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Recent Posts

Recent Posts

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Q&A / Re: Name Tags
« Last post by Annette on September 19, 2022, 08:56:02 AM »
We will take a look and see if we can figure out what is causing that.
Q&A / Re: Name Tags
« Last post by MaureenCooper on September 13, 2022, 02:26:39 PM »
Here is another quirk.  When I go to print name tags, I preview it first and it is quirky in that it is not aligned correctly.  I close that screen and hit preview again. This time it shows correctly. If I do not do that 2nd preview, it prints incorrectly.
Q&A / Re: Name Tags
« Last post by Annette on September 06, 2022, 09:24:19 AM »
Student leaders should be included, but I see they aren't. :( We will look into getting this fixed. Thanks for bringing it to our attention.
Q&A / Name Tags
« Last post by MaureenCooper on September 01, 2022, 09:20:50 PM »
For leader name tags, it does not give me student leaders.  The only option is selecting Journey clubber.  Then it does not give me icon for the club they are working in.
SQL Workbench / Re: Missing awards query
« Last post by Rick Leffler on April 29, 2022, 09:26:05 AM »
The following query will list any persons with a completed book for which there is no corresponding book-level award. Note: This applies ONLY to the LEGACY desktop version (not the cloud version).  Depending on when you run this, you may need to adjust the dates of course.

select p.filing_name, b.book_name, b.completed_date
from person p, book b
where p.person_id = b.person_id
and b.completed = 'Yes' and completed_date > '2021-8-1'
and book_id not in (select book_id from award where award_source = 'Book' and date_earned > '2021-8-1')
SQL Workbench / Missing awards query
« Last post by Donzo on April 28, 2022, 11:57:10 AM »
I'm looking for a query to identify awards that were not generated.

Videos / Other Cloud Database Videos
« Last post by Annette on March 25, 2022, 09:23:14 AM »
Our Cloud Database includes a Web App and a Windows App.

Because of its similarity to the Legacy database, videos and information about the Windows App can be found here on the forum.

Videos and information about the Web App can be found at our AWdb Cloud Database Support site:
Announcements / Forum Layout Changes
« Last post by Annette on March 24, 2022, 10:26:04 AM »
The AWdb Forum was originally created for the Legacy database - to ask and answer questions, report bugs, suggest enhancements, and share ideas. It's been a valuable resource for our Approved Workman user community for many years. Thank you to everyone who has contributed!

With the addition of the AW Cloud database, we added new boards for those same topics to be handled for the Cloud Database. What we found is that many of the posts on the forum relate to BOTH the Legacy database and the Cloud database's Windows App and we needed a better way to organize the information.

With that in mind, we will be consolidating the postings into a single set of Boards (FAQs, Tips, Q&A, etc.) instead of splitting them between Legacy and Cloud. Posts will have a notice indicating the product/s to which the topic applies. To quickly tell which product a post discusses, we will be updating the icons to indicate the post is for:

  The Cloud Database only

  The Legacy Database only

  Both Databases

We hope that these changes help you better navigate the resources of the forum!

Best regards,
The AWdb Support Team
Rick, Sherri, Annette
FAQs / Why isn't a clubber/leader showing up for Check-in?
« Last post by Annette on February 15, 2022, 11:59:23 AM »
This post only applies to the Legacy database!

Questions: I have 3 kids who were not coming back to club this year (moving away, etc); but now they are back. I changed their status from inactive to active and assigned them a team; but, when I click the Check-in tab to record attendance, they are not listed.  Any ideas?

I have a problem getting 3 leaders that were archived, reassigned to a club, and made active to show up on the Check-In worksheet. I have this problem for one other new leader also. I have made sure that the "primary" box is checked. Why aren't they showing up?


When clubbers or leaders do not show up on the Check-in List grid or in the Check-in and Progress Report Worksheet, it is because they have no Session records (weekly attendance records). To fix this:

Open their individual Member record and be sure there is a valid Club Name. Then click the Attendance tab. If you do not see records, click SAVE and they will be created. If you see wrong records (i.e., the wrong Club Name), then right-click and select the popup menu item to delete all session records for the selected club. Then click SAVE and the correct set of session records will be created based on a valid club name on the main tab.

If the Session records are still not showing, go to Admin > Database Utilities and run the Optimize procedure. This will create any missing session records as long as there is a Club Name assigned.
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?


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.
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