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CHILD ═══════ ( VERSION 2.0 ) June 1994 Programed By: Brian DeJong 633 Washington Holland, Mi. 49423 U.S.A. 1-(616)-396-9991 Documentation By: Michael DeJong - Page 1 - Table of Contents ═══════════════════════ Introduction................................................Page 2 Shareware..............................................Page 2 Disclaimer.............................................Page 2 Features...............................................Page 3 System Requirements.........................................Page 3 Not used....................................................Page 4 Not used....................................................Page 4 Getting Started.............................................Page 5 Operation...................................................Page 6 Menu...................................................Page 6 Your personal information..............................Page 6 Adding a child.........................................Page 6 Medical information for a child........................Page 7 Edit a child...........................................Page 7 Deleting a child.......................................Page 7 Print a list of all children on file...................Page 8 Invoices...............................................Page 8 Invoices continued.....................................Page 9 Payment history for a child............................Page 10 Print a child's information file.......................Page 10 Program Updates And Support.................................Page 11 Child Version 3.0 Features and Enhancements.................Page 11 Registration Benefits.......................................Page 12 Registration Form...........................................Page 13 - Page 2 - Introduction ══════════════════ Welcome to CHILD V2.0. A Day Care Management Program to help the growing number of Day Care providers with the task of keeping accurate records of the children in their care. This helpful program will enable the user to hold records of a child's medical history, personal information, invoices, and payment history. Best of all "CHILD" is very user friendly and easy to use, it is menu-driven so choices are made from a list of options, in addition, the bottom of each display window lists the commands and there descriptions for you. Shareware ═══════════════ CHILD is a shareware program, so we encourage you to try it out and make copies for friends. If you like the program and continue to use it, we ask that you become a registered user. The trial period for CHILD is at a maximum of 30 days before we must insist that you register. Registration costs $25.00 plus shipping. Which will give you permission to continue using CHILD and recieve all the benefits of the registered version which are listed later in this documentation. Permission is hereby granted to make exact copies of the program and documentation for the purpose of shareware distribution. Cost of such not to exceed $5.00 and is only to cover the cost of duplication, and does not constitute registration of said program. Warranty Disclaimer ═══════════════════════ The writers and programers of "CHILD" make no warranty conserning the function or fitness of this documentation or the corresponding program, and shall have no liability or responsibility to any recipient with respect to any liability, loss, or damage, directly or indirectly arising out of the use of the documentation and program, including but not limited to any loss of business or other incidental or consequential damages. - Page 3 - Features ════════════ - Children's Database Including: ──────────────────────────────── 1. Childs name, address, phone number, birth date. 2. Parent's name, address, phone number, place of employment. 3. Person(s) to call in case of an emergency. 4. List of persons allowed to pick up the children. 5. Ability to print out a list of the children with emergency phone numbers to call. 6. Your childrens database can be printed in a easy report. - Child's Medical Database Including: ──────────────────────────────────── 1. Child's physician with phone numbers. 2. Child's insurance carrier with policy number. 3. Allergy information. 4. Shot records. - Invoicing And Payment History: ──────────────────────────────── 1. Print & record payments made to the Day Care with one easy to read screen. 2. Automatically keeps track of all outstanding balances due. 3. Invoices show the payment, payment history, year to date total, and outstanding balance. 4. Ability to print a child's payment history at any time. System Requirements ═══════════════════════ - MS-DOS compatible computer ( IBM-PC, AT, PS/2, or a compatible.) - MS-DOS Version 3.3 or greater - At least 512k of free memory - Will run on either a floppy drive or hard drive. The hard drive is highly recommended. - A printer - A mouse is also recommended for use with this program. - Page 5 - Getting Started ═════════════════ - What you should have received with CHILD V2.0 - CHILD2 .EXE The CHILD program file. - CHILDINF .DBF The CHILD information file. Which comes with an example child for a new user to view. - CHILDMNU .BDJ Menu information file. - CHILD2 .DOC The manual you are now reading. - MYINFO .DBF Your personal Information file. - FILE_ID .DIZ Description of CHILD V2.0 for BBS and Venders. To start the program, choose the directory you have installed and unzipped the program. We will assume that you put CHILD in a directory called CHILD on