate members. Set the Show: selector to (All Statuses). Select the family in the list of households on the left. Then, select a member on the right to open the member record.

In the Web App, use the Search button (magnifying glass) next to the filter button in the main toolbar (NOT the search above the Member List). Begin typing a First Name OR a Last Name. Matches will be shown in a list. Select the target person to display his data.

Step 2: Add a role record. (Ensure the latest club year is selected in the Club Year dropdown).

In the Windows App, on the Main tab of the Member record, click the "New" button above the Roles grid in the lower left corner (or double-click in the grid) to open the Role dialog. Fill in the applicable information and save the record. Once a new role is created, the member will be included in the Clubber or Leader list.

In the Web App, go to the Personal tab and click the pencil to edit the record. Click the Add Role button. Fill in the applicable information and save the record.

Note: In some situations - generally later in a club year - a member may have a role in the current club year that has the status set to archived. In that case, the person can be activated by updating the status in the role from Archived to Active within either app.
30
Q&A / Re: Accessing "old" data
« Last post by Annette on July 14, 2021, 08:50:49 AM »
Historical data was migrated so that graduated person should be in your cloud database. In the Windows App (awdbremote.exe), use the Search at the very top - not the one right above the Clubbers grid. (See the screenshot.) Type in either the first OR last name. If there is only one match, the member form will open. If there is more than one match, there will be a dialog with all of the matches and then you can select the one you want. If you just need data from the record, you can print from the individual tabs. If this 'graduated' clubber is now going to be a leader, you need to create a role record. Once there is an active role record, the person's status will be updated.

If you still can't find the person, send an email to support with the specific name and we'll have a look.
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