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1992-05-31
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TABLE of CONTENTS
1. OVERVIEW.........................................
2. COPYRIGHT INFORMATION............................
3. HARDWARE/SOFTWARE REQUIREMENTS...................
4. FUNCTION KEYS....................................
5. SIGN-ON and SIGN-OFF PROCEDURES..................
6. BACKUPS..........................................
7. MARKS CODE FILE..................................
7.1 ADD NEW CODES...................................
7.2 UPDATE CODE INFORMATION.........................
7.3 DELETE CODES....................................
7.4 MARKS CODE FILE REPORTS.........................
7.4.1 CODE FILE REPORT BY CODE TYPE.................
8. MEMBERSHIP.......................................
8.1 ADD MEMBERS.....................................
8.2 UPDATE MEMBERSHIP INFORMATION...................
8.3 DELETE MEMBERS..................................
8.4 MEMBERSHIP REPORTS..............................
8.4.1 MEMBERSHIP REPORT BY MEMBER NAME..............
8.4.2 MEMBERSHIP REPORT BY MEMBERSHIP NUMBER........
8.4.3 MEMBERSHIP REPORT BY DEGREE LEVEL.............
8.4.4 MEMBERSHIP REPORT BY DATE JOINED..............
8.4.5 MEMBERSHIP RECORD DUMP REPORT.................
8.4.6 MEMBERSHIP ADDRESS LABELS.....................
8.4.7 MEMBERSHIP DUES - BILLING.....................
8.4.8 MEMBERSHIP DUES - REMINDERS...................
8.4.9 MEMBERSHIP DUES - BILLING REGISTER............
8.4.10 MEMBERSHIP DUES - PAYMENT REGISTER...........
8.4.11 MEMBERSHIP POST CARDS........................
2
8.5 MEMBERSHIP MAINTENANCE..........................
8.5.1 INITIALIZE DUES PAID..........................
9. COMMITTEES.......................................
9.1 UPDATE COMMITTEE INFORMATION....................
9.2 COMMITTEE REPORTS...............................
9.2.1 COMMITTEE REPORT BY COMMITTEE (FORMAT A)......
9.2.2 COMMITTEE REPORT BY COMMITTEE (FORMAT B)......
9.2.3 COMMITTEE REPORT BY MEMBER NAME. .............
9.2.4 COMMITTEE ADDRESS LABELS......................
9.2.5 COMMITTEE POST CARDS..........................
10. RESERVATIONS (HALL).............................
10.1 ADD RESERVATIONS...............................
10.2 UPDATE RESERVATION INFORMATION.................
10.3 DELETE RESERVATION INFORMATION.................
10.4 RESERVATION REPORTS............................
10.4.1 RESERVATIONS BY DATE.........................
10.4.2 RESERVATIONS BY DATE (BREAK ON MONTH)........
10.4.3 RESERVATIONS BY NAME.........................
10.4.4 RESERVATIONS BY RESERVATION CODE.............
10.4.5 RESERVATIONS PAYMENT REGISTER................
3
MARKS
Membership All-simple Record Keeping System
VERSION 1.0
by Bucher's PcSoftware
1. OVERVIEW
MARKS is a software package designed for organizations and
clubs. It can be used to keep and maintain information on each
member of your organization (club). Information such as the
member's identification number, name, address, telephone number,
date joined, membership status, dues paid, committees, etc. are
kept on each member.
MARKS consists of three main areas convering Membership,
Committees, and Hall Reservations. MARKS invokes real time
processing (meaning any information added, updated, or deleted
is done immediately).
Another very important feature of MARKS is that the system
is table driven. This means you can define the committees that
are valid within your own organization. Thereafter, every time
a member is added to a committee, the committee table is checked
to insure the committee actually exists. Another example is
defining your own valid membership statuses (i.e. A=ACTIVE,
I=INACTIVE, etc.) where members can only be given a status that
is valid on the membership status table.
4
2. COPYRIGHT INFORMATION
MARKS is the property of Bucher's PcSoftware. UNMODIFIED
copies of the program (NOT THE MANUAL) may be distributed for a
30 day evaluation period provided that no payment, commercial
benefit or other consideration is received.
IN NO EVENT shall Bucher's PcSoftware be liable for any
damages whatsoever (including without limitation damages for loss
of business profits, business interruption, loss of business
information, and the like) arising out of use of this software.
After the registration fee is paid, you are authorized to
have MARKS installed on one personal computer. For additional site
licenses, please call (314) 264-2537 (prices are subject to change
without notice).
5
3. HARDWARE/SOFTWARE REQUIREMENTS
HARDWARE
- IBM or IBM Compatible
- Memory 512K or greater
- Printer (11 or 15 inch carriage)
- Disk options:
* 5 1/4" floppy disk (100 members)
* 3 1/2" floppy disk (200 members)
* Hard disk (10 MG or more) recommended
SOFTWARE
- DOS Version 2.0 or higher
6
4. FUNCTION KEYS
The first row of keys on your keyboard normally contain keys
referred to as FUNCTION keys and are sometimes used by software
packages. In MARKS, these keys are used to make it easier for
you to instruct the computer what to do. Several of the function
keys have been assigned a particular function in MARKS. Listed
below are the most common function keys used and their defined
purpose:
F7 QUICK ENTRY - normally used to add or update the
information entered immediately without having to
tab through all of the data fields on the screen.
F8 CORRECT - normally used to return the data on the
screen back to what was there before you started
changing the information on the screen.
