Getting Started Guide - SofterWare, Inc....EZ-CARE2 Getting Started Guide Version 7.0 Page 4 May 2010 2. Run the Server Installation program and follow the instructions on the screen

Getting Started Guide EZ-CARE2

SofterWare, Inc.

EZ-CARE2 Version 7.0

May 2010

EZ-CARE2 Table of Contents

Table of Contents Getting Started Guide.........................................................................................3 Installation and Setup Overview ................................................................................................................3 Step 1. Download All Files..........................................................................................................................3 Step 2. Install EZ-CARE2 ..........................................................................................................................3

Single System Installation ............................................................................................................................................. 3 Network Installation ..................................................................................................................................................... 4

Step 3. Register EZ-CARE2.......................................................................................................................6 Step 4. Install Your Customized System Data ...........................................................................................8 Step 5. Review Manual and Online Help...................................................................................................9 Step 6. Set Up Configurations and Enter Data........................................................................................ 10

Set Up Center Information ........................................................................................................................................ 10 Printing the Drawer Record Format......................................................................................................................... 11 Review A/R Categories and Rates ............................................................................................................................ 12 Review Picklists............................................................................................................................................................ 12 Set Up Families and Children .................................................................................................................................... 13 Set Up Templates (if needed)..................................................................................................................................... 13 Enter Schedules and Tuition...................................................................................................................................... 14 Set Up Other Ledgers (if needed) ............................................................................................................................. 15 Enter the Balance Forward for Each Family Ledger.............................................................................................. 16

Tips for Success........................................................................................................................................ 17 Typical Recurring Procedures ................................................................................................................. 17

Ongoing ........................................................................................................................................................................ 17 Weekly........................................................................................................................................................................... 18 Based on Billing Cycle (Weekly or Monthly) ........................................................................................................... 18

Contacting SofterWare Support................................................................................................................ 18 Before You Call ........................................................................................................................................................... 18 System Configuration.................................................................................................................................................. 19 What To Expect .......................................................................................................................................................... 19 Time Considerations ................................................................................................................................................... 20 Contact Options .......................................................................................................................................................... 20

Version 7.0 Page 2 May 2010

EZ-CARE2 Getting Started Guide

Getting Started Guide

Installation and Setup Overview This guide describes how to install and set up EZ-CARE2. The steps in this process are:

1. Download all files

2. Install EZ-CARE2

3. Register EZ-CARE2

4. Install your personalized system data

5. Review manual and online help

6. Set up configurations and enter data

In addition, this section includes:

• Tips for success – page 17

• Typical recurring procedure – page 17

• Contacting SofterWare Support – page 18

Step 1. Download All Files The first step in setting up EZ-CARE2 is to connect to the personalized website that has been set up for you, and download all of the files that you find there to your computer.

► To download the files from the personal website that has been set up for you 1. Use the link that was emailed to you by SofterWare to access the “Installing and

Getting Started with EZ-CARE2” website that has been set up for you.

2. Log in to the website using your email address and the Client ID that was provided to you in the same email.

3. Create a folder on your computer to store the downloaded files.

4. Download all of the files from the personalized website to the folder on your computer.

Step 2. Install EZ-CARE2

Single System Installation ► To install EZ-CARE2 on a single system

1. Find the EZ-CARE2 Server Installation program that you downloaded to your computer from the “Installing and Getting Started with EZ-CARE2” website (EZ-CARE2_Setup.exe).




2. Run the Server Installation program and follow the instructions on the screen.

3. Start EZ-CARE2. Then, register your system via the SofterWare web site or by calling SofterWare support (see Step 3: Register EZ-CARE).

Network Installation If you or your network administrator has more detailed questions on folder sharing, security, or the definition of Administrator in different operating systems, we recommend that you consult our Network Administrator’s Installation Guide before proceeding with the install. This guide includes recommendations for setting up folders, as well as step-by-step instructions for installing or updating EZ-CARE2 on a local area network (LAN), a peer-to-peer network, or a thin-client application such as Citrix or Terminal Server.

Server Installation

Note: You still have the ability, if desired, to restrict user access to specific parts of EZ-CARE2 using the Users, Groups, and Security features within EZ-CARE2 Office Administration.

