Support Center

Starting with version 5.6 e-mail is sent directly from DanceWorks through an e-mail component that is built into the program. This component requires the following setup information in order to send e-mail successfully.

You can find this information on your computer in the Outlook or Outlook Express setup.

If you have purchased a network license for your Akada Software program (requires an additional fee), the following instructions will help you setup your Akada Software program on your existing network.

Once you have purchased your Network License, you can begin using your Akada Software program on your network. You can use Peer to Peer networking, Windows NT or Windows 2000.

With any of the above options, you must install your Akada Software Program on the server and on all other computers on which you intend to use your Akada Software program. The computer you choose as your server should be the fastest computer in your office environment with the most RAM and most free space its hard drive.

After installing your Akada Software program on your server, you need to share the folder that your Akada Software program was installed in following the steps below:

Windows XP

1. Click on the Windows Start button and choose My Network Places
2. Double click on the C drive icon
3. Right click on the DanceWorks folder and select “Network Sharing and Security” from the menu
4. Click on “Share this Folder on the Network”
5. Notice the “Share Name” - this will default to the name of the folder being shared (e.g., DanceWorks)
6. Click “Allow network users to change my files” in the Access Type section
7. Click Apply, then Click OK
8. The folder on the c:\ drive containing your Akada Software program should now show a hand underneath it - this means that the folder is now shared

Windows Vista/Windows 7

1. Click on the Windows Start button
2. Click on Computer
3. Double-click on the C-drive [Local Disk (C:)]
4. Right click on the folder that you installed your Akada Software program in and select “Properties” from the menu
5. Click on Advanced Sharing
6. Check the box “Share this folder”
7. The “Share name” will default to the name of the folder being shared
8. Click on Permissions
9. Highlight “Everyone” in the list of user names
10. Check the “Allow” boxes for “Full Control”, “Change” and “Read”
11. Click on Apply
12. Click on OK
13. Your Akada Software program's folder will now show a hand underneath it, indicating that the folder is shared

Install your Akada Software program on each computer (workstation) in the network that will also be accessing your Akada Software program.

Using the Network Setup Utility for Workstation Computers

1. Click on the Windows Start button
2. Click on My Programs (Programs for Windows Vista and Windows 7)
3. Click on the folder where you installed your Akada Software program
4. Click on the Network Setup icon
5. Click on Browse for Shared Data - this opens a new window labeled “Open”
6. Click on My Network Places (Network for Windows Vista and Windows 7)
7. You will see a list of the shared network folders
8. Double-click on the folder you shared using the steps above
9. Click on Open - this returns you to the “Akada Software – Configuration File Setup” window
10. Click on Save
11. Click on Exit
12. This will return you to your Desktop
13. Double-click on your Akada Software program's icon to start your Akada Software program

If, in Windows XP, the Open File Dialog does not show the folder you shared following the steps about, then follow the steps below to find it:

1. Double-click on Entire Network in the large window
2. Double-click on Microsoft Windows Network
3. Double-click on the cluster of three computers next to the name of your workgroup
4. Double-click on the computer that is your server
5. Double click on folder you shared using the steps above
6. Click on Open
7. Click on Save
8. Click on Exit
9. This will return you to your Desktop
10. Double-click on your Akada Software program's icon to start your Akada Software program

When you run your Akada Software program over a network, it reads a file to find the location where the databases are stored and which session was the last one used. This file can be edited with the Notepad editor and the proper values can be manually entered. Please contact Akada Software if you need to assistance in setting up your Akada Software program's networking.

Following is a step-by-step procedure for linking the income recorded in your Akada Software program to QuickBooks.

Akada Software, Inc. does not give financial advice and shall not be held liable for errors in your financial statements as a result of using this accounting link.

The accounting link transfers all payments entered into your Akada Software program, up to the cutoff date, to a data file. You must then import that data file into your accounting program.

Payments that have been applied to one or more charges are transferred to the Undeposited Funds account with the offsetting amount(s) being transferred to the Income account(s) associated with the charge(s).

