eBECAS Version 7850 released December 15, 2010 – this is a minor release

1. AVETMISS support – added enhanced specification for courses (level, anzsco, field and recognition), and modules / units (type, delivery mode and field Education).


eBECAS Version 7840 released November 29, 2010 – this is a minor release

1. Added default display of “DIRECT no agent” when agent not selected for offer

2. Setup Word Templates menu options now displayed in alphabetic order

3. New Receipt Table Bookmark – Bookmark GRID_RECEIPTS_2 displays fee total including gst.

4. New Offer Visa type and period fields – The offer screen now includes the ability to specify the Visa type and period for the offer, and export the bookmarks. See here.


eBECAS Version 7830 released November 15, 2010 – this is a minor release

1. Added a new Language Class Bulk Bookmark table – The new table bookmark LC_CLASS_22 which is sorted by end date, and includes: student number, student name, middle or nic name, country, visa type, end date, current attendance, overall attendance, and if the student is on holiday.

2. Enhanced Receipt in Period Report – 12.017 We have fixed the export of the fee name and added the fee category to the Ms Excel export.

3. Enhanced many Financial Reports to include Fee Category Export – In the Ms Excel output detail options we have added to 12.003 Invoices in Period – Summary and Detail; 12.021 Invoices Due – Summary, Detail and Detail + Due; Invoices in Period – Pivot – Detail with fees; and 12.022 Debit in Period – Summary and Detail.


eBECAS Version 7820 released October 28, 2010 – this is a minor release

1. A bug fixed in editing Homestay Provider beds

2. Enhanced Bulk Student Account Enrolment bookmarks – We have added the option from the eBECAS – Finance – Bulk Student Enrolment bookmarks to list outstanding scheduled fees as of a date or all outstanding fees. Bookmarks GRID_INVOICE_NET and GRID_INVOICE_GROSS now list all fees outstanding unless the Template has been selected as using Fees due as of date when registered.


eBECAS Version 7810 released October 25, 2010 – this is a major release

1. A new Financial Report – Invoices in Period – Pivot – We have added a new Invoices period report that lists invoices by student total by fee type. The fee types listed are Tuition, Agent, Insurance, Accom Arrangement, Accom Payment, Airport Transfer, Other, Tax and Total.

2. Marketing Report – Period Comparison – We have added to the Ms Excel output invoiced gross and nett amount as well as invoiced total.

3. Academic Attendance in Period – We now provide the facilty to calculate attendance for a period for Academic enrolments (VET and Foundation courses) from Screen 1.4 Enrolment Search Academic – new bookmarks are available for bulk merge the bookmark names start with AP_ (attendance percentage)

4. Receipts in Period – Trust – This report now includes a note on when and how this report is used. “This report calculates the fees that cannot be accessed (held in Trust) as per AQTF 2010/07 for students who have paid and fees have been receipted, but the original signed acceptance advice as not been sighted. The options in eBECAS that need to be enabled are: Setup – Finance – Trust Account – Date enabled for fees receipted after this date. Additionally for each Student Enrolment Details – Other – the flag must be enabled when original is sighted for fees to not kept in trust.”

5. Homestay search – We have added to the Homestay search grid Homestay fee name and Student citizenship as well as the original language spoken.

6. Receipts in Period – We have added the option in the receipts in period report to include and list credited agent fees. Over payments receipted have also been included.


eBECAS Version 7800 released September 16, 2010 – this is a minor release

1. Enrolment Attendance Monitoring – We now provide the option to filter and list current or overall attendance below a percentage.

2. Printing Academic Results – We now provide a bookmark that lists only assessment item results. This allow a class to be allocated where multiple modules are studied, and results can be entered and printed as assessment items.

3. Diary Categories – now listed alphabetically


eBECAS Version 7790 released August 6, 2010 – this is a minor release

1. Offer course item printed sort order – We have added an order of listed for courses listed offer in a grid. The Course line item has the option to specify the listing order.

2. Attendance Monitoring Report – A bug has been fixed in the Attendance Monitoring Report when the option to group enrolments is selected.

3. Language Results – Language Results now includes from and to date period, number of weeks and attendance. If the start date and number of weeks is specified, the end date and attendance for that period is calculated automatically. See here.

4. Student webportal diary entries – We have chnaged the operation of the option within eBECAS to publish diary entries to the webportal. You can mark a diary entry to be published, and now can remove the option, and the diary entry will be removed from the webportal.


eBECAS Version 7780 released August 1, 2010 – this is a minor release

1. Visa and eCoE bookmarks added to Enrolment bulk merge – We have added the eCoE bookmarks (start with AT_) and the Visa bookmarks (start with V_) to the Enrolment.

2. Schedule Payments – Insurance – We have added the option to screen 9.41 to export to Ms Excel in Medicare and OSHC Worldcare format for this intermediate step.

3. Absences in Period Report 12.001 – added filter by Visa type and consecutive days absent – To this report we also added to the Ms Excel export fields – Enrol#, Student custom fields, consecutive days absent and visa type.

4. Attendance Monitoring Report 12.010 – added filter by Visa type – To this report we also added tthe option to filter by students on holiday, and added to the Ms Excel export fields – visa type.


eBECAS Version 7770 released July 21, 2010 – this is a minor release

1. Enrolment fees bookmarks – The gross bookmarks were not including agent fee credits. This has been fixed.

2. Academic Class bookmarks name not displayed – The Academic Class bookmark names were not displayed. This has been fixed.

3. eCoE and attendance bookmarks exported – The eCoE bookmarks are now exported with bookmark names beginning with AT_.