► To install EZ-CARE2 on a server 1. First, set up a folder on the server where you intend to install the program. You

then need to fully share the folder as well as its subfolders with all users expected to access the software.

2. When the folder has been set up on the server, log in from a workstation as Administrator, and disable any virus scanning software that might interfere with the installation.

3. Find the EZ-CARE2 Server Installation program that you downloaded to your computer from the “Installing and Getting Started with EZ-CARE2” website (EZ-CARE2_Setup.exe).

4. Run the Server Installation program and follow the instructions on the screen.

5. When asked where you want to install the system, browse to and select the folder on the server, and complete the System installation.

Note: Do not choose to have an icon placed on your desktop during the system install: you’ll do this later when you install the program on a workstation.

6. When finished, re-enable the virus scanning software you disabled in Step 2.

7. Start the EZ-CARE2 program. Then, register your system via the SofterWare web site or by calling SofterWare support (see Step 3: Register EZ-CARE).

8. When registration is complete, exit from EZ-CARE2 by clicking on the EXIT icon on the toolbar. Then follow the steps below for each workstation.

http://www.softerware.com/doclib/EZ-CARE2/Manuals/CARE2_SUP_Guide_NetworkAdmin.pdf



Workstation Installation If you are at the workstation where you have just accessed th eCARE2 System, you should already be logged on as Administrator.workstation, log on as Administrator. Verify that a network drive le on the server where EZ-CARE2 was installed. If no drive letter hasneed to contact your network administrator or take the following st

► To map the EZ-CARE2 drive 1. On the desktop, go to My Network Places (Windows 2000 and XP).

2. Find the name of the server computer and double-click on it.

3. Right-click on the folder where EZ-CARE2 was installed (e.g., \\server\softer) and select Map Network Drive from the right-click menu.

4. The dialog screen defaults to the next available drive letter. You may use this letter or change it.

5. Check the Reconnect at Logon box.

wo

1. Use the link that was emailed to you by SofterWare to access the “Installing and h EZ-CARE2” website that has been set up for you.

d to

-CARE2 Program on the workstation (we recommend

he network?,

and then select the

pt the drive designation you chose, and then Next to

e Serv r to install the EZ- If you are at a different tter exists for the location been mapped, you’ll eps.

6. Click the Finish button to finish mapping the network drive.

Once you have verified that a network drive is mapped, you can install EZ-CARE2 on therkstations.

► To install EZ-CARE2 on a workstation

Getting Started wit

1. Find the EZ-CARE2 Workstation Installation program that you downloadeyour computer from the “Installing and Getting Started with EZ-CARE2” website (EZ-CARE2_Client.exe).

2. Run the Workstation Installation program and follow the instructions on the screen.

3. Define a folder for the EZthat you accept the default of C:\SOFTER\EZCARE2).

4. When asked, Where is your EZCARE2 system located on tselect the network drive that has previously been mapped. The system defaults to F:\SOFTER\EZCARE2. If you have mapped to this drive, click on Next to continue. If the drive is different, click on Browse to look forcorrect drive and/or folder.

5. Click on OK to accecontinue.

Warning! If your mapped network drive IS the EZCARE2 folder, for example F: (on the workstation) = C:\SOFTER\EZCARE2 (on the server), you should set the folder as F:\; otherwise, the path will be invalid, and you will be told that the folder does not exist.



6. Click Next to accept the default workstation icon placed on the EZ-CARE2

ion.

-CARE2 from the workstation icon on your desktop or from

Yosteps.

Step 3. Register EZ-CARE2

program menu.

7. Choose Yes to have an icon placed on your desktop, or No to choose theprogram from Start/Programs.

8. Click on Finish to complete the installation of EZ-CARE2 on the workstat

► To verify the successful installation on the workstation: 1. Start EZ

Start/Programs.

2. In EZ-CARE2, click on Help, System Configuration.

3. Under EZ-CARE2 Configuration, the Data Folder should read F:\SOFTER\EZCARE2\DATA (or whatever folder you indicated where EZ-CARE2 data was installed on the server).

u can then proceed to install the program on other workstations, repeating the above

Once you have installed EZ-CARE2, you will need to regist wuse it. This is done by entering a Registration Key into the Mod g

er the softule Re

are before you can istration screen.

