Monster Media 1994 #1

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

/ Monster Media 1994 #1 / monster.zip / monster / PERSONAL / BEVSY108.ZIP / PROGRAMS.ZIP / BEAVSYS.DOC next >

Wrap

Text File | 1994-03-30 | 49KB | 1,156 lines

"BEAVSYS" Beaver Colony Management System ═════════════════════════════════════════ Version 1.08 Mar 29, 1993 Developed by Bruce Howson B D H Consultants Bayview Hills Eagles Scouts 212 Waratah Ave Newmarket, Ontario L3Y 5J7 Copyright 1992, B D H Consultants All Rights Reserved. IMPORTANT NOTE: This is a shareware version of BEAVSYS which may be copied and distributed for evaluation purposes as described in the License Agreement below. However, IT MAY NOT BE DISTRIBUTED AS PART OF ANY OTHER SOFTWARE PACKAGE. Please report violations to Bruce Howson at the above address. TABLE OF CONTENTS ═════════════════ SYSTEM REQUIREMENTS...................................................2 PURPOSE OF "BEAVSYS"..................................................3 WHAT IS SHAREWARE.....................................................4 REGISTRATION..........................................................5 LICENSE AGREEMENT.....................................................5 SUPPORT...............................................................6 MAIN MENU OPTIONS.....................................................7 Control File Maintenance Menu.....................................7 Accomplishments Entry Menu........................................7 Reports and Inquiries Menu........................................7 System Utilities Menu.............................................8 Financials Menu...................................................8 CONTROL FILE MAINTENANCE MENU OPTIONS.................................9 Membership Basic Data Maintenance.................................9 Lodge Names Maintenance..........................................11 Select Lodge Members.............................................11 ACCOMPLISHMENTS ENTRY MENU OPTIONS...................................12 Enter Meeting Attendance.........................................12 Enter Dues or Activity Fees Paid.................................13 Check for Upcoming Birthdays.....................................13 REPORTS AND INQUIRIES MENU OPTIONS...................................14 Member's Address and Phone List..................................14 Emergency Contact Phone List.....................................14 Known Health Problems Listing....................................15 Print Attendance Record Sheet....................................15 Print Dues/Fees Record...........................................15 Print Youth Memo Data............................................15 Inspection/Activity Points Earned................................15 Dues/Activity Fees Paid List.....................................15 SYSTEM UTILITIES MENU OPTIONS........................................16 Configuration File Maintenance...................................16 Back Up All Data to Floppy.......................................17 Restore All Data from Floppy.....................................17 Re-Index All Data Files..........................................17 Reset System Date and Time.......................................17 Purge Old Attendance Records.....................................17 Purge Old Dues/Fees Records......................................18 Create Export Data File..........................................18 Flag All Beavers, Leaders as Inactive............................18 FINANCIALS MENU OPTIONS..............................................19 Enter Cheque Book Transactions...................................19 Category File Maintenance........................................20 Sub Category File Maintenance....................................20 Cheque Book Register List........................................20 Account Detail by Category List..................................20 Account Summary by Category List.................................20 BEAVSYS Page 1 SYSTEM REQUIREMENTS ═══════════════════ "BEAVSYS" requires the following minimum system configuration: - DOS Version 3.3 or higher (earlier versions of DOS only allow 20 file handles to open at a time. This includes those file handles used for the Screen, Keyboard, Printer, etc.), - 512K or more of memory, - a hard drive with at least 1.5 megabytes of free space, - a printer which supports the IBM character set (Graphics) In addition, your CONFIG.SYS file must contain a line showing at least the following number of files: FILES=60 If you have a CONFIG.SYS file that does not contain this line ( or FILES are less than 60), you must edit your CONFIG.SYS file so it does. Use any ASCII text editor or your DOS editor to modify the file. Refer to your DOS manual if