WEB-BASED
INTEGRATED SCHOOL MANAGEMENT SOFTWARE
How to
Start the Web Server
- On the
desktop locate EasyPHP shortcut icon
- Double-click
the icon to open it.
- Wait
until you see a window showing that the Apache and MySQL have
started.
- You
can now open the browser and use the system
How to
Login:
- Open a
web browser on you computer eg. Internet Explorer, Firefox, Netscape, Opera,
etc.
- In the
task bar at the top type/select http://127.0.0.1/isms/ or http://192.168.1.1/isms/ . This depends on your server’s
settings. Contact your system
administrator for the path.
- The
screen below opens up. Type your
username and password.
- If you
are a new user, click on Register and create your username and password. At this stage you must contact your
administrator to assign you your rights, without which you will not be allowed
any link in the system.

How to Create Your Own User
Account
- Start isms Application in Web
browser
- Click Register link
- Type the your Username, Password, Re-Type password,
Email, and Full
Name
- Click Register button
- A message appears on the
screen
- Click Back arrow in the web
browser
- Choose Go Back
- Now, Login with your new
Account
- When you login, you will be assigned level
nine(9) user right, which is the least authorization
level.
- Contact your System Administrator to
assign you appropriate user right.
How to
login
- Start isms Application in Web
browser
- The isms login screen opens
up
- Enter your password and username
- Press Login
When
logged in, you will be provided with the window with the following links.
isms
-
To enter the system.
Change My Info
-
To edit your information.
Change Password
-
To change your password.
Logout
-
To log out from the system.
ISMS
System Overview
Immediately
you log in you will be provided with the control center with the menus
below. The menu assigned you is
based on your user rights and permissions which is linked to your function. For example, a teacher sees only
information regarding entering of results and continuous
assessment.
The Menu
Bar
The menu
bar is at the top of the screen comprising of:
Settings
| Students | Bills Process | Assessment | Staff Info | Transactions | Accounts |
Scheduler | Maintenance | Reports | Help
Note:
When you
click on the menu its sub menus opens up.
Meaning
of icons
Icons |
Function |
Icon |
Function |
or
|
Delete
record or a set of selected records. |

|
Save
record(s). |

|
Send
data to XML. |

|
View
record. The record cannot be
changed. |

|
Enter
new record. |

|
Print
records. |

|
Edit
existing record. |

|
Send
records to pdf. |

|
Send
data to Excel. |

|
View
detailed records. |

|
Move
to the first page. |

|
Move
to the next page. |

|
Move
to the last page. |

|
Move
to the previous page. |
Now we
shall deal with each of the menus.
Settings
Menu
This
menu is use to change/edit user’s and the school’s basic information. All the menus here will not be available
to all the users.
Edit
User Rights menu is
used by the administrator to set permission and rights to the users.
Logout menu to exit the
system.
User Right
In the system we
have Level 1 through to Level 9 user rights. The table below shows all the user
rights.
User
Level |
Rights
Assigned |
Level
1 |
System
Administrator |
Level
2 |
Administrative
Assistant |
Level
3 |
Teachers and
Academic Records Data Entry Clerks |
Level
4 |
Accountant |
Level
5 |
Account
Clerk |
Level
6 |
Not yet
assigned |
Level
7 |
Not yet
assigned |
Level
8 |
Not yet
assigned |
Level
9 |
New user, yet
to be assigned appropriate user
rights |
How to Assign User
Right
This is done by the
System Administrator.
- Login with the Administrator
password
- Select Settings
- Click Edit User Rights
menu
- Locate the new user’s information on the
table
- Move to the rights table
column
- Change the Level 9 user right to
appropriate user right for the user concerned.
- The data is automatically
saved.
A. How to change user
information
- Select Settings
- Click Change User Info
menu
- Click Change My Info
link
- Type the necessary information into the
text boxes
- Click Save Changes
button
B. How to change user
Password
- Select Settings
- Click Change User Info
menu
- Click Change Password
link
- Type the old password, new password, and
confirm the new password again
- Click Change Password
button
A. How to Perform Administrative
Task
- Select Settings
- Click Admin Options menu
- Enter Admin Secret Password and press Login button
- You will be present with the following
links [Admin] [Users] [Options] [Admins]
[Email All
Users] [Login]
B. How to Edit User
Information
- From A above, Click Users link
- All system users are displayed in a
table
- To edit/view a user click [Edit/View] link under Options column
- Change the user’s information and click Save Changes
- To delete user, click [Del] link under Options
column
- Click OK to confirm the
deletion.
C. How to setup site
Information
- From A above, Click Options link
- A form is displayed on your
screen
- You can change the login information in
the Header
Template
- You can also change the school name in the
Footer Template
- Click the Save Changes
button.
D. How to Create New Admins
- From A above, Click Admins link
- Provide the necessary
information
- Click Add button
E. How to send Email to all
Users
- From A above, Click Email All Users
link
- Type the Subject and the email messages in
the spaces provided.
- Click on Send button
How to Change the School’s
Information
- Select Settings
- Click School Info menu
- Type the requested information into the
table.
- Alternatively, click on
under Actions column
- A form opens, fill the
form with the requested information
- Click Update.
How to Logout from the
System
- Select Settings
- Click Logout menu
- Click Logout link
- This takes you to the Login form where you
may wish to login.
Students
Menu
This
menu is used to enter/edit/delete students’ basic information, promotions of
students from one class to another or from one term to another, and entering
students’ cumulative records. To
use a menu just click on it.
Students
Details Menu
Lets us
look at the details of the Students Details Menu. This is where we add new student or edit
existing student.
To
access the students records, Click Students menu
To
Search for a Student
There
are three ways to search for a student
- To
search for a student using admission number, type the Admission No in the box
provided and click Search
- To
search for a student using last name, type the Last Name in the box provided
and click Search
- To
search for a student using class, type the Class name in the box provided and
click Search

