Manual June 2017
Contents 1. How to Log into your AdminOnline System... 4 2. Forgotten your Password... 6 3. Changing your Password... 7 4. Online Registration Form... 8 5. Accounting... 9 5.1 How to Invoice (Charge/Discount) an Account... 9 5.2 How to Invoice (Charge/Discount) per Attendee... 11 5.3 How to send one account a Statement, Invoice or Receipt... 12 5.4 How to Record a (Cash/EFT) Payment... 12 5.5 How to send an SMS or Email message about the account... 13 5.6 How to generate a Statement, Invoice or Receipt in PDF... 16 5.7 How to export your list to an excel file... 17 6. Bulk Invoicing & Statements... 18 6.1. Bulk Invoicing... 18 6.2. Bulk Statements... 20 7 Customers Member Profiles... 22 7.1 Change Members Personal detail changes... 22 7.2 Change Responsible person or Communicator... 23 7.3 Change Account details... 23 7.4 Cancel Account... 23 7.5 Re-Activate Account... 24 7.6 Cancel or Stop an Individual member or child... 24 7.7 Reactivate an Individual member or child... 25 Page 2
8. Reports... 26 8.1 Account Journal Entries... 26 8.2 Age Analysis of Customer Accounts... 26 8.3 Class List Report - Calendar... 27 8.4 Class List Report - Group... 27 8.5 Activity Attendance Report... 27 8.6 Monthly Activity Report... 28 8.7 Company Totals Report... 28 8.8 Trial Balance & General Ledger Report... 28 9. Bank Import... 30 9.1 How to Import your Bank Statement... 30 9.2 Capturing your Bank Import Transactions... 31 10. Attendees... 34 11. Transaction Types Chart of Accounts... 35 12. Company Expenses... 36 Page 3
1. How to Log into your AdminOnline System Open using your Google Chrome browser Type in the Address Bar the URL/Address as illustrated in the example Example: gilbert.adminonline.co.za Page 4
You will be directed to the landing page screen of your system where you will be requested to enter your email address & password, click the login button You will now be here: Your Admin or Super user profile with full access Page 5
2. Forgotten your Password On your landing page where you enter your email and password is a button called Forgot Password Enter your email address, click okay, and your current password will be emailed to you. The system will automatically verify your email address with what is on the system before sending it through to you. Page 6
3. Changing your Password Once you have logged into your dashboard. You have the option of changing your password under the settings section. Click on the button change password A pop up box will appear for you to change your log in details Page 7
4. Online Registration Form Parents can now register themselves online, or alternatively you can register your parents details on their behalf Click on the Registration Form button The first page requests the main parent s details This is who is responsible for paying the account To add a second parent Click on the Add Parent button To add a child to the account Click on the Add Children button Once all information has been added. Click on the check box that the Terms & Conditions were read Then to complete registration, click the Register button Page 8
5. Accounting 5.1 How to Invoice (Charge/Discount) an Account To invoice an account, you are debiting the account. Charging for a service, product or registration fee is a standard Invoice which is a Debit. Here is how to Invoice a parent Go to your Accounting button A list of all your accounts will show Highlight the account you wish to make a journal entry on, click the Invoice Customer button. When you highlight the account, the bottom half of the screen is populated with existing transactions on that account. Page 9
A new screen appears where you can allocate multiple transactions. Reason behind the additional screen is to be able to allocate multiple transactions that will form under one Invoice number, in case the parent wants an invoice instead of a statement 1. Date This is day you did the transaction 2. Category of your transactions are important to understand how the transaction must act a. Invoice Discount When you give a client some money back as discount b. Invoice Normal When you charge for one of your standard monthly, quarterly or annual services c. Invoice Other When you charge for a product or item d. Invoice Registration When you charge a registration fee Page 10
3. From & To Date - Optional to add a date showing From and To inside the description of the transaction to make it easier for a person to understand that transaction on their statement 4. Service Name Optional to select the service to populate the price in the amount section 5. Attendee Optional to add, this will be a reference to that transaction. Not part of the transaction 6. Staff who provided service Optional to add, this will be a reference to that transaction. Not part of the transaction 7. Amount If a service is selected, the amount auto populates. You can edit the amount if you want 8. Description VERY IMPORTANT! Ensure the description you type matches the transaction. So the statement is easily understood 9. Comment Optional for you to add reference detail to this transaction eg Marlie Marx did this transaction 5.2 How to Invoice (Charge/Discount) per Attendee You might want to charge a group of attendee s each a specific fee. Eg All the Grade 1 s 1. Go to Accounting 2. Click on List of Attendee s 3. Each line represents one attendee 4. You can now choose your list via the filters or make your selection with the check boxes on left hand side. And bill each group in one go 5. Once you have your list selected, you can now go ahead and Invoice them. Page 11
