How do
I remove a duplicate child record?
To view a video clip of this procedure, click
Infocare recommends that before you click “Add Child”, you change the
category to “All Children” and click search to check to see if the child has
been previously enrolled at your service.
You first need to print off the data that you have for the second
record. This will be removed and loaded
to the original record.
1.
Go to the blue “Child” puzzle
piece on the left hand side and select the child’s name from the “Current
Enrolments” category
2.
To capture the child daily
sign in sheets this child is on, go to the “Child Attendance History” screen by
clicking on the “History” button
3.
Update the “From” date to
capture what child daily sign in sheets this child was on since their enrolment
and click the “Search” button
4.
Scroll to
the bottom of the screen and click “Print” to print a hard copy of this report,
and then click on the back arrow if your internet browser
5.
Click on the
“Previous” button
6.
To capture
the transactions that have been committed for this child, click on the
“Account” button and then “View Transactions”
7.
Update the “From” date to when
this child was enrolled and click “Search”
8.
Scroll to
the bottom of the screen and click “Print” to print a hard copy of this report,
and then click on the back arrow if your internet browser
9.
Click on the “Previous” button
Removing the child’s “History” and “Transactions”
10.
Go to the
“Sign in Sheets” by clicking on the yellow “Sign Sheets” puzzle piece on the
left hand side
11.
Referring to
the “History” print out, select the date of the first sign in sheet the child
needs to be removed from and click “Modify”
12.
Scroll to
the child’s name on the list and in the “Attendance” box, select “Exclude” and
then “Update”
Complete this process for all sign in sheets this child’s name is on.
Once the child record has been “Excluded” from all of the child daily
sign in sheets, recheck the “History” screen to ensure there are no further
records referring to step 2 of this procedure.
13.
Go to the
green “Accts” puzzle piece on the left hand side
14.
Ensure the
category is “Current Enrolments” and the child’s name is selected
15.
Click on the
“Reversals” radial button and click “View”
16.
Put a tick
on the “Reverse” column for all of the transactions and click the “Commit”
button
Once the child has been removed from all of the child daily sign in
sheets and all of the transactions have been reversed, you can now delete that
child record and reinstate the original.
17.
Go to the
blue “Child” puzzle piece on the left hand side, select the child’s name and
click the “Delete” button
18.
Click “Ok”
to the Infocare message
Now to reinstate the original record
19.
While in the
“Child Selection Screen”, change the category to “Children who’ve left” and
click the “Search” button
20.
Select the
child’s name and click on the “Child Returning” button
21.
Update the
date to when this child returned and click the “Continue” button
22.
Enter in the
child’s new timetable and click the “Update” button
23.
Add the
child to the child daily sign in sheets the previous record has been removed
from referring to the procedure “How do I add a child to the sign in sheet who
has started after sign in sheets were created and printed for that day” for all
sign in sheets required
24.
Recreate the
transactions for this child using procedures “How do I create invoices” for
this child and “How do I enter payments from parents” to process any receipts