F9 CANCEL - normally used to cancel an update after
you have started changing the record.
F10 STOP - normally used to tell the computer you want
to stop at the point you are at and return to the
previous menu. If you keep pressing F10, you will
eventually leave MARKS and return to DOS.
7
5. SIGN-ON and SIGN-OFF MARKS
SIGN-ON
To SIGN-ON MARKS using floppy disk:
1) At the DOS prompt type MARKS
i.e. A:>MARKS
2) Press the ENTER key three times
To SIGN-ON MARKS using hard disk:
1) At the DOS prompt type CD\MARKS10
i.e. C:>CD\MARKS10
2) Press the ENTER key
3) At the DOS prompt type MARKS
i.e. C:\MARKS10>MARKS
4) Press the ENTER key three times
SIGN-OFF
To SIGN-OFF MARKS, enter the following commands:
1) Press the function key F10 until you are asked
if you want to backup the data files
2) If you want to backup the data files enter "YES"
3) If you do not want to backup the data files enter
"NO "
8
6. BACKUPS
The issue of backups is an extremely important topic to
discuss. The importance of good backups can not be overly
emphasized.
QUESTION: How often should the data files be backed up?
This is a question that must be answered by the person
responsible for entering and maintaining the information. A rule
of thumb to follow is if you have reached a point where you would
not want to re-enter the information, then it is probably time
to back up the MARKS data files. Be sure to rotate your backups
on a regular basis. DO NOT back up on the same diskette(s)
every time.
MARKS will help remind you to back up your data files but
you have to make the decision to do it. Each time you exit MARKS
using F10, the following screen will appear:
*******************************************************************
* *
* R E M E M B E R - - It is very important to back up the *
* files after each session if you have made any additions or *
* changes to the files. *
* *
* ENTER "YES" TO BACKUP OR "NO" TO EXIT SYSTEM YES *
* *
*******************************************************************
To back up the data files, enter "YES" (the default is YES) and
press the ENTER key. The computer will begin the backup process
and you will be given step by step instructions telling you what to
do. To return to DOS without backing up the data files, enter "NO "
and the computer will bypass the backup process and return to DOS.
9
7. MARKS CODE FILE
As stated in the overview, MARKS is a table driven system.
What this means to you is that you can define such things as the
membership statuses and what they mean, the insurance codes, the
committees, and others.
The MARKS Code File is where the various tables are defined.
Each table consists of one or more records. Every record contains
the following data fields:
CODE TYPE - 2 bytes, alphabetic and/or numeric
CODE NUMBER - 10 bytes, alphabetic and/or numeric
DESCRIPTION ONE - 25 bytes, alphabetic and/or numeric
DESCRIPTION TWO - 25 bytes, alphabetic and/or numeric
There are some predefined tables that are required for MARKS
to function properly and therefore, must always be defined on the
MARKS Code File. The required tables are:
RESERVATION ACTIVITY CODE
CODE TYPE = AC
CODE NUMBER = 2 bytes
character and/or number
DESCRIPTION ONE = 25 bytes
character and/or number
DESCRIPTION TWO = 25 bytes
character and/or number
ORGANIZATION/CLUB ADDRESS
CODE TYPE = AD
CODE NUMBER = 01
10
DESCRIPTION ONE = Organization Street Address
DESCRIPTION TWO = Organization City, State, Zip
COMMITTEE TYPES
CODE TYPE = CT
CODE NUMBER = Committee code
2 bytes
character and/or number
DESCRIPTION ONE = Committee name
25 bytes
character and/or number
DESCRIPTION TWO = Not used
DEGREE LEVELS
CODE TYPE = DL
CODE NUMBER = Degree Level
1 byte
character and/or number
DESCRIPTION ONE = Degree Level Description
25 bytes
character and/or number
DESCRIPTION TWO = Not used
INSURANCE STATUSES
CODE TYPE = IS
CODE NUMBER = Insurance Status
1 byte
character and/or number
DESCRIPTION ONE = Insurance Status Description
25 bytes
character and/or number
DESCRIPTION TWO = Not used
MEMBERSHIP STATUS
CODE TYPE = MS
11
CODE NUMBER = Membership Status
1 byte
character and/or number
DESCRIPTION ONE = Memberhsip Status Description
25 bytes
character and/or number
DESCRIPTION TWO = Not used
RESERVATION CODE
CODE TYPE = RC
CODE NUMBER = Reservation Code
2 bytes
character and/or number
DESCRIPTION ONE = Reservation Code Description
25 bytes
character and/or number
You do not have to set up committees unless your organization
decides to assgin its membership to committees. NOTE: Any code type
not listed as required above is considered a committee type. Some
examples of committee types delivered with MARKS is BC (bingo
committee), GC (grounds committee), and KC (kitchen committee).
COMMITTEES
CODE TYPE = Must be defined on the
committee type table (see CT above)
2 bytes
character and/or number
CODE NUMBER = 2 bytes
character and/or number
DESCRIPTION ONE = Committee Name
25 bytes
character and/or number
DESCRIPTION TWO = Committee Chairperson
25 bytes
character and/or number
12
7.1 ADD NEW CODES
New codes can be added to the MARKS CODE FILE as needed. To
add new codes, on the MARKS CODE FILE MENU press the function key
F1 and the MARKS CODE FILE ADD SCREEN will be displayed. Move
the cursor to the empty data fields and fill in the appropriate
data.
