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CHURCH MEMBERSHIP
DONATION TRACKING SYSTEM
CMTS VERSION 3.0
User Manual
_______
____|__ | (R)
--| | |-------------------
| ____|__ | Association of
| | |_| Shareware
|__| o | Professionals
-----| | |---------------------
|___|___| MEMBER
Torbert Data Systems, Inc.
P. O. Box 9218
Chesapeake, VA 23321
Telephone (804) 488-5506
BBS (804) 488-4146
COPYRIGHT (c) 1991 Torbert Data Systems, Inc.
T a b l e O f C o n t e n t s
Page
FOREWORD ............................................ vii
I INTRODUCTION ........................................ 1.1
What is CMTS? ....................................... 1.1
Features Overview ................................... 1.1
Membership .......................................... 1.1
Donations ........................................... 1.2
Fund Accounting ..................................... 1.2
Attendance .......................................... 1.3
Visitation .......................................... 1.3
Customize Setup ..................................... 1.4
Optional Products and Services ...................... 1.4
Conversion Services ............................ 1.4
Customization .................................. 1.4
Network Support ................................ 1.4
Ad Hoc Report Writer ........................... 1.5
II GETTING STARTED ..................................... 2.1
System Requirements ................................. 2.1
Initial Installation Instructions ................... 2.1
Up and Running Quickly .............................. 2.2
Consistent Look and Feel ............................ 2.3
Upgrading From Prior Versions ....................... 2.5
III THE MAIN MENU ....................................... 3.1
IV MEMBERSHIP .......................................... 4.1
MEMBER.EXE .......................................... 4.1
Membership Information .............................. 4.2
Families ....................................... 4.2
Individual Members ............................. 4.4
Organizations .................................. 4.8
Special Talents ................................ 4.10
Special Dates .................................. 4.11
Purge Deleted Records .......................... 4.13
Mailing Labels ...................................... 4.13
By Family ...................................... 4.14
By Individual Member ........................... 4.14
Members of an Organization ..................... 4.15
Label Test Pattern ............................. 4.16
i
T a b l e O f C o n t e n t s
Page
Reports ............................................. 4.16
Complete Family Listing ........................ 4.16
Membership Profile Report ...................... 4.17
Special Dates Report ........................... 4.17
Special Talents Report ......................... 4.18
Organizational Rosters ......................... 4.19
Complete Church Roster ......................... 4.20
Export Members for Mail Merge .................. 4.20
V DONATIONS ........................................... 5.1
DONATE.EXE .......................................... 5.1
Donation Data Entry and Update ...................... 5.2
Enter Donations By Name ........................ 5.3
Enter Donations By Envelope Number ............. 5.5
Detail Data Entry Edit Listing ................. 5.7
Summary Data Entry Edit Listing ................ 5.7
Finalize Data Entry ............................ 5.8
Miscellaneous Activities ............................ 5.9
Member Pledge/Giving Maintenance ............... 5.9
Year End Roll .................................. 5.11
Purge History (Date Range)...................... 5.11
Export Donation Data ........................... 5.12
Statement Processing Options ........................ 5.13
Build Statement Work File ...................... 5.13
Print Statements ............................... 5.14
Label Test Pattern ............................. 5.14
Print Mailing Labels ........................... 5.15
Single Statement - Summary Format .............. 5.15
Single Statement - Detail Format ............... 5.16
Inquiries ........................................... 5.17
Detail Donation Inquiry By Member .............. 5.17
Detail Donation Inquiry By Fund ................ 5.17
Quarterly Fund Inquiry ......................... 5.18
Reports ............................................. 5.19
Donation Activity By Member .................... 5.19
Donation Activity By Fund ...................... 5.20
Donation Summary By Member ..................... 5.20
Donation Summary By Fund - Date Range .......... 5.21
Weekly Donation Summary ........................ 5.22
Call List By Last Donation Date ................ 5.23
Quarterly Fund Summary ......................... 5.23
ii
T a b l e O f C o n t e n t s
Page
VI. FUND ACCOUNTING ..................................... 6.1
FUND.EXE ............................................ 6.1
Data Entry .......................................... 6.3
Enter Transactions ............................. 6.3
Transaction Edit Listing ....................... 6.13
Finalize Transactions .......................... 6.13
Files ............................................... 6.14
General Ledger Accounts ........................ 6.14
Bank Information ............................... 6.16
Vendors ........................................ 6.18
Other Functions ..................................... 6.19
Check Reconciliation ........................... 6.19
Year End Processing ............................ 6.20
Purge Old Transactions ......................... 6.21
Purge Deleted Accounts ......................... 6.21
Export Transactions ............................ 6.22
Inquiries ........................................... 6.23
Transaction Detail Inquiry ..................... 6.23
Account Inquiry ................................ 6.23
Check Register ................................. 6.24
Reports ............................................. 6.25
Chart Of Accounts .............................. 6.25
Revenue and Expenditure Statement .............. 6.25
Sources and Uses of Funds (Detail) ............. 6.26
Trial Balance .................................. 6.26
Actual vs Budgeted Report ...................... 6.27
Check Register ................................. 6.28
Transaction Audit Trail ........................ 6.28
Balance Sheet .................................. 6.29
Changes in Fund Equity ......................... 6.30
VII. ATTENDANCE .......................................... 7.1
ATTEND.EXE .......................................... 7.1
Congregational Attendance ........................... 7.2
Build Attendance Records ....................... 7.3
Enter Attendance By Date ....................... 7.3
Enter Attendance By Member ..................... 7.4
Update Last Attendance Date .................... 7.5
Purge Old Records .............................. 7.6
iii
T a b l e O f C o n t e n t s
Page
Organizational Attendance ........................... 7.6
Build Attendance Records ....................... 7.7
Enter Attendance By Date ....................... 7.7
Enter Attendance By Member ..................... 7.8
Purge Old Records .............................. 7.9
Reports ............................................. 7.10
Attendance Call List ........................... 7.10
Congregational Summary By Date ................. 7.11
Organizational Summary By Date ................. 7.11
Congregational Detail By Member ................ 7.12
Organizational Detail By Member ................ 7.13
VIII.VISITATION .......................................... 8.1
VISIT.EXE ........................................... 8.1
Data Entry .......................................... 8.2
Members' Visitation Information ................ 8.2
Appointment Schedular .......................... 8.4
Reports ............................................. 8.5
Call List By Donation Date ..................... 8.5
Call List By Last Attendance Date .............. 8.5
Visitation Roster By Route ..................... 8.6
IX. CUSTOMIZE SETUP ..................................... 9.1
SETUP.EXE ........................................... 9.1
Maintenance Parameters .............................. 9.2
Fund Categories ................................ 9.2
Date Descriptions .............................. 9.4
Organizations .................................. 9.5
Talents ........................................ 9.6
Password Security .............................. 9.8
Miscellaneous Parameters ....................... 9.9
Reports ............................................. 9.12
List Of Fund Descriptions ...................... 9.12
List Of Date Descriptions ...................... 9.12
List Of Organizations .......................... 9.13
List Of Talents ................................ 9.13
iv
T a b l e O f C o n t e n t s
Page
X LIVE IMPLEMENTATION ................................. 10.1
FILECRE.EXE ......................................... 10.1
Instructions For Live Implementation ................ 10.2
MEMBERSHIP ..................................... 10.2
DONATIONS ...................................... 10.3
FUND ACCOUNTING ................................ 10.3
ATTENDANCE ..................................... 10.4
VISITATION ..................................... 10.4
XI SPECIAL CONSIDERATIONS .............................. 11.1
Files ............................................... 11.1
Backup Procedures ................................... 11.4
Product Support ..................................... 11.7
IX In Case Of Difficulties ............................. 12.1
v
FOREWORD
Version 3 of CMTS represents Torbert Data System's ongoing
commitment to the many churches now using this software. The
many new features and enhancements implemented in this release
are based on the suggestions and requests of current users.
This version incorporates the simplicity and ease of use that
have attracted churches to prior versions of this product
while providing a total solution to church management needs.
Torbert Data Systems would like to thank the many churches
which have contributed to the development of version 3 through
their suggestions and recommendations. We would like to
extend a special thanks to the churches that have helped in
testing and debugging beta releases of this version.
"This program is produced by a member of the Association of
Shareware Professionals (ASP). ASP wants to make sure that
the shareware principle works for you. If you are unable to
resolve a shareware-related problem with an ASP member by
contacting the member directly, ASP may be able to help. The
ASP Ombudsman can help you resolve a dispute or problem with
an ASP member, but does not provide technical support for
members' products. Please write to the ASP Ombudsman at 545
Grover Road, Muskegon, MI 49442 or send a CompuServe message
via CompuServe Mail to ASP Ombudsman 70007,3536."
This software is not public domain software. You are
authorized to evaluate this software for a reasonable period
of time. If, after a reasonable evaluation period, you elect
to use this software, you must register it. Please read the
document REGISTER.DOC for information on how to register this
software.
vi
TORBERT DATA SYSTEMS, INC. BELIEVES THAT THIS SOFTWARE IS
REASONABLY FREE FROM BUGS AND DEFECTS AND FURTHER BELIEVES
THAT IT WILL PERFORM SUBSTANTIALLY IN ACCORDANCE WITH THIS
DOCUMENTATION. HOWEVER, TORBERT DATA SYSTEMS, INC. HEREBY
DISCLAIMS ALL WARRANTIES RELATING TO THIS SOFTWARE, WHETHER
EXPRESS OR IMPLIED, INCLUDING WITHOUT LIMITATION ANY IMPLIED
WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR
PURPOSE. IN NO EVENT WILL TORBERT DATA SYSTEMS, INC. OR ITS
SUPPLIERS BE LIABLE FOR ANY SPECIAL, INCIDENTAL,
CONSEQUENTIAL, INDIRECT OR SIMILAR DAMAGES DUE TO LOSS OF DATA
OR ANY OTHER REASON, EVEN IF TORBERT DATA SYSTEMS HAS BEEN
ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. UNDER NO
CIRCUMSTANCES SHALL TORBERT DATA SYSTEM'S LIABILITY FOR ANY
DAMAGES EVER EXCEED THE PRICE PAID FOR THE LICENSE TO USE THIS
SOFTWARE, REGARDLESS OF THE FORM OF THE CLAIM. THE PERSON
USING THIS SOFTWARE BEARS ALL RISKS AS TO THE QUALITY AND
PERFORMANCE OF THE SOFTWARE.
vii
I. INTRODUCTION
WHAT IS CMTS?
Church Membership Tracking System (CMTS) is an exceptionally
easy to use, full featured, church management system. The
software is completely menu driven and provides context-
sensitive help screens to guide the user through every step.
The software is available in both single-user and network
formats.
FEATURES OVERVIEW
The system consists of six individual modules and offers
extensive reporting capabilities. There is even an optional
report writer which allows the user to write additional
reports or modify the many reports supplied with the system.
o Membership
o Donations
o Fund Accounting
o Attendance
o Visitation
o Setup
In all modules, reports prompt with an option to direct the
report to either the screen or the printer. Reports directed
to the screen may be scrolled up and down, etc. Reports may
also be easily directed to disk.
MEMBERSHIP
Extensive membership information is maintained. Store vital
information on each family and each individual within the
church. Members' special dates, talents, and membership in
church organizations may be entered based on user defined
tables.
1.1
Reports provide family and membership details, as well as a
roster for any organization within the church, list of
member's special talents, and a report for any "special date
category" and date range. Membership information may be
exported into ASCII text format for use with the mail merge
features common in many word processors. Mailing labels may
be printed for each family, each individual, or all members of
a church organization.
DONATIONS
Donations may be entered by name or envelope number. A
comprehensive audit trail of all giving may be accessed by
member or by fund category. Transaction detail information
may be retained indefinitely if there is adequate disk space.
You may elect to combine members of the same family for
statement purposes or print statements for each individual.
Store member pledge information by fund category. Both annual
and "life of the fund" pledge amount may be stored for each
member per fund.
Excellent reports are provided to access transaction detail as
well as current and prior year quarterly totals. You may
print a complete detail donation listing grouped either by
member or by fund category of all giving for any date range.
Donation information may also be exported into ASCII text
format for use in spreadsheets.
FUND ACCOUNTING
This is a true fund accounting general ledger system. It
includes budgeting capabilities for all sources of funds
(revenue) and uses of funds (expenditures). Budget amounts
may be entered on either a monthly or an annual basis. Prior
year budget information is also available.
Although this is a true double entry general ledger system, no
accounting knowledge is required. Several automatic
transaction types are provided. First, when entering bank
deposits, simply indicate the appropriate source of fund
distribution. The journal entries are then made by the system
automatically. Similarly, when cash disbursements (checks)
are entered, indicate the use of fund distribution and the
entries are again made automatically.
1.2
Complete records of all bank checking accounts are generated
automatically. The system even allows you to print check
registers and flag returned checks to assist in check
reconciliation.
There is also a transaction screen to enter fund equity
transfers. A general journal entry screen is also provided to
allow traditional debit and credit posting when necessary.
Extensive reporting capabilities include a statement of
revenue and expenditures and changes in fund equity, statement
of sources and uses of funds, chart of accounts listing, trial
balance, check register and much more. Other reports include
a detailed audit trail listing of all transactions for a user
defined reporting period, budget report, and a current year
vs prior year comparison. Information may also be exported
into ASCII text format for import into spreadsheets, etc.
ATTENDANCE
Attendance may be maintained for up to three user defined
events (morning worship, evening worship, Sunday school, etc.)
for the entire congregation. It is fast and easy to enter
attendance information. You then have the information needed
to recognize members with outstanding attendance and to call
upon those who have been absent. A "call list" based on last
attendance date is especially useful.
Attendance may also be maintained for all organizational
functions. Attendance may be entered for any frequency
(daily, weekly, monthly, etc).
The attendance module uses an "exception posting" approach.
This means it is only necessary to post attendance records for
members either present or absent, but not both.
VISITATION
This module provides information on shut-ins, last visit
dates, visitation routes, etc. and includes an appointment
schedular. Use the appointment schedular to schedule visits
and other appointments. There is even a memo pad to enter
detailed information in a free-form text edition fashion.
Memos may be associated with a member or a date.
A call list by either last attendance date or last donation
date may be printed.
1.3
CUSTOMIZE SETUP
Customize CMTS to the needs of your church. Many parameters
can be tailored to your unique requirements. Define the
special dates such as birthdays, wedding anniversary, etc. to
be tracked for each member. Similarly, define the members'
talents you wish to track and indicate all organizations
within the church. Define all the fund categories available
for donation posting.
In this module you may indicate whether you wish to require
password security and if so, specify which modules each user
may access. User-definable fields are available for further
customization. The descriptions for each of these fields can
be maintained here.
OPTIONAL PRODUCTS AND SERVICES
Several optional products are available to enhance your use of
CMTS. For more information on any of these products, contact
Torbert Data Systems at (804) 488-5506.
CONVERSION SERVICES
Torbert Data Systems offers data conversion services. If your
church's membership is already computerized, you may be able
to avoid rekeying your members. Contact Torbert Data Systems
for more information on this service.
CUSTOMIZATION
If your church desires features that are not currently in the
standard CMTS package, we may be able to provided them for
you. In many instances, the requested feature may already be
planned for a future release. Otherwise, we might be able to
include the features you need in a future version of the
software.
NETWORK SUPPORT
This version of CMTS is a single user version. It will
operate on a network if only one user access the files at a
time.
A network version of CMTS is also available. Contact Torbert
Data Systems for more information.
1.4
AD HOC REPORT WRITER
Write your own ad-hoc reports and queries. Clarion Software's
powerful Report Writer is just the product to enhance your
CMTS system.
The optional Report Writer module allows users to create their
own reports and to modify the many reports supplied with the
system. For more information on Report Writer, you may
contact Clarion Software directly at 1-800-354-5444.
1.5
II. GETTING STARTED
The following information is presented to allow the user to
get the software up and running quickly in a test mode.
Sample data files have been distributed with this software and
should be used during this process.
Prior to attempting the actual live installation and building
of your church's data files, the remainder of the manual
should be read completely. The sample data files are
furnished for product evaluation and familiarization only.
They must be purged prior to live installation. See
information on FILECRE.EXE elsewhere in this manual.
SYSTEM REQUIREMENTS
The following hardware is required to run CMTS.
IBM PC or compatible
512 K of memory (640 K Recommended)
Hard disk (At least 3 Megabytes free)
MS DOS Level 3.0 or higher
The software should work with any monitor.
INITIAL SETUP INSTRUCTIONS
The following step-by-step instructions will assist you in
installing CMTS. If you have any questions, do not hesitate
to call.
1. Your CONFIG.SYS file must contain values that are equal
to or greater than the following:
FILES = 40
BUFFERS = 30
If you are not familiar with this file, refer to your DOS
manual for additional information. The file may be
maintained by using EDLIN or any ASCII text editor.
2. Create a directory under the root directory called CMTS3
(or any other appropriate name).
Example: Input "MD \CMTS3"
Press <ENTER>
2.1
3. Change your path to the directory you created.
Example: Input "CD \CMTS3"
Press <ENTER>
4. The programs are distributed in several different
diskette formats. You will have one or more diskettes
containing several self-extracting programs. Execute
each self-extracting program.
Example: A:CMTS3A
Press <ENTER>
A:CMTS3B
Press <ENTER>
A:CMTS3C
Press <ENTER>
UP AND RUNNING QUICKLY
This section will get you up and running as soon as possible
so you can evaluate the look and feel of the software. It is
strongly recommended that the remainder of this manual be read
prior to building your files.
To run the software, you should have created a directory,
changed into that directory, and placed all software in that
directory.
To assist in evaluating this product, a set of sample data
files has been included. Later in this manual, instructions
will be given on how to create and build the actual data files
required for live implementation.
Follow the few steps below and "explore" the software. You
will find the software to be extremely easy to use. If you
experience any difficulty, do not hesitate to call.
1. To execute the program, type <CMTS> and press <ENTER>.
When you run the software for the first time, the
keyfiles will automatically be created. These files will
have extensions such as *.K01 where * will be the same as
the data file name.
2.2
2. Soon, the initial screen will appear. Press any key to
go to the main menu.
3. To make a selection from the main menu, touch the letter
on your keyboard corresponding to the menu selection.
You may also use the <UP> or <DOWN> arrow key to position
the selector bar at the module you wish to access. Press
<ENTER> and the selection will be run.
4. The menu for the module you selected will now appear.
You may select an option on the menu in the same manner
as you did on the main menu.
If you experience any difficulties, refer to the section on
"IN CASE OF DIFFICULTIES" later in this manual.
CONSISTENT LOOK AND FEEL
As you begin to explore the software, you will find it
incredibly easy to use. The software has a consistent look
and feel. Several general conventions are followed throughout
the system. They will be discussed here.
1. The screen will go blank after a period of inactivity.
Press any key to display the screen. The key press will
not be active.
2. You may press <F1> from any screen in the system to get
a pop-up help screen. In many instances, the help screen
will be context sensitive to the field on which the
cursor is positioned.
3. Whenever a "scrolling lookup table" appears on the
screen, the <UP> and <DOWN> arrow keys or the <PG UP> and
<PG DN> keys may be used to quickly move the selector bar
to the desired record. In instances of large files, the
desired record may be accessed more quickly by entering
part or all of a designated key value. As each keystroke
is entered, the selector bar will automatically position
itself closer to the desired record. It is seldom
necessary to input the entire key value. When the
selector bar is positioned over the desired record, press
<ENTER>.
2.3
4. The <ESC> key will generally take you to the prior screen
or activity. The only exception is when you are in a
data entry field, in which case the <ESC> key aborts any
data entered into that field.
The following rules apply to most screens where data entry is
permitted (file maintenance screens, donation posting screens,
etc.).
5. You will normally choose between adding a new record or
changing an existing record. To add a new record, press
the <INSERT> key and the data entry form will appear. To
make changes to an existing record, position the selector
bar over the desired record as described above and press
<ENTER>. The data entry form will appear with the
current values for each field in place.
6. When entering data, use the <UP> and <DOWN> arrow keys to
move from field to field. The <ENTER> key will also take
you to the next field.
7. The <ESC> key will take you to the prior field and abort
any values you placed in the current field.
8. To terminate the data entry to the screen without having
to go through all the fields, press <CTL> <ENTER> (hold
down the control key and press enter). The record will
be written.
9. To terminate the data entry to the record and abort any
changes you made, press <CTL> <ESC>. The original values
will be restored.
10. While editing a field, press the <INS> key to toggle
overtype on or off. The backspace and <DEL> keys will
function as you would expect them to.
11. When editing a numeric field, press the spacebar to clear
out the entire field. All data entered in a numeric
field will be entered right justified with the cursor
remaining stationary and the numbers moving from right to
left.
2.4
12. In instances where the value you enter must reference
existing data in another structure (entering the member
or fund when posting a donation, etc.), a pop-up
selection table may appear. For example, when prompted
to enter a member's number, press <ENTER>. A table of
all members will appear. Select the appropriate record
by moving the selector bar as discussed earlier.
13. When building a file initially or if there are no records
in the file, there will not be a scrolling table until
after at least one record has been added. This is
normal.
14. Never delete a record that has references in other files.
For instance, if members have been assigned to certain
organizations, do not delete those organizations. If a
member has active donations in the transaction file, you
must not delete that member. The proper way to delete an
inactive member is to do so at the beginning of the year,
before any transactions are posted.
The following applies to all reports.
15. Whenever a report is initiated from the menu, a report
confirmation screen will appear. This screen will
display the name of the report you have chosen and
indicate whether the current report direction is set at
SCREEN or PRINTER.
16. You may toggle the report direction by pressing <F2>. To
initiate report processing, press <ENTER>.
17. Reports directed to the screen may still be sent to a
printer by pressing <CTL> <L> when the report appears on
the screen.