4. Language Class Result Entry – When entering a Language Class result, only Teachers that are active are displayed, and the display is now ordered alphabetically.


eBECAS Version 7761 released July 14, 2010

1. Student Refund (Debit) bug fix – In release version 7760, we created a bug where for the no fees are listed for Student Refunds in the Student Enrolment – Fees – Refund – Debit wizard. This has been fixed.

eBECAS Version 7760 released June 24, 2010 – this is a significant release

1. Display of Pathway fields – In the Student search grid (Screen 1.0) and Enrolment Search (Screen 1.4) the Student Pathway fields – Institution, Course Level, Course, Start Date, Institution Stduent ID, Required Entrance Score can be displayed.

2. Results Multi-select enabled – Enrolment Details Screen 1.4 – Results – Multi select now available to delete modules – used when an enrolment is cancelled.

3. Enrolment details Screen 1.3 – Header line now includes student number and enrolment number (S# and E#)

4. Language Class Bulk Merge – Students in class are now listed by last name alphabetical sort order.

5. Avetmiss Export Enabled – The export of the AVETMISS export is enabled. Colleges wishing to submit AVETMISS returns, please download and test the completeness of entered data using the NCVER – Avetmiss validation software before submitting the return.

6. Course Revenue Report – eBECAS – Reports – Finance – Course Revenue Report – the report has been modified when the deduct debit amount from revenue option is selected, now does not include any agent fee receipted and paid gross then refunded.

7. Transfer of Agent Fee credit – Last year we enabled the option of transferring from one enrolment to another, a credited agent fee. Unfortunately we did not provide any distinction between a paid fee and a credited agent fee. The enrolment that received the transferred fees, then listed the agent fee in the new enrolment as needing to be paid. We have now introduced a separate transfer of receipted fees and credited fees, that in the new enrolment will not list the transferred credited agent fees as needing to be paid for the new enrolment.


eBECAS Version 7750 released June 7, 2010 – this is a significant release

1. New Placement of Students with Employers

Requests for jobs can be made by Students. Student outstanding job requests for period can be searched and displayed. You can search employers by category. Student placements can be made with Employers.

        a. Employers – code, company name, primary contact, location, employer categories, notes, physical and postal address,phone, fax, mobile, email, web site, student placements and diary entries.
        b. Students – each student now has a new tab for job placement. The placement shows status (request, placed, cancelled), period from and to, employer (if placed). May placements can be made for the same student for different periods and with the same or different companies.
        c. Employment Request/Placements – Students can be searched by period for placed and outstanding requests.

 

2. Passport bookmark added – The new Passport bookmark has been added and is called S_PASSPORT_CODE, and like other bookmarks is duplicated as S_PASSPORT_CODE_1, S_PASSPORT_CODE_2, S_PASSPORT_CODE_3, S_PASSPORT_CODE_4

 


eBECAS Version 7740 released May 31, 2010 – this is a minor release

1. Display of accommodation fee type – We now display the Accomodation fee type in the Student Details screen 1.1 – Homestay tab, and the Homestay search screen 8.2.

2. Debit Report 12.022 – Debit Report for period Detail Ms Excel now includes Enrolment number.


eBECAS Version 7730 released May 20, 2010 – this is a minor release

1. Added passport number as a permanent field – Please contact us for a script to transfer the data from a student custom field to the new student passport field.

2. Added new pathway fields – Student Details – Marketing Pathway Screen 1.1 Details – now includes Start date (for pathway course), Institution Student id and Required Entrance Score.

3. Student Bulk Account Print – Finance – Student Account print – Export of Bookmarks were not showing in export. Fixed.

4. Entering Academic Class Absence – When entering absence for a class from Screen 4.4 Academic Class Absence Entry – we added rounding for the hours calculation. This corrects calculations to remove rounding errors and repeating values.


eBECAS Version 7720 released May 11, 2010 – this is a minor release

1. Added new Class custom fields – We have added 4 custom fields for a class. The custom fields can be enabled from eBECAS – Main – utilities – Setup – Language – Custom fields. These fields can be used for example to store the book the class is using and capture of eLearning class number. These fields are displayed in the Language Class Search (Screen 4.7), and are listed on the Report – Classes – Language – Class Roll (attendance).


eBECAS Version 7710 released May 10, 2010 – this is a minor release

1. Add new user bug fixed – Adding a new user error fixed.

2. Add faculty transfer to and from for debit and credit reports – For fee transfers, we have added the faculty both from and to the fees are going for credit and debits ms excel export reports.

3. Added faculty to invoice homestay from enrolment – From Student Enrolment Fees, you can now specify the homestay period and fees.

4. Added display of student mobile and email address to Student search screen 1.0 – You can add these fields by following these directions see here.


eBECAS Version 7700 released April 21, 2010 – this is a major release

1. Added Agent legal entity field – The Agent details screen 2.1 now includes a new field Legal Entity. This is designed to support the Australian ESOS requirements in publishing agents and contact information. For further details about the new option to publish Agent details from eBECAS to a hosted website for your Institution please see here.

2. We have added ROLES to simplify the task of user access – As well as specifing access by user, you can now define roles which are a grouping of access levels, and then specify each user with one or more roles which enables the roles associated access levels. This is a major change in providing access levels to users. Please see the manual here.

3. Diary – user edit – We have enabled the option to edit User Diary entries.

4. Homestay Student waiting placement display – Students waiting placement screen 8.2 now has additional fields that can be displayed in the grid for the student homestay request including student age, gender, and placement duration with native language spoken here.

5. Homestay Provider Detail display – placement filters – The homestay provider details display, showing the students that have been placed with a family displays is now filtered by current and future placements, all, current only or future only.

6. AVETMISS Returns – We are in the process of testing the new facility in eBECAS to submit AVETMISS returns. Those Australian Colleges that would like to take part in the alpha and beta testing, please contact John via the support email address support@ebecas.com.