MESSAGES
RECORD ADDED
The record entered by you has been added to the MARKS CODE
FILE.
YOU MUST ADD THE RECORD THAT IDENTIFIES THE GROUP
This message indicates you have not entered the record
that identifies the table. Refer to rule number one on
how to add the record that identifies the group.
DUPLICATE KEY - RECORD ALREADY ON FILE
This message says the record you are attempting to add is
already on the MARKS CODE FILE.
7.2 UPDATE CODE INFORMATION
Information on previously added codes can be updated. To
update the data, press the function key F2 and the MARKS CODE
FILE UPDATE SCREEN will be displayed asking you to enter the
desired CODE TYPE and CODE NUMBER. After entering the CODE TYPE
and CODE NUMBER, press the ENTER key. The computer will read the
MARKS CODE FILE and display the requested code on the screen.
Move the cursor to the data you want to change and type over it
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entering the new data. Press the function key F7 to update the
code record immediately.
MESSAGES
RECORD UPDATED
The requested code record updated with the new data.
REQUESTED RECORD NOT ON FILE
The record requested is not on the MARKS CODE FILE.
7.3 DELETE CODES
You can delete any code that is stored on the MARKS CODE
FILE. To delete a code, you should press F3 and the MARKS CODE
FILE DELETE screen will be displayed for you to enter the desired
CODE TYPE and CODE NUMBER to be deleted. After you have entered
the CODE TYPE and CODE NUMBER, press the ENTER key. The computer
will read the MARKS CODE FILE and display the requested record on
the screen. Please verify the record displayed is the record you
want to delete. If so, type "Y" (the default is "N" for NO) and
press the ENTER key and the record will be deleted.
MESSAGES
RECORD DELETED
The record you requested be deleted was deleted from the
MARKS CODE FILE.
REQUESTED RECORD NOT ON FILE
The code record you requested cannot be found on the MARKS
CODE FILE. Verify that the correct CODE TYPE and CODE
NUMBER was entered.
14
7.4 MARKS CODE FILE REPORT
From the MARKS CODE FILE, you can print a report listing
all code types and code numbers defined on the file. However,
you can select all or from one to three code types and/or code
numbers if needed.
7.4.1 CODE FILE REPORT BY CODE TYPE (MARK40)
The purpose of the MARKS CODE FILE REPORT is to list the
various tables defined by you. The report is printed in order of
code type and code number. The following information is listed
on the report:
CODE TYPE
CODE NUMBER
DESCRIPTION ONE
DESCRIPTION TWO
CODE STATUS (currently not printed or used)
You have the option of printing all or selected tables from
the MARKS CODE FILE. The following parameters are presented on
the screen:
CODE TYPES: ALL prints all code types
SEL allows up to 5 to be selected
CODE STATUS: ALL prints all code statuses
SEL allows up to 5 to be selected
15
8. MEMBERSHIP
MARKS is designed for quick and easy access to important
membership information. You can easily add, change, and delete
information with very little technical knowledge of computers.
From the main menu you select MEMBERSHIP by pressing the
function key F1 and the MEMBERSHIP MENU is displayed. From
here you can choose to add, update, or delete membership
information. Or, request the MEMBERSHIP REPORTS MENU to run a
desired report.
8.1 ADD MEMBERS
New members can be added by pressing F1. After pressing
F1, the computer will display the MEMBERSHIP ADD SCREEN. Enter
the membership information in the appropriate fields and press
the ENTER key. Use F7 after all required information is
entered to quickly add the record to the MEMBERSHIP FILE. The
required fields are listed below:
MEMBERSHIP STATUS
The membership status is checked against the valid member-
ship statuses defined on the MARKS CODE FILE.
INSURANCE STATUS
The insurance status is checked against the valid insurance
statuses defined on the MARKS CODE FILE.
DEGREE LEVEL
The degree level is checked against the valid degree levels
defined on the MARKS CODE FILE.
16
COMMITTEE TYPES AND CODES
The committee types and codes are checked against the valid
committee types and codes defined on the MARKS CODE FILE.
When entering the member's name, spouse's name, and
sponsor's name, the following rules should be followed:
1) Always enter the name in the following order:
LAST NAME, FIRST NAME, and MIDDLE INITIAL
2) The last name should always be followed by a comma
EXAMPLES:
Smith, John L.
Jones, Mary K.
MESSAGES
RECORD ADDED
The membership record has been added to the MEMBERSHIP FILE.
COMMITTEE TYPE INVALID
The committee type and/or code cannot be found on the MARKS
CODE FILE.
MEMBERSHIP STATUS INVALID
The membership status cannot be found on the MARKS CODE
FILE.
DEGREE LEVEL INVALID
The degree level cannot be found on the MARKS CODE FILE.
INSURANCE STATUS INVALID
The insurance status cannot be found on the MARKS CODE
FILE.
17
8.2 UPDATE MEMBERSHIP INFORMATION
To update membership information, press the function key F2.
The MEMBERSHIP UPDATE SCREEN will be displayed requesting you
enter the member's MEMBERSHIP NUMBER or any portion of the
member's last name (up to 10 characters). After entering the
requested information, press the ENTER key.