UPGRADING FROM PRIOR VERSIONS
Users upgrading from version 2.0 of CMTS must run CMTSCONV.EXE
to reformat data files to the version 3 layouts. Users
upgrading this software will automatically receive this
program as part of the upgrade service.
Users upgrading from versions older than 2.0 must contact
Torbert Data Systems to discussion the upgrade procedures.
2.5 III.THE MAIN MENU
PROGRAM: CMTS.EXE
Functional Description
CMTS.EXE is the main menu for the Church Membership Tracking
System software. After you have become accustomed to the
software, it is possible to bypass this program and run the
individual module programs directly. However, it is
recommended that you initially use this program.
Step-By-Step Instructions
1. From the DOS command line, change into the CMTS3
directory.
Input "CD \CMTS3"
Press <ENTER>
2. Execute CMTS.EXE as follows:
Input "CMTS"
Press <ENTER>
3. The introductory screen will appear.
Press <ENTER> to continue
4. The main menu will be displayed. To make a selection
from the main menu, touch the letter on the keyboard
corresponding to the menu selection. It is also possible
to use the <UP> or <DOWN> arrow key to position the
selector bar over the desired module. Press <ENTER> and
the selection will be run.
The main menu choices are:
Membership
Donations
Fund Accounting
Attendance
Visitation
Customize Setup
5. To terminate the program from the main menu, press <ESC>.
3.1 IV.MEMBERSHIP
PROGRAM: MEMBER.EXE
Functional Description
MEMBER.EXE is the executable program for the membership
module. This is the module where all membership details not
relating to donations are maintained.
Step-By-Step Instructions
1. This module may be accessed by selecting MEMBERSHIP from
the main menu or by executing MEMBER from the DOS command
line. To execute MEMBER from the DOS command line:
Input "CD \CMTS3"
Press <ENTER>
Input "MEMBER"
Press <ENTER>
2. If the security option is active, a password prompt will
appear. Input the appropriate password as required.
Press <ENTER> at this time. If the security option is not
set, the password prompt will not appear and this step
may be skipped.
3. To make a selection from the membership menu, touch the
letter on the keyboard corresponding to the menu
selection. The <UP> or <DOWN> arrow keys may also be
used to position the selector bar over the desired
module. Press <ENTER> and the selection will be
executed.
The menu choices are:
MEMBERSHIP INFORMATION
A) Families
B) Individual Members
C) Organizations
D) Special Talents
E) Special Dates
F) Purge Deleted Records
4.1
MAILING LABELS
G) By Family
H) By Individual Member
I) Members of an Organization
J) Label Test Pattern
REPORTS
K) Complete Family Listing
L) Membership Profile Report
M) "Special Dates" Report
N) "Special Talents" Report
O) Organizational Rosters
P) Complete Church Roster
Q) Export Members for Mail Merge
MEMBERSHIP INFORMATION
These selections will allow you to add and maintain
information related to all members of the church.
Information related to member's giving is not accessible from
this module. This allows someone who should not have access
to donation information to be able to use this module.
MENU SELECTION: "Families"
Functional Description
This option allows you to update the family file. There
should be one entry in this file for each family that belongs
to the church. Information that is general to all members of
a family or household should be entered here.
Step-By-Step Instructions
1. To select "Families" from the menu, touch the letter <A>
and then press <ENTER>. The arrow keys may also be used
to select this option.
2. A scrolling table of all families currently defined will
appear. At this point, you may elect to add a new family
or change information for an existing family.
To return to the menu
1. When you wish to return to the MEMBER menu, press <ESC>.
4.2
To add a new record
1. Press <INSERT>. A data entry form will appear on the
screen. If you do not wish to enter information in all
fields, you may write the record at any time by pressing
<CTRL> <ENTER>. To completely cancel the entry for this
record, press <CTRL ESC>.
2. "Family Number" - The system will automatically assign
the next available family number. Optionally, you may
manually enter any new family number that does not exist.
Press <ENTER> to go to the next field.
3. "Family Name" - Enter up to 30 characters which
identifies the family name or the head of the household.
If you elect to print a single statement per family, this
name will appear on the statement. Press <ENTER> to go
to the next field.
4. "Address Line 1" - Enter up to 32 characters for the
first line of the address. Press <ENTER> to go to the
next field.
5. "Address Line 2" - Enter up to 32 characters for the
second line of the address. Press <ENTER> to go to the
next field.
6. "Address Line 3" - Enter up to 32 characters for the
third line of the address if required. Press <ENTER> to
go to the next field.
7. "Phone Number" - Enter the ten digit telephone number
including the area code. Press <ENTER> to go to the next
field.
8. "Name Sort" - Enter up to the first twelve characters of
the family's last name. Press <ENTER> to go to the next
field.
9. "Statement Sort" - Enter the zip code. This field will
be used for sorting statements and mailing labels. Press
<ENTER> to go to the next field.
10. "Status Code" - This is a user definable field. Use it
in any manner you wish. Press <ENTER> to go to the next
field.
4.3
11. "Alternate Family" - A family member living at a
temporary address, such as a student living at college,
will have a different address from the rest of the
family. Enter the family number to which the member
belongs. Zero out this number by pressing the space bar.
12. "Delete Family" - When you wish to delete a family from
the data base, change this value from "N" to "Y". See
the section "Purge Deleted Records" for more information
on the use of this field. Press <ENTER> to return to the
scrolling table.
To modify an existing record
1. Use the arrow keys to position the selector bar over the
record to be changed. You may also enter all or part of
the family name to automatically position the selector
bar. Press <ENTER> to select the record.
2. Make the necessary changes to each field and press
<ENTER>. If you do not wish to enter information in all
fields, you may write the record at any time by pressing
<CTRL> <ENTER>. To completely cancel all changes to this
record, press <CTRL ESC>. After all fields have been
maintained, the program will return to the scrolling
table.
MENU SELECTION: "Individual Members"
Functional Description
This option is used to update the member file. There should
be one entry in this file for each family member who belongs
to the church.
Step-By-Step Instructions
1. To select "Individual Members" from the menu, touch the
letter <B> and then press <ENTER>. The arrow keys may
also be used to select this option.
2. A scrolling table of all members currently defined will
appear. At this point, you may elect to add a new member
or change information for an existing member.
4.4
To return to the menu
1. To return to the MEMBER menu from the scrolling table,
press <ESC>.
To add a new record
1. Press <INSERT>. A data entry form will appear. If you
do not wish to enter information in all fields, you may
write the record at any time by pressing <CTRL> <ENTER>.
To completely cancel all changes to this record, press
<CTRL ESC>.
2. "Member Number" - The system will automatically assign
the next available member number. Optionally, you may
manually enter any new member number that does not exist.
Press <ENTER> to go to the next field.
3. "Family No" - Enter the family number representing the
family to which the member belongs. If you do not know
the number, press <ENTER> and a scrolling table will pop
up displaying all the families. Once the family has
been chosen, family information will be displayed on the
right side of the screen. Press <ENTER> to go to the
next field.
4. "Title" - You may enter an optional title of up to six
characters (Mr., Mrs., etc.). Press <ENTER> to go to the
next field.
5. "First Name" - Enter the member's first name of up to 12
characters. Press <ENTER> to go to the next field.
6. "Middle Initial" - Enter a 1 character middle initial for
this member. Press <ENTER> to go to the next field.
7. "Last Name" - Enter up to 15 characters for the member's
last name. Press <ENTER> to go to the next field.
8. "Marital Status" - Select the marriage code for the
member. Valid choices are:
S - Single
M - Married
W - Widowed
D - Divorced
Press <ENTER> to go to the next field.
4.5
9. "Relation" - Enter the member's relationship to the head
of the household (spouse, child, etc.). Press <ENTER> to
go to the next field.
10. "Sex Code" - Indicate whether this member is male or
female. To indicate that this member is a male, use the
arrow keys to select <M>. Otherwise, select <F>. Press
<ENTER> to go to the next field.
11. "Label Code" - If this field has a value of <Y> when
membership labels are printed, a label will print for
that member. If it has a value of <N>, no label will be
printed. Press <ENTER> to go to the next field.
12. "Date Joined" - Enter the date the member joined this
church. Press <ENTER> to go to the next field.
13. "Employer" - Enter up to 20 characters for the name of
this member's employer. Press <ENTER> to go to the next
field.
14. "Work Phone" - Enter the member's work telephone number.
Press <ENTER> to go to the next field.
15. "Occupation" - Enter the member's occupation of up to
twenty characters. Press <ENTER> to go to the next
field.
16. "Comments" - Enter up to sixty characters if you wish to
record any notes or comments regarding this member.
Press <ENTER> to go to the next field.
(The remaining fields are user definable. The field titles
may be maintained in the setup module.)
17. "User Desc 1" - This is a one character user definable
field. You may use it as you wish. Press <ENTER> to go
to the next field.
18. "User Desc 2" - This is a two character user definable
field. You may use it as you wish. Press <ENTER> to go
to the next field.
19. "User Desc 5" - This is a five character user definable
field. You may use it as you wish. Press <ENTER> to go
to the next field.
4.6
20. "User Desc 10" - This is a ten character user definable
field. You may use it as you wish. Press <ENTER> to go
to the next field.
21. "Delete Member?" - To delete a member from the data base,
change this value from "N" to "Y". See the section
"Purge Deleted Records" for more information on the use
of this field. Press <ENTER> to return to the scrolling
table.
To modify an existing record
1. Use the arrow keys to position the selector bar over the
record to be changed. You may also enter all or part of
the member's last name to automatically position the
selector bar. Press <ENTER> to select the record.
2. Make the necessary changes to each field and press
<ENTER>. After all fields have been maintained, the
program will return to the scrolling table.
Active Function Keys
F1 HELP - Always active
1. Press F1 at any time for a pop-up context sensitive help
screen.
F2 Additional Information (Dates - Talents - Skills)
1. Press F2 at any time while adding or maintaining a member
to go to a pop-up menu with the following options:
A) Organizations
B) Talents
C) Dates
This allows you to maintain organizations, talents, and
special dates associated with this member.
2. To make a selection, touch the letter on the keyboard
corresponding to the menu selection. You may also use
the <UP> or <DOWN> arrow key to position the selector bar
at the option you wish to access. Press <ENTER> and the
selection will be executed. To disable the pop-up menu
from this screen, press <ESC>.
4.7
3. A scrolling table of all organizations, talents, or dates
associated with this member will appear on the screen.
Use <INS> to add a new record, or <DELETE> to purge
outdated information. To maintain existing information,
press <ENTER> while positioned over the desired record..
4. The look and feel for all three options is very similar
and conforms to the standard look and feel throughout the
system. Each of these selections is also available as a
separate option from the main menu and will be discussed
in more detail later in the manual.
F3 Print Label
1. You may print a single label for this member at anytime
while on the MAINTAIN MEMBERS screen. Press F3 and an
image of the label will appear.
2. You may now change any information on the label.
3. Press F2 to print the label or press F3 to print a label
test pattern.
MENU SELECTION: "Organizations"
Functional Description
This option allows data entry of organizational rosters.
Using this option, all the members of a specific organization
may be maintained whereas using the "Individual Members"
screen, organizations for a specific member could be
maintained. Also note that a table of valid organizations
must first be defined in the "Customize Setup" module before
they may be accessed here.
Step-By-Step Instructions
1. To select "Organizations" from the menu, touch the letter
<C> and then press <ENTER>. The arrow keys may also be
used to select this option.
2. You will then be prompted to enter an organization
number. Either enter a valid organization number or
press <ENTER> to view a table of all organization. After
selecting an organization, press <ENTER> to go to the
next field.
4.8
3. A scrolling table of all members currently belonging to
the selected organization will appear. At this point,
you may elect to add a new member or change information
for an existing member.
To return to the menu
1. To return to the MEMBER menu from the scrolling table,
press <ESC>. This will return you to the organization
number prompt. Press <ESC> again to return to the menu.
To add a new record
1. Press <INSERT>. A data entry form will appear on the
screen. To write the record at any time without editing
all fields, press <CTRL> <ENTER>. To completely cancel
all changes to this record, press <CTRL ESC>.
2. "Member Number" - Enter a valid member number or press
<ENTER> to view a lookup table of all members. Press
<ENTER> to go to the next field.
3. "Comments" - Enter any desired comments regarding this
individual's membership. Officers of the organization
may be noted here. Up to three lines of comments may be
entered. Press <ENTER> to return to this member's
scrolling table of organizations.
(To modify an existing record)
1. Use the arrow keys to position the selector bar over the
member's organization record to be change. Press <ENTER>
to select the record.
2. Make the necessary changes to each field and press
<ENTER>. After each field has been maintained, the
program will return to this member's scrolling table of
organizations.
(To delete a record)
1. Use the arrow keys to position the selector bar over the
record to be deleted. Press <DELETE> to select the
record. A confirmation screen will appear.
4.9
2. The confirmation screen will display the complete record.
Press <ENTER> to delete the record or <ESC> to cancel
this selection. The program will return to the member's
scrolling table of organizations.
MENU SELECTION: "Special Talents"
Functional Description
This option allows data entry of information concerning
members possessing a specific skill or talent. Using this
option, all the members possessing a specific talent may be
maintained whereas using the "Individual Members" screen,
talents for a specific member could be maintained. Also note
that talents must first be defined in the "Customize Setup"
module before they may be accessed here.
Step-By-Step Instructions
1. To select "Special Talents" from the menu, touch the
letter <D> and then press <ENTER>. The arrow keys may
also be used to select this option.
2. You will then be prompted to enter a talent category.
Enter a valid talent category number or press <ENTER> to
view a table of all talents. After you select a talent
press <ENTER> to go to the next field.
3. You will be presented with a scrolling table of all
members currently associated with the selected talent or
skill. At this point, it is possible to add a new member
or change information for an existing member.
To return to the menu
1. To return to the MEMBER menu from the scrolling table,
press <ESC>. This will return you to the organization
number prompt. Press <ESC> again to return to the menu.
To add a new record
1. Press <INSERT>. A data entry form will appear on the
screen. To write the record at any time without editing
all fields, press <CTRL> <ENTER>. To completely cancel
all changes to this record, press <CTRL ESC>.
4.10
2. "Member Number" - Enter a valid member number or press
<ENTER> to view a lookup table of all members. Press
<ENTER> to go to the next field.
3. "Comments" - Enter any desired comments regarding this
individual's membership. You may enter up to three lines
of comments. Press <ENTER> to return to the member's
scrolling table of talents.
(To modify an existing record)
1. Use the arrow keys to position the selector bar over the
member's talent record you wish to change. Press <ENTER>
to select the record.
2. Make the necessary changes to each field and press
<ENTER>. After each field has been maintained, the
program will return to this member's scrolling table of
organizations.
(To delete a record)
1. Use the arrow keys to position the selector bar over the
record to be deleted. Press <DELETE> to select the
record. A confirmation screen will appear.
2. The confirmation screen will display the complete record.
Press <ENTER> to delete the record or <ESC> to cancel
this selection. The program will return to the member's
scrolling table of organizations.
MENU SELECTION: "Special Dates"
Functional Description
This option allows data entry of special dates by date
category. Using this option, all members data associated with
a specific date category may be maintained whereas using the
"Individual Members" screen, all dates for a specific member
could be maintained. Also note that date categories must
first be defined in the "Customize Setup" module before they
may be accessed here.
Step-By-Step Instructions
1. To select "Special Dates" from the menu, touch the letter
<E> and then press <ENTER>. The arrow keys may also be
used to indicate the desired selection.
4.11
2. You will then be prompted to enter a date category.
Enter a valid date category or press <ENTER> to view a
table of all date categories. After selecting a date
category, press <ENTER> to go to the next field.
3. A scrolling table will appear of all members for whom
this special date has been entered. The table will be in
date order. To quickly scroll the table, enter any
month. At this point, yit is possible to add a new
member or change information for an existing member.
To return to the menu
1. Press ESC to return to the MEMBER menu from the scrolling
table. The program will return to the date category
prompt. Press <ESC> again to return to the menu.
To add a new record
1. Press <INSERT>. A data entry form will appear on the
screen. To write the record at any time without editing
all fields, press <CTRL> <ENTER>. To completely cancel
all changes to this record, press <CTRL ESC>.
2. "Member Number" - Enter a valid member number or press
<ENTER> to view a lookup table of all members. Press
<ENTER> to go to the next field.
3. "Date" - Enter the date in <mmddyy> format.
4. "Comments" - Enter any desired comments regarding this
record. Up to three lines of comments may be entered.
Press <ENTER> to return to the member's scrolling table
of special dates.
(To modify an existing record)
1. Use the arrow keys to position the selector bar over the
member's date record you wish to change. Press <ENTER>
to select the record.
2. Make the necessary changes to each field and press
<ENTER>. After each field has been maintained, the
program will return to this member's scrolling table of
dates.
4.12
(To delete a record)
1. Use the arrow keys to position the selector bar over the
record to be deleted. Press <DELETE> to select the
record. A confirmation screen will appear.
2. The confirmation screen will display the complete record.
Press <ENTER> to delete the record or <ESC> to cancel
this selection. The program will return to the member's
scrolling table of organizations.
MENU SELECTION: "Purge Deleted Records"
Functional Description
This option will purge members and families that have been
marked for deletion. To delete inactive families and members,
change the delete flag from "N" to "Y" using the "Individual
Members" option. Then, by running this option, all members
who have no current donation transactions will be purged.
Also, families with no members will also be purged.
Step-By-Step Instructions
1. To select "Purge Deleted Records" from the menu, touch
the letter <F> and then press <ENTER>. The arrow keys
may also be used to select this option.
2. A confirmation screen will appear. T cancel this
selection, press <ESC>. To proceed, press any other key.
When the process is complete, the program will return to
the menu.
MAILING LABELS
There are several mailing label options. Mailing labels may
be printed for each family or household, for each individual,
or for all members of a specific organization.
All labels are printed in a 3 1/2 by 1 15/16 inch label
format. This is a standard label size and can be obtained
wherever computer supplies are sold.
4.13
MENU SELECTION: "MAILING LABELS - By Family"
Functional Description
Select this option to print a mailing label for each family in
the church. When only one label per household is required,
this is the appropriate option to select. The names and
addresses as stored in the family file will be printed in zip
code order.
Step-By-Step Instructions
1. Select "By Family" from the menu by touching the letter
<G> and then pressing <ENTER>. The arrow keys may also
be used to select this option.
2. A report confirmation screen will appear. The report
direction may be toggled to either a printer or the
screen by pressing <F2>. Press <ESC> to cancel the
selection. To proceed, press any other key.
3. Reports directed to the screen may be scrolled by
pressing <PageUp> and <PageDn>. They may be redirected
to a printer by pressing <CTRL> <L>. When processing is
complete. To return to the menu, press <ESC>. If the
report was directed to a printer, it will return to the
menu automatically once printing is complete.
MENU SELECTION: "MAILING LABELS - Member"
Functional Description
Select this option to print mailing labels for all individuals
in the church. When one label per member is required, this is
the appropriate option to select.
This report uses the "Label Code" field in the member's file
to determine whether or not to print an individual label. If
the value in that field is set to "Y", then a label will be
printed. If the value is set to "N", then no label will be
printed for that member.
The names will appear as set up in the membership file. The
addresses as set up in the family file will be printed. The
order in which the labels are printed will depend on the zip
code value as defined in the "Statement Sort" field in the
member's family file.
4.14
Step-By-Step Instructions
1. Select "By Individual Member" from the menu by touching
the letter <H> and then pressing <ENTER>. The arrow keys
may also be used to select this option.
2. A report confirmation screen will appear. The report
direction may be toggled to either a printer or the
screen by pressing <F2>. Press <ESC> to cancel the
selection. To proceed, press any other key.
3. Reports directed to the screen may be scrolled by
pressing <PageUp> and <PageDn>. They may be redirected
to a printer by pressing <CTRL> <L> once processing is
complete. To return to the menu, press <ESC>. If the
report was directed to a printer, the main menu will
automatically reappear once printing is complete.
MENU SELECTION: "MAILING LABELS - Members of an Organization"
Functional Description
Select this option to print mailing labels for all members of
one or more organizations within the church.
Step-By-Step Instructions
1. Select "Members of an Organization" from the menu by
touching the letter <I> and then pressing <ENTER>. The
arrow keys may also be used to select this option.
2. A report confirmation screen will appear. The report
direction may be toggled to either a printer or the
screen by pressing <F2>. Press <ESC> to cancel the
selection. To proceed, press any other key.
3. "Organization No (0=All)" - To print labels for only one
organization, enter the organization number. To print
labels for members of all organizations leave the field
blank or enter zero. Press <ENTER> to continue.
4. Reports directed to the screen may be scrolled by
pressing <PageUp> and <PageDn>. When processing is
complete, they may be redirected to a printer by pressing
<CTRL> <L>. To return to the menu, press <ESC>. If the
report was directed to a printer, the main menu will
automatically reappear when printing is complete.
4.15
MENU SELECTION: "Label Test Pattern"
Functional Description
This option will print one sample mailing label to assist in
lining up the labels in the printer.
Step-By-Step Instructions
1. To select "Label Test Pattern" from the menu, touch the
letter <J> and then press <ENTER>. The arrow keys may
also be used to select this option.
2. A confirmation screen will appear. Insure that the
printer is ready and the labels are positioned properly
in the printer. Press <ESC> to cancel the selection. To
proceed, press any other key.
3. When the label has printed, make any necessary adjustment
and reprint if necessary. The main menu will
automatically reappear once printing is complete.
REPORTS
When any report option is chosen, a confirmation screen will
appear. The report may be canceled by pressing the <ESC> key.
The report direction may be toggled between SCREEN and PRINTER
by pressing <F2>. Pressing any other key will initiate the
report.
The report may be halted while it is processing by pressing
<ESC>. Reports sent to the screen may be redirected to the
printer by pressing <CTL> <L> after they have processed.
