LII Attendance - Religious Ed Setup (used when fees are involved) (2-23)

Logos II provides two ways to set up records for your Faith Formation program.

1. Use the Attendance module to define the classes and enroll students, and the Contributions module to record fees (as pledges) and payments.

2. Use the optional Event Registration module to do the whole process together. Classes are still defined in Attendance and are linked to an Event. Funds are still defined in Contributions, but fees and student enrollment are all managed in Event Registration. This allows Religious Education staff members who do not have access to the Contributions module to process fees and payments.

Option 1 —Attendance & Contributions Modules Only

Attendance  Define the Classes/Enroll Students

1. Go to File > Preferences > Attendance and select the Define Groups button.

2. Create a group record for each Religious Education class:

Select the New  icon on the command bar to add a new class.

You may organize your classes in up to four levels. All classes must have at least a Level1 entry. Levels 2, 3 and 4 are optional subdivisions of Level1 groups. Use these levels to organize your classes to fit your administrative structure and/or schedule. For example:

Level1 (Religious Ed.) > Level 2 (Saturday) > Level 3 (Grade 1) > Level4 (Grade 1A)
Enter a Description for each event as you want it to identify this group on most reports. Some people include the name of the catechist and/or the room number where the class meets.

Identify the Day of Week when the class meets. By default, all groups are assumed to meet once per week unless you select the Daily (more than once a week) or Sporadic (less than once a week) options. If you will record attendance in Logos II, weeks when no classes meet are automatically skipped in all statistical calculations.

Daily and Sporadic selections activate the Define Dates button to open a window in which to mark each date when the group meets. Set the active date ahead into the next calendar year to define dates for the remainder of the school year.

Select the Save  icon to retain each new class that you define.

When you select New to add the next class, any Level4 entry is cleared. You may need to overtype higher level entries if adding a new Level2 or Level3 definition.

3. After creating classes, select the Choose List Order button on the Attendance screen to set the order in which you desire the classes to be listed on screens and reports. Move a class up or down in the list by clicking and dragging the box to the left of that group.

4. Return to the Define Groups routine, and before enrolling students, select the Print  icon on the command bar to verify that the classes are correctly defined.

5. To enroll students, select Update Attendance on the ribbon’s Attendance > Data Entry panel. Open a class record, select the Add New Person button, and then locate each person to place in that class. As soon as the student’s name is highlighted in the list, press Enter, and then locate the next student, etc. You can apply a Filter to the grid to limit the list to only children (ID Number is Greater Than or Equal to 0.03) or add Columns (e.g., Grade, Age, etc.) to aid in quickly locating or identifying the correct students. Click Done when finished with a group.

 

 

The Member Info button opens a window displaying selected information on the student whose name is highlighted in the attendance entry grid. Depending on a user’s access settings, personal information on the student can be added or updated here.

6. Print Rosters ─ Go to Attendance > Reports and select the Rosters routine. Print rosters for use in each class. Logos provides several formats to use in marking attendance, as well as class lists with address, phone, birthday, and parent information. The Sporadic roster will print up to 34 occurrences. With optional User Reports, additional occurrences can be added to the report.

7. Enter Attendance —See Both Options – Attendance and User Reports on the last page.

 

Contributions  Define a Fund/Create Pledge

 1. To set Logos II’s Contributions module to track tuition/fees for Religious Education classes, go to File > Preferences > Contributions and select the Funds button.

2. Create a new Religious Education fund.

Select the New  icon on the command bar to add a new fund.

Enter a Fund Number, Description, and set the Fund Type to Non Deductible. Add GL Account numbers if you import Contribution totals into Logos Accounting. If some parents will make payments over time, enter the date range for this “pledge campaign”. Select Save.

If you want your General Ledger to be able to track revenue for different fees, you can create a separate fund for each type of breakdown needed in GL.

3. You may create pledge entries to define the fees assessed for each family.

 Go to Contributions > Data Entry > Pledges.

  • Select the Fund by clicking on the Fund Number. Click the Select button.
    Below the grid, select the Entry Method you will be using: the amount of each “installment” or the total amount promised. Select the New Pledge button.
  • In the Search field, select the person by typing the Name, Envelope Number or Member ID Number. Then complete the entries in the fields to the right of the form.
    Use the Initial Deposit field to enter any payment submitted with the registration. Mark the 1st Payment check box if that amount is to be applied towards the total pledge amount being entered. If not marked, an Initial Deposit amount is considered as being in addition to the total amount pledged in installments.

