eBECAS Templates

Index

The purpose of this documentation is to provide assistance in setting up eBECAS templates for your College.

What are eBECAS templates?

eBECAS uses Microsoft Word templates to simplify and speed the printing of standard documents, for students, agents and accommodation providers. You can completely customize the Microsoft Word templates for your College. You can register and use any number of templates within eBECAS.

Within templates are references call bookmarks that tell Microsoft Word to extract data from the eBECAS database. These bookmarks enable you to locate and specify the font, size and style of the bookmarks in the document. This means you can personalize documents for re-use multiple times, without re-typing. This provides great efficiencies for staff at your College, and a common look and feel for all staff who send out documents and emails.

A Microsoft Word template is a Microsoft Word document that is designed to be used repeatedly in a standard form.

I will be illustrating how to use Templates with eBECAS and be using Microsoft Word 2003.

Where are eBECAS templates located?

As multiple staff members need access to the same templates, it is best to place the templates your College creates on a shared drive on the College network. In eBECAS you can either use the standard default location in the same folder as the eBECAS.exe, or in another shared drive.

To specify where eBECAS will find the templates go to eBECAS - Main – Utilities – Setup Configuration – Word Templates – Configuration - either choose eBECAS application directory (default) or Mapped directory on the server for all workstations.

Templates Location

How do I create a eBECAS template?

A template can be created from within Microsoft Word or an existing template can be copied and modified. Make sure you place the created template in the folder you have specified above. A template can only have the extension .dot, if it has a file name other than this, it is not a template.

Hint:

From Microsoft Word 2003, by design by Microsoft, a template can only be opened directly after initially opening Microsoft Word, do not simply click on the template from Microsoft Windows without opening Microsoft Word first, or the template will generate and be converted into a document. Look at the top line in blue, it should show the file name and end in .dot

Opening a template with Ms Word

Registering a template in eBECAS

After a template has been created (there will be more details provided later about editing templates and using bookmarks in the template) you must register where in eBECAS you want to have access and use the template.

eBECAS provides many locations within the application that templates can be used. The registration of the templates specifies where in eBECAS the menu option will be available, and also what data you want to display.

Registering a template in eBECAS

In the above screen, you can see you can register templates within eBECAS under Student, Enrolment, Enrolment fees, Receipt, Academic Results, Language Results, Accommodation Student, Accommodation Provider, Transfers, Group, Group Quote, Agent, Bulk Enrolment Statement and Offer. These locations refer to different Screen details, and menu options available from that location.

If I register the templates under Offer, then in eBECAS, from the Offer details screen:

Offer Details

By selecting Print - Word Merge - the choice of registered templates under Offers are displayed:

Offer Details - Print - Word Merge

By selecting the template name, and pressing the merge button, a document will be generated from the template, and bookmarks filled in with the Offer details.

Offer - Word Merge

When emailing a document, it is a good idea, not to send the Microsoft Word document as an attachment, but print the document / save the document as a PDF. This ensures the pdf attached to the email cannot be changed. To save a Microsoft Word document as a PDF, a free utility can be used, called cutepdf. Download it from the Internet.

Can I register a template under any menu option?

While you can register any template under any menu option, the information and bookmarks available change depending on where you are. This is an important concept, I will detail further. The location the template is registered determines what data you want to display in eBECAS.

For example: A student can have many offers and many enrolments (accepted offers for courses). Only by going to the Offer details, does eBECAS know what offer you want printed.

This is also releivant to printing homestay placements (a student can have many homestay placements), a student can have many Airport transfers. It is impotant to register the templates where the details can be found for the bookmarks used.

What bookmarks are available for a registered template?

We do not provide a complete document that lists all the bookmarks are available in each area on this website. As the bookmarks change depending on where the template is registered, we have provided you the facility to dsplay the bookmarks and actual data that will be returned when the bookmarks are used, on the screen from your workstation.

Above I demonstrated the use of a registered template in the Offer area. To display all the available bookmarks for Offers, go to the Offer detail screen 1.61, press Print - Word Merge - the regsitered templates are displayed. Now press Export - Bookmarks a new screen will appear asking you to save a file with the bookmarks displayed in your temporary directory, simply press the Save button.

Bookmark file Save

You will be asked to Open Document? Press Yes. Internet Explorer will open showing you all the bookmark names and the values returned.

Bookmarks and bookmark values

At first this looks confusing, but is very simple to read. All the bookmark names are displayed on the left, and the bookmark returned values for the particular Offer, are displayed on the right. For example:

Simple Bookmark details

In the file I have extracted one simple bookmark, the image above shows that the bookmark name is O_OFFER_DATEE if that bookmark is used in your Offer template, the value displayed will be 3 December 2007

There are many duplicate bookmarks in eBECAS as Microsoft, in their wisdom, do not allow a bookmark name in a template to be used more than once. We therefore have provided duplicates of the same value. For example, you may want to use the Student's first name several times in the template, so we have provided several different bookmarks for this purpose S_FNAME, S_FNAME_1, S_FNAME_2, S_FNAME_3 and S_FNAME4.