To Add
New Student Record
- Click
on
under Actions column. A window opens up
- Type
the student’s data, most often from the Application form.
Note
that students Admission number does not already assigned. Assigned the next available
number. To find the next available number press
Next Admission No. on the Students Basic
Details
screen.
- Press
Add button.
To
Update Student Record
- Click
on
under Actions column. A window opens up
with the student’s existing information
- Make
changes as required
- Press
Update button.
To
Delete Student
- Click
on
under Actions column. A window opens up with the student’s
existing information
- Press
Comfirm Delete button. Please note that You cannot undo records you have deleted.
To View
Student
- Click
on
under Actions column. A window opens up with the student’s
existing information.
- Choose
Close button after viewing.
- Note
that you cannot edit the record when you are in Viewing mode.

Note:
Incorrect
data concerning a student may result in wrong bill totals for the student. It will also affect the student’s
Terminal reports. It is, therefore,
important to check the correctness of your students
records.
Note
that It is important to enter the students class,
lunch, PTA, New Admission, scholarship, piano, swimming, etc.

Promotion
of Students
Under
this menu, you can promotion of students from one class to another or from one
term to another. Promotion is done from the upper classes to
the lower classes.
How to
Promote Students
- Click
on Students
- Choose
Students Promotion
- The
screen below opens up.
- To
search for a particular class, type the class name in the Current Class textbox and click Search button. The class searched for will be
displayed in the table.
- To
perform the promotion, type the Current Class, New Class, new Academic Year, new Term, select Level, select Course, and select Status.
- Click
on Promote
button
Note:
Level 1
means
Nursery
Level 2
means
Primary
Level 3
means
Juniur High
School
Level 4
means
Senior High
School
Course
consists of Nursery
Primary
Junior
High
Senior
High
Status
consists
of Continuing
Completed
Withdrawn
Dismissed
Transferred