necessary. Be sure to reboot your computer to implement the changes. A note on the FILES= in CONFIG.SYS. DOS uses file handles to control the computer and run programs. The default number of Files with no FILES= statement is 20. Dos uses about 10 of these to control the basic operation of your computer (keyboard, screen, floppies, parallel port, etc.). GROUPSYS needs about 25 file handles to run. If you have any resident programs or are using a multi-tasking program, you may need to increase the number of file handles by increasing the number in the FILES= line in your CONFIG.SYS. As each system is run differently, we cannot determine the optimum number of Files. If you get an Error such as : DBFNTX/1003 Open Error : ????????.NTX or DBFNTX/1006 Create Error: ????????.NTX then you MUST increase the number of Files in your CONFIG.SYS file. "BEAVSYS" has been tested on 4.77 Mhz IBM XT's, 286 compatibles,386 compatibles and 486 compatibles. Obviously the response time on the 486's was superb, but even on the XT's the response time was good. Every effort has been made to ensure that "BEAVSYS" will run properly on any size machine with the minimum system requirements shown above. BEAVSYS Page 2 THE PURPOSE OF "BEAVSYS" ═════════════════════════ BEAVSYS was written to: Reduce considerably the time, effort and co-ordination required to maintain the records for a typical Beaver Colont. As any Beaver Leader knows, this can take a lot of time to do properly. BEAVSYS will enable you to keep the records up to date in only a few minutes each week. Provide a method of providing data quickly and easily to Group Committe during the registration process as well as providing data for the Pack Leaders as youths swim up to Cubs. The registered version is different in the following ways: The licensed version does not have those nagging 4 screens at the beginning of the program. Registered users are regularly informed of new upgrades and any new software availability. Registered users who submit any enhancement suggestions will have a better chance of having that suggestion implemented. The license agreement doesn't allow you to distribute the registered version to other people with the exception of Scouters within the same Colony. BEAVSYS Page 3 WHAT IS SHAREWARE ═════════════════ "BEAVSYS" is a copyrighted program developed and owned by B D H Consultants and the Bayview Hills Scout Troop in Newmarket, Ontario. "BEAVSYS is distributed as Shareware. Shareware does not mean free and it does not mean public domain. Shareware is a distribution method not a type of software. The Shareware system enables you to try before you buy. If you try a Shareware program, find it suits your needs and continue using it, you are expected to register it. Those who don't find the program useful are free to junk it or better yet pass it on to a friend. The Shareware distribution method keeps overheads low and hence prices are also low. Shareware has the ultimate money back guarantee--if you don't use it, you don't pay for it. Copyright laws apply equally to both commercial software and Shareware software and the author retains all rights except as stated below. "BEAVSYS" is copyrighted and owned by the authors and only the authors have the right to sell it. However, "BEAVSYS" may be copied and used freely for evaluation purposes only. Firms involved in Shareware program distribution may distribute it and only charge a fee to cover copying and handling costs. BEAVSYS is a "shareware program" and is provided at no charge to you for evaluation. Feel free to share it with your friends. The essence of "user-supported" software is to provide you with quality software without high prices, and yet to give us incentive to continue to develop new products. BEAVSYS Page 4 REGISTRATION ════════════ If you plan to use BEAVSYS to maintain your Colony records you must send a registration payment of $15.00 (plus applicable taxes) to: Bruce Howson B D H Consultants Bayview Hills Eagles Scouts 212 Waratah Ave. Newmarket, Ontario L3Y 5J7 Your $15.00 registration will license one copy of BEAVSYS for use by your Colony. This means you may freely copy the program and files for use by more than one Colony Leader as long as they are involved with the same Colony. Print an order form from the Main Menu Option #5. Please, cheques or money orders only. If there is more than one Colony in your Group, you may opt for the Group License for $30.00. This permits use by all Beaver Colonies as long as they are involved with the same Group. BEAVSYS is a fund raising project for our Troop. You are encouraged to pass a copy of BEAVSYS along to your friends and fellow Scouters for evaluation, but please encourage them to register their copy if they like and use it. Thank you for supporting Scouting ! LICENSE AGREEMENT ═════════════════ The "BEAVSYS" program and its documentation are copyrighted works protected by Canadian and international copyright law. You are granted a license to use your copy of BEAVSYS only under the terms and conditions specified in this license agreement. BEAVSYS is a commercial software product. It is not free, nor is it in the public domain. It is distributed as Shareware, which means that you may try the software before you pay for it. However, you must stop using BEAVSYS and remove it from your computer if you decide not to pay the license fee. You may freely copy BEAVSYS and give copies of BEAVSYS to others if they also agree to the terms of this agreement. USERS OF BEAVSYS MUST ACCEPT THIS DISCLAIMER OF WARRANTY: BEAVSYS IS PROVIDED AS IS, WITHOUT WARRANTY OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING, BUT NOT LIMITED TO THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE. THE ENTIRE RISK AS TO THE QUALITY AND PERFORMANCE IS WITH YOU. B D H CONSULTANTS ASSUMES NO LIABILITY FOR DAMAGES, DIRECT OR CONSEQUENTIAL, WHICH MAY RESULT FROM THE USE OF BEAVSYS. BEAVSYS Page 5 HOW TO REACH US FOR SUPPORT ═══════════════════════════ We have made BEAVSYS as easy to use as possible. However, if you have a problem, or find our documentation inadequate, we would like to hear from you. You can reach us via Mail at: B D H Consultants Bayview Hills Eagles Scouts 212 Waratah Ave. Newmarket, Ontario L3Y 5J7 You will get faster service from us via electronic mail : Our CompuServe ID number is 70031,3047. Our FidoNet address is : 1:229/15 BEAVSYS Page 6 Main Menu Options ═════════════════ At all menus you can either move the highlight to the desired option and hit "Enter" or simply select the desired menu option number. The current system time will be shown in the top right corner of each menu. ╔═══════ BEAVER COLONY FILE SYSTEM ══════╗ ║ Version 1.02 ║ ║ ║ ║ 1. Control File Maintenance Menu ║ ║ ║ ║ 2. Accomplishments Entry Menu ║ ║ ║ ║ 3. Reports and Inquiries Menu ║ ║ ║ ║ 4. System Utilities Menu ║ ║ ║ ║ 5. Financials menu ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ 6. Read Documentation ║ ║ ║ ║ 7. Print Registration Form ║ ║ ║ ║ ║ 8. Print Suggestion Form ║ ╚══════════════ Esc to QUIT ═════════════╝ 1. Control File Maintenance Menu This option will lead you to a menu allowing you to maintain the necessary control files required to effectively run the system. This is where all Beaver and Leader Basic Data is specified. 2. Accomplishments Entry Menu This is the option where you enter all accomplishments by your Beavers. As there are no current Scout Canada specified Badges or Awards for Beavers, it currently is used for Attendance and Dues records.As Scouts Canada revises it requirements, this area will be used to record accomplishments. 3. Reports and Inquiries Menu Next to entering accomplishments, this is where you will find yourself most often. There is a Member's Listing, an Emergency Contact Listing BEAVSYS Page 7 Main Menu Options con't ═══════════════════════ (for outings), a List of Known Health Problems (if specified in Beaver Basic Data Maintenance), and an Attendance record. All reports except the Attendance or Dues Records can be printed to the Screen, to the Printer or to a Disk File for future reference. 4. Systems Utilities Menu Here is where you will find a set of System Utilities. There is a Configuration File where you specify your Colony name, whether you have a colour monitor or monochrome, and can specify your specific printer type. In addition, there are routines to Back-up your data, Restore your data, Re-Index your data files if you feel it is necessary, Reset the System Date & Time, and purge old Attendance records. Only Attendance records have a purge as all other data is automatically purged whenever you delete a Beaver or Leader from the database. In addition, if the Cub Packs in your Group are using the Cub version of this program, CUBSYS, there is an export function to automatically export a youth's basic data to the Pack to simplify data entry. If your Group Committee is using GROUPSYS this export function can create Beaver and Leader data files for GROUPSYS to import. This eases and speeds the registration process. 