Templates

EDMISS uses Microsoft Word templates to simplify and speed the printing of standard documents for students, agents and accommodation providers. Colleges can completely customise the Microsoft Word templates for their college with their branding and styling. Any number of templates can be registered and used within EDMISS.

Within templates are references called bookmarks that tell Microsoft Word to extract data from the EDMISS database. These bookmarks enable you to locate and specify the font, size and style of the bookmarks in the document. This means you can personalize documents for re-use multiple times, without re-typing. This provides great efficiencies for staff at your College, and a common look and feel for all staff that send out documents and emails.

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What are EDMISS templates?

EDMISS uses Microsoft Word templates to simplify and speed the printing of standard documents for students, agents and accommodation providers. You can completely customize the Microsoft Word templates for your College. You can register and use any number of templates within EDMISS.

A Microsoft Word template is a Microsoft Word document that is designed to be used repeatedly in a standard form.

Within templates are references called bookmarks that tell Microsoft Word to extract data from the EDMISS database. These bookmarks enable you to locate and specify the font, size and style of the bookmarks in the document. This means you can personalize documents for re-use multiple times, without re-typing. This provides great efficiencies for staff at your College, and a common look and feel for all staff that send out documents and emails.

I will be illustrating how to use Templates with EDMISS and be using Microsoft Word 2003.

Where are EDMISS templates located?

As multiple staff members will likely need access to the same templates, all templates are stored for you in the document repository and can be updated and edited.

How do I create an EDMISS template?

A new template can be created from within Microsoft Word or an existing template can be copied and modified. Make sure you place the created template in the folder you have already specified. A template can only have the extension .dot, if it has a file name other than this, it is not a template.

Hint: From Microsoft Word 2003, by design by Microsoft, a template can only be opened directly after initially opening Microsoft Word, do not simply click on the template from Microsoft Windows without first opening Microsoft Word, or the template will generate and be converted into a document. Look at the top line in blue, it should show the file name and end in .dot

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Registering a template in EDMISS

After a template has been created (there will be more details provided later about editing templates and using bookmarks in the template) you must register in EDMISS where you want to have access to and use the template.

EDMISS provides many locations within the application that templates can be used. The registration of the template specifies where in EDMISS the menu option will be available and also what data you want to display.

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In the above screen, you will see that you can register templates within EDMISS under Student, Enrolment, Enrolment fees, Receipt, Language Results, Accommodation Student, Accommodation Provider, Transfers, Group, Group Quote, Agent, Bulk Enrolment Statement and Offer. These locations refer to different Screen details and menu options available from that location.

If I register the templates under Offer, then in EDMISS, from the Offer details screen:

 

By selecting Print – Word Merge – the choice of registered templates under Offers is displayed:

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Selecting the relevant template name and pressing the merge button will generate a document from the template. The bookmarks in this template will be filled in with the Offer details.

 

When emailing a document, it is best not to send the Microsoft Word document as an attachment but convert the document to a PDF and then attach it to the email. This ensures the document attached to the email cannot be changed.

Can I register a template under any menu option?

While you are able to register any template under any menu option, the information and bookmarks available will change depending on the part of EDMISS you are in. This is an important concept, I will detail further. The location the template is registered in determines what data you want to display in EDMISS.

For example: A student can have many offers and many enrolments (accepted offers for courses). Only by going to the Offer details, does EDMISS know what offer you want printed.

This is also relevant to printing homestay placements (a student can have many homestay placements), a student can have many Airport transfers. It is important to register the templates where the details can be found for the bookmarks used.

What bookmarks are available for a registered template?

We do not provide a complete document that lists all the bookmarks that are available in each area on this website. As the bookmarks change depending on where the template is registered, we have provided you with the facility to display the bookmarks and the actual data that will be returned when the bookmarks are used, on the screen from your workstation.

Above I demonstrated the use of a registered template in the Offer area. To display all the available bookmarks for Offers, go to the Offer detail screen 1.61, press Print – Word Merge – and the registered templates will be displayed. Now press Export – Bookmarks, a new screen will appear asking you to save a file with the bookmarks displayed in your temporary directory, simply press the Save button.

 

You will be asked to Open Document? Press Yes. Internet Explorer will open showing you all the bookmark names and the values returned.