Students
Cumulative Records
This
menu is used to enter detailed information about the student. To access the menu
- Click
Students
- Select
Cumulative Records
Under
the sub menu we have the following:
Personal
Details
- Select
the Personal Details sub
menu
- To add
a record, click on
under Actions column. A window opens up. Type the data, most
often from the Application form. Click Add.
- To
update a record, click on
under Actions column. A window opens up
with the student’s existing information. Make changes as required. Press Update button.
- To
delete a record, click on
under Actions column. A window opens up with the student’s
existing information. Press Comfirm Delete button. Please note that you cannot undo
records you have deleted.
- To
view a record, click on
under Actions column. A window opens up with the student’s
existing information. Choose Close
button after viewing. N ote that you cannot edit the
record when you are in viewing mode.
Father
Details
- Select
the Father Details sub
menu
- To add
a record, click on
under Actions column. A window opens up. Type the data, most
often from the Application form. Click Add.
- To
update a record, click on
under Actions column. A window opens up
with the student’s existing information. Make changes as required. Press Update button.
- To
delete a record, click on
under Actions column. A window opens up with the student’s
existing information. Press Comfirm Delete button. Please note that you cannot undo
records you have deleted.
- To
view a record, click on
under Actions column. A window opens up with the student’s
existing information. Choose Close
button after viewing. Note that you cannot edit the record when you are in
viewing mode.
Mother
Details
- Select
the Mother Details sub
menu
- To add
a record, click on
under Actions column. A window opens up. Type the data, most
often from the Application form. Click Add.
- To
update a record, click on
under Actions column. A window opens up
with the student’s existing information. Make changes as required. Press Update button.
- To
delete a record, click on
under Actions column. A window opens up with the student’s
existing information. Press Comfirm Delete button. Please note that you cannot undo
records you have deleted.
- To
view a record, click on
under Actions column. A window opens up with the student’s
existing information. Choose Close
button after viewing. Note that you cannot edit the record when you are in
viewing mode.
Guardian
Details
- Select
the Guardian Details sub menu
- To add
a record, click on
under Actions column. A window opens up. Type the data, most
often from the Application form. Click Add.
- To
update a record, click on
under Actions column. A window opens up
with the student’s existing information. Make changes as required. Press Update button.
- To
delete a record, click on
under Actions column. A window opens up with the student’s
existing information. Press Comfirm Delete button. Please note that you cannot undo
records you have deleted.
- To
view a record, click on
under Actions column. A window opens up with the student’s
existing information. Choose Close
button after viewing. Note that you cannot edit the record when you are in
viewing mode.
Significant
Data
- Select
the Significant Data sub
menu
- To add
a record, click on
under Actions column. A window opens up. Type the data, most
often from the Application form. Click Add.
- To
update a record, click on
under Actions column. A window opens up
with the student’s existing information. Make changes as required. Press Update button.
- To
delete a record, click on
under Actions column. A window opens up with the student’s
existing information. Press Comfirm Delete button. Please note that you cannot undo
records you have deleted.
- To
view a record, click on
under Actions column. A window opens up with the student’s
existing information. Choose Close
button after viewing. Note that you cannot edit the record when you are in
viewing mode.
Physical
Development
- Select
the Physical Development sub
menu
- To add
a record, click on
under Actions column. A window opens up. Type the data, most
often from the Application form. Click Add.
- To
update a record, click on
under Actions column. A window opens up
with the student’s existing information. Make changes as required. Press Update button.
- To
delete a record, click on
under Actions column. A window opens up with the student’s
existing information. Press Comfirm Delete button. Please note that you cannot undo
records you have deleted.
- To
view a record, click on
under Actions column. A window opens up with the student’s
existing information. Choose Close
button after viewing. Note that you cannot edit the record when you are in
viewing mode.
Interest/Vocation
- Select
the Interest/Vocation sub
menu
- To add
a record, click on
under Actions column. A window opens up. Type the data, most
often from the Application form. Click Add.
- To
update a record, click on
under Actions column. A window opens up
with the student’s existing information. Make changes as required. Press Update button.
- To
delete a record, click on
under Actions column. A window opens up with the student’s
existing information. Press Comfirm Delete button. Please note that you cannot undo
records you have deleted.
- To
view a record, click on
under Actions column. A window opens up with the student’s
existing information. Choose Close
button after viewing. Note that you cannot edit the record when you are in
viewing mode.
Prizes
Won
- Select
the Prizes Won sub
menu
- To add
a record, click on
under Actions column. A window opens up. Type the data, most
often from the Application form. Click Add.
- To
update a record, click on
under Actions column. A window opens up
with the student’s existing information. Make changes as required. Press Update button.
- To
delete a record, click on
under Actions column. A window opens up with the student’s
existing information. Press Comfirm Delete button. Please note that you cannot undo
records you have deleted.
- To
view a record, click on
under Actions column. A window opens up with the student’s
existing information. Choose Close
button after viewing. Note that you cannot edit the record when you are in
viewing mode.
Attendance
- Select
the Attendance sub
menu
- To add
a record, click on
under Actions column. A window opens up. Type the data, most
