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Section 4: CFINANCE
B. MCONTRIB Start-Up
The following is the sequence for starting up CFINANCE -
1. Turn on the computer and start the operating system (this usually
occurs automatically). The last line on the display screen should show
"A>".
2. Insert the copy diskette of the CFINANCE program into the desired
disk location, then call that disk. For example, place the CFINANCE
program diskette into the B disk drive and enter "B:". You may want to
copy the operating system onto the CFINANCE diskette (the copy that
you made from the original that you received). Then the computer
start-up process will always place you at the CFINANCE program disk,
when it is complete with its start-up.
3. Place a newly-formatted diskette into the alternate disk drive.
If using a "hard disk", this may be just a matter of remembering which
letter designator is used as the hard disk. There is a sample CONTRIB
data file on the CFINANCE diskette which may be used at first. The
original data disk letter is "A" inside the CFINANCE programs. If you
have a CP/M system, press ctrl-C to reset the disk drives.
4. Enter: DBASE
Response: "Enter today's date . . . (MM/DD/YY):___ (CP/M only)
Enter: (The date today, in the sequence:month, day, year)
Response: .
Enter: Do CFINANCE.CMD (for CP/M computers, just say
"DO CFINANCE")
Response: (The CFINANCE Main Menu appears on the screen after a
few seconds.)
Enter: 1 For performing Contributions entry)
NOTE: This start-up assumes there is a data file (CONTRIB.DBF) on
the same disk as the CFINANCE programs, which is true for the
Tutorial, below. When you are ready to create your own
CONTRIB file, go into "9) Set Up" and "4) Names Directory
changes" and enter "B" into the "Disk I.D." parameter, where
B is any data disk that you want.
Answer all MCONTRIB process questions given, in a normal, logical way.
If an answer is not understood, the computer will say so and ask you
again, telling you which answers are valid.
On termination of any general operation, as selected from the main
menu, the program will usually display the main menu again, so that
the operator may select another operation.
The MCONTRIB program has up to 4 offering category names. This
manual uses the following contributions categories for its descriptions:
MISSIONS, LOCAL, BUILDING, DESIGNATED.
Page 4:1-1
Section 4:1 CFINANCE,MCONTRIB - Tutorial
C. TUTORIAL - MCONTRIB Program
This is the user-friendly and fast way to learn MCONTRIB. The
instructions that follow lead you through the basic steps of the
MCONTRIB program. You will gain a good general idea of the processes
that you can perform. The requirements for starting this Tutorial are
that you have read and understand both of the following paragraphs:
1) General dBASE, CPROFILE Operational Rules (paragraphs 2-F, 2-I).
2) CFINANCE Overview (paragraph 4-0)
Just enter the words/values that are shown below, and observe the
"Response" that happens as a result of your entries. Start from the
MCONTRIB Main Menu, Figure 4-1.
Enter: 9 MCONTRIB Set Up
Response: (MCONTRIB Set Up menu. See Figure 4:1-1)
Enter: 4 MCONTRIB parameters editing
Response: (MCONTRIB parameters display. See Figure 4:1-2)
Note the Disk I.D., the Days of the month/quarter, and
the Offering Categories. If you want to change any of
them, go ahead - just type over any existing values, then
press ctrl-W to exit, followed by entering "Y" for Save?.
The dates on this screen show months of January through
March, 1984, and are for a "quarterly" offering period.
Enter: ctrl-W, then "Y" to the question "Save?", and finally,
press <RETURN> to return to the MCONTRIB Set up menu.
Response: (MCONTRIB Set up menu)
Enter: Q
Response: (MCONTRIB main menu)
1 Enter: 2 Contributions amounts entry process
Response: Contributions Entry Routine
Enter number of week in month/quarter :__
2 Enter: 1 You are entering contributions amounts for the
first week in the quarter. This is for week
" 1/1 " from the Names Directory parameters.
Response: Starting at first page?
3 Enter: y This is for starting a new week. If you say
"n", then you can record giving totals that
were made during a previous session, then
continue entry of the same week's giving.