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At first this looks confusing, but the bookmarks follow a very simple naming convention that is easy to read and understand. All the bookmark names are displayed on the left, and the bookmark returned values for the particular Offer, are displayed on the right. For example:

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In the file I have extracted one simple bookmark, the image above shows that the bookmark name is O_OFFER_DATEE. If that bookmark is used in your Offer template, the value displayed will be 3 December 2007

There are many duplicate bookmarks in EDMISS as Microsoft, in their wisdom, do not allow a bookmark name in a template to be used more than once. We have therefore provided duplicates of the same value. For example, you may want to use the Student’s first name several times in the template, so we have provided several different bookmarks for this purpose, for example: S_FNAME, S_FNAME_1, S_FNAME_2, S_FNAME_3 and S_FNAME4.

What are Table Bookmarks?

A table bookmark is a grid, where columns and rows of data are displayed. For example the table bookmark OFFER_TABLE_1 is one of the available offer Table Bookmarks

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To interpret what the table bookmark is displaying, there are 2 columns and 5 rows, for the above table bookmark OFFER_TABLE_1, the column descriptions are: description, commission amount and total amount:

Homestay Accommodation 17 Dec 2007 to 11 Feb 2008 (8 weeks 0 days) $0.00 $1,520.00
Airport Greeting – One Way $0.00 $80.00
Homestay Placement $0.00 $160.00
Enrolment Fee $0.00 $150.00
Intensive General English 17 Dec 2007 – 15 Feb 2008 8 weeks $570.00 $2,280.00

There are several different Table Bookmarks that can be used, displaying different combinations of data for the offer. 

Using bookmarks in a template

Open a registered template, making sure that you open the template from within Microsoft Word and then go to File – Open, or File – New – Template. It generally is easier to use the demonstration templates we supply and edit and save them as a new template name (ending in .dot).

To demonstrate the use of bookmarks in a template, I will use one of the demonstration templates we supply and edit it, adding new bookmarks.

I am using the template Demo_Offer_Gross_Student_Overseas_Address.dot. The template opened in Word will look like this:

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Notice that you have all the standard options within Microsoft Word. You can embed images and personalize the document. You will see some grey areas in the document – these are the bookmarks.

Using the right button on your mouse, move over to and right click on the grey bookmark. A list of options will be displayed, select the property option. The following screen will be displayed.

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The important information in this screen is the Field settings and the Bookmark (name), which is S_FNAME

This is where you enter the name of the EDMISS bookmark you want to use, and display the bookmark returned value from EDMISS.

Creating bookmarks in a template

There are 2 ways to create a new bookmark. The simplest is just cut and paste an existing bookmark. Using this method, it is important to check that you have not removed the original bookmark name, if you have pasted the new bookmark before the exiting bookmark in the document. Have you thought about why this happens? As I said earlier, using Ms Word you cannot have more than one bookmark with the same name, so if the original bookmark was in the document below where you pasted the new bookmark, the name will have been removed. From the list of bookmarks, I showed you above to how to display, right click and select the new bookmark, and enter the bookmark name.

To use Microsoft Word to enter a new bookmark, without cutting and pasting, you first need to have the Form Toolbar enabled. In Microsoft Word, go to – View – Toolbars – Forms. On the image below, the bottom toolbar is the Form Toolbar.

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The far left button is the Bookmark button, click on the location in the template you want the bookmark to be located, and then press the Bookmark button on the Form Toolbar, a new bookmark is entered, now just specify the bookmark name.

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Creating a Table Bookmark in a template

A table bookmark enables you to display a grid. In EDMISS we support many different types of grids with different combinations of data displayed. You can enter headings for the columns and you only need to use one bookmark in the table. Be sure to look at the Table bookmark you want to use and generate the table with the correct number of columns for the table bookmark that you are using.

For example, in the template, I only want to display the offer item and the price, as I use offers to send “Invoices” to students. The price for the offer items are gross, so I don’t need or want to display the agent commission. Looking at the export from the offer area, I can see that the table bookmark OFFER_TABLE_3, has two columns.

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This is the grid I want to use in the Offer for the student, so I insert a table and reference the Table Bookmark.

Open the template, click in the template where you want the table to be located, and then in Microsoft Word, click on Table – Insert – Table, you will then have the following screen displayed:

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For OFFER_TABLE_3, we only need 2 columns and all tables only need 2 rows (rows will be autogenerated as required). We also only need the top row for the column headings. Enter in the column headings as you would like them to appear, and enter a new bookmark in the second row, with the bookmark name as OFFER_TABLE_3 and you should have something like this:

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In this template, I have also added a single bookmark to display the total. The bookmark I used for this was O_TOTAL_AMOUNT.

Using Bookmarks for bulk/multiple merge documents

Printing in Bulk requires AutoText to be used to display what section of the document is to be repeated for each student. To use Autotext, the Autotext section must be shown. This requires the enabling of the Autotext menu option in Ms Word.