Payments that have not been applied to any charge or payments that have an open balance are transferred to the Undeposited Funds account with the offsetting amount being transferred to the Customer Deposit Account.

Once the Charges and Payments have been written to the transfer file, they are marked as posted (status of P) and they cannot be transferred again.

When a payment with an open balance is applied to a charge, your Akada Software program instructs the Accounting Program to subtract the money from the Customer Deposit Account and add it to the proper Income account.

Akada Software does not give technical support for QuickBooks. Please refer to the QuickBooks manual or their technical support telephone number.

When you set up the Accounting Link in your Akada Software program to specify QuickBooks you must also set the Accounting Program Directory Name to the location of your QuickBooks Data Files. This is usually: C:\Program Files\Intuit\QuickBooks.

1. Select Setup System
2. Click on the Accounting Link tab
3. Click on the down arrow next to Accounting Program to select the accounting program
4. Select the Drive by clicking on the down arrow at the right (the drive is usually C:)

You need to know where you have installed QuickBooks and match that file with the Accounting Link Setup Screen. If you do not make a note of where it is installed, you will have a difficult time finding it in QuickBooks.

Select the Accounting Program Directory by clicking on the box containing the directory name.

You will get a list of all the folders in the system. Select the folder that you loaded QuickBooks into. It should be in either QBOOKSW or it will be in the program files folder, in QBOOKSW. Double-click on the folder where QuickBooks is loaded to save the folder name.

Fill in Undeposited Funds/Bank Account which is a four-character field that should match the Undeposited funds account number in QuickBooks and would commonly be 1499. This is where payments are transferred when you go to QuickBooks.

Fill in the Customer Deposit Account(a four-character field). It should match the Customer Deposit accountin QuickBooks. The account type should be “Other Current Liability”. The account number would commonly be 2100. This is the account that receives the payment amounts that have not been applied to charges as income.

You must set up QuickBooks to use Account Numbers in order for the transfer to work.

In QuickBooks 4.0:

1. Select Transactions from the Preferences Menu
2. Click on the Use Account Numbers box

In QuickBooks 6.0:

1. Select Preferences from the File Menu
2. Click on the Accounting Icon on the left side of the screen
3. Click on the Company Preferences Tab
4. Click on the Use Account Numbers box

It is necessary for the Sales Tax to be turned off in QuickBooks before you transfer your data. To turn off:

1. Select Preferences from the File Menu
2. Scroll down to sales tax (on left) and open Sales Tax
3. Click on Company Preferences
4. Do you charge Sales Tax?
5. Answer No

Remember to set up the Account Numbers in QuickBooks to correspond to the Account Numbers that you defined in your Akada Software program.

Default Account Numbers (Number - Name - Type):

• 1499 - Undeposited Funds - Undeposited Funds
• 2100 - Customer Deposits - Other Current Liability
• 2900 - Refund Account - Other Current Liability
• 4000 - Registration - Income
• 4010 - Tuition - Income
• 4020 - Late Charges - Income
• 4030 - Costumes - Income
• 4040 - Miscellaneous - Income

You can transfer your income from your Akada Software program to QuickBooks and quickly choose those items that you want to use to make up your deposit.

1. Select File from the Main Menu
2. Select Transfer to QuickBooks
3. At the top of the screen you will see the Accounting Program Name that you have selected in the Accounting Link Setup
4. QuickBooks makes the transfer file name editable by the user so it can include the date each time you post. The transfer name that is set up on the Accounting Link tab, in Setup System, will be the default transfer name.
5. Click on the Browse button on the Transfer to QuickBooks Screen
6. Type in a new transfer name, if you want to change it
7. Click on Save
8. This will now be your new transfer name for this transfer (once you leave the screen, the name will default to the transfer name in Setup)
9. Below the Accounting Program Name will be the Accounting Program Transfer File. On the Transfer Screen, you can select a Start and End date. You now have the transfer history showing start, end and transfer date. You can change the transfer date range to a prior date. This is a transfer of payments and income through that date.
10. Click the Print Register button to generate a report listing all payments which are broken down into different income accounts and all money going to customer deposit accounts. Click on the button and print the report
11. Review the report and see that it is accurate. Click on the Post Transactions button. This takes the information that was on the report and writes the information to the IIF file for your Akada Software program (same file shown in the Accounting Link setup screen of your Akada Software program).
12. When this button is clicked, it will tell you that the process will overwrite your previous transfer file and the program will ask you to be sure that you have imported into QuickBooks
13. When the posting of transactions is completed, click the Main Menu button