If the MEMBERSHIP NUMBER is entered, the computer will search
the MEMBERSHIP FILE for a matching MEMBERSHIP NUMBER. If a
match occurs, the membership record is displayed. Otherwise,
the same screen is redisplayed along with the message:
REQUESTED RECORD NOT ON FILE
If part of the member's last name is entered, the computer
will invoke the name search process. The name search process
displays a screen containing up to ten members, beginning with
the last name that matches as close as possible to the last name
given. You select the desired member from the menu of names by
entering the LINE NO of the member desired. The desired
member's record is then displayed for update.
To update the member's record, move the cursor to the
appropriate field and type over the data in the field. After
changing all information, press the function key F7 and the
record will be updated on the MEMBERSHIP FILE.
Remember the rules on how to enter the member's name,
spouse's name, and sponsor's name. For more information, please
refer to the section on adding new members.
18
Information relating to the committees the member serves on
can be updated on the MEMBERSHIP UPDATE SCREEN but you might
want to use the COMMITTEE UPDATE SCREEN (discussed in a later
section) which was designed specifically for updating committee
information.
MESSAGES
RECORD UPDATED
The information in the membership record was updated on the
MEMBERSHIP FILE.
COMMITTEE TYPE INVALID
The committee type or committee code is not on the MARKS
CODE FILE.
MEMBERSHIP STATUS INVALID
The membership status is not on the MARKS CODE FILE.
DEGREE LEVEL INVALID
The degree level is not on the MARKS CODE FILE.
INSURANCE STATUS INVALID
The insurance status is not on the MARKS CODE FILE.
8.3 DELETE MEMBERS
Occasionally, you will want to delete a member's record from
the MEMBERSHIP FILE. To delete someone, press F3 and the MEMBER-
SHIP DELETE SCREEN will be displayed and you will be requested to
enter the member's MEMBERSHIP NUMBER or the member's last name
19
(up to 10 characters). After entering the requested information,
press the ENTER key.
If the MEMBERSHIP NUMBER is entered, the computer will
search the MEMBERSHIP FILE for a matching MEMBERSHIP NUMBER. If
the computer finds a match, the membership record is displayed.
Otherwise, the same screen is redisplayed with the message:
REQUESTED RECORD NOT ON FILE
If the member's last name (up to 10 characters) is entered,
the name search process is invoked. The name search process
displays a screen containing up to ten members, beginning with
last name that matches as close as possible to the last name
given. Select the desired member from the names menu by enter-
ing the LINE NO of the member desired. That record is then
displayed on the screen.
Please verify that the record displayed is the record you
want to delete. If so, type "Y" (the default is "N" for NO)
and press the ENTER key and the record will be deleted.
MESSAGES
RECORD DELETED
The record you requested be deleted was deleted from the
MEMBERSHIP FILE.
REQUESTED RECORD NOT ON FILE
The record you requested cannot be found on the MEMBERSHIP
FILE.
20
8.4 MEMBERSHIP REPORTS
Several reports are provided listing all kinds of infor-
mation in many different sort sequences. From address labels to
post cards, there are various reports that can be run from the
MEMBERSHIP FILE.
All reports will print on 9 1/2" by 11" paper and can be
printed using a narrow (80 column) or wide (133 column) carriage
printer.
8.4.1 MEMBERSHIP REPORT BY MEMBER NAME (MEMB40)
This report is printed alphabetically by MEMBER NAME. The
report contains information such as the member's name, address,
zip code, telephone number, membership status, and degree level.
At the end of the report, the total number of members printed is
shown.
PARAMETERS
DEGREE LEVELS: ALL prints all degree levels
SEL allows up to 3 to be selected
MEMBERSHIP STATUS: ALL prints all membership statuses
SEL allows up to 3 to be selected
8.4.2 MEMBERSHIP REPORT BY MEMBERSHIP NUMBER (MEMB41)
MEMB41 is printed in MEMBERSHIP NUMBER sequence. On this
report you will see listed the member's membership number, name,
address, telephone number, and degree level. At the end of the
report, the total number of members printed is shown.
21
PARAMETERS
DEGREE LEVELS: ALL prints all degree levels
SEL allows up to 3 to be selected
MEMBERSHIP STATUS: ALL prints all membership statuses
SEL allows up to 3 to be selected
8.4.3 MEMBERSHIP REPORT BY DEGREE LEVEL (MEMB42)
This report is printed in degree level sequence. All 1st
degree members are printed first, followed by 2nd, 3rd, and then
4th degree members. Within each degree level, the members are
listed alphabetically by name. The report will show the member's
membership number, name, address, telephone number, and degree
level. The number of members listed on the report will be
printed at the end.
PARAMETERS
DEGREE LEVELS: ALL prints all degree levels
SEL allows up to 3 to be selected
MEMBERSHIP STATUS: ALL prints all membership statuses
SEL allows up to 3 to be selected
8.4.4 MEMBERSHIP REPORT BY DATE JOINED (MEMB43)
MEMB43 will list the members by date joined. On this report
you can see the member's membership number, name, telephone
number, date joined, and degree level. The member's address is
not printed. At the end of the report, the number of members
printed is shown.
PARAMETERS
DEGREE LEVELS: ALL prints all degree levels
SEL allows up to 3 to be selected
22
MEMBERSHIP STATUS: ALL prints all membership statuses
SEL allows up to 3 to be selected
8.4.5 MEMBERSHIP RECORD DUMP REPORT (MEMB44)
You should find this report very useful when on occasion,
the membership information on MARKS should be re-verified. You
can run MEMB44 to list all of the information currently main-
tained on each member. After the report is printed, it can be
distributed to each member for verification. Hopefully, any
changes not previously reported will be reported at this time.
