Aboriginal Information Systems Per Capita Distribution TOBTAX User Reference Custom Software. Network Services. E-Business. Complete I T Solutions. 2005 - Advanced DataSystems Ltd.
Copyright Information 2005 - Advanced DataSystems Ltd. All Rights Reserved. Reproduction, adaptations, or translation without prior written permission is prohibited except as allowed under copyright laws. PCD-4.8.0 February 13 Notice The information contained in this document is subject to change without notice. Advanced DataSystems Ltd makes no warranty of any kind with respect to this information. Advanced DataSystems Ltd specifically disclaims the implied warranty of merchantability and fitness for a particular purpose. Advanced DataSystems Ltd shall not be liable for any direct, indirect, incidental, consequential, or other damage alleged in connection with the furnishing or use of this information. No part of this document may be photocopied, reproduced, or translated to another language without the prior written consent of Advanced DataSystems Ltd. i
Table of Contents Section 1: Getting Started... 1 Logging in... 1 About the AIS Command Center... 2 Modifying the AIS Command Center Buttons... 2 To Modify the Button Bar:... 2 Hints and Shortcuts... 3 Buttons... 3 Calendar... 4 Keyboard Shortcuts... 4 Mouse Shortcuts... 4 Section 2: Program Setup... 5 Setup a New Program... 8 Find and Modify a Program... 9 Delete a Program... 9 Section 3: Applications... 10 Section 4: Process Payments... 16 Section 5: Reports... Error! Bookmark not defined. i
Section 1: Logging in Getting Started STEP 1: Double click on the shortcut on your desktop: You will then see the AIS Login Screen: AIS LOGIN SCREEN Step 2 Step 3 STEP 2: Enter your USER ID and PASSWORD. CAUTION: NEVER give anyone your personal USER ID or PASSWORD!! STEP 3: Click. When you have successfully logged in, you will see the AIS COMMAND CENTER. AIS COMMAND CENTER Depending on your USER SECURITY PRIVILEGES, you will only see the applications that you have been granted permission to access. 1
About the AIS Command Center OVERVIEW: All controls, functions, and features are categorized and listed as menus and submenus on the top menu bar. The AIS Command Center buttons can be changed to your liking, depending on your responsibilities and which tools you utilize the most. These settings are saved to a user s profile in AIS and will not affect what other users see. (See the following section called Modifying the AIS Command Center Buttons below for step by step instructions on how to modify the buttons on the AIS Command Center.) Each button (or icon ) on the AIS Command Center are quick access buttons to some of the most commonly used components within the AIS database, as illustrated below: Exits and logs out of AIS Modifying the AIS Command Center Buttons The buttons on the command center can be changed to your liking, depending on your responsibilities and which tools you utilize the most. These settings are saved to a user s profile in AIS and will not affect what other users see. To Modify the Button Bar: Select FILE EDIT BUTTON BAR Depending on how you would like to edit the button bar, follow the instructions on the pop-up window, as shown below Follow the on screen instruction s. 2
Hints and Shortcuts Buttons Throughout AIS, you will encounter some standard buttons that you will become familiar with. The table below illustrates these buttons with a brief description: Button Image: What it does: For options, clicking on a box will place a check (meaning yes ); clicking again will deselect the check (meaning no ) Delete Attention only Indicates a completed section Find a record Create New Save changes Open the Calendar 3
Calendar HINT: Wherever a date is to be entered, there is a CALENDAR button Date: field. Clicking on this button will bring up a calendar: at the end of the Select the month from the drop down list Scroll to the year, or type the year Click on the day Use the drop down menu to choose the month; use the up or down arrow buttons to scroll the year back or forward. Then simply click on the day, which will enter the date in the correct MMDDYYYY format. Keyboard Shortcuts Navigating from one field to the next, entering repetitive data, and finding the last record you ve worked on is made easy by using the following keyboard shortcuts : Key or keyboard Combination: TAB SHIFT + TAB Alt + TAB Ctrl + N Ctrl + S Ctrl + R Ctrl + E Action: Moves your cursor to the next field Moves your cursor to the previous field Jump to the next open application on the task bar Create New Save changes Refresh the window Go to User Preferences (colors and/or password) Mouse Shortcuts Right Click: Depending on the field marked by, using the right button on your mouse will bring up a shortcut menu, as shown in the sample Citizen record name field below: 4
Section 2: Program Setup OVERVIEW: Program detail is setup in this screen and determines the period of which applicants are entitled as well as the entitlement amount. Determine the number of eligible members From the AIS Command Center, select CITIZEN REPORTS.ADVANCED CITIZEN REPORTS 4- Print report 1- select report 2- select citizen type 3- select date 1- Select report to print Name List 5