Note: For a Network Installation of EZ-CARE2, only the first user who logs in to the system will need to register the software. This will register the system for all users. Users who log in after this will not need to register the software.

► To register EZ-CARE2 1. Start EZ-CARE2 by double-clicking on the EZ-CARE2 icon on the

desktop. Once the software starts up, you will see the following message:

2. Once you click the OK button, the Module Registration screen will open:



3. You must now obtain the Registration Key.

• Click the Click here to obtain the RSofterWare’s web site button. You can then go to the SofterWare Web site, where you can follow the instructions on screen to obtain your Registration Key.

• Call SofterWare Support and give them the 6-digit code number that appears on the Module Registration screen. They will provide you with the Registration Key.

4. Once you have received the Registration Key, enter it into the field at the bottom of the Module Registration screen.

You can do this in one of two ways:

egistration Key from

Tip: It is best to copy and paste the Registration Key into the field, for the sake of

accuracy, rather than retyping it.

5. Click the Register button. You will see a message stating Registration Key Accepted, and then the Module Registration screen will automatically close and you will be returned to the main screen.



Step 4. Install Your Customized System Data If SofterWare has imported data for your system, or has prepared customized screens, that data will be formatted as a backup archive and listed on the “Installing and Getting Started with EZ-CARE2” website that has been set up for you. Once you “restore” the archive, you will be able to access your data and/or customized file cabinets.

► To install your customized system data 1. Find the Customized Data archive file that you downloaded to your computer

from the “Installing and Getting Started with EZ-CARE2” website (cabinet.zip).

2. Start up EZ-CARE2. Once you have registered EZ-CARE2, the screen looks similar to this:

3. Install your customized system data by “restoring” the archive file that you

downloaded:

ets and Drawers, and then double-click Restore Cabinets. The Restore Cabinets dialog box appears.

a. Double-click Office Administration, double-click Chapter 2 - Cabin



b. Click the browse button and select the archive file containing your customized system data.

c. Click the Restore button. A message appears, asking you if you want to continue with the restore.

d. Click Yes. Another message appears, asking if you want to continue.

e. Click Yes. A message appears, telling you the cabinet has been restored.

f. Click OK.

After you restore your personalized data, you will see at least 2 cabinets - one named after your center, and the other called Your Test Center. The cabinet named after your center is the one for you to enter and maintain your information. Your Test Center has demonstration data in it and can be used to experiment.

4. Next, we strongly recommend that you make a new backup using your hard

the process.

Step 5. Review Manual and Online Help

drive (the C: drive) as described below:

a. Double-click on Office Administration.

b. Open Chapter 2: Cabinets and Drawers (click once on the + symbol).

c. Double-click on Backup Cabinets.

d. In the Backup File Name box, enter the following: C:\SOFTER\EZCARE2\BACKUP\ORIGDATA.ZIP

e. Click on Backup to begin

Before you begin working with the data, you should take a few minutes to learn how you can access information in the manual and through online help.

You can access context-sensitive online help from anywhere in thekey. You can also click on the Help menu at the top of the screen, open the online help from its home page.

system by hitting the F1 then select Contents to



Step 6. Set Up Configurations and Enter Data Your system was originally set up based on eceived when your order was placed. Be sure to review all the items below, even if they are already set up in your system.

Set Up Center Information Check and complete the information in the Center Drawer

the information we r

. To

ck on Open. open this drawer, double-click on your cabinet on the main screen, click on the Center drawer to select it, and then cli

► To set up center information 1. Click on the Center tab.

2. Verify that the information entered is correct or add other information as needed. This tab includes your center’s name, address, phone and fax number, and Federal ID number.

3. Click on the Classes tab; review or add the fields for each class. When done, the tab should look something like the following example:

For detailed information on filling out this tab and how information entered here is used elsewhere in EZ-CARE2, see “Entering Class and Schedule Information” in the “Setting Up Your Center Information” chapter of the EZ-CARE2 User Manual.

4. Click on the Immunization tab to enter the description and the age in months for each immunization dose. For details on using this tab, see “Entering the Immunizations Required by Your Center” in the “Setting Up Your Center Information” chapter of the EZ-CARE2 User Manual.