Displaying AutoText entries in Ms Word 2010

In Microsoft Word 2010, AutoText entries are not shown automatically, you need to display the Autotext button. I suggest you add the Autotext button to the Quick Access toolbar.

Please select from the top line, above the File Menu in Ms Office, the down arrow, and More Options on the Customise Quick Access Toolbar.

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The Word Options will be displayed – select Choose commands from, click All Commands.

Scroll through the list of commands until you see AutoText.

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Click AutoText, then click Add.

You will now see the AutoText button added to the top of Ms Word 2010.

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Displaying AutoText entries in Ms Word 2007

In Microsoft Word 2007, AutoText entries are not shown automatically, you will need to display the Autotext button. In Word 2007, you can display the AutoText button by clicking the Microsoft Office Button and then select Click Options.

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Click Customise, in the list under Choose commands from, click All Commands.

Scroll through the list of commands until you see AutoText

Click AutoText, and then click Add.

You will now see the AutoText button added to the top of Ms Word 2007.

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The Autotext button enables you to select, define and remove AutoText entries. AutoText entries are saved in the equivalent of memory for Ms Word pages, and they are kept there until they are deleted and re-added. This means that you cannot just edit a document and hope that he AutoText entry will be updated, it won’t be. You MUST delete and redefine that AutoText entry.

Displaying what AutoText entries are in a Document

As a part of the standard demonstration templates, we provide the template “Demo Language Class.dot”. Remember always open Ms Word, then locate and open the template.

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You can see the grey areas of the bookmarks, and can right click, and display the bookmark properties, but you can’t display any AutoText entries without pressing the AutoText button.

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By pressing this button, the AutoText entries are displayed. You can see in the document “memory” that what was last saved is stored. Unfortunately, just by editing the document, the changes are not stored in the AutoText entry we defined called REPEAT_SECTION. To update changes and store them in the REPEAT_SECTION, you must delete the old REPEAT_SECTION, and define another.

Deleting an AutoText entry

To remove an old AutoText entry, press the AutoText button, highlight the entry (in this case REPEAT_SECTION), right click and press the Organise and Delete button.

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A list of Autotext entries is displayed (Building Block entries), delete the entry REPEAT_SECTION.

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We now need to redefine the REPEAT_SECTION AutoText entry.

Specifying an AutoText entry

With the template open, select the area that you want printed for each student. Then press the AutoText button and select the option to Save selection to AutoText gallery.

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The definition of the AutoText entry is displayed. We need to update this.

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The Name needs to be updated to REPEAT_SECTION. Save in: the current template (in this case Demo Language Class.dot), and this repeat section needs a new page for each student, so we select Insert content in its own page. Then press OK.

If you press the AutoText button, you will see the REPEAT_SECTION saved with the new details.

Now save the template, the compatibility check may display a warning, all is saved correctly, so press continue.

Video Tutorial

Bulk Printing of outstanding student accounts

In EDMISS we provide the facility to print outstanding student accounts in bulk using AutoText.

 

You can filter and list the student account details for students that are current, finished, future or all. You can also filter the results as being due as at a date, or due in a period. This is particularly helpful for Colleges that allow part payments of student accounts.

If you use any Enrolment financial bookmarks, the AutoText name that MUST be used is INVOICE. Please see the Bulk printing using Autotext section of the manual for further details regarding using this feature.

To bulk print outstanding student accounts, from the Main menu, go to Finance – Student Account Print and Select the accounts to print. To select an account, tick the checkbox in the right-hand column titled ‘Merge’. You can print multiple documents or only make a single section. Please also be aware that you can select all, unselect all and make a reverse selection from the left panel. Once the accounts you want to print are selected, press the Word merge option from the left panel. A form will be displayed which will enable you to select the registered templates for the Bulk Enrolment Statement area.

Bulk Printing of Enrolment Details

In EDMISS, we provide the facility to print any enrolment details for students listed in the Enrolment Search grid (screen 1.4)

There are many uses for this facility. You can filter and list classes, results, finishers and any student enrolment details (including photos using the bookmark S_PHOTO) in bulk. We also provide the preformatted file for some photo ID cards when using the Card Export option. You can use any Enrolment bookmarks in bulk, the AutoText name that MUST be used is REPEAT_SECTION. Please see below in the ‘Bulk printing using AutoText’ section to use this feature.

Normally the Enrolment Search screen is displayed something like this:

 

If you press the Merge title option on the left panel, the search results should look like this:

 

Bulk Printing using AutoText in Ms Word 2003

To be able to print multiple documents from EDMISS, you must use what Microsoft calls AutoText. The purpose of AutoText is to define the repeating section in a Microsoft Word Document.

