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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

  • 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

  • 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?

  • 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

  • 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®

  • “File”

  • “Get External Data”

  • “Link Tables”


Locating the ODBC Database

  • Change “Files of type” to ODBC Database


Data Source Name

  • Select “Machine Data Source” tab

  • Select the appropriate “Data Source Name”

  • Click OK


Login Screens

  • Enter your username and password if prompted


SCT Banner® Tables

  • Select the table(s) containing the appropriate data

  • Click OK


Table Object List

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


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)


Relationships

  • Setting Up Table & Query Relationships


Queries

  • Setting up the Query


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 Switchboard


Query Sample


Extract Query Data to Word or Excel


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


STUDENT INVOICE EXAMPLE


Creating Third Party Contract Invoices

  • Invoices are created based on three tables:

    • AS_THIRD_PARTY_CONTRACTS

    • AS_STUDENT_ATTRIBUTE

    • TBRACCD

  • All data is combined into one invoice for each student


THIRD PARTY CONTRACT INVOICE EXAMPLE


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 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 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 Emailer


Total Access Emailer


Total Access Emailer


E-mail and Attachment Sent to Student


Questions ????


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