Response: CONTRIBUTIONS REPORTING -- WEEK OF 1/1 Prev Envl: 0
Page: 1
Enter envelope number: ____
Page 4:1-2
Section 4:1 CFINANCE,MCONTRIB - Tutorial
4 Enter: 14 This number is what is written on the actual
offering envelope that you are about to make
record of. It must be within the range of
the envelope numbers allowed.
Response: ENTER OFFERINGS FOR ENVELOPE NUMBER 14
Missions : 0.00:
Local : 0.00:
Building : 0.00:
Designated: 0.00:
5 Enter: 5.00 This enters $5.00 for Missions, $10.00 for
10.00 Local, $10.00 for Building, and nothing
10.00 Designated. Pressing <RETURN> for any
<RETURN> category, leaves the existing value there.
If there are no cents amounts, you do not
have to enter the ".00" after the dollar
amount - the program fills in the zeros.
Response: ______
TOTAL 25.00
IS TOTAL CORRECT? __
6 Enter: y If any values are wrong, or your total
doesn't check, you can adjust it, as needed
Response: (The process returns to step 4, above, cycling through
contributions entry until you have 60 entries, or have
entered "P" as an envelope number for your end-of-page.)
Enter: 11
6
6
<RETURN>
<RETURN>
Response: ______
TOTAL 12.00
IS TOTAL CORRECT? __
Enter: y
Response: (step 4)
Page 4:1-3
Section 4:1 CFINANCE,MCONTRIB - Tutorial
7 Enter: P Another envelope number can be entered. For
the Tutorial, enter "P" for end-of-page.
Response: CONTRIBUTIONS RECORDING -- WEEK OF 1/1
PAGE 1 TOTALS GRAND TOTALS
Missions 11.00 11.00
Local 16.00 16.00
Building 10.00 10.00
Designated 0.00 0.00
------ -------
TOTAL 37.00 37.00
Are totals correct? __
8 Enter: n For the Tutorial, we will show how to make
a correction to an envelope amount.
Response: RECHECKING PAGE 1 TOTALS; OFFERINGS FOR ENVELOPE 14
Missions 5.00
Local 10.00
Building 10.00
Designated 0.00
------
25.00
IS THIS RECORD CORRECT? [Y/N/A/Q/<RETN>] : ___
Here's your final chance to make corrections
to amounts for this envelope. Enter "N" to
get a screen which allows typing over the
current values. Enter "A" to get a screen for
an envelope number that you missed and want
to "A"dd in sequence. Enter "Q" to terminate
this page's checking - in case you found your
problem envelope and have corrected it.
The program cycles through all envelopes,
allowing changes to any of them. The
end-of-page totals screen re-appears, when
all envelopes have been reviewed, or you have
entered "Q".
Response: (the screen from step 7, above, re-appears, giving you a
new page total calculation. Then it again asks if it is
"OK?" .
9 Enter: y
Response: (The process prints a "page" of all envelope amounts
since the last "page", but only if you have the "Print
Contributions pages during entry" set to "Yes" from the
Names Directory parameters. Otherwise, it will clear
the page, and start a new one. It will forget what you
entered for this page once you say "Yes" to next page.
When you enter "P" in place of an envelope number, the
program pages right away. This is the way to exit after
the amounts have been entered for the last envelope, but
you are not at the end of a page.
Page 4:1-4
Section 4:1 CFINANCE,MCONTRIB - Tutorial
Response: Is this the last page?
10 Enter: y Entering "n" would cycle you through steps
4 through 9, allowing entry of another
page of values.
Response:
Write down the above values as tie-out figures for the week.
You have now completed this week's
contributions entries. They are all
recorded in the CONTRIB file, in columns
10 - 16 of each envelope that had a giving
amount this week. These columns represent
week 1 of your contributions period.
The CONTRIB file record number is the same
as the envelope number.
11 Enter: <RETURN> This returns you back to th MCONTRIB main
menu.
****
The following operations cause printing of reports from the CONTRIB file
****
12 Enter: 3 This selects printng of the office report.
At the same time, it will create the next
month's/quarter's CONTRIBX file.
Be sure the printer is turned on and is
on-line.
Response:
Ready the printer for the CONTRIBUTIONS report
Now printing this month's office report and creating next
month's CONTRIBX file.
The program will start the report right away.