    You must select the Calculate button to save the data into the Installment Schedule grid.
  • Select the New Pledge button to return to the Search field where you identify the next person.
  • When finished making entries, select the Done button. Then you can select the Print Pledge button below the grid (displaying names and amounts) to check the accuracy of your entries.

4. To enter tuition payments, open Enter Contributions. Select the Open New Batch button, then enter the Name or Envelope Number of a person making a payment. Select the Fund and enter the amount. Repeat for other payments. After verifying accuracy, post the batch.

 

 

5. To monitor payments, go to the Contributions > Reports panel:

  • Individual Payments ─Select Donor Lists and choose the Non-Deductible Income option. (This report can also be run from People > Reports > Other Reports.) On the next screen select the Religious Education fund. Set the Summary Date range to cover the period you wish to print. To see individual payments, select the Non-Deductible Transactions by Date report. If using pledges, the Pledge Reports are useful, also.
  • Total Payments ─Select Statistical Analysis and choose the Fund Totals option. On the next screen, select
  • One fund/YTD totals or One fund/one month.

NOTE: Emergency/Health/Contact/School/Sacrament Information

In the People > Manage People routine ─

Misc tab can be used to enter emergency, health, and contact information.

Member tab has a School field in which to identify the school each student attends. There is also a Grade field in which the current school grade can be entered. (Quick Update has a routine to automatically increment entries in this grade field for all students at one time.)

Sacraments tab allows entry of sacrament dates and church names. If linked to Logos Sacramental

Register, this information can only be entered or edited in that companion program, with one exception:

Quick Update has an Update Sacramental Register option which allows selecting individuals in Logos II (e.g., students in a sacramental preparation class) who have a Sacramental Register record, and then entering sacramental data that is common to all. This will update those persons’ Sacramental Register files.

Option 2 —Event Registration Module (w/Attendance & Contributions)

This useful accessory module can be added to Logos II, allowing you to define events and set your fee structure (using funds defined in Contributions), link the events to Attendance groups, and then register individuals for these events. This allows all enrollment/registration/fee payment steps to be done in one routine. It also allows fee and payment entries to be made by a staff member or volunteer without need to give that person access to Contributions entry routines.

Define Event

1. Event Registration — Select Manage Events and click the Define New Event button to create a “Religious Education” (or “Faith Formation”) event. Enter the Date Range for the school year plus as much of the Event Information as you desire. Select the Save  icon on the tool bar.

2. Select the Define Attendance Groups button to open the Define Groups routine in which to create the specific groups into which registrants are to be enrolled. (An alert notifies you that this action requires closing the Define Events window. Select the OK button.) The Level1/Level2/ Level3/Level4 fields allow you to organize your classes in up to four groupings, depending on the structure of your program. The lowest level defined is for the class. For example:

Level1 (Religious Ed.) > Level 2 (Saturday) > Level 3 (Grade 1) > Level4 (Grade 1A)

You can add all classes now or return to this routine later and add more under the same Level1.
All the Attendance instructions on pages 1 and 2 of this document apply here as well, except for Step # 5. Do not enroll students using the Update Attendance routine; that will be done through Register Individuals (next page).

3. Link to Attendance — Return to the Manage Events routine and highlight the event. Select the Link to Attendance button which opens the Link Attendance Group…window. Select the Level1 group that you defined to link this event to all the Level2/3/4 classes that belong to that Level1 group. If you add additional Level2/3/4 classes later under that same Level1 group, they will automatically be linked to this Event, as well. Click the OK button to define the link and return to the Manage Events window. Select the Save icon on the command bar to update the Defined Events grid. The Event that you defined changes from showing a Page icon  to showing a Folder icon . Click the Plus sign  in front of the folder to see the Attendance Groups that are now linked to this event.

4. Define Fees—In the Manage Events routine, after the “Religious Education” event has been linked to Attendance, highlight the event and select the Define Fees… button to open the screen in which you define the event and/or group fees to be applied to the individuals who register.

