About studentmanagementsoftware

Director Student Management School Software PCSchool

Bulk change ledger batch transaction dates

Available in PCSchool Finance Version 2014.7.0.105 or above.

PCSchool has added a new feature to Ledger Batch Transaction view where you can change the batch date at the top of the batch then click the ‘Refresh’ button and all transactions in the batch will take the new batch date. This will apply only to unfinalised batches.gl date

Payroll (Australia) – Update Employer Super Rate in bulk (2014-2015)

Additional Payroll Information:


PCSchool allows for the Superannuation rate for Employer Super to be updated in bulk via the Payroll Control Files.

Path:  Finance Module – System – Payroll Control Files

Employer Super for 2014-2015 is now 9.5%

first update the 'Default Suepr Rate' and Save

first update the ‘Default Suepr Rate’ and Save

You will then need to select each Super Provider (one by one) and select ‘Global Super % Update’, enter in the new superannuation rate and begin as per the example below.

Update EACH Super Provider and then check in Employee View

Update EACH Super Provider and then check in Employee View

Data Change Requests for Ver 2015

There is no predicted release date for these changes at this time.

Attendance –

  • Create tables for Student Historical Absence.
  • Create a Roll Change Log file.
  • Create a table for attendance Codes  ATT_CODE
    • REASON_TEXT   Asc  100
    • REASON_CODE  Asc  2
    • AUDIT_CODE  Asc  2
    • TRUANCY_CODE  Asc  2
    • CALC_HALFDAY   Asc  2
    • HIDE_FROM_SPIDER  Asc  1
  • Create ROLL_LOG
    • Roll#   integer
    • Status  Asc  1
    • Teacher#  (userID)
    • Date
    • Time  Hr.Min
  • Add to Roll Table
    • field for Duration and Marked Status to indicate if marked or not.
    • field for duration
  • Add to TimePdHd filed for Period_ID
  • Absent Record Add field  Time as  hh.min

POS – Add a comment text field to the Stock master file. Requested by Cathedral Grammar


  • Add field to FamEnq checkbox  Inactive
  • EnqStud add checkbox for Enrolled

MEDICAL – Add a tick box to Medical Incident for Email Sent  –  Moama

LEDGER – Add Budget capacity to KPI’s

PAYROLL – Add Payroll Employee Comment table similar to Debtor Comments enabling dated, categorized comment entry (encrypted)  Padua College

SSOBJCTS – Add a field for Category (related to module used) – Add a sub table for specific controls where this object is used


Crdmast – Add Country to each address as well as City

– Add checkbox  Preferred Supplier to limit creditors displayed to Order entry to preferred supplieres only

UserDefi – UserDef – Add field for eForm ID# to enable data to be tied to an eForm

Identity – Add Title  (same length as in Family) Salutation  (Formal – already Salutation), Informal),  Address Silent  Phone Silent  Add Religion. Add field for personal Email  as well as work email

Student Add field for personal Email  as well as work email

Enquiry  Add Religion

Debtors  Add Tagset to DeBatchC to enable tagset check to be carried through to Macro.  Add Tagset to MacroBod Y/N


  • Add Invoice Number to specific invoices to enable invoices to be printed, as well as statement
  • Add table to store multiple discounts structure + Table to store discount categories associated with a student.

WORKAREA  add field to show SNAPSHOT Original Workarea Database and Date Created

Libsys – Add fields for Enable Copies to have different Item Types & Enable copies to have different Call numbers (replace fields currently used in Preferences.ini)

Teacher  Add field for Working with Children Card number  +  Expiry Date

Subject  – Add a field for Print Order

Alumrel  Add fields to bring in line with Freedom Model

REPORT  Create Table REPSEC to store securible groups associated with the report



Vocational Pathways

PCSchool has now added support for Vocational Pathways.

Requires Followup2014 Scholastic Version 2014.7.0.211. Download now

These pathways include:

  • Construction and Infastructure
  • Manufacturing and technology
  • Primary industries
  • The service industries
  • Social and community services

In New Zealand the NZQA release predefined pathways for the standards on offer. This file can be uploaded to automatically populate PCSchool. The most recent copy of the NZQA upload file is available here. The file you require from this download is Pathway.csv

Download this file and add the pathways for standards to PCSchool as below.