What are Table Bookmarks?

A table bookmark is a grid, where columns and rows of data are displayed. For example the table bookmark OFFER_TABLE_1 is one of the available offer Table Bookmarks

Table Bookmarks

To interpret what the table bookmark is displaying, there are 2 columns an 5 rows, for the above table bookmark OFFER_TABLE_1, the column descriptions are: description, commission amount and total amount:

Homestay Accommodation 17 Dec 2007 to 11 Feb 2008 (8 weeks 0 days) $0.00 $1,520.00

Airport Greeting - One Way $0.00 $80.00

Homestay Placement $0.00 $160.00

Enrolment Fee $0.00 $150.00

Intensive General English 17 Dec 2007 - 15 Feb 2008 8 weeks $570.00 $2,280.00

There are several different Table Bookmarks that can be used, displaying different combinations of data for the offer.

Using bookmarks in a template

Open a registered template, making sure that you open the template from within Microsoft Word and then going to File - Open, or File - New - Template on my computer. It generally is easier, to use the demonstration templates we supply and edit and save them as a new template name (ending in .dot).

To demonstrate the use of bookmarks in a template I will use one of the demonstration templates we supply and edit and add new bookmarks.

I am using the template Demo_Offer_Gross_Student_Overseas_Address.dot. The opened template in Word will look like this:

Editing a Template

Notice you have all the standard options within Microsoft Word. You can embed images and personize the document. You will see some grey areas in the document which are the bookmarks. Initially I will shows you how to display what bookmark name the bookmark is using.

Using the right button on your mouse, move over to and right clicking on the grey bookmark. A list of options will be displayed. Select the property option. The following screen will displayed.

Bookmark Properties

The important information in thsi screen is the Field settings, Bookmark (name) which is S_FNAME

This is where you enter the name of the eBECAS bookmark you want to use, and display the bookmark returned value from eBECAS.

Creating bookmarks in a template

There are 2 ways to create a new bookmark. The simplest is just cut and paste and existing bookmark. Using this method, it is important to check you have not removed the original bookmark name, if you have pasted the new bookmark before the exiting bookmark in the document. Have you thought about why this happens? As I said earlier, using Ms Word you cannot have more than one bookmark with the same name, so if the original bookmark was in the document below where you pasted the new bookmark the name will have been removed. From the list of bookmarks, I showed you above to how to display, right click and select the new bookmark, and enter the bookmark name.

To use Microsoft Word to enter a new bookmark, with out cutting and pasting, you first need to have the Form Toolbar enabled. In Microsoft Word - Go to - View - Toolbars - Forms. On the image below, the bottom toolbar is the Form Toolbar.

Ms Word Form Toolbar

The far left button is the Bookmark button, click on the location in the template you want the bookmark to be located, and then press the Bookmark button on the Form Toolbar, a new bookmark is entered, now just specify he bookmark name.

Bookmark button

Creating a Table Bookmark in a template

A table bookmark enables you to display a grid. In eBECAS we support many grids with different combinations of data displayed. You can enter headings for the columns, and only need to use one bookmark in the table. Make sure you look at the Table bookmark you want to use and generate the table with the correct number of columns for the Table Bookmark you are using.

For example, in the template, I want to only display the offer item and the price, as I use offers to send "Invoices" to stduents. The price for the offer items are gross, so I don't need or want to display the agent commission. Looking at the export from the Offer area, I see that the Table Bookmark OFFER_TABLE_3, has 2 columns.

Offer Table 3 Table Bookmark

This is the grid I want to use in the Offer for the student, so I insert a table, and reference the Table Bookmark.

Open the template, click in the template where you want the table to be located, and then in Microsoft Word, click on Table - Insert - Table, you will then have the following screen displayed:

Insert Table

For OFFER_TABLE_3, we only need 2 columns, and all tables only need 2 rows (rows will be autogenerated as required), we only need the top row for the column headings. Enter the column headings as you would like them to appear, and enter a new bookmark in the second row, with the bookmark name OFFER_TABLE_3, you should have something like this:

Offer Table 3

In this template, I have also added a single bookmark to display the total. The bookmark I used was O_TOTAL_AMOUNT

Bulk Printing outstanding student accounts

eBECAS and Microsoft Word provides the ability to use Templates to print multiple Word documents. In eBECAS we provide the facility to print outstanding student accounts in bulk.

Bulk Outstanding Student Accounts

You can filter and list student account details for students that are current, finished, future and all, that are due as at a date, or due in a period. This is particularly helpful for Colleges that allow part payment of student accounts.

You can use any Enrolment financial bookmarks, the AutoText name that MUST be used is INVOICE. Please look below in the Bulk printing using AutoText section to use this feature.

