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CHAPTER 1 - SYSTEM LOGIN 1. Login CHAPTER 2 - SETTINGS 1. Company Profile 2. Sync Settings 3. User / Group Permission 4. Account code 5. Accounting Period CHAPTER 3 - MAINTENANCE 1. Students 2. Parents 3. Teacher 4. School 5. Level 6. Relation 7. Class 8. Schedule 9. Charges 10.Subject 11.Package CHAPTER 4 - TRANSACTION 1. Registration Wizard 2. Withdrawal Wizard 3. Bill Generation 4. Payment 5. Invoice CHAPTER 5 - REPORTS 1. Student 2. Bill 3. Payments 4. Schedule CHAPTER 6 - UTILITY 1. Post to Accounting 2. Backup 3. Restore 4. Clear Database 5. Sync Data

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SYSTEM LOGIN

2. System Login

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1. Key in the user name. 2. Key in the password. 3. Click [Login] button or press the [Enter key].

The system default user name is "admin" and the default password is "admin". Click here to see how to add a new user or manage user accounts.

SETTINGS

2.1.0 Company Profile

Select the [Setting] tab Click the [Company Profile] button

1. Click the [New] button to create a new company profile. 2. To edit an existing company profile, select the profile and click the [Edit] button. 3. To delete a company profile, select the profile and click the [Delete] button.

2.1.1 New Company Profile

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6 2. Key in the password (The default password is "admin") 7

1. Key in the user name (The default username is "admin") 3. Click Login button or press the enter key.

1. Key in the company information. 2. Key in the company code. 3. Insert the logo of the company. 4. Key in the company address. 5. Key in the contact details. 6. Key in the email address. 7. Key in the remarks. 8. Click the [save] button. The company code refers to the branch code. If you have more than once branches, make sure the company code is unique for each of the branches.

2.1.2 Edit Company Profile

1. Select the company that you want to edit. 2. Click the [Edit] button.

1. Edit the details as you need. 2. Click the[Save] button.

2.1.3 Delete Company Profile

1. Select the company that you want to delete. 2. Click the [Delete] button.

3. Click the [Yes] button to conform that you want to delete.

2.2 Sync Settings

Select the [Setting] tab Click the [Sync Settings] button

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1. Key in the branch ID. 2. Key in the host. 3. Key in the IP Address. 4. Key in the port number. 5. Key in the server database name. 6. Key in the login user name. 7. Key in the password. 8. Click the [Test ] button. 9. Click the [Save] button.

If you key in the host address [2], then you no need to key in the IP address. System requires either host address or IP address only. When you click the test button, the system will test the connections and if the connection is successful, the system will prompt a confirmation message. Click save button only after the connection is succeed.

2.3.0 User/ group Permission

Select the [Setting] tab Click the [User/group Permission] button

1. Click the [New] button if you want to create a new user. 2. If you want to edit an existing user, select the user and click the [Edit] button. 3. If you want to delete a user, select the user and click the [Delete] button.

2.3.1 Add new user

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1. Key in the name of the new user. 2. Key in the mobile number of the user. 3. Key in the user name. 4. Key in the password. 5. Set the user access details. 6. Click the [Save] button. You can control the access to the system based on the user types For example: Admin user will have the full access to the system and the normal users will have limited access to the system. User access details can be selected one by one or you can select all by tick the check box at the top of the each column. User name should be unique and you cannot create a new user with a same user name that is already existing in the system.

2.3.2 Edit Users

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1. Change the user name. 2. Change the mobile number. 3. Change the user name. 4. Change the password. 5. Set the user access details. 6. Click the [Save] button. You can change one or all value from no1 to no5 above. User name should be unique and you can't change to a user name that is already existing in the system.

2.4. Account code

Select the [Setting] tab Click the [Account Code] button

1. Select the company that you want to edit. 2. Click the [Edit] button.

1. Edit the account number 2. Click the[Save] button.

2.5. 0. Accounting Period

Select the [Setting] tab Click the [Accounting Period] button

1. Click the [New] button if you want to create a new period. 2. If you want to edit an existing period, select the period and click the [Edit] button.

