Racar fall meeting 2009
1 / 31

Invoicing Improvement Review - PowerPoint PPT Presentation

  • Uploaded on

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.

I am the owner, or an agent authorized to act on behalf of the owner, of the copyrighted work described.
Download Presentation

PowerPoint Slideshow about 'Invoicing Improvement Review' - finley

An Image/Link below is provided (as is) to download presentation

Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author.While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server.

- - - - - - - - - - - - - - - - - - - - - - - - - - E N D - - - - - - - - - - - - - - - - - - - - - - - - - -
Presentation Transcript
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

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


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

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