This report prints a bit slowly, the program
reads contribution values out of an unnatural
format, then converts them to numerics and
adds them to get the desired results for
printing out and for writing into CONTRIBX.
13 Enter: 5 This selects printing of contributions
statements for individual member. It uses
the MEMBERS file from MPROFILE - Section 3
of this manual. You need to copy the
MEMBERS.DBF file from your MPROFILE data disk
onto your MCONTRIB data diskette. This
process then indexes it by envelope number,
and reads the MEMBERS file along with the
CONTRIB file to associate MEMBERS with their
contributions amounts. This is the only place
in CPROFILE where names are associated with
offering envelopes. One special feature of
this process is that when a husband and wife
have the same envelope number, they will get
a "joint" statement, which has both their
names on it.
Page 4:1-5
Section 4:2 - CFINANCE, MCONTRIB - Names Directory
D. MCONTRIB - Names Directory Parameters
MCONTRIB has a set of parameters that it uses to control its process
limits and its special report format conditions. Figure 4-2A, below,
shows these parameter names and typical values.
Figure 4-2A - MCONTRIB Names Directory Parameters
EDITING CONTRIBUTIONS NAMES, PARAMETERS
CHURCH NAME :Grace Church : Data disk :B:
Days of the month/quarter: MM/DD MM/DD MM/DD MM/DD MM/DD YEAR
: 1/1 1/8 1/15 1/22 1/29::1984:
: 2/4 2/11 2/18 2/25 :
: 3/2 3/9 3/16 3/23 3/30:
Contributions Statements period :Qu:
Number of offering envelopes : 50:
Print Contributions pages during entry?:Yes:
Contributions Statements Special form? :No :
Print Pledging Notice on Statements? :Yes:
Offering Category 1 : Missions :
Offering Category 2 : Local :
Offering Category 3 : Building :
Offering Category 4 :Designated:
Enable Contributions Special Funds? :Yes:
Pledged assigned to category :T: (1/2/3/4/T)
Printer, special set-up characters: :30 06 :
Include a note at the end of the Contributions Statements? :Yes:
Press <ctrl-W> to exit.
1. CHURCH NAME - This is the name printed on titles of reports.
2. Disk I.D. containing data files - Enter the disk designator you
are putting your data disk into.
3. Days of the month/quarter - These dates appear throughout the
MCONTRIB processes.
Process 1 - "Initialize" - the program allows you to change
these values again.
Process 2 - "Contributions entry - Entering a week number
causes the program to find one of these names. They are
numbered sequentially. Week 7, from the above display would
find week name " 2/11". When entering the date names into
this field, you must keep the names lined up
under the month format guide - MM/DD, as shown.
Process 3 - "Office Report" - (not used)
Process 4 - "Make CONTRIBX file" - (not used)
Process 5 - Individual Contributions statements" - shown on
the left column, indicating contributions amounts for each
week. See Figure 4-24.
Page 4:1-6
Section 4:2 - CFINANCE, MCONTRIB - Names Directory
4. Contributions statement period - This value tells whether you are
entering contributions for one month at a time or for three months.
During the Office Report process, the program makes the new
CONTRIBX file from either file CONTRIBT, which has room for 5 weeks
of contributions, or from file CONTRIBU which has room for 14 weeks
of giving. Entering just a "Q" says to have a quarterly contribu-
tions period; anything else gives a monthly period. When performing
MCONTRIB process "9-1", the program will also use this parameter in
determining how to create a new CONTRIB file, in the same way.
5. Number of offering envelopes - This value tells MCONTRIB process 7
how many records (offering envelopes) to put into the CONTRIBX file
for filling in. This will result in one record in CONTRIBX for
every envelope up to this maximum number. You will cause abnormal
problems in the program if you change this number after performing
process 7. So the only time you can change it is at the end of a
year, when you are done with any previous CONTRIB file.
6. Print Contribution pages during entry - This enables the program
(module MCPGTOTL) to print a page of the amounts entered for up to
60 envelopes on a page. Entering "No" causes theprint-out to be
bypassed.
7. Contributions statements, special form - Entering "Yes" to this
parameter causes several of the Contributions Individual Statement
lines to not be printed. Try it to see which lines get omitted.
