ABENAKI S SOCIAL ASSISTANCE & CASE MANAGEMENT

Transcription

1 ABENAKI S SOCIAL ASSISTANCE & CASE MANAGEMENT

2 CHAPTER ONE: OVERVIEW 1.1 OVERVIEW This manual will guide you through the steps involved in the setup and day to day operation of the Social Assistance Module including optional integration with Sage. Abenaki s Social Assistance Management Windows Module is compatible with Sage Accpac ERP Series (Windows). Social Assistance Accounts Payable General Ledger Client Details Cheque Cheques Cheque Account Details/History Batch(es) Printed Details Financial Reports Cheques can be produced for any Client at any time. Month to date and year to date reports are also available. If you do not have Sage Accpac ERP, cheques can also be produced in the Social Assistance Module. EFT production is also available in this version. 1.2 SYSTEM REQUIREMENTS Before you install the software, take a moment to ensure that your systems meet or exceed these requirements: Hardware/Software/Operating System: Pentium 4 2GHZ or better processor 2 GB RAM, CD/DVD Drive, mouse, keyboard, Video card and monitor capable of 1024x768 resolution. Laser Printer for cheques and reports Network Interface Card (for network installations only) Windows XP Professional or Vista Operating system (32 bit) with all of the latest service packs Internet connection Antivirus software with latest signature files Backup system and software (Including UPS) 2

3 1.3 SIGNING IN To start the program, select the shortcut form your desktop, or select Social Assistance from the Abenaki Associates program group in the Windows start menu. To access the program, you will need a user ID, password and an organization name. These are provided for you by your program administrator. The tasks you will be able to perform in the program will depend on the type of user ID you have been assigned. There are 4 levels of users (security) in the program. Power User: Similar to the Admin user Standard User: Can perform day to day functions in the program that are not reserved for the administrator or power user. Case Management User: Can work with Case management section of the program only and only with clients that have a case class of case management Report User: Has access to report printing only. This manual focuses on the standard, case management and report type users. For Admin and power user functions, please consult the administrators manual. Before you can sign in to the program, the administrator user must complete the program and dictionary setup. 3

4 CHAPTER TWO: SAGE SYSTEM MANAGER OVERVIEW 2.1 SAGE ACCPAC ERP SERIES The System Manager in Sage Accpac ERP contains additional modules such as Bank and Tax Services. This section will focus on Bank Services. Security Sage Accpac ERP requires you to sign on to ACCPAC if security is activated. Check with your System Administrator for an ACCPAC username and password if you do not have one already. To import the batches created from the Social Assistance Module into Sage Accpac ERP Accounts Payable payment batches; you must have the right assigned to import batches in your Sage Security group. Common Services-Bank Services If you have been using Accounts Payable or Canadian Payroll, the Bank Services Module has already been activated and setup for use. You should familiarize yourself with the bank code and cheque forms to be used in the printing of Social Assistance client and third party cheques. This bank code will be required when you are setting up the Social Assistance data. Select the Bank Services Icon from the Common Services window, and then select Banks. To see a list of banks, press the F5 key or highlight the magnifying glass. A list of banks that have been setup will appear. The bank you select may also be used for general Accounts Payable cheques and Payroll cheques. If there is no cheque stock code available for Accounts Payable Miscellaneous payments or Social Assistance cheques, you may have to define one. To define a cheque stock code: press the Insert key Type in Social in the cheque stock code field Type in S/A cheque for the description Type the starting cheque number Type in or use the browse key to select a cheque form to be used for the printing of Social Assistance Cheques. Type in 14 as the number of details in the advice line section. Select the button at the bottom of your screen to save your changes. 4

5 *Sage Accpac ERP release 5.4 and 5.5 contain cheque forms that conform to the new CPA requirements. *Note: You may not have access to bank services or General ledger. If you do not have access to these modules, we recommend you get the required details (Bank Code, cheque stock code and General Ledger accounts numbers) from someone in finance. 5

6 CHAPTER THREE: SAGE GENERAL LEDGER INTEGRATION 3.1 SAGE ACCPAC ERP GENERAL LEDGER If you are printing your cheques in Sage Accpac ERP, details from the Social Assistance cheque production end up in General Ledger when the payment batch is posted in Accounts Payable. You will need to know the exact General Ledger account numbers, including department code if you will be importing batches into Accounts Payable. 3.2 CHEQUE PRODUCTION IN SOCIAL ASSISTANCE If you will be producing cheques directly in the Social Assistance Program and not in Sage Accpac ERP, the only information you will need from Sage Accpac ERP is General Ledger account numbers for your Social Assistance expenditures. At the end of each cheque run, there is a cheque register report that includes a summary of expenses by General Ledger account number. This summary report can be given to finance to enter totals by GL account in the accounting system. NOTE: SOCIAL ASSISTANCE WAS DESIGNED TO BE PART OF A COMPLETE FINANCIAL SYSTEM. IF YOU ARE NOT IMPORTING YOUR CHEQUES INTO SAGE ACCPAC ERP FOR PRODUCTION AND INTEGRATION; IT IS YOUR RESPONSIBILITY TO ENSURE PROPER PROCEDURES ARE IN PLACE FOR RECORDING THIS INFORMATION IN YOUR ACCOUNTING SYSTEM. 6

7 CHAPTER FOUR: CLIENT MAINTENANCE ENTERING CLIENT INFORMATION-OVERVIEW Entering client information in the Social Assistance Module is done through the Clients Icon from the Explorer menu. There are several screens of information to enter about an individual. Not all fields or screens are required to be filled out. The more information you can enter for a client, then the better the reporting will be. Important Fields An important field is the ID number. The client s ID number must be unique. The format and length of the client ID number is set by the program administrator. The characters can consist of letters and numbers. Adding or Modifying Client Information To add a client to the database, select the Clients icon from the explorer menu and then select the NEW button on the clients screen. To modify existing client information, select the client from the list in the client s window and select the pencil icon to the left of the client ID number. 7

8 You can also use the Search fields and icons at the top of the screen to locate a client record. If your first search for the client does not return the desired results, make sure to select the clear filter before beginning another search. Again, an important field for clients is the Identification #. If setup correctly, it can assist you in grouping individuals for reports. Careful consideration should be given as to what this number will contain for each individual. This client number can be changed at any time. The program produces a number of analysis reports and graphs that group people together by age. The date of birth you enter for an individual is important for these reports. Clients that have no date of birth entered will show up on reports with an age of 999; and in some cases reports will not calculate correctly. Another important field is the application status field on the B&D tab. Only clients with the activity status of 1 (Active), or Active Guardian will receive cheques. Activity status of 2 Inactive or Inactive Guardian is used for clients who will not require assistance for a period of time, but may return at the end of an employment season. This will allow for quicker processing as all of the information for the client will already be on file and will not have to be re-entered -- only their activity status will have to be changed. 4.2 PERSONAL INFORMATION APPLICANT 8

