Lion Share

home *** CD-ROM | disk | FTP | other *** search

/ Lion Share / lionsharecd.iso / dos_misc / cmts3a.exe / CMTS.DOC < prev next >

Wrap

Text File | 1991-05-27 | 255.0 KB | 7,141 lines

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. 2.5III.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>. 3.1IV.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 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 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 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. 4.21V.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 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 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 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 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 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 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 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 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 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 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 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. 8.6IXCUSTOMIZE 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 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 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. 11.2TRN_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