In EDMISS, we recognise and use 2 AutoText names. To bulk print outstanding fees / invoices, please use the AutoText name INVOICE. To use the Enrolment Merge, you use the AutoText name REPEAT_SECTION.

When you want to open a template, always remember that you must have Microsft Word open in the first place and you must open the template from within Word.

In Microsoft Word 2003, in order to enable and display the AutoText option, you must enable the following menu option View | Toolbars | AutoText. Following this, click the toolbar button AutoText on the AutoText entry toolbar. Make sure you specify the current template name you have open and then click OK.

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Highlight the portion of the document that you want to repeat (all if you want including the heading) for each student.

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Now click the New button on the AutoText toolbar.

The following dialog will appear. For the Student account enter the AutoText name as INVOICE as shown below. Please note for the Student Account you MUST call this AutoText entry INVOICE (in caps), for the Enrolment Merge you MUST use the AutoText name REPEAT_SECTION if you do not the Bulk Merge will not work.

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Make sure you save the template in the EDMISS template folder on the server where all EDMISS templates are located. Also, make sure the template is registered in EDMISS under Main – Utilities – Setup Configuration – Word Templates – Bulk Enrolment Statement.

Bookmark Options and Naming Conventions

As explained earlier, there are different areas that use bookmarks in EDMISS and these different areas export different bookmark values into templates registered with that area. For example, if you enter an offer that has not yet been accepted, you will not be able to use the Enrolment bookmark, as no enrolment has been created yet! Similarly you cannot use the receipt bookmark if no receipts have been entered.

Below is a list of the different bookmark template groups and naming conventions used for the bookmarks in EDMISS:

Bookmarks

Student bookmarks

All student based bookmarks start with S_ for example S_CODE represents student code (student number), S_FNAME represents student first name, S_PHOTO represents student photo, S_LANGUAGE_DESC represents student language (mother tongue) and S_NOTES represents student notes etc.

Because of Microsoft design, you cannot re-use a bookmark. Therefore, we provide four additional bookmarks that contain the same information. So as an example, to display the Student Code you can use the bookmarks S_CODE, S_CODE_1, S_CODE_2, S_CODE_3 and S_CODE_4. This works the same for all bookmarks throughout EDMISS.

If there are any homestay placement requests or homestay placement information for the student, the homestay bookmarks start with a H_. For example, H_FROM_DATE is for homestay placement from date, H_TO_DATE is for homestay placement to date and H_NOTES is for homestay notes.

If there is any family homestay placement for the student, the family bookmarks start with a F_. F_CODE is for family homestay placement code, F_NAME is for family homestay placement name is for F_NOTES for family homestay notes.

If there is any Airport Transfer information for the student, the airport transfer bookmarks start with the T_. For example, T_APU_DATE for the airport pickup date and time, T_FLIGHT for the flight number, T_PU_BY for who is making the pickup, T_PU_FROM for where the pickup is from and T_PU_TO is where the student is going to.

Student financial bookmarks: Students can have many enrolments, the student financial bookmarks are a representative total of all enrolments and all fees. Fee total bookmarks include S_GROSS_TOTAL, being student gross total, which includes agent fees, S_RECEIPT_TOTAL, being student receipt total, S_CREDIT_TOTAL being student credit total and S_BALANCE being student balance (outstanding).

Student financial grid/table bookmarks: These grids display all enrolments for the student.

GRID_SN1 – Student NETT grid 1 separately lists the agent commissions, so is not for student use or display – the grid is 7 columns wide, and has column details of: edate (transaction date), activity (Invoice, receipt, credit), reference (reference number of the invoice, receipt, credit), amount (value of transaction), inv_amount (invoice amount), credit_amount and balance_amount.

GRID_SN2 – Student NETT grid 2 separately lists the agent commissions, so is not for student use or display – the grid is 7 columns wide, and has column details of: edate (transaction date), activity (Invoice, receipt, credit), reference (reference number of the invoice, receipt, credit), amount (value of transaction), inv_amount (invoice amount), credit_amount and balance_amount.

GRID_SN3 – Student NETT grid 3 separately lists the agent commissions, so is not for student use or display – the grid is 6 columns wide, and has column details of: edate (transaction date), activity (Invoice, receipt, credit), reference (reference number of the invoice, receipt, credit), amount (value of transaction), inv_amount (invoice amount) and credit_amount

GRID_SG1 – Student GROSS grid 1 lists tuition (does not list the agent commissions), so IS for student use or display – the grid is 7 columns wide and has column details of: edate (transaction date), activity (Invoice, receipt, credit), reference (reference number of the invoice, receipt, credit), amount (value of transaction), inv_amount (invoice amount), credit_amount and balance_amount.