9 The fields on this tab contain basic client information such as the ID, name, address, SIN, gender marital status and date of birth. Other important fields on this screen include check box fields for status, live on reserve, member of band and employable. Check marks in these fields will indicate where and how the client will show up on the various lists and analysis reports in the program. The optional field you defined in housekeeping also appear on this page. FIELD NAME DESCRIPTION ID Enter a unique ID for the client. ID format is established by the administrator. The number you enter must conform to that format Given Name Enter the first and optional middle name for the client Initial Enter the initial for the client (optional) Surname Enter the client s last name Address Line 1 &2, Town, Province, Postal Code Enter the complete address for the client in the fields provided Phone Enter a contact number for the client Gender Select the client s gender from the selection list DOB Enter the date of birth for the client Marital Status Select the client s marital status from the selection list SIN Enter the social insurance number for the client Health Enter the client s health number Case Worker Select the case worker from the selection list Live on Reserve Place a check mark in this box if the client lives on reserve Province of Membership Select the province of Membership from the selection list Case management Client This check box will be filled in by the system automatically if the client has case management details filled in. Occupation Enter the occupation of the client Band Name Enter the name of the Band the client is a member of Family Number Enter the client s family number Band Number Enter the client s Band Number Optional Field Check Box field This field name will have a title set by the administrator. Place a check mark in the box if the client meets this criteria Canadian Citizen Place a checkmark in the box, if applicable Date of Arrival Previous Assistance & Date of Assistance, Admin Authority & Amount Awaiting other benefits, Date and name of other benefit This date field is related to the citizenship field above. Enter the details pertaining to previous assistance for the client at the time of application in these fields If the client or spouse is awaiting other benefits, enter the details in these fields 9

10 Seeking Employment? Explain if Not, Date of last employment and Reason for Termination Application Date Case Class Member of this Band Status Non Native Employable COPH Next of Kin Address Relationship Place a check mark in the box if the client is currently seeking employment, and enter information concerning the client s most recent employment in these fields. Enter the date of the application Select the case class from the selection list Place a check mark in the field if the client is a member of this First Nation Place a check mark in this box if the client is status Place a check mark in this box if the client is nonnative Place a check mark in this box is the client is employable Place a check mark in this box is the case you are entering is a child out of parental home. Enter the next of Kin name Enter the address of the next of kin. Enter the relationship of the next of kin to the client To save the information entered for the client, select the save button; to save the information entered for this client and close the screen, select the save and close button. The close button will exit the screen without saving the client information. To edit information, in any of the fields, use your mouse to go to the field that needs editing and edit the information. Do not forget to save your changes. 10

11 4.2.2 SPOUSE This section of the personal Information, is where you can enter information about the client s spouse. If the client does not have a spouse, this section does not have to be filled out. To enter or edit information about a spouse select the Spouse icon from the Edit Client or New client menu section. 11

12 Fields for the Spouse Screen FIELD NAME Surname Given Name Other Name DOB Band Name Family Number Address & Postal Code SIN Health Gender Highest Education Province of membership Occupation Non Native On Reserve Status DESCRIPTION Enter the surname of the spouse Enter the First and middle name of the spouse If the Spouse is known by another name, enter it in this field Enter the date of birth for the spouse Enter the Band Name for the Spouse, if applicable Enter the Family number for the spouse, if applicable Enter the address and postal code for the spouse Enter the Social Insurance number for the spouse Enter the health Number for the Spouse Select the spouse s gender from the selection list Enter the highest level of education for the spouse Select the province of membership for the spouse from the selection list Enter the occupation for the spouse If the spouse if non-native, place a check mark in this box If the spouse lives on reserve, place a check mark in this box If the spouse is status, place a check mark in this box. To save the information entered for the client, select the save button; to save the information entered for this client and close the screen, select the save and close button. The close button will exit the screen without saving the client information. To edit information, in any of the fields, use your mouse to go to the field that needs editing and edit the information. Do not forget to save your changes ADDRESSES This section is used to enter previous addresses as well as the most recent education and training programs as they apply to the applicant, and spouse. To enter or edit the address section, select the Addresses icon from the New client or Edit client menu. To add a new record to the address section, place your mouse in the section and press the right mouse button and select new. To add a new record to the education/training section, place your mouse in the section and press the right mouse button and select new. 12

13 The fields for the address section are for the address and a range of dates that the applicant resided at that address. Additional lines can be added by using the right mouse button and selecting new. You can also use your mouse to select the fields to edit, if required. The fields for the most recent education and training program are: a selection list to pick from client or spouse, a field to name the education or training program and a range of dates. Additional lines can be added by using your right mouse button and selecting new. You can also use your mouse to select the fields to edit, if required. To save the information entered for the client, select the save button; to save the information entered for this client and close the screen, select the save and close button. The close button will exit the screen without saving the client information DEPENDENTS This section is used to enter information about dependents and/or other people residing with the client. If the client does not have any dependents or any other people living with them, then this section does not have to be filled out. Once you select Dependents, from the new client or edit client menu, you can place your mouse under the dependents sections and press the right mouse button and select new. 13

14 To enter information about non-dependents living with the client, place the mouse in the other persons section and press the right mouse button and select new. Fields for the dependents FIELD NAME Given Name Surname Relationship Birth date Status Gender Band Name Band Number Education Employable B&D DESCRIPTION Enter the first and middle names for the dependent Enter the last name of the dependent Select the relationship from the list Enter the date of Birth for the dependent Select yes or no from the selection list Select the gender from the selection list Enter the band name for the dependent Enter the band number for the dependent Enter the latest education information for the dependent Place a check mark in this box if the dependent is employable Place a check mark in this box if the dependent is to appear on this clients B&D 14