5.3 How to send one account a Statement, Invoice or Receipt You need to let the customer know about their payment obligation. You can do this as follows: Statement Open up your Accounting button List of accounts will be shown Select by highlighting the relevant account Click on Send Statement button Tax Invoice or Receipt Open up your Accounting button List of accounts will be shown, highlight the relevant account and the transactions will be presented in the bottom half of the screen Highlight now the relevant transaction Invoice or Receipt Then click on the relevant button to send a Tax Invoice or Receipt Invoice or Receipt will be sent to customer immediately 5.4 How to Record a (Cash/EFT) Payment If you choose not to use the Bank Import function in AdminOnline. You can easily capture your account or parent payments under accounting if the money you received came in cash or eft. Go to your Accounting button A list of all your accounts will show Highlight the account you wish to make a journal entry on, then click the Record Payment button, and complete the transaction Page 12
1. Set the date you received the cash or eft from the parent or client 2. How did you receive the cash? EFT or in Cash 3. The Amount you received 4. Description is important, as the parent or client can see you acknowledge their payment 5. Optional field for office use. To remind yourself later why this transaction was done 5.5 How to send an SMS or Email message about the account You might need to remind the Responsible person of the account about their account for example. Account in Arrears Open up your Accounting button List of accounts will be shown Select by highlighting the relevant account Click on Send Email/SMS Page 13
A box will appear for you to enter your text The system automatically defaults to sending as an email, so you can click the check box to send it as an SMS as well or only an SMS by unclicking the email check box Type in your message in the space provided Sms s can only take up to 160 characters Email you can add an attachment Then click the Send button You can check all emails and SMS sent by the AdminOnline system with the auto tracking SMS & email on your dashboard which looks as follows Page 14
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5.6 How to generate a Statement, Invoice or Receipt in PDF You may want to generate a PDF of a statement, invoice or receipt to send to your printer Statement Open up your Accounting button List of accounts will be shown Select by highlighting the relevant account Click on the Download Statement button Invoice or Receipt Open up your Accounting button Top half of the screen Highlight an Account Bottom half shows the transactions in that account Highlight a transaction (Invoice or receipt) Then click on relevant button Download Invoice or Download Receipt The PDF is now ready for you to print or save to your computer Page 16
5.7 How to export your list to an excel file You may want to export your data into an excel format for safe keeping or reference Exporting to excel feature is present in the following functions Accounting Customers Attendees Reports Look for this button on the above screens Page 17
6. Bulk Invoicing & Statements AdminOnline has designed a Bulk feature to allow you to Invoice or send statements in Bulk to save to hours 6.1. Bulk Invoicing How does Bulk Invoicing work? When a parent completes a registration form, they are requested to choose a service for the attendee. These are services you created and associated a price to it. Now you can instruct the system to charge for a specific service or services. And the system will search for and charge each child that is linked to that service. How does discounts apply when Bulk Invoicing? Yes, under your customers profile you can set discount s to either be calculated in percentage or a fixed amount. This is optional for both per account or per child if you choose. When you do a Bulk Invoice run, the system checks to see if there are any discounts applicable, and will add discount on a separate transaction line. How do I use Bulk Invoicing? Select the Bulk Billing button A screen will open up. Top half of the screen represents current or previous billing runs done. Showing you the date the run was done, the amount of accounts that were billed, the grand total for this billing, the services names you billed and a status pending or completed to indicate to you if the transaction or transactions were included in any statement Page 18
you have send out. Completed meaning the parent has been sent a statement where they have seen this transaction Select the Add Billing Run button You now have a pop up box to select the invoice date, an optional description date Example (1 May 31 May) to help parent identify the time frame of this service they being charged for. And then your selection of the actual service you want. Once you click charge, the transaction will immediately appear on the parents accounts. These transactions will remain in a Pending status meaning you are allow to edit or remove the transaction because the parent has not yet received a statement to view this transaction If you would like to reverse this action of all transactions, you can highlight the relevant line on the top half of the screen and select Delete Billing Run If you would like to edit or remove individual transactions, you highlight the relevant line on the top of the screen. The transactions will be listed Page 19