drive C:>. At the DOS prompt C:\> type in CD CHILD to choose the directory called CHILD. Then type at the DOS prompt C:\CHILD> CHILD.EXE - Page 6 - Operation ═══════════ MENU: ─────── Child has a easy to use pull down menu system. All the user needs to do is use the arrow keys to highlight the menu desired and press the ENTER key to pull down the batch of option available within that menu. Then arrow down to highlight the option requested and press the ENTER key to select that option. Your personal information: ────────────────────────── By using the arrow keys to highlight the EDIT menu press ENTER, then highlighting the PERSONAL option and press ENTER. This will open the personal information window where you will be able to enter your: Day Care Name, Providers Name, Address, City, State, Zip, State License Number, Phone Number, Providers Social Security Number. All of this information is stored and then used in making the invoice by including it on the invoice. By popular demand the social security number and the license number have not been included on the invoice because this is personal information not normally given out unless asked for. Adding a child: ─────────────── By using your arrow keys highlight the EDIT menu and press ENTER to open that menu option. Then highlight the ADD option and again press ENTER. This will open the Add a Child information window. Adding the child's information into the program is as easy as filling in the blanks. All you need to do is type in the appropriate information and use the TAB key to move yourself to the next field. Or press SHIFT + TAB keys to move yourself backwards thru the field. You will find that some fields like the date and phone number fields will automatically move to the next field as they are filled in. This feature was placed into CHILD to try to speed up the time required to enter all of the important information needed to be stored. When you have reached the amount line in the child's information screen you then have the option to type in a hourly rate ( $3.00 per hour ) or a weekly rate ( $100.00 per week ). After you have typed in the amount you will TAB to the next field where you will either type HOURLY or WEEKLY to tell the program how to calculate the amount of money owed for each payment, this will be described later in the invoice option. - Page 7 - After the Hourly-Weekly line you will them TAB to the NOTES line where you may type in any special notes about the child, ("Needs teddy for nap time") ect. Medical information: ───────────────────── You now will use the TAB button to highlight the MEDICAL option at the bottom of the screen and then press the ENTER button. This will open the MEDICAL window where you will have the option to enter the child's: Physicians Name, Phone Number, Insurance Carrier, Policy Number, Allergies, and the Child's Shot Record. Once again it is important to remember the TAB key is used to move yourself from line to line. And the SHIFT + TAB keys are used to move the cursor backwards thru the fields. After all the medical information has been entered you now will use the TAB key to highlight the SAVE button on the screen. When you press ENTER you will have saved all the child's information in the program. One hint for a quick way to save the information is to press the ALT + S keys at any field on the screen. When all the information is saved you will automatically be returned to the main menu. Edit a child: ────────────── Whenever there is a need to edit or add any information in the child's record, all you have to do is: Highlight the EDIT menu and press the ENTER key to open that menu option and use the arrow keys to highlight the CHILD option and press the ENTER key again. This will open the same child information window you used to enter all the child's records. At this point you can now use the TAB key to advance yourself thru the fields or use the SHIFT + TAB keys to move backwards thru the fields. After you type in the new information at the field to be changed you the will use the TAB key again to advance your cursor to the SAVE button at the bottom of the screen, then press the ENTER key to save your changes. A quicker way to save the changes you have made is to press the ALT + S keys to save all the changes from any field line. You then will automaticaly be returned to the main menu. Delete a child: ──────────────── Use your arrow keys to highlight the EDIT menu and then press the ENTER key to open that menu option. Use the arrow keys again to highlight the DELETE option and press the ENTER key to open the delete option. You now will be shown a list of the children in your program. To delete a child from this list all that has to be done is use the arrow keys to highlight the child you wish to delete then press the ENTER key and within seconds all the information for that child will be deleted from the program. It is very important to remember that all the information for the child being delete will permanently be lost from the program..! - Page 8 - Print a child list: ──────────────────── To print a complete list of all the children in your CHILD program including: Child's Name, Address, Phone Number, Parents Name, Parents Work Phone Number. You will first need to make sure that your printer is turned on and has paper in it. Then use your arrow keys to highlight the PRINT menu and press the ENTER key to open the print menu option then use the arrow keys again to highlight the CHILD option in the PRINT menu and press the ENTER key. This