WEB-BASED INTEGRATED SCHOOL MANAGEMENT SOFTWARE

 

How to Start the Web Server

  1. On the desktop locate EasyPHP shortcut icon
  2. Double-click the icon to open it.
  3. Wait until you see a window showing that the Apache and MySQL have started.
  4. You can now open the browser and use the system

 

How to Login:

  1. Open a web browser on you computer eg. Internet Explorer, Firefox, Netscape, Opera, etc.
  2. 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.
  3. The screen below opens up.  Type your username and password.
  4. 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

  1. Start isms Application in Web browser
  2. Click Register link
  3. Type the your Username, Password, Re-Type password, Email, and Full Name
  4. Click Register button
  5. A message appears on the screen
  6. Click Back arrow in the web browser
  7. Choose Go Back
  8. Now, Login with your new Account
  9. When you login, you will be assigned level nine(9) user right, which is the least authorization level.
  10. Contact your System Administrator to assign you appropriate user right.

 

How to login

  1. Start isms Application in Web browser
  2. The isms login screen opens up
  3. Enter your password and username
  4. 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.

  1. Login with the Administrator password
  2. Select Settings
  3. Click Edit User Rights menu
  4. Locate the new user’s information on the table
  5. Move to the rights table column
  6. Change the Level 9 user right to appropriate user right for the user concerned.
  7. The data is automatically saved.

 

A. How to change user information

  1. Select Settings
  2. Click Change User Info menu
  3. Click Change My Info link
  4. Type the necessary information into the text boxes
  5. Click Save Changes button

 

B. How to change user Password

  1. Select Settings
  2. Click Change User Info menu
  3. Click Change Password link
  4. Type the old password, new password, and confirm the new password again
  5. Click Change Password button

 

 

A. How to Perform Administrative Task

  1. Select Settings
  2. Click Admin Options menu
  3. Enter Admin Secret Password and press Login button
  4. You will be present with the following links [Admin] [Users] [Options] [Admins]

      [Email All Users] [Login]

 

B. How to Edit User Information

  1. From A above, Click Users link
  2. All system users are displayed in a table
  3. To edit/view a user click [Edit/View] link under Options column
  4. Change the user’s information and click Save Changes
  5. To delete user, click [Del] link under Options column
  6. Click OK to confirm the deletion.

 

C. How to setup site Information

  1. From A above, Click Options link
  2. A form is displayed on your screen
  3. You can change the login information in the Header Template
  4. You can also change the school name in the Footer Template
  5. Click the Save Changes button.

 

D. How to Create New Admins

  1. From A above, Click Admins link
  2. Provide the necessary information
  3. Click Add button

 

E. How to send Email to all Users

  1. From A above, Click Email All Users link
  2. Type the Subject and the email messages in the spaces provided.
  3. Click on Send button

 

 

How to Change the School’s Information

  1. Select Settings
  2. Click School Info menu
  3. Type the requested information into the table.
  4. Alternatively, click on  *  under Actions column
  5. A form opens, fill the form with the requested information
  6. Click Update.

 

How to Logout from the System

  1. Select Settings
  2. Click Logout menu
  3. Click Logout link
  4. 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

  1. To search for a student using admission number, type the Admission No in the box provided and click Search
  2. To search for a student using last name, type the Last Name in the box provided and click Search
  3. To search for a student using class, type the Class name in the box provided and click Search

 

 

 

To Add New Student Record

  1. Click on  * under Actions column.  A window opens up 
  2. 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.

  1. Press Add button.

 

To Update Student Record

  1. Click on  *  under Actions column. A window opens up with the student’s existing information
  2. Make changes as required
  3. Press Update button.

 

To Delete Student

  1. Click on  under Actions column.  A window opens up with the student’s existing information
  2. Press Comfirm Delete button.  Please note that You cannot undo records you have deleted.

 

 

To View Student

  1. Click on*  under Actions column.  A window opens up with the student’s existing information.
  2. Choose Close button after viewing.
  3. 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

  1. Click on Students
  2. Choose Students Promotion
  3. The screen below opens up.
  4. 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.
  5. To perform the promotion, type the Current Class, New Class, new Academic Year, new Term, select Level, select Course, and select Status.
  6. 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

  1. Click Students
  2. Select Cumulative Records

 

Under the sub menu we have the following:

Personal Details

  1. Select the Personal Details sub menu
  2. To add a record, click on  * under Actions column.  A window opens up. Type the data, most often from the Application form. Click Add.
  3. 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.
  4. 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.
  5. 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

  1. Select the Father Details sub menu
  2. To add a record, click on  * under Actions column.  A window opens up. Type the data, most often from the Application form. Click Add.
  3. 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.
  4. 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.
  5. 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

  1. Select the Mother Details sub menu
  2. To add a record, click on  * under Actions column.  A window opens up. Type the data, most often from the Application form. Click Add.
  3. 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.
  4. 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.
  5. 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