GRID_SG2 – Student GROSS grid 2 lists tuition (does not list the agent commissions), so IS for student use or display – the grid is 7 columns wide, and has column details of: edate (transaction date), activity (Invoice, receipt, credit), reference (reference number of the invoice, receipt, credit), amount (value of transaction), inv_amount (invoice amount), credit_amount and balance_amount.

GRID_SG3 – Student GROSS grid 3 which lists tuition (does not list the agent commissions), so IS for student use or display – the grid is 6 columns wide, and has column details of: edate (transaction date), activity (Invoice, receipt, credit), reference (reference number of the invoice, receipt, credit), amount (value of transaction), inv_amount (invoice amount) and credit_amount.

Offer bookmarks

All offer-based bookmarks start with O_, for example the bookmark O_OFFER_NO is offer number and the bookmark O_OFFER_DATE is offer date. All the student bookmarks that start with S_ are available, if the offer is for an agent all the agent bookmarks that start with A_ are available. If the student has airport transfer transfer details, all transfer details that start with T_ are available. If the student has a homestay request, all homestay details that start with H_ are available.

Offer financial bookmarks: Offers can include several courses and other offer items. Offer fee totals include O_COMMISSION_AMOUN (offer commission amount), O_DISC_AMOUNT (offer discount amount), O_TAX_AMOUNT (offer tax amount), O_SUB_AMOUNT (offer total amount less the discount, exclusive of tax), O_NETT_AMOUNT (offer total amount less commission less discount, less tax) and O_TOTAL_AMOUNT (offer total).

Offer financial grid/table bookmarks: Please use these grids to comprehensively display multiple courses, homestays and transfers. By using single bookmarks and not grids you can only display one enrolment whereas offers are designed to display multiple courses and details in a grid. The offer items text can be configured by the College to display the details. There are bookmarks and grids/tables to list offer items, totals and also to list offer instalment plans. Please do not use single bookmarks to display course offers … please use the grids ….