For example, a member may have had their telephone number
changed but never reported it to you.
The sheets that are returned can then be used to update the
members record on MARKS. It is suggested that you back up MARKS
after making the updates.
PARAMETERS
DEGREE LEVELS: ALL prints all degree levels
SEL allows up to 3 to be selected
MEMBERSHIP STATUS: ALL prints all membership statuses
SEL allows up to 3 to be selected
8.4.6 MEMBERSHIP ADDRESS LABELS (MEMB46)
A very useful thing to any organization is the ability to
print address labels. The label format is "ONE ACROSS" and the
size is 3 1/2" by 15/16".
23
The program will ask if the user wants PRINTER SETUP. If
so, answer "YES" and the computer will print two labels with all
X's. If the printer needs to be adjusted, adjust the printer
and continue. If no additional setup is needed, answer "NO"
to the PRINTER SETUP question.
PARAMETERS
DEGREE LEVELS: ALL prints all degree levels
SEL allows up to 3 to be selected
MEMBERSHIP STATUS: ALL prints all membership statuses
SEL allows up to 3 to be selected
PRINTER SETUP: YES do printer setup
NO bypass printer setup
8.4.7 MEMBERSHIP DUES - BILLING (MEMB48)
Normally, members of an organization are required to pay
annual dues. Many members will pay their dues while attending
the reqular scheduled meetings, however, some members never
attend. For those members who never attend, MEMB48 can be used
to print a bill showing the amount of dues owed. On each bill,
the following information is printed:
1) Description of Charges
2) Current Year Dues and Previous Year Dues (arrears)
3) Paid Current Year and Paid Previous Year
4) Current Year Total and Previous Year Total
5) Pay This Amount Total
6) Member Name, Address, and Membership Number
7) Any message you want
The member's address will print on the bill so window
envelopes can be used. The measurements for the window envelopes
are as follows:
24
ACTUAL: 9 1/2" X 4 1/8"
(STANDARD #10 WINDOW)
WINDOW SIZE: 4 1/2" X 1 1/8"
POSITION FROM LEFT: 7/8"
POSITION FROM BOTTOM: 1/2"
PARAMETERS
YEAR: XXXX where XXXX is the year (i.e. 1991)
CURRENT YEAR DUES: XXX.XX where XXX.XX is the dues for
the current year
PREVIOUS YEAR DUES: XXX.XX where XXX.XX is the dues
for the previous year
PRINT MESSAGE: XXXX each line contains 76 characters
and there can be 5 lines
DEGREE LEVELS: ALL prints all degree levels
SEL allows up to 3 to be selected
MEMBERSHIP STATUSES: ALL prints all membership statuses
SEL allows up to 3 to be selected
8.4.8 MEMBERSHIP DUES - REMINDERS (MEMB49)
Another report that can be printed is the REMINDERS. The
reminders are printed on regular 9 1/2" by 11" plain. The infor-
mation that is printed on the REMINDERS is very similar to the
information printed on the BILLS.
The members address will print on the reminder so window
envelopes can be used. The measurements for the window envelopes
are as follows:
ACTUAL: 9 1/2" X 4 1/8"
(STANDARD #10 WINDOW)
WINDOW SIZE: 4 1/2" X 1 1/8"
POSITION FROM LEFT: 7/8"
POSITION FROM BOTTOM: 1/2"
25
PARAMETERS
YEAR: XXXX where XXXX is the year (i.e. 1991)
CURRENT YEAR DUES: XXX.XX where XXX.XX is the dues for
the current year
PREVIOUS YEAR DUES: XXX.XX where XXX.XX is the dues
for the previous year
PRINT MESSAGE: XXXX each line contains 76 characters
and there can be 5 lines
DEGREE LEVELS: ALL prints all degree levels
SEL allows up to 3 to be selected
MEMBERSHIP STATUSES: ALL prints all membership statuses
SEL allows up to 3 to be selected
8.4.9 MEMBERSHIP DUES - BILLING REGISTER (MEMB50)
This report can be run in conjunction with the bills and
reminders. The billing register will list the amount of dues
owed by each member. It will also show any member who is in
arrears. The billing register lists the member's name, descrip-
tion of charges, current year dues owed and arrears, current year
dues paid and arrears paid, and current year dues still owed (if
any) and any arrears still owed. A total amount still owed by
each member is also printed.
PARAMETERS
YEAR: XXXX where XXXX is the year (i.e. 1991)
CURRENT YEAR DUES: XXX.XX where XXX.XX is the dues for
the current year
PREVIOUS YEAR DUES: XXX.XX where XXX.XX is the dues
for the previous year
DEGREE LEVELS: ALL prints all degree levels
SEL allows up to 3 to be selected
26
MEMBERSHIP STATUSES: ALL prints all membership statuses
SEL allows up to 3 to be selected
8.4.10 MEMBERSHIP DUES - PAYMENT REGISTER (MEMB51)
Another useful report is the PAYMENT REGISTER. This report
list all members who have paid their dues. Listed on this report
is the member's name, membership number, degree level, telephone
number, membership status, amount of dues paid in the previous
year, and amount of dues paid on the current year. At the end
of the report, totals on the previous year dues paid and current
year dues paid are listed. At the very end, a total reflecting
the total number of members listed on the report is printed.