You are then able to order special church forms which can print
these same lines in a much nicer appearing form, which will then
make a better statement for mailing to church members.
8. Print pledging notice on statements - Entering "Yes" causes the
Individual Statement line "Pledged for the year $ -----" to be
printed; otherwise, it will be omitted.
9. Enable Contribution Special Funds - Entering "Yes" causes a single
Special Fund character to appear and be filled in during the weekly
contributions entry routines. This character will be next to the
fourth offering category (you must also have four categories with
category names.) When a contribution amount is entered, the
program will enter it in both the CONTRIB and the CDIRFILE files.
10. Pledged assigned to category :4: - Enter a number for a specific
category name (order number of the category names on the screen.)
Then Pledged amounts will be against this category only. Selecting
"T" causes Pledged to be against the Totals of all categories.
11. Include a not at the end of contributions statements - this allows
a special note to be added to the bottom of the Contribution
Statement page, in case the church wants to send some specific
message along with the statement. Enter "Yes", and the program
will clear the screen, then show ten lines of 60 characters for the
operator to fill in. Whatever is filled in gets printed at the
bottom of the Contributions Individual Statement, for each
envelope. If the value for the parameter is "No", then the first
line of the statement note is cleared in the CDIRFILE data area,
which designates "No" to the MCONTRIB program, causing no message
to be printed.
Page 4:1-7
Section 4:2 - CFINANCE, MCONTRIB - Processes
The following processes are started as a result of selecting the
respective menu item form the MCONTRIB main menu.
E. INITIALIZING MCONTRIB FOR A NEW MONTH
When first starting MCONTRIB processing, the operator selects process
"9-1", which makes a file named CONTRIBX. This file has no year-to-
date totals and no individual week amounts in any record. With this
CONTRIBX file, process "1" may be selected.
Before beginning to enter contributions, for a new month, the CONTRIB
file must first be initialized, and the dates for the Sundays of the
up-coming month be defined. Remember to complete the previous month's
processing first, printing all desired reports and saving the CONTRIB
file on diskette. Running step 1 of the main menu starts the
initialization process, as described in the following sequence:
Optionally, if the Special Funds parameter from the Names Directory is
set to "Yes", this routine will rename the CDIRFILX to become CDIRFILE
This file was made by process 3 or 4 at the same time the CONTRIBX
file was made.
CONTRIB FILE INITIALIZE ROUTINE
The following steps are about to be performed:
1. Enter the dates of the Sundays for the up-coming month.
2. Write the CONTRIBX file over the current CONTRIB file.
CONTRIBX was created by step 3, "Print office report"
Ok? __
Enter: "Y", if you meant to be here in the program; otherwise,
the program returns back to the main menu.
Response: Enter the dates of the Sunday's of the up-coming month:
MO/W1 MO/W2 MO/W3 MO/W4 MO/W5
: 1/1 1/8 1/15 1/22 1/29:
MO/W1 MO/W2 MO/W3 MO/W4 MO/W5
: 2/4 2/11 2/18 2/25 :
MO/W1 MO/W2 MO/W3 MO/W4 MO/W5
: 3/2 3/9 3/16 3/23 3/30:
Enter: Enter the 2-digit month number and the 2-digit Sunday date
for each Sunday of the up-coming month/quarter.
Example: For May, 1983, enter dates as follows -
05/01 05/08 05/15 05/22 05/29
Note that the slashes are already in the text, but must
be re-entered. You need to keep them in place in order to
have the date names appear in place in the processes and on
the printouts.
Response: Ok?
Enter: 'Y', if you entered all dates correctly; otherwise enter
anything and the program will let you enter different values,
until you respond with a "Y".
Page 4-3-1
Section 4:2 - CFINANCE, MCONTRIB - Processes
Response:
Now about to delete file CONTRIB. Is it properly backed up?
Enter: "Y" when you know you have backed up the previous period's
CONTRIB file. The program will permanently destroy last
period's CONTRIB file at this time, then replace it with the
updated file - CONTRIBX, created by MCONTRIB process 3 or 4.
You are now ready for entering contributions for a new period.