From the Main menu, go to Finance - Student Account Print - Select the accounts to print (notice the column Merge on the right handside of the grid, the tick shows the selected documents to print, you can use combinations of clicking a box for a single selection, use the options to select all, unselect all, and reverse selection under the Merge option in the left panel. Once the accounts you want to print are selected, press the Word Merge option from the left panel. A form will be displayed which will enable you to select the registered templates for the Bulk Enrolment Statement area.

Bulk Printing Enrolment Details

eBECAS and Microsoft Word provides the ability to use Templates to print multiple Word documents. In eBECAS we provide the facility to print any enrolment details for students listed in the Enrolment Search grid (screen 1.4)

There are many uses of this facility. You can filter and list classes, results, finishers and any student enrolment details (including photos using the bookmark S_PHOTO) in bulk. We also provide the preformatted file for some photo id cards, when using the Card Export option. You can use any Enrolment bookmarks in bulk, the AutoText name that MUST be used is REPEAT_SECTION. Please look below in the Bulk printing using AutoText section to use this feature.

Normally the Enrolment Search screen is displayed something like this:

Enrolment Search Grid

If you press the Merge title option on the left panel the search results look like this:

Enrolment Search Grid

Bulk Printing using AutoText

To be able to print multiple documents from eBECAS, you must use what Microsoft call AutoText. AutoText is defining the repeating section in a Microsoft Word Document.

In eBECAS we recognise and use 2 AutoText names. To bulk print outstanding fees / invoices you use the AutoText name INVOICE. To use the Enrolment Merge you use the AutoText name REPEAT_SECTION.

When you open an template always remember you must have Microsft Word open and then from within Microsft Word open the template.

In order to enable the AutoText option enabled and displayed, in MS-Word enable the following menu option View | Toolbars | AutoText. Now click the toolbar button AutoText on the AutoText entry toolbar. Make sure specify Look in to be the current template name you have open, do NOT leave this as specified as All active Templates. Highlight the template name you have openned and Click OK.

Select the template for the new AutoText entry

Highlight the portion of the document that you want to repeat (all if you want including the heading) for each student.

Select the repeating AutoText area in the template

Now click the New button on the AutoText toolbar.

The following dialog will appear. For the Student account enter the AutoText name as INVOICE as shown below. Please note for the Student Account you MUST call this AutoText entry INVOICE (in caps), for the Enrolment Merge you MUST use the AutoText name REPEAT_SECTION if you do not the Bulk Merge will not work.

Create and name the new repeating AutoText area

Make sure you save the template in the eBECAS template folder on the server where all eBECAS templates are located, also make sure the template is registered in eBECAS under Main - Utilities - Setup Configuration - Word Templates - Bulk Enrolment Statement.

Bookmark Options and Naming Conventions

As explained earlier, in eBECAS there are different areas that use bookmarks, which export different bookmark values into templates registered under that area. For example if you have entered an not yet accepted offer, you cannot use the Enrolment bookmarks, as there is no enrolment created yet! Similarly you cannot use receipt bookmarks, if there are no receipts entered.

I will list the different bookmark template groups, and the naming conventions used for the bookmarks.

Bookmarks:

Student bookmarks

All student based bookmarks start with S_ for example S_CODE for student code (student number), S_FNAME for student first name, S_PHOTO for student photo, S_LANGUAGE_DESC for student language ( mother tongue), S_NOTES for student notes etc.

Because of Microsoft design you cannot re-use a bookmark, therefore we provide additional four bookmarks that contain the same information. Therefore to display the Student Code you can use the bookmarks S_CODE, S_CODE_1, S_CODE_2, S_CODE_3, S_CODE_4. This works similarly for all bookmarks throughout eBECAS.

If there is any homestay placement request and information for the student, the homestay bookmarks start with a H_ for example H_FROM_DATE for homestay placement from date, H_TO_DATE for homestay placement to date, H_NOTES for homestay notes.

If there is any family homestay placement for the student, the family bookmarks start with a F_ for example F_CODE for family homestay placement code, F_NAME for family homestay placement name, F_NOTES for family homestay notes.

If there is any Airport Transfer information for the student, the airport transfer bookmarks start with the a T_ for example T_APU_DATE for the airport pickup date and time, T_FLIGHT for the flight number, T_PU_BY for who is making the pickup, T_PU_FROM for where the pickup is from and T_PU_TO is where the student is going to.

Student financial bookmarks: Students can have many enrolments, the student financial bookmarks are a total of all enrolments and all fees. Fee totals include S_GROSS_TOTAL student gross total which includes agent fees, S_RECEIPT_TOTAL student receipt total, S_CREDIT_TOTAL student credit total and S_BALANCE student balance (outstanding).

Student financial grid/table bookmarks: These grids display all enrolments for the student.