5. Financials Menu This menu will give you access to a checkbook style financial tracking system as well as various reports. All income and expenses can be tracked by categories and sub-categories. These categories and sub- categories are defined by you. BEAVSYS Page 8 Control File Maintenance Menu Options ═════════════════════════════════════ ╔═══════════ CONTROL FILE MAINTENANCE MENU ════════════╗ ║ ║ ║ 1. Membership Basic Data ║ ║ ║ ║ 2. Lodge Names ║ ║ ║ ║ 3. Select Lodge Members ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ╚═══════════════════ Esc to Return ════════════════════╝ 1. Membership Basic Data Maintenance This is where you add, edit or delete all pertinent information relating to each member of the Colony-Leader or Beaver. When you select this option you will be prompted whether you want to maintain Leader data or Beaver data. Enter "L" or "B" to specify. Throughout "BEAVSYS" the "ESC" key acts to escape the last request or to step one level back to the previous screen. Keep this in mind. Next you will be presented with a list of members either Beavers or Leaders. If you are just beginning to use "BEAVSYS", this list will be empty. "F2" will allow you to add a record for a new member. If you have existing data, members will be listed alphabetically. Beside each name is either an "A" or "I". This signifies whether a member is Active or Inactive. Inactive Members do not show up anywhere within the system except in Membership File Maintenance. Their records, however, are kept on file. This is to accomodate those Beavers or Leaders who do not re- register, but at a future date decide to re-join. Saves typing by just re-activating them. Your options at this point are: BEAVSYS Page 9 Control File Maintenance Menu Options con't ═══════════════════════════════════════════ - "F2" to add a new record - "F4" to delete an existing record (and all associated records) - "Enter" to edit an existing record - "Esc" to return to the Menu - Seek an existing member Seeking is a feature found throughout "BEAVSYS". To use it all you need to do is key the first letter of, in this case, the last name and the cursor will jump to the first record meeting that criteria. For example, keying a "B" would jump to the first name beginning with "B". If there is more than one name beginning with a "B", then key the next letter of the desired name. For example, "B" then "A" would jump to the first name beginning with "BA". And so on. This is especially useful when entering accomplishments. Seeking Beaver names can speed up data entry significantly. Cumulative keystrokes will work until you hit "Enter" or any cursor control key - Up, Down, Home, End, Page UP, or Page Down. Cursor control keys also work the same throughout "BEAVSYS". Up will move up one record in the list, Down will move down one record in the list, Home will take you to the first record in the list, End to the last record in the list, Page Up will move up one page in the list or to the first record if too close to the top, and Page Down will move down one page in the list or to the last record if too close to the bottom. Wise use of the Seeking capability as well as smart use of the cursor control keys can speed up your data entry or inquiry substantially. Back to Membership Maintenance. a. Add a Record To add a record simply hit "F2". You will be presented with a data input screen. Enter all pertinent data. The cursor "Up" key will move you back one field at a time. The cursor "Down" key will move you forward one field at a time. The Health Card Number is currently formatted for Ontario residents. This can be easily changed if there is enough out of province interest. The Known Health Problems field is a Yes/No field. If you want to specify the problems so they are on file, hit "F9". You will be presented with a free form memo pad where you can enter the Known Health Problems. This memo pad can only be used when the Known Health Problems field is Yes and the cursor is on the Health Problems Field. A general Memo field is available as well by hitting "F7". BEAVSYS Page 10 Control File Maintenance Menu Options con't ═══════════════════════════════════════════ Escape will return you to the Select Member List and WILL NOT save the data you entered. To save the data, you must either enter all fields (even if blank) or hit "Ctl-W" after you have entered as much data as you want. Be sure to exit the last field before hitting "Ctl-W". b. Edit a Record To edit existing data simply place the highlight over the name whose data you wish to edit and hit return. The same rules as for adding a record apply. c. Delete a Record To delete a record, place the highlight over the name whose data you wish to delete and hit "F4". You will be prompted to confirm you really do want to delete the record. This deletion will delete the all the member's records from the database. This includes the basic data andall Attendance records. Deletion is meant for those cases where there is no chance a member will re-join the Colony. If you are uncertain, it is better to simply mark the member as Inactive in the database. This way the records are kept and that member will not appear anywhere else in the system. You can always delete the member when you become certain. 2. Lodge Names File This file contains the Lodge Names for each Lodge in your Colony. It is used when you select Attendance or Dues entry or for several reports. 