15 Fields for Others residing with the client FIELD NAME Name Age Relationship Source of Income DESCRIPTION Enter the name of the person Enter the age of the person Select the relationship from the list Enter the source of income for the person. To save the information entered for the client, select the save button; to save the information entered for this client and close the screen, select the save and close button. The close button will exit the screen without saving the client information. To edit information, in any of the fields, use your mouse to go to the field that needs editing and edit the information. Do not forget to save your changes. 4.3-ADDITIONAL APPLICATION INFO This section contains additional information concerning the applicant s assets and income at the time of application. Some of the information filled in on these screens forms part of the application form printed by the program. The Additional Application Info, is divided into three sections, available from the new client or edit client menu, and explained below ASSETS 15

16 This section is used to record details of assets in the client s possession at the time of filing out the application form. To fill in information for automobiles and other assets, place your mouse in the section and then press the right mouse button and select new. For automobiles, you will be asked for the make and year; for other you can provide a description and an amount. Additional details can be inserted by using the right mouse button and selecting new in either the automobile or other section. To save the information entered for the client, select the save button; to save the information entered for this client and close the screen, select the save and close button. The close button will exit the screen without saving the client information. To edit information, in any of the fields, use your mouse to go to the field that needs editing and edit the information. Do not forget to save your changes INCOME This section is used to record details of income for the client, spouse and dependents at the time of filling out the application form. To fill in this section, select the Income icon in the Additional application info section, from the new client or edit client menu. The left column of the page contains sources of income. If the applicant has received one or more of the types of income as identified in the left column; place a check mark under received in the middle column and enter the date. If the income type applies to the spouse or dependents, use the column on the right to fill in the information. 16

17 To save the information entered for the client, select the save button; to save the information entered for this client and close the screen, select the save and close button. The close button will exit the screen without saving the client information. To edit information, in any of the fields, use your mouse to go to the field that needs editing and edit the information. Do not forget to save your changes ACCOMMODATION This section is used to provide information on the shelter section of the application form. Field list/descriptions for Accommodation FIELD NAME Is Accommodation Shared? Is Client main person responsible for shelter costs If no, then who? Is accommodation? DESCRIPTION Place a check mark in the box if the client is sharing accommodation Place a check mark in the box if the client is the one responsible for shelter costs If the client is not the person responsible for shelter costs, enter the name of the person that is responsible. Select one of the following Rented, owned CMHC assisted, private for the accommodation 17

18 Rent/Housing Loan payment Fuel Utilities Maintenance Insurance Garbage, Water, Sewer Phone Enter the amount of the rent/loan payment for the house Enter the monthly amount for fuel Enter the monthly utilities Enter the monthly maintenance Enter the monthly insurance amount Enter the monthly amount for garbage, water and sewer Enter the monthly basic cost for telephone service. To enter information for the client in this section, select the Accommodation icon from the new client or edit client menu. To save the information entered for the client, select the save button; to save the information entered for this client and close the screen, select the save and close button. The close button will exit the screen without saving the client information. To edit information, in any of the fields, use your mouse to go to the field that needs editing and edit the information. Do not forget to save your changes. 4.4 COPH You will not need to fill out this section for all clients. If the person you have entered in the system is a guardian for one or more children, then you only need to enter basic information on the personal page and details for the children and natural parents can be filled out in this section. Make sure there is a check mark on the COPH field on the Applicant screen of the personal information section and that the status of the client is set to active guardian on the B&D Identification screen. To enter information on the COPH screen, select the appropriate icon from the COPH section of the new client or edit client menu ADULT Part of this screen will have information from the applicant screen you have filled out previously. This person is the guardian of the children. The children are counted as clients on the statistical forms and the guardian is the cheque payee. On this screen, you will enter information concerning previous assistance and applications for the children in care including dates and amounts of last assistance and the reason the child(ren) are not with their natural parents. To save the information entered for the client, select the save button; to save the information entered for this client and close the screen, select the save and close button. The close button will exit the screen without saving the client information. 18

19 To edit information, in any of the fields, use your mouse to go to the field that needs editing and edit the information. Do not forget to save your changes CHILDREN This screen is used to enter information about the child(ren) in care. At the top of the screen you select the date into care and the relationship of the adult to the children. To add children to the list, place your mouse in the children section and then press the right mouse button and select new. Field list for children: FIELD NAME First name Last name Birth date Verified Gender School Grade DESCRIPTION Enter the first name of the child Enter the child s last name Enter the date of birth Place a check mark in the field if you have verified the birth date Select the Gender Enter the name of the school the child is attending (if applicable) Enter the grade that the child is in, if the child is attending school 19

20 SIN Enter the SIN for the child, if applicable Health Enter the Health number for the child, if applicable Status Place a check mark in the box, if the child is status. If the child was born outside of Canada, you will have some additional fields to fill out below the grid. The bottom section of the screen is used to enter addresses for the child(ren) over the last 12 months. To insert an address, place your mouse in that section, and press the right mouse button and select New. Field list for Residence: FIELD NAME From To Address Municipality Province DESCRIPTION Enter the beginning date for this address entry Enter the ending date for this address entry Enter the address Enter the municipality Select the province from the list To save the information entered for the client, select the save button; to save the information entered for this client and close the screen, select the save and close button. The close button will exit the screen without saving the client information. To edit information, in any of the fields, use your mouse to go to the field that needs editing and edit the information. Do not forget to save your changes NATURAL PARENTS AND ASSETS This section is used to record information that you may have concerning the child(ren) s natural parents and assets. If you do not have this information, it does not have to be filled in. To add information about one or more parents, place your mouse in the parents section, press the right mouse button and select New. For each parent you can enter their names, alternate names, address and date of death, if applicable. To add asset information, place your mouse in the assets section, press the right mouse button and select NEW. For each asset, you can select if it is cash, bank, investment or other, enter a description and amount and a check mark to indicate if it has been verified. There are also 4 additional questions to answer regarding assets in trust, future assets and real property of the children at the time of the application. To save the information entered for the client, select the save button; to save the information entered for this client and close the screen, select the save and close button. The close button will exit the screen without saving the client information. 20

21 To edit information, in any of the fields, use your mouse to go to the field that needs editing and edit the information. Do not forget to save your changes REVERSE OF PAGE This section is used to record any additional information on other supporters or any future income that may be expected. To add records in the Other Supporters Section, place your mouse in that section and press the right mouse button and select new. Information that can be added for other supporters of the children is: Surname, first name, address and relationship. There is also a place to record details of any action to be taken to pursue support, and any additional notes or narratives. To save the information entered for the client, select the save button; to save the information entered for this client and close the screen, select the save and close button. The close button will exit the screen without saving the client information. To edit information, in any of the fields, use your mouse to go to the field that needs editing and edit the information. Do not forget to save your changes. 21

