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January 2017 | Issue #51

Current Releases: SM 8.0.046 (12/06) | AW 3.5.038 (12/19)
 
Webinar: New Tools for the New Year  (1/11 1:30 CDT)
ACEware Systems Newsletter - Information to Run Your Program
ACEware Planning Session Coming Soon; Please Plan Accordingly
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Two days every year, the staff at ACEware Systems retreats from the hustle and bustle of the phones and emails to strategize and plan for the coming year. Things like the Users' Conference, how to better serve our customers, and how to improve our workflow  are discussed.

This year, the Annual ACEware Retreat will be January 24th and 25th with remote worker traveling the 23rd and 26th. Please note these dates on your calendar, as we will not schedule upgrades and maintenance items during this time.  Plan to have your emergencies some other time (though Chuck's cell will be available if you do have a crisis and staff will check phone messages and emails from time to time).

I, for one, am looking forward to this year's retreat. We will be looking over the wish list and planning my demise, er, I mean, my priority of new features for the coming year (or at least have some short term goals since technology changes constantly and there is no way to anticipate all of the needs that come up). As we go through the wish list, we usually come up with some new and interesting ideas and add those to the mix. Do you have something that you want us to consider adding to the program? Email matthew@aceware.com and I'll make sure your idea makes it onto the wish list.

Contributed by Matthew Olson
Allow Online Billing for Certain Customers
One of the features added to ACEweb is the ability to set an amount in the AW Bill Amount field on the Name record's Demographics tab. This is an excellent option for company contacts who register employees online and want to be invoiced for the registrations.

The feature allows the person to submit an invoice for online transactions up to the specified amount, even if they are enrolling in courses that do not allow billing (as per ACEweb Publish Property on course ACEweb Info tab).

For example, if you set the AW Bill Amount to $5,000.00, the person can submit an invoice when registering online-as long as the transaction is $5,000.00 or less. If it is more than $5000.00, they must pay with a credit card.

To enable this option for a person:
 
  1. Open their Name record.
  2. Select the Demographics tab.
  3. Enter an amount in the AW Bill Amount field.  This amount should be the most they can invoice in one online transaction. 
  4. Save your changes to the Name record.

IMPORTANT NOTE :
The AW Bill Amount option does not apply if they choose to pay a deposit on a registration. If they choose the Deposit option, they must pay for the entire transaction with a credit card. It will not allow them to mix a credit card payment and invoice option in a single transaction.

Contributed by Cheryl Scott
Room Use Redesigned
Last month, I promised a new way of viewing and editing room use records. Soon after that, Student Manager 8.0.046 shipped and it included this nifty new feature.

Gone is the grid that looked old and would become haphazard as you edited dates. Now the dates are displayed  in a nice list. When you click on the date you want to work with, that room use item is editable just above the list and can be manipulated by the Roll Date and Delete Date buttons.

The Delete Date is self-explanatory, but the Roll Date needs talked about. What the Roll Date does is take the selected date, skip over the rest of the dates in the room use calendar, and finds the next date that the course could meet on. For example, if your course is supposed to meet Monday through Friday of one week but we know that Wednesday of the last week of class won't work.  Roll Date will move that date to the following Monday since Thursday and Friday are already taken and Saturday and Sunday are dates that don't work for the course.

As an added set of benefits, as you change dates, the list reorders itself; the start and end dates of the course are realigned, and the session count is updated. Once you save everything, this information is copied to the course screen.  Undo will set you back to the last time that you saved everything in case you accidentally do something you didn't mean to do. You can Abandon and that will close you out of those changes without saving as well.

So let's recap. Modern looking: check. Easy to use: double check. More functional than ever before: check, double check, and more check! Go forth and use the new room use screen!

If you want to know more about this feature, please join us for the webinar on January 11th, 1:30 Central (link is at the top of this newsletter). If you miss it, it will be available in are archives after that date. We also have a write-up on this feature in help and you can always contact your technician.

Contributed by  Matthew Olson
2017 Users' Conference: Register before February 1
There are just  26 days remaining to get the best registration rate for our annual conference. On February 1st, the early-bird rate will vanish.

Scholarship funds for conference don't disappear though! They are a benefit of your support agreement. When you register, we will deduct the scholarship amount from your invoice. Call or write me if you need to know the amount your program has available.

Another date to add to your calendar is May 26. Hotel reservations must be made by this date to receive the group rate. Don't put this off. Make your reservation by calling the hotel at 866-882-4484. Be sure to mention the ACEware Users' Conference.


Contributed by Sharon Brookshire
Resolutions for Your Software
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It's a new year! You've set your personal and professional resolutions and you're motivated to get started. Good for you! We're certain that database maintenance and increasing your knowledge about your software is part of your list of professional goals, right? If not, here are a few, ready-made goals with action items. We've made it easy!

Stay Current with Software: Join the ACEware Forum and subscribe to the  Student Manager and ACEweb updates

Clean Up and Maintain:   Review the Student Manager Maintenance Schedule and set reminders on your calendar. Cleanup ACEweb Files.

Train: Join monthly webinars, review archived webinars, attend the 21st annual users' conference. Webinars are free and with a support agreement you have scholarship funds to use for conference.

Engage: Complete the short survey we send when you renew your support agreement. Take advantage of the 60-90 minute annual consultation with your team. It's a benefit of your support agreement, and tailored to your needs and questions. Share software wish list items and webinar ideas with us.
  
There you go! You have some useful and attainable resolutions for 2017. They aren't difficult and will help keep your program running smoothly.

Contributed by Sharon Brookshire
Report of the Month:  Attendance Roster with Grade
Reports | Registrations | Rosters | Attendance Roster | Additional Report(s)
Att. Rost W/Grade (1-15)
Att. Rost W/Grade (16-30)

This landscape attendance roster report allows you to  fit 15 sessions on the report. We created you two  in the base system so that you can have very tidy and similar reports.  It also gives you a template to begin with if you have over 30 sessions on a course.  You you can easily modify to create 31-45 sessions and so on as needed.


If these are missing from your report inventory and you would like to have them, please contact your technician and they can import them into your system.
  
Submitted by Mike Lowry

Here's to your continued success!

Your ACEware team,

- Chuck, Sharon, AJ, Cheryl, Jason, Lindsey, Matthew, Mike, and Stein

 Aceware Systems
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We appreciate hearing from you! If you have questions, comments, or suggestions about this newsletter, please contact sharon@aceware.com

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Aceware Systems
800-925-2493 | matthew@aceware.com | http://www.aceware.com
 


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