7. Module Bookmarks – We now provide bookmark for module results for multiple courses. Students who enrol in Academic Faculty courses, and undertake multiple courses can group the courses. We now provide a new set of bookmarks for module results for both course enrolments. For example student a Certificate III course enrolment can be grouped with a Certificate IV course enrolment. This means you can go to the Certificate IV results and generate a certificate with module results printed for both courses. The new bookmarks begin with the letter G_.

8. Enrolment Fee Statement – We have corrected a bug where only the first invoice and receipt item was listed in the Statement of Account bookmarks. Bookmarks ENx, EGx, SNx, SGx.

9. Update for 2009 English Australia Enrolment Statistics Report – EA have change the visa categories, and we have made the change to the report. The Regions for countries and Visa Types are specified in the EA Statistics Return example here.


eBECAS Version 7690 released February 26, 2010 – this is a minor release

1. Added Visa Filter to Student Enrolment Reports – The reports eBECAS – Report – Student Enrolments, now has the filter by Student Visa (any or all visa types), and can filter Visas that expire before a date. The Ms Excel Detail export now includes Visa type, Visa from date, Visa to date, eCoe number, eCoe from date and eCoe to date.

2. A minor bug was fixed in 7680 where the Student reports details double listed students


eBECAS Version 7680 released February 26, 2010 – this is a minor release

1. Added Visa Filter to Student Enrolment Reports – The reports eBECAS – Report – Student Enrolments, now has the filter by Student Visa (any or all visa types), and can filter Visas that expire before a date. The Ms Excel Detail export now includes Visa type, Visa from date, Visa to date, eCoe number, eCoe from date and eCoe to date.

2. Language Result Custom fields – The custom fields now have the option to select all result types or a single result type for display and use for entry of student language results.

3. Bulk export of Language Results – The Language Enrolment search screen 1.4 using the Results tab, now provides the language result bookmarks for bulk use, similar to a single result print.

4. Academic Enrolment Certificate Search – The Academic Enrolment search screen 1.4 now provides a tab to search for certificates, awarded or not awarded, between a period filtered by a certificate type or certificate number. The certificate types can be entered at eBECAS – Main – Utilities – Setup Configuration – Academic – Certificate Type.


eBECAS Version 7670 released January 21, 2010 – this is a significant release

1. Added Invoice number to Invoice Due Report detail export – The report eBECAS – Report – Finance – Invoices – Invoices Due Report, now has the Invoice number included in the Ms Excel export.

2. Utility added to replace duplicate countries – We have added a tool to eBECAS – Main – Utilities – Setup – Geographic – Countries, where highlighting the country you can then pick the country name to replace (use instead), which will remove the first selected country.

3. Notes added to debit wizard and exported to Ms Excel – In the debit wizard when refunding to a stduent we have added the option to write / add a note. When the Debit Report is run, eBECAS – Reports – Finance – Accounts Payable – Debits in Period, details: the note is displayed in the Ms Excel export.

4. Outstanding fees can now be displayed in current Enrolments grid – We have added the display of Oustanding and Due fees both gross and nett for current students in screen 1.4. Columns can be added and removed for each workstation as per directions here.

5. New bookmarks for multiple Courses in an Offer – We now support the output of bookmarks for each course in an offer. If an offer contains multiple courses, then the start date, end date, and course length are separately output to the set of bookmarks E1_, E2_ etc.


eBECAS Version 7660 released December 11, 2009

Internal release


eBECAS Version 7650 released November 26, 2009

1. Added Provider filter to Fees search – A filter has been added to the Fees search screen 3.4 where the Provider can be filtered e.g. To display all insurance fees for Worldcare go to eBECAS – Main – Utilities – Setup Configuration – Fees.

2. Student on Holidays display – We have added the display of students on holidays to several screens. In the Language Enrolment search screen 1.4 a new column has been added see here. The Enrolment Details screen also displays is the student is on holidays for the current week see here. The Language Class search now displays the total in each class that are on holidays also see here.

3. Agent Commission Rate Report – The agent commision rate report (12.063) has been updated to include all commission options for all faculties and rate names.


eBECAS Version 7643 released November 11, 2009

1. Signed Agreement sighted Trust Report – In support of the AQTF, a signed registration form must be sighted before money can be transferred into the working account. A list and total of receipted fees without a signed application can be run. The option to enable and enter the start date for monitoring enrolments signatures can be set from eBECAS – Main – Utilities – Setup Configuration – Finance – Trust Account. Each enrolment can be updated with who and when the Signed Acceptance was received and sighted. To annotate the signed agreement was sighted for the enrolment go to Enrolment Details Other Tab Page see here. We have added a new report eBECAS – Reports – Finance – Receipts and Credits – Receipts in Period – Trust (Report 12.090)

2. Agent Search Custom fields display – We have added the agent custom fields as selectable options to the Agent search screen 2.0


eBECAS Version 7630 released September 23, 2009 – this is a major release

1. Language Class History – A bug was found in a previous version, where language class history was not updated correctly.

2. Agent Primary contact bookmarks – We have added new bookmarks for the agency primary contacts – these begin with AP_

3. Group Student members bookmarks – We have added bookmarks for Groups members for offers and enrolments table OFFER_TABLE_STUD_1, OFFER_TABLE_STUD_2, STUDENT_TABLE_1, STUDENT_TABLE_2. There is also the option to export the Student’s names to Ms Excel.


eBECAS Version 7621 released September 11, 2009 – this is a minor release

1. Language Class Name Edit – A bug was found in a previous version, and we removed the facility to edit the Language Class name. This has been fixed and edit facility re-enabled. Now the current students in the class are shifted into the new class. We also now list and group current students as “Not found” if they are in a class name that no longer exists or are in an in-active class name.