Now you may go into QuickBooks and import your data files.

1. Start QuickBooks
2. Select Import from the File Menu
3. Click on the OK button
4. QuickBooks will import the file and display a status message
5. If you cannot locate the IIF file for your Akada Software program created earlier, go back and check the setup. Then go to Windows Explorer and search for all occurrences of that file ([filename].IIF). Make note of the location, go back to QuickBooks and specify that path.

Akada Software cannot help you locate this file, as we do not know where you put it. Please contact your system administrator if you cannot locate this file.

1. Log into your program in any session
2. Click on the “File” menu and back up your data
3. Click on the “File” menu again and select “Add/Delete Session”
4. Enter your System Password if prompted
5. In the “Copy From” box in the middle of the screen, select the radio button next to the existing session whose data you want to copy to your new session
6. Type your new session’s name in the box on the right side of the screen
7. Click the green “Add Session” button and click “Yes” in the first popup menu

1. Log into your NEW session (make sure you back up!)
2. Click on the “File” menu and select “Clear Database”
3. Enter your System Password if prompted
4. Select “Yes” on the popup screen
5. Select the check box next to any of the data you want to clear (“Mark Students & Accounts Inactive” is the only selection that does not delete data - it keeps all accounts and students in your database, merely making active ones inactive)
6. Click on the “Clear” button on the right side of the screen
7. Select “Yes” from the popup menu
8. Click “OK” in the next popup box
9. Click on the blue “Main Menu” button on the right side of the screen

Exporting a report from your Akada Software program to your Word Processor is simple and easy, and can be a powerful and helpful tool for your studio or school. Here's how you do it:

1. From the Main Menu of your Akada Software Program, click on the "Reports" menu item at the top of the screen
2. Select the Report and its options that you want to export and click the "Display" button on the bottom right of the Reports screen
3. Clicking Display will bring up your report in a separate window
4. From the screen showing the Report you just displayed, click on the button in the menu bar at the top of the screen
5. Clicking that button will bring up this screen:
   
6. In the drop down menu under Format, select "Word for Windows Document" if you use Microsoft Word as your word processor, or select "Rich Text (Exact) Format" if you use any other word processor
7. Click the OK button, select where you want to save your report, change the name of the report if you would like, click the Save button, and your report will be in the location where you just saved it, ready for printing, emailing, editing or whatever you would like to do with it!

Once you have set up email in your DanceWorks version 5.6 or later program (using the steps above), you can email Statements directly from an individual Account screen or to multiple accounts from the Reports screen! Here's how:

1. From the Main Menu of your Akada Software Program, click on the "Accounts" tab and open the Account to which you would like to email a Statement
2. On that Account's screen (make sure you have an email address entered!), click on the Statement button located in the lower right side of the screen:
   
3. Clicking that button will bring up a print screen from which, instead of clicking the Print button, you may click the Email button, which will autmatically email the Statement
4. If you would like to, before clicking the Email button, you may change the Subject and Message that will transmit with the emailed Statement
5. BONUS TIP! - If you've read this far, you might have realized that you can do the same thing with Confirmations and Registration Forms!

1. From the Main Menu of your Akada Software Program, click on Reports
2. Select the Statements tab
3. Select your Statement Type and the accounts to which you wish to send Statements
4. Change your Statement Note and Payment Terms if you would like
5. Click on the E-Mail button (DanceWorks will prompt you to print Statements for those accounts with no email address on file)