GRID_SN1 - Student NETT grid 1 which separately lists the agent commissions, so is not for student use or display - the grid is 7 columns wide, and has column details of: edate (transaction date), activity (Invoice, receipt, credit), reference (reference number of the invoice, receipt, credit), amount (value of transaction), inv_amount (invoice amount), credit_amount and balance_amount
GRID_SN2 - Student NETT grid 2 which separately lists the agent commissions, so is not for student use or display - the grid is 7 columns wide, and has column details of: edate (transaction date), activity (Invoice, receipt, credit), reference (reference number of the invoice, receipt, credit), amount (value of transaction), inv_amount (invoice amount), credit_amount and balance_amount
GRID_SN3 - Student NETT grid 3 which separately lists the agent commissions, so is not for student use or display - the grid is 6 columns wide, and has column details of: edate (transaction date), activity (Invoice, receipt, credit), reference (reference number of the invoice, receipt, credit), amount (value of transaction), inv_amount (invoice amount) and credit_amount
GRID_SG1 - Student GROSS grid 1 which lists tuition (does not list the agent commissions), so IS for student use or display - the grid is 7 columns wide, and has column details of: edate (transaction date), activity (Invoice, receipt, credit), reference (reference number of the invoice, receipt, credit), amount (value of transaction), inv_amount (invoice amount), credit_amount and balance_amount
GRID_SG2 - Student GROSS grid 2 which lists tuition (does not list the agent commissions), so IS for student use or display - the grid is 7 columns wide, and has column details of: edate (transaction date), activity (Invoice, receipt, credit), reference (reference number of the invoice, receipt, credit), amount (value of transaction), inv_amount (invoice amount), credit_amount and balance_amount
GRID_SG3 - Student GROSS grid 3 which lists tuition (does not list the agent commissions), so IS for student use or display - the grid is 6 columns wide, and has column details of: edate (transaction date), activity (Invoice, receipt, credit), reference (reference number of the invoice, receipt, credit), amount (value of transaction), inv_amount (invoice amount) and credit_amount

Offer bookmarks

All offer based bookmarks start with O_ for example O_OFFER_NO offer number, O_OFFER_DATE offer date. All the student bookmarks that start with S_ are available, if the offer is for an agent all the agent bookmarks that start with A_ are available, if the student has airport transfer transfer details all transfer details starting with T_, if the student has a homestay request all homestay details starting with H_ are available.

Offer financial bookmarks: Offers can include several courses and other offer items. Offer fee totals include O_COMMISSION_AMOUN offer commission amount, O_DISC_AMOUNT offer discount amount, O_TAX_AMOUNT offer tax amount, O_SUB_AMOUNT offer total amount less the discount (exclusive of tax), O_NETT_AMOUNT offer total amount less commission less discount, less tax, O_TOTAL_AMOUNT offer total.

Offer financial grid/table bookmarks: Please use these grids to comprehensively display multiple course, homestay and transfers. By using single bookmarks, and not grids you can only display one enrolment whereas offers are designed to display multiple courses and details in a grid. The offer items text can be configured by the College to display the details. There are bookmarks and grid/tables to list offer items and totals and also list offer installment plans. Please do not use single bookmarks to display course offers ... please use the grids ....