2. Student Enrolment Academic Certificate details – We have added new enrolment bookmarks that include Certificate awarded date, and certificate number.These fields can also be added to the Academic Enrolment Search grid screen 1.4

3. Student Enrolment custom fields added to Receipt Report and Receipt search grid – We have added the new enrolment custom fields to Receipts in Period Report 12.017 and Receipt Search screen 9.3


eBECAS Version 7610 released September 2, 2009 – this is a minor release

1. Offer multiple installment calulator – A bug was found in the calculation of multi year installment dates for offers and was fixed.

2. Student Enrolment Reports for Starters and Finishers – A bug was fixed when the enrolment custome field were added to these report and has been fixed.

3. Language Class Bulk Merge Bookmarks – Additional bookmarks have been added that include the course code for use in template generated class rolls LC_CLASS11..19

4. Offer Search Screen includes filters for offer custom fields


eBECAS Version 7600 released August 18, 2009 – this is a major release

1. Major internal update to eBECAS application – Preliminary plumbing for integration of eBECAS for Agents. eBECAS for Agents will allow Colleges, if they desire, to provide Agents with the ability to enter and print offers for students 24/7. Colleges, Agents and Students all receive and email with student offer details.


eBECAS Version 7580 released August 4, 2009

1. Receipts in Period Report – As a part of the verification and re-alignment of accounting reports, we have taken receipts out of the credit report, and provided a separate Receipts in Period Report.

2. New Homestay unscheduled payments Report – This report lists any homestay invoices raised for a period that have nor been scheduled to be paid to the homestay provider.

3. Current visa bookmark exported with Enrolment details – The current visa bookmark is now exported with the enrolment bookmarks.

4. Agent Code added to Ms Excel export to Agent List Report – The Agent List Report export to Ms Excel has the agent code populated.

5. Agent Activity Report – The country filter is now working correctly.

6. Debits in Period Activity Report – The faculty and location filter is now working correctly.

7. New Academic Timetable Report – We have added a new Acdemic Timetable report which is out put to spreadsheet. For a week or a semester: College name (semester period or week), across the top column titles Monday /Tuesday /Wednesday /Thursday /Friday /Saturday /Sunday and under each day, time period, Class and Room (grouped by time period).

8. New Bulk Academic Class Print – We have added to Academic Classes (Screen 4.0 Academic Timetables Search) a Word merge option (bulk), similar to the Language Class merge, where the class details (class name, class code, class period, total hours, class table: type/day/start/finish times/attendance, student allocation table: student no/student name/ start/end / course code/ course name, student result table: student no/ student name / grade / mark.


eBECAS Version 7570 released July 17, 2009

1. Student Custom fields Search – The student custom fields can be new added to screen 1.0 and displayed in the grid (right click on grid title and select field chooser).

2. New filter for Enrolment search – The advanced options are now displayed using a tab on the Enrolment screen 1.4. The advanced options include Filter by Faculty, Arrive (all/true/false), Agent, Course, and attendance below percentage.

3. New filter for Language Enrolments – There is a new filter to display (and merge) Language Enrolment Results. You can now filter by the Result Type and date of the result entered. This enables results to be posted and printed / merged for a period.


eBECAS Version 7550, 7560 internal release


eBECAS Version 7540 released May 21, 2009

1. Custom fields Access – In the previous release, we neglected to provide access to regular users. In this version, each user nees to be enabled to add and modify custom field definitions. Please go to the User – Roles and enable custom field for the user offers and enrolments. For details see here. You then need to logout and login again to apply these access roles. You now can specify the new offer and custom fields. For details see here.

2. Delete Language Result – The bug where the Language Result was not correctly deleted has been fixed.

3. Edit and Save button for Student Enrolment Notes enabled – With the change of the location tab for the Student Enrolment notes, we have now enabled the save and edit buttons for the notes area.


eBECAS Version 7530 released May 8, 2009 – this is a significant release

1. An additional 10 New custom fields for Offers and Enrolments – Following feedback, we now provide 10 custom fields for offers and 10 custom fields for enrolments, to compliment the exisiting 10 student custom fields. This provides unique identifiers for you to display and identify you offers and enrolments. The custom fields can also be displayed and added to the offer search screen 1.6 and Enrolment search screen 1.4 by right clicking on the grid heading and selecting the field chooser option, and draging the field to the location you wish on the grid.

2. Offered Courses Report updated – Following feedback, to provide a sales report in period we have added a new date filter option – accepted date – to the existing options of start date and offered date. We have also added a pivot table and non pivot table output options. This means you can also see on one line listing faculty / agent / country / course /user the number of offers, course weeks, nett and gross value for not converted offers, accepted offers and cancelled offers.

3. Invoice Due Report – This report was recently changed to use the due history table so that fees due in history can be run as of a date consistently. This update regenerates the history table to ensure the history is correct.

4. Tentative homestay requests display – We have added to the student the display of tentative requests (homestay requests in offers) to ensure that new enrolment requests are not re-entered for existing tenative requests. The tenative request is automatically entered when the offer is accepted without re-keying.

5. OSHC Worldcare load updated – As requested by OSHC Worldcare, we now display the policy premium paid by the student to the College in the Ms Excel spreadsheet exported from eBecas which is loaded into the OSHC WorldCare website. For further details see here.

6. Agent List report update – The report – Agent – Listings – filter by active/inactive has been fixed.

7. Homestay Scheduled payment dates update – When generating the scheduled payments for a homestay, when there is only one scheduled payment, the out date was displayed instead of the last night in the period. This has been corrected.

