1

INVOICING IMPROVEMENT REVIEW

RACAR

FALL MEETING 2009

2

Topics of Discussion

System Requirements Linking to SCT Banner® Tables using ODBC

data sources Creating queries and tables Exporting data Student Invoices Third Party Contract Invoices Emailing Invoices

3

System Requirements

Access and Excel should be installed locally on each user’s computer.

Access uses ODBC (Open Database Connectivity) drivers to connect to SCT Banner® Tables.

Users install ODBC drivers locally via a network application.

4

Why MS Access for Banner Reporting/Invoices?

Banner reports lack data you need Desire greater flexibility to sort Export data to Excel Merge data to Word or e-mail Use Banner Views created by SGHE

5

Important Information

MS Access cannot update Banner dataBanner data is read-only

IT department may need to grant additional Banner privileges – ODBC rolesLimit what data you can see

6

How do you link the ODBC Drivers to SCT Banner®

“File” “Get External Data” “Link Tables”

7

Locating the ODBC Database

Change “Files of type” to ODBC Database

8

Data Source Name

Select “Machine Data Source” tab

Select the appropriate “Data Source Name”

Click OK

9

Login Screens

Enter your username and password if prompted

10

SCT Banner® Tables

• Select the table(s) containing the appropriate data

• Click OK

11

Table Object List

The selected tables appear in Access under the “Table Object” list as a linked table.

12

Main Accounting Tables

TBRACCD – Accounting Data (TSAAREV) SPRIDEN – Person Information (SPAIDEN) SPRADDR – Address Information

(SPAIDEN) GOREMAL – E-mail

Tables are linked by “PIDM” record (Relationships)

13

Relationships Setting Up Table & Query Relationships

14

Queries Setting up the Query

15

Using Main Switchboard

Organized Form of Previously Developed Queries and Reports

Point & Click to retrieve data Query Parameters to limit population to

what you need Additional Queries and Reports can be

added

16

Using Main Switchboard

17

Query Sample

18

Extract Query Data to Word or Excel

19

Creating Student Invoices All invoices use the Bill Date to determine

what invoice type should be created (1st notice, 2nd notice, etc.)

Initial query is executed and data is compiled in a “Make-Table” – Invoice WorksheetData can be changed – not linked to Banner

When initial query is executed – pop-up prompts will be displayed requesting the bill dates.

Once data is verified – invoices can be created

20

Invoice Worksheet

21

STUDENT INVOICE EXAMPLE

22

Creating Third Party Contract Invoices

Invoices are created based on three tables:AS_THIRD_PARTY_CONTRACTSAS_STUDENT_ATTRIBUTETBRACCD

All data is combined into one invoice for each student

23

THIRD PARTY CONTRACT

INVOICE EXAMPLE

24

Total Access Emailer

Designed specifically for MS Access Runs as an add-in and includes an

interactive, Wizard-like user interface, making it easy to customize your email blasts

Ability to send personalized emails and attach files

25

Total Access Emailer

Unlimited Custom EmailsSend Email to EveryonePersonalize EmailAttach Files to Email (PDF format)Send Your Email AgainSend to People You Have not EmailedSend HTML and/or Text MessagesShow Custom FROM AddressSchedule Email Blasts

26

Total Access Emailer Approved by State Accounting Office Optional Audit Log Feature – keeps track of who

received an email along with the date and time. Saves money on labor, postage, paper, and

envelopes

http://www.fmsinc.com/MicrosoftAccess/Emails.asp

27

Total Access Emailer

28

Total Access Emailer

29

Total Access Emailer

30

E-mail and Attachment Sent to Student

31

Questions ????