5. Click on the Hours of Operation tab. You should see a one-line entry, based on your opening and closing times, as shown in the example below:



If you want the system to track holidays and other times your center is closed fobilling and attendance, you will need to enter separate dates and times for each interval of classes between the holidays. See “Entering Hours of Opethe “Setting Up

r

ration” in Your Center Information” chapter of the EZ-CARE2 User

r the dates and times on this tab before you enter them elsewhere in the system!

Manual. Be sure to ente

Tip: To prevent error messages when entering dates and times, disable Hours of

Operation validation in Office Administration, Chapter 5, Confirm Hours of Operation Validation.

6. When you are finished working in the Center drawer, close the screen by clicking on the Save and Close icon located on the far left of the toolbar.

This is the toolbar button you should generally use to close windows, drawers, and cabinets, rather than the in the upper right corner of screens.

ng the Drawer Record Format PrintiThe Print Drawer Record Format feature in Office Administration allows you to output a report that lists the fields in all of the drawers of your file cabinet. This can be a useful reference when doing some types of work, such as setting up sorting, or creating filters or customized reports.

See “Print Drawer Record Format” in the “Office Administration” chapter of the EZ-CARE2 User Manual for details.



R

ReIf R Categories and Rollup Categories used to record revenues, payments and credits.

Go to cat

eview A/R Categories and Rates

viewing Categories you have purchased the Accounts Receivable module, you will need to review the A/

Office Administration, Chapter 4, Maintain Categories to view or print the egories using Insta-Print from the tool bar.

Some of the most commonly-used categories have been included to get you started. You will

cat ng the Accounts Receivable Module” ch

ReYo set up for you. We suggest you start by pre il. You access this report by clicking the Admin Reports“R ter of the EZ-CARE2 User Manual.

► To edit rate masters , then clicking on Rate Masters.

probably want to add others to reflect your particular choices. For details on how to add egories, see “Maintaining Categories” in the “Usiapter of the EZ-CARE2 User Manual.

viewing Rates u will also want to review the rates that have beenviewing or printing the Rate Masters Report, in summary or deta

Reports button on the toolbar, then selecting the category of , and then running the Rate Masters Report. For more details on this report, see

ate Masters Report” in the “Generating Reports” chap

7. Open Rate Masters by selecting the A/R menu

The Library of Saved Rates appears.

8. Select a Rate Name by double-clicking it, or by clicking it, and then clicking the Edit button. Page through the Rate Masters wizard using the button to review rate details and make changes as needed. For more information on using Rate Masters, see “Maintaining Rate Masters” in the “Using the Accounts Receivable Module” chapter of the EZ-CARE2 User Manual, or feel free to contact SofterWare Support for assistance.

Review Picklists If you have had picklists set up with your system (for example, a listing of programs to choose from when entering children), you should review these lists now before starting data entry. To view the contents of all picklists, preview or print the Picklists Report in the category of Admin Reports. (See “Picklists Report” in the “Generating Reports” chapter of the EZ-CARE2 User Manual for details). If you want to make changes after viewing the report, go to



Office Administration, Chapter 2, Maintain Picklists as described in “Maintaining 2 User Manual.

u have finished reviewing rates, categories, picklists, and other configured settings, you are ready to start entering families and children! To begin this process, open the Family

Family. (You can use cted cabinet.)

ick to select the Family

an review your customized screens at this time; you us

grascreen at right), the fields on the Family tab will turn white

Adding New Families and Children Enter information on the Family tab, then on the Child tab. For details on filling in these two tabs, see “Entering Child and Family Data” in the EZ-CARE2 User Manual. To complete each child’s record, you will also need to enter information on the Tuition and Schedule tabs: see the following section for options on how to perform these tasks.

Picklists” in the “Office Administration” chapter of the EZ-CARE

Set Up Families and Children Once yo

drawer in one of two ways:

• From the Drawers menu at the top of the screen, click this approach to move quickly between drawers in a sele

• Double-click on the Children and Families cabinet, cldrawer, and click Open.