MENU SELECTION: "Complete Family Listing"
Functional Description
This report will list details for all families set up in the
family file.
Step-By-Step Instructions
1. Select "Complete Family Listing" from the menu by
touching the letter <K> and then pressing <ENTER>. The
arrow keys may also be used to select this option.
4.16
2. A report confirmation screen will appear. The report
direction may be toggled to either a printer or the
screen by pressing <F2>. Press <ESC> to cancel the
selection. To proceed, press any other key.
3. Reports directed to the screen may be scrolled by
pressing <PageUp> or <PageDn>. When processing is
complete, they may be redirected to a printer by pressing
<CTRL> <L>. To return to the menu, press <ESC>. If the
report was directed to a printer, the main menu will
automatically reappear once printing is complete.
MENU SELECTION: "Membership Profile Report"
Functional Description
This report will list details on all members set up in the
membership file.
Step-By-Step Instructions
1. Select "Membership Profile Report" from the menu by
touching the letter <L> and then pressing <ENTER>. The
arrow keys may also be used to select this option.
2. A report confirmation screen will appear. The report
direction may be toggled to either a printer or the
screen by pressing <F2>. Press <ESC> to cancel the
selection. To proceed, press any other key.
3. Reports directed to the screen may be scrolled by
pressing <PageUp> and <PageDn>. When processing is
complete, they may be redirected to a printer by pressing
<CTRL> <L>. To return to the menu, press <ESC>. If the
report was directed to a printer, the main menu will
automatically reappear once printing is complete.
MENU SELECTION: "Special Dates Report"
Functional Description
The special dates report lists significant dates which have
been entered for each member. You may specify a date range as
well as a specific date category at report run time.
4.17
Step-By-Step Instructions
1. Select "Special Dates Report" from the menu by touching
the letter <M> and then pressing <ENTER>. The arrow keys
may also be used to select this option.
2. A report confirmation screen will appear. The report
direction may be toggled to either a printer or the
screen by pressing <F2>. Press <ESC> to cancel the
selection. To proceed, press any other key.
3. "Start Month (1 - 12)" - Enter the starting month for the
range of dates to be printed. Press <ENTER> to continue.
4. "Start Day of Month" - Enter the starting day of the
indicated month for the range of dates to be print.
Press <ENTER> to continue.
5. "End Month (1 - 12)" - Enter the ending month for the
range of dates to be printed. Press <ENTER> to continue.
6. "End Day of Month" - Enter the ending day of the
indicated month for the range of dates to be printed.
Press <ENTER> to continue.
7. "Date Category (0-All Categories)" - To print a special
date report for only one date category, enter the
category number. To include all date categories, leave
the field blank or enter zero. Press <ENTER> to
continue.
8. Reports directed to the screen may be scrolled by
pressing <PageUp> and <PageDn>. When processing is
complete, they may be redirected to a printer by pressing
<CTRL> <L>. To return to the menu, press <ESC>. If the
report was directed to a printer, the main menu will
automatically reappear when printing is complete.
MENU SELECTION: "Special Talents Report"
Functional Description
This report will list all members' special talents or skills
as set up in the system.
4.18
Step-By-Step Instructions
1. Select "Special Talents Report" from the menu by touching
the letter <N> and then pressing <ENTER>. The arrow keys
may also be used to select this option.
2. A report confirmation screen will appear. The report
direction may be toggled to either a printer or the
screen by pressing <F2>. Press <ESC> to cancel the
selection. To proceed, press any other key.
3. "Enter Talent Category (0-All)" - To print a report for
only one talent category, enter the category number. To
include all talent categories, leave the field blank or
enter zero. Press <ENTER> to continue.
4. Reports directed to the screen may be scrolled by
pressing <PageUp> or <PageDn>. When processing is
complete, they may be redirected to a printer by pressing
<CTRL> <L>. To return to the menu, press <ESC>. If the
report was directed to a printer, the main menu will
automatically reappear when printing is complete.
MENU SELECTION: "Organizational Rosters"
Functional Description
This option will allow you to print a membership roster for
any organization within the church.
Step-By-Step Instructions
1. Select "Organizational Rosters" from the menu by touching
the letter <O> and then pressing <ENTER>. The arrow keys
may also be used to select this option.
2. A report confirmation screen will appear. The report
direction may be toggled to either a printer or the
screen by pressing <F2>. Press <ESC> to cancel the
selection. To proceed, press any other key.
3. "Organization No (0-All)" - To print a roster for only
one organization, enter the organization number. To
print rosters for all organizations, leave the field
blank or enter zero. Press <ENTER> to continue.
4.19
4. Reports directed to the screen may be scrolled by
pressing <PageUp> or <PageDn>. When processing is
complete, they may be redirected to a printer by pressing
<CTRL> <L>. To return to the menu, press <ESC>. If the
report was directed to a printer, the main menu will
automatically reappear when printing is complete.
MENU SELECTION - "Complete Church Roster"
Functional Description
This report will print an alphabetical roster of all members.
The roster includes the members name, phone number, and the
associated family name.
Step-By-Step Instructions
1. Select "Complete Church Roster" from the menu by touching
the letter <P> and then pressing <ENTER>. The arrow keys
may also be used to select this option.
2. A report confirmation screen will appear. The report
direction may be toggled to either a printer or the
screen by pressing <F2>. Press <ESC> to cancel the
selection. To proceed, press any other key.
3. Reports directed to the screen may be scrolled by
pressing <PageUp> and <PageDn>. When processing is
complete, they may be redirected to a printer by pressing
<CTRL> <L>. To return to the menu, press <ESC>. If the
report was directed to a printer, the main menu will
automatically reappear once printing is complete.
MENU SELECTION - "Export Members For Mail Merge"
Functional Description
This option will export certain membership information into a
comma delimited, ASCII text file. The file may then be
accessed by the mail merge capability of many word processors.
4.20
The file "MEMBER.ASC" will be created. The following fields
of information will be exported:
FIRST_NAME Member's First Name
LAST_NAME Member's Last Name
MIDDLE_INIT Member's Middle Initial
ADDRESS1 First Address Line
ADDRESS2 Second Address Line
ADDRESS3 Third Address Line
ZIP_CODE Zip Code for sorting
MEMBER_NO Member Number
FAMILY_NO Family Number
The first record is a header record containing the field
names. It may be necessary to remove this record prior to
using this file with some word processors. This can be easily
done using any ASCII text editor or word processor.
Step-By-Step Instructions
1. Select "Export Members For Mail Merge" from the menu by
touching the letter <Q> and then pressing <ENTER>. The
arrow keys may also be used to select this option.
2. A confirmation screen will appear. Press <ESC> to cancel
the selection. To proceed, press any other key.
3. When processing is complete the main menu will
automatically reappear.
4.21 V.DONATIONS
PROGRAM: DONATE.EXE
Functional Description
DONATE.EXE is the executable program for the donation module.
This is the module where all donation related information is
processed.
Step-By-Step Instructions
1. This module may be accessed by selecting DONATION
TRACKING from the main menu or by executing DONATE from
the DOS command line. To execute DONATE from the DOS
command line:
Input "CD \CMTS"
Press <ENTER>
Input "DONATE"
Press <ENTER>
2. If the security option is active, a password prompt will
appear. Input the appropriate password as required. If
the security option is not set, the password prompt will
not appear. Instead, a prompt requesting the user's
initials will appear. Press <ENTER> at this time.
3. To make a selection from the donations menu, touch the
letter on the keyboard corresponding to the menu
selection. The <UP> or <DOWN> arrow keys may also be
used to position the selector bar over the desired
module. Press <ENTER> and the selection will be
executed.
The menu choices are:
DONATION DATA ENTRY AND UPDATE
A) Enter Donations By Name
B) Enter Donations By Envelope Number
C) Detail Data Entry Edit Listing
D) Summary Data Entry Edit Listing
E) Finalize Data Entry
5.1
MISCELLANEOUS ACTIVITIES
F) Member Pledge/Giving Maintenance
G) Year End Roll
H) Purge History (Date Range)
I) Export Donation Data
* J) Statement Processing Options
INQUIRIES
K) Detail Donation Inquiry By Member
L) Detail Donation Inquiry By Fund
M) Quarterly Fund Inquiry
REPORTS
N) Donation Activity By Member
O) Donation Activity By Fund
P) Donation Summary By Member
Q) Donation Summary By Fund - Date Range
R) Weekly Donation Summary
S) Call List By Last Donation Date
T) Quarterly Fund Summary
* The selection "Statement Processing Options"
displays another menu. The choices are:
A) Build Statement Work File
B) Print Statements
C) Label Test Pattern
D) Print Mailing Labels
E) Single Statement - Summary Format
F) Single Statement - Detail Format
DONATION DATA ENTRY AND UPDATE
The donation data entry process consists of executing several
procedures from the menu in a specific order. The
relationship will be detailed here.
1. Access members by either name or by envelope number when
entering donations. If the member's last name is known
and available, select the option to enter donations by
name. If the only available identification is the
envelope number, select the option to enter donations by
envelope number.
5.2
2. Once a group of donations have been entered, a data entry
edit listing should be run. Either a detail or summary
listing may be run.
If the information on the edit listing is correct, the
transactions may be finalized. If there are corrections
to make or additional transactions to post, return to
step 1 and repeat the cycle.
3. Once the edit listing shows that the transactions have
been posted properly, select "Finalize Data Entry" to
update the information. Data files should be backed up
prior to running this procedure. See details on backup
elsewhere in this manual.
MENU SELECTION: "Enter Donations By Name"
Functional Description
Choose this option to access members by name when entering
donations.
Step-By-Step Instructions
1. Select "Enter Donations By Name" from the menu by
touching the letter <A> and then pressing <ENTER>. The
arrow keys may also be used to select this option.
2. "Member" - To access a member by name, leave this field
blank and press <ENTER>. (Go to step 3) If the member's
number is known, enter the number and press <ENTER>. (Go
to step 4)
3. A scrolling table of all members will be displayed on the
screen. Use the arrow keys to position the selector bar
over the record of the member to be accessed. Enter all
or part of the member's last name to quickly position the
selector bar. Press <ENTER> to continue.
4. If transactions already exist for this member, a table of
transactions will be displayed. If there are no existing
transactions, the donation data entry form will appear.
5.3
(To return to the menu)
1. Anytime the cursor is positioned at the "Member" prompt,
press <ESC> to return to the menu.
(To add a new donation)
1. Press <INSERT>. The donation data entry form will
appear.
2. "Date" - Enter the date of the transaction. The system
will remember the last date entered in this session. If
this date is correct, simply press <ENTER>.
3. "Fund" - Enter the fund number. If the fund number is
unknown, leave the field blank. A table of valid funds
will appear. Select the fund using the arrow keys. To
zero out an existing value in this field, press the space
bar. When presented with the lookup table, use the arrow
keys to make your selection. Press <ENTER> to go to the
next field.
4. "Amount" - Enter the amount of the donation. Press the
space bar to clear any existing values in this field.
Press <ENTER> to go to the next field.
5. "Reference" - Enter any information about this
transaction that should be noted. Press <ENTER> to
return to the member's scrolling table of donations.
6. If all transactions for this member have been entered,
press <ESC>. This will return the cursor to the "Member"
prompt.
(To modify an existing donation for this member)
1. Use the arrow keys to position the selector bar over the
transaction you wish to change. Press <ENTER> to select
the record to maintain.
2. Make the necessary changes to each field and press
<ENTER>. After all fields have been maintained, the
display will return to the member's scrolling table of
donations.
3. If all transactions for this member have been entered,
press <ESC>. This will return the cursor to the "Member"
prompt.
5.4
(To delete a transaction)
1. Use the arrow keys to position the selector bar over the
record to be deleted. Press <DELETE> to select the
record to delete.
2. The complete record will be displayed. Press <ENTER> to
delete the record or <ESC> to cancel this selection. The
member's scrolling table of donations will reappear.
3. If all transactions for this member have been entered,
press <ESC>. This will return the cursor to the "Member"
prompt.
MENU SELECTION: "Enter Donations By Envelope Number"
Functional Description
Choose this option to access members by envelope number when
entering donations.
Step-By-Step Instructions
1. Select "Enter Donations By Envelope Number" from the menu
by touching the letter <B> and then pressing <ENTER>.
The arrow keys may also be used to select this option.
2. "Member" - To access a member by envelope number, leave
this field blank and press <ENTER>. (Go to step 3) If
the member's number is known, enter the number and press
<ENTER>. (Go to step 4)
3. A scrolling table of all members will be displayed on the
screen. Use the arrow keys to position the selector bar
over the record of the member you wish to access. Enter
all or part of the member's envelope number to quickly
position the selector bar. Press <ENTER> to continue.
4. If transactions already exist for this member, a table of
transactions will be displayed. If there are no existing
transactions, the donation data entry form will appear.
(To return to the menu)
1. Any time the cursor is positioned at the "Member" prompt,
press <ESC> to return to the menu.
5.5
(To add a new donation)
1. Press <INSERT>. The donation data entry form will
appear.
2. "Date" - Enter the date of the transaction. The system
will remember the last date entered in this session. If
this date is correct, simply press <ENTER>.
3. "Fund" - Enter the fund number. If the fund number is
unknown, leave the field blank. A table of valid funds
will appear. Select the fund using the arrow keys. To
zero out an existing value in this field, press the space
bar. When presented with the lookup table, use the arrow
keys to make your selection. Press <ENTER> to go to the
next field.
4. "Amount" - Enter the amount of the donation. Press the
space bar to clear any existing values in this field.
Press <ENTER> to go to the next field.
5. "Reference" - Enter any information about this
transaction that should be noted. Press <ENTER> to
return to the member's scrolling table of donations.
6. If all transactions for this member have been entered,
press <ESC>. This will return the cursor to the "Member"
prompt.
(To modify an existing donation for this member)
1. Use the arrow keys to position the selector bar over the
transaction you wish to change. Press <ENTER> to select
the record to maintain.
2. Make the necessary changes to each field and press
<ENTER>. After all fields have been maintained, the
display will return to the member's scrolling table of
donations.
3. If all transactions for this member have been entered,
press <ESC>. This will return the cursor to the "Member"
prompt.
(To delete a transaction)
1. Use the arrow keys to position the selector bar over the
record you wish to delete. Press <DELETE> to select the
record to delete.
5.6
2. The complete record will be displayed. Press <ENTER> to
delete the record or <ESC> to cancel this selection. The
member's scrolling table of donations will reappear.
3. If all transactions for this member have been entered,
press <ESC>. This will return the cursor to the "Member"
prompt.
MENU SELECTION: "Detail Data Entry Edit Listing"
Functional Description
The Detail Data Entry Edit Listing will list all transactions
that have been posted since transactions were last finalized.
This report should be run prior to finalizing to insure that
all transaction amounts are correct and that the donations
have been posted to the proper fund categories. If a data
entry error it may still be corrected.
Step-By-Step Instructions
1. Select "Detail Data Entry Edit Listing" from the menu by
touching the letter <C> and then pressing <ENTER>. The
arrow keys may also be used to select this option.
2. A report confirmation screen will appear. The report
direction may be toggled to either a printer or the
screen by pressing <F2>. Press <ESC> to cancel the
selection. To proceed, press any other key.
3. Reports directed to the screen may be scrolled by
pressing <PageUp> and <PageDn>. When processing is
complete, they may be redirected to a printer by pressing
<CTRL> <L>. To return to the menu, press <ESC>. If the
report was directed to a printer, the main menu will
automatically reappear once printing is complete.
MENU SELECTION: "Summary Data Entry Edit Listing"
Functional Description
The Summary Data Entry Edit Listing will list total giving by
fund category for all transactions that have been posted since
transactions were last finalized. This report (or the Detail
Data Entry Edit Listing) should be run prior to finalizing to
insure that all transaction amounts are correct and that the
donations have been posted to the proper fund categories. If
a data entry error it may still be corrected.
5.7
Step-By-Step Instructions
1. Select "Summary Data Entry Edit Listing" from the menu by
touching the letter <D> and then pressing <ENTER>. The
arrow keys may also be used to select this option.
2. A report confirmation screen will appear. The report
direction may be toggled to either a printer or the
screen by pressing <F2>. Press <ESC> to cancel the
selection. To proceed, press any other key.
3. Reports directed to the screen may be scrolled by
pressing <PageUp> and <PageDn>. When processing is
complete, they may be redirected to a printer by pressing
<CTRL> <L>. To return to the menu, press <ESC>. If the
report was directed to a printer, the main menu will
automatically reappear once printing is complete.
MENU SELECTION: "Finalize Data Entry"
Functional Description
This procedure will finalize all transactions that have been
entered since it was last executed. This will create a
permanent audit trail of transactions entered and update
totals for both members and fund categories. Any errors
discovered after running this option must be corrected by
entering an adjustment.
Be sure to back up all files prior to selecting this option.
See the section in the manual on "Backing Up Data Files"
Step-By-Step Instructions
1. Select "Finalize Data Entry" from the menu by touching
the letter <E> and then pressing <ENTER>. The arrow keys
may also be used to select this option.
2. A confirmation screen will appear. Press <ESC> to cancel
the selection. To proceed, press any other key.
3. When processing is complete the main menu will
automatically reappear.
5.8
MISCELLANEOUS ACTIVITIES
MENU SELECTION: "Member Pledge/Giving Maintenance"
Functional Description
Select this option to enter and maintain the member's donation
related information. Information such as envelope number and
the pledge amount for each fund may be entered here. This
information is not accessible from the MEMBER module. This
allows individuals that should not have access to giving
information to use that module.
Step-By-Step Instructions
1. To select "Member Pledge/Giving Maintenance" from the
menu, touch the letter <F> and then press <ENTER>. The
arrow keys may also be used to select this option.
2. A scrolling table of all members currently defined will
appear.
To return to the menu
1. To return to the DONATIONS menu from the scrolling table,
press <ESC>.
To modify an existing record
1. Use the arrow keys to position the selector bar over the
record to be changed. You may also enter all or part of
the member's last name to automatically position the
selector bar. Press <ENTER> to select the record.
2. "Envelope Number" - Enter the member's envelope number.
Press <ENTER> to go to the next field.
3. "Combined Statement" - Values are <Y> and <N>. Enter <Y>
to combine this member with other members of the same
family for statement processing. A single statement will
be printed for all members having this value set to <Y>.
Enter <N> if this member should receive a separate
statement. After all fields have been maintained, the
program will return to the scrolling table.
5.9
Active Function Keys
F1 HELP - Always active
1. Press F1 at any time for a pop-up context sensitive help
screen.
F2 Enter Pledge Information By Fund
1. Press F2 at any time while maintaining the member's
pledge amounts by fund category.
2. A table of all funds to which this member has either
pledged to or given to will appear.
To add a new record
1. Press <INSERT>.
2. "Fund To Pledge" - Enter a valid fund number or press
<ENTER> to view a lookup table of all funds. Press
<ENTER> to go to the next field.
3. "Annual Pledge Amount" - Enter the total annual pledge
amount for this fund category.
4. "Fund Life Pledge" - If it is desired to maintain a "life
of the fund pledge" for this fund, enter it here. This
is especially useful for long term fund drives such as
building fund drives. Press <ENTER> to go to the next
field.
5. "Next Year Pledge" - Enter the amount this member pledges
to this fund for next year. This is especially useful
since it permits next year's pledge amounts to be entered
prior to ending the current year. Press <ENTER> to
return to the fund table.
(To modify an existing record)
1. Use the arrow keys to position the selector bar over the
record to be changed. Press <ENTER> to select the
record.
2. Make the necessary changes to each field and press
<ENTER>. After each field has been maintained, The
screen will return to this member's scrolling table of
funds.
5.10
MENU SELECTION: "Year End Roll"
Functional Description
This option will move all quarter and year-to-date totals from
the current year to prior year. Any next year pledge amounts
will be moved to current year. Proceed with caution. All
needed reports should be printed prior to executing this
option. It is essential that you a full backup is performed
as well.
Please read the sections of this manual on "Backing Up Data
Files" and "Other Considerations". It is essential that you
read and understand these sections prior to initiating this
procedure!
Step-By-Step Instructions
1. Select "Year End Roll" from the menu by touching the
letter <F> and then pressing <ENTER>. The arrow keys may
also be used to select this option.
2. A confirmation screen will appear. Press <ESC> to cancel
the selection. To proceed, press any other key.
3. When processing is complete, the main menu will
automatically reappear.
MENU SELECTION: "Purge History (Date Range)"
Functional Description
This option will purge old donation transactions for any year
except the current year. Please read the sections of this
manual on "Backing Up Data Files" and "Other Considerations".
It is very important that you read and understand these
section prior to initiating this procedure!
Step-By-Step Instructions
1. Select "Purge History (Date Range)" from the menu by
touching the letter <G> and then pressing <ENTER>. The
arrow keys may also be used to select this option.
2. A confirmation screen will appear. Press <ESC> to cancel
the selection. To proceed, press any other key.
5.11
3. "Enter Year To Purge" - Enter the year for transactions
to be purged. Press <ENTER> to continue.
4. When processing is complete the main menu will
automatically reappear.
MENU SELECTION - "Export Donation Data"
Functional Description
This option will export certain donation information into a
comma delimited, ASCII text file. The file may then be
accessed by spread sheets and custom programs written in other
languages.
The file "DONATE.ASC" will be created. The following fields
of information will be exported:
TRANS_TYPE 1=Unfinalized 2=finalized 3=history
TRANS_DATE Transaction date as entered
MEMBER_NO Member Number
FUND_NO Fund Number
AMOUNT Amount of donation
REFERENCE Comment regarding transaction
USERID Initials of user finalizing transaction
POST_DATE Date stamp when transaction was finalized
POST_TIME Time stamp when transaction was finalized
The first record is a header record containing the field
names. It may be necessary to remove this record prior to
using this file with some spreadsheets. This can be easily
done using any ASCII text editor or word processor.