22 4.5. CASE PLAN See Chapter 6 for details on Case Plan /Case Management 4.6-BUDGET & DECISION This section is used to record details that are on a B&D (Budget and Decision) form. Information on the B&D tab prints out on a Budget and Decision form (report), and part of it is used in the production of client and vendor payments. This section has a number of components. These components are: Identification, Payees, Payment Details, Income, Unearned Income, Deposits and Comments. Each of these components can be accessed through an icon of the same name under the Budget & Decisions section of the new client or edit client menu. Some initial information is required to get going, but not all fields on all screens need to be filled out. Some areas like payees and payment details will remain the same once setup unless changed at a later date IDENTIFICATION This section is where you begin to enter B&D information for this client. You can also change the client s activity status and view the family composition 22

23 Field List and Descriptions for B&D Identification: FIELD NAME B&D Number Supplement To Total Periodic Deductions Class of Need Employability Code Head of Household Date Made not active Subsidized Housing Re-Initialize? Ready to Process Application Status Process this Client DESCRIPTION For the first time entering clients, you will have to select the Start new B&D button at the top of the screen; this will automatically assign a new number. An audit trail is kept of these numbers. If there is a number assigned and it has not been processed yet, you cannot start a new form. If this B&D is a supplement to a previously issued form, the previous number can be entered here This field will have a total of deductions form the income and unearned income tab. You can enter an optional short description defining the class of need (Emp., Unemp, etc...) You can enter an optional employability code Enter the name of the head of household in this field If you have made the client not active, enter the effective date Place a check mark in this box if the client is residing is subsidized housing If this is a recurring client, place a check mark in this box and you will not have to start a new B&D each time, they will be started automatically for you. This will display either True (ready to process) or False (not ready to process) Clients are automatically active, but you can change their status to any one that is available in the selection list. Only clients that have the status of active or active guardian are included in payment processing If there is a cheque mark in this box, the client will be included in the payment process. If the client is not to be included on a temporary basis, then the check mark can be removed and they will be excluded until the check mark is placed back in the box. When you are entering client information, and you would like this client to be part of an upcoming cheque run, you must select the start new B&D button. The next B&D number is displayed and ready to process is changed to true. The family composition that displays on the identification tab is based on the information entered on the applicant, spouse and dependants section. To save the information entered for the client, select the save button; to save the information entered for this client and close the screen, select the save and close button. The close button will exit the screen without saving the client information. 23

24 To edit information, in any of the fields, use your mouse to go to the field that needs editing and edit the information. Do not forget to save your changes PAYEES This section contains name and address information for up to 4 payees for this client for each cheque run. When you enter a new client, Payee information is automatically filled in. This payee information will remain from cheque run to cheque run. If the payee is common to more than one client (such as Hydro), if may be better to set them up as a Vendor. To save the information entered for the client, select the save button; to save the information entered for this client and close the screen, select the save and close button. The close button will exit the screen without saving the client information. To edit information, in any of the fields, use your mouse to go to the field that needs editing and edit the information. Do not forget to save your changes PAYMENT DETAILS To enter payment details for a client, you select the B&D Payment details button from the New client or Edit Client section of the menu. 24

25 Payment details are rates that will be paid directly to the client or a third party on their behalf. Payment details can also include deductions. Deductions are rates with a negative amount. Payment details or rates that you will have available to populate this screen have been set by the Admin user. To add a rate detail for a client, use your mouse to select an area under the rate name and press the right mouse button and select New. Once you select new you can use the down arrow to display a list of rates. If the rate you require does not show up in the list, the administrator user will have to add it. Once you select a rate and press the tab key, the amount will appear in the amount field. This amount can be changed. This amount could also be split over 4 cheques. When you press the tab over the amount field, the default amount is automatically inserted under the Chq #1 field. You can press the tab key to accept the amount in cheque number 1 field, or you can type over the amount with a new amount. The check box fields next to the cheque number fields are used to indicate payment frequency. The default available frequencies are Monthly, Semi-monthly, biweekly, weekly and on demand. You may have more payment frequencies available. 25

26 To see additional fields of information for the rate you are entering, double click in the pencil (edit) field. This will allow you to drill down to additional rate detail information such as the GL account number, rate expiry and payment frequency. The rate expiry field is used in the calculation of client entitlements. When you generate a pre-cheque register and select a transaction date, the program looks at all of the clients and their rate details to determine if the rate has expired. If the transaction date is more recent than the expiry date, the rate detail will not be included in the cheque run. This feature is particularly useful in the case of a one-time payment or deduction for a client. There is also a field to indicate a maximum amount for the client. If it is $0.0 then the maximum is not being used. If there is a check mark in the Vendor Payment field, the cheque will be made payable to the Vendor you specify in the Vendor Name selection box. The Vendors that appear in this selection list are ones that were setup by the administrator user. The save and close button will return you to the payment details screen. 26

27 To see a cheque total summary for a client, click on the print preview button. This will give you a total for each cheque that is going to be issued. Cheque totals of negative amounts, and payment details without a payee name will show up as errors on the pre-cheque register report and prevent you from importing the batch into Sage Accpac ERP To save the information entered for the client, select the save button; to save the information entered for this client and close the screen, select the save and close button. The close button will exit the screen without saving the client information. To edit information, in any of the fields, use your mouse to go to the field that needs editing and edit the information. Do not forget to save your changes. Deleting Payment Details To delete an existing rate from the client s payment details, select the red X button next to the rate name INCOME AND UNEARNED INCOME These tabs are used when the client has income to declare. Earned income is usually income derived from employment and unearned income items can be pensions, training allowances, room and board payments and other distributions. When you are changing any of the fields on these two tabs that have a default value of $0.00, make sure that you enter dollar figures. If you are changing information in these dollar fields, do not leave these fields blank. If it is not applicable any longer, enter a $0.00 in the field. 27