8. Receipts by Student Enrolment report update – This report when filtered by fee types failed. This error has been fixed.


eBECAS Version 7520 released April 8, 2009 – this is a minor release

1. Offered Courses Report updated – Report can be filter by status for a period by offered date or course start date. The summary now includes company, location, faculty, status, course count, course weeks, gross and nett value of offered courses. The detail report includes in part, student, course, course length, visa type, user, gross and nett value.


eBECAS Version 7510 released Mar 13, 2009 – this is a major release

1. Schedule Payments filter by supplier – When Scheduling payments on behalf of stduents when due to Agents, Homestay providers, Accommodation arrangers, Tranport Providers or Insurance provider, you can now filter the fees due to be paid by a particular supplier. This is particularly hand to view and make payment to a particular agent, homestay provider, transport provider and insurance provider. Several Colleges have the need for this when changing over from one Insurance provider to another. This means the fees for each provider can be separately paid and listed without filtering in the speadsheet.

2. Agent – Listing Report – The Report – Agent – Listing has new report options that include just the agency or all agency employees to be listed as well as the option to group by country or category. You can see the Report selection screen here

3. Enrolment Details screens:

a. Offer details for this enrolment – The screen 1.3 Enrolment Details, now has the enrolment related offer number, the user who created the offer and when it was created displayed. You can also directly display the offer details from the Enrolment Details screen by pressing View – Offer.

b. Class History tab – The Enrolment Details – Class – History bug fixed in version 5480 was not run that update. While we had included the fix for this bug, we have found the update did not run correctly. We have resubmitted and tested that this fix is run correctly in this update.

c. Changes tab – The Enrolment Details – Changes screen 1.3 now show changes when the enrolment is reduced or cancelled course weeks as negative.

4. Offer Search – The screen 1.6 Main – Offer search, has a new filter added by User (College employee), and there is a new field added to the selectable columns Offer value. Don’t forget you can add and group and field in the grid, using the standard options in all grids by right clicking the grid title bar and chosing the appropriate option.

5. Offer Reports:

a. Offers Courses update – The Report – Marketing – Offers Coourses has new report options that include filtering by User (College employee), grouping by Country, Agent and User and now has the option to output in a readable (non pivot table format) as well as a pivot table format. The non pivot table column totals are not converted (status offers made and if selected status preparing), accepted/enrolments (status offer accepted) and cancelled offers (status withdrawn and status declined). The report can be grouped by Faculty, Country, Course, Agent and User. The column totals for each (not converted, converted and cancelled) also includes the number of offers, course weeks and offer value for the period. You can see the Report selection screen here

c. Offers Conversion Report update – The Report – Marketing – Offers Conversion has new report options that include filtering by User (College employee), grouping by Country, Agent and User and now has the option to output in a readable (non pivot table format) as well as a pivot table format. The non pivot table column totals are not converted (status offers made and if selected status preparing), accepted/enrolments (status offer accepted) and cancelled offers (status withdrawn and status declined). The report can be grouped by Faculty, Country, Course, Agent and User. The column totals for each (not converted, converted and cancelled) also includes the number of offers, course weeks and offer value for the period. You can see the Report selection screen here

6. Marketing – Region / Country / Agent Report – The Report – Marketing – Region / Country / Agent Report had a bug when outputing to a spreadsheet the Agent type filter (local or overseas) was selected, this has been fixed, and the agent type filter has been updated to reflect what we are filtering on – Agent tax registered, and Agent non tax registered or all. Non Australian Colleges should always leave the selection as All.

7. Student Address – The Student address zip/postcode field size has been increased to 20 characters.

8. Weekly task update – The weekly task also updates the offer status. If an offer includes a course that has started in the past the status is automatically updated to status “withdrawn”.

9. English Australia Report update – The English Australia Enrolment Statistics Report as well as reporting on Students by Region / Country totals by Visa type, now separately lists the Group Statistics on a separate page.


eBECAS Version 7500 internal release


eBECAS Version 7490 released Feb 18, 2009

1. Language Class description – A new text box can be added to the bulk class rolls. This can be used to entered multiple class times, teachers and rooms.


eBECAS Version 7481 released Feb 12, 2009

1. Write-off GST – A bug has been fixed so that the fee write-off gst is calculated correctly.


eBECAS Version 7480 released Feb 11, 2009

1. Financial Activity Report – We have corrected the Financial Activity Report to use the receipt date instead of the credit date. There is also a separate credit agent.

2. A new Agent local GST component – When an agent is local and subjected to gst there is now a bookmark that total the agent GST commission. If a agent is subject to gst, then the 30% commission needs to be 33%. If the Course cost is $10,000 then the commission would be $3,300 ($3000 for %30, and $300 for gst)

3. Student Details entry – For the student details to be stored, the Student needs to be saved before adding the contacts, offers, enrolments, diary, homestay, airport, visa, eCoE, Insurance and photo.

4. Language Class History – A bug has been fixed for the Enrolment Class details.


eBECAS Version 7470 internal release


eBECAS Version 7460 released November 26, 2008 – this is a major release

1. New Language Class Reporting option – We are very pleased to provide a new completely flexible report option for Language Classes / Rolls. This report can be designed by each College and uses Microsoft Word to specify the class roll layout. The layout can include only the days required and any number of marking columns. Additionally column widths and font / text sizes can be specified in MS Word by the College.

We provide an example template that can be used or modified and copied to be used for different Class Rolls and formats. Downloaded from here. Place the template on the shared drive with the otehr templates, and register the template within eBECAS. eBECAS – Main – Utilities – Setup Configuration – Word Templates – language Class.

Having registered the template, the new English Class Reporting is available from the Main Menu – Language Classes. When you display the classes and the number of students from the search screen there is a new option Merge on the left of the from the Language Classes Search screen 4.7 you can see the screen here.