Funds—Preferences > Contributions > Funds – You must define at least one Non-Deductible fund to use for Religious Education fees. If you want your General Ledger to record revenue for different fees separately, you can create a separate fund for each type of GL breakdown needed. You can apply different Fees to the same fund, allowing Event Registration reports to show each fee that you define.

In the Contribution Funds window, select the New  icon on the command bar to add a new fund. Then enter a Fund Number (Sub-Fund Number is optional.), Description, and set the Fund Type to Non Deductible. Add GL Account numbers if you import Contribution totals into Logos Accounting. Select Save.
This Manage Events routine defaults to Non-Deductible funds. The Show All Funds check box allows you to select from the list of Regular funds if any event revenue is considered to be tax deductible.

You can define one or multiple fees for the entire event, and/or define fees that apply only to specific classes within the event. You can define different per-student fees for different numbers of students in a family. For example, you can define the “standard” fee, and then define “discount” fees for which you mark the Optional check box:

Discount Option Faith Formation Annual Tuition $75.00 2nd Child Discount $-20.00 Optional 3rd Child Discount $-30.00 Optional 4t or More Children Discount $-35.00 Optional
When you register students (next page), the “standard” fee(s) appear automatically. You can then click the

Add Optional Fee button when you need to apply a “discount fee.

NOTE: A check box on the Preferences > Event Registration screen gives the option to “set all fees as unmarked” when registering a new person for an event. This can be helpful when there are multiple fees defined, but only one or two will apply to any individual.

Tip—Be sure to press Tab or Enter to advance through all the fields until the new fee appears in the grid.

Then you can add another fee or click Done.

Register Individuals

1. Open this Event Registration > Data Entry routine to enroll individual students in the Attendance groups that have been linked to the Religious Education event. You also identify and apply the fee(s) for each student and then record any payments. The Event Registration Summary tab lists all those registered for the event. Click on the Event Description or the Plus sign  in front of a folder to select a specific group. (The Registered for Event list shows the students registered for the event or selected group.)

2. Select the Register Individuals tab to register new students in the correct groups, assign fees, and enter payments or adjustments. You can also open windows with event or individual information.

Tips:

After selecting a student in the Step 3: Search field, you have the choice of two key strokes: Tab: Displays the “standard” fee(s), so you can select, remove or edit any for this student. Then click Register to apply the fee(s) and return to select the next student. Enter: Applies all “standard” fee(s) and returns to select the next student.

Once a student is registered, you may click the buttons below the Event Fees grid: Add Optional Fee, Apply Payment, Apply Fee Adjustment, See Event Info or Member Info. If you have defined Optional “discount” fees, when they display, use the Uncheck All button to clear the Apply check boxes, then mark the one that applies to this student.

If registering students in random order for various classes, mark the Return to Select Group check box at the bottom of the form so that after registering each student, the cursor will return to the Enroll in Group field, allowing you to select a different group for the next student.

3. Print/Post Payments— Payments are stored in “batch” files until the posting routine is run to apply the payments to member records as permanent entries. The Print Payments routine provides a report for verifying the accuracy of entries before posting. Access to the Post Payments routine can be blocked (System & Users tab > Maintain Users) for everyone except the person who is responsible for financial entries. Post Payments works identically to posting routines in Contributions.

 

Print Reports

 

1. Use the Event Registration > Reports panel to print various lists of registered participants (including a Sacrament Summary report), those who have a balance due, and statements and/or receipts to give or send to participants as a record of their payments and account status.

2. Print Rosters — the Attendance Rosters routine in Event Registration is identical to the one in

Attendance. It is placed in both modules as a convenience for events that are linked to Attendance.
Both Options — Attendance and User Reports
Each week during the school year, use the Update Attendance routine to record attendance marked on the printed rosters.

Or use the Check-In routine to check in students as they arrive. This routine allows marking all students in a family present at the same time and has the option to print name tag labels.

A variety of Religious Education-related reports are available at http://logoscms.com/client-portal. Login by entering your Logos Customer Number as both the Username and Password. Click the User Edited Reports link in the Navigation list on the right side. Read the instructions, then browse through the Logos II Church/Donor Management list to find reports that may be useful for your program.

Also select the Tips link on the Client Portal Navigation list and select the Religious Education Registration link to open a Tips document with step-by-step instructions for initially getting started in your first year with Logos II and then time-saving instructions for subsequent years.

 

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