The family tab will appear first. You ccan also view any family and child records transferred by SofterWare from your previosystem. If you did not have a data transfer, you will see a

y screen. Once you press “Add New Family” (see the

showing that they are available for data entry.

Tip: After you have your families and children entered, you can use EZ-Viewer to display a

quick overview of the data you have entered. See “Maintaining Data Using EZ-Viewer” in the “Maintaining Data” chapter of the EZ-CARE2 User Manual for details.

Set Up Templates (if needed)

Note: The following section describes time-saving tools for making entries on the Tuition, Schedule, or Ledger tabs. These tools are most useful for centers with large numbers of records. If you don’t think you’ll need these tools, feel free to skip to the next section, Enter Schedules and Tuition, for details on how to make manual entries on these tabs when entering children.

miIn EZ-CARE2, templates allow you to enter common schedules, rates, or ledger entries with a

nimal number of keystrokes. This can be a great way to save time with r

epetitive entries for several family or child records! Templates are available for tuition, schedule, and ledger entries. To use templates, you must first set them up, and then access them by clicking on the Templates button in the EZ-CARE2 toolbar wherever it is active. After you select a template, multiple entries will be made in a



tab. The example below shows entries made in the schedule tab by selecting the Toddler schedule template:

plates you can either:

Consult the following manual sections:

To use tem

•

“Maintaining Ledger Templates” in the “Acc s n of the “Using the Accounts Receivable Module” ch

• Experiment with the templates set up in the Your Test C

• Contact SofterWare Support for assistance. We’ll be gl

If you are comfortable with using Templates, you could try the neGroups.

tabs (see dia

Template Gr

“Using the Accounts

Manual

Template GrCabinet or contact SofterWare Support for assistance.

Enter Schedules and Tuition If you do not need to use templates, you can enter information for each child manually on the Tuition tab (if you have purchased the Accounts Receivable module) and on the Schedule

“Schedule Templates” in the “Setting Up Your Center Information” chapter

“Tuition Templates” in the “Entering Tuition” section of the “Using theAccounts Receivable Module” chapter

ount Receivable Setup” sectioapter

enter cabinet.

ad to help!

xt level of using Template This feature allows

you to make postings or entries simultaneously on the Tuition, Schedule and Ledger

gram at right).

For details on setting up oups, see

“Template Groups” in the

Feel free to experiment with oups in Your Test

Receivable Module” chapter of the EZ-CARE2 User

.



tab. Data entered on the Tuition tab determines how a child will be billed and who is responsible for the payments.

• For details on filling in the Tuition tab, see “Entering Tuition Information” in the “Entering Child and Family Data” chapter of the EZ-CARE2 User Manual.

• For Schedule tab instructions, see “Entering Schedule Information” in the “Entering Child and Family Data” chapter of the EZ-CARE2 User Manual.

If you have purchased the Advanced Attendance and Billing module, Schedule data can be used to generate other forms of attendance such as Contracted and Actual attendance. The module also provides you with access to all Attendance reports (such as Sign In/Out Reports), and allows you to calculate rates based on scheduled, contracted or actual times. See “Enteri chapter of t

00 2p or 1400. All times entered are

considered AM unless you add a P or enter them in 24-hour format.

• The easiest way to enter a time range is as follows: 8-5p which will convert to 8:00 AM and 5:00 PM when you press Tab to move to the next field.

Dates

• To enter the Current date (today’s date), type a “ / ” (a slash), then press Enter.

• To enter any day in the current month, type the number of the day: for example, if this is June, type 8 for the 8th of June

• To enter any day and month in the cuexample 7/1 for July 1date, such as 6/1/10, 6/1/2010, or

Remember that if you leave off the year, the you only use two digits for the year, 00-11 wtreated as 1912-1999. For information on changidigits, see “Date Format & Century Settings” EZ-CARE2 User Manual.

Set Up Other Ledgers (if needed) If you have payers other than the primary parent - for example, government or corporate subsidizers or other family

ng Contracted and Actual Attendance” in the “Entering Child and Family Data”he EZ-CARE2 User Manual for details.

