Monster Media 1996 #14

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Text File | 1996-02-07 | 22KB | 784 lines

OMS Version 3.0 Operating Instructions Addendum to Version 2.3 manual Copyright (c) 1996 Torbert Data Systems, Inc. I. Introduction OMS has always enjoyed a reputation for being exceptionally easy to use. The program has gone through seven major revisions as we have continued to add features based on the needs and suggestions of our customers. OMS is now quite a comprehensive program. Although many new features have been added to version 3.0, we have tried to maintain the simplicity that has long been a staple of the program. You will note immediately that OMS has an exciting new look. Yet, the feel of the program has not changed. If you were familiar with older versions, you will find version 3.0 to be as easy to use if not easier. II. New Features overview The biggest new feature is the addition of an accounts payable/check writing module. In addition, the system has a new look and is in color. OMS is very comprehensive and had grown to a point where each module menu could appear overwhelming to the new user. The main menu for each module is now much smaller with only four or five options, each of which leads to a submenu. These menus are consistent throughout modules. This makes the entire system much simpler to navigate. Startup parameters are now accessible from each module rather than in a self-contained setup module. For example, to add a new donation category, you no longer have to leave the donation module and go to setup. Reports may now be directed to a file and LPT2 as well as LPT1. MEMBERS/DUES/PROSPECTS/OTHERS A new user index has been added to the MasterList. You may access the masterlist by System Assigned Account Number, Name, Telephone Number, Category then Name, Zip Code or the new user index. Statistical reports have been added which allow you to get a count of the number of entries in the masterlist broken down by category. There is also a similar statistical report that shows the number of entries in each group or committee. 1 The mailing label capabilities have been greatly expanded. Labels may still be printed at a household, individual or organizational level. You can now print labels either alphabetically or in zip code order. You may also restart a label printout if labels jam in the middle of printing. With household and individual labels, you can select one or more status categories to print as well as the entire database. Several laser/ink jet label formats are now supported. A report is available giving a statistical count of the number of labels by zip code and by the first three digits of the zip code. As always, additional capabilities are possible with the optional report writer. An entry may be flagged as inactive. When an individual is flagged as inactive or flagged for deletion, that individual will not show up on most reports and lookup screens. DUES/CONTRIBUTIONS You may now access the masterlist by name, zipcode, telephone number, or the user index when entering dues and contributions. Receipts may be printed for a each donation. This is required of the IRS for single donations in excess of $250.00. In addition, you can now add two comment lines to the donor statements. We recommend you add the following if applicable: THIS IS A RECEIPT FOR A TAX DEDUCTIBLE CONTRIBUTION FOR WHICH THE ORGANIZATION HAS PROVIDED NO TANGIBLE GOODS OR SERVICES. The system now allows the entry of pledges. You may also send bills showing what has been paid toward the pledge. FUND ACCOUNTING Several new reports have been added including a monthly report by fund category and a true general ledger report. Most significantly, deposits and checks may be entered in the new accounts payable module and will automatically update the general ledger. ACCOUNTS PAYABLE / CHECK WRITING This is a completely new module. It supports multiple bank accounts. Several different check styles are supported for both dot matrix and laser printers. Data automatically interfaces with the fund accounting module. For churches that prefer not to use the double entry fund accounting system, monthly financial reports can be printed directly from accounts payable. 2 III. OMS - The Main Menu O M S M A I N M E N U Version 3.0 Applications A) Members/Prospects/Donors/Others B) Dues and Contributions C) Fund Accounting D) Accounts Payable Other Options E) Report Writer (Optional) F) User Written / Custom Reports G) Backup Data Files (BU.BAT) H) Security / Initial Parameters I) Shell to DOS J) Custom Interface X) Exit Program Users will notice the main menu now has several new options. We will discuss each option and all new features associated with it. Within each module, we will discuss in detail all new features. 