  • OFFER_TABLE_1 – Offer table grid 1 lists the agent commissions, so is not for student use or display. The grid is 3 columns wide and has column details of: description, commission_amount, and total_amount. It is suggested that the single bookmarks of O_COMMISSION_AMOUN, and O_NETT_AMOUNT should be used with this grid to be presented to an agent.
  • OFFER_TABLE_2 – Offer table grid 2 lists the agent commissions, so is not for student use or display. The grid is 4 columns wide and has column details of: description, commission_amount, disc_amount and total_amount. It is suggested that you use the single bookmarks of O_COMMISSION_AMOUN, O_DISC_AMOUNT and O_NETT_AMOUNT with this grid to present to an agent.
  • OFFER_TABLE_3 – Offer table grid 3 lists the offer items gross, so IS designed for student use and display. The grid is 2 columns wide and has column details of: description and total_amount. It is suggested that you use the single bookmark of O_TOTAL_AMOUNT.
  • OFFER_TABLE_4 – Offer table grid 4 lists the offer items gross, so IS designed for student use and display. The grid is 3 columns wide and has column details of: description, disc_amount and total_amount. It is suggested that you use the bookmarks of O_DISC_AMOUNT and O_TOTAL_AMOUNT.
  • OFFER_TABLE_5 – Offer table grid 5 lists the offer items gross, so IS designed for student use and display. The grid is 3 columns wide and has column details of: description, disc_amount, tax_amount and total_amount. It is suggested that you use the single bookmarks of O_TAX_AMOUNT, and O_TOTAL_AMOUNT.
  • OFFER_TABLE_6 – Offer table grid 6 lists the offer items gross, so IS designed for student use and display. The grid is 4 columns wide and has column details of: description, disc_amount, tax_amount and total_amount. It is suggested that you use the single bookmarks of O_DISC_AMOUNT, O_TAX_AMOUNT, and O_TOTAL_AMOUNT.
  • OFFER_TABLE_11 – Offer table grid 11 lists the agent commissions, so is not for student use or display. The grid is 4 columns wide and has column details of: product_type_name, description, commission_amount, and total_amount. It is suggested that the single bookmarks of O_COMMISSION_AMOUN, and O_NETT_AMOUNT is used with this grid to be presented to an agent.
  • OFFER_TABLE_12 – Offer table grid 12 lists the agent commissions, so is not for student use or display. The grid is 5 columns wide and has column details of: product_type_name, description, commission_amount, disc_amount and total_amount. It is suggested that you use the single bookmarks of O_COMMISSION_AMOUN, O_DISC_AMOUNT and O_NETT_AMOUNT with this grid to present to an agent.
  • OFFER_TABLE_13 – Offer table grid 13 lists the offer items gross, so IS designed for student use and display. The grid is 3 columns wide and has column details of: product_type_desc, description and total_amount. It is suggested that you use the single bookmark of O_TOTAL_AMOUNT.
  • OFFER_TABLE_14 – Offer table grid 14 lists the offer items gross, so IS designed for student use and display. The grid is 4 columns wide and has column details of: product_type_desc, description, disc_amount and total_amount. It is suggested that you use the single bookmarks of O_DISC_AMOUNT and O_TOTAL_AMOUNT.
  • OFFER_TABLE_15 – Offer table grid 15 lists the offer items gross, so IS designed for student use and display. The grid is 4 columns wide and has column details of: product_type_desc, description, disc_amount, tax_amount and total_amount. It is suggested that you use the single bookmarks of O_TAX_AMOUNT, and O_TOTAL_AMOUNT.
  • OFFER_TABLE_16 – Offer table grid 16 lists the offer items gross, so IS designed for student use and display. The grid is 4 columns wide and has column details of: product_type_desc, description, disc_amount, tax_amount and total_amount. It is suggested that you use the single bookmarks of O_DISC_AMOUNT, O_TAX_AMOUNT, and O_TOTAL_AMOUNT.
  • OFFER_TABLE_21 – Offer table grid 21 lists the agent commissions, so is not for student use or display. The grid is 5 columns wide and has column details of: product_type_name, code, description, commission_amount, and total_amount. It is suggested that the single bookmarks of O_COMMISSION_AMOUN, and O_NETT_AMOUNT be used with this grid when presenting it to an agent.
  • OFFER_TABLE_22 – Offer table grid 22 lists the agent commissions, so is not for student use or display. The grid is 6 columns wide and has column details of: product_type_name, code, description, commission_amount, disc_amount and total_amount. It is suggested that you use the single bookmarks of O_COMMISSION_AMOUN, O_DISC_AMOUNT and O_NETT_AMOUNT with this grid when presenting it to an agent.
  • OFFER_TABLE_23 – Offer table grid 23 lists the offer items gross, so IS designed for student use and display. The grid is 4 columns wide and has column details of: product_type_desc, code, description and total_amount. It is suggested that you use the single bookmark of O_TOTAL_AMOUNT.
  • OFFER_TABLE_24 – Offer table grid 24 lists the offer items gross, so IS designed for student use and display. The grid is 5 columns wide and has column details of: product_type_desc, code, description, disc_amount and total_amount. It is suggested that you use the single bookmarks of O_DISC_AMOUNT and O_TOTAL_AMOUNT.
  • OFFER_TABLE_25 – Offer table grid 25 lists the offer items gross, so IS designed for student use and display. The grid is 5 columns wide and has column details of: product_type_desc, code, description, disc_amount, tax_amount and total_amount. It is suggested that you use the single bookmarks of O_TAX_AMOUNT, and O_TOTAL_AMOUNT.
  • OFFER_TABLE_26 – Offer table grid 26 lists the offer items gross, so IS designed for student use and display. The grid is 5 columns wide and has column details of: product_type_desc, code, description, disc_amount, tax_amount and total_amount. It is suggested that you use the single bookmarks of O_DISC_AMOUNT, O_TAX_AMOUNT, and O_TOTAL_AMOUNT.
  • OFFER_INSTALL_1 – Offer instalment plan 1 table grid lists the amount and when the amount is due. The instalment plan is listed gross, so it IS designed for student use and display. The grid is 3 columns wide and has column details of: instalment number, due_date and amount. It is suggested that you use the single bookmark O_TOTAL_AMOUNT.
  • OFFER_INSTALL_2 – Offer instalment plan 2 table grid which lists the amount and when the amount is due. The instalment plan is listed gross, so IS designed for student use and display. The grid is 2 columns wide and has column details of: due_date and amount. It is suggested that you use the single bookmark O_TOTAL_AMOUNT.

Enrolment and Enrolment fee bookmarks

Enrolment bookmarks include all the aforementioned student bookmarks that start with S_, all the homestay bookmarks that start with H_ and also all the Airport transfer bookmarks that start with T_.