Tips for Entering Dates and Times There are several ways to enter dates and time in the EZCARE2 system. Here are a few to help you get started:

Times

• Times can be entered in either 24-hour (military time) format or AM/PM format. For example, 8 o’clock in the morning can be entered as 8, 8a, or 8and 2 o’clock in the afternoon can be entered as

;

rrent year, type the month / day, for , of the current year. You can always type out the entire

2/10/2010.

system assumes you want the current year. If ill be treated as 2000-2011 and 12-99 will be

ng this range, or showing years as four in the “Office Administration” chapter of the



members making tuition payments - you will neeOther Ledgers drawer. You will use this informa

d to set up information on them in the tion to allocate tuition, send invoices, and

ion. For

enter payments.

To access Other Ledgers, click on the Drawers menu, and then click on Other Ledgers.

To add a new payer, click on the Add New icon and enter the applicable informatmore details on Other Ledgers, see “Other Ledgers and User-Defined Drawers” in the “Getting Started with EZ-CARE2” chapter of the EZ-CARE2 User Manual.

Tip: If you want to add fields to this drawer to customize the data included here, you can do so

using the Cabinet Wizard. For details, see “Maintaining File binet Drawers” in the Ca“Office Administration” chapter of the EZ-CARE2 User Manual.

Enter the Balance Forward for Each Family Ledger the Accounts Receivable module, you will need to enter a Balance

drawer.

4.

5. Place your cursor in the topmost empty row in the ledger grid.

6. Enter the current date in the Date field.

7. Set the Category to Balance Forward.

i

FoSerManualOnce you have completed posting the balance forward for each family ledger, your system

ongratulations!

If you have purchasedForward record on each family’s Ledger tab. This represents the starting balance of the account at the time you began keeping records in EZ-CARE2. The Balance Forward record should be the first record listed for each ledger.

► To enter the Balance Forward for each family’s ledger 1. Open the file cabinet.

2. Open the Family

3. Select the family you want to enter the Balance Forward for.

Select the Ledger tab.

8. Enter the amount of the account balance in the Amount field.

9. Hit the ENTER key on your keyboard, or select the next row n the ledger.

r details on how to manually enter a ledger transaction, see “Billing for Activities and vices” in the “Using the Accounts Receivable Module” chapter of the EZ-CARE2 User

.

should be fully set up. C



Tips for Success • The Tuition tab is used for ongoing/recurring charges and credits such as

ata frequently. Having no backup puts you at risk of losing all

e EZ-

annual registrations, while the Family Ledger is used for one-time transactions such as registration fees.

• Back up your dyour data if your system malfunctions. Hardware can break down or be damaged or stolen, but if you have a backup of data you can recover quickly. For details on planning and making backups, see “Backing Up Your System” in thCARE2 User Manual. We strongly recommend that you read this section before proceeding.

• Always use the Save and Close button to leave any screen you are workinwith. This is the SAFEST and SUREST way to maintain the integrity of your data because it automatically saves whateverThe Windows Close Button

g

you’ve changed on the screen. does not alwa

so you should generally notys save everything automatically,

use it to leave the sc

• The BEST way to enter new famili

reen.

es is to COMPLETE each family before going r the parent information then IMMEDIATELY

Child

Typical Recurring Procedures

on to the next. This means, enteenter the child information.

• When you are adding an additional child to a family, be sure you have thetab selected, or you will enter the child as a new family!

The following is a suggested outline of routines l

Ongoing • As new families and children enroll, their in

Before entering child information, make su rd on the Child tab !

• As payments are received, you will need to enter cash receipts into the system. To do this, either click the A/R menu bar, and then select Enter Cash Receipts, OR access this feature from the Ledger tab using the Cash Receipts button. From the Enter Cash Receipts screen you can quickly and easily move from account to account making payment entries. Remember that information entered in Cash Receipts is held in a ‘batch’ file and will need to be posted to the ledgers using Post Cash Receipts when all entries have been completed. For details on entering and posting cash receipts, and printing related reports, see “Handling Cash Receipts” in the “Using the Accounts Receivable Module” chapter of the EZ-CARE2 User Manual.

to fol ow in managing your database.

formation will need to be entered. re you select the correct family reco



Weekly If you are using the Advanced Attendance & Billing Module, the following tasks need to be carried out on a weekly basis:

• From the Attendance menu, click on Gene k. You will need to do this if your rates are basattendance and you want to copy times fromor Actual tabs.

