As many sessions as required can be created. Specify the day, time and cost of the session and then you can start to add children into the session. You can also define a limit to the number of children who can attend this session to prevent adding more children than are allowed. Each session has an associated waiting list. When a place becomes available, you can add a new child to the sesson and they will be automatically removed from the waiting list.
Full details can be entered including full name, home address, work address and relationships with associated children. The type of relationship may be specified by the user and could include parent; carer, grandparent, etc.
Full details of each child can be recorded including name, address, date of birth, sex, religion, discount and the reason for giving a discount, initial deposit paid, and any freehand notes.
In addition, the following topics are covered by individual tabs.
Adjustments allow you to specify a discount for a specifed session. The period in which the discount applies can be specified or left open. Any session discounts that are current will be applied to the childs bill when it is generated.
You can put a comment against each adjustment that will appear on the invoice.
This tab shows the sessions that the child has been included in. The session list can be amended here or in the sessions screen.
It is possible to set the start and end dates at the time of adding the child to the session or they can be left open and amended later.
If a session is currently full the child can be added to the waiting list for that session.
Holiday periods can be recorded and a discount applied if applicable. Discounts specified here will apply to all sessions that the child would normally attend during the holiday period.
Each child can be related to a number of adults. For each relationship, you can specify the type of relationship, whether the adult pays the child's fees, and if the adult is the child's next-of-kin.
A child can have many next-of-kins but only one fee payer. Invoices can be addressed to the adult defined as the fee payer.
Various food and health allergies can be specified here for the child. This information is also shown on the child details report.
Allows one-off charges or refunsd to be raised against a particular child to cope with eventualities such as overcharges from the previous month.
Allowances for nursery vouchers can also be put in here.
Children can attract a standing discount against all sessions (such as a second child discount).
Holiday discounts can be raised giving a specified discount against all sessions the child would attend between given dates.
A discount can also be applied against a particular session that a child attends either between specified dates or on an ongoing basis.
When invoices are generated all applicable discounts are applied automatically.
Two styles of invoice are supplied as standard. You can select the period to be covered (and it can be in the past or future), the children to include in the report, the starting invoice number and include a message to show on each invoice.
After the invoice run has been completed you can have the system update the sales ledger.
Every detail of the child is shown on this report including details of any releated adults and their address and telephone number.
You can select all children, a group of children or just an individual child to print out.
This report lists outstanding invoices from the sales ledger. You can opt to show every outstanding invoice or select the minimum overdue amount and the period within which the invoice date must fall.
This shows a monthly breakdown of the number of pints of milk that have been consumed by eligible children and the amount claimed. The report details the daily price of milk and the number of children attending the morning and afternoon sessions. A grand total is provided at the end of the report.
Monthly registers can be generated for any month in the current year or for next year. The register lists all children who are expected to attend the nursery in the given month and allows space for each to be marked in and out for the morning and afternoon for every day of the week.
There are separate templates for under two year olds and for the twos and overs. The under twos templates shows the under ones in surname alphabetical order and then the one year olds in surname order. For twos and overs the children are grouped as two year olds, three and four year olds and after-school (fives and overs).
The facililty to add extra blank lines at the end of each age category exists to allow space for additions and alterations in the month.
These include: a simple list of all children; a class list (sessions listed with children in each session); a simple list of all the sessions that have been defined; the waiting list.
The waiting list report details the session that have children on the waiting list and the names of children.
You can maintain a sales ledger of charges raised and amounts outstanding. When invoices are generated the invoices raised are automatically added to the sales ledger.
Record daily price of milk and number of children who qualify for free milk for that day. This information is used to compile the milk report described above.
New databases can be created by the user to represent another nursery site. Databases can be opened and closed without having to come out of OakTree. No extra fees are payable for this. You can even install OakTree on computers at different sites.
Mark Bank Holidays on a calender and OakTree automatically does not raise any charges for that day.
The database is stored in an encrypted form and cannot be viewed from any program other than OakTree. You can restrict access to the data by setting a password to prevent anyone else from viewing any details of chilren, adults and sessions stored in the database. You can also stop children's addresses from being shown in chilren's details section.
Windows 3.1, 3.11; Windows NT 4 or 3.51; Windows 95 or 98
4mb Memory (at least 16 MB is recommended)
10 MB of free disk space (more may be required later depending on the size of database)