Enrolment bookmarks start with E_, there are many enrolment bookmarks. Below is a list of the enrolment bookmarks and what each bookmark represents

E_ENROL_NO – Enrolment number

E_ST_DATE – Enrolment start date

E_END_DATE – Enrolment end date

E_CUR_WK – Enrolment current week

E_CRSE_LEN – Enrolment course length

E_CUR_ATT – Current enrolment attendance as of the current week

E_OVR_ATT – Overall enrolment attendance

E_CLASS_1 to _8 up to 8 classes that the student enrolment is currently enrolled in

E_COURSE_NAME – Course enrolment name

E_COURSE_LEN – Course length

E_C_HRS_WEEK – Course hours attendance required per week

Additional bookmarks include…

E_FACULTY_NAME, E_F_PROVIDER_CODE, E_F_PROVIDER_NAME, E_LOCATION_CODE, E_LOCATION_NAME, E_COMPANY_CODE, E_COMPANY_NAME, E_COY_PROVIDER_CODE, E_COY_PROVIDER_NAME, E_PROGRESS_STATUS (several start date formats) and E_LENGTH_NAME in weeks.

Every enrolment can be sent by an agent, if this is the case, the agent details start with A_. Agent fields include: A_CODE, A_NAME, A_NOTES, A_CUSTOM_1 to _10, which are user definable agent custom fields, A_TAX_CODE, A_PER_TITLE, A_PER_LAST_NAME, which is for several agent primary contact details, A_COUNTRY_NAME, A_ADDRESS_1 to _4 address details, A_PHONE, A_FAX, A_EMAIL, A_WWW and A_MOBILE.

Enrolment financial bookmarks: Students can have many enrolments, there are student financial bookmarks as well as the enrolment financial totals. Enrolment fee totals include ENROL_GROSS_TOTAL (enrolment gross total which includes agent fees), ENROL_AGENT_TOTAL (enrolment total agent fees), ENROL_NET_TOTAL (enrolment fees not including agent fees), E_GROSS_TOTAL (enrolment gross total including agent fees), E_RECEIPT_TOTAL (enrolment receipt total), E_CREDIT_TOTAL (enrolment credit total), E_BALANCE (outstanding enrolment balance).

Enrolment grid/table bookmarks: As well as the Student financial grid/tables, we also include:

  • GRID_FAMILY_MEM_1 – Family Homestay members – the grid is 2 columns wide, and has column details of: name (family member name) and fam_position (position in family).
  • GRID_FAMILY_MEM_2 – Family Homestay members – the grid is 3 columns wide, and has column details of: name (family member name), fam_position (position in family) and comments.
  • GRID_FAMILY_MEM_3 – Family Homestay members – the grid is 2 columns wide, and has column details of: fam_position (position in family) and name (family member name).
  • GRID_FAMILY_MEM_4 – Family Homestay members – the grid is 3 columns wide, and has column details of: fam_position (position in family), name (family member name) and comments.
  • GRID_INVOICE_NET – Enrolment NETT grid, which lists only outstanding fees. This grid lists commissions, so is not for student use or display. The grid is 2 columns wide and has column details of: fee_name, and amount.
  • GRID_INVOICE_GROSS – Enrolment GROSS grid, which lists only outstanding fees. This grid includes the agent commissions with the tuition fee, so IS designed for student use or display – the grid is 2 columns wide, and has column details of: fee_name, and amount.
  • GRID_INV_DUE_NET – Enrolment NETT grid, which lists only outstanding fees and when they are due to be paid (designed for part-payment). This grid lists commissions, so is not for student use or display. The grid is 3 columns wide and has column details of: fee_name, due date and amount.
  • GRID_INV_DUE_GROSS – Enrolment GROSS grid, which lists only outstanding fees and when they are due to be paid (designed for part-payment). This grid includes the agent commissions with the tuition fee, so IS designed for student use or display – the grid is 3 columns wide and has column details of: fee_name, due date and amount.
  • GRID_EN1 – Enrolment NETT grid 1, which lists the agent commissions, so is not for student use or display. The grid is 7 columns wide, and has column details of: edate (transaction date), activity (Invoice, receipt, credit), reference (reference number of the invoice, receipt, credit), amount (value of transaction), inv_amount (invoice amount), credit_amount and balance_amount.
  • GRID_EN2 – Enrolment NETT grid 2, which lists the agent commissions, so is not for student use or display – the grid is 7 columns wide, and has column details of: edate (transaction date), activity (Invoice, receipt, credit), reference (reference number of the invoice, receipt, credit), amount (value of transaction), inv_amount (invoice amount), credit_amount and balance_amount.
  • GRID_EN3 – Enrolment NETT grid 3, which lists the agent commissions, so is not for student use or display. The grid is 6 columns wide, and has column details of: edate (transaction date), activity (Invoice, receipt, credit), reference (reference number of the invoice, receipt, credit), amount (value of transaction), inv_amount (invoice amount) and credit_amount.
  • GRID_EG1 – Enrolment GROSS grid 1, which lists tuition (does not list the agent commissions), so IS for student use or display. The grid is 7 columns wide, and has column details of: edate (transaction date), activity (Invoice, receipt, credit), reference (reference number of the invoice, receipt, credit), amount (value of transaction), inv_amount (invoice amount), credit_amount and balance_amount.
  • GRID_EG2 – Enrolment GROSS grid 2, which lists tuition (does not list the agent commissions), so IS for student use or display. The grid is 7 columns wide, and has column details of: edate (transaction date), activity (Invoice, receipt, credit), reference (reference number of the invoice, receipt, credit), amount (value of transaction), inv_amount (invoice amount), credit_amount and balance_amount.
  • GRID_EG3 – Enrolment GROSS grid 3, which lists tuition (does not list the agent commissions), so IS for student use or display. The grid is 6 columns wide, and has column details of: edate (transaction date), activity (Invoice, receipt, credit), reference (reference number of the invoice, receipt, credit), amount (value of transaction), inv_amount (invoice amount) and credit_amount.
  • GRID_ENETT_CREDIT – Enrolment NETT credit grid, which lists credited / receipted fees including agents commissions, so is not for student use or display. The grid is 4 columns wide, and has column details of: edate (transaction date), activity (Invoice, receipt, credit), reference (reference number of the invoice, receipt, credit) and amount (value of transaction).
  • GRID_EGROSS_CREDIT – Enrolment GROSS credit grid, which lists tuition (does not list the agent commissions), so IS for student use or display. The grid is 4 columns wide, and has column details of: edate (transaction date), activity (Invoice, receipt, credit), reference (reference number of the invoice, receipt, credit) and amount (value of transaction).