28 28

29 To save the information entered for the client, select the save button; to save the information entered for this client and close the screen, select the save and close button. The close button will exit the screen without saving the client information. To edit information, in any of the fields, use your mouse to go to the field that needs editing and edit the information. Do not forget to save your changes B&D Deposits This section is used to record information about deposits paid on behalf of a client. This screen contains 4 fields that you can fill out. Two fields are for the current balance of a damage deposit and overpayment. The remaining 2 fields are used to enter what amount will be deducted from the client on a periodic basis. Information entered here, must also be entered as deductions on the payment details screen for the client to be deducted. To save the information entered for the client, select the save button; to save the information entered for this client and close the screen, select the save and close button. The close button will exit the screen without saving the client information. To edit information, in any of the fields, use your mouse to go to the field that needs editing and edit the information. Do not forget to save your changes B&D COMMENTS Notes entered in this section will print out on the Budget and Decision report. To access this section, select the B&D Comments Icon under the Budget and Decisions section from the new client or edit client menu. To insert a note or comment, use your mouse to select an area under the date section of the screen and use the right mouse button and select new. You can enter the date and then the note. To save the information entered for the client, select the save button; to save the information entered for this client and close the screen, select the save and close button. The close button will exit the screen without saving the client information. To edit information, in any of the fields, use your mouse to go to the field that needs editing and edit the information. Do not forget to save your changes. 4.7 OTHER This section is used to enter optional information such as direct deposit, account numbers and checklists; to attach documents to a client s record and to view client expenditure totals. 29

30 4.7.1 CLIENT NOTES The client notes tab will allow users/caseworkers to record a number of comments and case notes for a client. Each note will be stamped with the date and the name of the user/caseworker that added the note. Comments entered here will print out on the client application form report, and also on the client notes report. To delete a note, highlight the grey column to the left of the note you wish to delete and press the delete key on your keyboard. There is no confirmation or undo for the delete feature, so make sure you really want to delete the note before proceeding. To save the information entered for the client, select the save button; to save the information entered for this client and close the screen, select the save and close button. The close button will exit the screen without saving the client information. To edit information, in any of the fields, use your mouse to go to the field that needs editing and edit the information. Do not forget to save your changes 30

31 CLIENT ACCOUNT NUMBERS This screen is used to enter optional account numbers for some of the to date codes defined by the administrator user. Clients will have account numbers for to-date code items such as hydro. There is a report you can print at the end of the month to get a list of all clients that used the to date code number you have assigned to an item such as hydro and list their amounts and hydro account numbers and a grand total payable to Hydro. If you are using the Social Assistance program to produce cheques, the account number that is entered here will also appear on the Vendor cheque details report that follows the Vendor cheque run. You do not need to enter account numbers for all clients and all to date code items. To save the information entered for the client, select the save button; to save the information entered for this client and close the screen, select the save and close button. The close button will exit the screen without saving the client information. To edit information, in any of the fields, use your mouse to go to the field that needs editing and edit the information. Do not forget to save your changes. 31

32 TO-DATE AMOUNTS This screen allows you to view the values in any of the to date fields of a client s history. Information from this screen can be printed from the reports section. These values will be reset to $0.00, when the clear to date function is run, if the option to reset totals to $0.00 was set by the administrator when the to date code names were setup. To save the information entered for the client, select the save button; to save the information entered for this client and close the screen, select the save and close button. The close button will exit the screen without saving the client information. To edit information, in any of the fields, use your mouse to go to the field that needs editing and edit the information. Do not forget to save your changes DOCUMENTS This screen will let you attach one or more documents to a client record. These documents can be in any format and could include items such as photo ID, court documents, copies of correspondence to and from the client and other agencies. When attaching a document, place your mouse in the space below the filename and press the right mouse button and select new. You can use the browse button to locate the file to attach. 32

33 The field next to the filename will allow you to type in a description of the file. The date uploaded field is filled in automatically. The red X next to the file name, is the delete key. It will remove the file from the client s record. The open book icon, also on the line with the filename is the open icon. Clicking this icon will open the file, if you have the original program or viewer installed on your computer. To save the information entered for the client, select the save button; to save the information entered for this client and close the screen, select the save and close button. The close button will exit the screen without saving the client information. To edit information, in any of the fields, use your mouse to go to the field that needs editing and edit the information. Do not forget to save your changes. 33

34 4.7.5 CHECKLIST This screen is used as a checklist to indicate if documentation pertaining to the applicant, spouse and dependants has been verified and is in the client file. There are fields to insert comments and a follow-up date for each of the checklist items. In the reports section, there is a report available to print out the checklist to place in the client file. Just above the check list items there are six fields to fill in. These fields are as follows: FIELD NAME Rights & Responsibilities Co-Resident Sheet Determination of Spousal Status Checklist DESCRIPTION Select Yes, no or unknown from the selection list to indicate if the client has received a copy of their rights and responsibilities Select Yes, no or unknown from the selection list to indicate if the client has filled out papers indicating that they are residing with another client Select Yes, no or unknown from the selection list to indicate if you determined the status of the client s spouse. Select update if you are updating a client file or new, if this is a new application. 34

35 Date Case ID Enter the date for the checklist Enter the client number or name in this field. There are 4 checklist items, labelled other at the end of the checklist. These four items can be modified / titled to suit your needs. Just use your mouse to double click on the word other, and you will be able to change the word other to whatever you require. To save the information entered for the client, select the save button; to save the information entered for this client and close the screen, select the save and close button. The close button will exit the screen without saving the client information. To edit information, in any of the fields, use your mouse to go to the field that needs editing and edit the information. Do not forget to save your changes EFT This section is used to enter details for the client, if you will be paying the client through direct deposit instead of cheque. Most of the information for these fields can be found on a void cheque from the client. 35

36 FIELD NAME INSTITUTION ID BANK TRANSFER NAME ACCOUNT NUMBER REFERENCE DESCRIPTION BANK CODE START DATE END DATE DIRECT DEPOSIT DESCRIPTION Enter the code for the bank and the transit number Enter the client name Enter the client s bank account number Type in a reference (optional) Type in a description (optional) Type in a bank code Enter the start date for direct deposit Enter an optional end date for direct deposit Place a check mark in this field if the client will be paid by direct deposit. Once you place a check mark in the field, you must fill out the direct deposit information before you can save. The check mark can be removed at any time, if the client will not be part of the direct deposit run. To save the information entered for the client, select the save button; to save the information entered for this client and close the screen, select the save and close button. The close button will exit the screen without saving the client information. To edit information, in any of the fields, use your mouse to go to the field that needs editing and edit the information. Do not forget to save your changes MODIFYING CLIENT INFORMATION To change client information, go to the client icon on the left of the screen. A list of clients will appear on the right. There are a number of methods to use to locate the client, if you cannot locate them at first glance of the list. You can take any one of the column headings, and click on the arrow next to the column name and display a list of all of the contents in that column to search by. For example, you could select the arrow next to Given name, and select Tim to see a list of all of the Tims in the database 36