  1. Select the Guardian Details sub menu
  2. To add a record, click on  * under Actions column.  A window opens up. Type the data, most often from the Application form. Click Add.
  3. 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.
  4. 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.
  5. 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

  1. Select the Significant Data sub menu
  2. To add a record, click on  * under Actions column.  A window opens up. Type the data, most often from the Application form. Click Add.
  3. 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.
  4. 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.
  5. 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

  1. Select the Physical Development sub menu
  2. To add a record, click on  * under Actions column.  A window opens up. Type the data, most often from the Application form. Click Add.
  3. 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.
  4. 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.
  5. 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

  1. Select the Interest/Vocation sub menu
  2. To add a record, click on  * under Actions column.  A window opens up. Type the data, most often from the Application form. Click Add.
  3. 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.
  4. 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.
  5. 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

  1. Select the Prizes Won sub menu
  2. To add a record, click on  * under Actions column.  A window opens up. Type the data, most often from the Application form. Click Add.
  3. 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.
  4. 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.
  5. 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

  1. Select the Attendance sub menu
  2. To add a record, click on  * under Actions column.  A window opens up. Type the data, most often from the Application form. Click Add.
  3. 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.
  4. 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.
  5. 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

  1. Select the Special Talents sub menu
  2. To add a record, click on  * under Actions column.  A window opens up. Type the data, most often from the Application form. Click Add.
  3. 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.
  4. 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.
  5. 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

  1. Select the Class Achievement sub menu
  2. To add a record, click on  * under Actions column.  A window opens up. Type the data, most often from the Application form. Click Add.
  3. 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.
  4. 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.
  5. 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

  1. Select the Future Plans sub menu
  2. To add a record, click on  * under Actions column.  A window opens up. Type the data, most often from the Application form. Click Add.
  3. 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.
  4. 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.
  5. 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

  1. Select the Handicaps sub menu
  2. To add a record, click on  * under Actions column.  A window opens up. Type the data, most often from the Application form. Click Add.
  3. 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.
  4. 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.
  5. 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

  1. Select the Health Record sub menu
  2. To add a record, click on  * under Actions column.  A window opens up. Type the data, most often from the Application form. Click Add.
  3. 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.
  4. 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.
  5. 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

  1. To search for regular fees for a particular class, type the name of the class in the box provided and clicks Search.
  2. To add a record, click on  * under Actions column.  A window opens up. Type the data, most often from the Application form. Click Add.
  3. 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.
  4. 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.
  5. 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.
  6. 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.
  7. To view all the regular fees, click on Browse button.

 

Optional Fees

  1. To search for optional fees for a particular class, type the name of the class in the box provided and clicks Search.
  2. To add a record, click on  * under Actions column.  A window opens up. Type the data, most often from the Application form. Click Add.
  3. 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.
  4. 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.
  5. 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.
  6. To view all the optional fees, click on Browse button.

 

Particular Fees

  1. To search for particular fees for a particular class, type the name of the class in the box provided and clicks Search.
  2. To add a record, click on  * under Actions column.  A window opens up. Type the data, most often from the Application form. Click Add.
  3. 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.
  4. 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.
  5. 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.
  6. To view all the particular fees, click on Browse button.

 

Scholarship

  1. To search for scholarship fees for a particular class, type the name of the class in the box provided and clicks Search.
  2. To add a record, click on  * under Actions column.  A window opens up. Type the data, most often from the Application form. Click Add.
  3. 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.
  4. 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.
  5. 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.
  6. To view all the scholarship fees, click on Browse button.

 

Book list

  1. To search for Book list fees for a particular class, type the name of the class in the box provided and clicks Search.
  2. To add a record, click on  * under Actions column.  A window opens up. Type the data, most often from the Application form. Click Add.
  3. 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.
  4. 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.
  5. 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.
  6. 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.
  7. 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.

 

  1. To search for a student in the already existing bill table, type the Admission No in the box provided and click Search button.
  2. To the process bills for all students, click on Process All.
  3. To process bills for a particular student, type the Admission No in the box provided and press Search.
  4. To add a record, click on  * under Actions column.  A window opens up. Type the data, most often from the Application form. Click Add.
  5. 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.
  6. 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.
  7. 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.
  8. 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. 

  1. Select Bill Printing sub menu
  2. 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.
  3. 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.
  4. To print the bills, click on the student Admission No of the bill you want to print.
  5. 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

  1. Select Assessment  menu
  2. Select Assessment Setups
  3. Select Subject Setup
  4. To add a record, click on  * under Actions column.  A window opens up. Type the data, most often from the Application form. Click Add.
  5. 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.
  6. 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.
  7. 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.
  8. 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

  1. Select Assessment  menu
  2. Select Assessment Setups
  3. Select Teacher/Subjects Setup
  4. To add a record, click on  * under Actions column.  A window opens up. Type the data, most often from the Application form. Click Add.
  5. 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.
  6. 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.
  7. 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.
  8. 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

  1. Select Assessment  menu
  2. Select Assessment Setups
  3. Select Grading System Setup
  4. To add a record, click on  * under Actions column.  A window opens up. Type the data, most often from the Application form. Click Add.
  5. 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.
  6. 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.
  7. 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.
  8. 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.