Select the classes you want to print the Roll for which will generate a Ms Word document like this. There are several bookmarks for different table data and you can tailor the date display options to print a Roll for a session that may only run on some days. You can also specify the column widths and number of columns to mark attendance / absence for each day. The template uses Ms Word Autotext which we describe here. The AutoText section must use the name REPEAT_SECTION. The easiest way to create new templates is to copy the supplied template and try different layouts and bookmark name options.

2. Homestay Family Bookmark export – A new bookmark has been added where the family categories are exported in a text string separated by a comma. The bookmarks are F_CATEGORY_NAME, F_CATEGORY_NAME_1, F_CATEGORY_NAME_2, F_CATEGORY_NAME_3, F_CATEGORY_NAME_4.

3. Offer Student details has Active filter – The Student details Offer display now has a filter that only displays active offers i.e with Status Preparing and Offer Made. We have had several Colleges contacting us confused as to why Cancelled and Accepted/Converted offers were displayed. We agreed and now only show / filter to display Active Offers (needing follow up). Accepted offers can be displayed as Enrolments. See here for details.

4. Language Spoken field descriptor name change – The field descriptor that was titled Mother Tongue has been retitled Language Spoken.


eBECAS Version 7450 internal release


eBECAS Version 7440 released October 30, 2008

1. Agent Commission Report – The Ms Excel output option has the field descriptors added.

2. Student Outstanding Fees – eBECAS Main – Finance – Student Account Print display screen now has both the gross and nett amount listed. See here for details.

3. New Agent Account Report – eBECAS Reports – Agent – Agent Account – This is a significant new report that lists Invoice value for optionally Offers and Enrolments. For the Summary report the Agent is listed with total invoice value, fees received for those invoices, credited, debited and due. The commissions total value is also listed for the agent with fees received, credited debited and due. There are also options for fees invoiced in a period or due as of a date. For an example of the summary report, see here for details.


eBECAS Version 7430 internal release


eBECAS Version 7421 released September 26, 2008

1. Auto selection of Student Country address – The automatic update of the selection of the Student’s Citizenship Country is used to specify the overseas student country address has been re-enabled. This was previously provided but was inadvertantly disabled with the supply of version 7410.

2. Price Book display for Offers – We have fixed a bug where all Price Books were displayed including in-active price books. Only active price book options are now displayed.

eBECAS Version 7420 released September 22, 2008

1. English Australia Report enabled – While releasing this in version 7410, the menu choice wasnot correctly enabled. This has been fixed.


eBECAS Version 7410 released September 15, 2008

1. English Australia Survey Report – The EA Survey for Enrolment Statistics has been added – Reports – Marketing – EA Statistics Enrolment Report. The report can be run for a period and output to print, PDF document (for email) or Microsoft Excel. To see what the report looks like press here for details.


eBECAS Version 7400 released September 5, 2008 – this is a major release

There are several enhancements to eBECAS as well as bug fixes.

1. Change of Student tabs – Several separate tabs have been combined. The address tab now includes the contact details for other family / friends and relatives. To see what the screen now looks like press here for details.

There is also new tab that combines the Visa details and the new eCoE details. To see what the screen now looks like press here for details.

2. eCoE and Attendance – For Australian Colleges, we have provided the facility to add to Student (details), one or more eCoE numbers and specify the CoE period (from / to dates) and calculate attendance over that period. Attendance is calculated as overall percentage attendance, current (progressive) percentage attendance and overall including absences not counted and current including absences not counted. The entry of the eCoE number/s is made in the Student screen eCoE tab. Calculation of the attendance is made either from the student eCoE screen for the student you are displaying or for all students – Main – Utilities – Tasks – eCoE Attendance.

3. Homestay unscheduled Fees Report – We have provided the facility to list any homestay invoices that have not been paid or scheduled to be paid. To clarify, if a student has been invoiced for homestay accommodation, then there should be fees scheduled to be paid to the homestay provider for the placement, or fees refunded to the student / agent. This report list the fees that have not been paid on the stdeunts behalf for the invoiced Homestay fees the student has paid. Reports – Finance – Accounts Payable – Homestay Unscheduled Payments. To see what the report looks like press here for details.

4. Invoices Due Report – We have completely changed this report to use fees due history. This means the report can be run as of a date in history and the fees that were due and un-paid at that time are displayed. To see what the report looks like press here for details.

 

 

5. Homestay Tentative Placements – A bug was fixed that displayed both tentative and accepted homestay placements. This has been fixed so that only the accepted homestay placement is displayed if the tentative placement has been accepted. The display has been updated for the provider search and homestay student search.


eBECAS Version 7360 released 17 July 2008 – this is a minor release

1. Date Popup warning – If a day other than a Monday is entered as a start date, you are warned. You can leave the date not a Monday, but the system highlights the day. A message is also shown if the start date is during a holiday or holiday period.

2. Agent Counsellor handling offer / enrolment – We now provide the contact details can specify the agent employee (counsellor) handling the offer and enrolment. These details can be listed in all offer and enrolment templates.

Make sure the agent has the agency employees listed. To see what the screen now looks like press here for details.

Then in the offer and agent details, the contact can be specified and bookmarks used in the templates. To see what the screen now looks like press here for details.


eBECAS Version 7350 released 3 July 2008 – this is a minor release

Internal transaction / database optimisation.


eBECAS Version 7340 released 29 May 2008 – this is a major release

1. Insurance fee – The specification of Insurance now includes the price, the period (in months) and whether the insurance is for a single or family. To see what the screen now looks like press here for details.

2. Insurance Payment spreadsheet support for OSHC WorldCare direct load – The output of the insurance payments is now formatted for direct load into OSHC WorldCare website.

Details for implementing and using this facility can be displayed. Please look here for details.