F. ENTER CONTRIBUTIONS AMOUNTS
2a. Start-up
After a file called CONTRIB has been created, process 2 from the
main menu can be called, which steps the operator through
contributions entry. All data entry is preceeded by instructions as
to what is needed and where you are in the process. The following is
the sequence for entering contribution amounts into the computer -
Enter number of week in period:__ [1] [2] [3] [4] [5] . . .
The week number is sufficient; the actual day of the month was defined
by the operator during new month initialize.
Starting at first page? : __ [Y] [N]
If "Y" is entered, the -new screen- operations, below, begin; otherwise,
the following questions are asked:
Enter starting page number :__ [1 - 99]
Enter previous partial grand total for MISSIONS :__ [0 - 999999]
Enter previous partial grand total for LOCAL :__ [0 - 999999]
Enter previous partial grand total for BUILDING :__ [0 - 999999]
Enter previous partial grand total for DESIGNATED :__[0 - 999999]
Page NN starting grand total = $ NNNNNN
NN = page number entered above
NNNNNN = grand total computed from the 4 category grand totals
Ok? :__ [Y] [N]
If "N" is entered, the above values are allowed to be re-entered.
Page 4-3-2
Section 4:2 - CFINANCE, MCONTRIB - Processes
2b. Contributions Amounts Entry
-new screen-
CONTRIBUTIONS REPORTING - - WEEK OF 12/28 Previous Envl No: _N1_
Page No: _N2_
Enter envelope number :__ [1 - N3] [P]
N1 - Previous envelope number entered (0, if just starting)
N2 - Page number; advances from 1 (or operator-assigned starting
page) to as high as you have pages. 60 contribution entries
are the maximum allowed on one page; then the program
automatically pages for you (gives you page sub-totals)
N3 - Operator enters the envelope number of offerings about to be
recorded. Maximum envelope number allowed is determined by the
Names Directory parameter "Number of Offering Envelopes".
P - Designates to perform end-of-page operations (see section E-2)
then start a new page. This can be entered at any time before
the 60th envelope entry on one page in place of the envelope
number.
[Exception] --> Contributions already entered. Re-enter? [Y/N] :__
If "Y", the following exception message is displayed, along with
previous values:
* * * ENTERING ADDITIONAL AMOUNTS TO PREVIOUS VALUES * * *
Your new entries are written beside the previous values,
then when the entry is accepted the new and previous values are
added together into the current envelope's record. Only the new
values are entered into the current page totals.
WARNING: When reviewing the contributions of a page, just after
page completion, envelopes that had additional amounts entered will
have the proper sums of the amounts shown, that is, the sums of the
entries just made plus the entries made from a previous page (or
time). They should be left as-is (having the totals of the two
sets of values that were entered.)
EXAMPLE -
* * * ENTERING ADDITIONAL AMOUNTS TO PREVIOUS VALUES. * * *
MISSIONS : 10.00: Prev. MISSIONS 0.00
LOCAL : 20.00: Prev. LOCAL 30.00
BUILDING : 5.00: Prev. BUILDING 0.00
DESIGNATED : 0.00::- : Prev. DESIGNATED 10.00
------ -------
Total = $ 35.00 Prev. TOTAL 40.00
($35.00 was computed from only the newly-entered column, but the
value under the total for the current week of this envelope will
be $75.00)
Is total correct [Y/N/Q]:
If "N", the operator is allowed to re-enter new figures.
If "Y", the program records the values that were entered,
then returns to the "Enter envelope number" question.
Page 4-3-3
Section 4:2 - CFINANCE, MCONTRIB - Processes
2c. Checking Page Totals
At the end of a page - when the operator enters "P" for envelope
number after the last envelope number entry of a page, or when the
envelope counter reaches 60 - the program displays page sub-totals for
each category, and grand total values against all pages so far, as
follows:
PAGE NN TOTALS GRAND TOTALS
MISSIONS $ NNNN $ NNNN
LOCAL $ NNNN $ NNNN
BUILDING $ NNNN $ NNNN
DESIGNATED $ NNNN $ NNNN
------ ------
TOTAL $ NNNNN $ NNNNN
Are totals correct? (Y/N) :__ [Y] [N] [Q]
If "Y" or "Q", this operation is completed and "Going to next
Page" is executed.