6. Assign Lodge Members You assign all Lodge members to a Lodge using this option. After selecting a Lodge you will be presented with a list of active Beavers. After highlighting a name hit either "*" to assign that Beaver to that Lodge. Type "C" to clear or remove a Beaver from that Lodge. BEAVSYS Page 11 Accomplishments Entry Menu Options ══════════════════════════════════ ╔═════ ACCOMPLISHMENT ENTRY MENU ════════╗ ║ ║ ║ 1. Enter Meeting Attendance ║ ║ ║ ║ 2. Enter Dues or Activity Fees Paid ║ ║ ║ ║ 3. Check for Upcoming Birthdays ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ╚═════════════ Esc to Return ════════════╝ 1. Enter Meeting Attendance This option is where you will do most of your data entry. It has been designed to speed this process as much as possible. You can enter by Colony or Lodge. When you select this option, a calendar will appear. Select the date the of the Meeting by using the cursor control keys. A reminder of these cursor control keys has been put at the bottom of the calendar for reference. I decided to use a calendar rather than just inputting the date because I quite often am tardy in entering data and was tired of running to the wall calendar. Let's see, our meeting was on Tuesday. If today is the 27'th then Tuesday was the...27, 26, 25, 24, 23'rd. It is a lot easier to just select a date from the pop-up calendar. Next you will be prompted for a short description of the Meeting. We use the attendance to record not only regular meetings but all outings such as Apple Day, Trees for Canada, Scout Guide Week, etc. This short description will print on the attendance sheet and can be given to Group to show participation. A list of Beavers appears next. Simply by highlighting a Beavers name and hitting "Enter" will record that Beaver as having participated in that meeting or activity. As you toggle each Beaver as having attended or not you will be presented with an entry box where you can record BEAVSYS Page 12 points earned for inspection or any other item you may want to keep a record of. If you inadvertently select the wrong Beaver don't worry. "Enter" again will remove that information from the records. The asterisk will toggle as you do this. 2. Enter Dues or Activity Fees Paid This option allows you to collect data relating to Dues or Fees for activities. Entry can be done by Colony or by Lodge. Select the date of the activity ( Be sure you don't use the collection date unless you want multiple records in the data base for that activity. It will clutter up the report.), then input a description of that activity. As you toggle the youth's as having paid or not, a box will prompt you for the amount paid. Again, do not panic if you mistakenly toggle a Beaver as being paid. Simply toggle again and that record will be removed from the records. The "*" indicates which Beavers have been recorded. 3. Check for Upcoming Birthdays This option will list the Beavers that have upcoming birthdays within the dates selected by you. Handy for sending a card or recognizing at meetings. BEAVSYS Page 13 Reports and Inquiries Menu Options ══════════════════════════════════ ╔═════ REPORTS AND INQUIRIES MENU ═══════╗ ║ ║ ║ 1. Member's Address & Phone List ║ ║ ║ ║ 2. Emergency Contact Phone List ║ ║ ║ ║ 3. Known Health Problems Listing ║ ║ ║ ║ 4. Print Attendance Record Sheet ║ ║ ║ ║ 5. Print Dues/Fees Record ║ ║ ║ ║ 6. Print Youth Memo Data ║ ║ ║ ║ 7. Inspection/Activity Points Earned ║ ║ ║ ║ 8. Dues/Activity Fees Paid List ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ╚═════════════ Esc to Return ════════════╝ 1. Member's Address & Phone List This option gives a list of Beavers Addresses and Phone Numbers as well as the Leaders Addresses and Phone Numbers. Output can be to the Screen, to the Printer, or to a file for later printing. I frequently print to a file(s) and then copy the files to a diskette. The files on the diskette can then be printed on a better quality printer. 2. Emergency Contact Phone List We keep our Beavers and Leaders data as up to date as possible. This enables us to print this report whenever we go on an outing. It details for each Beaver his Parents Names and Number, his Health Card Number, his Doctor's Name and Number, the Emergency Contact's Name and Number and highlights whether there are Known Health Problems or not. An option to list Known Health Problems, at the same time, is available here or they can be listed separately using option #3. This assumes you have entered the Known Health Problems in Control File Maintenance under Membership Basic Data Maintenance. BEAVSYS Page 14 Reports and Inquiries Menu Options Cont'd ═════════════════════════════════════════ 3. Known Health Problems Listing This simply lists any records which have been entered under Known Health Problems in Membership Basic Data Maintenance. 