Step-By-Step Instructions
1. Select "Export Donation Data" from the menu by touching
the letter <I> and then pressing <ENTER>. The arrow keys
may also be used to select this option.
2. A confirmation screen will appear. Press <ESC> to cancel
the selection. To proceed, press any other key.
3. "Starting Date" - Enter the starting date range for data
to be exported. Press <ENTER> to go to the next field.
3. "Ending Date" - Enter the ending date range for data to
be exported. Press <ENTER> to begin exporting.
5.12
4. When processing is complete the main menu will
automatically reappear.
MENU SELECTION - "Statement Processing Options"
Functional Description
This option will access a menu of statement processing
options. This menu also replaces the confirmation screen that
appears when reports are initiated elsewhere in the system.
Step-By-Step Instructions
1. Select "Statement Processing Options" from the menu by
touching the letter <J> and then pressing <ENTER>. The
arrow keys may also be used to select this option.
2. A statement processing menu will appear. Press <ESC> to
return to the main menu.
3. Press <F2> to toggle the report direction between
<SCREEN> and <PRINTER>. This has no effect on the "Build
Statement Work File" which processes to disk.
MENU SELECTION - "Build Statement Work File"
Functional Description
This option must be run to build a statement work file prior
to processing statements. The work file will be created into
a comma delimited, ASCII text file format. This will make it
possible for the user to access this file in the same manner
as other ASCII files that CMTS exports.
The file "TEMP1.DAT" will be created. The following fields of
information will exist:
SORTKEY Internal value statements sort by
FAMILY_NO Family number of this member
FUND NO Fund number
FIRST_LINE Name on statement
QUARTER1 Quarter 1 giving this fund
QUARTER2 Quarter 2 giving this fund
QUARTER3 Quarter 3 giving this fund
QUARTER4 Quarter 4 giving this fund
YTD YTD giving this fund
PLEDGE Pledge Amount this fund
MEMBER_NO Member Number
5.13
The first record is a header record containing the field
names. It may be necessary to remove this record prior to
using this file with some spreadsheets. This can be easily
done using any ASCII text editor or word processor.
Step-By-Step Instructions
1. Select "Build Statement Work File" from the statement
processing menu by touching the letter <A> and then
pressing <ENTER>. The arrow keys may also be used to
select this option.
2. When processing is complete the statement menu will
automatically reappear.
MENU SELECTION - "Print Statements"
Functional Description
This option will print statements for the entire congregation.
Statements will print in zip code order. In instances where
the "Combined Statement Flag" is set to yes, the family name
will appear on the statement and one statement will print
combining all such family members.
Step-By-Step Instructions
1. Insure the report direction is set as desired. Press
<F2> to toggle the report direction between <SCREEN> and
<PRINTER>.
2. Select "Print Statements" from the statement menu by
touching the letter <B> and then pressing <ENTER>. The
arrow keys may also be used to select this option.
3. When processing is complete the statement menu will
automatically reappear.
MENU SELECTION - "Label Test Pattern"
Functional Description
This option will print a label test pattern.
5.14
Step-By-Step Instructions
1. Insure that the labels are positioned in the printer.
2. Select "Label Test Pattern" from the statement menu by
touching the letter <C> and then pressing <ENTER>. The
arrow keys may also be used to select this option.
3. When processing is complete the statement menu will
automatically reappear.
MENU SELECTION - "Print Mailing Labels"
Functional Description
This option will print labels for all statements. Labels will
print in the same order as the statements, in zip code order.
In instances where the "Combined Statement Flag" is set to yes
and one statement is printed for a family, one label will
print.
Step-By-Step Instructions
1. Insure the report direction is set as desired. Press
<F2> to toggle the report direction between <SCREEN> and
<PRINTER>.
2. Select "Print Mailing Labels" from the statement menu by
touching the letter <D> and then pressing <ENTER>. The
arrow keys may also be used to select this option.
3. Statements directed to the screen may be scrolled by
pressing <PageUp> or <PageDn>. When processing is
complete, they may be redirected to a printer by pressing
<CTRL> <L>. To return to the menu, press <ESC>. If the
report was directed to a printer, the main menu will
automatically reappear when printing is complete.
MENU SELECTION - "Single Statement - Summary Format"
Functional Description
This option will print a single statement for one member. The
format used is the same as that used for printing statements
in option B. It is not necessary to build the statement work
file prior to selecting this option. Combined statements
cannot be printed with this option.
5.15
Step-By-Step Instructions
1. Insure the report direction is set as desired. Press
<F2> to toggle the report direction between <SCREEN> and
<PRINTER>.
2. Select "Single Statement - Summary Format" from the
statement menu by touching the letter <E> and then
pressing <ENTER>. The arrow keys may also be used to
select this option.
3. "Enter Member Number" - Enter the number for the member
whose statement is to be printed. Press <ESC> to cancel
the report and return to the statement menu. Press
<ENTER> to continue.
4. Statements directed to the screen may be scrolled by
pressing <PageUp> and <PageDn>. When processing is
complete, they may be redirected to a printer by pressing
<CTRL> <L>. To return to the menu, press <ESC>. If the
report was directed to a printer, the main menu will
automatically reappear once printing is complete.
MENU SELECTION - "Single Statement - Detail Format"
Functional Description
This option will print a single statement for one member. The
statement will appear in a detailed format, showing all
transactions for that member.
Step-By-Step Instructions
1. Insure the report direction is set as desired. Press
<F2> to toggle the report direction between <SCREEN> and
<PRINTER>.
2. Select "Single Statement - Detail Format" from the
statement menu by touching the letter <F> and then
pressing <ENTER>. The arrow keys may also be used to
select this option.
3. "Enter Member Number" - Enter the number for the member
whose statement is to be printed. Press <ESC> to cancel
the report and return to the statement menu. Press
<ENTER> to continue.
5.16
4. Statements directed to the screen may be scrolled by
pressing <PageUp> or <PageDn>. When processing is
complete, they may be redirected to a printer by pressing
<CTRL> <L>. To return to the menu, press <ESC>. If the
report was directed to a printer, the main menu will
automatically reappear when printing is complete.
INQUIRIES
MENU SELECTION - "Detail Donation Inquiry By Member"
Functional Description
Select this option to view transaction details for any member.
Step-By-Step Instructions
1. Select "Detail Donation Inquiry By Member" from the menu
by touching the letter <K> and then pressing <ENTER>.
The arrow keys may also be used to select this option.
2. "Select Transaction Type" - Enter the desired transaction
type. Valid choices are:
1 Unfinalized
2 Current Year
3 History
3. "Member Number" - Enter a valid member number or press
<ENTER> to view a lookup table of all members. Press
<ENTER> to continue.
4. A detailed display of all transactions for this member
will appear. Scroll through these transactions by using
the <UP> and <DOWN> arrow keys as well as the <PG UP> and
<PG DOWN> keys. To select another member, press <ESC>.
5. To select another transaction type, press <ESC> again.
MENU SELECTION: "Detail Donation Inquiry by Fund"
Functional Description
Select this option to view transaction details for any fund.
5.17
Step-By-Step Instructions
1. Select "Detail Donation Inquiry By Fund" from the menu by
touching the letter <L> and then pressing <ENTER>. The
arrow keys may also be used to select this option.
2. "Select Transaction Type" - Enter the desired transaction
type. Valid choices are:
1 Unfinalized
2 Current Year
3 History
3. "Fund Number" - Enter a valid fund number or press
<ENTER> to view a lookup table of all funds. Press
<ENTER> to continue.
4. A detailed display of all transactions for this fund will
appear. Scroll through these transactions by using the
<UP> and <DOWN> arrow keys as well as the <PG UP> and <PG
DOWN> keys. To select another fund, press <ESC>.
5. To select another transaction type, press <ESC> again.
MENU SELECTION: "Quarterly Fund Inquiry"
Functional Description
Select this option to view summary information by fund
category for the current and prior year.
Step-By-Step Instructions
1. Select "Quarterly Fund Inquiry" from the menu by touching
the letter <M> and then pressing <ENTER>. The arrow keys
may also be used to select this option.
2. A table of funds will be displayed. Use the arrow keys
to position the highlight bar over the desired record.
The <PageUp> and <PageDown> keys are also active. Press
<ENTER> to view the selected record. Press <ESC> to
return to the menu.
3. A display of current year and prior year totals for this
fund will appear. To select another fund, press <ESC>.
5.18
REPORTS
When any report option is chosen, a confirmation screen will
appear. The report may be canceled by pressing the <ESC> key.
The report direction may be toggled between SCREEN and PRINTER
by pressing <F2>. Pressing any other key will initiate the
report.
The report may be halted while it is processing by pressing
<ESC>. Reports sent to the screen may be redirected to the
printer by pressing <CTL> <L> after they have processed.
MENU SELECTION: "Donation Activity By Member"
Functional Description
This report will print a listing of all donations in the
transaction file sorted by member for a given date range.
Step-By-Step Instructions
1. Select "Donation Activity By Member" from the menu by
touching the letter <N> and then pressing <ENTER>. The
arrow keys may also be used to select this option.
2. A report confirmation screen will appear. The report
direction may be toggled to either a printer or the
screen by pressing <F2>. Press <ESC> to cancel the
selection. To proceed, press any other key.
3. "Start Date" - Enter the starting date in <MMDDYY>
format. Press <ENTER> to go to the next field.
4. "End Date" - Enter the ending date in <MMDDYY> format.
Press <ENTER> to continue.
5. Reports directed to the screen may be scrolled by
pressing <PageUp> and <PageDn>. When processing is
complete, they may be redirected to a printer by pressing
<CTRL> <L>. To return to the menu, press <ESC>. If the
report was directed to a printer, the main menu will
automatically reappear once printing is complete.
5.19
MENU SELECTION: "Donation Activity By Fund"
Functional Description
This report will print a listing of all donations in the
transaction file sorted by fund for a given date range.
Step-By-Step Instructions
1. Select "Donation Activity By Fund" from the menu by
touching the letter <O> and then pressing <ENTER>. The
arrow keys may also be used to select this option.
2. A report confirmation screen will appear. The report
direction may be toggled to either a printer or the
screen by pressing <F2>. Press <ESC> to cancel the
selection. To proceed, press any other key.
3. "Start Date" - Enter the starting date in <MMDDYY>
format. Press <ENTER> to go to the next field.
4. "End Date" - Enter the ending date in <MMDDYY> format.
Press <ENTER> to continue.
5. Reports directed to the screen may be scrolled by
pressing <PageUp> and <PageDn>. When processing is
complete, they may be redirected to a printer by pressing
<CTRL> <L>. To return to the menu, press <ESC>. If the
report was directed to a printer, the main menu will
automatically reappear once printing is complete.
MENU SELECTION: "Donation Summary By Member"
Functional Description
This report will print a summary listing of all donations with
totals sorted by member and grouped by fund for a given date
range.
Step-By-Step Instructions
1. Select "Donation Summary By Member" from the menu by
touching the letter <P> and then pressing <ENTER>. The
arrow keys may also be used to select this option.
5.20
2. A report confirmation screen will appear. The report
direction may be toggled to either a printer or the
screen by pressing <F2>. Press <ESC> to cancel the
selection. To proceed, press any other key.
3. "Start Date" - Enter the starting date in <MMDDYY>
format. Press <ENTER> to go to the next field.
4. "End Date" - Enter the ending date in <MMDDYY> format.
Press <ENTER> to continue.
5. Reports directed to the screen may be scrolled by
pressing <PageUp> and <PageDn>. When processing is
complete, they may be redirected to a printer by pressing
<CTRL> <L>. To return to the menu, press <ESC>. If the
report was directed to a printer, the main menu will
automatically reappear once printing is complete.
MENU SELECTION: "Donation Summary By Fund-Date Range"
Functional Description
This report will print a summary listing of all donations
totals sorted by fund for a given date range.
Step-By-Step Instructions
1. Select "Donation Summary By Fund" from the menu by
touching the letter <Q> and then pressing <ENTER>. The
arrow keys may also be used to select this option.
2. A report confirmation screen will appear. The report
direction may be toggled to either a printer or the
screen by pressing <F2>. Press <ESC> to cancel the
selection. To proceed, press any other key.
3. "Start Date" - Enter the starting date in <MMDDYY>
format. Press <ENTER> to go to the next field.
4. "End Date" - Enter the ending date in <MMDDYY> format.
Press <ENTER> to continue.
5.21
5. Reports directed to the screen may be scrolled by
pressing <PageUp> and <PageDn>. When processing is
complete, they may be redirected to a printer by pressing
<CTRL> <L>. To return to the menu, press <ESC>. If the
report was directed to a printer, the main menu will
automatically reappear once printing is complete.
MENU SELECTION: "Weekly Donation Summary"
Functional Description
This report will print a weekly summary of all donations
totals sorted by fund for a given date range. Each week
ending date is a Sunday date and will reflect all transactions
posted during the week ending on that day (Monday thru
Sunday).
Step-By-Step Instructions
1. Select "Weekly Donation Summary" from the menu by
touching the letter <R> and then pressing <ENTER>. The
arrow keys may also be used to select this option.
2. A report confirmation screen will appear. The report
direction may be toggled to either a printer or the
screen by pressing <F2>. Press <ESC> to cancel the
selection. To proceed, press any other key.
3. "Start Date" - Enter the starting date in <MMDDYY>
format. Press <ENTER> to go to the next field.
4. "End Date" - Enter the ending date in <MMDDYY> format.
Press <ENTER> to go to the next field.
5. "Fund Category (0=All)" - Enter the desired fund
category. For all categories, enter zero or leave the
field blank. Press <ENTER> to continue.
6. Reports directed to the screen may be scrolled by
pressing <PageUp> and <PageDn>. When processing is
complete, they may be redirected to a printer by pressing
<CTRL> <L>. To return to the menu, press <ESC>. If the
report was directed to a printer, the main menu will
automatically reappear once printing is complete.
5.22
MENU SELECTION: "Call List By Last Donation Date"
Functional Description
This report will print a convenient call list based on the
last date of a member's donations. All members that have not
given a donation since the indicated date will appear on the
report.
Step-By-Step Instructions
1. Select "Call List By Last Donation Date" from the menu by
touching the letter <S> and then pressing <ENTER>. The
arrow keys may also be used to select this option.
2. A report confirmation screen will appear. The report
direction may be toggled to either a printer or the
screen by pressing <F2>. Press <ESC> to cancel the
selection. To proceed, press any other key.
3. "Last Donation Date" - Enter the last donation date in
<MMDDYY> format. Press <ENTER> to continue.
4. Reports directed to the screen may be scrolled by
pressing <PageUp> and <PageDn>. When processing is
complete, they may be redirected to a printer by pressing
<CTRL> <L>. To return to the menu, press <ESC>. If the
report was directed to a printer, the main menu will
automatically reappear once printing is complete.
MENU SELECTION: "Quarterly Fund Summary"
Functional Description
This report will print a summary of all fund totals by
quarter. Current year and prior year totals are printed.
Step-By-Step Instructions
1. Select "Quarterly Fund Summary" from the menu by touching
the letter <T> and then pressing <ENTER>. The arrow keys
may also be used to select this option.
2. A report confirmation screen will appear. The report
direction may be toggled to either a printer or the
screen by pressing <F2>. Press <ESC> to cancel the
selection. To proceed, press any other key.
5.23
3. Reports directed to the screen may be scrolled by
pressing <PageUp> and <PageDn>. When processing is
complete, they may be redirected to a printer by pressing
<CTRL> <L>. To return to the menu, press <ESC>. If the
report was directed to a printer, the main menu will
automatically reappear once printing is complete.
5.24
VI. FUND ACCOUNTING
PROGRAM: FUND.EXE
Functional Description
FUND.EXE is the executable program for the fund accounting
module. The fund accounting module is extremely powerful, yet
incredibly easy to use. It is designed to allow individuals
with limited accounting knowledge to manage all of the
financial transactions of the church.
Often, "fund accounting" packages are adapted from business
systems. They are not always well suited to handle fund
accounting. In many instances, funds must be set up as
liability accounts. Sources of funds (income) and uses of
funds (expenses) must be assigned to departments to track
changes in fund equity. This approach usually requires "four-
sided" bookkeeping.
This system was designed and written specifically for churches
and other non-profit organizations that use fund accounting.
It differs from business general ledger systems in several
important aspects.
An account is created for each fund in the fund equity section
of the balance sheet. When a source of funds (income) account
or a use of funds (expense) account is created, the related
fund equity account must be identified. Whenever a
transaction effects an income or expense account, the
appropriate fund equity account is updated as well.
This is a double entry general ledger system. However, the
system automatically generates the appropriate entries for
deposits, checks, fund transfers and bank service charges.
The software is furnished with sample data files. Use these
files to get acquainted with the various functions prior to
beginning the live installation. Become familiar with the
various features of the software.
Prior to implementing the system, thoroughly read the sections
of this manual titled "Live Implementation" and "Special
Considerations".
6.1
Step-By-Step Instructions
1. This module may be accessed by selecting FUND ACCOUNTING
from the main menu or by executing DONATE from the DOS
command line. To execute FUND from the DOS command line:
Input "CD \CMTS"
Press <ENTER>
Input "FUND"
Press <ENTER>
2. If the security option is active, a password prompt will
appear. Input the appropriate password as required. If
the security option is not set, the password prompt will
not appear. Instead a prompt requesting your initials
will appear. Press <ENTER> at this time.
3. To make a selection from the fund accounting menu, touch
the letter on the keyboard corresponding to the menu
selection. The <UP> or <DOWN> arrow keys may also be
used to position the selector bar over the desired
module. Press <ENTER> and the selection will be
executed.
The menu choices are:
DATA ENTRY
A) Enter Transactions
B) Transaction Edit Listing
C) Finalize Transactions
FILES
D) General Ledger Accounts
E) Bank Information
F) Vendors
OTHER FUNCTIONS
G) Check Reconciliation
H) Year End Processing
I) Purge Old Transactions
J) Purge Deleted Accounts
K) Export Transactions
6.2
INQUIRIES
L) Transaction Detail Inquiry
M) Account Inquiry
N) Check Register
REPORTS
O) Chart of Accounts
P) Revenue and Expenditure Statement
Q) Sources and Uses of Funds (Detail)
R) Trial Balance
S) Actual vs Budgeted Report
T) Check Register
U) Transaction Audit Trail
V) Balance Sheet
W) Changes in Fund Equity
DATA ENTRY
The data entry process consists of executing several
procedures from the menu in a specific order. The
relationship will be detailed here.
This process consists of three steps. These steps are:
Step 1. Enter Transactions
Enter transactions using one of five transaction types.
Step 2. Print Transaction Edit Listing
Once a group of transactions have been entered, a transaction
edit listing should be run. If the information on the edit
listing is correct, the transactions may be finalized. If
there are corrections to make or additional transactions to
enter, return to step 1 and repeat the cycle.
Step 3. Finalize Transactions
Once the edit listing shows that the transactions have been
posted properly, select "Finalize Transactions" to update the
information. Data files should be backed up prior to running
this procedure. See details on backup elsewhere in this
manual.
6.3
MENU SELECTION: "Enter Transactions"
Functional Description
Choose this option to enter financial transactions. Four
different "automatic" transaction types are provided. There
is also a transaction type to enter miscellaneous journal
entries.
Step-By-Step Instructions
1. Select "Enter Transactions" from the menu by touching the
letter <A> and then pressing <ENTER>. The arrow keys may
also be used to select this option.
2. A scrolling table of all transactions that have not been
finalized will appear. At this point, press <INSERT> to
add a new transaction or select an existing transaction
to maintain and press <ENTER>.
NOTE: When entering the first transaction, the data
entry form will appear immediately without pressing
<INSERT>.
(To return to the menu)
1. To return to the FUND ACCOUNTING menu from the
Transactions Menu, press <ESC>.
(To add a new transaction)
1. Press <INSERT>. A pop-up menu of transaction types will
appear. These choices are:
A) Bank Deposits
B) Checks (Cash Disbursements)
C) Miscellaneous Bank Charges
D) Fund Transfers
E) Miscellaneous Journal Entries
Touch the letter corresponding to the desired transaction
type and press <ENTER>.
6.4
(Bank Deposits - Transaction Header)
When this transaction type is selected, the deposit amount and
other header information must be entered. A distribution
screen will then permit entry of all sources of funds and
other accounts related to this deposit. The total
distribution amount must equal the deposit amount. When the
transaction is finalized, the bank asset account will
automatically be debited and each distribution account will be
credited.
1. "Journal Code" - Enter up to seven character to indicate
the journal code or type. The default value is
"DEPOSIT". Press <ENTER> to go to the next field.
2. "Deposit Date" - Enter a valid transaction date in
<MMDDYY> format. This date should be the actual date of
the transaction, not today's date. The system will
automatically place the transaction in the proper period
based on the date entered.
Only valid dates for the current and next fiscal year
will be accepted. The system will automatically
recognize a future date and hold the information until
after year ending processing.
When entering several transactions in one session, the
system will automatically use the date of the prior
transaction as a default date. Press the space bar to
clear this date. After the date has been entered, press
<ENTER> to go to the next field.
3. "Bank Number" - Enter the bank number representing the
bank account to which the deposit will be made. If the
number is unknown, press <ENTER> and a scrolling table
will pop up displaying all bank accounts. Select the
bank and then press <ENTER> to go to the next field.
4. "Deposit Amount" - Enter the amount of the deposit.
Press <ENTER> to go to the next field.
5. "Reference" - Enter up to thirty characters to reference
this transaction. Press <ENTER> to continue.
6.5
6. Press <F2> to enter or edit distributions pertaining to
this deposit. Press <ENTER> when the distribution
records have been entered and the amount remaining to
distribute is zero. If you attempt to leave this screen
by pressing <ENTER> prior to entering the distribution
records, you will receive the message "Distribution Must
Balance - Press <F2> to edit detail".