on the bottom half of the screen. You can then highlight the relevant transaction below and select either Delete Invoice Line or Edit Invoice Line 6.2. Bulk Statements The Bulk Statement feature only selects Active Accounts; all inactive accounts are ignored here. Once you are happy that all the accounts have the correct transactions on them. You can now instruct the system to send out the statements in bulk in 3 different ways 1. Accounts in Debt People whose accounts balances shows as outstanding 2. All Accounts All the Active Account on your system 3. Service names Selecting a service name, the system will look for all accounts where there is this service charged for Select the Bulk Statements button Then in the middle of the screen select the button Add Statement Run Page 20
A pop up box appears for you to select your criteria of how you want to send out the statements under Statement Recipient Once you happy with your selection. Click on the Send button then approve the confirmation. The account numbers have been logged, and at 21h00 the evening the system pulls the account transactions and creates a pdf statement of what the statement looks like and then emails it to the clients If you decide you want to stop the Statements from going out at 21h00. You can highlight the relevant line on the top half of the screen and click on the Delete Statement Run to remove all If you want to just remove certain accounts statements. Highlight the relevant line on the top half. The bottom half is presented with a list of statements to go out. Just highlight relevant account and delete the statement by clicking on the Delete Send Entry button Page 21
7 Customers Member Profiles The Customer function focuses on the family profiles and account details. This is where you can alter details such as Change responsible person for the account Change Communication statuses Responsible or Communicators personal details Child or attendee personal details Child or Attendee service links Cancelling an account or attendee Reactivating an account or attendee To access this function, click on the Customers button 7.1 Change Members Personal detail changes This is where you can change the member inside this accounts details Click on the Customers button Highlight the account Then click on the Change Members button You now see a list of the members in that account. If you look to the right of your screen, you can identify which person is the responsible, communicator or attending child on this account, with their box checked Double click on the relevant person and there details will pop up Make changes then save Page 22
7.2 Change Responsible person or Communicator If there are 2 parents of which one is the main and responsible for the account, and they want to swop responsibility for the account, click on the Change Responsible Person and check the new person responsible on the account. To change the communication status of a member Double click on the member, there details pop up. Then check the Communicator box that it is blank 7.3 Change Account details This is where you want to change the account s surname or add an account discount. Highlight the relevant account Then click on the Change Account button Make your changes, then save. 7.4 Cancel Account When a parent no longer requires a services for their child or children. You can simply cancel the account to avoid them from being billed or statements sent to them Highlight the relevant account and click on the Cancel Account button. You will be offered a choice to send a statement to the client The client s status will show as In-Active in your business. Page 23
7.5 Re-Activate Account If a client returns, you can simply follow the same path and Reactivate their account Highlight the relevant account and click on the Re-Activate Account button. Your Admin Inbox will be populated with all the previous service links attached to the attending members Once you have resolved all the services, the account is fully re-instated. Billing and statements will now have effect for this account. Status will change back to Active in your business. 7.6 Cancel or Stop an Individual member or child You might have the scenario where a parent has 2 children under their account and only one of them wants to stop These children will be individually Stopped or Cancelled under Change Members inside Customers Go to your Customers button Highlight the relevant account and click on the Change Members button A list of members of this account are listed, highlight the relevant child Then click on the button Cancel Attendee Now the child will not be affected by a Bulk billing run, and all the Service Links to this child are disconnected The child will also be removed from any Calendar entries he/she was on Page 24
7.7 Reactivate an Individual member or child The child returns and you can reactivate him as he was before Go to your Customers button Highlight the relevant account Click on Change Members button Highlight the relevant child Click on Reactivate Attendee Your Admin Inbox now requires your approval on the Service Links the child was attached to before, as they have now been reconnected Page 25
8. Reports 8.1 Account Journal Entries If you need to search your system for anything specifically related to an account number, amount, date range or description. You can use the Account Journal Report to find transactions Click to Reports button Select Account Journal Entry Click on View Report button 8.2 Age Analysis of Customer Accounts If you need an Age Analysis of all your Active clients Click on Reports button Select Age Analysis Click on View Report Page 26