 

  1. Select Assessment  menu
  2. Select Assessment Setups
  3. Select Score Sheet Creation
  4. To search for a Class and Subject ID, type the name of the class and the subject code and click Search.
  5. 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.
  6. To create a score sheet for all students, click Create All.
  7. To empty the score sheet, click Empty Table.
  8. To view all records click Browse.
  9. To add a record, click on  * under Actions column.  A window opens up. Type the data, most often from the Application form. Click Add.
  10. 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.
  11. 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.
  12. 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.
  13. 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.

  1. Select Assessment  menu.
  2. Select Continuous Assessment.
  3. Select Detailed Assessment.
  4. To search for a student in the already existing result processing table, type the Admission No in the box provided and click Search button
  5. To search for a Class and Subject ID, type the name of the class and the subject code and click Search.
  6. To enter the marks, type them on the spreadsheet against the students’ names. The data is automatically saved.
  7. To validate the data before processing it, click Validate.
  8. To process the students report, type the name of the class and the subject code and click Process.
  9. To add a record, click on  * under Actions column.  A window opens up. Type the data, most often from the Application form. Click Add.
  10. 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.
  11. 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.
  12. 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.
  13. 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.

  1. Select Assessment  menu.
  2. Select Continuous Assessment.
  3. Select Abridged Assessment.
  4. To search for a student in the already existing result processing table, type the Admission No in the box provided and click Search button
  5. To search for a Class and Subject ID, type the name of the class and the subject code and click Search.
  6. To enter the marks, type them on the spreadsheet against the students’ names. The data is automatically saved.
  7. To validate the data before processing it, click Validate.
  8. To process the students report, type the name of the class and the subject code and click Process.
  9. To add a record, click on  * under Actions column.  A window opens up. Type the data, most often from the Application form. Click Add.
  10. 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.
  11. 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.
  12. 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.
  13. 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.

  1. Select Assessment  menu.
  2. Select Additional Information
  3. To search for a student in the already existing result processing table, type the Admission No in the box provided and click Search button
  4. Enter Vacation Date, Re-opening Date, Maximum Attendance, Promotion To and click Procss.
  5. 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.
  6. 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:

  1. Select Transaction/Fee Payments/Single Posting
  2. Type the student’s number and click the Search button
  3. The students name and balance are displayed when found. 
  4. Type the narration, select Cheque if student is paying cheque, state the cheque number
  5. Type the amount being paid for.
  6. Click the Payment button.
  7. When prompted on the successful transaction, click on Ok button.
  8. 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:

  1. Select Transaction/Fee Payments/Batch Posting
  2. Type the student’s number and click the Search button
  3. The students name and balance are displayed when found. 
  4. Type the narration, select Cheque if student is paying cheque, state the cheque number
  5. Type the account number memo code or search for the account number by following A/C Lookup hyperlink.
  6. Click on the Find button to display the account name.
  7. Type the amounts being paid for.  The total of all the credit amounts must be the same as the debit amount.
  8. Click the Payment button.
  9. When prompted on the successful transaction, click on Ok button.
  10. 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:

  1. Select Transaction/Fee Payments/Foreign Currency
  2. Type the student’s number and click the Search button
  3. The students name and balance are displayed when found. 
  4. Type the narration, select Cheque if student is paying cheque, state the cheque number
  5. Select the currency type and type the amount being paid for.
  6. Click the Payment button.
  7. When prompted on the successful transaction, click on Ok button.
  8. 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:

  1. Select Transaction/Fee Payments/Batch Foreign Currency
  2. Type the student’s number and click the Search button
  3. The students name and balance are displayed when found. 
  4. Type the narration, select Cheque if student is paying cheque, state the cheque number
  5. Type the account number memo code or search for the account number by following A/C Lookup hyperlink.
  6. Click on the Find button to display the account name.
  7. Type the amounts being paid for.  The total of all the credit amounts must be the same as the debit amount.
  8. Click the Payment button.
  9. When prompted on the successful transaction, click on Ok button.
  10. 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

  1. To transfer money to petty cash.

       Cr     Cash A/C

Dr      Petty Cash

 

  1. To pay from Petty Cash A/C

Cr     Petty Cash

Dr     the A/C involved eg, Utility A/C

 

  1. Send cash to bank

Cr    Cash A/C

Dr    Bank A/C

 

  1. Withdraw money from bank

Cr   Bank A/C

Dr   Cash A/C

 

  1. Pay salaries and wages

Cr   Cash/Bank Account (for cheque transaction)

Dr   Salary A/C

 

  1. 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