(Bank Deposits - Distribution)
1. A scrolling table of all distribution records will
appear. At this point, press <INSERT> to add a new
distribution or select a record to maintain and press
<ENTER>.
NOTE: When entering the first record, the data entry
form will appear immediately without pressing <INSERT>.
2. "Acct #" - Enter the general ledger account number
representing this distribution record. If the number is
unknown, press <ENTER> and a scrolling table will pop up
displaying all general ledger accounts. Enter an account
type and press <ENTER> to view the accounts within this
type. Select the account and then press <ENTER> to go to
the next field.
3. "Distribution Amount" - Enter the distribution amount for
this account.
4. "Description" - Enter up to thirty characters to
reference this distribution. Press <ENTER> to continue.
5. The screen will show the deposit amount, amount
distributed, and the amount remaining to be distributed.
Press <INS> to add another distribution record or select
an existing record and press <ENTER> to maintain the
record. Press <ESC> to return to the deposit header
screen.
(Checks - Transaction Header)
When this transaction type is selected, the check amount and
other header information must be entered. A distribution
screen will then permit entry of all uses of funds and other
accounts related to the check. The total distribution amount
must equal the check amount. When the transaction is
finalized, the bank asset account will automatically be
credited and each distribution account will be debited.
6.6
1. "Journal Code" - Enter up to seven character to indicate
the journal code or type. The default value is "CHECK".
Press <ENTER> to go to the next field.
2. "Check Date" - Enter a valid transaction date in <MMDDYY>
format. This date should be the actual check date, not
today's date. The system will automatically place the
transaction in the proper period based on the date
entered.
Only valid dates for the current and next fiscal year
will be accepted. The system will automatically
recognize a future date and hold the information until
after year ending processing.
When entering several transactions in one session, the
system will automatically use the date of the prior
transaction as a default date. Press the space bar to
clear this date. After the date has been entered, press
<ENTER> to go to the next field.
3. "Bank Number" - Enter the bank number representing the
bank account from which this check will be drawn. If the
number is unknown, press <ENTER> and a scrolling table
will pop up displaying all bank accounts. Select the
bank and then press <ENTER> to go to the next field.
4. "Check Number" - Enter the check number for this check.
Press <ENTER> to go to the next field.
5. "Payee" - Enter the name of the payee for this check or
press <F3> to select from the list of vendors in the
vendor file.
6. "Check Amount" - Enter the amount of the check. Press
<ENTER> to go to the next field.
5. "Reference" - Enter up to thirty characters to reference
this transaction. Press <ENTER> to continue.
6. Press <F2> to enter or edit distributions pertaining to
this deposit. Press <ENTER> when the distribution
records have been entered and the amount remaining to
distribute is zero. If you attempt to leave this screen
by pressing <ENTER> prior to entering the distribution
records, you will receive the message "Distribution Must
Balance - Press <F2> to edit detail".
6.7
(Checks - Distribution)
1. A scrolling table of all distribution records will
appear. At this point, press <INSERT> to add a new
distribution or select an record to maintain and press
<ENTER>.
NOTE: When entering the first record, the data entry
form will appear immediately without pressing <INSERT>.
2. "Acct #" - Enter the general ledger account number
representing this distribution record. If the number is
unknown, press <ENTER> and a scrolling table will pop up
displaying all general ledger accounts. Enter an account
type and press <ENTER> to view the accounts within this
type. Select the account and then press <ENTER> to go to
the next field.
3. "Distribution Amount" - Enter the distribution amount for
this account.
4. "Description" - Enter up to thirty characters to
reference this distribution. Press <ENTER> to continue.
5. The screen will show the check amount, amount
distributed, and the amount remaining to be distributed.
Press <INS> to add another distribution record or select
an existing record and press <ENTER> to maintain the
record. Press <ESC> to return to the check header
screen.
(Miscellaneous Bank Charges)
When this transaction type is selected, the service charge
amount and related information must be entered. There is no
distribution screen for this type transaction. When the
transaction is finalized, the bank asset account will
automatically be credited and the bank expense account will be
debited.
1. "Journal Code" - Enter up to seven characters to indicate
the journal code or type. The default value is
"SCHARGE". Press <ENTER> to go to the next field.
6.8
2. "Trans Date" - Enter a valid transaction date in <MMDDYY>
format. This date should be the actual service charge
date, not today's date. The system will automatically
place the transaction in the proper period based on the
date entered.
Only valid dates for the current and next fiscal year
will be accepted. The system will automatically
recognize a future date and hold the information until
after year ending processing.
When entering several transactions in one session, the
system will automatically use the date of the prior
transaction as a default date. Press the space bar to
clear this date. After the date has been entered, press
<ENTER> to go to the next field.
3. "Bank Number" - Enter the bank number representing the
bank account from which this service charge will be
credited. If the number is unknown, press <ENTER> and a
scrolling table will pop up displaying all bank accounts.
Select the bank and then press <ENTER> to go to the next
field.
4. "Credit Amount" - Enter the amount of the service charge.
Press <ENTER> to go to the next field.
5. "Reference" - Enter up to thirty characters to reference
this transaction. Press <ENTER> to continue. The
transaction header screen will appear. There is no
distribution made for bank service charges. The
transaction is made automatically.
(Fund Transfers - Transaction Header)
When this transaction type is selected, the transfer amount
and other header information must be entered. A distribution
screen will then permit entry of all fund equity accounts to
which funds are to be transferred. The total distribution
amount must equal the transfer amount. When the transaction
is finalized, the "from" fund equity account will
automatically be debited and each account that funds are
transferred to will be credited.
1. "Journal Code" - Enter up to seven character to indicate
the journal code or type. The default value is
"FUNDTRS". Press <ENTER> to go to the next field.
6.9
2. "Transfer Date" - Enter a valid transaction date in
<MMDDYY> format. This date should be the actual
transaction date, not today's date. The system will
automatically place the transaction in the proper period
based on the date entered.
Only valid dates for the current and next fiscal year
will be accepted. The system will automatically
recognize a future date and hold the information until
after year ending processing.
When entering several transactions in one session, the
system will automatically use the date of the prior
transaction as a default date. Press the space bar to
clear this date. After the date has been entered, press
<ENTER> to go to the next field.
3. "Transaction From Fund #" - Enter the fund account number
for the fund the transfer is coming from. If the number
is unknown, press <ENTER> and a scrolling table will pop
up displaying all fund equity accounts. Select the
account and then press <ENTER> to go to the next field.
4. "Amount" - Enter the amount of the transfer. This is the
amount being transferred from the referenced fund. Press
<ENTER> to go to the next field.
5. "Reference" - Enter up to thirty characters to reference
this transaction. Press <ENTER> to continue.
6. Press <F2> to enter or edit distributions pertaining to
this fund transfer. Press <ENTER> when the distribution
records have been entered and the amount remaining to
distribute is zero. If <ENTER> is pressed prior to
entering the distribution records, the message
"Distribution Must Balance - Press <F2> to edit detail"
will appear.
(Fund Transfers - Distribution)
1. A scrolling table of all distribution records will
appear. At this point, press <INSERT> to add a new
distribution or select a record to maintain and press
<ENTER>.
NOTE: When entering the first record, the data entry
form will appear immediately without pressing <INSERT>.
6.10
2. "Acct #" - Enter a fund equity account number
representing all or part of the transfer. If the number
is unknown, press <ENTER> and a scrolling table will pop
up displaying all fund equity accounts. Select the
account and then press <ENTER> to go to the next field.
3. "Distribution Amount" - Enter the distribution amount for
this account.
4. "Description" - Enter up to thirty characters to
reference this distribution. Press <ENTER> to continue.
5. The screen will show the transfer amount, amount
distributed, and the amount remaining to be distributed.
Press <INS> to add another distribution record or select
an existing record and press <ENTER> to maintain the
record. Press <ESC> to return to the transfer header
screen.
(Miscellaneous Journal Entries - Transaction Header)
When this transaction type is selected, certain information
related to the transaction must be entered. A distribution
screen will then permit direct entry of debits and credits as
required. Total debits must equal total credits. When the
transaction is finalized, all appropriate accounts will be
updated.
1. "Journal Code" - Enter up to seven characters to indicate
the journal code or type. The default value is
"JOURNAL". Press <ENTER> to go to the next field.
2. "Transaction Date" - Enter a valid transaction date in
<MMDDYY> format. This date should be the actual
transaction date, not today's date. The system will
automatically place the transaction in the proper period
based on the date entered.
Only valid dates for the current and next fiscal year
will be accepted. The system will automatically
recognize a future date and hold the information until
after year ending processing.
When entering several transactions in one session, the
system will automatically use the date of the prior
transaction as a default date. Press the space bar to
clear this date. After the date has been entered, press
<ENTER> to go to the next field.
6.11
3. "Description" - Enter up to thirty characters to
reference this transaction. Press <ENTER> to continue.
6. Press <F2> to enter or edit journal entries. Press
<ENTER> when all records have been entered and the proof
amount is zero. If the transactions are out of balance,
it is not possible to exit this screen.
(Journal Distribution)
1. A scrolling table of all distribution records will
appear. At this point, press <INSERT> to add a new
distribution or select an record to maintain and press
<ENTER>.
NOTE: When entering the first record, the data entry
form will appear immediately without pressing <INSERT>.
2. "Acct #" - Enter an account number. If the number is
unknown, press <ENTER> and a scrolling table will pop up
displaying all general ledger accounts. Enter an account
type and press <ENTER> to view the accounts within this
type. Select the account and then press <ENTER> to go to
the next field.
3. "Debit Amount" - Enter the debit amount for this account
or leave blank if this is a credit entry.
3. "Credit Amount" - This field may be accessed only if the
debit amount field is left blank. Enter the credit
amount for this account.
4. "Description" - Enter up to thirty characters to
reference this distribution. Press <ENTER> to continue.
5. The screen will show the proof(difference between debits
and credits) and debit and credit totals. Press <INS> to
add another distribution record or select an existing
record and press <ENTER> to maintain the record. Press
<ESC> to return to the header screen.
6.12
MENU SELECTION: "Transaction Edit Listing"
Functional Description
The Transaction Edit Listing will list all transactions that
have been posted since transactions were last finalized. This
report should be run prior to finalizing to insure that all
transaction amounts are correct. If therer is a data entry
error it may still be corrected.
Step-By-Step Instructions
1. Select "Transaction Edit Listing" from the menu by
touching the letter <B> and then pressing <ENTER>. The
arrow keys may also be used to select this option.
2. A report confirmation screen will appear. The report
direction may be toggled to either a printer or the
screen by pressing <F2>. Press <ESC> to cancel the
selection. To proceed, press any other key.
3. Reports directed to the screen may be scrolled by
pressing <PageUp> and <PageDn>. When processing is
complete, they may be redirected to a printer by pressing
<CTRL> <L>. To return to the menu, press <ESC>. If the
report was directed to a printer, the main menu will
automatically reappear once printing is complete.
MENU SELECTION: "Finalize Transactions"
Functional Description
This procedure will finalize all current year transactions
that have been entered since it was last executed. This will
create a permanent audit trail of transactions entered and
update totals in the general ledger account file, bank file,
and vendor file. Any errors discovered after running this
option must be corrected by entering an adjustment. "Next
year" transactions will be given a special "future" type
transaction status until year ending processing occurs.
Be sure to back up all files prior to selecting this option.
See the section in the manual on "Backing Up Data Files"
6.13
Step-By-Step Instructions
1. Select "Finalize Transactions" from the menu by touching
the letter <C> and then pressing <ENTER>. The arrow keys
may also be used to select this option.
2. A confirmation screen will appear. Press <ESC> to cancel
the selection. To proceed, press any other key.
3. When processing is complete the main menu will
automatically reappear.
FILES
These selections are available to add and maintain general
ledger accounts, banks, and vendors. Sample files are
supplied with the system. However the section on live
implementation must be read and understood thoroughly prior to
proceeding.
These files should be built in the order described.
MENU SELECTION: "General Ledger Accounts"
Functional Description
Select this option to add or maintain general ledger accounts.
Step-By-Step Instructions
1. To select "General Ledger Accounts" from the menu, touch
the letter <D> and then press <ENTER>. The arrow keys
may also be used to select this option.
2. A menu of valid account types will appear. These account
types are:
A) Assets
B) Liabilities
C) Fund Equity Accounts
D) Sources of Funds (Revenue)
E) Uses of Funds (Expenditures)
F) Optional Title Accounts
Touch the letter corresponding to the account type to be
referenced. Press <ENTER> to continue.
6.14
3. A scrolling table of all accounts for the selected
account type will appear. At this point, new accounts
may be added, or existing accounts may be maintained.
To return to the menu
1. To return to the FUND ACCOUNTING menu from the account
submenu, press <ESC>.
To add a new record
1. Press <INSERT>. A data entry form will appear on the
screen. If information does not need to be entered in
all fields, write the record at any time by pressing
<CTRL> <ENTER>. To completely cancel entry for this
record, press <CTRL ESC>.
2. "Account" - Enter the account number to be assigned to
this account. Press <ENTER> to go to the next field.
3. "Description" - Enter up to 30 characters which names
this account. Press <ENTER> to go to the next field.
(The next two fields apply to Revenue and Expense Accounts
only)
4. "Associated Fund" - Enter the account number for the
associated fund equity account. Press <ENTER> if this
number is unknown. Select from a table of existing fund
equity accounts. After entering or selecting the
associated fund equity account press <ENTER> to go to the
next field.
5. "Period 1 -12 Budget Amount" - This field appears twelve
times. A budget amount may be entered for each period.
If each period budget is the same, enter it in period one
and press <F2>. Press <ENTER> to go to the next field.
6. "Delete" - To delete an account, change this value from
<N> to <Y>. Only accounts with zero balance and no
activity will be deleted. Press <ENTER> to return to the
scrolling table.
To modify an existing record
1. Use the arrow keys to position the selector bar over the
record to be changed. You may also enter all or part of
the account number to automatically position the selector
bar. Press <ENTER> to select the record.
6.15
2. Make the necessary changes to each field and press
<ENTER>. If it is not necessary to enter information in
all fields, write the record at any time by pressing
<CTRL> <ENTER>. To completely cancel all changes to this
record, press <CTRL ESC>. After all fields have been
maintained, the program will return to the scrolling
table.
To return to the account type menu
1. From any of the account tables, press <ESC> to return to
the menu of account types.
MENU SELECTION: "Bank Information"
Functional Description
Select this option to add or maintain bank checking accounts.
Step-By-Step Instructions
1. To select "Bank Information" from the menu, touch the
letter <E> and then press <ENTER>. The arrow keys may
also be used to indicate the selection.
2. A scrolling table of all existing bank accounts will
appear. At this point, new bank accounts may be added,
or existing accounts may be maintained.
To return to the menu
1. To return to the FUND ACCOUNTING menu from the bank
information table, press <ESC>.
To add a new record
1. Press <INSERT>. A data entry form will appear on the
screen. If you do not wish to enter information in all
fields, you may write the record at any time by pressing
<CTRL> <ENTER>. To completely cancel entry for this
record, press <CTRL ESC>.
2. "Bank Number" - Enter a number referencing this bank,
checking the account number to be assigned to this
account or accept the system generated number. Press
<ENTER> to go to the next field.
3. "Bank Name" - Enter up to thirty characters for the bank
name. Press <ENTER> to go to the next field.
6.16
4. "Description of Acct" - Enter up to 30 characters of
extended description for this account. Press <ENTER> to
go to the next field.
5. "Check Account Number" - Enter the bank check account
number (the bank assigned account number as printed on
checks). Press <ENTER> to go to the next field.
6. "Related GL Cash Acct" - Enter the related general ledger
asset account. This account must already exist in the
chart of accounts. Press <ENTER> if this number is
unknown. Enter the account type and select from a table
of accounts. After entering or selecting the associated
cash account press <ENTER> to go to the next field.
7. "Related GL Expense Acct" - Enter the related general
ledger expense account. This account must already exist
in the chart of accounts. Press <ENTER> if this number
is unknown. Enter the account type and select from a
table of accounts. After entering or selecting the
associated cash account press <ENTER> to go to the next
field.
8. "Address" - Enter up to three lines for the bank address.
Press <ENTER> to go to the next field.
9. "Telephone" - Enter the bank telephone number. Press
<ENTER> to continue.
To modify an existing record
1. Use the arrow keys to position the selector bar over the
record to be changed. Press <ENTER> to select the
record.
2. Make the necessary changes to each field and press
<ENTER>. If you do not wish to enter information in all
fields, you may write the record at any time by pressing
<CTRL> <ENTER>. To completely cancel all changes to this
record, press <CTRL ESC>. After all fields have been
maintained, the program will return to the scrolling
table.
6.17
MENU SELECTION: "Vendors"
Functional Description
Select this option to add or maintain vendors. This file will
provide quick access to the "PAYEE" field when entering
checks. The last check amount and date is updated in the
vendor file whenever a vendor record is referenced in CHECK
transactions.
Step-By-Step Instructions
1. To select "Vendors" from the menu, touch the letter <F>
and then press <ENTER>. The arrow keys may also be used
to indicate the selection.
2. A scrolling table of all existing vendors will appear.
At this point, new vendors may be added, or existing
records may be maintained.
To return to the menu
1. To return to the FUND ACCOUNTING menu from the vendor
table, press <ESC>.
To add a new record
1. Press <INSERT>. A data entry form will appear on the
screen. If you do not wish to enter information in all
fields, you may write the record at any time by pressing
<CTRL> <ENTER>. To completely cancel entry for this
record, press <CTRL ESC>.
2. "Name" - Enter the company name for this vendor. Press
<ENTER> to go to the next field.
3. "Address" - Enter up to three lines for the vendor
address. Press <ENTER> to go to the next field.
4. "Telephone" - Enter the vendor telephone number. Press
<ENTER> to go to the next field.
5. "Fax" - Enter the vendor fax number. Press <ENTER> to go
to the next field.
6. "Comments" - Enter up to a thirty-two character comment
regarding this vendor. Press <ENTER> to continue.
6.18
To modify an existing record
1. Use the arrow keys to position the selector bar over the
record to be changed. Press <ENTER> to select the
record.
2. Make the necessary changes to each field and press
<ENTER>. If you do not wish to enter information in all
fields, you may write the record at any time by pressing
<CTRL> <ENTER>. To completely cancel all changes to this
record, press <CTRL ESC>. After all fields have been
maintained, the program will return to the scrolling
table.
OTHER FUNCTIONS
MENU SELECTION: "Check Reconciliation"
Functional Description
Select this option to indicate when checks, deposits, and
other bank transactions have cleared the bank.
Step-By-Step Instructions
1. To select "Check Reconciliation" from the menu, touch the
letter <G> and then press <ENTER>. The arrow keys may
also be used to select this option.
2. A scrolling table will appear. At this point, a bank
may be selected.
To return to the menu
1. To return to the FUND menu from the scrolling table,
press <ESC>.
To maintain a record
1. "Enter Bank Number" - Enter the number associated with
the desired bank or leave blank and press <ENTER> for a
table of possible banks. After selecting a bank, press
<ENTER>.
6.19
2. All transactions for the chosen bank will appear on the
scrolling table. Quickly locate and access a specific
transaction by entering a date. The arrow keys,
<PAGEUP>, and <PAGEDN>, may also be used. Select the
desired transaction and press <ENTER>.
3. "Cleared" - Indicate whether this transaction has cleared
the bank. Choices are Cleared and Outstanding. Press
<ENTER> to continue.
4. The scrolling table will reappear. Another transaction
may be selected. To terminate work on this bank, press
<ESC>. The cursor will return to the "Bank No" prompt.
MENU SELECTION: "Year End Processing"
Functional Description
This option will move all period amounts and budget amounts
from the current year to the prior year. Current year
transactions will be marked as history transactions. Any
future transactions will be marked as current transactions and
must be finalized.
This option should not be executed until after all adjusting
entries for the current year have been entered. This system
automatically places transactions in the proper period based
on transaction date. Based on this philosophy, the system
allows your adjusting entries to also effect the proper
period.
Since the system allows for the entry of future transactions,
it is not necessary to end the year prior to entering
transactions for next year. Be sure all transactions for the
current year have been entered before proceeding.!
Please read the sections of this manual on "Backing Up Data
Files" and "Other Considerations". It is very important to
read and understand these section prior to initiating this
procedure!
Step-By-Step Instructions
1. Select "Year End Roll" from the menu by touching the
letter <F> and then pressing <ENTER>. The arrow keys may
also be used to selects this option.
6.20
2. A confirmation screen will appear. Press <ESC> to cancel
the selection. To proceed, press any other key.
3. When processing is complete the main menu will
automatically reappear.
MENU SELECTION: "Purge Old Transactions"
Functional Description
This option will purge old transactions for any year except
the current year. Please read the sections of this manual on
"Backing Up Data Files" and "Other Considerations". It is
very important that you read and understand these section
prior to initiating this procedure!
Step-By-Step Instructions
1. Select "Purge Old Transactions" from the menu by touching
the letter <I> and then pressing <ENTER>. The arrow keys
may also be used to select this option.
2. A confirmation screen will appear. Press <ESC> to cancel
the selection. To proceed, press any other key.
3. "Enter Year To Purge" - Enter the year for transactions
to be purged. Press <ENTER> to continue.
4. When processing is complete the main menu will
automatically reappear.
MENU SELECTION: "Purge Deleted Accounts"
Functional Description
This option will purge accounts that have been marked for
deletion as long as there are no transactions associated with
the accounts and the account balance is zero. Files should be
backed up prior to executing this option.
Step-By-Step Instructions
1. To select "Purge Deleted Accounts" from the menu, touch
the letter <J> and then press <ENTER>. The arrow keys
may also be used to select this option.