3. If you want to delete a period, select the user and click the [Delete] button. 4. Tick the [Closed] button, to close an accounting period.

2.5.1. Accounting Period

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1. Key in the name of the period (E.g. "2013 Finance year"). 2. Select the start date.

3. Select the end date. 4. Click the [Save] button, to save the new accounting period.

MAINTENANCE

3.1.0. Students

Select the [Maintenance] tab Click the [Students] button

1. Click the [New] button if you want to create a new student. 2. If you want to edit an existing student, select the student and click the [Edit] button. 3. If you want to delete a student, select the student and click the [Delete] button.

3.1.1 Add new student

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1. Select the photo of the student. To insert the photo from your media drives, click the [Select Photo] button and insert the photo. Otherwise to capture a new picture, click the [Capture Photo] button. 2. Key in the name of the student. 3. Key in the IC number. 4. Select the date of birth of the student. 5. Select the gender. 6. Select the race from the drop box.

Capture photo function requires a image device such as webcam, digital camera is installed with the computer. No additional configuration is required and the ecosis will detect any digital image devices as long as the device is installed on the computer with the appropriate driver.

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1. Key in the contact details of the student. 2. Select the ID of the student. You may select either primary or secondary from this list. 3. Select the current school of the student. If the school is not in the list, you can add a school instantly by click the 5. Select the status of the student whether active or inactive. 6. Select the level of the student. If the level is not in the list, you can add a new level instantly by click the 7. Key in any remarks. 8. After key in all the information of the student, click the [Parents/Guardian Information] tab. button.

4. Select the join date. This date refers to the date when the student joins your tuition centre.

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1. If the parent is already in the existing database, click the [Select Parent/Guardian] button, and select the parent . Once you select the parent, the system will load all the information automatically. If the parent is not in the database, you have to key in all the details of the parent manually. 2. Select the relationship of the parent / guardian to the student. 3. The system requires a secondary parent/guardian information as well. However, it not necessary to have two separate contact information are the same, tick the [Same as primary button] and the system will load all the information that is same as the primary contact information. 4. Select the relationship of the parent / guardian to the student. 5. If the secondary contact information is different from the primary, and if the information in the existing database, click the [Select Parent/Guardian] button, and select the parent . If the information is not in the database, you have to manually key in all the information. 6. Click the [Save] button.

3.2.0. Parents
Select the [Maintenance] tab Click the [Parents] button

1. Click the [New] button if you want to create a new parent. 2. If you want to edit an existing parent, select the parent and click the [Edit] button. 3. If you want to delete a parent, select the parent and click the [Delete] button.

3.2.1 Add new parent

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1. Key in the name of the parent. 2. Key in the address. 3. Key in all the contact details. 4. Key in the occupation of the parent. 5. Key in the company of the parent. 6. Select the [Reminders] tab.

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7. Ecosis will send automatic notification about class schedule reminder and billing reminder. You can turn off these reminders by just uncheck it. 8. Click the [Save] button, and the new parent will be saved in the database.

3.3.0. Teacher
Select the [Maintenance] tab Click the [Teacher] button

1. Click the [New] button if you want to create a new teacher. 2. If you want to edit an existing teacher, select the teacher and click the [Edit] button. 3. If you want to delete a teacher, select the teacher and click the [Delete] button.

3.2.1 Add new teacher

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1. Select the photo of the teacher. To insert the photo from your media drives, click the [Select Photo] button and insert the photo. Otherwise to capture a new picture, click the [Capture Photo] button. 2. Key in the name of the teacher. 3. Key in the IC number. 4. Select the date of birth of the teacher. 5. Select the gender. 6. Select the race from the drop box. 7. Click the [Education Information] tab.