PARAMETERS
YEAR: XXXX where XXXX is the year (i.e. 1991)
CURRENT YEAR DUES: XXX.XX where XXX.XX is the dues for
the current year
PREVIOUS YEAR DUES: XXX.XX where XXX.XX is the dues
for the previous year
DEGREE LEVELS: ALL prints all degree levels
SEL allows up to 3 to be selected
MEMBERSHIP STATUSES: ALL prints all membership statuses
SEL allows up to 3 to be selected
8.4.11 MEMBERSHIP POST CARDS (MEMB52)
The purpose of this program is to print post cards which
can be used to notify members of any up-coming activity or event.
Another example of when you may want to print post cards is if
a policy change has occurred that needs to be communicated to all
members.
27
This program will print the members address on one side of
the post card and the message on the other side. To complete
this task, the post cards must be run through the printer twice
(first to print the address, and second to print the message).
PARAMETER
WHICH SIDE?: ADDRESS print address side of post card
MESSAGE print message side of post card
MESSAGE: enter message to be printed (50 characters per
line, 10 lines)
PRINTER SETUP (Y/N): Y yes, do printer setup
N no, do not do printer setup
DEGREE LEVELS: ALL prints all degree levels
SEL allows up to 3 to be selected
MEMBERSHIP STATUSES: ALL prints all membership statuses
SEL allows up to 3 to be selected
8.5 MEMBERSHIP MAINTENANCE
This section discusses the maintenance that is required on
the MEMBERSHIP FILE. At the present time, the only maintenance
that is required has to do with membership dues (refer to the
next section for information on how to initialize the dues paid
field).
8.5.1 INITIALILIZE DUES PAID FOR NEW YEAR (MEMB81)
At the beginning of each year, MEMB81 should be run to
initialize the dues paid field. The primary purpose of this
program is to initialize the current dues paid field for the
new year.
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MEMB81 reads each member's record on the MEMBERSHIP FILE and
performs maintenance on the CURRENT DUES PAID field and PREVIOUS
DUES PAID field. The information in the previous dues paid field
is replaced by the information in the current dues paid field and
the information in the current dues paid field is reset to zero.
REMINDER: be sure you have a current backup of the
MEMBERSHIP FILE before you run MEMB81. If you don't, follow
the instructions on backing up your files discussed earlier in
the section on BACKUPS.
PARAMETERS
DUES YEAR: XXXX where XXXX is the year (i.e. 1991)
DEGREE LEVELS: ALL prints all degree levels
SEL allows up to 3 to be selected
MEMBERSHIP STATUSES: ALL prints all membership statuses
SEL allows up to 3 to be selected
For a printed sample of MEMB81, refer to the section on reports.
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9. COMMITTEES
A big task of any organization or club is the management of
all the various committees. Each member is assigned to one or
more committees with one of the members serving as the chair-
person (or head of the committee). Periodically, the committees
are reviewed and members are reassigned.
MARKS was designed to help reduce the amount of time spent
managing the committees. Members can be added to committees and
removed from committees very easily. In addition, reports list-
ing all of the committees or selected committees can be printed.
As was mentioned in the overview, MARKS is a table driven
system. What this means is that each organization or club can
set up (define) the committees that are valid for them. The
name of the committees are defined by the organization and appear
on the data entry screens and committee reports. For additional
information on how to set up the committees, refer to the section
on MARKS CODE FILE.
9.1 UPDATE TO COMMITTEES
You can add and/or remove a member from a committee as
needed. To do this, press the function key F1 and the COMMITTEE
ADD SCREEN will be displayed requesting that you enter the
member's MEMBERSHIP NUMBER or member's last name (up to 10
characters). After entering the requested information, press
the ENTER key.
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If the MEMBERSHIP NUMBER is entered, the computer will
search the MEMBERSHIP FILE for a matching MEMBERSHIP NUMBER. If
a match occurs, the membership record is displayed. Otherwise,
the same screen is redisplayed along with the message:
REQUESTED RECORD NOT ON FILE
If part of the member's last name is entered, the computer
will invoke the name search process. The name search process
displays a screen containing up to ten members, beginning with
the last name that matches as close as possible to the last name
given. At this time, select the desired member from the menu of
names by entering the LINE NO of the member desired. The
desired member's record showing the committees assigned (if any)
is then displayed.
To assign a member to a committee, move the cursor to the
first blank line and enter the committee code and type. Press
F7 and the member will be added to the requested committee.
To remove a member from a committee, move the cursor to the
line with the committee code and type, blank both the
committee code and type, and then press F7. The member will then
be removed from that committee.
SPECIAL NOTE: both functions (the add and remove) can be
done on the same screen at the same time. The program will
rearrange the committees leaving the ones still assigned and
removing any that were deleted.
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MESSAGES
RECORD UPDATED
The committee information in the member's record was updated
on the MEMBERSHIP FILE.
COMMITTEE INVALID
The committee type is not on the MARKS CODE FILE. Or, the
committee code is not on the MARKS CODE FILE.
9.2 COMMITTEE REPORTS
Several committee reports are provided so the organization
can easily manage the various committees. The committee reports
provide needed information such as which members are assigned
to which committees and critical information like the member's
telephone number and address.
All reports print on 9 1/2" by 11" paper and can be printed
using a narrow (80 column) or wide (133 column) carriage printer.
9.2.1 COMMITTEE REPORT BY COMMITTEE - FORMAT A (COMM40)
This report prints alphabetically by committee. The members
are listed alphabetically within each committee. Listed on the
report is the chairperson of the committee, the name of the
committee, and all members assigned to the committee. In
addition, the reports list the member's membership number, name,
address, telephone number, and degree level. When a break on
committee occurs, the total number of members assigned to the
committee is printed.