6.21
2. A confirmation screen will appear. At this point, you
may cancel the selection by pressing <ESC>. If you wish
to proceed, press any other key. When the process is
complete you will be returned to the menu.
MENU SELECTION - "Export Transactions"
Functional Description
This option will export accounting transactions into a comma
delimited, ASCII text file. The file may then be accessed by
spread sheets and custom programs written in other languages.
The file "GLTRAN.ASC" will be created. The following fields
of information will be exported:
TRANS Transaction number
TYPE 1=Deposit 2=Check 3=Bank Charges
ACC_NUM General ledger account number
DATE Transaction date as entered
DR_AMOUNT Amount of debit entry
CR_AMOUNT Amount of credit entry
REFERENCE Comment regarding transaction
USERID Initials of user finalizing transaction
POST_DATE Date stamp when transaction was finalized
POST_TIME Time stamp when transaction was finalized
The first record is a header record containing the field
names. It may be necessary to remove this record prior to
using this file with some spreadsheets. This can be easily
done using any ASCII text editor or word processor.
Step-By-Step Instructions
1. Select "Export Transactions" from the menu by touching
the letter <K> and then pressing <ENTER>. The arrow keys
may also be used to select this option.
2. A confirmation screen will appear. Press <ESC> to cancel
the selection. To proceed, press any other key.
3. "Starting Date" - Enter the starting date range for data
to be exported. Press <ENTER> to go to the next field.
3. "Ending Date" - Enter the ending date range for data to
be exported. Press <ENTER> to begin exporting.
6.22
4. When processing is complete the main menu will
automatically reappear.
INQUIRIES
MENU SELECTION - "Transaction Detail Inquiry"
Functional Description
Select this option to view transaction details.
Step-By-Step Instructions
1. Select "Transaction Detail Inquiry" from the menu by
touching the letter <L> and then pressing <ENTER>. The
arrow keys may also be used to select this option.
2. "Select Trans Type" - Enter the desired transaction type.
Valid choices are:
1 Unfinalized
2 Current Year
3 History
4 Future
3. "Transaction Number" - A scrolling table of the selected
type of transactions will appear. Scroll through these
transactions by using the <UP> and <DOWN> arrow keys as
well as the <PG UP> and <PG DOWN> keys. To select
another transaction type, press <ESC>.
MENU SELECTION: "Account Inquiry"
Functional Description
Select this option to view account period totals for the
current and prior year.
Step-By-Step Instructions
1. Select "Account Inquiry" from the menu by touching the
letter <M> and then pressing <ENTER>. The arrow keys may
also be used to select this option.
6.23
2. "Account Category" - Enter the desired account type.
Valid choices are:
1 Asset
2 Liability
3 Fund Equity
4 Sources of Funds (Income)
5 Uses of Funds (Expense)
Press <ENTER> to continue.
3. A scrolling table of the selected type of transactions
will appear. Scroll through these transactions by using
the <UP> and <DOWN> arrow keys as well as the <PG UP> and
<PG DOWN> keys. For fast access to a particular account,
enter part or all of the description. To select another
transaction type, press <ESC>.
MENU SELECTION: "Check Register"
Functional Description
Select this option to view a check register for any bank.
Step-By-Step Instructions
1. Select "Check Register" from the menu by touching the
letter <N> and then pressing <ENTER>. The arrow keys may
also be used to select this option.
2. "Bank" - Enter the bank number or press <ENTER> for a
lookup table of valid banks. Select the bank and press
<ENTER>.
3. "Start Date" - A table of transactions for the selected
bank will appear on the screen. Use the arrow keys to
browse the highlight table. The <PageUp> and <PageDown>
keys are also active. To quickly locate a particular
transaction, enter a transaction date. Press <ESC> to
return to the bank prompt. Press <ESC> again to return
to the menu.
3. A display of current year and prior year totals for this
fund will appear. To select another fund, press <ESC>.
6.24
REPORTS
MENU SELECTION: "Chart of Accounts"
Functional Description
This report will print a list of all accounts in the chart of
accounts.
Step-By-Step Instructions
1. Select "Chart of Accounts" from the menu by touching the
letter <O> and then pressing <ENTER>. The arrow keys may
also be used to select this option.
2. A report confirmation screen will appear. The report
direction may be toggled to either a printer or the
screen by pressing <F2>. Press <ESC> to cancel the
selection. To proceed, press any other key.
3. Reports directed to the screen may be scrolled by
pressing <PageUp> and <PageDn>. When processing is
complete, they may be redirected to a printer by pressing
<CTRL> <L>. To return to the menu, press <ESC>. If the
report was directed to a printer, the main menu will
automatically reappear once printing is complete.
MENU SELECTION: "Revenue and Expenditure Statement"
Functional Description
This report will print a Revenue and Expenditure Statement
with individual schedules for each fund equity account.
Step-By-Step Instructions
1. Select "Revenue and Expenditure Statement" from the menu
by touching the letter <P> and then pressing <ENTER>.
The arrow keys may also be used to select this option.
2. A report confirmation screen will appear. The report
direction may be toggled to either a printer or the
screen by pressing <F2>. Press <ESC> to cancel the
selection. To proceed, press any other key.
6.25
3. Reports directed to the screen may be scrolled by
pressing <PageUp> and <PageDn>. When processing is
complete, they may be redirected to a printer by pressing
<CTRL> <L>. To return to the menu, press <ESC>. If the
report was directed to a printer, the main menu will
automatically reappear once printing is complete.
MENU SELECTION: "Sources and Uses of Funds (Detail)"
Functional Description
This report will print by fund equity account, a detail of all
transactions affecting the account. A summary schedule of all
adjustments to fund equity will also appear.
Step-By-Step Instructions
1. Select "Sources and Uses of Funds (Detail)" from the menu
by touching the letter <Q> and then pressing <ENTER>.
The arrow keys may also be used to select this option.
2. A report confirmation screen will appear. The report
direction may be toggled to either a printer or the
screen by pressing <F2>. Press <ESC> to cancel the
selection. To proceed, press any other key.
3. Reports directed to the screen may be scrolled by
pressing <PageUp> and <PageDn>. When processing is
complete, they may be redirected to a printer by pressing
<CTRL> <L>. To return to the menu, press <ESC>. If the
report was directed to a printer, the main menu will
automatically reappear once printing is complete.
MENU SELECTION: "Trial Balance"
Functional Description
This report will print a list of all accounts with the account
balances. Fund equity account balances will be the balance
before adjustments from sources and uses of funds. This is
necessary to insure that the trial balance is in balance.
Step-By-Step Instructions
1. Select "Trial Balance" from the menu by touching the
letter <R> and then pressing <ENTER>. The arrow keys may
also be used to select this option.
6.26
2. A report confirmation screen will appear. The report
direction may be toggled to either a printer or the
screen by pressing <F2>. Press <ESC> to cancel the
selection. To proceed, press any other key.
3. Reports directed to the screen may be scrolled by
pressing <PageUp> and <PageDn>. When processing is
complete, they may be redirected to a printer by pressing
<CTRL> <L>. To return to the menu, press <ESC>. If the
report was directed to a printer, the main menu will
automatically reappear once printing is complete.
MENU SELECTION: "Actual vs Budgeted"
Functional Description
This report will print a list of all income and expense
accounts with each actual period amount and budget amount for
the current and prior year.
Step-By-Step Instructions
1. Select "Actual vs Budgeted" from the menu by touching the
letter <S> and then pressing <ENTER>. The arrow keys may
also be used to select this option.
2. A report confirmation screen will appear. The report
direction may be toggled to either a printer or the
screen by pressing <F2>. Press <ESC> to cancel the
selection. To proceed, press any other key.
3. Reports directed to the screen may be scrolled by
pressing <PageUp> and <PageDn>. When processing is
complete, they may be redirected to a printer by pressing
<CTRL> <L>. To return to the menu, press <ESC>. If the
report was directed to a printer, the main menu will
automatically reappear once printing is complete.
6.27
MENU SELECTION: "Check Register"
Functional Description
This report will print a check register for a date range for
all banks.
Step-By-Step Instructions
1. Select "Check Register" from the menu by touching the
letter <T> and then pressing <ENTER>. The arrow keys may
also be used to select this option.
2. A report confirmation screen will appear. The report
direction may be toggled to either a printer or the
screen by pressing <F2>. Press <ESC> to cancel the
selection. To proceed, press any other key.
3. "Starting Date" - Enter in <MMDDYY> format the starting
date range.
4. "Ending Date" - Enter in <MMDDYY> format the ending date
range.
5. Reports directed to the screen may be scrolled by
pressing <PageUp> and <PageDn>. When processing is
complete, they may be redirected to a printer by pressing
<CTRL> <L>. To return to the menu, press <ESC>. If the
report was directed to a printer, the main menu will
automatically reappear once printing is complete.
MENU SELECTION: "Transaction Audit Trail"
Functional Description
This report will print by journal type code a complete audit
trail for all transactions for a date range.
Step-By-Step Instructions
1. Select "Transaction Audit Trail" from the menu by
touching the letter <U> and then pressing <ENTER>. The
arrow keys may also be used to select this option.
2. A report confirmation screen will appear. The report
direction may be toggled to either a printer or the
screen by pressing <F2>. Press <ESC> to cancel the
selection. To proceed, press any other key.
6.28
3. "Start Date" - Enter in <MMDDYY> format the starting date
range.
4. "End Date" - Enter in <MMDDYY> format the ending date
range.
5. Reports directed to the screen may be scrolled by
pressing <PageUp> and <PageDn>. When processing is
complete, they may be redirected to a printer by pressing
<CTRL> <L>. To return to the menu, press <ESC>. If the
report was directed to a printer, the main menu will
automatically reappear once printing is complete.
MENU SELECTION: "Balance Sheet"
Functional Description
This report will print a balance sheet showing all assets,
liabilities and fund equity accounts. (Income and expense
accounts do not appear on a balance sheet). Fund equity
accounts will reflect changes in sources and uses of funds,
thus keeping the balance sheet in balance at all times.
Step-By-Step Instructions
1. Select "Balance Sheet" from the menu by touching the
letter <V> and then pressing <ENTER>. The arrow keys may
also be used to select this option.
2. A report confirmation screen will appear. The report
direction may be toggled to either a printer or the
screen by pressing <F2>. Press <ESC> to cancel the
selection. To proceed, press any other key.
3. Reports directed to the screen may be scrolled by
pressing <PageUp> and <PageDn>. When processing is
complete, they may be redirected to a printer by pressing
<CTRL> <L>. To return to the menu, press <ESC>. If the
report was directed to a printer, the main menu will
automatically reappear once printing is complete.
6.29
MENU SELECTION: "Changes in Fund Equity"
Functional Description
This report prints a schedule for each fund equity account.
It shows the beginning of year balance, changes due to
transfers, increases from sources of funds, and decreases from
uses of funds.
Step-By-Step Instructions
1. Select "Changes in Fund Equity" from the menu by touching
the letter <W> and then pressing <ENTER>. The arrow keys
may also be used to select this option.
2. A report confirmation screen will appear. The report
direction may be toggled to either a printer or the
screen by pressing <F2>. Press <ESC> to cancel the
selection. To proceed, press any other key.
3. Reports directed to the screen may be scrolled by
pressing <PageUp> and <PageDn>. When processing is
complete, they may be redirected to a printer by pressing
<CTRL> <L>. To return to the menu, press <ESC>. If the
report was directed to a printer, the main menu will
automatically reappear once printing is complete.
6.30
VII ATTENDANCE
PROGRAM: ATTEND.EXE
Functional Description
ATTEND.EXE is the executable program for the attendance
module. Attendance may be kept for up to three user definable
events (morning worship, Sunday school, etc.) for the entire
congregation. In addition, attendance may be kept for all
organizations within the church.
An "exception posting" method of tracking attendance is used.
When building attendance records for a particular date, a
default value ("P"resent or "A"bsent) must be given. Data
entry is only necessary for members not matching the default
value.
For instance, an organization with 32 members had 27 members
present for a particular date. By making "P"resent the
default value, data entry is only necessary for the five
exceptions.
Step-By-Step Instructions
1. This module may be accessed by selecting ATTENDANCE from
the main menu or by executing ATTEND from the DOS command
line. To execute ATTEND from the DOS command line:
Input "CD \CMTS"
Press <ENTER>
Input "ATTEND"
Press <ENTER>
2. If the security option is active, a password prompt will
appear. Input the appropriate password as required. If
the security option is not set, the main menu will
appear.
3. To make a selection from the attendance menu, touch the
letter on the keyboard corresponding to the menu
selection. The <UP> or <DOWN> arrow keys may also be
used to position the selector bar over the desired
module. Press <ENTER> and the selection will be
executed.
7.1
The menu choices are:
CONGREGATIONAL ATTENDANCE
A) Build Attendance Records
B) Enter Attendance By Date
C) Enter Attendance By Member
D) Update Last Attendance Date
E) Purge Old Records
ORGANIZATIONAL ATTENDANCE
F) Build Attendance Records
G) Enter Attendance By Date
H) Enter Attendance By Member
I) Purge Old Records
REPORTS
J) Attendance Call List
O) Congregational Summary By Date
P) Organizational Summary By Date
Q) Congregational Detail By Member
R) Organizational Detail By Member
CONGREGATIONAL ATTENDANCE
Attendance may be entered for the entire congregation for up
to three user definable events. These events must be defined
in the SETUP module. Attendance entry consists of three basic
steps. These steps are as follows.
1. Create attendance records for the entire congregation for
a selected date. Selection option A from the main menu.
2. Attendance information may be entered by member or by
date. Select option B to enter attendance by date or
option C to enter attendance by member.
3. Update the last attendance date information used for call
list reporting. Select option D to do this.
7.2
MENU SELECTION: "Build Attendance Records"
Functional Description
Choose this option to initiate an attendance posting session
and create attendance records for a specific date.
Step-By-Step Instructions
1. Select "Build Attendance Records" from the menu by
touching the letter <A> and then pressing <ENTER>. The
arrow keys may also be used to select this option.
2. "Attendance Date" - Enter the attendance date in <mmddyy>
format. Press <ENTER> to go to the next field.
3. "Event 1" - Enter either "P"resent or "A"bsent to
indicate the default attendance value for this event.
Press <ENTER> to go to the next field.
4. "Event 2" - Enter either "P"resent or "A"bsent to
indicate the default attendance value for this event.
Press <ENTER> to go to the next field.
5. "Event 3" - Enter either "P"resent or "A"bsent to
indicate the default attendance value for this event.
Press <ENTER> to go to continue.
6. Confirm that the values are correct. Press <ESC> to
return to the previous field or press any other key to
commence building the attendance records. After the
process is complete, the menu will automatically
reappear.
MENU SELECTION: "Enter Attendance By Date"
Functional Description
Choose this option to enter attendance data for a specific
date for all members of the congregation.
Step-By-Step Instructions
1. Select "Enter Attendance By Date" from the menu by
touching the letter <B> and then pressing <ENTER>. The
arrow keys may also be used to select this option.
7.3
2. "Enter Attendance Date" - Enter the date for which
attendance data will be entered. Press <ENTER> and a
scrolling table of records built for that date will
appear on the screen. If no data appears, attendance
records have not been built for the selected date.
3. Select the record to be updated and press <ENTER>.
4. "Event 1" - Indicate whether this member was "P"resent or
"A"bsent for this event. Press <ENTER> to go to the next
field.
5. "Event 2" - Indicate whether this member was "P"resent or
"A"bsent for this event. Press <ENTER> to go to the next
field.
6. "Event 3" - Indicate whether this member was "P"resent or
"A"bsent for this event. Press <ENTER> to return to the
scrolling table.
(To select another date)
1. Press <ESC> while viewing the scrolling table to position
the cursor on the "Enter Attendance Date" field.
(To return to the menu)
1. Press <ESC> while positioned on the "Enter Attendance
Date" field to return to the menu.
MENU SELECTION: "Enter Attendance By Member"
Functional Description
Choose this option to enter attendance data for a specific
member for several different dates.
Step-By-Step Instructions
1. Select "Enter Attendance By Member" from the menu by
touching the letter <C> and then pressing <ENTER>. The
arrow keys may also be used to select this option.
7.4
2. "Enter Member No" - Enter the member number for which
attendance data will be entered. To select from a table
of all member, press <ENTER>. After a member has been
selected, press <ENTER> to go to the next field.
3. A table of all attendance records built for this member
will appear. Select the record to maintain and press
<ENTER>.
4. "Event 1" - Indicate whether this member was "P"resent or
"A"bsent for this event. Press <ENTER> to go to the next
field.
5. "Event 2" - Indicate whether this member was "P"resent or
"A"bsent for this event. Press <ENTER> to go to the next
field.
6. "Event 3" - Indicate whether this member was "P"resent or
"A"bsent for this event. Press <ENTER> to return to the
scrolling table.
(To select another member)
1. Press <ESC> while viewing the scrolling table to position
the cursor on the "Enter Member No" field.
(To return to the menu)
1. Press <ESC> while positioned on the "Enter Member No"
field to return to the menu.
MENU SELECTION: "Update Last Attendance Date"
Functional Description
Choose this option to update the membership file with the last
attendance date for each member.
Step-By-Step Instructions
1. Select "Update Last Attendance Date" from the menu by
touching the letter <D> and then pressing <ENTER>.
7.5
2. "Attendance Date" - Input the date for which attendance
records were posted. Press <ENTER> to continue.
3. Press <ESC> to cancel the update. Press any other key to
process. Member records for all individuals in
attendance on the specified date will be updated. When
processing is complete, the menu will reappear.
MENU SELECTION: "Purge Old Records"
Functional Description
Choose this option to purge no longer needed congregational
attendance records.
Step-By-Step Instructions
1. Select "Purge Old Records" from the menu by touching the
letter <E> and then pressing <ENTER>.
2. "From Date" - Enter the starting date in <MMDDYY> format.
Press <ENTER> to go to the next field.
3. "To Date" - Enter the ending date in <MMDDYY> format.
Press <ENTER> to continue.
4. Press <ESC> to cancel the purge. Press any other key to
process. Attendance records within the date range will
be purged. When processing is complete, the menu will
reappear.
ORGANIZATIONAL ATTENDANCE
Attendance may be entered for any organization for any date.
Organizational attendance entry consists of two basic steps.
These steps are as follows.
1. Create attendance records for the entire organization for
a selected date. Selection option F from the main menu.
2. Attendance information may be entered by member or by
date. Select option B to enter attendance by date or
option C to enter attendance by member.
7.6
MENU SELECTION: "Build Attendance Records"
Functional Description
Choose this option to initiate an attendance posting session
and create attendance records for a specific date.
Step-By-Step Instructions
1. Select "Build Attendance Records" from the menu by
touching the letter <F> and then pressing <ENTER>. The
arrow keys may also be used to select this option.
2. "Attendance Date" - Enter the attendance date in <mmddyy>
format. Press <ENTER> to go to the next field.
3. "Organization" - Select the organization by either
entering the organization number or pressing <ENTER> for
a table of valid organizations. Press <ENTER> to go to
the next field.
4. "Default Attendance Status" - Enter either "P"resent or
"A"bsent to indicate the default attendance value. Press
<ENTER> to continue.
5. Confirm that the values are correct. Press <ESC> to
return to the previous field or press any other key to
commence building the attendance records. After the
process is complete, the menu will automatically
reappear.
MENU SELECTION: "Enter Attendance By Date"
Functional Description
Choose this option to enter attendance data for a specific
date for all members of a specific organization.
Step-By-Step Instructions
1. Select "Enter Attendance By Date" from the menu by
touching the letter <G> and then pressing <ENTER>. The
arrow keys may also be used to select this option.
7.7
2. "Enter Organization Number" - Select the organization by
either entering the organization number or pressing
<ENTER> for a table of valid organizations. Press
<ENTER> to go to the next field.
3. "Enter Attendance Date" - Enter the date for which
attendance data will be entered. Press <ENTER> and a
scrolling table of records built for that date will
appear on the screen. If no data appears, attendance
records have not been built for the selected date.
4. Select the record to be updated and press <ENTER>.
5. "Attendance Status" - Indicate whether this member was
"P"resent or "A"bsent. Press <ENTER> to return to the
table.
(To select another date)
1. Press <ESC> while viewing the scrolling table to position
the cursor on the "Enter Attendance Date" field.
(To select another organization)
1. Press <ESC> while positioned on the date field to
position the cursor on the "Enter Organization Number"
field.
(To return to the menu)
1. Press <ESC> while positioned on the "Enter Organization
Number" field to return to the menu.
MENU SELECTION: "Enter Attendance By Member"
Functional Description
Choose this option to enter attendance data for a specific
member for several different dates.
Step-By-Step Instructions
1. Select "Enter Attendance By Member" from the menu by
touching the letter <G> and then pressing <ENTER>. The
arrow keys may also be used to select this option.
7.8
2. "Enter Organization Number" - Select the organization by
either entering the organization number or pressing
<ENTER> for a table of valid organizations. Press
<ENTER> to go to the next field.
3. "Enter Member No" - Enter the member number for which
attendance data will be entered. To select from a table
of all member, press <ENTER>. After a member has been
selected, press <ENTER> to go to the next field.
3. A table of all attendance records built for this member
will appear. Select the record to maintain and press
<ENTER>.
5. "Attendance Status" - Indicate whether this member was
"P"resent or "A"bsent. Press <ENTER> to return to the
table.
(To select another member)
1. Press <ESC> while viewing the scrolling table to position
the cursor on the "Member No" field.
(To select another organization)
1. Press <ESC> while positioned on the member no field to
position the cursor on the "Enter Organization Number"
field.
(To return to the menu)
1. Press <ESC> while positioned on the "Enter Organization
Number" field to return to the menu.
MENU SELECTION: "Purge Old Records"
Functional Description
Choose this option to purge no longer needed organizational
attendance records.