If "N", the program goes into a routine which recalls all the
amounts entered into each offering envelope record, then lets
you change values in any of them or add new envelope number
entries in between. This is performed by the sequence of commands
described below, in Section G.
2d. Rechecking page totals
The program allows you to go back and re-check the contributions
of each envelope number just entered. This is necessary only when
the page totals do not tie to the page totals on any pre-calculated
data that you might have. The following sequence allows changing
previously-entered values:
- new screen -
RECHECKING PAGE NN TOTALS; OFFERINGS FOR ENVELOPE NUMBER N5
MISSIONS NNNN
LOCAL NNNN
BUILDING NNNN
DESIGNATED NNNN
----
TOTAL XXXXX
Is this record correct? (Y/N/retn/A) :__
Entering "Y" or just <retn> will bring up offerings for the
next envelope number in the page just finished.
Entering "Q" will terminate this page of records and show the
page totals again.
(continued)
Page 4-3-4
Section 4:2 - CFINANCE, MCONTRIB - Processes
Entering "N" will bring up the above same values and allow
you to enter different contribution amounts over the amounts
shown. The page sub-totals, and the running grand totals
will both be adjusted to the new values you enter. The
method of entry is the same as is described in paragraph 2b, above.
On completion of a contributions change, the question "Is this record
correct?" is again displayed, and the same responses as above are
available.
After the last envelope number for the just-completed page has been
recalled, the program goes back to the Page Totals display again,
allowing the operator to verify that this re-call sequence has gotten
the correct totals for this page and the correct running grand totals.
2e. Going to the next page
When a page of contributions have been entered, the following message
appears:
Last page of contributions? __
If "N" is entered, the program increments the page number that shows
in the upper right corner of the screen, then goes to the sequence
described in paragraph 2b, "Enter Contributions Amounts".
If "Y" or "Q", this indicates to the program that entries
are complete. The page and grand totals are left on the
screen for the last final message:
"Write down the above figures as tie-out figures for the week."
Now, when you press <retn>, the program exits back to the MCONTRIB
main menu.
Page 4-3-5
Section 4:2 - CFINANCE, MCONTRIB - Processes
G. Printing reports
The following paragraphs describe the report generation processes -
Process 3 - Generate the Office Report which gives a summary of giving
for the period and year for each envelope number. See Figure 4-23. At
the same time, the process creates the CONTRIBX file, putting the new
year-to-date totals into the individual CONTRIBX file records for each
offering category.
Process 4 - Generate the next-period's CONTRIBX file. Same as Process
3, above, except the process does not print an office report.
Process 5 - Print individual Contributions Statements - A full-sheet
report is printed of each person's contributions to-date for the year.
See Figure 4-24. The program will put a husband and wife together on
the same statement when they have the same offering envelope number.
Also, the name and address fields are printed in the position of a
window of a business envelope so that this name and address show
through the window when the statement is inside.
The following operator queries are made -
QUERY 1 - Print statements for all members? __
Response: "y" - the process will print a statement for each
person found in MEMBERS with a valid envelope
number. after making QUERY 2A, below.
"n" - the process asks the additional query, QUERY 2B,
below -
QUERY 2A -
Enter a starting envelope, or press <retn> for beginning:__
Response: If you enter a number, statements are printed for all
envelopes, starting with this number; otherwise, the
process starts contributions statements from the
beginning.
QUERY 2B - Enter a single envelope number needing a statement:__
Response: "86" - Selects envelope 86 only. A statement is then
printed for just this envelope number.
NOTE: If you have entered a valid envelope number but no
statement gets printed out, this is because the offering
record shows no member for this envelope number. Such
numbers are saved up as the statements are printed, then all
these numbers without names are displayed at the end of the
process.
H. Process 6 - Direct Display/Editing of CONTRIB file, PLEDGED.
The following sub-processes are under this process -
1) Display CONTRIB file records - displays all amounts of all
records, starting with a selected envelope number.
2) Edit CONTRIB records for a particular week
3) Enter PLEDGED amounts for contributors - allows the operator to
enter an amount into the PLEDGED field of CONTRIB. It starts at the
beginning of the file, sequencing through all envelope numbers.