37 You could also select the Gender column and find all males or females in the database and narrow down your search. There is also a section at the top of the screen that will allow you to search by typing values into fields and then selecting the search button at the top of the screen. You can also type in value in more than 1 field. For example, if you were looking for Susan Crane, you could type Susan in the given name field and Crane in the surname field and select the search button. The list that appears below will be the results of your search. Selecting the search button by itself will display the entire contents of the database. When you find the record that you would like to edit, double click on the record to open it on your screen. Select the section and then field(s) to edit. Do not forget to save your changes with the save button or the save and close button DELETING CLIENT INFORMATION Deleting clients is reserved for the Administrator or power user for your organization. You must be signed in as this type of user to delete a client. 37

38 4.10-SELECTION LISTS Selection lists are ways of grouping clients together for payment processing. You can create a number of selection lists. A client can only belong to 1 selection list at a time. To create a new list, select the selection list icon from the menu and then select the new button You will be asked for a name for the list. After typing in the name of the list, you will get a list of available people to make members of the list. Select each person and then the right arrow to make them a member. To remove a person from the list, select their name from the selected clients list, and press the left arrow button to remove them. To save the list, select the save button. To save the list and close the screen, select the save and close button. The close button will close the screen without saving your changes. 38

39 CHAPTER FIVE: PAYMENT PROCESSING Once you have entered all clients including B & D and payment details you are ready to begin payment processing. From the Payment processing menu you can select either Client or Vendor payment processing. Client Cheque Processing From the main menu, select the Cheque and B&D Processing button and then select the Process Client cheques button. 5.1 PRE-CHEQUE REGISTER For your first cheque run, your first step is to select the pre-cheque register in the Select item for working section of the screen. The processing type has been defined by the administrator, and should only be changed if you are absolutely sure you want the payment production method changed. 39

40 Select the payment frequency from the list Select a range of clients to process for Chose a selection list (optional) Select a sorting option form the list Select if you would like detail or summary format Select the transaction date (this is the date that will be used for fiscal year and period posting in Sage; and also the effective date for the cheques on reports in SA) Select the cheque date Select the Case worker to sort by (optional) Type in a description for the payment run Select the Process Button. This will generate a Pre-Cheque register report on your screen. If this is not your first cheque run, your first step may be to reinitialize the B&D s. This will start a new B&D form for each client you have selected to use recurring B&D forms for. After you have re-initialized the B&D s, you should select/review the options mentioned above before selecting the Process button to print the pre-cheque register. This report will indicate who cheques are going to be issued to, and for what amounts. If a client does not appear on this report then no cheque will be issued for them. If a client is not on this report but should be, please check the following: verify B & D is set to true for this client verify payment details exist for this client Verify that the client s status is active or active guardian and there is a cheque mark in the process this client field. Verify that the client has payment details for the payment frequency that you have selected. Please check this report thoroughly before and make any necessary changes before proceeding. If errors are indicated on this report, you will not be able to create a batch file. Errors could include a negative total cheque amount and cheque details with no payee information. Once changes are made, you should re-generate the report. To send a report to the printer, select the printer icon, after generating the report on your screen. 40

41 There are also buttons available to navigate to previous and next pages (arrows), search the report (binoculars) and export the report (disk). The close button is used to clear the report from your screen. This report also contains an approval field for the manager/administrator to initial or sign for each client PRINT B & D FORMS This function is optional. If you require clients to sign a declaration before cheques are issued to them, then you should print this report before creating the cheque batch. 5.3 CREATE BATCH FILES FOR PRINTING/IMPORTING This function will create cheque batches for you to import into Sage, print directly in the Social Assistance Module or send to the Bank (EFT); depending on the type of batch file you have created. The create batch file icon will only be available if the pre-cheque register report contains no errors. The icon is located next to the process button Sage Integration If you are going to be printing cheques in Sage Accpac ERP, the create batch button will create 1 or more batches for import into Sage. Once the batch file(s) are created, the next step is to assign control numbers to the cheques for tracking in the Social Assistance module. This is done by selecting the print cheques button. You will be asked to input a starting number. These numbers will not necessarily be the same as your actual cheque numbers may be when printed in Sage. No actual forms are printed as part of this process. 41

42 The report that prints next will display the contents of the batch file(s) that will be imported into Sage. The next step is to sign into Sage and import the batch(es) created; and then return to the SA program and print the after cheque production report and delete the batch(es) SA Cheques If you are going to be printing cheques in the Social Assistance program, the Create batches button will produce batch files for printing in the Social Assistance program. After creating the batches, the second step is to select the print cheques button and then the print button above. You will be asked to input a starting cheque number. This number should match your pre-printed and pre-numbered cheques. Once you enter your starting cheque number, the cheques will be printed on your screen. Select the 42

43 printer button to direct your output to the printer. You will have to repeat these steps for each of the batches created. The third step is to close the report. Once you close the report, you will be asked if the cheques have printed OK. Selecting yes, will update the client files; selecting no will allow you to re-print the cheques. Once all of the cheques in all of the batches printed, there is an after cheque production report. This report (4 th step) will print a list of cheques that were printed and a GL account summary. These reports are also generated to your screen first, and then can be directed to a printed or file. To finish the cheque run, your last step (5 th ) is to delete the batch file(s). This can be done, by selecting the batch file in the window to the right after selecting the after cheque production report. Select the red X next to the batch file to delete the batch EFT File Creation If your interface is set to EFT, the second step after the pre-cheque register is to create the batch file. For EFT processing, you will be asked first to confirm the EFT file generation number. The next file generation number appears automatically, but you can over ride it, if necessary. Once you confirm, or select the next file generation number, select the OK button. You will receive a message indicating that the batch file has been created. The third step is to select the print cheques menu option and then the print button. You 43