Step-By-Step Instructions
1. Select "Purge Old Records" from the menu by touching the
letter <I> and then pressing <ENTER>.
7.9
2. "From Date" - Enter the starting date in <MMDDYY> format.
Press <ENTER> to go to the next field.
3. "To Date" - Enter the ending date in <MMDDYY> format.
Press <ENTER> to continue.
4. Press <ESC> to cancel the purge. Press any other key to
process. Attendance records within the date range will
be purged. When processing is complete, the menu will
reappear.
REPORTS
MENU SELECTION: "Attendance Call List"
Functional Description
This report will print a list of all members not having
attended since a user selected last attendance date.
Step-By-Step Instructions
1. Select "Attendance Call List" from the menu by touching
the letter <J> and then pressing <ENTER>. The arrow keys
may also be used to select this option.
2. A report confirmation screen will appear. The report
direction may be toggled to either a printer or the
screen by pressing <F2>. Press <ESC> to cancel the
selection. To proceed, press any other key.
3. "Last Attendance Date" - Enter a valid date in the format
<MMDDYY>. Members that have not attended since this date
will be listed with their name and telephone number.
4. Reports directed to the screen may be scrolled by
pressing <PageUp> and <PageDn>. When processing is
complete, they may be redirected to a printer by pressing
<CTRL> <L>. To return to the menu, press <ESC>. If the
report was directed to a printer, the main menu will
automatically reappear once printing is complete.
7.10
MENU SELECTION: "Congregational Summary By Date"
Functional Description
This report will print a summary for of the number of
individuals present and absent for all congregational
attendance events for a user definable date range.
Step-By-Step Instructions
1. Select "Congregational Summary By Date" from the menu by
touching the letter <K> and then pressing <ENTER>. The
arrow keys may also be used to select this option.
2. A report confirmation screen will appear. The report
direction may be toggled to either a printer or the
screen by pressing <F2>. Press <ESC> to cancel the
selection. To proceed, press any other key.
3. "Enter Start Date" - Enter a valid date in the format
<MMDDYY>. Press <ENTER> to go to the next field.
4. "Enter End Date" - Enter a valid date in the format
<MMDDYY>. Press <ENTER> to continue.
5. Reports directed to the screen may be scrolled by
pressing <PageUp> and <PageDn>. When processing is
complete, they may be redirected to a printer by pressing
<CTRL> <L>. To return to the menu, press <ESC>. If the
report was directed to a printer, the main menu will
automatically reappear once printing is complete.
MENU SELECTION: "Organizational Summary By Date"
Functional Description
This report will print a summary for of the number of
individuals present and absent for any organization attendance
for a user definable date range.
Step-By-Step Instructions
1. Select "Organizational Summary By Date" from the menu by
touching the letter <L> and then pressing <ENTER>. The
arrow keys may also be used to select this option.
7.11
2. A report confirmation screen will appear. The report
direction may be toggled to either a printer or the
screen by pressing <F2>. Press <ESC> to cancel the
selection. To proceed, press any other key.
3. "From Date" - Enter a valid date in the format <MMDDYY>.
Press <ENTER> to go to the next field.
4. "To Date" - Enter a valid date in the format <MMDDYY>.
Press <ENTER> to continue.
5. "Organization (0=All) - Enter a valid organization number
or leave blank for all organizations.
6. Reports directed to the screen may be scrolled by
pressing <PageUp> and <PageDn>. When processing is
complete, they may be redirected to a printer by pressing
<CTRL> <L>. To return to the menu, press <ESC>. If the
report was directed to a printer, the main menu will
automatically reappear once printing is complete.
MENU SELECTION: "Congregational Detail By Member"
Functional Description
This report will print detailed information on all member's
congregational attendance history.
Step-By-Step Instructions
1. Select "Congregational Detail By Member" from the menu by
touching the letter <M> and then pressing <ENTER>. The
arrow keys may also be used to select this option.
2. A report confirmation screen will appear. The report
direction may be toggled to either a printer or the
screen by pressing <F2>. Press <ESC> to cancel the
selection. To proceed, press any other key.
3. Reports directed to the screen may be scrolled by
pressing <PageUp> and <PageDn>. When processing is
complete, they may be redirected to a printer by pressing
<CTRL> <L>. To return to the menu, press <ESC>. If the
report was directed to a printer, the main menu will
automatically reappear once printing is complete.
7.12
MENU SELECTION: "Organizational Detail By Member"
Functional Description
This report will print detailed information for all
organizational attendance records for all members of a
selected organization.
Step-By-Step Instructions
1. Select "Organizational Detail By Member" from the menu by
touching the letter <N> and then pressing <ENTER>. The
arrow keys may also be used to select this option.
2. A report confirmation screen will appear. The report
direction may be toggled to either a printer or the
screen by pressing <F2>. Press <ESC> to cancel the
selection. To proceed, press any other key.
3. "Organization (0=All) - Enter a valid organization number
or leave blank for all organizations.
4. Reports directed to the screen may be scrolled by
pressing <PageUp> and <PageDn>. When processing is
complete, they may be redirected to a printer by pressing
<CTRL> <L>. To return to the menu, press <ESC>. If the
report was directed to a printer, the main menu will
automatically reappear once printing is complete.
7.13
VIII VISITATION
PROGRAM: VISIT.EXE
Functional Description
VISIT.EXE is the executable program for the visitation module.
Visitation information may be maintained for members and
prospects. A convenient appointment schedular is also
included.
Step-By-Step Instructions
1. This module may be accessed by selecting VISIT from the
main menu or by executing VISIT from the DOS command
line. To execute VISIT from the DOS command line:
Input "CD \CMTS"
Press <ENTER>
Input "VISIT"
Press <ENTER>
2. If the security option is active, a password prompt will
appear. Input the appropriate password as required. If
the security option is not set, the main menu will
appear.
3. To make a selection from the visitation menu, touch the
letter on the keyboard corresponding to the menu
selection. The <UP> or <DOWN> arrow keys may also be
used to position the selector bar over the desired
module. Press <ENTER> and the selection will be
executed.
The menu choices are:
DATA ENTRY
A) Members' Visitation Information
B) Appointment Schedular
REPORTS
C) Call List By Donation Date
D) Call List By Last Attendance Date
E) Visitation Roster By Route
8.1
DATA ENTRY
MENU SELECTION: "Members' Visitation Information"
Functional Description
Choose this option to enter visitation information.
Step-By-Step Instructions
1. To select "Members' Visitation Information" from the
menu, touch the letter <A> and then pressing <ENTER>.
The arrow keys may also be used to select this option.
2. A scrolling table of all members will appear. Select
the record to be edited or press <ESC> to return to the
menu.
To modify an existing record
1. Use the arrow keys to position the selector bar over the
record you wish to change. You may also enter all or
part of the member's last name to automatically position
the selector bar. Press <ENTER> to select the record.
2. A data entry form will appear. If you do not wish to
enter information in all fields, you may write the record
at any time by pressing <CTRL> <ENTER>. To completely
cancel all changes to this record, press <CTRL ESC>.
3. "Visitation Route" - Enter a two digit visitation route.
Members will be sorted by visitation route on the
visitation route listing. Press <ENTER> to go to the
next field.
3. "Date Last Visit" - Enter the date of the last visit in
<mmddyy> format. Press <ENTER> to go to the next field.
4. "Shut-In Code" - Indicate whether this member is a shut-
in or not. To indicate that this member is a shut-in,
use the arrow keys to select <Y>. Otherwise, select <N>.
Press <ENTER> to go to the next field.
8.2
(The remaining fields are user definable. The field titles
may be maintained in the setup module.)
5. "User Desc 1" - This is a one character user definable
field. You may use it as you wish. Press <ENTER> to go
to the next field.
6. "User Desc 2" - This is a two character user definable
field. You may use it as you wish. Press <ENTER> to go
to the next field.
7. "User Desc 5" - This is a five character user definable
field. You may use it as you wish. Press <ENTER> to go
to the next field.
8. "User Desc 10" - This is a ten character user definable
field. You may use it as you wish. Press <ENTER> to go
continue. Press <ENTER> to return to the scrolling
table.
Active Function Keys
F1 HELP - Always active
1. Press F1 at any time for a pop-up context sensitive help
screen.
F2 Additional Information (Visitation Notes)
1. Press F2 at any time while maintaining a member to access
detailed visitation notes for this member. A table of
visitation records will appear. Press <INSERT> to add a
new record or select an existing record to maintain.
2. "Visitation Date" - Enter the visitation date in <mmddyy>
format. Press <ENTER> to go to the next field.
3. "Notes" - Notes on this visit may be entered in a free
form format. This is also a convenient place to store
other membership related information. Press <CTL>
<ENTER> from any line to return to a scrolling table of
note records for this member. Press <ESC> to routine to
the data entry form.
8.3
MENU SELECTION: "Appointment Schedular"
Functional Description
Choose this option to access the calendar\appointment
schedular.
Step-By-Step Instructions
1. To select "Appointment Schedular" from the menu, touch
the letter <B> and then pressing <ENTER>. The arrow keys
may also be used to select this option.
2. A calendar will appear. The current month will be
displayed and the current day will be highlighted. Use
the arrow keys to select any day in the current month.
Use <PAGEUP> and <PAGEDOWN> to access other months.
Select the day to be edited and press <ENTER> or press
<ESC> to return to the menu.
3. Use the arrow keys to position the selector bar over the
appointment time to be edited. Enter up to twenty
characters describing the appointment. Press <ENTER> to
go to the next time.
4. To return to the calendar and save appointment changes,
press <F10>. To return to the calendar without saving
changes, press <ESC>.
(Enter notes for the selected day)
1. Press <F5> while viewing a daily appointment schedule to
access a memo pad. Notes on this day may be entered in
a free form format. Press <F10> from any line to save
the notes and return to the daily appointment schedule.
(To return to the menu)
1. Press <ESC> whenever the calendar is displayed to return
to the menu.
8.4
REPORTS
MENU SELECTION: "Call List By Donation Date"
Functional Description
This report will print a convenient call list based on the
last date of a member's donations. All members that have not
given a donation since the indicated date will appear on the
report.
Step-By-Step Instructions
1. Select "Call List By Donation Date" from the menu by
touching the letter <C> and then pressing <ENTER>. The
arrow keys may also be used to select this option.
2. A report confirmation screen will appear. The report
direction may be toggled to either a printer or the
screen by pressing <F2>. Press <ESC> to cancel the
selection. To proceed, press any other key.
3. "Last Donation Date" - Enter the last donation date in
<MMDDYY> format. Press <ENTER> to continue.
4. Reports directed to the screen may be scrolled by
pressing <PageUp> and <PageDn>. When processing is
complete, they may be redirected to a printer by pressing
<CTRL> <L>. To return to the menu, press <ESC>. If the
report was directed to a printer, the main menu will
automatically reappear once printing is complete.
MENU SELECTION: "Call List By Last Attendance Date"
Functional Description
This report will print a list of all members not having
attended since a user selected last attendance date.
Step-By-Step Instructions
1. Select "Call List By Last Attendance Date" from the menu
by touching the letter <D> and then pressing <ENTER>.
The arrow keys may also be used to select this option.
8.5
2. A report confirmation screen will appear. The report
direction may be toggled to either a printer or the
screen by pressing <F2>. Press <ESC> to cancel the
selection. To proceed, press any other key.
3. "Last Attendance Date" - Enter a valid date in the format
<MMDDYY>. Members that have not attended since this date
will be listed with their name and telephone number.
4. Reports directed to the screen may be scrolled by
pressing <PageUp> and <PageDn>. When processing is
complete, they may be redirected to a printer by pressing
<CTRL> <L>. To return to the menu, press <ESC>. If the
report was directed to a printer, the main menu will
automatically reappear once printing is complete.
MENU SELECTION: "Visitation Roster By Route"
Functional Description
This report will print a list of members grouped by visitation
route.
Step-By-Step Instructions
1. Select "Visitation Roster By Route" from the menu by
touching the letter <E> and then pressing <ENTER>. The
arrow keys may also be used to select this option.
2. A report confirmation screen will appear. The report
direction may be toggled to either a printer or the
screen by pressing <F2>. Press <ESC> to cancel the
selection. To proceed, press any other key.
3. Reports directed to the screen may be scrolled by
pressing <PageUp> and <PageDn>. When processing is
complete, they may be redirected to a printer by pressing
<CTRL> <L>. To return to the menu, press <ESC>. If the
report was directed to a printer, the main menu will
automatically reappear once printing is complete.
8.6 IXCUSTOMIZE SETUP
PROGRAM: SETUP.EXE
Functional Description
SETUP.EXE is the executable program for the setup module.
Access setup to customize and tailor many parameters of this
software to the unique requirements of your church. Set up
user definable tables for fund categories, special dates,
organizations, and talents.
Step-By-Step Instructions
1. This module may be accessed by selecting SETUP from the
main menu or by executing SETUP from the DOS command
line. To execute SETUP from the DOS command line:
Input "CD \CMTS"
Press <ENTER>
Input "SETUP"
Press <ENTER>
2. If the security option is active, a password prompt will
appear. Input the appropriate password as required. If
the security option is not set, the main menu will
appear.
3. To make a selection from the setup menu, touch the letter
on the keyboard corresponding to the menu selection. The
<UP> or <DOWN> arrow keys may also be used to position
the selector bar over the desired module. Press <ENTER>
and the selection will be executed.
The menu choices are:
MAINTENANCE PARAMETERS
A) Fund Categories
B) Date Descriptions
C) Organizations
D) Talents
E) Password Security
F) Miscellaneous Parameters
9.1
REPORTS
G) List of Fund Categories
H) List of Date Descriptions
I) List of Organizations
J) List of Talents
MAINTENANCE PARAMETERS
This section provides options to maintain user definable
tables of all donation fund categories, dates, organizations
and talents to be tracked for the members of the church.
These tables are completely user definable. This provides
enormous flexibility in customizing the software to the unique
needs of a specific church.
There is also an option to maintain a password security file
for users. Finally, there are a number of additional
miscellaneous parameters that may be maintained.
MENU SELECTION: "Fund Categories"
Functional Description
Select this option to define the fund categories from which
members' donations will be tracked.
Step-By-Step Instructions
1. To select "Fund Categories" from the menu, touch the
letter <A> and then press <ENTER>. The arrow keys may
also be used to select this option.
2. A scrolling table of all funds currently defined will
appear. At this point, additional funds may be added or
existing descriptions may be changed.
To return to the menu
1. When you wish to return to the SETUP menu, press <ESC>.
9.2
To add a new record
1. Press <INSERT>. A data entry form will appear on the
screen. If you do not wish to enter information in all
fields, you may write the record at any time by pressing
<CTRL> <ENTER>. To completely cancel entry for this
record, press <CTRL ESC>.
2. "Fund No" - The system will automatically assign the next
available number. If this number is acceptable, press
<ENTER>. If not, enter up to four numeric digits to
assign a unique number to this fund. Press <ENTER> to go
to the next field.
3. "Description" - Enter up to 40 alphanumeric characters to
describe this fund. Press <ENTER> to continue. You will
be returned to the scrolling table.
(To modify an existing record)
1. Use the arrow keys to position the selector bar over the
record you wish to change. Press <ENTER> to select the
record to maintain.
2. Make the necessary changes to each field and press
<ENTER>. After all fields have been maintained, you will
be returned to the scrolling table. The "FUND NO" field
should not be changed after transactions have been posted
to that specific fund.
(To delete a record)
1. Use the arrow keys to position the selector bar over the
record to be deleted. Press <DELETE> to select the
record to delete.
2. A confirmation screen will show the complete record.
Press <ENTER> to delete the record or <ESC> to cancel
this selection. The scrolling table will reappear.
9.3
MENU SELECTION: "Date Descriptions"
Functional Description
Select this option to setup and describe the date categories
to be tracked for each member of the church. These must be
setup before specific dates can be entered for each member.
Step-By-Step Instructions
1. To select "Date Descriptions" from the menu, touch the
letter <B> and then press <ENTER>. The arrow keys may
also be used to select this option.
2. A scrolling table of all date descriptions currently
defined will appear. At this point, additional
categories may be added or existing descriptions may be
changed.
To return to the menu
1. When you wish to return to the SETUP menu from the
scrolling table, press <ESC>.
To add a new record
1. Press <INSERT>. A data entry form will appear.
2. "Date No" - The system will automatically assign the next
available number. If this number is acceptable, press
<ENTER>. If not, enter up to two numeric digits to
assign a unique number to this date. Press <ENTER> to go
to the next field.
3. "Description" - Enter up to 25 alphanumeric characters to
describe this date category. Press <ENTER> to continue.
The scrolling table will return.
To modify an existing record
1. Use the arrow keys to position the selector bar over the
record you wish to change. Press <ENTER> to select the
record to maintain.
2. Make the necessary changes to each field and press
<ENTER>. After all fields have been maintained, you will
be returned to the scrolling table. The "DATE NO" field
should not be changed after specific member's dates have
been entered.
9.4
To delete a record
1. Use the arrow keys to position the selector bar over the
record to be deleted. Press <DELETE> to select the
record to delete.
2. A confirmation screen will show the complete record.
Press <ENTER> to delete the record or <ESC> to cancel
this selection. The scrolling table will reappear.
MENU SELECTION: Organizations
Functional Description
Select this option to setup and describe the organizations to
be tracked for each member of the church. An organization
must be defined here before an individuals can be associated
with that organization.
Step-By-Step Instructions
1. To select "Organizations" from the menu, touch the letter
<C> and then press <ENTER>. The arrow keys may also be
used to select this option.
2. A scrolling table of all organizations currently defined
will appear. At this point, additional organizations may
be added or existing descriptions may be changed.
To return to the menu
1. To return to the SETUP menu from the scrolling table,
press <ESC>.
To add a new record
1. Press <INSERT>. A data entry form will appear.
2. "Organization No" - The system will automatically assign
the next available number. If this number is acceptable,
press <ENTER>. If not, enter up to two numeric digits to
assign a unique number to this organization. Press
<ENTER> to go to the next field.
3. "Description" - Enter up to 25 alphanumeric characters to
describe this organization. Press <ENTER> to continue.
The scrolling table will return.
9.5
To modify an existing record
1. Use the arrow keys to position the selector bar over the
record you wish to change. Press <ENTER> to select the
record to maintain.
2. Make the necessary changes to each field and press
<ENTER>. After all fields have been maintained, the
scrolling table will reappear. The "Organization No"
field should not be changed after individuals have been
assigned to that organization.
To delete a record
1. Use the arrow keys to position the selector bar over the
record to be deleted. Press <DELETE> to select the
record to delete.
2. A confirmation screen will show the complete record.
Press <ENTER> to delete the record or <ESC> to cancel
this selection. The scrolling table will reappear.
MENU SELECTION: Talents
Functional Description
Select this option to setup and describe the talents and
skills to be tracked for each member of the church. Each
talent or skill must be defined before an individual can be
associated with it.
Step-By-Step Instructions
1. To select "Talents" from the menu, touch the letter <D>
and then press <ENTER>. The arrow keys may also be used
to select this option.
2. A scrolling table of all talents currently defined will
appear. At this point, additional talents may be added
or existing descriptions may be changed.
To return to the menu
1. When you wish to return to the SETUP menu from the
scrolling table, press <ESC>.
9.6
To add a new record
1. Press <INSERT>. A data entry form will appear.
2. "Talent No" - The system will automatically assign the
next available number. If this number is acceptable,
press <ENTER>. If not, enter up to two numeric digits to
assign a unique number to this talent or skill. Press
<ENTER> to go to the next field.
3. "Description" - Enter up to 25 alphanumeric characters to
describe this talent. Press <ENTER> to continue. The
scrolling table will return.
To modify an existing record
1. Use the arrow keys to position the selector bar over the
record to be changed. Press <ENTER> to select the record
to maintain.
2. Make the necessary changes to each field and press
<ENTER>. After all fields have been maintained, the
scrolling table will reappear. The "Talent No" field
should not be changed after specific member's talents
have been entered.
To delete a record
1. Use the arrow keys to position the selector bar over the
record to be deleted. Press <DELETE> to select the
record to delete.
2. A confirmation screen will show the complete record.
Press <ENTER> to delete the record or <ESC> to cancel
this selection. The scrolling table will reappear.
9.7
MENU SELECTION: "Password Security"
Functional Description
This option is used to determine what users may access the
system and which modules they may access. If password
security is not required, this option may be skipped.
Step-By-Step Instructions
1. To select "Password Security" from the menu, touch the
letter <E> and then press <ENTER>. The arrow keys may
also be used to select this option.
2. A scrolling table of all users currently defined will
appear. Additional users may be added or existing users
may be maintained.
To return to the menu
1. To return to the SETUP menu from the scrolling table,
press <ESC>.
To add a new record
1. Press <INSERT>. A data entry form will appear. If you
do not wish to enter information in all fields, you may
write the record at any time by pressing <CTRL> <ENTER>.
To completely cancel all changes to this record, press
<CTRL ESC>.
2. "First Name" - Enter the first name of this user. Press
<ENTER> to go to the next field.
3. "Last Name" - Enter the last name of this user. Press
<ENTER> to go to the next field.
4. "Initials" - Enter the initials of this user. These
initials will appear in the audit trail for all donation
and financial transactions that are finalized by the
user. Press <ENTER> to go to the next field.
5. "Password" - Enter the password assigned to this user.
Press <ENTER> to go to the next field.
9.8
6. "Membership" - Enter "Y" or "N" to indicate if this user
may access the membership module. Press <ENTER> to go to
the next field.
7. "Donations" - Enter "Y" or "N" to indicate if this user
may access the donation module. Press <ENTER> to go to
the next field.
8. "Attendance" - Enter "Y" or "N" to indicate if this user
may access the attendance module. Press <ENTER> to go to
the next field.