often from the Application form. Click Add.
- To
update a record, click on
under Actions column. A window opens up
with the student’s existing information. Make changes as required. Press Update button.
- To
delete a record, click on
under Actions column. A window opens up with the student’s
existing information. Press Comfirm Delete button. Please note that you cannot undo
records you have deleted.
- To
view a record, click on
under Actions column. A window opens up with the student’s
existing information. Choose Close
button after viewing. Note that you cannot edit the record when you are in
viewing mode.
Special
Talents
- Select
the Special Talents sub
menu
- To add
a record, click on
under Actions column. A window opens up. Type the data, most
often from the Application form. Click Add.
- To
update a record, click on
under Actions column. A window opens up
with the student’s existing information. Make changes as required. Press Update button.
- To
delete a record, click on
under Actions column. A window opens up with the student’s
existing information. Press Comfirm Delete button. Please note that you cannot undo
records you have deleted.
- To
view a record, click on
under Actions column. A window opens up with the student’s
existing information. Choose Close
button after viewing. Note that you cannot edit the record when you are in
viewing mode.
Class
Achievements
- Select
the Class Achievement sub
menu
- To add
a record, click on
under Actions column. A window opens up. Type the data, most
often from the Application form. Click Add.
- To
update a record, click on
under Actions column. A window opens up
with the student’s existing information. Make changes as required. Press Update button.
- To
delete a record, click on
under Actions column. A window opens up with the student’s
existing information. Press Comfirm Delete button. Please note that you cannot undo
records you have deleted.
- To
view a record, click on
under Actions column. A window opens up with the student’s
existing information. Choose Close
button after viewing. Note that you cannot edit the record when you are in
viewing mode.
Future
Plans
- Select
the Future Plans sub
menu
- To add
a record, click on
under Actions column. A window opens up. Type the data, most
often from the Application form. Click Add.
- To
update a record, click on
under Actions column. A window opens up
with the student’s existing information. Make changes as required. Press Update button.
- To
delete a record, click on
under Actions column. A window opens up with the student’s
existing information. Press Comfirm Delete button. Please note that you cannot undo
records you have deleted.
- To
view a record, click on
under Actions column. A window opens up with the student’s
existing information. Choose Close
button after viewing. Note that you cannot edit the record when you are in
viewing mode.
Handicaps
- Select
the Handicaps sub
menu
- To add
a record, click on
under Actions column. A window opens up. Type the data, most
often from the Application form. Click Add.
- To
update a record, click on
under Actions column. A window opens up
with the student’s existing information. Make changes as required. Press Update button.
- To
delete a record, click on
under Actions column. A window opens up with the student’s
existing information. Press Comfirm Delete button. Please note that you cannot undo
records you have deleted.
- To
view a record, click on
under Actions column. A window opens up with the student’s
existing information. Choose Close
button after viewing. Note that you cannot edit the record when you are in
viewing mode.
Health
Record
- Select
the Health Record sub
menu
- To add
a record, click on
under Actions column. A window opens up. Type the data, most
often from the Application form. Click Add.
- To
update a record, click on
under Actions column. A window opens up
with the student’s existing information. Make changes as required. Press Update button.
- To
delete a record, click on
under Actions column. A window opens up with the student’s
existing information. Press Comfirm Delete button. Please note that you cannot undo
records you have deleted.
- To
view a record, click on
under Actions column. A window opens up with the student’s
existing information. Choose Close
button after viewing. Note that you cannot edit the record when you are in
viewing mode.
Bills
Process Menu
This
menu is used to setup, create and generate students’ bills. All the Regular Fees, Optional Fees,
Particular Fees, Scholarship, Book List are setup here. The bill is processed and printed
under this menu. The submenus are
as follow:
Menu/Submenu |
Description |
Regular
Fees |
Use
this menu to enter fees to be paid by
each class. |
Optional
Fees |
Optional
fees to be paid by some students.
This may be Lunch, Transport, etc that are enjoyed by some of the
students, but not all students.
|
Particular
Fees |
Exception
fees relating to particular students only.
|
Booklist |
List
of books for each class. |
Bills
Processing |
Use
to process the bills.
- You
can process the bills for all students at the same time by clicking on
Process All button.
- To
generate bills for a particular student, type the student no. in the
textbox and click on Process
button.
- To
search for a student’s bill,
type the student no. in the textbox and click on Search button.
|
Bill
Printing |
Click
on the student No. on the table displayed. The bill opens. Send the report to the
printer. |
Fee
Bal Loading |
Must
be used when loading previous balances for the students. This menu is used mostly when
loading the initial balances for students when the system is been
installed for the first
time. |
Regular
Fees
- To
search for regular fees for a particular class, type the name of the class in
the box provided and clicks Search.
- To add
a record, click on
under Actions column. A window opens up. Type the data, most
often from the Application form. Click Add.
- Fees
can be copied and pasted. To copy a fee of a class and paste for another
class, type in the Copy From box the fee to be copied. Type in the Copy To box the class you are copying to. Select the appropriate
Site and Level. Site 1,2,3,4 represents various levels of fees paid by
students even in same class, such as fees paid by foreigners may be higher
than that of the citizens.