4. Print Attendance Record Sheet This option prints an Attendance Record Sheet. It leaves 5 lines at the bottom for working information. It also allows you to enter Attendance either after every meeting or within 5 meetings. We also use a working copy to check payment for Camps, availability for outings, etc. 5. Print Dues/Fees Record This option prints an Record of Dues or Fees collected. It leaves 5 lines at the bottom for working information. This record only shows whether the dues/fees were collected or not. It does not show the amount collected. It is only meant to be a quick check as to who stills has to pay. 6. Print Youth Memo Data This simply lists any records which have been entered as a general memo during Membership Basic Data Maintenance. 7. Inspection/Activity Points Earned If you recorded points during Attendance entry, you can summarize these points for a given time period. Select the start date of the period on the calendar and the end date of the period. All points earned during that period will be totalled and listed by Beaver. This is useful for selecting Beaver of the Month. We award points for inspection, participation, and good deeds. 8. Dues/Activity Fees Paid List If you entered an amount during entry of Dues/Fees paid, you can summarize these amounts for a given time period. Select the start date of the period on the calendar and the end date of the period. All amounts paid during that period will be totalled and listed. This is useful for reconciling records occasionally. You can also print the report for a single date to verify data entry and reconcile amounts per meeting or activity. BEAVSYS Page 15 System Utilities Menu Options ═════════════════════════════ ╔════════ SYSTEM UTILITIES MENU ═════════╗ ║ ║ ║ 1. Configuration File Maintenance ║ ║ ║ ║ 2. Back Up All Data Files to Floppy ║ ║ ║ ║ 3. Restore All Data Files from Floppy ║ ║ ║ ║ 4. Re-Index All Data Files ║ ║ ║ ║ 5. Reset System Date and Time ║ ║ ║ ║ 6. Purge Old Attendance Records ║ ║ ║ ║ 7. Purge Old Dues/Fees Records ║ ║ ║ ║ 8. Create Export Data File ║ ║ ║ ║ 9. Flag All Beavers, Leaders Inactive ║ ║ ║ ║ ║ ║ ║ ╚═════════════ Esc to Return ════════════╝ 1. Configuration File Maintenance This option allows you to specify some basic data about your system. Your colony name is specified here. This is what will print on all reports. Your province is specified here as well. This will be used to accommodate differing Health Card Numbering systems in various provinces in future releases (if there is any interest). If you have a Colour Monitor, specify it here and all screens will be in colour. A hint. If you have a laptop computer with a monochrome monitor and colour graphics capability (256 shades of grey?), specify "N". The screens will show up better. Your printer name will be shown. If you wish to change your printer then hit "Y". A list of known printers will be displayed. If your printer is listed simply select it. If not you can add your printer type to the list. Hit "F2". To add a new printer to the list, you will need your printer manual for the necessary control codes. Add your printer name. Add the control codes for Normal Print, Compressed Print, Expanded On Print and Expanded Off Print as a 3 character decimal numbers separated by "\". For example to enter "Esc M", it would be entered as "027\077\". BEAVSYS Page 16 System Utilities Menu Options Cont'd ════════════════════════════════════ There are far too many printers out there for me to pre-load them all. This option allows you to tailor your specific printer to the system. 2. Back Up All Data Files to Floppy This option allows you to back-up your data to floppy disk. It is highly recommended that you do so frequently. Re-entering all records and reconstructing records can be a nightmare. Be prepared. Back up. It is also an easy way to transfer data among Leaders for planning. It is recommended that one Leader be responsible for updating the records but each Leader could use the data for planning. 3. Restore All Data Files from Floppy This option allows you to restore all data from floppy if the unthinkable happens. It is also a good way to transfer data among Leaders. 4. Re-Index All Data Files This option should not be required. However, experience has shown that sometimes indexes get corrupted (probably from hard drive problems). If your data seems screwy or disorganised then the indexes have somehow become corrupt. Re-indexing will put order back into the system. If you use the DOS COPY to move files, you MUST re-index or the system will lose it's integrity. We recommend using the Back-up and Restore functions from the menu since files are automatically re-indexed when necessary. 