OFFER_TABLE_1 - Offer table grid 1 which lists the agent commissions, so is not for student use or display. The grid is 3 columns wide and has column details of: description, commission_amount, and total_amount. It is suggested that the single bookmarks of O_COMMISSION_AMOUN, and O_NETT_AMOUNT be used with this grid to be presented to an agent.
OFFER_TABLE_2 - Offer table grid 2 which lists the agent commissions, so is not for student use or display. The grid is 4 columns wide and has column details of: description, commission_amount, disc_amount and total_amount. It is suggested that the you use the single bookmarks of O_COMMISSION_AMOUN, O_DISC_AMOUNT and O_NETT_AMOUNT be used with this grid to be presented to an agent.
OFFER_TABLE_3 - Offer table grid 3 which lists the offer items gross, so IS designed for student use and display. The grid is 2 columns wide and has column details of: description and total_amount. It is suggested that you use the single bookmark of O_TOTAL_AMOUNT.
OFFER_TABLE_4 - Offer table grid 4 which lists the offer items gross, so IS designed for student use and display. The grid is 3 columns wide and has column details of: description, disc_amount and total_amount. It is suggested that the single you use the bookmarks of O_DISC_AMOUNT and O_TOTAL_AMOUNT.
OFFER_TABLE_5 - Offer table grid 5 which lists the offer items gross, so IS designed for student use and display. The grid is 3 columns wide and has column details of: description, disc_amount, tax_amount and total_amount. It is suggested that you use the single bookmarks of O_TAX_AMOUNT, and O_TOTAL_AMOUNT.
OFFER_TABLE_6 - Offer table grid 6 which lists the offer items gross, so IS designed for student use and display. The grid is 4 columns wide and has column details of: description, disc_amount, tax_amount and total_amount. It is suggested that you use the single bookmarks of O_DISC_AMOUNT, O_TAX_AMOUNT, and O_TOTAL_AMOUNT.
OFFER_TABLE_11 - Offer table grid 11 which lists the agent commissions, so is not for student use or display. The grid is 4 columns wide and has column details of: product_type_name, description, commission_amount, and total_amount. It is suggested that the single bookmarks of O_COMMISSION_AMOUN, and O_NETT_AMOUNT be used with this grid to be presented to an agent.
OFFER_TABLE_12 - Offer table grid 12 which lists the agent commissions, so is not for student use or display. The grid is 5 columns wide and has column details of: product_type_name, description, commission_amount, disc_amount and total_amount. It is suggested that the you use the single bookmarks of O_COMMISSION_AMOUN, O_DISC_AMOUNT and O_NETT_AMOUNT be used with this grid to be presented to an agent.
OFFER_TABLE_13 - Offer table grid 13 which lists the offer items gross, so IS designed for student use and display. The grid is 3 columns wide and has column details of: product_type_desc, description and total_amount. It is suggested that you use the single bookmark of O_TOTAL_AMOUNT.
OFFER_TABLE_14 - Offer table grid 14 which lists the offer items gross, so IS designed for student use and display. The grid is 4 columns wide and has column details of: product_type_desc, description, disc_amount and total_amount. It is suggested that the single you use the bookmarks of O_DISC_AMOUNT and O_TOTAL_AMOUNT.
OFFER_TABLE_15 - Offer table grid 15 which lists the offer items gross, so IS designed for student use and display. The grid is 4 columns wide and has column details of: product_type_desc, description, disc_amount, tax_amount and total_amount. It is suggested that you use the single bookmarks of O_TAX_AMOUNT, and O_TOTAL_AMOUNT.
OFFER_TABLE_16 - Offer table grid 16 which lists the offer items gross, so IS designed for student use and display. The grid is 4 columns wide and has column details of: product_type_desc, description, disc_amount, tax_amount and total_amount. It is suggested that you use the single bookmarks of O_DISC_AMOUNT, O_TAX_AMOUNT, and O_TOTAL_AMOUNT.
OFFER_TABLE_21 - Offer table grid 21 which lists the agent commissions, so is not for student use or display. The grid is 5 columns wide and has column details of: product_type_name, code, description, commission_amount, and total_amount. It is suggested that the single bookmarks of O_COMMISSION_AMOUN, and O_NETT_AMOUNT be used with this grid to be presented to an agent.
OFFER_TABLE_22 - Offer table grid 22 which lists the agent commissions, so is not for student use or display. The grid is 6 columns wide and has column details of: product_type_name, code, description, commission_amount, disc_amount and total_amount. It is suggested that the you use the single bookmarks of O_COMMISSION_AMOUN, O_DISC_AMOUNT and O_NETT_AMOUNT be used with this grid to be presented to an agent.
OFFER_TABLE_23 - Offer table grid 23 which lists the offer items gross, so IS designed for student use and display. The grid is 4 columns wide and has column details of: product_type_desc, code, description and total_amount. It is suggested that you use the single bookmark of O_TOTAL_AMOUNT.
OFFER_TABLE_24 - Offer table grid 24 which lists the offer items gross, so IS designed for student use and display. The grid is 5 columns wide and has column details of: product_type_desc, code, description, disc_amount and total_amount. It is suggested that the single you use the bookmarks of O_DISC_AMOUNT and O_TOTAL_AMOUNT.
OFFER_TABLE_25 - Offer table grid 25 which lists the offer items gross, so IS designed for student use and display. The grid is 5 columns wide and has column details of: product_type_desc, code, description, disc_amount, tax_amount and total_amount. It is suggested that you use the single bookmarks of O_TAX_AMOUNT, and O_TOTAL_AMOUNT.
OFFER_TABLE_26 - Offer table grid 26 which lists the offer items gross, so IS designed for student use and display. The grid is 5 columns wide and has column details of: product_type_desc, code, description, disc_amount, tax_amount and total_amount. It is suggested that you use the single bookmarks of O_DISC_AMOUNT, O_TAX_AMOUNT, and O_TOTAL_AMOUNT.
OFFER_INSTALL_1 - Offer installment plan 1 table grid which lists the amount amd when the amount is due. The installment plan is listed gross, so IS designed for student use and display. The grid is 3 columns wide and has column details of: installment number, due_date and amount. It is suggested that you use the single bookmark O_TOTAL_AMOUNT.
OFFER_INSTALL_2 - Offer installment plan 2 table grid which lists the amount amd when the amount is due. The installment plan is listed gross, so IS designed for student use and display. The grid is 2 columns wide and has column details of: due_date and amount. It is suggested that you use the single bookmark O_TOTAL_AMOUNT.

Enrolment and Enrolment fee bookmarks

Enrolment bookmarks include all the above detailed student bookmarks that start with S_, all the homestay bookmarks that start with H_, all the Airport transfer bookmarks that start with T_.