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1. Select the qualification. If the qualification is not in the list you have to add a new qualification. Click here to see how to add a new qualification. 2. Key in the name of the school. If the qualification is not in the list you have to add a new qualification. Click here to see how to add a new qualification. 3. Select the month from (month from when the degree/studies was started). 4. Select the year from. 5. Select the month to (month from when the degree/studies was completed) 6. Select the year to. 7. Click the [Add] button. You can add more than one qualification as applicable. 8. Click the [Save] button to complete.

3.4.0. School
Select the [Maintenance] tab Click the [School] button

1. Click the [New] button if you want to create a new school. 2. If you want to edit an existing school, select the school and click the [Edit] button. 3. If you want to delete a school, select the school and click the [Delete] button.

3.4.1 Add new school

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1. Key in the school name. 2. Click the [Save] button.

3.5.0. Level
Select the [Maintenance] tab Click the [Level] button

1. Click the [New] button if you want to create a new level. 2. If you want to edit an existing level, select the level and click the [Edit] button. 3. If you want to delete a level, select the level and click the [Delete] button.

3.5.1 Add new level

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1. Key in the level code. 2. Key in the level name. 3. Click the [Save] button.

3.6.0. Qualification
Select the [Maintenance] tab Click the [Qualification] button

1. Click the [New] button if you want to create a new qualification. 2. If you want to edit an existing qualification, select the qualification and click the [Edit] button. 3. If you want to delete a qualification, select the qualification and click the [Delete] button.

3.6.1 Add new qualification

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1. Key in the short name of the qualification. E.g: B.sc 2. Key in the full name of the qualification. E.g: Bachelor of Science in Financial Accounting 3. Click the [Save] button.

3.7.0 Relation
Select the [Maintenance] tab Click the [Relation] button

1. Click the [New] button if you want to create a new relation. 2. If you want to edit an existing relation, select the relation and click the [Edit] button. 3. If you want to delete a relation, select the relation and click the [Delete] button.

3.7.1 Add new level

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1. Key in the level code. 2. Key in the level name.

3.8.0. Charges
Select the [Maintenance] tab Click the [Charges] button

1. Click the [New] button if you want to create a new charge. 2. If you want to edit an existing charge, select the charge and click the [Edit] button. 3. If you want to delete a charge, select the charge and click the [Delete] button.

3.8.1 Add new charge

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1. Key in the name of the charge (E.g. "Registration fee"). 2. Key in the amount.

3. Select the fees cycle. 4. Click the [Save] button, to save the new charge.

3.9.0. Subject
Select the [Maintenance] tab Click the [Subject] button

1. Click the [New] button if you want to create a new subject. 2. If you want to edit an existing subject, select the subject and click the [Edit] button. 3. If you want to delete a subject, select the subject and click the [Delete] button.

3.9.1 Add new subject

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1. Key in the name of the subject. 2. Select the level 3. Key in the fees.

4. Select the fees cycle. 5. Key in the description 6. Click the [Save] button, to save the new subject.

3.10.0. Package
Select the [Maintenance] tab Click the [Package] button

1. Click the [New] button if you want to create a new package. 2. If you want to edit an existing package, select the package and click the [Edit] button. 3. If you want to delete a package, select the package and click the [Delete] button.

A Package is a consists of two or more subjects for a special price. A student can be registered for only one package along with any number of individual subjects.

3.10.1 Add new subject

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1. Key in the name of the package. 2. Key in the fees for the package. 3. Select the fees cycle. 4. Select the subjects for the packages. Any number of subjects can be selected under a package. 5. Select any charges that is applicable for the package. (E.g- "Registration fees") 6. Click the [Save] button, to save the new package.

3.11.0 Class
Select the [Maintenance] tab Click the [Class] button

1. Click the [New] button if you want to create a new class. 2. If you want to edit an existing class, select the class and click the [Edit] button. 3. If you want to delete a class, select the class and click the [Delete] button.

3.11.1 Add new class

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1. Key in the class code. 2. Key in the class name.

