A:

1. Finish processing all payments (client and vendor) for the period
2. If there are payments to be reversed, then they should be reversed prior to printing of reports
3. Print the Following Reports:
• Month To date Totals (From the Select Reports menu, select To Date Totals)
  
• Payment History (select the Client History Reports from the Select Reports menu)
  
• Print the Vendor Payment History report from the reports menu
  
• These would be the minimum reports to print. Your Social Services Module offers over 80 different report types, such as clients lists and graphs. We suggest printing all of the reports on a regular basis and decide which ones you would like to incude as part of your Month End Process.
4. BACKUP YOUR DATA - We can't stress how important this is. Backing up your data on a regular basis will save you both time and money in the long run.
5. Have the Administrator or Power user sign in and run the clear Month To Date totals function from the Periodic processing menu. Select the Run button to run the function. When you exit the screen, you must select Yes to save your changes.
   

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A:

1. Select Client Payment Processing from the Explorer menu on the left.
   
2. If this is not your first run, you may need to select the re-initialize B&D button. Selecting this button will bring all of your clients that have a check mark in the Re-initialize B&D field on their B&D screen. This step is optional and depends on your situation.
3. The processing Type (batch type), is set by the administrator, and should not be changed unless consulting with them first.
4. Select the appropriate payment frequency
5. The first and last client number fields will be filled in with the first and last clients in the database. You can change these to select a narrower range of clients to include.
6. If you have created selection lists, you can pick it in the Selection List filed.
7. The pre cheque register can be sorted by name or ID
8. The report type can de detail or summary
9. The transaction date will default to today’s date, but you can select another date. It becomes the posing date in the payment batch, if you are integrating with Sage Accpac ERP.
10. The cheque date will also default to today’s date, but it can be changed to reflect the date that you want on all of the cheques.
11. The Caseworker field can be used to filter the pre-cheque register by a specific caseworker. None, means that all this filter is not being used.
12. If you place a check mark in the box, clients with errors are ignored, then if the client records contains any errors that would prevent a cheque from being issued, they will be ignored on the report and subsequent batch creation.
• The Description area is used to enter a brief description about this cheque run.
13. The process button is used to generate the pre-cheque register report on your screen.
    
14. Once the report is generated on your screen, you can select the printer icon to direct the report to a printer. Select the close button to close the report from the screen and continue.
15. If the report is empty, or contains errors, or you are missing clients, you may have to go back and look through all of the selections made before the pre-cheque register was generated and select different options. You may also have to go look through the client’s file and payment details to see why they are not included.
16. If you have selected different pre-cheque register options or made changes to client records and payment details, the pre-cheque register must be re-generated
17. BACKUP YOUR DATA
18. Double check if you BACKED UP YOUR DATA?
19. The next step would be to create the batch, by selecting the create batch button towards the top of the screen. Once you select that button, you must then confirm that you want to create the payment batch. The next message that will pop-up will indicate how many batch files were created.
    
20. Your next step is to select the Print cheques button. You will see a list of batches in the window on the right that are available for processing.
21. If your batch type is SA, then it will be necessary to load up your printer with cheques after selecting the batch and confirming the starting cheque number
22. If your batch type is Sage Accpac, this step will assign control numbers to the payments. Cheque numbers will be assigned in Accpac.
23. Make sure each batch of cheques is printed, the status of the batch will indicate printed.
24. After all cheques are printed and accepted, select the After cheque production button, and print out the General Ledger summaries & cheque registers.
25. After the cheques registers have been printed, you can select the button to delete the batch. When you highlight your batch and you see a Print icon as well as a delete icon, then the cheque register report has not been printed, if only the delete batch button is available, then all of your steps are complete, you will notice the batch status says complete.
    
26. Make sure you do print the cheque register and accept it before deleting the batch, otherwise the cheques processed will not be recorded in history reports.

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1. To log into the program for the first time, you will have to sign in as the Administrator. Use the User ID and password provided by Abenaki.
   
