Racar fall meeting 2009
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Invoicing Improvement Review PowerPoint PPT Presentation

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RACAR FALL MEETING 2009. Invoicing Improvement Review. Topics of Discussion. System Requirements Linking to SCT Banner ® Tables using ODBC data sources Creating queries and tables Exporting data Student Invoices Third Party Contract Invoices Emailing Invoices. System Requirements.

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Invoicing Improvement Review

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Racar fall meeting 2009



Invoicing Improvement Review

Topics of discussion

Topics of Discussion

  • System Requirements

  • Linking to SCT Banner® Tables using ODBC data sources

  • Creating queries and tables

  • Exporting data

  • Student Invoices

  • Third Party Contract Invoices

  • Emailing Invoices

System requirements

System Requirements

  • Access and Excel should be installed locally on each user’s computer.

  • Access uses ODBC (Open Database Connectivity) drivers to connect to SCT Banner® Tables.

  • Users install ODBC drivers locally via a network application.

Why ms access for banner reporting invoices

Why MS Access for Banner Reporting/Invoices?

  • Banner reports lack data you need

  • Desire greater flexibility to sort

  • Export data to Excel

  • Merge data to Word or e-mail

  • Use Banner Views created by SGHE

Important information

Important Information

  • MS Access cannot update Banner data

    • Banner data is read-only

  • IT department may need to grant additional Banner privileges – ODBC roles

    • Limit what data you can see

How do you link the odbc drivers to sct banner

How do you link the ODBC Drivers to SCT Banner®

  • “File”

  • “Get External Data”

  • “Link Tables”

Locating the odbc database

Locating the ODBC Database

  • Change “Files of type” to ODBC Database

Data source name

Data Source Name

  • Select “Machine Data Source” tab

  • Select the appropriate “Data Source Name”

  • Click OK

Login screens

Login Screens

  • Enter your username and password if prompted

Sct banner tables

SCT Banner® Tables

  • Select the table(s) containing the appropriate data

  • Click OK

Table object list

Table Object List

  • The selected tables appear in Access under the “Table Object” list as a linked table.

Main accounting tables

Main Accounting Tables

  • TBRACCD – Accounting Data (TSAAREV)

  • SPRIDEN – Person Information (SPAIDEN)

  • SPRADDR – Address Information (SPAIDEN)

  • GOREMAL – E-mail

  • Tables are linked by “PIDM” record (Relationships)



  • Setting Up Table & Query Relationships



  • Setting up the Query

Using main switchboard

Using Main Switchboard

  • Organized Form of Previously Developed Queries and Reports

  • Point & Click to retrieve data

  • Query Parameters to limit population to what you need

  • Additional Queries and Reports can be added

Using main switchboard1

Using Main Switchboard

Query sample

Query Sample

Extract query data to word or excel

Extract Query Data to Word or Excel

Creating student invoices

Creating Student Invoices

  • All invoices use the Bill Date to determine what invoice type should be created (1st notice, 2nd notice, etc.)

  • Initial query is executed and data is compiled in a “Make-Table” – Invoice Worksheet

    • Data can be changed – not linked to Banner

  • When initial query is executed – pop-up prompts will be displayed requesting the bill dates.

    • Once data is verified – invoices can be created

Invoice worksheet

Invoice Worksheet

Invoicing improvement review


Creating third party contract invoices

Creating Third Party Contract Invoices

  • Invoices are created based on three tables:




  • All data is combined into one invoice for each student

Invoicing improvement review


Total access emailer

Total Access Emailer

  • Designed specifically for MS Access

  • Runs as an add-in and includes an interactive, Wizard-like user interface, making it easy to customize your email blasts

  • Ability to send personalized emails and attach files

Total access emailer1

Total Access Emailer

  • Unlimited Custom Emails

    • Send Email to Everyone

    • Personalize Email

    • Attach Files to Email (PDF format)

    • Send Your Email Again

    • Send to People You Have not Emailed

    • Send HTML and/or Text Messages

    • Show Custom FROM Address

    • Schedule Email Blasts

Total access emailer2

Total Access Emailer

  • Approved by State Accounting Office

  • Optional Audit Log Feature – keeps track of who received an email along with the date and time.

  • Saves money on labor, postage, paper, and envelopes

  • http://www.fmsinc.com/MicrosoftAccess/Emails.asp

Total access emailer3

Total Access Emailer

Total access emailer4

Total Access Emailer

Total access emailer5

Total Access Emailer

Invoicing improvement review

E-mail and Attachment Sent to Student


Questions ????

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