3. Select a colour for the class. 4. Click the [Save] button, to save the new class.

TRANSACTION

4.1.0. Registration Wizard

Select the [Maintenance] tab Click the [Subject] button

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1. Select the parent. Parents can be selected from the dropdown list or from search from the database. If the parent is not in the database, you can create a new parent by click the button. 2. Select the student that you want to register. Student also ban be selected from the dropdown box or by searching the student and select. If the student is not is the list, click the button to create a new student. 3. Select the registration date. 4. Click the [Next] button to continue.

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1. Select a package if the student want to choose a particular package. Note: Package is just an optional and if the student doesn't want to choose any package, you can just register individual subjects. 2. Select any additional subjects that the student want to register. Press and hold [Ctrl] key and select multiple subjects. 3. Click the button to add the additional subject to the list.

4. Select any additional charges if applicable. 5. Click the [Next] button to continue.

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1. Select the suitable schedule for the student. Schedules will appear based on the subjects that you have selected. Tick the check boxes to select the schedules. 2. Click [Next] button to continue.

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1. System will show the bill summary for the registration. The total amount will include the package/subjects charges that you select and the additional charges. 2. Click [Next] button to continue.

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1. Select the payment date. 2. Key in the payment amount. 3. Select the payment mode. 4. Key in the pay detail. 5. Key in the description. 6. Click the button, to add the payment. 7. Click the [Finish] button, to finish the student registration wizard. 8. Now you can print the receipt, and send payment notification via SMS/Email.

4.2.0 Withdrawal Wizard

Select the [Maintenance] tab Click the [Package] button

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1. Select the student that you want to withdraw. 2. Or, to search the student, select whether you want to search by name or IC number. 3. Key in the name or IC number. 4. Click search button and select the student from the results. 5. Click the [Next] button, to continue.

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1. The system will show the invoices of the student. 2. Click [Next] to continue.

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1. The system will show the bill summary of the student. 2. Click [Next] to continue.

In order to withdraw a student from the tuition centre, all the outstanding fees must be paid upon withdrawal. Students are not allowed to withdraw without settle all the pending invoices.

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1. Select the payment date. 2. Key in the payment amount. 3. Select the payment mode. 4. Key in the pay detail. 5. Key in the description. 6. Click the button, to add the payment. 7. Click the [Finish] button, to finish the student withdrawal wizard. 8. Now you can print the receipt, and send payment notification via SMS/Email.

4.3.0. Bill Generation

There are two types of bills that you can generate in ecosis. AdHoc Bill Scheduled Bill

Select the [Transaction] tab Click the [Bill Generation] button

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1. Select the [Transaction] tab. 2. Click the [Bill Generation] button. 3. Select [AdHoc Bill Generation].

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4.3.1 AdHoc Bill Generation

1. Select the student that you want to generate the bill for. 2. Select the charges.

Tick [Select All] to select all the charges and click [OK] button. 3. Select the date that you want to generate the bill. 4. Click the [Generate] button. 5. Click the [Save] button, to save the generated bill. After you generate the bill, you are required to save the bill. Unsaved bills will not be saved in the database even if you generate it.

4.3.2 Scheduled Bill Generation

1. Select the student that you want to generate the bill for. 2. Select the date that you want to generate the bill. 3. Click the [Generate] button. 4. Click the [Save] button, to save the generated bill.

4.4.0 Payment

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1. Select the parent. You can select the parent from the list or you can search by click the button. 2. Select the student. 3. Select the invoice that you want to make payment. 4. Key in all the payment details. 5. Click the button to add the payment. 6. Click the [Save] button to save the transaction. 7. Click the [Print] button to print the receipt.

4.5.0 Invoice
Select the [Transaction] tab Click the [Invoice] button

1. You can filter the invoice by search by any value. To filter the invoice, just key in the search value and the system will filter and show the invoice in real-time as you type. 2. To edit the invoice, select the invoice and click the [Edit] button. 3. Click the [Export As PDF] button to export the invoice listing to a PDF file. 4. Click the [Export As XML] button to export the invoice listing to a Microsoft excel file. 5. Click the [Print ] button, to print the invoice listing. 6. If you want to delete a n invoice, select the invoice and click the [Delete] button.