2. Once logged in go to help then register and key in the serial number provided to you by Abenaki.
3. From the Explore menu (left panel), select the Organization menu option and then select the New button under the work organizations in the window on the right. Complete the general information screen and save. Complete the batch production screen and save as well as the EFT production screen if required press save and close.
   
4. Next setup each type of user. To access the user maintenance screen for the first time you must be signed in as the administrator user. Create at least one Power user and one Standard user to perform functions in the program.
   
5. Exit the program. Log in as the Power type user you just created in step 4.
6. Customize / Modify the dictionary items; these dictionaries can be modified by the Administrator or power user. These dictionary items will be available in different sections of the Social Assistance module for the standard type user. Many of these dictionary lists have values already assigned, but can be added to at any time. These dictionaries are a way for you to customize the module to meet your requirements.
   
7. Once the dictionaries are setup, exit the program and long in as the standard type user to begin entering clients.

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A: If you have not customized the dictionary items for provinces, there will be nothing to choose from in the drop down list. While logged in as the power type user, to add a province, select provinces form the Housekeeping menu option. Select your organization (in place of default), and select the new button. Type the name and abbreviation for the province or state; the description field can be left blank.

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A: The Administrator can create & delete users, change dictionary items for any organization and create organizations. The Power user can create & delete users & clients as well as change dictionary items within their organizations.

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A: To modify or edit an existing user, select the users menu option form the Housekeeping menu on the left. A list of users will be displayed in the window on the right. Select the user to edit by selecting the pencil type icon next to the name. Make necessary changes and select the save and close button.

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A: Try to narrow down the client(s) you are missing. Please note if a client does not appear on the pre-cheque register 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.

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A: Please follow the steps outlined below:

1. Log into the program as the standard type user, once you entered all the clients including B&D and payment details you can begin payment processing.
2. Go to client cheque processing under the payment processing menu option in the explorer window.


3. 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. Click on the pre-cheque register under the client payment processing window on the right make sure you choose the payment frequency; the processing type was defined earlier by the administrator when the organization was setup
• Select a range of clients you wish to process
• 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
4. Select the Process Button. This will generate a Pre-Cheque register report on your screen. You can print the report and review before proceeding. Please note 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.
   
5. Print B& D forms.
6. Click the create batch file icon; which will only be available if the pre-cheque register report contains no errors. The icon is located next to the process button.
7. 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.
   
8. Once you enter your starting cheque number, the cheques will be printed on your screen. Select the printer button to direct your output to the printer. You will have to repeat these steps for each of the batches created.

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A: Perform the following steps:

1. Sign into the program as the power user for the organization
2. Select Periodic Processing and History/Reversal from the Housekeeping menu
3. Then select History/Reversal
   
4. If it is a client cheque, search for the cheque number to reverse
5. If it is a Vendor cheque, place a check mark in the Box next to Is Vendor? To display a list of Vendor cheques
6. When you have selected your cheque, you can select the print button to print out the details of the cheque (optional)
7. Select the Reversal Button, the cheque status will change to reversed.
8. If desired, you can select the print button again, to print a report indicating that the cheque has been reversed
9. There is no un-reverse, so we recommend that you do a backup of the database before reversing cheques; and take a moment to verify that you are reversing the correct cheque number.

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A: Windows Vista will support HIMS. To avoid any complications we strongly recommend that you download the updated patches, and upgrades.

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A: In addition to generating a “paper” version of your report, you are also able to export or send your HIMS reports as a *.pdf, *.txt, *.doc, *.rpt and as a *.xls file format.

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A: HIMS will allow you to backup your data and store it in a specific location. Backing up your HIMS data is easy to do whichever backup utilities you use i.e. backup CD, or memory stick. This practice will ensure that your data is secure.

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A: Yes you are able to install HIMS for a network environment and as a “server” on a regular workstation, but before installation you must first ensure that your systems meet or exceeds all recommended requirements.

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A: Yes you are able to install HIMS for a network environment and as a “server” on a regular workstation, but before installation you must first ensure that your systems meet or exceeds all recommended requirements.