44 will be asked to enter a starting form number. This function prints EFT advice forms. These forms must be numbered for tracking in the Social Assistance program. Once these forms have been printed on the screen, you can direct the output to a printer. After the report is printed, and you select the close button to close the report, you will be asked to confirm that the forms have printed OK. If all of the forms have printed, select yes; if they have not, you can select No to reprint all of the forms. Another report that is printed as part of this process is the EFT file report. This report contains all of the information that is contained in the EFT file that will be transmitted to your financial institution. The fourth step is to print the after cheque production report. This report is available by selecting it from the client cheque processing menu item and then the print button. A report listing all of the advices that have been printed, and a GL account summary report are printed. The fifth step is to transmit the file created to your financial institution. To do this you will need instructions from your financial institution on how to transmit the file. The file will be located in a directory specified by the administrator when the program was setup. The last step is to delete the batch file. The delete option is also available from the after cheque production menu. You should not delete the file until you have transmitted the file to your financial institution and confirmed that they have received the file. 5.4 Importing Cheques into Accounts Payable Sage Accpac ERP 5.x In Sage Accpac ERP, you can import each of the batch files created in Social Assistance into one payment batch or you can import each batch file created into a separate batch. Follow the steps below to process the cheques in Accounts Payable 5.X From the AP main window select the payment batch list icon. Select the new button to create a new batch Type in a batch date, description and select the correct bank code for the Social Assistance cheques. From the text menu, select file and then import. Select Single CSV as the file type Use the navigation icons to browse to the directory where the batch file(s) are located. The directory location for the batch files is established by the administrator user. In that directory, subdirectories will be created for each batch file. The name of the subdirectory will correspond to the number of the batch file created (Batch12) Select the first batch file to be imported (saapb1.csv) Select the OK button When the file import is completed, a message will be displayed indicating how many payment details have been imported. Select the OK button to clear the message. 44

45 You can then repeat steps 5-9 for each batch you want to import into this payment batch or return to step 1 if you would like to create a new payment batch for each batch to be imported into. Select save and then close to return to the batch list window when all batches have been imported. Highlight the batch and then select the print button to print each of the batches. Highlight the batch and then select the print/post batch button. This will print your cheques. On the screen that presents itself next, select the correct cheque stock code and verify that the cheque form name and starting cheque number are correct before selecting the print button. When all cheques have been printed and accepted, print the payment posting journal and the cheque register (if required). Go back to the SA Program and run the After cheque production report and then delete the batch files. These items are found at the client cheque processing menu. 5.5 After Cheque Production Reports Once your cheques or EFT advices have been produced, there is an after payment production report. To print this report, select the after cheque production report menu option and highlight your batch and press the print button. The report will contain a list of cheques/payments produced and a General ledger summary by account. 5.6 Deleting Batch Files The last step, after cheques are produced in SA or Sage or the EFT file has be transmitted to the bank, is to delete the batch file from the Social Assistance Module. 45

46 To do this, select the After cheque production from the payment processing menu and then highlight your batch file and select the delete button. 46

47 Vendor Cheques Vendor cheque processing will take all of the client payment details that have a Vendor assigned to them and process them together. For example, if you have fifty clients on file and they each have a payment detail for hydro that is payable to a Vendor then it will combine all of the amounts together for 1 payment to the hydro Vendor. Vendor cheques can be printed in the Social Assistance Module, or imported into Sage Accpac ERP Accounts Payable. From the main menu, select the Payment Processing icon and then select the Vendor cheque processing menu option. 5.7 PRE-CHEQUE REGISTER Your first step is to select the print pre-cheque register report in the report name window and then: Select the payment frequency from the list Select a range of clients to process for Chose a selection list (optional) Select a sorting option form the list Select if you would like detail or summary format Select the transaction date (this is the date that will be used for fiscal year and period posting in Sage; and also the effective date for the cheques on reports in SA) Select the cheque date Type in a description for the payment run Select the Process Button. This will generate a Pre-Cheque register report on your screen. If you notice that one or more clients are not included on the Vendor precheque register, please verify the following: Verify Vendor payment details exist for this client Verify that the client s status is active or active guardian and there is a cheque mark in the process this client field. Verify that the client has payment details for the payment frequency that you have selected. Please check this report thoroughly before and make any necessary changes before proceeding. If errors are indicated on this report, you will not be able to create a batch file for import into the Accounts Payable module. Errors could include a negative total cheque amount. This report also contains an approval field for the manager/administrator to initial or sign for each client/vendor. 47

48 Once the report has generated on your screen, you can select the printer icon at the top left of your report screen to send this report to a printer. If you make any changes to client payment details you must re-generate this report to ensure your changes will be included in this cheque run. 5.8-CREATING BATCH FILES To create the Vendor cheque batch file(s), you select the Create batch icon (next to the process button) button. You will be asked to confirm that you want to create a batch file, and after the batch file is created, you will get a message indicting that one or more batch file(s) have been created. After the batch file(s) are created, the next step depends on if you are printing the cheques in SA, in Sage or generating an EFT file for transmission to your financial institution. 5.9 PRINTING CHEQUES To print the cheques you must now select the Print Cheques menu option from the Vendor Payment Processing menu Social Assistance If you are printing your cheques in the Social Assistance Module, your next step is to select the print cheques menu item select a batch file and then the print button. You will be asked to confirm the starting cheque number, and the cheques will be printed on your screen. After the Vendor cheques are printed a report is generated that lists the individual clients and amounts, and their account numbers that are included in the printed cheque total. This report can be sent along with the Vendor cheque, so the Vendor will know how to apply the payment. Once a batch is finished printing, you will be asked if the cheques have printed OK. If you say No, all cheques will be marked as void, and must be reprinted and accepted before you can move on to the next batch and/or complete the cheque run Sage Accpac ERP If you are printing your cheques in Sage Accpac ERP, the next step is to select the print cheques menu item and then the print button. You will be asked to confirm the starting control number. Your cheques will be numbered when they are printed in Sage for tracking in Sage; but they also need to be numbered in the Social Assistance module for tracking in the module. This step does not print your cheques, but assigns control numbers to them and prints a report of the contents of the batch file(s) to be imported into Sage Accpac ERP Accounts Payable. When the report is generated on your 48

49 screen, you will have the option of directing the output to printer or file. When you close the report, you will be asked to confirm that the report printed OK. If you select no, you will be able to reprint the report; and if you select yes, the system will consider this process as completed. The next step is to import the batch(es) into Sage Accpac ERP EFT File Creation If you will be paying your Vendors through EFT file generation, your next step is to select the print cheques button and then the print button to create an EFT batch file for transmission to your financial institution. As part of this file creation process, you will be asked to confirm the sequence number. Each time a file is created, the Social Assistance Module tracks and assigns a sequence number. This number can be changed by the user, if required. Once you click the OK button to confirm the file sequence number, you will receive a confirmation message back indicating that the batch file has been created. The second step in the file creation process is to print the EFT advice forms to give to the Vendor and to print the EFT report that contains a list of all of the transactions to be transmitted to your financial institution. To begin this step, select the print cheques menu option and then the print button. You will be asked to confirm a starting number. Even though no cheques are printed, the Social Assistance Module assigns a number to the transaction. You must print these advice forms for the vendor to update the Vendor and client files and payment history. The first report printed to the screen is the EFT transaction file. Once you have directed your output to the printer and have closed the report from your screen, you will see the advice forms on your screen. These advice forms can also be sent to the printer or directed to file. Once you have printed the advice forms, and select the close button to close the report, you will be asked to confirm if the forms have printed correctly. If you select no, you can print the advice forms and the EFT file again. If you select yes, the system assumes you have finished this process and are ready for the next step. The third step is to send the file to your financial institution. You will need notes and/or instructions from your financial institution to complete this step. After the file has been transmitted, you should wait until you have confirmation back from the financial institution before performing the least step, deleting the batch file in the Social Assistance Module. To delete the batch file in the Social Assistance Module, select the After Cheque production menu option, highlight your batch and select the delete button. 49