2- Select Citizen type as member from the pop up window 3- Select date as for the effective membership date 6
4- Click print 5- click last page button 5- Click last page button 6- Note eligible number of members 6- Note number of eligible members at end of report. 7
Setup a New Program STEP 1: From the AIS Command Center, select PER CAPITA DISTRIBUTION PROGRAM SETUP. STEP 2: Click, as shown below: Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Step 9 Step 10 Step 11 Step 12 STEP 3: STEP 4: STEP 5: STEP 6: STEP 7: Enter a unique Program Code. Enter a unique Program Name. Enter the date range that the program covers. Enter the cut off date for applications. OPTIONAL: Enter a minimum age and date as of that their birthday must fall before in order for applicants to qualify for this program. If a minimum age is irrelevant, select not be displayed.. If Not Applicable is selected, Age and as of fields will STEP 8: OPTIONAL: Enter a maximum age and date as of that their birthday must fall before in order for applicants to qualify for this program. If a maximum age is irrelevant, select fields will not be displayed.. If Not Applicable is selected, Age and as of STEP 9: Enter the amount each applicant will be entitled to and paid. 8
STEP 10: Enter the GL Expense Account Number that the payments will be debited from. STEP 11: OPTIONAL: Add notes. STEP 12: Click. The program will then be listed on the left. Find and Modify a Program STEP 1: STEP 2: STEP 3: From the AIS Command Center, select PER CAPITA DISTRIBUTION PROGRAM SETUP. Select the Program Name in the list on the left. Details of the program setup will be displayed in the fields on the right. Make any necessary changes. STEP 4: Click. Delete a Program STEP 1: STEP 2: From the AIS Command Center, select PER CAPITA DISTRIBUTION PROGRAM SETUP. Select the Program Name in the list on the left. Details of the program setup will be displayed in the fields on the right. STEP 3: Click. 9
Section 3: Applications STEP 1: From the AIS Command Center, select PER CAPITA DISTRIBUTION APPLICATION You will see the following screen: Step 2 STEP 2: At the end of the field labeled Program at the top, click to search for the specific program to which the member is applying. You will then see the following Browse PCD Programs search window: 10
Step 5 Step 6 Step 3 Step 4 STEP 3: Enter search criteria that best describes the program you are looking for. STEP 4: Click. A list of results that match the search criteria entered in Step 3 will appear in a list above. STEP 5: Locate the name of the program you are searching for and click on it to select it. STEP 6: Click. You will then be returned to the Applications window, as shown below: 11
STEP 7: Click to begin a new application. STEP 8: Click at the end of the field labeled Applicant. You will see the following Browse Citizen screen where you will search for the member record, as described below: Step 7 Step 8 Step 5 Step 6 12
STEP 9: Enter search criteria, such as the member s last name and/or given name. STEP 10: Click. A list of results that match the search criteria entered in Step 9 will appear in a list above. STEP 11: Locate the name of the person you are searching for and click on it to select it. STEP 12: Click. You will then be returned to the Applications window, as shown below: Step 13 Step 14 The Applicant s Address, Registration # and Date of Birth will be automatically populated in the related fields. (This information can only be modified in the Citizen Module of AIS.) STEP 13: The Application Status will default to Open. This status will also effect the Application Processing when the time comes. STEP 14: Enter the Application Date. Step 15 STEP 15: Click. 13
Optional Members In the event that a Citizen is also applying on behalf of their family as well as themselves, do the following AFTER entering the Applicant as described in the previous section: STEP 1: In the list of Applicants under the Citizen tab of the Applications screen, click on the head of families name to select and highlight it, as shown below: Step 1 STEP 2: Select the Members tab at the top. You will then see the following screen: Step 3 Step 4 Step 6 STEP 3: Click. STEP 4: At the end the field labeled Additional Member click. STEP 5: Search for their Membership record in the Browse Citizen window. 14
STEP 6: Click. To add additional Family Members, repeat steps 3 6. Depending on the total number of family members on an application will determine the total they will receive and will reflect on the application of the member representing the entire family, as shown below: 15
Section 4: Application Review OVERVIEW: Program Payments will be ready for processing when all applications are entered and are with an APPROVED status. If the application is NOT in an APPROVED status, payment will not be processed. Therefore the first part is Application Approval Process, as per your internal policy and procedures, then reflecting the Application decision(s) on the application. Application Status Report To assist in the Application Review and Approval Process, the following report can be used: STEP 1: From the AIS Command Center, select PER CAPITA DISTRIBUTION APPLICATION STATUS REPORT You will then see the following screen: STEP 2: At the end of the field labeled Program click. You will then see the following Browse PCD Programs search window: Step 5 Step 6 Step 3 Step 4 16
