How do I remove a duplicate child record?

 

To view a video clip of this procedure, click    

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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