The Journals tab provides journals (spreadsheets) to enter/edit student POs including site, students, and supplier information. For computer checkouts, the journal allows you to enter serial numbers for computers, monitors, and printers.

The buyer uses this journal to enter total purchase order amounts paid for special orders (items not available from our Library). This journal tracks supplier name, dollar amounts, and student accounts.

1 .Click the "Purchase orders / buyers log" link on the Journals tab. The Purchase Journal opens in view-only mode showing the last transaction entered by you or your department.

2 .To edit this journal, double-click the ID number and the same journal will open in edit mode.

3 .The PODate is automatically set to the current date. Choose a site from the Site drop-down list if you are buying something for a department, such as the Library.

4 .Otherwise, choose a student from the Student drop-down list. The student’s account record displays in a new window. Check the available balance at the bottom of this window to make sure there is enough money to make this purchase. DO NOT purchase anything that exceeds this amount. You can view this screen at any time from the Funding button on the Purchase Journal. Close the window to go back to the student’s Purchase Journal.

5. Enter all information about the purchase, including supplier, description, amount, comments, POnumber (if available from supplier), etc.

6. Check either Full, Quarterly, or Other to set the payment schedule for this purchase. (If payment is made all at once, choose Full.)

7. Click the Datasheet button to open an editable spreadsheet of all POs and students.

8. Click the New Record button to add a new record (journal) or click the Close button to close the screen.

9. Click the Master button to view the student’s current Master Agreement.

The buyer uses this journal to enter services (special classes, supplies, etc) and dollar amount paid for each student.

Use the steps listed in the Purchase Orders/Buyers Log section to enter or edit a service agreement of direct pay.

The buyer uses this journal to enter the dollar amount paid for student SkyQ Internet services.

Use the steps listed in the Purchase Orders/Buyers Log section to enter or edit a internet account service.

Click "Checkout computer-student" from the Computers tab. The student Computer Journal edit screen displays:

2. Select a student from the Student drop-down list. The ID field and the transaction table for this transaction populates automatically when a student is selected.

3 .Enter computer items purchased in the table provided. When a description is selected from the drop-down list, the price displays automatically. Enter the serial number for this item in the SerialNo cell.

*Note: If you are selecting the Computer package (currently $585.00), choose the monitor and printer that are listed as $0.

4. Click the Incidents button to record any incidents with the computer, problems with parents, etc. pertaining to this computer checkout.

5 .Click the Funding button to view the available funding amount left on this student’s account.

6. Print this transaction screen by clicking the Print button .

7. Close the screen by clicking the Close button at the bottom of the screen .

Click "Computer split journal" from Computer tab.

On the editable spreadsheet that displays, go to last row and type in the transaction description in the Comment column.

Choose a student from the Student column. If this is the student to whom the Computer is checked out to, deduct the split amount* from the Price column. If this is the student who is sharing the computer cost, add the split amount* in the Price column.

*Note: The split amount depends on how many students are splitting the computer.

Enter your name (or intitials) in the By column.

Enter the date the Computer is due back in the Date Due column.

Click "Checkout computer-staff" from the Computers tab. This computer journal is used to check out computers to anyone other than a student (such as a department or teacher).

Enter the department or staff who is checking out the computer item in the Site field.

Enter the Computer information in the table that displays. (See Checkout Computers to Students section.) The price for staff/department computers is always $0.

Close the journal.

Click "Return computer-staff" from the Computers drop-down list."

Click a staff name from the list. The staff Computer Journal screen displays.

Enter a staff or department name in the site field and hit the enter key. The list of computers/computer products checked out to this staff/dept displays.

Enter the return date (today’s date) in the Return Date column.

Click "Return/view by StudentName" from the Computers tab.

Enter student name (last name, first name) in the text box provided; click Open Form.

In the form that displays enter the return date next to the serial number for the returned item.

Next, print the form and/or close the screen from the two buttons at the bottom of the screen.

The Inventory tab allows you to edit, add or view computer inventory items available (how many items in stock).

Click "Add Computer Item" from the Inventory tab.

Add a description of the new computer item in the Descritpion field.

The Category field should always be "Computer."

Enter the cost of the new item and close the screen. The item is now in the database.

The Students tab allows the user to view PO detail for students and to view a query report of all incidents logged into the database.

The Students tab provides the following queries:

A read-only list of Students and the remaining PO amounts for the current year. This list is sorted by student name. Double-click on a student name to view PO detail for that student.

A read-only list of PO totals with names of students and staff associated with each total.

A read-only list of all POs, sorted by PO number.

A spreadsheet of all computer incidents entered into the system.

A query list of all PO detail for a student, accessible by entering the student’s name. This query is a faster version of the PO by Student detail query.

*Note: In Student Records and Staff Tracking, the PO by Student Detail query list shows the withdrawal amount for lost items, whereas in the Library and Departments modules of the software, this list shows unexpended funds.

The Queries tab allows you to run queries on student information, including POs pertaining to students, as well as related parent and staff detail. The Queries tab currently contains the following queries:

A query list of all students in the database and their associated contact information.

A query list of all teachers and their associated contact information.

A query list of all computer checkout incidents saved in the database.

A query list of all computer split totals. This list is used to verify whether the computer split totals balance.

A query list of withdrawn students in reverse date order (current withdrawals listed first).

A list of inactive students that still have our PC items (not returned).

This link allows you to look up any computer item in the database quickly, by entering the item’s serial number in a serial number look-up box.

The query list that displays, shows who has that item checked out and a detailed desription of that item.

Currently, the only report on the Reports tab is the Labels Student report, used to print student mailing labels.

1. Click "Labels Students" from the Reports tab.

Mailing labels for all active students in system (Label includes: Student ID, Student Name, Address) display on the screen.

2. Place label sheets in the printer’s paper tray and then print the labels by choosing File, Print from the Acces menu bar.

<<-Back