32
PARAMETERS
DEGREE LEVELS: ALL prints all degree levels
SEL allows up to 3 to be selected
MEMBERSHIP STATUS: ALL prints all membership statuses
SEL allows up to 3 to be selected
COMMITTEE TYPE: XXX where XXX is the committee type
COMMITTEE CODE: XXX where XXX is the committee code
9.2.2 COMMITTEE REPORT BY COMMITTEE - FORMAT B (COMM41)
COMM41 lists the committees in alphabetic order. Within
each committee, the members are listed alphabetically. Shown on
the report is the member's membership number, name, and telephone
number. Also listed is the chairperson of the committee. When a
break on committee occurs, the total number of members assigned
to the committee is printed.
PARAMETERS
DEGREE LEVELS: ALL prints all degree levels
SEL allows up to 3 to be selected
MEMBERSHIP STATUS: ALL prints all membership statuses
SEL allows up to 3 to be selected
COMMITTEE TYPE: XXX where XXX is the committee type
COMMITTEE CODE: XXX where XXX is the committee code
9.2.3 COMMITTEE REPORT BY MEMBER NAME (COMM42)
This report list all members in alphabetical sequence. The
member's membership number, name and telephone number is listed.
Futhermore, every committee the member serves on is also listed
33
(committee type, code, and name). At the end of the report, a
total is printed reflecting the total number of members printed
on the report.
PARAMETERS
DEGREE LEVELS: ALL prints all degree levels
SEL allows up to 3 to be selected
MEMBERSHIP STATUS: ALL prints all membership statuses
SEL allows up to 3 to be selected
COMMITTEE TYPE: XXX where XXX is the committee type
COMMITTEE CODE: XXX where XXX is the committee code
9.2.4 COMMITTEE ADDRESS LABELS (COMM43)
COMM43 prints address labels by committee. The labels are
printed alphabetically by the member's name within the committee.
The label format is "ONE ACROSS" and the labels size is 3 1/2"
by 15/16".
The program will ask if the user wants PRINTER SETUP. If
so, answer "YES" and the computer will print two labels with all
X's. If the printer needs to be adjusted, adjust the printer
and continue. If no additional setup is needed, answer "NO" to
the PRINTER SETUP question and the computer will print the
labels.
PARAMETERS
DEGREE LEVELS: ALL prints all degree levels
SEL allows up to 3 to be selected
34
MEMBERSHIP STATUS: ALL prints all membership statuses
SEL allows up to 3 to be selected
COMMITTEE TYPE: XXX where XXX is the committee type
COMMITTEE CODE: XXX where XXX is the committee code
9.2.5 COMMITTEE POST CARDS (COMM44)
This process was written to provide an easy means of commun-
icating with members assigned to particular committees. Many
times members of a particular committee need to be informed about
up-coming events or changes in policy. Instead of calling every-
one, you can use this process to print post cards making the task
less time consuming.
To print the post cards, you must run the post cards through
the printer twice. First, print the member's address and the
organization's return address. Second, print the desired message
on the opposite side.
PARAMETERS
DEGREE LEVELS: ALL prints all degree levels
SEL allows up to 3 to be selected
MEMBERSHIP STATUS: ALL prints all membership statuses
SEL allows up to 3 to be selected
COMMITTEE TYPE: XXX where XXX is the committee type
COMMITTEE CODE: XXX where XXX is the committee code
35
10 RESERVATIONS (HALL)
The management of the day to day activities of an organiza-
tion or club is becoming more and more demanding. One area
that must be carefully managed is the renting of an organiza-
tion's facility. MARKS provides the software to help manage this
very important task.
With the reservation system, you can add new reservations,
update existing reservations, and delete cancelled reservations.
In addition, several reports are provided showing detail
information on each reservation made.
From the main menu, you can select RESERVATION by pressing
function key F3 and the RESERVATION MENU is displayed. From
here you can chosse to add, update, or delete reservation
information. Or, request the RESERVATION REPORTS MENU to run a
desired report.
10.1 ADD RESERVATIONS
New reservations can be added by pressing F1. After press-
ing F1, the computer will display the RESERVATION ADD SCREEN.
Enter the information on the reservation in the appropriate
fields and press the ENTER key. Use F7 after all required
information is entered to quickly add the record to the
RESERVATION FILE. The required fields are listed below:
36
RESERVATION TIMES
The reservation times must be entered to reserve the hall.
Use AM and PM to designate morning or afternoon.
RESERVATION CODE
The reservation code is checked against the valid reserva-
tion codes on the MARKS CODE FILE.
ACTIVITY CODE
The activity code is checked against the valid activity
codes on the MARKS CODE FILE.
MESSAGES
RECORD ADDED
The reservation record has been added to the RESERVATION
FILE.
RESERVATION CODE INVALID
The reservation code cannot be found on the MARKS CODE
FILE.
ACTIVITY CODE INVALID
The activity code cannot be found on the MARKS CODE FILE.
10.2 UPDATE RESERVATION INFORMATION
To update reservation information, press the function key
F2. The RESERVATION UPDATE SCREEN will be displayed requesting
you enter the reservation date or the name of the person or
company who made the reservation (up to 6 characters). After
entering the requested information, press the ENTER key.