Uploading Pathway.zip  file downlaoded from PCSchool Website

Uploading Pathway.zip file downlaoded from PCSchool Website


Pathways can also be added manually to Areas of Assessment other than “Standards”


Manually adding pathways to Areas of Assessment

Manually adding pathways to Areas of Assessment



Followup 2014 Development History

Download the latest Programs Follow Up from – www.pcschool.net/download/Followup2014.zip Get Help – to determine your version of PCSchool. Data Structure Changes associated with the release of Ver 2014

15/11/2015 Scholastic Ver 2014.7.0.1031  Corrected bug in Roll Marking associated with Renegade Code message when marking AM Roll. This bug released in interim Followup in October.

30/10/2015 Scholastic Ver 2014.7.0.1015 Added support for 2015 NZSSSC Census Report Spider control

29/10/2015 TimeTable Ver 2014.5.0.150 Added Import for “EdVal” and “aSc” Timetables. Added Export facility for timetable data to aSc

24/9/2015 Scholastic Ver 2014.7.0.986  – Added facility to print Staff encrypted Medical incident comments via Secure comments report

24/9/2015 Finance Ver 2014.7.0.367 – Corrected minor bug associated with release “365” where totals on Ledger reports were not being printed.

24/9/2015 Debtors Ver 2014.7.0.362 – Corrected bug where discounts were not rounding and were miscalculating. Bug associated with followup 956

15/9/2015 All Modules Curric Ver 2014.7.0.972   PrintQ issue. When launching a PCSQ the program failed to launch where the user had changed to output path for the output file. PCSQ launched perfectly if this path was not altered. Issue related to default path back to PCSQ and is now fixed.

21/8/2015  All modules  Curr  2014.7.0.956  Fixed issue where in some situations PCSQ was progressively taking longer to process an entry in the queue the further it processed that queue, resulting in a significant speed improvement in large high volume email jobs.

11/8/2015 Curr 2014.0.7.951  Fixed bug released in Ver 948 where a programming trace popup window appeared when printing student timetables. Apologies for omitting to remove before release.

7/8/2015 Curr Ver 2014.0.7.948  Added support for lower case Absent Status. Change program to recognise if lowercase status is entered, but is only matched as an uppercase status, then the status will automatically change to the uppercase.

28/7/2015 Curr Ver 2014.7.0.929  Evacuation report. Offered choice to automatically email to form teachers or to print.

28/7/2015 TimeTable Ver 2014.5.0.63  Improved Decoding of Subject codes in TimeTabler import. Added Export functionality for aSc Timetable

29/6/2015 Curr Ver 2014.7.0.897  PCSQ Fixed bug associated with adding attachments to PCSQ EMails

10/6/2015 Timetable. Added support to Supervision Allocation/Covers to support incidents where multiple classes are taught by a common teacher in the same period slot.  Scholastic Ver 2014.7.0.864

9/6/2016 Removed nag re Licence due to expire 8/8/2015 28/4/2015 Debtors and Scholastic. Reworked code to speed up export of reports and emails to PCSQ from Account and Sundry Account launches, as well as Assessment Reports.

27/3/2015 Scholastic Ver 2014.7.0.798  For external standards NZQA require that only the current version (most recent) be offered by the school. When an “Export to NZQA” is performed, if the school still has a superseded version attached to the Area of Assessment, within PCSchool, then NZQA will generate an error report to the school stating that the Version must be the latest. This error can be ignored as NZQA, during their upload will automatically save the data as the latest version of the standard.  We have altered the code to automatically alter the area of assessment for these external standards, to upgrade to the latest version as part of the submission.

25/3/2015 Scholastic Ver 2014.7.0.789 Fixed bug in Markbook creation, where user has selected to create a New “Spider” based markbook and elected to Over-write a previous markbook with the same name.

25/3/2015 Scholastic Ver 2014.7.0.789  Added ability to remove a subject from the subject selection lists, should the user wish not to make available a specific subject code. This code can now be retired, meaning that it still exists for historical reporting but does not clutter current selection lists. See more

13/3/2015  Scholastic Ver 2014 2014.7.0.772  Released version of eMerge that utilised Print Q. Corrected bug in Debtor Account printing associated with use of PrintQ.