Entering a negative amount causes termination of the process. The
value entered into the PLEDGED field can be printed on the
Individual Statements. See Figure 4-24. It is meant to represent
the amount a person pledged for total giving for the year.
Page 4-3-6
Section 4:2 - CFINANCE, MCONTRIB - Processes
I. Process 7 - Contributions Analysis Process
This set of processes performs statistics functions on the CONTRIB
file records, to give valuable summary information about giving
patterns. There are three basic processes that are can be performed:
1) printing of all MEMBER records (alphebetical order) that have a
contribution record, with the pledged versus given to-date figures.
2) a report and chart of the distribution of contribution amounts
3) creation of a secondary MEMBER-type file, based on the amount of
giving in the CONTRIB record of the associated members.
1) Pledged/Given report -
This report can be of all MEMBERS with offering envelopes, or of a
selected set of members. The program computes a figure for only one
person to this number; it does not look up a spouse's name. When a
person is married, an equal sign (=) is printed in front of the name -
this may, or may not indicate there is a second name with this
envelope number. The process lists each MEMBER name, followed by -
- PLEDGED AMOUNT: assumed to be properly associated with either a
particular CONTRIB category, or with the TOTAL amount
- GIVEN TO-DATE: amount given in this category, through the most
recent month/quarter termination
- EXPECTED TO-DATE: amount expected to have been given by this time
of the year - evenly pro-rated throughout the year.
- AMOUNT BEHIND: the difference of GIVEN TO-DATE and EXPECTED TO-DATE
At the end, totals amounts are printed for each column of figures.
This is followed by "Seasonally Adjusted Totals" figures, based on the
seasonal adjustment factor numbers from the Names Directory.
This report is good to make when you want to do some follow-up on
membership giving.
Grace Church Contributions Analysis -- July, 1985 Page 3
ENVEL Name phone pledged given expected amount
NUMB. to-date to-date behind
11 C28 =Sanders, Alex 345-3045 2000.00 1100.00 1000.00 -100.00
215 C34 Thomas, Carl 342-0043 800.00 280.00 400.00 120.00
---------------------------------------------------------------------
TOTALS 23534.00 11223.84 11767.00 543.16
SEASONALLY ADJUSTED TOTALS 10383.60 159.76
2) Distribution of Contributions chart -
This report shows the variation of giving in the different giving
amounts. You specify a range (low and high) of amounts to get a
distribution count for. The program counts the number of CONTRIB
records in each of 50 equally-spaced amounts between these limits,
then optionally prints a graph of the distribution numbers. You can
get this report from the full MEMBERS/CONTRIB files, or from the
MEMBCON file of a selected set of members, by contribution amount. If
you decide you want to want to get a report of some MPROFILE Special
File, then rename the "Special File" to be MEMBCON, in order to get a
report of its giving distribution. You can specify which offering
category you want a Contributions Analysis report for.
Page 4-3-7
Section 4:2 - CFINANCE, MCONTRIB - Processes
November 5, 1984
Grace Church Contributions Distribution Statistics -- MISSIONS
CONTRIB Number of Contribution Givers for these Amounts
AMOUNT
0 | 34
< 100 | 12
======================================================================
225 | 4
350 | 3
475 | 6
600 | 3
725 | 4
850 | 5
' |
' |
' |
----------------------------------------------------------------------
>6250 | 2
J. Process 8 - Special Funds processing.
This process allows editing of the Special Fund names and amounts,
plus reports of the Funds. Special Fund names and amounts are
recorded in the CDIRFILE, which is also the Names Directory for the
MCONTRIB program. First, a Fund name, and corresponding letter desig-
nator is identified. Then contribution amounts for specific Funds are
entered during the regular contribution recording process. Fund
amounts build up over a month's/quarter's period. After a
contributions entry session, the operator may go into the Special Fund
processes, have new totals computed for the Funds, then get screen
displays or print-outs of the updated totals. At the end of a
month/quarter (whatever your recording period is), Process 3) of
MCONTRIB creates updated files CONTRIBX (from CONTRIB) and CDIRFILX
(from CDIRFILE). The new CDIRFILX file has all individual
contributions totaled, and added to the Grand Total for each Fund
category. The record of each individual contribution is deleted. You
might want to back up the CDIRFILE before going on to the next period,
just like you back up the CONTRIB file. The new month/quarter
initialize process puts the CDIRFILX into place, in place of the old
CDIRFILE.