REPORT S

5.1.0 Reports

Ecosis enables the user to generate reports on students, bills, payments and schedule. There are two types of reports, tabular report and crystal report, can be generated in ecosis system.

5.1.1 Students Tabular Report

Select the [Reports] tab, and click the [Student] button. Select the [Tabular Report] to generate the students report in tabular report format.

1. You can filter the student report by search by any value. To filter the report, just key in the search value and the system will filter and show the report in real-time as you type. 2. Click the [Export As PDF] button to export the student report to a PDF file. 3. Click the [Export As XML] button to export the student report to a Microsoft excel file.

5.1.2 Students Crystal Report

Select the [Reports] tab, and click the [Student] button. Select the [Crystal Report] to generate the students report in tabular report.

By using crystal report, you can print the report, export the report to several types of file, and Email the report as attachment.

5.2.1 Bills Tabular Reports

Select the [Reports] tab, and click the [Bills] button. Select the [Tabular Report] to generate the bills report in tabular report format.

1. You can filter the bills report by search by any value. To filter the bills report, just key in the search value and the system will filter and show the report in real-time as you type. 2. Click the [Export As PDF] button to export the bills report to a PDF file. 3. Click the [Export As XML] button to export the bills report to a Microsoft excel file.

5.2.2 Bills Crystal Report

Select the [Reports] tab, and click the [Bills] button. Select the [Crystal Report] to generate the bills report in tabular report.

By using crystal report, you can print the report, export the report to several types of file, and Email the report as attachment.

5.3.1 Payment Tabular Reports

Select the [Reports] tab, and click the [Payment] button. Select the [Tabular Report] to generate the payment report in tabular report format.

1. You can filter the payment report by search by any value. To filter the payment report, just key in the search value and the system will filter and show the report in real-time as you type. 2. Click the [Export As PDF] button to export the payment report to a PDF file. 3. Click the [Export As XML] button to export the payment report to a Microsoft excel file.

5.3.2 Students Crystal Report

Select the [Reports] tab, and click the [Payment] button. Select the [Crystal Report] to generate the payment report in tabular report.

By using crystal report, you can print the report, export the report to several types of file, and Email the report as attachment.

5.4.1 Schedule Tabular Reports

Select the [Reports] tab, and click the [Schedule] button. Select the [Tabular Report] to generate the payment report in tabular report for.

1. You can filter the schedule report by search by any value. To filter the schedule report, just key in the search value and the system will filter and show the report in real-time as you type. 2. Click the [Export As PDF] button to export the schedule report to a PDF file. 3. Click the [Export As XML] button to export the schedule report to a Microsoft excel file.

5.4.2 Schedule Crystal Report

Select the [Reports] tab, and click the [Schedule] button. Select the [Crystal Report] to generate the schedule report in tabular report.

By using crystal report, you can print the report, export the report to several types of file, and Email the report as attachment.

UTILITY

6.1.0. Post to Accounting

Select the [Utilities] tab. Click the [Clear Database].

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1. Select the account that you want to post. 2. Brows the location where you want to save. 3. Key in the file name. 4. Click the [Save] button. 5. Click the [Export] button to post it to the account.

6.2.0 Schedule Crystal Report

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1. Click the [Browse] button. 2. Select the path and key in the name of the backup file that you want to save. Make sure the file name ends with the extension .bak (E.g. "backup21.bak"). 3. Click the [Save] button. 4. Click the [Backup] button to begin the database backup.

6.3.0. Restore

1. Click the [Browse] button. 2. Locate the backup the file that you want to restore. 3. Click the [Open] button. 4. Click the [Restore] button to begin the database restore.

6.4.0. Clear Database

Select the [Utilities] tab. Click the [Clear Database].

1. System will prompt a conformation message. Click [Yes] button to confirm that you want to clear the database.

Once you click the [Yes] button, the database on the system will be cleared and all you will not be able to access the data anymore. Thus, you are strongly recommended to backup the database before you proceed with clearing the database.