27/10/2014  Finance Ver 2014.7.0.146  Added support for Next Year Budget, enabling users to prepare Next Years Budget within PCSchool, anytime through the current year. On Line orders placed against next years budget can now be tested against budget remaining in the next year. See associated blog

10/10/2104  EMail and eMerge  Altered background code to generate email and eMerge via PCSQ (Print Tray)  Curric Ver 2014.7.0.535

10/10/2014 Added Legal Surname to Student csv Import

19/8/2014 Curriculum 2014.7.0.443  Implemented data changes to Student View Student Table

  1. Added field for Epilepsy
  2. Added field for Deputy Principal
  3. Added field for Antihistermine Allowed
  4. added Health Care Card number and Expiry date
  5. Added field to record date of Year End for use in SIF compliance
  6. Added Medicare Expiry Date
  7. Added Vaccination fields
    1. Rotavirus 2mths
    2. Rotavirus 4 mths
    3. MMR 18 mths
    4. HIB 12 mths
  8. Added Visa Class and Visa Expiry Date

Added Voting check box to Care Giver page to enable over-ride of automated voting allocations.  If family left unchecked then Voting allocation will be applied as in the past based on Best Practice rules. Using check boxes enables the user to over-ride this automation. There is still the need to run the Voting Update routine prior to communication with voters as addresses may have changed. Added display to Care Giver screen to show which care-givers have been assigned as Correspondent and Account owners Owners Removed the ability to use an apostrophe in Student, Family or Teacher Codes. Where they have been used in current records these will not error but it is recommended that you use a Global change to remove the apostrophe. This is to avoid issues in the Spider HTML coding that can be impacted by the apostrophe.

11/8/2014  Curriculum Ver 2014.7.0.427  Fixed bug in Markbook creation to correctly translate alt column headings for Subject Organisation and Percent.

10/4/2014   Curriculum Ver 2014.7.0.211   Added support for Vocational Pathways to enable tracking 9/4/2014     Curriculum  Ver 2014.7.0.209 Corrected bug in NZQA data upload related to “Delete stored NZQA Withdrawn Details”

1/5/2014   Scholastic  Ver 2014.7.0.245  Altered Group Removal to not only cater for Students who departed prior to a date but also Remove students Born prior to a date

Spider – Payment Portal Information Option

Available in PCSchool version 2014.03.03 and above.

PCSchool has now added the ability for schools to include additional text / instructions at the top of the Parent Payment Portal view. This option allows schools to include instructions to parents on how to use the payment portal and when the payment is expected to be processed and applied to their outstanding fees.

Option to add text to Payment Portal is found in the Administration control – Update Configuration File in the Spider.Payment Instructions

Spider – Donation Payment Email Notification

Available in Spider version 2014.03.05 or above.

PCSchool payment portal currently emails a default staff member (accounts receivable) when a payment has been made by a parent. This has now been extended to the Donation Portal to allow for a different staff member to receive notification when a donation has been made via the donation portal.

Options for payment email notifications are found in the Administration control – Update Configuration File in the Spider.

Donation Portal Email

Spider – Hide tabs in Student Information View

Available in Spider version 2014.03.04 or above.

PCSchool now allows schools to hide the various tabs within the Student Information View in Spider. This means, for example, that you can hide the Medical Conditions tab or Special Needs tab from students when they enter the Student Information View in Spider.

Options to hide the various tabs are found in the Administration control – Update Configuration File in the Spider.Hide Student Tabs





Spider – Calendar & Assessment Integration

Available in Spider version 2014.03.04 and above.

PCSchool has enhanced the integration between the Spider Calendar and Assessment Criteria information when adding assessment task due dates to the calendar.

Previously when publishing assessment due dates to the Calendar, via the Subject and Assessment Criteria control in Spider, it only allowed the date, item description and an attachment. Now the ‘Criteria’ information for that task will also be displayed in the Calendar.

Assessment CriteriaIn addition, any attachments to assessment items in the Calendar will now open in a new window.


Spider – Duplicates when adding Co-Curricular Activities to Student

Available in Spider version 2014.03.17 and above.

PCSchool has enhanced the Student Co-Curricula Data Entry control in Spider with the following options.co-curric

1. Option to use the students current year level when adding the co-curric activity – this is useful where a tag set comprising of students in different year levels is being used.

2. Option for handling duplicate activities – these include:

a. Allow Duplicates – will add the activity regardless of if the student already has this activity attached to them (eg will allow duplicates).

b. Do not allow and throw error – will show an error each time if it finds the student already has this activity attached to them.

c. Do not allow and continue next – will show an error at the end of the process for any student that already has this activity attached to them.