- To
update a record, click on
under Actions column. A window opens up
with the student’s existing information. Make changes as required. Press Update button.
- To
delete a record, click on
under Actions column. A window opens up with the student’s
existing information. Press Comfirm Delete button. Please note that you cannot undo
records you have deleted.
- To
view a record, click on
under Actions column. A window opens up with the student’s
existing information. Choose Close
button after viewing. Note that you cannot edit the record when you are in
viewing mode.
- To
view all the regular fees, click on Browse button.
Optional
Fees
- To
search for optional fees for a particular class, type the name of the class in
the box provided and clicks Search.
- To add
a record, click on
under Actions column. A window opens up. Type the data, most
often from the Application form. Click Add.
- To
update a record, click on
under Actions column. A window opens up
with the student’s existing information. Make changes as required. Press Update button.
- To
delete a record, click on
under Actions column. A window opens up with the student’s
existing information. Press Comfirm Delete button. Please note that you cannot undo
records you have deleted.
- To
view a record, click on
under Actions column. A window opens up with the student’s
existing information. Choose Close
button after viewing. Note that you cannot edit the record when you are in
viewing mode.
- To
view all the optional fees, click on Browse button.
Particular
Fees
- To
search for particular fees for a particular class, type the name of the class
in the box provided and clicks Search.
- To add
a record, click on
under Actions column. A window opens up. Type the data, most
often from the Application form. Click Add.
- To
update a record, click on
under Actions column. A window opens up
with the student’s existing information. Make changes as required. Press Update button.
- To
delete a record, click on
under Actions column. A window opens up with the student’s
existing information. Press Comfirm Delete button. Please note that you cannot undo
records you have deleted.
- To
view a record, click on
under Actions column. A window opens up with the student’s
existing information. Choose Close
button after viewing. Note that you cannot edit the record when you are in
viewing mode.
- To
view all the particular fees, click on Browse button.
Scholarship
- To
search for scholarship fees for a particular class, type the name of the class
in the box provided and clicks Search.
- To add
a record, click on
under Actions column. A window opens up. Type the data, most
often from the Application form. Click Add.
- To
update a record, click on
under Actions column. A window opens up
with the student’s existing information. Make changes as required. Press Update button.
- To
delete a record, click on
under Actions column. A window opens up with the student’s
existing information. Press Comfirm Delete button. Please note that you cannot undo
records you have deleted.
- To
view a record, click on
under Actions column. A window opens up with the student’s
existing information. Choose Close
button after viewing. Note that you cannot edit the record when you are in
viewing mode.
- To
view all the scholarship fees, click on Browse button.
Book
list
- To
search for Book list fees for a particular class, type the name of the class
in the box provided and clicks Search.
- To add
a record, click on
under Actions column. A window opens up. Type the data, most
often from the Application form. Click Add.
- Fees
can be copied and pasted. To copy a fee of a class and paste for another
class, type in the Copy From box the fee to be copied. Type in the Copy To box the class you are copying to.
- To
update a record, click on
under Actions column. A window opens up
with the student’s existing information. Make changes as required. Press Update button.
- To
delete a record, click on
under Actions column. A window opens up with the student’s
existing information. Press Comfirm Delete button. Please note that you cannot undo
records you have deleted.
- To
view a record, click on
under Actions column. A window opens up with the student’s
existing information. Choose Close
button after viewing. Note that you cannot edit the record when you are in
viewing mode.
- To
view all the book list fees, click on Browse button.
Bill
Processing
To
process the bills, all the above fees MUST be setup. This includes Regular
Fees, Optional Fees, Particular Fees. In addition, make
sure the data entered in the students records are
correct.
- To
search for a student in the already existing bill table, type the Admission No
in the box provided and click Search button.
- To the
process bills for all students, click on Process All.
- To
process bills for a particular student, type the Admission No in the box provided and
press Search.
- To add
a record, click on
under Actions column. A window opens up. Type the data, most
often from the Application form. Click Add.
- Fees
can be copied and pasted. To copy a fee of a class and paste for another
class, type in the Copy From box the fee to be copied. Type in the Copy To box the class you are copying to.
- To
update a record, click on
under Actions column. A window opens up
with the student’s existing information. Make changes as required. Press Update button.
- To
delete a record, click on
under Actions column. A window opens up with the student’s
existing information. Press Comfirm Delete button. Please note that you cannot undo
records you have deleted.
- To
view a record, click on
under Actions column. A window opens up with the student’s
existing information. Choose Close
button after viewing. Note that you cannot edit the record when you are in
viewing mode.
Bill
Printing
We can
print the bill from Bill Printing sub menu.
- Select
Bill Printing sub
menu
- To
search for a student in the already existing bill table using the admission
number, type the Admission No in
the box provided and click Search
button.
- To
search for a student in the already existing bill table using the class, type
the Class name in the box provided
and click Search
button.
- To
print the bills, click on the student Admission No of the bill you want to
print.
- The
bill opens up. Send the bill to the printer. A sample bill is as displayed
below.
.

