80870 College Financial Database

The purpose of this software would be the management of students financial accounts/tuition fees debts for a private College. At the moment we do have a very basic database of students (around 350) on Access which contains the following : a) student full details (address, name, degree programme of studies, date of matriculation, email etc.) b) financial details (payment by credit card or bank, amount paid by the student and amount due). From this database our business office is building manually some statements of accounts in word and send it manually by air mail and email. About the new system we want you to project and finalise The new system should be an application which run on the college administration computer, perhaps programmed on C++ but we are opened to other suggestion. This new suite should perform the following: Basic Database functions -Import existing database from access (this is ideal but not mandatory) -Allow the administrator to insert new student, where a progressive number is assigned by the system (as now in access). -Allow the administrator to modify manually the financial situation of the student (amount paid, amount do, and schedule of payments). -Mark a student as “graduate” and/or “all paid” Financial function Once the administrator add an new student, he will insert 2 financial components: amount paid and amount due. The system will automatically prepare a statement (which can be reviewed or modified by the administrator) by default splitting the amount due in 4 instalments each 3 months. Example: amount paid is 3000 US$ dollars amount due is 3000 US$. The system will prepare a statement with 4 instalments of 750 each. Each instalments will be scheduled as due for payment every 3 months from the day of registration. Of course the administration is able to change anything he wants on a statement. Internet upload on database and email statement Once the statement is created, the system send it automatically to the student via email (a preview function will be available to the administrator). If at the deadline the amount is not paid, the system will send a remind every 4 days or every week. The administrator can enter the status “paid” manually (so if a student pays by bank transfer, the administrator insert on his file the payment manually and the system will mark it PAID in the next statement). Once the administrator perform his activity offline with this software, the system will upload automatically the changed every day in an online based database (mysql or other) accessible for the student. If an amount is expired, from the online database the student can hit the button “please debit my credit card on file” or “I will pay by bank transfer on the ….” Or “I will fax the details of a new credit card”. After he clicks a report is sent to the administrator via email. In other words a student can view and print his statement online as well, and check it anytime he wish. Credit Card manager The administrator will insert in the offline database one or more credit card of students. This Data IS NOT to be uploaded on the online database. At the moment we do have to log into a webpage of our bankers and manually debit each card and instalment, then we modify the database manually. The new suite will prepare a statement of “amounts for collection” (available to the administrator) if the administrator press “debit now” in lieu of “preview” or “modify” the software will connect to our bankers, and send automatically for debit (using the relevant amount). Important: The financial database should work in 3 currencies, US Dollars, Swiss Francs and Euro. If an amount due is of 700 US$ the system should convert it also in Euro on the statement because all credit card payments are performed in euro. So basically the statement should be by default us USD/Euro OR CHF/Euro. Credit card payments are done in Euro. The software will take the exchange rates from Yahoo Finance. If the authorization is denied he will appear on the report to the administrator AND an email is sent to the student saying that he should supply a new card or pay by bank wire. If the authorization is approved the statement is updated and sent again to the student as receive (via email of course). Reports The suite will provide to the administrator a whole array of reports. Administrator should be able to print reports manually. These reports could be: - Total amounts paid - Total amounts unpaid Both could be searched by date or whole period (eg this month, this week, all, etc). - Amounts due for debit…….. - Instalments expired (with details of the students who did not paid) bad debts. - Amounts debited by credit card (report will include student name, ID etc.) - Bounced emails - Statements ready for sending (before sending statements via email the administrator can review/double check them, if they are ok he will press on “send all statements” and the software will send the emails) Reports will appear on the screen and should also have the possibility to download them as an excel file. Bad debts Student who do not pay 2 instalments are included in the instalments expired bad debts list. In this case the system will send a strong remind via email with a different wording then the normal remind. Bounced email for statement The system after sending all statements will tell the administrator if some email have bounced. In that case the administrator can print the statement manually and send it by air mail. Basically is a non online application with online functions to debit cards, maintain the statements to be seen by the students and upload/update data from the offline and online components. Operationg system: Windows for client, Unix for the server database component. About bidding: We welcome all students from emerging countries too (e.g. Eastern Europe, India, Asia). Just try to bid only if you are 100% sure that the project could be done and in a reasonable time. If you do not have any feedback I will give you a chance but I will perform a short interview via Yahoo online messenger (include your screen name on the offer or PMB if you do not have any feedback on scriptlance). If you bid with your standard message “I will do that”, “ we are a company with great experience yada yada yada…” don’t be surprised if I do not assign the project to you.