5. Reset System Date and Time This has been included for older systems which do not have an internal clock. It simply sets the system Date and Time so that the calendar used for data entry is reasonably correct. 6. Purge Old Attendance Records This function allows you to purge Attendance Records older than the date selected. Only Attendance records are purged. This function is necessary since all other records except Dues are automatically purged whenever a Beaver is deleted from the roster. BEAVSYS Page 17 System Utilities Menu Options Cont'd ════════════════════════════════════ 7. Purge Old Dues/Fees Records This function allows you to purge Dues/Fees Records older than the date selected. Only Dues/Fees records are purged. This function is necessary since all other records except Attendance are automatically purged whenever a Beaver is deleted from the roster. 8. Create Export Data File This function allows you to create either one or two data base files on diskette for importation into the GROUPSYS or the CUBSYS system. The data files have either Leader or Beaver data in them. You can specify to include either all active members ( Beaver or Leader ) or you can specify individual records ( e.g. for late registration). The data base records are output directly to a floppy diskette to avoid any additional select and copy as well as not cluttering your hard drive. 9. Flag all Beavers, Leaders as Inactive This option is used once a year prior to registration to flag all Beaver and Leader records as inactive. The data is still on file. As each member registers simply go into the members record and flag them as active. See Membership Basic Data Maintenance on Page 9. BEAVSYS Page 18 Financial Menu Options ══════════════════════ ╔══════════ FINANCIALS MENU ═════════════╗ ║ ║ ║ 1. Enter Cheque Book Transactions ║ ║ ║ ║ 2. Category File Maintenance ║ ║ ║ ║ 3. Sub Category File Maintenance ║ ║ ║ ║ 4. Cheque Book Register List ║ ║ ║ ║ 5. Account Detail by Category List ║ ║ ║ ║ 6. Account Summary by Category List ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ╚═════════════ Esc to Return ════════════╝ 1. Enter Cheque Book Transactions This option will present the cheque register on screen. You may add, edit or delete transactions and the balance will be maintained automatically for you. If you have defined categories and/or sub categories, as described below, you may specify them here. It is highly reccommended that you categorize all your transactions. This will enable you to determine how and where Colony funds are being raised and spent. Also very handy for budgeting for subsequent years. Cursor control keys are active here as they are throughout BEAVSYS. Home takes you to the first transaction, End to the last, PgUp move up through the file a screen at a time, PgDn move down on screen at a time and the arrow keys move up or down a record at a time. Also included is a pop-up calculator, which can be very handy. Simply hit "F7" to pop up the calculator. If the cursor is in the field you wish to calculate a value for, once the calculation is complete hit "X" to transfer the answer to the field. Escape will remove the calculator without transfer of data. When the calculator first appears, you may move it about the screen using the cursor keys, Home, End, CTL-> or CTL<-. Once you begin to do a calculation the calculator will remain as placed. BEAVSYS Page 19 Financial Menu Options con't ════════════════════════════ 2. Category File Maintenance This is where you define the gross categories for analysing your accounts. Each category must be specified as an Income or Expense account ( $ in or $ out). Typical Income categories include Annual Fees, Dues, Fund Raising, etc. Typical Expense categories include Badges, Camps, Administration, Resources, Equipment, etc. Add, edit, delete is performed the same as throughout the system. 3. Sub Category File Maintenance This option allows you to further categorize your accounts. For example you may wish to further break down Camp Expenses into Food, Transportation, Campground Fees, Crests, etc. This will enable you to better analyse your accounts. 4. Cheque Book Register List This option simply provides a listing of the cheque book for a specified date period. 5. Account Detail by Category List This option provides a listing of all transactions by category and sub category for a specified data range. It is essentially a sorted cheque register. If all you are interested in is totals by category and sub category and do not need each and every transaction then use the next report. 6. Account Summary by Category List This report provides a list of all categories and sub categories showing the total dollars accumulated in each for a specified date range. It is essentially your Profit and Loss statement. BEAVSYS Page 20