Assessment
Menu
This
menu is used to enter and print students’ continuous assessments, score sheets
and other academic record.
Subject
Setup
- Select
Assessment menu
- Select
Assessment
Setups
- Select
Subject Setup
- To add
a record, click on
under Actions column. A window opens up. Type the data, most
often from the Application form. Click Add.
- Fees
can be copied and pasted. To copy a fee of a class and paste for another
class, type in the Copy From box the fee to be copied. Type in the Copy To box the class you are copying to.
- To
update a record, click on
under Actions column. A window opens up
with the student’s existing information. Make changes as required. Press Update button.
- To
delete a record, click on
under Actions column. A window opens up with the student’s
existing information. Press Comfirm Delete button. Please note that you cannot undo
records you have deleted.
- To
view a record, click on
under Actions column. A window opens up with the student’s
existing information. Choose Close
button after viewing. Note that you cannot edit the record when you are in
viewing mode.
Teacher/Subject
Setup
- Select
Assessment menu
- Select
Assessment
Setups
- Select
Teacher/Subjects
Setup
- To add
a record, click on
under Actions column. A window opens up. Type the data, most
often from the Application form. Click Add.
- Fees
can be copied and pasted. To copy a fee of a class and paste for another
class, type in the Copy From box the fee to be copied. Type in the Copy To box the class you are copying to.
- To
update a record, click on
under Actions column. A window opens up
with the student’s existing information. Make changes as required. Press Update button.
- To
delete a record, click on
under Actions column. A window opens up with the student’s
existing information. Press Comfirm Delete button. Please note that you cannot undo
records you have deleted.
- To
view a record, click on
under Actions column. A window opens up with the student’s
existing information. Choose Close
button after viewing. Note that you cannot edit the record when you are in
viewing mode.
Grading
System Setup
- Select
Assessment menu
- Select
Assessment
Setups
- Select
Grading System
Setup
- To add
a record, click on
under Actions column. A window opens up. Type the data, most
often from the Application form. Click Add.
- Fees
can be copied and pasted. To copy a fee of a class and paste for another
class, type in the Copy From box the fee to be copied. Type in the Copy To box the class you are copying to.
- To
update a record, click on
under Actions column. A window opens up
with the student’s existing information. Make changes as required. Press Update button.
- To
delete a record, click on
under Actions column. A window opens up with the student’s
existing information. Press Comfirm Delete button. Please note that you cannot undo
records you have deleted.
- To
view a record, click on
under Actions column. A window opens up with the student’s
existing information. Choose Close
button after viewing. Note that you cannot edit the record when you are in
viewing mode.
Score
Sheet Creation
To
process the score sheet, Subject Setup, Teacher/Subject Setup and the Grading
System Setup MUST be setup
correctly. In addition, make sure the data entered in the student’s records are
correct.
- Select
Assessment menu
- Select
Assessment
Setups
- Select
Score Sheet
Creation
- To
search for a Class and Subject ID, type the name of the
class and the subject code and click Search.
- To
create a score sheet for a Class
and Subject ID, type the name of
the class and the subject code and click Create Class.
- To
create a score sheet for all students, click Create All.
- To
empty the score sheet, click Empty
Table.
- To
view all records click
Browse.
- To add
a record, click on
under Actions column. A window opens up. Type the data, most
often from the Application form. Click Add.
- Fees
can be copied and pasted. To copy a fee of a class and paste for another
class, type in the Copy From box the fee to be copied. Type in the Copy To box the class you are copying to.
- To
update a record, click on
under Actions column. A window opens up
with the student’s existing information. Make changes as required. Press Update button.
- To
delete a record, click on
under Actions column. A window opens up with the student’s
