eBECAS v10 Admissions
The purpose of this documentation is to provide assistance in the use of eBECAS version 10 for College admissions.
Index
Background
Your customers are students, agents, homestay providers, employers, airport pickup staff and insurance providers. Agents send students to your college, homestay providers provide accommodation (placements) to students, students may be transferred to and from an airport, students may study a course or courses, and attend classes.
In eBECAS, data is shared throught the system. The only way a student be assigned to a class is if the student is enrolled and current and studying in the course.
Initially a student may apply directly to the College or an agent may send a request for for the student to study a course or courses at your College. If the student is accepted by your College a placement letter is sent with a "pro-forma" invoice. We call this in eBECAS and offer. The pro-forma invoice is not a debitor or real invoice until the agent / student accepts the placement and pays the invoice in part or in full. The offer status is changed to accepted which raises the debtor or real invoice in your financials in eBECAS.
Because you do not know if the student has already studied at your College, or applied previously, it is best to always check. All courses applied by the one student should always be kept together i.e. one student can have many applications / or offers for courses of study i.e. make sure you do not re-enter the same student multiple times.
To look for a student select the Student shortcut
Entering a new Student
The student search form is displayed, please see if the student is already entered in the system before adding the student again. The one student can have many offers, and courses of study, do not multiply enter the same stduent twice. Please enter any part of the name to see if there is a match.
If you do not locate the student, please press the New shortcut on the top left of the search screen. A form is displayed ready for you to enter the student details.
You can enter a student number, but it is suggested that the next available number will automatically be filled when you press save after enetring the student details. Please enter name, address and contact information, then make sure you press save before you move from the student detail form.
Creating an Offers
From the student detail screen, press the offers button, to display the offers for that student. If none exist, press New (offer). The offer number, date and status automatically is assigned. The status preparing means the offer has not yet been sent to the student or agent. If the offer is through an agent (especially if the agent receives commission) you must have already specified the agency and contact employee in the agency, and have specified the commission rates for the agent before entering this offer. Before moving to specify the offer items, make sure you have selected the agent and contact in the agency (if no agent is specified the offer is designated as a Direct Enrolment. Press the Save button. For more details about entering agent details see here
Offer items
Offer items are the list of one or more courses and fees that comprise the offer.
Please press Items button. Now press the New option (or right button mouse click on the items form). You now have the option to add items (products) to the offer.
After pressing New item, then Find displays the product list. I like to group the products by campus and type (drag the campus and type columns to the group box).
Select your first product, usually a course. Highlight the item and ten press the Select and Close button. The Course details form will be displayed.
Specify the number of weeks for a weekly course product price, start date, tab out of the start date field and the end date is calculated (taking into account the holidays for that course). Make sure you select the commission option (I have selected commission rate) and tab out of the field. The agent commission rate options are displayed. When you select the commision rate, the commission value is calculated and gross price for the course displayed. With the course details complete press Save and Close. You will be returned to the Offer item screen.
Please add your other fees to the Offer if required - Enrolment, Accommodation Placement, Accommodation, Airport Transfer, Insurance Fees and Other e.g. Enrolment, Exam Fees etc. When you have completed adding all the offer items please press the Save button before sending out letters of offer by printing / emailing.
Your Offer items will look like this:
Integrated mailmerge and emailing
Pressing the Print button provides the option to send via email the merge letter comprising the offer details with a selected Microsoft Word Template. You can attach a document of type pdf, text, doc, docx or html to the email. Make sure you select the template from the drop down list. If no templates are displayed, please create and register you Microsoft Word Mailing templates in eBECAS. For more details about using templates and mailmerge in eBECAS version 10 see here
After Pressing the print button you will see:
Select the Notifications button provides the option to specify who the email and document will be sent to. The email address are marked with a tick if the emails addresses are available/specifedi and are valid in the valid email column.
Now that you have selected who you want to send the email to, and if you want to also attach the document, press the Email Button this provides you with the facility to specify the email summary and detail that will be sent to the selected recipients.
Pressing the Submit button schedules the job (merges the document and sends the emails), and a confirmation message is displayed.
For details about creating mailmerge templates see here .
Once an offer is sent to the Agent and or Student, details are stored in eBECAS, and offers can be followed up by offer status, offer date, course start date, accommodation start date and airport transfer date.