8.3 Class List Report - Calendar If you need to pull a class list report, but one consisting only of attending members in your Calendar setup Click on Reports button Select Class List Click on View Report Select the type of list Calendar Optional to select the teacher name The click Submit 8.4 Class List Report - Group Click on Reports button Select Class List Click on View Report Select the type of list Group Optional to select the teacher name The click Submit 8.5 Activity Attendance Report If you would like an attendance register report Click on Reports button Select Company Attendance Overview Click on View Report Select your start and end date Optional to select the teacher name The click Submit Page 27
8.6 Monthly Activity Report This is a general overview of your Calendar Click on Reports button Select Company calendar overview Click on View Report The click submit 8.7 Company Totals Report Company overview report contains, customers overview, financial overview, attendee grouping overview, attendee competency overview Click on Reports button Select Reports of all the Company s Totals Click on View Report Select Start and End date The click submit 8.8 Trial Balance & General Ledger Report Go to the Reports button on your AdminOnline Now select the line Company Totals Report and click the button View Report button Page 28
You will be prompted for a start and end date, then click submit You can now save the excel file to your desktop or even email it as an attachment Page 29
9. Bank Import 9.1 How to Import your Bank Statement AdminOnline allows you to import your Bank statement into the system for more accurate and quicker allocation of payments and expenses. First step, go to your online banking account. And download your required bank statement to your computer. Second step, go to your AdminOnline, and click on the Bank Recon button On the bottom left of your screen you will see the button Import CSV button. And select in the drop down from which bank you have downloaded the csv Once you click it, a pop up box appears. You can select the Bank account type under Bank Selection, and then skip the CSV Name click on the button Browse for CSV Page 30
Now select the file and it will automatically be imported into your bank recon, you should see the transactions in the list in your AdminOnline bank recon. 9.2 Capturing your Bank Import Transactions Once the import is done your system should look as follows Now highlight a transaction by double clicking on it. You will notice drop downs appear on the following columns Customer Deposit, Expenses/Other, and Status If the transaction is a payment made to you by a parent, then click on the drop down which falls under Customer Deposit. We made it very easy to find the right account, by adding a filter to find the account. You can look for the Account name, Account number, invoice number, name and surname of the parent, name and surname of the child. Page 31
Now that you have the correct account, go to the status drop down to approve the transaction. Once you have selected the account and status approved, then click save. The system will add the transaction to the parents account. Page 32
Capturing your Expenses Find the transaction that is an expense. Double click on it Column will open up with a drop down option Open drop down, and select the relevant folder for this transaction Select the status to approved Once you have allocated and approved all the transactions Click on Save below to allocate these transactions permanently Page 33
10. Attendees The Attendees button focuses on children. So it brings you a complete list of your children within your school and there details. This becomes handy if you need to start communicating to a certain group of children, for example. Monday Toddler class is cancelled due to serious storms. You open up your attendee s function Click on the filter for School/class/group Type in Monday Toddler class A list of children who fall within that group are listed Now click on the Message to List button A box pops up where you can choose SMS or email and type your message Maximum 160 characters Click Send then an email will be direct to every single one of those children on the list communicating parent. This function can also be used to send one message: Highlighting the relevant child Click on Message to Selected Box pops up to choose via SMS or email and to type your message Max 160 Characters Click Send and only that child s communicating parent will receive the message Page 34
11. Transaction Types Chart of Accounts When you are allocating other incomes or expenses in your bank recon and you see the wording is not correct or there is a expense type you would like to add for example Water and electricity. This is where you can add, edit or delete any Chart of Accounts (Transaction Types) Click on the Chart of Accounts button. A list of all the current expense types will be listed. To add one, simply click on the Add Chart of Accounts button and complete the new tab. To delete, highlight the relevant transaction and click the Delete Chart of Accounts button. To edit, highlight the relevant transaction and click the Edit Chart of Accounts button and complete the tab. Page 35
12. Company Expenses The company expense s is used to add or remove journals, this excludes parent payments. So in your bank statement you approved a transaction incorrectly. You can delete it here and then add the journal. Click on the Company Expenses button. To add a journal, click the Add Journal button. Now complete the tab for your transaction. To delete a journal entry, simply highlight the incorrect journal, and click on the Delete Journal Entry button. Page 36
General Support Clamber Club Head Office (Kathy) 011 025 5825 or 011 325 2031 info@clamberclub.com Technical Support 012 683 8893 support@adminonline.co.za More Information http://www.adminonline.co.za/faq