3. Diary search screen – The diary search now includes the code (student number, agent code, homestay family code). The code can also be used to locate the student / agent family. The details have been re-arranged so that the summary now appears on a separate line. To see what the screen now looks like press here for details.

4. Homestay Student Report – The Ms Excel output option now includes the homestay notes.

5. Student Enrolment – Absenses in Period Report – Now has a Ms Excel output option.

6. Student Enrolment – Finishers Details Report – For grouped enrolments, the displayed attendance is the grouped overall attendance for all enrolments.


eBECAS Version 7331 released 23 May 2008 – This is a minor release

1. Agent Word Merge – When using a template for an agent, you were asked to select and student enrolment. This has been fixed.

2. Homestay Student Report – We have added to the Ms Excel merge report option the homestay provider custom fields.

3. Offers status change date – Offers now store when the status change took place.

4. Student Enrolment Reports export to Ms Excel – Student Enrolment detail Reports now include invoice value, offer date and enrolment created (booking) date. This should provide enhanced Sales figures for a period (for booking reports).


eBECAS Version 7330 released 12 May 2008 – This is a minor release

1. Airport Transfer Report – When printed, students who have multiple homestay placements, were appearing multiple times on the airport transfer listing for period. This has been fixed.

2. Acceptance and conversion of group Enrolment error – When a group enrolment was accepted and converted to an enrolment, an error occured. This has been fixed.

3. Offers now have status change date stored – Offers now store when the status change took place.

4. Student Enrolment Reports export to Ms Excel – Student Enrolment detail Reports now include invoice value, offer date and enrolment created (booking) date. This should provide enhanced Sales figures for a period (for booking reports).


eBECAS Version 7320 released 24 April 2008 – This is a major release

1. Offer conversion to Enrolment for multiple courses – We introduced the feature where in an offer you could group fees with an enrolment so that display of student information has changed so that you do not move to a different screen to see enrolment and offers. Enrolments and Offers are now displayed under tabs from the student details screen.

2. Class Register Report – A bug was found where session 4 and 3 class were mixed on the Class Register Report. This was fixed.

3. When crediting Discount or Write-off error for a fee that includes gst – This was fixed.

4. When converting an offer with multiple courses the tuition value error – This was fixed.

5. Language Class Reports display error – This was fixed.


eBECAS Version 7310 internal release


eBECAS Version 7300 released 18 April 2008 – This is a major release

1. Student details change – The display of student information has changed so that you do not move to a different screen to see enrolment and offers. Enrolments and Offers are now displayed under tabs from the student details screen. To see what the screen now looks like press here for details.

2. Student Details – Address Tab change – The Address tab now includes contact information on the same page. Contact information is for the display of phone and address details for family and friends.

3. Health Insurance change – Health insurance details (policy number and end date were previously entered once for each enrolment. Now a student can have multiple insurance policies / details entered. The details include description, Insurance number, period of coverage (from date and to date), notes, and when adding a new policy, the ability to generate an new invoice from a provider.

4. Offers items default due date change – When items are added to an offer, the default (standard) due date for all items are now set to the start date for the course.

5. Offers with multiple courses – Offers which include multiple courses, now has the option to specifiy what fees are grouped with what course. The benefit of this is when an offer is accepted, those grouped fees are listed as a part of that enrolment.

6. Invoice generation on conversion of offer to enrolment/s – Offers are now grouped by course. When and offer is converted to an enrolment, if the due date is left as the start date of the course, one invoice is generated with multiple invoice items. Previously each fee had a separate invoice number.

7. Enrolment Search grid – The enrolment search grid now has the option to display overall and current (progressive) attandance percentage. this means the grid can display current enrolments and be filtered by attendance, and generate bulk letters to student whose attendance is below a level.

8. Attendance Calculations – The last week of a students’s enrolment was found to calculate the attendance incorrectly. This has been fixed. To re-affirm, the current (progressive) attendance is the attendance calculated for the previous week. This means the attendance calulations should be run on Monday or Tuesday after entering the previous week’s absences. The attendance calulation is correct as of the Firday of the previous week.

9. Class Register and Register details Report bug fix – When reports were generated filtered on sessions 3 or 4, the filter was applied incorectly. This has been fixed.


eBECAS Version 7293 released 12 March 2008 – This is a minor release:

1. View options added to Student Details Screen (1.2) – Option added to View Course and Agnet for the highlighted Enrolment from the Student Details Screen 1.2.

2. Report – Marketing – Region / Country / Agent bug fix – Ms Excel option did not apply filter of Company, Faculty, Location. Print / Preview worked fine.

3. Offer search with date filter bug fix – If an offer for a student was deleted, and subsequently a new offer added, the new offer was not displaying correctly for date filter.

4. Added Location to Homestay Request – When a homestay request is added for a student, there is a new option to specify a homestay location.


eBECAS Version 7292 released 7 March 2008- This is a minor release:

1. Unearned Fees Report – For Ms Excel option, added Fee Category to export.


eBECAS Version 7291 released 4 March 2008- This is a minor release:

1. Homestay Scheduled Payments report – The bug where the Homestay Provider name was repeated from the first homestay name was fixed, and now lists the correct name for every payment. Ms Excel output was correct.


eBECAS Version 7290 released 25 Feb 2008 – This is a minor release:

1. Bug in deleting Group Enrolment – An error occured when a Group enrolment member was deleted. This has now been corrected to cancel the enrolment for the stduent added to the group.

2. Offer by Item Report – The option to add the notes to the Ms Excel Merge output was added.


eBECAS Version 7280 released 8 Feb 2008 – This is a major release:

1. We have added a new login to check on-line users – The user is: admin and password: equatorit This user is not counted in your College user account numbers. This user is designed to display the users currently logged into eBECAS. This display shows when (date and time) each user last logged in. You also have the facility to remove the user (log them out). The total number of current users logged in are also displayed. I suggest only administrators and management are made aware of this facility and login. To see what the screen now looks like press here for details.