50 5.10 Importing Cheques into Accounts Payable Sage Accpac ERP 5.x In Sage Accpac ERP, you can import each of the batch files created in Social Assistance into one payment batch or you can import each batch file created into a separate batch. Follow the steps below to process the cheques in Accounts Payable 5.X From the AP main window select the payment batch list icon. Select the new button to create a new batch Type in a batch date, description and select the correct bank code for the Social Assistance cheques. From the text menu, select file and then import. Select Single CSV as the file type Use the navigation icons to browse to the directory where the batch file(s) are located. The directory location for the batch files is established by the administrator user. In that directory, subdirectories will be created for each batch file. The name of the subdirectory will correspond to the number of the batch file created (Batch12) Select the first batch file to be imported (saapb1.csv) Select the OK button When the file import is completed, a message will be displayed indicating how many payment details have been imported. Select the OK button to clear the message. You can then repeat steps 5-9 for each batch you want to import into this payment batch or return to step 1 if you would like to create a new payment batch for each batch to be imported into. Select save and then close to return to the batch list window when all batches have been imported. Highlight the batch and then select the print button to print each of the batches. Highlight the batch and then select the print/post batch button. This will print your cheques. On the screen that presents itself next, select the correct cheque stock code and verify that the cheque form name and starting cheque number are correct before selecting the print button. When all cheques have been printed and accepted, print the payment posting journal and the cheque register (if required). Go back to the SA Program and run the After cheque production report and then delete the batch files. These items are found at the client cheque processing menu After Cheque Production Reports Once your cheques or EFT advices have been produced, there is an after payment production report. To print this report, select the after cheque production report menu option and highlight your batch and press the print button. The report will contain a list of cheques/payments produced and a General ledger summary by account. 50

51 5.12 Deleting Batch Files The last step, after cheques are produced in SA or Sage or the EFT file has be transmitted to the bank, is to delete the batch file from the Social Assistance Module. To do this, select the After cheque production from the payment processing menu and then highlight your batch file and select the delete button. 51

52 CHAPTER SIX: CASE MANAGEMENT 6.1 OVERVIEW The Case Plan section in the client information is used to enter information for clients that can become employable, but may have barriers to employment. You can work with your clients to determine which ones will qualify and benefit from a Case Management approach. This module is designed to help you track information on these clients and print reports to assist you and you clients in implementing and monitoring their case plans. Not all of your clients have to have Case Management information filled out for them. There are 6 screen tabs of information to fill out for each client that you will be doing a case plan for. The skills and goals tab allow you to use the lists of skills and services that have been established in housekeeping. 6.2 SUMMARY TAB 52

53 The Summary tab is used to record initial case plan information and also to get a quick picture of the progress of this client. Use this tab to record a client s occupational goal, and then select it from the NOC (national occupation code) list. Also enter the projected start and completion date for the case. These dates can be changed at any time. 6.3 EDUCATION / TRAINING Use this section to enter any education and training programs that the client has participated in that are relevant to their career objective. As the client s case progresses, this screen can be used to enter training programs that they are enrolled in, the scheduled completion date of these programs and when they have been completed, a check mark can be placed in the box to the right. To insert a new record, place your mouse in the grey area and press the right mouse button and select new. To delete a record, place your mouse on the record, press the right mouse button and select delete. 53

54 6.4 EMPLOYMENT This section is used to enter and maintain information concerning the client s employment history. To insert a record, place your mouse in the section and press the right mouse button and select New. To delete a record, place your mouse on the record to delete and press the right mouse button and select the delete option. 54

55 6.5 Skills This tab is used to record and maintain a list of skills pertaining to a client and whether or not they are available for employment opportunities related to that skill. The skill list is setup under the Housekeeping Menu. If the skill you are looking for is not there, you must return to Housekeeping menu to add the skill. To insert a record, place your mouse in the section and press the right mouse button and select New. To delete a record, place your mouse on the record to delete and press the right mouse button and select the delete option. 55

56 6.7 GOALS The Goals screen is used to track a list of services, and agencies that the client has been referred to assist in the completion of the case plan. This list is also setup in Housekeeping. Enter a start and end date for each goal and a cost associated with it, along with the stage at which the goal is at. To insert a record, place your mouse in the section and press the right mouse button and select New. To delete a record, place your mouse on the record to delete and press the right mouse button and select the delete option. 56

57 6.8 CASE NOTES Use this screen to enter all notes associated with this client s case plan. These notes are stamped with the date and the initials of the caseworker who entered the notes. To insert a record, place your mouse in the section and press the right mouse button and select New. To delete a record, place your mouse on the record to delete and press the right mouse button and select the delete option. 57

58 CHAPTER SEVEN: REPORTS 7.1 REPORTS OVERVIEW Reports are accessible from the main menu. Reports are generated on your screen first. There are navigation buttons to move between pages of a multiple page report. You can also select the printer icon to send the report to a printer. The printer that is used is your Windows default printer. You can also select the disk icon to export the report to a file. The type of file could be a Word, Excel, or PDF file. Exporting a report to a file could allow you to edit the report in another program, or allow you to a report to another agency. The binoculars icon will allow you to search the contents of the report for a specific value or text. 58

59 All Reports are available from the Reports Menu. If you are signing in as a report user, the report menu is all you will be able to see. If you sign in as a Case Management user, you will be able to view the Case management Reports only. A description of each report follows: 7.2 CLIENT REPORTS Summary list of clients This report will produce a list of all recipients you have entered. Information included on this report for each individual is: ~Identification Number ~ Name ~Application status ~Process this client? ~If the B & D is ready to process ~The B&D number This report can be sorted by the client name or the ID number, by selecting the desired 59