STEP 3: Enter search criteria that best describes the program you are looking for. STEP 4: Click. A list of results that match the search criteria entered in Step 3 will appear in a list above. STEP 5: Locate the name of the program you are searching for and click on it to select it. STEP 6: Click. You will then be returned to the Application Status Report filter screen, as shown below: Step 7 STEP 7: Click. A preview of the report will appear on screen before printing, as shown below, so you can make sure you are printing the information for the program you want. Click here to print. The report is grouped by Application Status (Open or Approved) and then listed alphabetically for the selected program. 17
When the report is on screen in preview mode, you will see a print toolbar at the top, as shown below: Following describes the print toolbar buttons: Print Zoom in or out Advance to Page 1 Previous Page Page Indicator Next Page Advance to Last Page Stop Loading Search Text STEP 8: If you are satisfied with the report, click to print. You will then see the PRINT MANAGER WINDOW, as shown below: Printer Destination Click to print the report STEP 9: Click. The report will then print on the printer named in Printer Destination. STEP 10: Click to close the Print Preview window. 18
Modifying Application Status OVERVIEW: An application must be in APROVED status before payment can be issued to the claimant(s). STEP 1: From the AIS Command Center, select PER CAPITA DISTRIBUTION APPLICATION You will see the following screen: Step 2 STEP 2: At the end of the field labeled Program at the top, click to search for the specific program to which the member has applied. You will then see the following Browse PCD Programs search window: Step 5 Step 6 Step 3 Step 4 STEP 3: Enter search criteria that best describes the program you are looking for. STEP 4: Click. A list of results that match the search criteria entered in Step 3 will appear in a list above. STEP 5: Locate the name of the program you are searching for and click on it to select it. 19
STEP 6: Click. You will then be returned to the Applications window, as shown below: Step 7 Step 8 Step 9 STEP 7: In the list of applicants on the left, click on the applicant s name to highlight it. The Application information for that Applicant will appear in the fields on the right. STEP 8: Click at the end of the field labeled Application Status and select APPROVED, as shown above. STEP 9: Click to save your change. 20
Section 5: Process Payments OVERVIEW: Program Payments will be ready for processing when all applications are entered and are with an APPROVED status. If the application is NOT in an APPROVED status, payment will not be processed. Processing payments is a 3 part process. Part I is previewing the list of payments that are ready to be processed and verifying that the information is correct. Part II is processing the payments once the preview has been confirmed as correct. Part I: Previewing Payments STEP 1: From the AIS Command Center, select PER CAPITA DISTRIBUTION PROCESS PAYMENTS You will then see the following screen: Step 2 STEP 2: At the end of the field labeled Payment Batch: click to create a new payment batch. NOTE: A list of Payees will appear. The Up-To and Including date field automatically displays the CURRENT DATE. However you can change this date depending on your requirements. 21
Optional Indicates the payment will be included in this batch Step 3 By default, ALL payments will be marked with a. OPTIONAL: Clicking on a will remove the check and will stop the payment from being processed in this batch, but will be available for processing and will appear in a new batch. OPTIONAL: If you only want to process one or a few of the payments in the list, clicking will remove ALL and you can more easily select the ones you want to process at this time. 22
STEP 3: Click. You will then see the following report preview: Step 4 Step 5 STEP 4: Click. This will print the BATCH PAYMENT PREVIEW listing all payments that will be issued in the batch. STEP 5: Click to close the Print Preview window. CAREFULLY REVIEW this report and verify the following PRIOR to processing payments: Are all amounts for each payment correct? Are there payments not appearing on the report that should be? Are there payments appearing that shouldn t be processed? If changes are required, make them at this time. If all payments are correct, go to STEP 6. STEP 6: Click. NOTE: A will appear next to each completed step on the PCD Application Process Screen. 23
The following Report Preview will open in a new window: Step 7 Step 8 STEP 7: Click. Keep this report for your files as a paper trail. STEP 8: Click to close the Print Preview window. STEP 9: Click. This action creates the file that will be imported into Accpac that creates the cheques. Finance will need to know of the name of the file that appears next to the export button, as shown below: Step 9 As per internal policy and procedure, advise Finance that the batch is created and ready to import. 24