3 IV. MEMBERS / DUES /PROSPECTS / OTHERS Users will quickly notice the main membership menu is smaller and simpler. Members/ Dues/ Prospects / Others A) File Maintenance B) Other Activities C) Labels D) Reports Compare this to the old 2.3 Membership menu. Data Entry Reports A) Maintain MasterList I) MasterList Category Descriptions B) MasterList Categories J) Telephone Directory C) Groups and Committees K) MasterList File Listing D) Group Categories L) Notepad Subject Summary M) Group and Committee Rosters N) MasterList File Directory O) Membership Cards Miscellaneous Activities Labels E) Import Data P) Label Test Pattern F) Export Data Q) By MasterList Category G) "Special Mailing" Utility R) By Group or Committee H) User Definable Parameters S) By Special Mailing Flag Users have said that a system is much easier to work with if a menu does not have so many selections. Thus we have gone to simpler menus with submenus. This was done is version 2.3 for fund accounting and has now become a standard for the rest of the system. 4 A. Maintain Files - The menu is as follows: FILE MAINTENANCE A) Maintain MasterList B) Masterlist Additional Information C) MasterList Categories D) Groups and Committees E) Group Categories F) Miscellaneous Parameters Options A, C, D and E correspond to options A, B, C, and D in the old menu. Options E - F were in the Setup Module of version 2.3. The old setup module has been eliminated and parameters are now accessible from the appropriate module. You will notice when selecting option F that additional user defined fields have been defined. Option B is new and directly accesses the user defined fields. Additional user defined fields have been added. B. Other Activities - The menu is as follows: OTHER ACTIVITIES A) Import Data B) Export Data C) "Special Mailing" Utility These were options E - G in version 2.3. They are unchanged. C. Mailing Labels - The menu is as follows: LABEL MENU A) Create Label File B) Labels - 1 Up Dot Matrix (3 1/2 X 15/16) C) Labels - 2 Up Dot Matrix (3 1/2 X 15/16) D) Labels - LASER (1 X 4) E) Labels - Custom F) Label Count Report This is an old new approach to mailing labels. You must first select option A and create a label work file. When you do so, you will be asked the following questions: Select Type: (A)ll (C)ategory (G)roup (S)pecial MailFlag If you select Category, Group or Special Mailflag, you will be prompted to select the specific one. 5 All Caps: You will be asked whether or not to print labels in all capital letters. Create or Append: You will be asked whether you wish to (C)reate a new label file or (A)ppend to an existing label file. Normally you will select (C)reate, but select (A)ppend to select multiple categories, groups, etc in one mailing. Sort Preference: Select whether to print labels alphabetically or in zip code order. Restart: If restarting a previous label print job, enter starting name or zipcode based on order selection. Three different label formats can be chosen by selecting options B, C, or D. Option B is the popular 3 1/2 X 15/16 one across dot matrix label. Option C is the same size label in a two across format. Option D is a very common Laser/Ink Jet label format. The label size is 1 X 4 and labels such as Avery Ink Jet Format 8161, or Avery Laser Format 5161 or 5261 should work fine. Select option F for a label count report. This count is only meaningful if you print labels in zipcode order and is useful for bulk mailing reports. E. Reports - The menu is as follows: REPORTS A) ORPT0001 MasterList Category Descriptions B) ORPR0002 Address / Telephone Directory C) ORPT0003 MasterList Detailed File List D) ORPT0004 Notepad Subject Summary By Date Range E) ORPT0005 Group and Committee Rosters F) ORPT0006 Telephone Directory By Category G) ORPT0007 Notepad Subject Summary By Member Range H) ORPT0008 MasterList Additional Information I) ORPT0009 Group and Committee Descriptions J) ORPT0010 Membership Cards K) ORPT0022 MasterList Count By Category L) ORPT0023 MasterList Count By Group Options K and L are new statistical reports that give a breakdown of the number of entries for each category or group. 