Enrolment bookmarks start with E_, there are many enrolment bookmarks that include E_ENROL_NO enrolment number, E_ST_DATE enrolment start date, E_END_DATE enrolment end date, E_CUR_WK enrolment current week, E_CRSE_LEN enrolment course length, E_CUR_ATT current enrolment attendance as of current week, E_OVR_ATT overall enrolment attendance, E_CLASS_1 to _8 up to 8 classes student enrolment is currently enrolled in, E_COURSE_NAME course enrolment name, E_CRICOS_CODE, E_CRICOS_NAME, E_COURSE_LEN course length, E_C_HRS_WEEK course hour attendnace required per week, E_FACULTY_NAME, E_F_PROVIDER_CODE, E_F_PROVIDER_NAME, E_LOCATION_CODE, E_LOCATION_NAME, E_COMPANY_CODE, E_COMPANY_NAME, E_COY_PROVIDER_CODE, E_COY_PROVIDER_NAME, E_PROGRESS_STATUS, several start date formats, E_LENGTH_NAME in weeks.

Each enrolment can be sent by an agent. If an agent has sent the enrolment, the agent details start with A_. A_CODE, A_NAME, A_NOTES, A_CUSTOM_1 to _10 user definable agent custom fields, A_TAX_CODE, A_PER_TITLE, A_PER_LAST_NAME, several agent primary contact details, A_COUNTRY_NAME, A_ADDRESS_1 to _4 address details, A_PHONE, A_FAX, A_EMAIL, A_WWW, A_MOBILE (cell)

Enrolment financial bookmarks: Students can have many enrolments, the student financial bookmarks as well as the enrolment financial totals. Enrolment fee totals include ENROL_GROSS_TOTAL enrolment gross total which includes agent fees, ENROL_AGENT_TOTAL enrolment total agent fees, ENROL_NET_TOTAL enrolment fees not including agent fees, E_GROSS_TOTAL enrolment gross total including agent fees, E_RECEIPT_TOTAL enrolment receipt total, E_CREDIT_TOTAL enrolment credit total, E_BALANCE enrolment balance (outstanding).

Enrolment grid/table bookmarks: As well as the Student financial grid/tables we also include:

GRID_FAMILY_MEM_1 - Family Homestay members - the grid is 2 columns wide, and has column details of: name (family member name) and fam_position (position in family)
GRID_FAMILY_MEM_2 - Family Homestay members - the grid is 3 columns wide, and has column details of: name (family member name), fam_position (position in family) and comment
GRID_FAMILY_MEM_3 - Family Homestay members - the grid is 2 columns wide, and has column details of: fam_position (position in family) and name (family member name)
GRID_FAMILY_MEM_4 - Family Homestay members - the grid is 3 columns wide, and has column details of: fam_position (position in family), name (family member name) and comment
GRID_INVOICE_NET - Enrolment NETT grid which lists only outstanding fees. This grid lists commissions, so is not for student use or display - the grid is 2 columns wide, and has column details of: fee_name, and amount.
GRID_INVOICE_GROSS - Enrolment GROSS grid which lists only outstanding fees. This grid includes the agent commissions with the tuition fee, so IS designed for student use or display - the grid is 2 columns wide, and has column details of: fee_name, and amount.
GRID_INV_DUE_NET - Enrolment NETT grid which lists only outstanding fees and when they are due to be paid (designed for part-payment). This grid lists commissions, so is not for student use or display - the grid is 3 columns wide, and has column details of: fee_name, due date and amount.
GRID_INV_DUE_GROSS - Enrolment GROSS grid which lists only outstanding fees and when they are due to be paid (designed for part-payment). This grid includes the agent commissions with the tuition fee, so IS designed for student use or display - the grid is 3 columns wide, and has column details of: fee_name, due date and amount.
GRID_EN1 - Enrolment NETT grid 1 which lists the agent commissions, so is not for student use or display - the grid is 7 columns wide, and has column details of: edate (transaction date), activity (Invoice, receipt, credit), reference (reference number of the invoice, receipt, credit), amount (value of transaction), inv_amount (invoice amount), credit_amount and balance_amount
GRID_EN2 - Enrolment NETT grid 2 which lists the agent commissions, so is not for student use or display - the grid is 7 columns wide, and has column details of: edate (transaction date), activity (Invoice, receipt, credit), reference (reference number of the invoice, receipt, credit), amount (value of transaction), inv_amount (invoice amount), credit_amount and balance_amount
GRID_EN3 - Enrolment NETT grid 3 which lists the agent commissions, so is not for student use or display - the grid is 6 columns wide, and has column details of: edate (transaction date), activity (Invoice, receipt, credit), reference (reference number of the invoice, receipt, credit), amount (value of transaction), inv_amount (invoice amount) and credit_amount
GRID_EG1 - Enrolment GROSS grid 1 which lists tuition (does not list the agent commissions), so IS for student use or display - the grid is 7 columns wide, and has column details of: edate (transaction date), activity (Invoice, receipt, credit), reference (reference number of the invoice, receipt, credit), amount (value of transaction), inv_amount (invoice amount), credit_amount and balance_amount
GRID_EG2 - Enrolment GROSS grid 2 which lists tuition (does not list the agent commissions), so IS for student use or display - the grid is 7 columns wide, and has column details of: edate (transaction date), activity (Invoice, receipt, credit), reference (reference number of the invoice, receipt, credit), amount (value of transaction), inv_amount (invoice amount), credit_amount and balance_amount
GRID_EG3 - Enrolment GROSS grid 3 which lists tuition (does not list the agent commissions), so IS for student use or display - the grid is 6 columns wide, and has column details of: edate (transaction date), activity (Invoice, receipt, credit), reference (reference number of the invoice, receipt, credit), amount (value of transaction), inv_amount (invoice amount) and credit_amount
GRID_ENETT_CREDIT - Enrolment NETT credit grid which lists credited / receipted fees including agents commissions, so is not for student use or display - the grid is 4 columns wide, and has column details of: edate (transaction date), activity (Invoice, receipt, credit), reference (reference number of the invoice, receipt, credit) and amount (value of transaction)
GRID_EGROSS_CREDIT - Enrolment GROSS credit grid which lists tuition (does not list the agent commissions), so IS for student use or display - the grid is 4 columns wide, and has column details of: edate (transaction date), activity (Invoice, receipt, credit), reference (reference number of the invoice, receipt, credit) and amount (value of transaction)