existing information. Press Comfirm Delete button. Please note that you cannot undo
records you have deleted.
- To
view a record, click on
under Actions column. A window opens up with the student’s
existing information. Choose Close
button after viewing. Note that you cannot edit the record when you are in
viewing mode.
Detailed
Assessment
This
menu enables you to enter all the Class Assignments, Class Tests, Home Work and
the Exams Score.
- Select
Assessment menu.
- Select
Continuous
Assessment.
- Select
Detailed
Assessment.
- To
search for a student in the already existing result processing table, type the
Admission No in the box provided
and click Search button
- To
search for a Class and Subject ID, type the name of the
class and the subject code and click Search.
- To
enter the marks, type them on the spreadsheet against the students’ names. The
data is automatically saved.
- To
validate the data before processing it, click Validate.
- To
process the students report, type the name of the class and the subject code
and click Process.
- To add
a record, click on
under Actions column. A window opens up. Type the data, most
often from the Application form. Click Add.
- Fees
can be copied and pasted. To copy a fee of a class and paste for another
class, type in the Copy From box the fee to be copied. Type in the Copy To box the class you are copying to.
- To
update a record, click on
under Actions column. A window opens up
with the student’s existing information. Make changes as required. Press Update button.
- To
delete a record, click on
under Actions column. A window opens up with the student’s
existing information. Press Comfirm Delete button. Please note that you cannot undo
records you have deleted.
- To
view a record, click on
under Actions column. A window opens up with the student’s
existing information. Choose Close
button after viewing. Note that you cannot edit the record when you are in
viewing mode.
Abridged
Assessment
This
menu enables you to enter only the Class
Mark and the Exams
Score.
- Select
Assessment menu.
- Select
Continuous
Assessment.
- Select
Abridged
Assessment.
- To
search for a student in the already existing result processing table, type the
Admission No in the box provided
and click Search button
- To
search for a Class and Subject ID, type the name of the
class and the subject code and click Search.
- To
enter the marks, type them on the spreadsheet against the students’ names. The
data is automatically saved.
- To
validate the data before processing it, click Validate.
- To
process the students report, type the name of the class and the subject code
and click Process.
- To add
a record, click on
under Actions column. A window opens up. Type the data, most
often from the Application form. Click Add.
- Fees
can be copied and pasted. To copy a fee of a class and paste for another
class, type in the Copy From box the fee to be copied. Type in the Copy To box the class you are copying to.
- To
update a record, click on
under Actions column. A window opens up
with the student’s existing information. Make changes as required. Press Update button.
- To
delete a record, click on
under Actions column. A window opens up with the student’s
existing information. Press Comfirm Delete button. Please note that you cannot undo
records you have deleted.
- To
view a record, click on
under Actions column. A window opens up with the student’s
existing information. Choose Close
button after viewing. Note that you cannot edit the record when you are in
viewing mode.
Additional
Information
This
menu enables you to enter other terminal report information such as Attitude,
Conduct, Teachers Remark, Head Teachers Remark, etc.
- Select
Assessment menu.
- Select
Additional
Information
- To
search for a student in the already existing result processing table, type the
Admission No in the box provided
and click Search button
- Enter
Vacation Date, Re-opening Date, Maximum Attendance, Promotion To and click Procss.
- To
update a record, click on
under Actions column. A window opens up
with the student’s existing information. Make changes as required. Press Update button.
- To
view a record, click on
under Actions column. A window opens up with the student’s
existing information. Choose Close
button after viewing. Note that you cannot edit the record when you are in
viewing mode.
For instance we can use Scores Sheet
submenu to print the following.