2. Student Reports – The Student Detail Reports (Bookings, Starting, Current and Finishers) Microsoft Excel Merge option now includes the Enrolment Notes field in the export to Ms Excel.

3. Student Pathway Bookmarks added – Pathway bookmarks have been added to the student and enrolment templates. These bookmarks allow you to add these details to any student and enrolment template. The bookmark names are S_PATHWAY_COLLEGE, S_PATHWAY_COURSE and S_PATHWAY_LEVEL. As with all eBECAS bookmarks these bookmarks are duplicated with _1, _2, _3 and _4.

3. Student Enrolment Bookmarks added – Each class for each session has new bookmarks. For sessions 1, CLASS_1, ROOM_NAME_1, TEACHER_NAME_1, LEVEL_NAME_1. Each session is numbered with the extension _1, _2 to _8. As with all eBECAS bookmarks these bookmarks are duplicated with _1, _2, _3 and _4.

4. Student Enrolment Language Search grid update – The Language Enrolment search grid now has the option to add the columns Citizenship and Mother Tongue. To select and add columns to search grids, right click mouse click on the column heading and select the option Field Chooser. Drag and drop the field to the column on the grid where you wish this column to be displayed.

5. Student Pathway Bookmarks added – Pathway bookmarks have been added to the student and enrolment templates. These bookmarks allow you to add these details to any student and enrolment template. The bookmark names are S_PATHWAY_COLLEGE, S_PATHWAY_COURSE and S_PATHWAY_LEVEL. As with all eBECAS bookmarks these bookmarks are duplicated with _1, _2, _3 and _4.

6. Enrolment Language Results more Bookmarks added – There have been enhancements and more bookmarks added for Language Results. Please look here for details.

7. Agent Reports – Agent Report – Agent Listing includes Primary contact, and primary contact and contact details are included in Ms Excel export.

8. Agent Bookmarks – From the Agent details screen (2.1) the Word Merge has new bookmarks. These bookmarks provide the option to list outstanding fees for each student both nett and gross please look here for details.


eBECAS Version 7270 released 22 Jan 2008 – This is a minor release:

1. Upgrade to bookmarks used in templates – We have significantly enhanced the documentation and list of available bookmarks and use of templates. Please refer here for details.


eBECAS Version 7260 released 18 Jan 2007 – This is a minor release:

1. Offer Word Merge – A bug in using Word Merge with Offers has been fixed.

 

eBECAS Version 7250 released 17 Jan 2007 – This is a major release:

1. eBECAS Groups – A significant re-write of the eBECAS Group area. Groups provides the facility to enter a group name (similar to a student name) but does not directly map to a course, the group name now has multiple offers and enrolments that relate to courses. Please refer here

2. Class Roll (Attendance) minor bug – eBECAS Reports – Classes – Language – Class Roll (Attendance) when a student’s week holiday leave has been deleted, and a new week added, the student still appears on the roll as on holiday/leave. This has been fixed.

 

eBECAS Version 7243 released 20 Dec 2007

1. Offer search – The offer search worked only using the from date. The from and to date filter now works correctly and has been fixed.

2. Language Rolls – The status for a future date has been updated to display the status (week and course length) for the date being filtered.


eBECAS Version 7242 released 30 Nov 2007 – Internal core library changes


eBECAS Version 7241 released 26 Nov 2007

1. Student email address – There are 2 email addresses, on displayed beside the local student address, and the other beside the overseas (other) student address. A bug whereby entering separate email addresses, simply updated both email addresses. This has been fixed whereby you can now enter and store separate email addresses for each field.


eBECAS Version 7240 released 23 Nov 2007 – This is a minor release:

1. Language Class History – A bug was found where the automatic storage of class histories for session 3 was written to session 2 in history. We also changed the display for classes class history to be clearer and grouped by Session. To see what the screen now looks like press here for details.

2. Homestay Payment Schedules – A bug has been fixed, where payments scheduled for homestay placements that include day payments, had an error in the calculation of the payments for the day amounts. The calculation has been fixed.

 

eBECAS Version 7230 released 20 Nov 2007 – This is a minor release:

1. Receipts in Period Report – Added footer totals, and for the detailed option added totals by payment type.

 

eBECAS Version 7220 released 8 Nov 2007 – This is a major release

1. Price Books – Provides for the specification of a stepped weekly rate, for the course. Courses can have more than one prise book associated with a course. Price books can be used to specify prices for country groups, so that different countries can share a price book. Price books will provide a way to reduce the listing of different course costs, and de-clutter course selection. Please look here for details.

 

2. Homestay search options – We have enhanced the search options to include a period search. The options include starting, current and finishing in period. Homestay search also includes the option to display Homestay by period tentative (offers), waiting placement, placed and cancelled.

We have provided new Homestay search options. To see what the screen now looks like press here for details.

The Date options are: Starting, Current and Finishing.

The Status options are: Tentative (Offers), Waiting Placement, Placed and Cancelled.

3. Offer discounts transferred to Enrolments – Line items in offers have the facility to specify a discount. You now have the option to enable the transfer the discount into the enrolment when the offer is accepted as a credit – discount.

From the menu Main – Utilities – Setup Configuration you will see the option to Convert Offer discounts to Enrolment, enable this if you wish to identify discounts in Enrolment invoices. To see what the screen now looks like press here for details.

Offer items now have the option to enter a percentage discount for the fee. To see what the screen now looks like press here for details.

To see the updated offer:To see what the screen now looks like press here for details.

When the offer is accepted, the fee To see what the screen now looks like press here for details.

With the credit entered as a discount.