6 V. DUES and CONTRIBUTIONS The main donations menu has also been simplified. It appears as follows: A) File Maintenance B) Data Entry C) Inquiries D) Period End E) Reports When you select option a, you get the following menu. A) Contribution Categories B) Solicitation Categories C) Remembrance Names D) Miscellanous Parameters These options were available in 2.3 from the Setup Module but are now contained in the Dues Module itself. B. Data Entry - The menu appears as follows: Contribution Data Entry A) Enter Transactions B) ORPT0011 Detail Edit Listing C) ORPT0012 Summary Edit Listing D) ORPT0020 Donor Receipts E) Finalize Transactions Pledge Data Entry F) Enter/Edit Pledges G) Update Pledge vs Paid H) ORPT0013 Pledge Invoices I) Roll Pledge Data When entering transactions, you are now offered the choice of accessing the masterlist by msterlist number, by name, by phone number or the new user index. Options F - I are new. Option F allows you to enter a pledge for any category indicating a pledge date and a due date. Option G will update pledge vs. paid and must be run prior to running option H - pledge invoices. Please not that when you run option G, only contributions given since the DATE MADE as entered in option F will be totalled. Option I will roll all pledges made prior to the entered cutoff date to prior pledges. 7 C. Inquiries - The menu appears as follows: INQUIRIES A) Period Inquiry By Fund Category B) Detail Inquiry By Fund Category C) Period Inquiry By Member D) Detail Inquiry By Member D. Period End - The menu appears as follows: PERIOD END A) Year End Roll B) Purge Old Transactions C) Export Transactions C) Export Transactions E. Reports - The menu appears as follows: REPORTS A) ORPT0014 Activity Report By Fund B) ORPT0015 Activity Report By Member C) ORPT0016 Fund Summary Report D) ORPT0017 Member/Fund Summary Report E) ORPT0018 Dues Renewal List (By Date) F) ORPT0019 Annual Contribution Statements * G) ORPT0065 Member Pledge Summary Report * H) Pledge Summary Report * Prior to running options G or H, you must run option G of the data entry menu to update pledge information. Only contributions made after the Pledge Date will be counted in these reports. 8 VI. Fund Accounting - The main menu appears as follows. FUND ACCOUNTING A) Maintain Files B) Data Entry C) Inquiries D) Period End E) Reports A. Maintain Files - The menu appears as follows. MAINTAIN FILES A) General Ledger Accounts B) Budget Information C) Bank Information D) Vendors E) Auto Build Next Year's Budget F) Reset Next Year's Budget Back To Zero G) Initial Parameters Options A - F are unchanged from version 3.3. Option G information was entered under the miscellaneous parameters option of customize church setup in version 3.3. 9 B. Data Entry - The menu appears as follows. DATA ENTRY A) Enter Transactions B) Import Transactions C) Data Entry Edit Listing D) Finalize Transactions E) Check Reconciliation F) Check Register G) Outstanding Check List Option B is new. Select this option to generate transactions from accounts payable data entry if interfaced with the new accounts payable module. It should be selected after you finalize in accounts payable. Options E, F, and G are unchanged but Accounts Payable offers a much better check reconciliation process. C. Inquiries - The menu appears as follows: INQUIRIES A) Transaction Detail Inquiry B) Account Inquiry C) Check Register These activities are unchanged from version 3.3. D. Period End - The menu appears as follows: PERIOD END A) Prepare For Monthly Financial Reports B) Monthly Financial Report C) Monthly Trial Balance D) Monthly General Ledger E) Monthly Financial Report By Fund F) Year End Roll G) Purge Old Transactions H) Purge Deleted Accounts I) Export Transactions Options D and E are new reports that have been often requested. The monthly general ledger is a favorite report of CPAs. It can be run for any month at any time. Option E is like the monthly financial report but broken down with each fund on a separate page. 10 E. Reports Where appropriate, reports now print for a report run date. We received a number of requests for this. VII. Accounts Payable/Check Writing - The main menu appears as follows: ACCOUNTS PAYABLE A) Maintain Files B) Data Entry / Check Writing C) Inquiries D) Period End E) Reports NOTE: Once banks have been set up, Press F2 from the main menu to switch the active bank. Prior to running this module for the first time, data files must be created. You may either bring data over from fund accounting, create empty files, or create sample files. Select K) Shell To DOS from the main CMTS menu. If you wish to port data from fund accounting, enter GLTOAP at the command prompt. Your vendors, income and expense categories, and banks will automatically be built. To create EMPTY files, enter FILECRE at the command prompt and press <ENTER>. Select Empty files and create only AP files. Do not recreate membership or fund accounting files. To create SAMPLE files, enter SAMPLE3 at the command prompt and press <ENTER>. To return to the CMTS menu type EXIT and press <ENTER>. A. Maintain Files - The menu appears as follows A) Bank Information B) Income Categories C) Expense Categories D) Vendors / Payees E) Initial Parameters 11 A) Bank Information - At least one bank checking account must be setup. Most of the information is optional, however, if you are going to interface with fund accounting, a valid bank asset account number and expense number must be entered. This was also required in fund accounting. CMTS supports three check formats. They are: 1 - NEBS 13402 (Dot Matrix) 2 - NEBS 9261 (Dot Matrix) 3 - NEBS 13021 (Laser/Ink Jet) If you need order forms or more information, please give us a call. B) Income Categories - Enter all income categories you will wish to distribute deposits to. Again, a valid GL Acct number must be entered if you interface with the fund accounting. C) Expense Categories - Enter all expense categories you will wish to distribute checks to. Again, a valid GL Acct number must be entered if you interface with the fund accounting. D) Vendors - Enter the vendors you will be writing checks to. Each vendor must have a primary expense category, but this can be overwritten at the time of entering a check. E) Initial Parameters - Indicate the fiscal year, fiscal start month, and whether or not you are interfaced with the fund accounting. B) Data Entry / Check Printing - The menu appears as follows: DATA ENTRY / CHECK PROCESSING A) Enter Checks B) Enter Other Debits C) Enter Deposits D) Data Entry Edit Listing E) Print Checks F) Renumber Checks G) Finalize Data Entry A) Enter Checks - Most of the information is obvious. Up to six distributions may be entered per check. 12 B) Enter Other Debits - This routine is similar to entering checks. C) Enter Deposits - Again, this routine is similar to checks and other debits. D) Data Entry Edit LIsting - Print this report and verify the correctness of your data before proceeding. This is the same procedure as in donations and fund accounting. E) Print Checks - Be sure checks are mounted in the printer and lined up correctly before proceeding. F) Renumber Checks - Should checks ever jam while printing, you can renumber and resequence your checks. G) Finalize Data Entry - This updates the files and creates the fund accounting interface file if you are interfaced. Always back up prior to finalizing data! C. Inquiries - The menu appears as follows: INQUIRIES A) View Check Register By Date B) View Checks By Number C) Vendor Inquiry D) Income/Expense Inquiry These screens are self-explanatory inquiry screens. D. Period End - The menu appears as follows: PERIOD END A) Flag Cleared Items B) Reconciliation Report C) Year End Roll A) Select this option to flag checks and deposits that have cleared the bank. We suggest using a two digit code representing the month of the statement being reconciled. (ie 02 = FEB) 13 B) This is a true reconciliation report as opposed to the outstanding check list in fund accounting. C) Year End Roll - Run this at the end of your fiscal year after ALL checks and deposits have been entered. It is not necessary to run prior to entering next year's information, as the system supports future transactions. E) Reports - The menu appears as follows: REPORTS A) Vendor Detail By Date Range B) Vendor List C) Check Register By Date D) Monthly Financial Report E) Bank Statement Report F) Income/Expenses VIII. Report Writer - Report Writer is an optional part of the system and comes with its own manual. You may now run Report Writer from the CMTS menu IX. User Written / Custom Reports - Appeared on the 3.3 menu as Additional Reports but has not changed since 3.3. X. Backup Data Files - Has not changed since 3.3. XI. Security/Initial Parameters - The menu appears as follows: SECURITY / INITIAL PARAMETERS A) Password Security B) Miscellanous Parameters C) Validate Registration Options A and B were located in the Customize Setup module of version 2.3. The miscellaneous parameters has been significantly reduced as whenever possible, parameters were moved to the associated module. C) Validate Registration is used to enter the organization name and other registration information. XII. Shell To Dos - This new option allows access to the command line from within the program. This will be especially useful during technical support calls. Always type EXIT to return to the menu after selecting this option. 14