will automatically start the printing of the child list. When the list has finished printing you then will be returned to the main menu screen. Invoices: ────────── The best feature of CHILD is the ability to give all of your customers a weekly invoice with a payment history and yearly balance. This function is very easy to perform all you need to do is use your arrow keys to highlight the PRINT menu and press the ENTER key to open the PRINT menu option. Then use the arrow keys again to highlight the INVOICE option and press the ENTER key to open it. This will bring you to the children list of all the children in the DayCare. You now will use your arrow keys to highlight the child you wish to create an invoice for and press the ENTER key. At this point you will now be at the invoice window with your cursor at the child's name. You now will verify that this is the child you want to make an invoice for. If it is not you must then press the ESCAPE key to exit the invoice window and choose the name again. If the child's name is correct then press the TAB key to move your cursor to the Date Covered field. You now will enter the dates that the invoice is going to cover, this is once again a easy fill in the blank field, ( 01/01/1994 ). Now again press the TAB key to advance your cursor. If the child's account is paid on a set weekly amount you will be advanced to the Amount Due line. If the child's account is paid at a hourly rate your cursor will be advanced to the Hours Watched line. Here you will type in the exact amount of time the child was in your care, ( 2.0, 5.25, 10.75 ect) Now press the TAB key to advance your cursor to the Amount Due field, you will notice that it already has an amount entered into this field, this is automatically entered by your data of the child in his/her amount paid per hour field when you entered the child into the program. - Page 9 - Invoices continued: ──────────────────── At the Amount Due field, if the child's pay is per hour then just press the TAB key and the program will automatically total the amount due for you and advance you to the next field. Or just type in the amount in if you wish. If there is any changes that need to be made you may type in any amount you wish at the amount due field. If the child pays a weekly set rate you will also press the TAB key to advance to the next field and the program will have automaticly set the amount due. Your cursor should now be at the Amount Past Due field. This field will be discussed further later, for now just press the TAB key to advance your cursor to the Total Due field. Here the program has totaled the amount due and the amount past due for you to give you the total amount due. You now can make any changes to this amount field or just press the TAB key to advance your cursor to the Amount Paid field. At the Amount Paid field you will now enter the actual amount the child's parents have paid you. Then press the TAB key, this will tell the program to record all the information entered into the invoice. If the actual amount paid to you by the parent is different than the amount due, the program will automatically leave an amount past due at the Balanced Owed field. This amount will later be placed into the Amount Past Due field on the next invoice made for this child. If the amount past due is owed to you it will add it to the Total Amount field or if the amount is a credit due to the parent because they overpaid there amount due then it will automaticaly be subtracted from their amount due on the next invoice. Now press the TAB key one more time, your cursor should now be at the child's name at the top of the screen. Now all that needs to be done is to print the invoice. Please make sure that the printer is turned on and has plenty of paper in it, and you have pressed the TAB key past the Balance owed field to put your cursor at the child's name at the to of the screen. To print the invoice all you need to do is press the F10 key and it will print it, and record all of this into the child's payment history. - Page 10 - Payment history for a child: ───────────────────────────── This option will enable you to print a payment history for any given child. This is especially useful whenever you may have any questions concerning a payment made to you by the parent. Use the arrow keys to highlight the PRINT menu option and press the ENTER key to open that menu. Use the arrow keys again to highlight the PAYMENT option and press the ENTER key again to open the payment history option. You now will be shown a list of all the children within your database. Use the arrow keys to highlight the child you wish to print a payment history on and press the ENTER key. Automatically the program will print the complete payment history of the child chosen. The report will include a date history of all payments made and the date that the payment was made. It will print a year to date total for all the payments made at the time of the report. The report will also include a past due amount owed to the daycare if any will exist. This option will be quite useful when the end of the year is here and the parent needs to know how much they will be able to declare as a deductible for child care expense. Printing a child's information file: ───────────────────────────────────── This is an option put into the program to allow the user to be able to keep a printed record of the child's information file that is stored into the program. Use the arrow keys to highlight the PRINT menu option and press