• Edit the attendance records as may be neces

• Print any attendance reports or sign-in sheet

For details, see the “Using the Advanced Attendance & Billing Module” section of the EZ-CARE2 User Manual.

Based on Billing Cycle (Weekly or Monthly) • From the A/R menu, click on Post Tuition to place tuition charges on the

Ledger tab, for all or some families. For details, see “Entering Tuition” in the “Using the Accounts Receivable Module” chapter of the EZ-CARE2 User

ange whatever may need to be adjusted on

, .

“Using the Accounts Receivable Module” chapter of the EZ-CARE2 User Manual for details.

• Print any other Accounts Receivable reports that you may want.

That’s it! Maintain and update your family and child database as needed, keep your attendance records generated and edited, post tuition, and make payment entries! Print or create reports as needed. Congratulations! You are now ready to use the EZ-CARE2 system!

Contacting SofterWare Support

rate Attendance for the next weeed on contracted or actual the Schedule tab to the Contracted

sary.

s.

Manual.

• Preview and/or print the Pre-Post report before posting tuition to make sure everything will post as it should. Chthe child tuition tabs or attendance records, then re-run the report. If all corrections have been made, then post.

• Once you have made the posting, you can go to the Ledger tab to print invoicesinitiate electronic funds transfer, record payments, or perform other functionsSee the

We know how important support is to our customers. Here are a few tips to help you get the quickest, most effective support.

BePLEASEcompu phone if you can reach the computer. Be ready to explain:

fore You Call , if possible, call the SofterWare Support Line when you are sitting at the

ter. It is more efficient to work with you on the



• What you did

• What happened

• What you thought was going to happen

• When you last made a backup of your data files

If an error message appears, write down the error message and what you were doing. If you have this information handy whthe problem.

System Configuration

en you call, we are best able to quickly ascertain the nature of

rd

CAR

eg

ur with Microsoft Outlook or Outlook Express).

use

W

ate response to your problem or concern. Our

be better prepared to answer your question or resolve your problem.

It is also helpful to our suknow your computer hasystem, configuration, and rCARE2 modules. EZ-easy way to obtain this informon the Help menu, and thConfiguration. This dialo

pport personnel to ware, operating

egistered EZ-E2 provides an

ation. Click n click on System box on the right

y this

appears:

There are several ways to conveinformation to a Support Representative:

• Read it over the phone.

• Print it and fax to SofterWare Support at 215-542-4394*.

• Send it to a text file, save it, and e-mail it to [email protected]

• Email directly to SofterWare Support at the touch of a button (requires yosystem to be set up

* If you are on our Enhanced or Premium Support Plans ,you will have an 800 number to for faxing or calling SofterWare.

hat To Expect When you call, you will be asked for the following information:

• Your organization name or User ID (your User ID is a unique combination of letters and numbers that identifies you as a SofterWare client).

• Your name

• Your telephone number

We will provide you with a quick and accurgoal is that you should always be able to reach a support person when you call. However, sometimes the volume of calls requires us to route your call to our voice mail system. By leaving us a detailed message, you will help us to



onsiderations d

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Support 215-628-0401* Sales 800-220-4111

Time COur standard support hours are Monday - Friday 8:30 A.M. - 7:30 P.M. EST. (Extende

urs are available under our Premium support plan.) If you need assistance during off-urs, try calling. If we’re not available, leave your name, User ID, and phone number on r voice mail, and we’ll call you back as soon as possible.

Contact Options

Phone: Main # 215-628-0400

FAX: 215-542-4394*

Web Site: www.softerware.com Our web site includes a Clients Only area where you can:

• Submit a question to SofterWare Support • Send enhancements or suggestions • Download updates • Review back issues of our newsletter • Register for training • Access answers to Frequently Asked Questions

ly area.) (Note: You need your User ID to log into the Clients On

* 800 numbers provided for Enhanced and Premium Support plans.

Documents

Getting Started Guide - SofterWare, Inc....EZ-CARE2 Getting Started Guide Version 7.0 Page 4 May 2010 2. Run the Server Installation program and follow the instructions on the screen