Receipt bookmarks

To be able to print a receipt, you must be in the enrolment fees screen and highlight a receipt. On the left Print panel, you will find an option Receipt Merge. By highlighting the receipt, is the only way you can print a receipt.

Receipt bookmarks include all the above detailed student bookmarks that start with S_, all the homestay bookmarks that start with H_, all the Airport transfer bookmarks that start with T_, all the enrolment bookmarks that E_ and all the agent bookmarks that start with A_.

Receipt bookmarks start with R_, there are many receipt bookmarks that include R_RECEIPT_NO, R_RECEIPT_DATE date receipt entered in system, R_AMOUNT receipt amount, R_REFERENCE_ID entered by user, R_REFERENCE_DATE usually actually receipted date not the date entered in the system, R_STATION_NAME receipting station / receipt book location / name, R_BANK_NAME receipt bank account name.

Receipt grid/table bookmarks:

GRID_FAMILY_MEM_1 - Family Homestay members - the grid is 2 columns wide, and has column details of: name (family member name) and fam_position (position in family)
GRID_FAMILY_MEM_2 - Family Homestay members - the grid is 3 columns wide, and has column details of: name (family member name), fam_position (position in family) and comment
GRID_FAMILY_MEM_3 - Family Homestay members - the grid is 2 columns wide, and has column details of: fam_position (position in family) and name (family member name)
GRID_FAMILY_MEM_4 - Family Homestay members - the grid is 3 columns wide, and has column details of: fam_position (position in family), name (family member name) and comment
GRID_RECEIPTS - Receipt grid which lists only receipted fees. This grid is 3 columns wide, and has column details of: invoice_no, fee_name, and amount.
GRID_REC_DET - Receipt detail grid which lists only receipted fees. This grid is 3 columns wide, and has column details of: pay_type_name, detail and amount.

Academic Result bookmarks

To be able to print academic results, you must be in the enrolment details, result screen. On the left Print panel, you will find an option Word Merge.

Academic Results bookmarks are grid and table based. Additionally, we provide student bookmarks that start with S_, if there isa homestay all the homestay bookmarks that start with H_, if there is a airport transfer all the Airport transfer bookmarks that start with T_, all the enrolment bookmarks that E_ and if the student enrolment was sent by the agent all agent bookmarks that start with A_.

Academic Result grid/table bookmarks:

T1 - Lists all subjects. The grid is 3 columns wide, with column details: subj_desc (subject description), mark, result_name
T2 - Lists all subjects. The grid is 4 columns wide, with column details: subj_code, subj_desc (subject description), mark, result_name
T3 - Lists all subjects. The grid is 6 columns wide, with column details: subj_code, subj_desc (subject description), mark, result_name, st_date (module start date), end_date (module end date)
T4 - Lists all subjects. The grid is 3 columns wide, with column details: subj_desc (subject description), mark, result_code
T5 - Lists all subjects. The grid is 4 columns wide, with column details: subj_code, subj_desc (subject description), mark, result_code
T6 - Lists all subjects. The grid is 6 columns wide, with column details: subj_code, subj_desc (subject description), mark, result_code, st_date (module start date), end_date (module end date)
T7 - Lists all subjects. The grid is 2 columns wide, with column details: subj_desc (subject description), result_name
T8 - Lists all subjects. The grid is 3 columns wide, with column details: subj_code, subj_desc (subject description), result_name
T9 - Lists all subjects. The grid is 5 columns wide, with column details: subj_code, subj_desc (subject description), result_name, st_date (module start date), end_date (module end date)
T10 - Lists all subjects. The grid is 2 columns wide, with column details: subj_desc (subject description), result_code
T11 - Lists all subjects. The grid is 3 columns wide, with column details: subj_code, subj_desc (subject description), result_code
T12 - Lists all subjects. The grid is 5 columns wide, with column details: subj_code, subj_desc (subject description), result_code, st_date (module start date), end_date (module end date)
RESULTGRID1 - Lists all subjects. The grid is 3 columns wide, with column details: subj_desc (subject description), mark, result_name
RESULTGRID2 - Lists all subjects. The grid is 4 columns wide, with column details: subj_code, subj_desc (subject description), mark, result_name
RESULTGRID3 - Lists all subjects. The grid is 6 columns wide, with column details: subj_code, subj_desc (subject description), mark, result_name, st_date (module start date), end_date (module end date)
RESULTGRID4 - Lists all subjects. The grid is 3 columns wide, with column details: subj_desc (subject description), mark, result_code
RESULTGRID5 - Lists all subjects. The grid is 4 columns wide, with column details: subj_code, subj_desc (subject description), mark, result_code
RESULTGRID6 - Lists all subjects. The grid is 6 columns wide, with column details: subj_code, subj_desc (subject description), mark, result_code, st_date (module start date), end_date (module end date)
RESULTGRID7 - Lists all subjects. The grid is 2 columns wide, with column details: subj_desc (subject description), result_name
RESULTGRID8 - Lists all subjects. The grid is 3 columns wide, with column details: subj_code, subj_desc (subject description), result_name
RESULTGRID9 - Lists all subjects. The grid is 5 columns wide, with column details: subj_code, subj_desc (subject description), result_name, st_date (module start date), end_date (module end date)
RESULTGRID10 - Lists all subjects. The grid is 2 columns wide, with column details: subj_desc (subject description), result_code
RESULTGRID11 - Lists all subjects. The grid is 3 columns wide, with column details: subj_code, subj_desc (subject description), result_code
RESULTGRID12 - Lists all subjects. The grid is 5 columns wide, with column details: subj_code, subj_desc (subject description), result_code, st_date (module start date), end_date (module end date)

Each of the above grids are also repeated with different filter options and inclusions.

Nothing appended e.g. T1 - Lists all modules.
Appended with _1 e.g. T1_1 - Lists all modules excluding marks or result codes that are not filled in.
Appended with _2 e.g. T1_2 - Lists all modules excluding modules that have both no marks and no result codes not filled in.
Appended with _A e.g. T1_A - Lists all modules and includes module assessment item results.
Appended _1_A e.g. T1_1_A - Lists all modules and includes module assessment item results excluding modules or assessment items that have either marks or result codes that are not filled in.
Appended _2_A e.g. T1__2A - Lists all modules and includes module assessment item results excluding modules or assessment items that have both no marks and no result codes filled in.

Language Result bookmarks

Language results are very flexible in layout and use. Instead of just mentioning the exported bookmarks, I will first show how the templates and bookmarks are meant to be used and referenced.

Please click/reference here to see a typical Language Results setup.

To be able to print language results, you must be in the enrolment details, result screen. On the left Print panel, you will find an option Word Merge.

Language Results bookmarks include all the above detailed student bookmarks that start with S_, if there is a homestay placement all the homestay bookmarks that start with H_, if there is an airport transfer all the Airport transfer bookmarks that start with T_, all the enrolment bookmarks that E_ and all the agent bookmarks that start with A_.

The result single bookmarks are for the highlighted / selected result. The results start LR_ examples of the bookmarks are LR_TYPE_DESC result type description, LR_DATE result date, LR_LEVEL, LR_TEACHER, LR_EFFORT, LR_ATTENDANCE, LR_GRP_NAME_1 (to 10), LR_GRP_CODE_1 (to 10), LR_GRP_DESC_1 (to 10), LR_CUST_NAME_1 (to 5), LR_CUST_DESC_1 (to 5)

Language Result grid/table bookmarks:

GRID_RESULT - Lists all result group results. The grid is 3 columns wide, with column details: result_group_desc, result_code, result_desc
GRID_CUSTOM - Lists all custom results. The grid is 2 columns wide, with column details: result_group_desc result group description and custom_score.

Accommodation Student bookmarks

Normally Student accommodation details are printed when the student is placed in a homestay. If the student has more than one homestay placement, you need to go to the Student - Homestay details and select the placement details you want to print.

Accommodation Provider bookmarks

Transfer bookmarks

Agent bookmarks

Bulk Student Statement bookmarks

(Study) Group bookmarks

(Study) Group Enrolment bookmarks

(Study) Group Enrolment Fees

Homestay Accommodation 17 Dec 2007 to 11 Feb 2008 (8 weeks 0 days)	$0.00	$1,520.00
Airport Greeting - One Way	$0.00	$80.00
Homestay Placement	$0.00	$160.00
Enrolment Fee	$0.00	$150.00
Intensive General English 17 Dec 2007 - 15 Feb 2008 8 weeks	$570.00	$2,280.00