Receipt bookmarks

To be able to print a receipt, you must be in the enrolment fees screen and first highlight the receipt. On the left Print panel, you will find an option ‘Receipt Merge’.

Receipt bookmarks include all the aforementioned student bookmarks that start with S_, all the homestay bookmarks that start with H_, all the Airport transfer bookmarks that start with T_, all the enrolment bookmarks that E_ and all the agent bookmarks that start with A_.

Receipt bookmarks start with R_. Below is a list of the receipt bookmarks and a short description detailing what each bookmark represents.

R_RECEIPT_NO – Receipt number

R_RECEIPT_DATE – Date the receipt was entered in the system

R_AMOUNT – Receipt amount

R_REFERENCE_ID – Which user entered the receipt

R_REFERENCE_DATE – Date actually receipted rather than date receipt was entered in system

R_STATION_NAME – Receipting station/Receipt book location/Name

R_BANK_NAME – Receipt bank account name

Receipt grid/table bookmarks:

  • GRID_RECEIPTS – Receipt grid which lists only receipted fees. This grid is 3 columns wide and has column details of: invoice_no, fee_name, and amount.
  • GRID_REC_DET – Receipt detail grid which lists only receipted fees. This grid is 3 columns wide, and has column details of: pay_type_name, detail and amount.

Language Result bookmarks

Language results are very flexible in layout and use. Instead of immediately reading through the list of exported bookmarks, it would be useful for your understanding to read about how the templates and bookmarks are meant to be used and referenced.

Please click/reference here to see a typical Language Results setup.

To be able to print language results, you must be in the results tab of the enrolment details. On the left Print panel, you will find an option Word Merge.

Language Results bookmarks include all the above detailed student bookmarks that start with S_. If there is a homestay placement, all the homestay bookmarks that start with H_ will be included. If there is an airport transfer, all the Airport transfer bookmarks that start with T_ will be included. All the enrolment bookmarks that E_ and all the agent bookmarks that start with A_ will also be included.

The result single bookmarks are for the highlighted / selected result. The results bookmarks start with LR_. Below is a list of the language results bookmarks:

LR_DATE – Result date

LR_LEVEL

LR_TEACHER

LR_EFFORT

LR_ATTENDANCE

LR_GRP_NAME_1 (to 10)

LR_GRP_CODE_1 (to 10)

LR_GRP_DESC_1 (to 10)

LR_CUST_NAME_1 (to 5)

LR_CUST_DESC_1 (to 5)

Language Result grid/table bookmarks:

  • GRID_RESULT – Lists all result group results. The grid is 3 columns wide, with column details: result_group_desc, result_code and result_desc
  • GRID_CUSTOM – Lists all custom results. The grid is 2 columns wide, with column details: result_group_desc result group description and custom_score.

Accommodation Student bookmarks

Normally Student accommodation details are printed when the student is placed in a homestay. If the student has more than one homestay placement, you need to go to the Student – Homestay details and select the placement details that you want to print.