Staff
Info Menu
Use this
menu to collect information about all staff in the school. Staff’s family data, academic and
professional qualification, staff promotions overtime,
etc.

Transactions
Menu
This
menu consists of three main items.
i)
Staff
Payroll
ii)
School
Fee Payments
iii)
Other
Transactions (Payables and Receivables)
The
screen is as below:

Staff
Payroll Submenu
Under
this the tax and loans tables must first be set up before running the
payroll. The payroll details are as
presented.

Fee
Payments Submenu
Fees can
be paid in four modes.
i)
Single
Posting - Payment of Ghana Cedis. All the money goes into one
account.
ii)
Batch
Posting - Payment of Ghana Cedis. Monies are distributed into many
various
accounts.
iii)
Foreign
Currency - Payment of foreign currency.
All the money goes into one account.
iv)
Batch
Foreign Currency - Payment of foreign currency. Monies are distributed into many
various accounts.
Single
Posting
Use the
menu below to collect fees in Cedis. The accounts involved are Cash A/C or
Bank A/C and Fees A/C. You will not
have to select the accounts. The
system picks them automatically.
The
procedure is as follow:
- Select
Transaction/Fee Payments/Single Posting
- Type
the student’s number and click the Search button
- The
students name and balance are displayed when found.
- Type
the narration, select Cheque if student is paying
cheque, state the cheque
number
- Type
the amount being paid for.
- Click
the Payment button.
- When
prompted on the successful transaction, click on Ok button.
- Click
on the Printer icon to print the receipt.

Batch
Posting
Use the
menu below to collect fees in Cedis. Monies are distributed into many various
accounts. You will
have to select the accounts.
The
procedure is as follow:
- Select
Transaction/Fee Payments/Batch Posting
- Type
the student’s number and click the Search button
- The
students name and balance are displayed when found.
- Type
the narration, select Cheque if student is paying
cheque, state the cheque
number
- Type
the account number memo code or search for the account number by following A/C
Lookup hyperlink.
- Click
on the Find button to display the account name.
- Type
the amounts being paid for. The
total of all the credit amounts must be the same as the debit
amount.
- Click
the Payment button.
- When
prompted on the successful transaction, click on Ok button.
- Click
on the Printer icon to print the receipt.

When the
fees are posted, we can print the receipt as below:

Foreign
Currency Posting
Use the
menu below to collect fees in foreign currency. The accounts involved are Cash A/C or
Bank A/C and Fees A/C. You will not
have to select the accounts. The
system picks them automatically.
The
procedure is as follow:
- Select
Transaction/Fee Payments/Foreign Currency
- Type
the student’s number and click the Search button
- The
students name and balance are displayed when found.
- Type
the narration, select Cheque if student is paying
cheque, state the cheque
number
- Select
the currency type and type the amount being paid for.
- Click
the Payment button.
- When
prompted on the successful transaction, click on Ok button.
- Click
on the Printer icon to print the receipt.

Batch
Foreign Currency
Use the
menu below to collect fees in foreign currencies. Monies are distributed into many various
accounts. You will have to select
the accounts.
The
procedure is as follow:
- Select
Transaction/Fee Payments/Batch Foreign Currency
- Type
the student’s number and click the Search button
- The
students name and balance are displayed when found.
- Type
the narration, select Cheque if student is paying
cheque, state the cheque
number
- Type
the account number memo code or search for the account number by following A/C
Lookup hyperlink.
- Click
on the Find button to display the account name.
- Type
the amounts being paid for. The
total of all the credit amounts must be the same as the debit
amount.
- Click
the Payment button.
- When
prompted on the successful transaction, click on Ok button.
- Click
on the Printer icon to print the receipt.

Fee
Payment Listing
We can
also print/view Daily fee collections, Periodic fee collection, account
balances, Cheque transactions, postdated cheques, etc. By selecting Daily Fee Collections
submenu you can print/view the daily fees(cash/cheque) collected and the foreign
currency.

Other
Transactions Submenu (Payables/Petty Cash and
Receivables)
This
submenu is used for monies paid by the school such as utility bill, salaries,
and purchases of any sort. It can
also be used to receive any other income apart from school fees. This can be donations,
etc.
Uses of
Payables/Petty Cash
Some
common Transactions
- To
transfer money to petty cash.
Cr Cash
A/C
Dr Petty
Cash
- To pay
from Petty Cash A/C
Cr Petty
Cash
Dr the A/C involved eg, Utility A/C
- Send
cash to bank
Cr Cash
A/C
Dr Bank
A/C
- Withdraw
money from bank
Cr Bank A/C
Dr Cash A/C
- Pay
salaries and wages
Cr Cash/Bank Account (for cheque transaction)
Dr Salary A/C
- To pay
for a Utility Bill
Cr Cash/Bank
A/C
Dr the Utility
A/C

Uses of
Receivable
Some
common Transactions
1. A student payment for other items either
that items on the bill
Dr Cash/Bank
A/C
Cr the item A/C (such as books,
school crest, uniform, etc)
2.
Donation
of cash to the school
Dr Cash/Bank
A/C
Cr Donation
A/C