37
If the reservation date is entered, the computer will search
the RESERVATION FILE for reservations beginning with the date
requested. If the search is successful, the name search process
will display a screen containing up to ten reservations, starting
with the reservation date entered.
If the name of the person or company who reserved the hall
is entered, the computer will search the RESERVATION FILE for
reservations made by that name. The name search process will
display a screen containing up to ten reservations, beginning
with the name that matches as close as possible to the name
given.
From the NAME SEARCH SCREEN, select the desired reservation
from the reservations displayed by entering the LINE NO of the
reservation desired. That record is then displayed on the
screen.
To update the reservation record, move the cursor to the
appropriate field and type over the data in the field. After
changing all information desired, press the function key F7 and
the record will be updated on the RESERVATION FILE.
If you need to change the reservation date and/or times, you
must delete the reservation and then re-add the reservation.
Refer to the sections on deleting and adding new reservations.
MESSAGES
RECORD UPDATED
The information in the reservation record was updated on
the RESERVATION FILE.
38
RESERVATION CODE INVALID
The reservation code is not on the MARKS CODE FILE.
ACTIVITY CODE INVALID
The activity code is not on the MARKS CODE FILE.
10.3 DELETE RESERVATION RECORD
Sometimes it is necessary to remove a reservation record
from the RESERVATION FILE. To delete a reservation record, press
F3 and the RESERVATION DELETE SCREEN will be displayed and you
will be requested to enter the reservation date or the name of
the person or company who made the reservation (up to 6
characters). After entering the requested information, press
the ENTER key.
If the reservation date is entered, the computer will search
the RESERVATION FILE for records beginning with the date given.
If the computer is successful, the name search process displays
a screen containing up to 10 reservation records, starting with
the reservation date requested.
If the name of the person or company who reserved the hall
is entered, the computer will search the RESERVATION FILE for
reservations made by that name. The name search process will
display a screen containing up to ten reservations, beginning
with the name that matches as close as possible to the name
given.
39
From the NAME SEARCH SCREEN, select the desired reservation
from the reservations displayed by entering the LINE NO of the
reservation desired. That record is then displayed on the
screen.
Please verify that the record displayed is the record you
want to delete. If so, type "Y" (the default is "N" for NO) and
press the ENTER key and the record will be deleted.
MESSAGES
RECORD DELETED
The record you requested be deleted was deleted from the
RESERVATION FILE.
10.4 RESERVATION REPORTS
Several reservation reports are provided for management to
use. Information added to the RESERVATION FILE can be printed
by pressing F6 (RESERVATION REPORTS).
All reports will print on 9 1/2" by 11" paper and can be
printed using a narrow (80 column) or wide (133 column) carriage
printer.
10.4.1 RESERVATIONS BY DATE (RESV40)
The report is printed by date reserved. This report prints
information like date reserved, reservation code, time reserved,
name and address of the person or company who made the reserva-
40
tion, home phone number, work phone number, alternate name, and
a brief description of the event. At the end of the report, the
total number of reservations printed is shown.
PARAMETERS
RESERVATION CODE: ALL prints all reservation codes
SEL allows up to 3 to be selected
ACTIVITY CODE: ALL prints all activity codes
SEL allows up to 3 to be selected
10.4.2 RESERVATIONS BY DATE - BREAK ON MONTH (RESV41)
The report is printed by date reserved and advances to a new
page when there is a break in month. The report prints the date
reserved, reservation code, time reserved, the name and address
of the person or company who made the reservation, home phone
number, work phone number, alternate name, and a brief descrip-
tion of the event. At the end of the report, the total number
of reservations printed is shown.
PARAMETERS
RESERVATION CODE: ALL prints all reservation codes
SEL allows up to 3 to be selected
ACTIVITY CODE: ALL prints all activity codes
SEL allows up to 3 to be selected
For a printed sample of RESV41, refer to the section on reports.
10.4.3 RESERVATIONS BY NAME (RESV42)
The report is printed by the name or company who made the
reservation. The report prints the date reserved, reservation
41
code, time reserved, the name and address of the person or
company who made the reservation, home phone number, work phone
number, alternate name, and a brief description of the event.
At the end of the report, the total number of reservations
printed is shown.
PARAMETERS
RESERVATION CODE: ALL prints all reservation codes
SEL allows up to 3 to be selected
ACTIVITY CODE: ALL prints all activity codes
SEL allows up to 3 to be selected
10.4.4 RESERVATIONS BY RESERVATION CODE (RESV43)
The report is printed by reservation code. The report lists
the date reserved, reservation code, time reserved, the name and
address of the person or company who made the reservation, home
phone number, work phone number, alternate name, and a brief
description of the event. At the end of the report, the total
number of reservations printed is shown.
PARAMETERS
RESERVATION CODE: ALL prints all reservation codes
SEL allows up to 3 to be selected
ACTIVITY CODE: ALL prints all activity codes
SEL allows up to 3 to be selected
42
10.4.5 RESERVATIONS PAYMENT REGISTER (RESV44)
The report is printed by the name of the person or company
who made the reservation. Listed on the report is the date
reserved, reservation code, time reserved, name and address of
the person or company who made the reservation, amount of rent,
amount of rent paid, alternate name, and a brief description
of the event. At the end of the report, the total number of
reservations printed is shown.
PARAMETERS
RESERVATION CODE: ALL prints all reservation codes
SEL allows up to 3 to be selected
ACTIVITY CODE: ALL prints all activity codes
SEL allows up to 3 to be selected