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A: HIMS will not allow the end user to upload images larger than 2MB. This is done to minimize data space and keep the program running at an acceptable speed. Many digital cameras allow you to define the resolution / size of your photos - changing this setting can help reduce file size.

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A: Yes, PSSM will work with Windows XP Professional Operating system or Windows Vista (32bit)

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A: Yes, if you are networking the program and installing it on a server. You must meet the minimum system requirements for the Server (Question 3) and networking (Question 4) to ensure the program functions properly.

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A: Yes, the server minimum requirements include: Pentium 4, 4 GHZ, with CD /DVD ROM drive, 4 GB of RAM (Required for network installations only). Server Operating System: Windows 2003 or 2008 Server with all the latest service packs. (Required for network installations only).

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A: Yes, PSSM can be networked as long as you have a Network Interface Card for your system. Ethernet 100mbps interface cards and hubs installed in the Server and each workstation are the minimum system requirements to have the Education program networkable. For each additional user, Lanpak licenses must be purchased.

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A: When setting up rates as Admin ensure you enter a max range higher than $0. Enter in an amount that is higher than any payouts you have set up for your students. The end date of the rate should also be completed with a date for as late as possible (i.e. Dec 31, 3008). This will avoid you having to update the end date frequently.

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A: Go into housekeeping and then select the ‘Vendors’ option on the left hand side of the screen. Click ‘New’ at the top of the right hand screen and enter the appropriate information about the vendors.

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A: If a student is not on the pre-cheque register report but should be, please check the following:

• Verify the student is entered into the system.
• Verify payment details exist for this student.
• Verify that the student’s status is approved active.
• Verify that the student has payment details for the payment frequency that you have selected.

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A: The 'Create Batch' button will only be available if the pre-cheque register report contains no errors. View the report and fix any errors that are listed.

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A: Reversing cheques will update the ‘to date’ totals, so cheques should be reversed before your month end is performed. To reverse a cheque you must be logged in as a power user or admin:

• Select ‘Periodic Processing and History/Reversal’ option from the list on the left hand side of the screen.
• Select the History/Reversal option from the periodic processing menu.
• If logged in as admin: Select your organization (in place of default).
• Select the ‘Is Vendor’ box at the top of the right hand screen if reversing a vendor cheque.
• Select the cheque to reverse, by using your mouse to highlight the number.
• Select the ‘Reversal’ button at the top of the screen. The status of the cheque will change.
• Select the ‘Print’ button to print a report to confirm that the cheque has been reversed.

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A: In order to for cheques to go into the history you have to delete the cheque batch from ‘After Cheque Production Report’ under Student Payment Processing. You will have to be logged in under Standard User to access this.

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A: To Access the user maintenance screen you must sign in as the administrator type user. Select the System Access menu option from the window on the left. Then click the Add User menu option. From the window on the right complete the user details, once all the fields are completed, click on the Submit button. Collapse

A: To Access the Add People menu option you must sign in as the Clerk type user to add a new person. In the window on the left select Add People from the People menu option list. On the right the Add People window will appear, once the person’s detail tabs are completed click the save button. Collapse

A: To Access the Edit People menu option you must sign in as the Clerk type user. From the window on the left click on the Edit/View People menu option from the People menu option list. On the right the Edit/View People window will appear, then you can search specifically for the person you wish to add a picture. Your search results will appear in the window below, highlight the person and click the Edit button on the bottom left. Under the personal tab, click on the Browse button inside the Photo area then search for the picture you wish to add and press Open. Click on the update button to save the new picture then press OK. Collapse

A: To Access the Report menu option you can log into the computer as any type of user. Each user type has the ability to print reports. From the window on the left click the Report you wish to view from the Report menu list. The report will be generated on your screen first. From the Report window on the right choose your search criteria and click on the search button. Your search results will appear in the window below, next click on the Display Report button on the bottom left. You can then select the printer icon to send the report to a printer. You can also select the disk icon to export the report to a file. The file could be a Word, Excel or PDF file. Collapse

A: To exit the CMIS go to the file then exit, or press the “X” at the top right corner of the screen. Collapse

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