Initial Data Entry

After creating a new database, KVS is in "setup mode". This is a static mode where no events take place, no students are debited, etc. This mode exists to give you time to enter all of your existing data into the system, without the system changing the data dynamically under your feet.

Once you have completed the initial data entry, you exit setup mode by deactivating the setup mode checkbox on File:Options:General. The first day on which events will take place, students will be debited, teachers credited, etc. is the day after you exit setup mode. For example, if you want to begin using KVS on Monday, you should exit setup mode on Sunday evening.

Enter your initial data in this order

There are many dependencies amongst the various types of data that KVS manages. For example, one cannot define a course until one has defined course types and subjects. But one cannot define course types until after bonuses have been created. And so forth.

To avoid problems, we recommend that you enter your initial data in the following order:

1. Define all items under the parameters menu. This can be done in almost any order, except that "Forms of Address" should be done last. You should create a form-of-address for each combination of correspondence- language and gender. Hence, if you have three correspondence languages, and three genders (e.g., male, female, company), then you will need nine forms-of-address.
2. Check all options (File:Options)
3. Define payroll-related items under the accounting menu
   •  Time Bonuses: names, then rates, then the schedule
   • Other Bonuses: names then rates. Be sure to define a bonus-name of "none" with a rate of 0.00 - you will need this for course types where the teachers do not receive any bonuses.
   • Salary levels: names then rates
4. Price names (Accounting:Prices:Names)
5. Course types (Data:Courses:Course types)
6. Prices (Accounting:Prices: Individual rates and Accounting:Prices: Group rates)
7. Teachers: first their addresses (Data:People:Addresses), then the teacher-specific information such as availability, qualifications, vacation (Data:People:Teachers)
8. Courses
   • First course material (Data:Courses:Course material)
   • Then course fees (Data:Courses:Course fees) (KVS 3.5 and higher)
   • Then courses (Data:Courses:Courses)
   • Then course-material assignment (either from each individual course, or from Data:Courses:Course material assignment)
9. Companies, students, and groups, as appropriate (Data:People:Companies, Data:People:Students, Data:People:Groups). Don't forget to assign companies to students and groups as appropriate, and individuals to groups.
10. Existing bookings for students and groups. These bookings should reflect the remaining credit that students will have on the day that you exit setup mode. Note: bookings entered in setup mode will not be exported into your accounts - these are assumed to have already been entered into your accounts in your old system. Any new bookings sold while you are doing initial data entry should be entered after you have left setup mode.

After all the data has been entered, make a last check - especially the amount of credit shown in the initial bookings. Then you are ready to exit setup mode, and begin using KVS for real!