9. "Visitation" - Enter "Y" or "N" to indicate if this user
may access the visitation module. Press <ENTER> to go to
the next field.
10. "Fund Accounting" - Enter "Y" or "N" to indicate if this
user may access the fund accounting module. Press
<ENTER> to go to the next field.
11. "Setup" - Enter "Y" or "N" to indicate if this user may
access the setup module. Press <ENTER> to return to the
scrolling table.
To modify an existing record
1. Use the arrow keys to position the selector bar over the
record you wish to change. Press <ENTER> to select the
record.
2. Make the necessary changes to each field and press
<ENTER>. After all fields have been maintained, the
program will return to the scrolling table.
MENU SELECTION: "Miscellaneous Parameters"
Functional Description
Select this option to customize many miscellaneous parameters.
Step-By-Step Instructions
1. To select "Miscellaneous Parameters" from the menu, touch
the letter <F> and then press <ENTER>. The arrow keys
may also be used to select this option.
9.9
2. A screen will appear showing many parameters that may be
changed. Press <ESC> to return to the menu or <ENTER> to
maintain this information.
(To maintain the file)
1. "Church NAME" - Enter the name of the church. Press
<ENTER> to go to the next field.
2. "Address Line 1" - Enter up to 40 characters for the
first line of the church address. Press <ENTER> to go
to the next field.
3. "Address Line 2" - Enter up to 40 characters for the
second line of the church address. Press <ENTER> to go
to the next field.
4. "Address Line 3" - Enter up to 40 characters for the
third line of the church address. Press <ENTER> to go
to the next field.
5. "Pastor" - Enter up to 40 alphanumeric characters to
indicate the pastor's name. Press <ENTER> to go to the
next field.
6. "Donation Year" - This field should not normally be
maintained. The initial installation is the only normal
exception. Running the donation year end procedure
automatically updates this field. Press <ENTER> to go to
the next field.
7. "Fund Accounting Year" - This field should not normally
be maintained. The initial installation is the only
normal exception. Running the fund accounting year end
procedure automatically updates this field. Press
<ENTER> to go to the next field.
8. "Fiscal Year Start Month" - Enter the numeric
representation of the first month of the churches fiscal
year. If the church is on a calendar year, this value
will be <1>. This field may be skipped if fund
accounting is not being used. Press <ENTER> to go to the
next field.
9.10
9. "Require Password" - Enter "Y" or "N" to indicate whether
password security is required. Press <ENTER> to go to
the next field.
10. "PRINT 0 Bal Stmts" - Enter "Y" or "N" to indicate
whether statements should print for all members or only
members with an active pledge amount or actual donations
in current year giving. Press <ENTER> to go to the next
field.
11. "User Description 1" - Enter the description to be
associated with this user definable field. This
description will appear on the member maintenance screen
for the one character user definable field. Press
<ENTER> to go to the next field.
12. "User Description 2" - Enter the description to be
associated with this user definable field. This
description will appear on the member maintenance screen
for the two character user definable field. Press
<ENTER> to go to the next field.
13. "User Description 5" - Enter the description to be
associated with this user definable field. This
description will appear on the member maintenance screen
for the five character user definable field. Press
<ENTER> to go to the next field.
14. "User Description 10" - Enter the description to be
associated with this user definable field. This
description will appear on the member maintenance screen
for the ten character user definable field. Press
<ENTER> to go to the next field.
15. "Attendance Event 1" - Enter a description for this
congregational attendance event. This field is needed
only if the attendance module is used. Press <ENTER> to
go to the next field.
16. "Attendance Event 2" - Enter a description for this
congregational attendance event. This field is needed
only if the attendance module is used. Press <ENTER> to
go to the next field.
17. "Attendance Event 2" - Enter a description for this
congregational attendance event. This field is needed
only if the attendance module is used. Press <ENTER> to
continue. Then, press <ESC> to return to the menu.
9.11
REPORTS
MENU SELECTION: "List of Fund Categories"
Functional Description
This report will list all fund categories that donations may
be associated with.
Step-By-Step Instructions
1. Select "List of Fund Categories" from the menu by
touching the letter <G> and then pressing <ENTER>. The
arrow keys may also be used to select this option.
2. A report confirmation screen will appear. The report
direction may be toggled to either a printer or the
screen by pressing <F2>. Press <ESC> to cancel the
selection. To proceed, press any other key.
3. Reports directed to the screen may be scrolled by
pressing <PageUp> and <PageDn>. When processing is
complete, they may be redirected to a printer by pressing
<CTRL> <L>. To return to the menu, press <ESC>. If the
report was directed to a printer, the main menu will
automatically reappear once printing is complete.
MENU SELECTION: "List of Date Descriptions"
Functional Description
This report will list the special date descriptions.
Step-By-Step Instructions
1. Select "List of Date Descriptions" from the menu by
touching the letter <H> and then pressing <ENTER>. The
arrow keys may also be used to select this option.
2. A report confirmation screen will appear. The report
direction may be toggled to either a printer or the
screen by pressing <F2>. Press <ESC> to cancel the
selection. To proceed, press any other key.
9.12
3. Reports directed to the screen may be scrolled by
pressing <PageUp> and <PageDn>. When processing is
complete, they may be redirected to a printer by pressing
<CTRL> <L>. To return to the menu, press <ESC>. If the
report was directed to a printer, the main menu will
automatically reappear once printing is complete.
MENU SELECTION: "List of Organizations"
Functional Description
This report will list all organizations that have been
defined.
Step-By-Step Instructions
1. Select "List of Organizations" from the menu by touching
the letter <I> and then pressing <ENTER>. The arrow keys
may also be used to select this option.
2. A report confirmation screen will appear. The report
direction may be toggled to either a printer or the
screen by pressing <F2>. Press <ESC> to cancel the
selection. To proceed, press any other key.
3. Reports directed to the screen may be scrolled by
pressing <PageUp> and <PageDn>. When processing is
complete, they may be redirected to a printer by pressing
<CTRL> <L>. To return to the menu, press <ESC>. If the
report was directed to a printer, the main menu will
automatically reappear once printing is complete.
MENU SELECTION: "List of Talents"
Functional Description
This report will list all talents that have been defined.
Step-By-Step Instructions
1. Select "List of Talents" from the menu by touching the
letter <J> and then pressing <ENTER>. The arrow keys may
also be used to select this option.
9.13
2. A report confirmation screen will appear. The report
direction may be toggled to either a printer or the
screen by pressing <F2>. Press <ESC> to cancel the
selection. To proceed, press any other key.
3. Reports directed to the screen may be scrolled by
pressing <PageUp> and <PageDn>. When processing is
complete, they may be redirected to a printer by pressing
<CTRL> <L>. To return to the menu, press <ESC>. If the
report was directed to a printer, the main menu will
automatically reappear once printing is complete.
9.14
X. LIVE IMPLEMENTATION
This section should be read thoroughly prior to the live
implementation. Should information on a specific procedure be
required, refer to the detailed step by step instructions for
that procedure elsewhere in this manual.
PROGRAM: FILECRE.EXE
Functional Description
FILECRE.EXE is the executable program to purge the sample data
files and create the actual files.
Step-By-Step Instructions
1. The first step in live implementation is to remove the
sample data files that were supplied with this software.
Be sure the CMTS directory is the active directory. From
the DOS command line, execute FILECRE. This may be done
as follows:
Input "CD \CMTS"
Press <ENTER>
Input "FILECRE"
Press <ENTER>
2. "Create Membership and Donation Files" - Indicate "YES"
to create data files for all modules except fund
accounting. Enter "NO" if these files should not be
recreated.
3. "Create Fund Accounting Files" - Indicate "YES" to create
data files for the fund accounting module. Enter "NO" if
these files should not be recreated.
4. Press <ESC> to cancel this selection, any other key to
continue.
5. LAST CHANCE!!! - This step will recreate all files as
indicated above. Press <ESC> now to abort this program.
Press any other key to begin processing.
10.1
Instructions For Live Implementation
The following instructions will detail the steps involved in
live implementation for each module. When installing all
modules at the same time, follow these steps in the sequence
given. These instructions assume the program FILECRE has been
executed to create empty files. See the section above for
details on creating the empty files.
MEMBERSHIP
1. Execute the "SETUP.EXE" program either by selecting SETUP
from the main menu or by entering "CUSTOMIZE SETUP" from
the DOS command line.
2. Select the option "Date Descriptions" from the SETUP
menu. Enter each date category that your church wishes
to track. Additional date categories may be added in the
future as required. For further instructions on
maintaining this file, refer to the step by step
instructions for this procedure.
3. Select the option "Organizations" from the SETUP menu.
Enter the name of each organization within the church
that your church wishes to track. You may add additional
organizations in the future as required. For further
instructions on maintaining this file, refer to the step
by step instructions for this procedure.
4. Select the option "Talents" from the SETUP menu. Enter
the name of each talent or skill that members of the
church may possess that is of value to your church.
Additional skill categories may be added in the future as
required. For further instructions on maintaining this
file, refer to the step by step instructions for this
procedure.
5. Execute the MEMBER.EXE" program either from the main menu
by selecting MEMBERSHIP or by entering "MEMBER" from the
DOS command line.
6. Select the "Families" option from the menu and enter one
record for each family or household.
7. Select the "Individual Members" option from the menu and
enter one record for each individual. The member's
dates, talents, and organizations may also be entered
using the appropriate hotkey.
10.2
DONATIONS
1. The MEMBERSHIP instructions described above must be
completed prior to implementing DONATIONS.
2. Execute the "SETUP.EXE" program either by selecting SETUP
from the main menu or by entering "CUSTOMIZE SETUP" from
the DOS command line.
3. Select the option "Fund Categories" from the SETUP menu.
Enter each fund category that your church wishes to
track. Additional fund categories may be added in the
future as required. For further instructions on
maintaining this file, refer to the step by step
instructions for this procedure.
4. Select the option "Miscellaneous Parameter" from the
SETUP menu. Insure the "Donation Year" field is set
correctly. For further instructions on maintaining this
file, refer to the step by step instructions for this
procedure.
5. Execute the DONATE.EXE" program either from the main menu
by selecting DONATIONS or by entering "DONATE" from the
DOS command line.
6. Select the option "Member Pledge\Giving Maintenance".
Enter the envelope number and each fund pledge amount for
each member of the church. For further instructions on
maintaining this file, refer to the step by step
instructions for this procedure.
FUND ACCOUNTING
1. Execute the "SETUP.EXE" program either by selecting SETUP
from the main menu or by entering "CUSTOMIZE SETUP" from
the DOS command line.
2. Select the option "Miscellaneous Parameter" from the
SETUP menu. Insure that the values for the "Fund
Accounting Year" field and the "Fiscal Year Start Month"
field are set correctly. For further instructions on
maintaining this file, refer to the step by step
instructions for this procedure.
10.3
3. Execute the FUND.EXE" program either from the main menu
by selecting FUND ACCOUNTING or by entering "FUND" from
the DOS command line.
4. Select the option "General Ledger Accounts". Enter each
account in the chart of accounts.
5. Select the option "Bank Information". Enter the
required information for each bank checking account.
6. Select the option "Vendors". Enter the name for each
vendor that checks are frequently written to.
7. Make one "balance forward" entry for each account. It is
possible to go live during any period of the year,
however it is easiest to begin live implementation at the
start of a new fiscal year.
The best way to do this is to set the accounting year to
the prior year, and post the adjusted account balance on
the last day of the year. By posting balances after all
adjustments and year end processing, only balance sheet
accounts will have to be posted as revenue and expense
accounts start the new year with zero balances.
ATTENDANCE
1. The MEMBERSHIP instructions described above must be
completed prior to implementing ATTENDANCE.
2. Execute the "SETUP.EXE" program either by selecting SETUP
from the main menu or by entering "CUSTOMIZE SETUP" from
the DOS command line.
3. Select the option "Miscellaneous Parameter" from the
SETUP menu. Insure that the values for the "Attendance
Event 1" field, the "Attendance Event 2" field and the
"Attendance Event 3" field are set correctly. For
further instructions on maintaining this file, refer to
the step by step instructions for this procedure.
VISITATION
1. The MEMBERSHIP instructions described above must be
completed prior to implementing ATTENDANCE.
2. No additional preparation is necessary.
10.4
VIII. SPECIAL CONSIDERATIONS
FILES
This section documents all files used in the system and
describes the functional purpose for each. An understanding
of these files will help you better determine and plan the
backup procedures for your installation.
CTL_CMTS.DAT (The church control file)
The church control file is the one mandatory file in the
system. The software will automatically create the other
files if needed during the initial installation.
However, the control file must be present for the
software to run.
The control file stores certain parameters used to
customize the software for your church. It is updated
during the initial installation when you elect to modify
one of its parameters and during quarter end when the
quarter code is automatically updated.
This file is accessed by choosing the "Miscellaneous
Parameters" option in the SETUP module.
FND_CMTS.DAT (The funds description file)
This is where the fund descriptions are kept. This file
is accessed by choosing the "Fund Categories" option in
the SETUP module.
Quarter-To-Date and Year-To-Date donation totals for each
fund are also stored automatically in this file.
DES_CMTS.DAT (The Special information file)
This file contains the description for every special
talent, date, and organization that is setup. This file
must be setup before entering member specific talent,
date, or organizational information
This file is accessed whenever any of the following
options in the SETUP module are selected:
"Date Descriptions"
"Organizations"
"Talents"
11.1
FAM_CMTS.DAT (The Family File)
This file contains one record for every family in the
church. It may be accessed by selecting "Families" in
the MEMBERSHIP module.
MBR_CMTS.DAT (The individual member file)
This file contains one record for every member in the
church. It may be accessed by selecting "Individual
Members" in the MEMBERSHIP module.
This file is also updated with quarter-To-Date and year-
To-Date donation totals whenever donations are
posted.
DATE_CMTS.DAT (The member's date file)
This file contains one record for every member's special
date defined in the system. It may be accessed by
selecting "Special Dates" from the MEMBERSHIP menu.
SKL_CMTS.DAT (The member's skill file)
This file contains one record for every member's special
skill defined in the system. It may be accessed by
selecting "Special Talents" from the MEMBERSHIP menu.
ORG_CMTS.DAT (The member's organization file)
This file contains one record for every member per
organization that the member belongs to. It may be
accessed by selecting "Organizations" from the MEMBERSHIP
menu.
MFD_CMTS.DAT (Member's Fund File)
This file contains a record for each fund a member has
pledged or donated to. It is accessed by selecting
"Member Pledge/Giving Maintenance" from the DONATION menu
The file is also updated whenever transactions are
finalized.
11.2 TRN_CMTS.DAT (The donation transaction file)
This file contains one record for every donation
transaction. It is updated whenever donations are
entered or finalized.
APP_CMTS.DAT (The appointment\calendar file.
This file contains the calendar\appointment schedular
information. It is accessed by selecting "Appointment
Schedular" from the VISITATION menu.
VIS_CMTS.DAT (The visitation memo file)
This file contains the visitation information. It is
accessed by selecting "Member's Visitation Information"
from the VISITATION menu.
ATC_CMTS.DAT (The congregational attendance file)
This file contains the congregational attendance
information. It is updated whenever attendance records
are built or updated in the ATTENDANCE module.
ATO_CMTS.DAT (The organizational attendance file)
This file contains the organizational attendance
information. It is updated whenever attendance records
are built or updated in the ATTENDANCE module.
ACCT_GL (The general ledger accounts file)
This file contains a record for each general ledger
account. It is accessed whenever "General Ledger
Accounts" is selected from the Fund Accounting menu.
It is also updated whenever accounting transactions are
entered or finalized.
FUND_GL (The general ledger fund accounts file)
This file contains a record for each general ledger fund
equity account. It is accessed whenever "General Ledger
Accounts" is selected from the Fund Accounting menu.
It is also updated whenever accounting transactions are
entered or finalized.
11.3
BANK_GL (The general ledger bank file)
This file contains a record for each bank checking
account. It is accessed whenever "Bank Information" is
selected from the Fund Accounting menu.
It is also updated whenever accounting transactions are
entered or finalized.
VEND_GL (The vendor file)
This file contains a record for each vendor. It is
accessed whenever "Vendors" is selected from the Fund
Accounting menu.
It is also updated whenever accounting transactions are
entered or finalized.
TRAN_GL (The general ledger transaction file)
This file contains one record for every accounting
transaction. It is updated whenever transactions are
entered or finalized.
BACKUP PROCEDURES
General Considerations
Good backup procedures are essential in all data processing
environments. There is no one best approach for all
environments. The guidelines documented here are general in
nature. Torbert Data Systems offers consulting services to
assist you in planning the backup requirements for your
specific installation. When in doubt, BACK UP!
11.4
All data files end in the extension "*.DAT". Memo files end
in the extension "*.MEM". Therefore, the safest approach is
to back up all files each time the software is used. Since
there are numerous backup programs available and the size of
your files and the nature of your backup media may be
different from other installations, specific instructions can
not be given. If all of your files will fit onto one floppy
diskette, and your diskette drive is A:, the following command
will backup your files (Assuming you are in the CMTS
directory).
"COPY *.DAT A:"
"COPY *.MEM A:"
Maintenance Backups
Whenever control file or table parameters are updated, the
following files should be backed up.
CTL_CMTS.DAT
DES_CMTS.DAT
FND_CMTS.DAT
Whenever new members or families are added to your system, or
membership information is changed, the following files should
be backed up.
FAM_CMTS.DAT
MBR_CMTS.DAT
DAT_CMTS.DAT
SKL_CMTS.DAT
ORG_CMTS.DAT
Whenever accounting files are maintained, the following files
should be backed up.
ACCT_GL.DAT
BANK_GL.DAT
VEND_GL.DAT
Posting Backups - Donations
The following backup procedures are recommended during the
donation posting cycle.
Insure that ALL files are backed up prior to beginning a
posting cycle. (If the recommended procedures have been
followed in the past, this backup has already been done).
11.5
After posting or finalizing donations, backup the following
files:
MBR_CMTS.DAT
FND_CMTS.DAT
TRN_CMTS.DAT
MFD_CMTS.DAT
These files should also be backed up before running either the
"Year End Roll" or "Purge History" selection.
Posting Backups - Fund Accounting
The following backup procedures are recommended during the
accounting posting cycle.
Insure that ALL files are backed up prior to beginning a
posting cycle. (If the recommended procedures have been
followed in the past, this backup has already been done).
After posting or finalizing transactions, backup the following
files:
TRAN_GL.DAT
ACCT_GL.DAT
BANK_GL.DAT
VEND_GL.DAT
FUND_GL.DAT
These files should also be backed up before running either the
"Year End Processing", "Purge Old Transactions" or "Purge
Deleted Accounts" selections.
11.6
PRODUCT SUPPORT
This product is extremely easy to use, however there will be
instances where technical support may be required.
Users may receive free support for 30 days after purchase of
this product in any of the following ways.
CompuServe: All E-Mail addressed to User ID
73747,2336 will be answered promptly,
usually within 24 hours.
Support BBS: TDS BBS - 24 hours - 804-488-4146
US Mail: Support questions may be mailed to:
Torbert Data Systems, Inc.
P. O. Box 9218
Chesapeake, VA 23321
Telephone: (804) 488-5506
11.7
XII IN CASE OF DIFFICULTIES
1. Problem: The message "TOO MANY OPEN FILES" appears when
an attempt is made to execute one of the programs.
Solution: This problem is a result of the CONFIG.SYS file
not being set up properly. The possible hardware
configurations vary considerably, but if your boot drive
is C, you may view the CONFIG.SYS file as follows.
Example: "TYPE C:\CONFIG.SYS"
Press <ENTER>
Using either EDLIN or any ASCII text editor, insure that
the following values are setup in the CONFIG.SYS file.
FILES = 30
BUFFERS = 30
2. Problem: When accessing certain screens, a table appears
and continues to "flicker". The system appears to be
hung.
Solution: You have executed a routine prior to having the
appropriate records built in the proper and logical
sequence. The sections of this manual on the Setup and
Membership modules should be read thoroughly prior to
attempting to build your actual files.
3. Problem: The message "FILE NOT FOUND" appears when an
attempt is made to execute one of the programs.
Solution: This problem is a result of the CTL_CMTS.DAT
file not being present in the currently active directory.
The software is written in such a way that all data files
will automatically be created if they do not already
exist. The one exception to this rule is CTL_CMTS.DAT.
If this file is missing, copy it from the release
disk.
12.1
4. Problem: The message "The program you are attempting to
load is missing" appears when an option is selected from
the main menu.
Solution: When a module is selected from the main menu,
one of six programs is executed. These programs are:
MEMBER.EXE DONATE.EXE
FUND.EXE ATTEND.EXE
VISIT.EXE SETUP.EXE
The EXE file that has been selected can not be found.
5. Problem: The message "Not enough memory to load program"
appears when an option is selected from any menu.
Solution: The software requires a machine of at least
512K to run properly. Insure that there are no TSRs
running in the background, and try again. If the problem
is still present, bypass the main menu, CMTS, and execute
the individual modules from the command line.
6. Problem: The message "Not enough memory to load report"
appears when an option is selected from a module menu.
Solution: The software requires a machine of at least
512K to run properly. Insure that there are no TSRs
running in the background, and try again. If the problem
is still present, bypass the main menu, CMTS, and execute
the individual modules from the command line.
7. Problem: The message "Not enough disk space to load
report" appears when a report is selected from any menu.
Solution: Whenever a report selection is made from any
module menu, a memory image of the current program is
written to disk prior to executing the program. The
report may also require disk space to build keys or sort
the data. At least one megabyte of disk space should be
available at all times to properly run CMTS.
8. Problem: The message "Error loading overlay area" appears
when executing the program.
Solution: Versions of DOS below 3.0 do not handle the
overlays properly. This software should run with no
problem on versions of DOS at least 3.X or higher.
12.2