the ENTER key to open it. Again use the arrow keys to highlight the the FILE option and press the ENTER key to open it. You now will be shown a list of all the children within the program. Use the arrow keys to highlight the child you would like to make the information report on and press the ENTER key to chose that child. The program will automatically print the report which will include all the information that you have entered when you added this child to the program including the medical data. This is a very important report to keep up to date, we all know how miserable it tis to have a computer go down or have a hard drive failure. This report will give you all the information you need to enter it back in. ( of course you all will make daily backups of the childinf.dbf file when any changes are made.) - Page 11 - Program Updates and Support ═════════════════════════════ Because I strive to provide the best possible program, I must periodically enhance and revise CHILD. I will notify all Registered users by mail when CHILD updates are available, and how they can be obtained. I have just recently started V3.0. With so many enhancements that it is much more than an update. Version 3.0 Features and Enhancements ═══════════════════════════════════════ 1. Invoices are much cleaner and easy to read. 2. The year to date and payment history on the invoice will also record the current invoice. V2.0 would not update this information until a new invoice was made for that child. 3. Ability to include your own personal notes and reminders to each invoice. Such as "Happy Birthday", "Have A Nice Day", ect. 4. The dates and amounts in the payment history on the invoice now will be in neat columns. V2.0 where misaligned according to the date number. 5. Deleting a child will now give the user a second chance before deleting the information, asking them if they are sure they want to delete all records for this child. 6. Full context sensitive help is now available for V3.0. 7. The user will now be able to print a year to date income report, giving the total income received per child and a summary total of all the children at the bottom. 8. The ability to edit a past invoice is now available to all of us who are prone to make mistakes. 9. The most important enhancement to V3.0 is the ability to keep track of all your expenses. With easy to read reports by category or by date summary. - Page 12 - Registration Benefits ═══════════════════════ When you register CHILD, you will receive the following benefits. 1. The latest registered version of CHILD. 2. Free unlimited technical support, you will be able to contact the programer of CHILD directly. Non-registered users of CHILD will only receive limited support thru mail or collect all . 3. A registration number which will allow you to continue to LEGALLY use CHILD past the 30 day trial period. This number will also be required when calling for technical advice or support. 4. All << UNREGISTERED VERSION >> messages will be removed, and full access to all areas of CHILD will be restored. 5. All registered users will be the first to receive information by mail on how to obtain new versions of CHILD. 6. Remember your registration fee for CHILD is an expense to your day care that is TAX DEDUCTIBLE. In closing we would like to thank you for trying CHILD V2.0. This program has been a great experience for us to provide the shareware users a very useful program to manage their income in running a daycare. Also to remind you, registering CHILD will gain you many more helpful and productive features. Enhancements are being added all the time to make CHILD the only program you will need to manage your income and expenses to run a quality daycare. You comments are appreciated. If you can think of anything that may enhance CHILD please let me know. The more input I receive and the more registered users I get will encourage me to incorporate my own ideas and yours into CHILD. For unregistered users, support is limited. But if you have any problems while evaluating CHILD I am willing to help. I can be reached several ways. Always registered users will have priority as to receiving help and support. MAIL: PHONE: ────── Brian DeJong ─────── 1-(616)-396-9991 633 Washington Please have your registration Holland, Mi. number handy when calling. 49423 - Page 13 - Registration Form ═════════════════════ ═══════════════════════════════════════════════════════════════════ Name of DayCare:___________________________________________________ Your Name: ___________________________________________________ Address: ___________________________________________________ City: ___________________________________________________ State: ___________________________________________________ Zip: ___________________________________________________ Phone Number: 1-(______)-______-________ or 1-(______)-______-________ ═══════════════════════════════════════════════════════════════════ Quantity Total CHILD....................................$25.00.. ______ _____ 6% Michigan Sales Tax (If Applicable)....................... _____ Shipping...( $5.00 USA & Canada, $12.00 International)..... _____ TOTAL..... _____ ═══════════════════════════════════════════════════════════════════ Check Below ___ 3.5" Diskette ___ 5.25" Diskette ═══════════════════════════════════════════════════════════════════ Please mail this form to: Brian DeJong 633 Washington Holland, Mi. 49423 Telephone: 1-(616)-396-9991 ═══════════════════════════════════════════════════════════════════