Special Fund names are first identified by performing process 5),
below, which records a Fund letter and corresponding Fund name. This
name can be changed later with process 6), and deleted with process
7). After Fund names have initially been identified, the Operator is
to enable the Special Funds processing parameter in the Names
Directory. This causes the Special Fund letter field to appear and be
edited during regular contributions entry. It will always be
associated with the fourth offering category. You are to remember (or
print out) the list of Special Fund letters / names, in order to be
able to enter contributor amounts for the Funds. A Special Fund
letter designator can be any letter, upper or lower case except for
Q/q. This allows 50 different funds to be specified. A general,
catch-all fund designator of dash (-) is used to record multiple-Fund
contributions. These particular contribution entries are to have
their Fund amount in the CDIRFILE edited after the standard
contributions have all been recorded for the week, in order to have
Page 4-3-8
Section 4:2 - CFINANCE, MCONTRIB - Processes
specific amounts properly recorded in the individual Funds the
contributor has specified.
A Special Fund contribution record (in CDIRFILE) has 4 items of
information: 1) Special Fund letter, 2) contribution week of entry,
3) associated offering envelope number, and 4) amount contributed.
Fund contributions are kept sorted by contribution week and envelope
number. A Special Fund category record in the CDIRFILE has the Fund
letter, its associated name, the date that the totals were last
updated, a Grand Total (previous periods) amount, and a current period
total, per the last totaling process run. Special Fund categories are
cleared either by editing its "Previous Total" amount (change it to
0.00), or by deleting the Special Fund altogether.
Special Fund totaling is performed at the end of each contributions
entry session, to update the Special Fund total amount. The totals do
not get updated on the fly - you have to perform this function
specifically (the program would operate too slowly during amount entry
if it had to find and update the totals at the same time as during
entry.)
Special Funds menu -
Grace Church August 21, 1985
DATA DISK = B
CONTRIB Special Funds editing 8-/MCSFUNDS/
1) Add contributions to Special Funds
2) Edit Special Fund contributions
3) Delete Special Fund contributions
4) Display the Special Fund Letters, names
5) Add a Special Fund category
6) Edit a Special Fund category
7) Delete a Special Fund category
8) Compute Special Fund Totals
9) Display Special Fund Amounts
Enter selection :
K. Process 9 - MCONTRIB SET UP
1) Start a new CONTRIBX file. This process copies file CONTRIBT
(period = month) or file CONTRIBU (period = quarter) to file CONTRIBX,
for a new clear record of contributions. Then new records are created
up to the envelope count, as given in the "Contributions number of
envelopes" parameter from the Names Directory. When completed, you
have a new, clear CONTRIBX file. You need to perform Process 1,
"Initialize for a new period", to move CONTRIBX to become CONTRIB, in
order to begin contributions amounts entry into the new file.
2) Printer start-up, special characters - sends the ASCII-coded
characters from the Names Directory to the printer, which you have set
up to indicate a particular print style or mode.
3) Edit the Names Directory
Page 4-3-9
Section 4:2 - CFINANCE, MCONTRIB - Processes
L. END OF MONTH/QUARTER PROCESSING
At the end of the period, the file CONTRIB will be full - it holds
contributions for only a month or quarter. It needs to have reports
made to it, then be saved on diskette, before you erase it and set up
for the new period. The following sequence will do this:
1. Run Process 3 from the main menu, which generates a report of
everyone's giving for the period, and generates a new separate
CONTRIBX file for next month.
NOTE: This process must run through completely from start to
finish. If you would just print a few records at the front
of the file, then the CONTRIBX file would only have that many
records, which is erroneous.
2. Run Process 5, which prints out individual contributions
statements
- The program must have the MEMBERS.DBF file on the data disk
with the CONTRIB.DBF file, in order to create the statements.
The program will automatically re-create the OFFERNDX
index file to MEMBERS if it does not exist.
- If any offering envelope records from file CONTRIB have no
corresponding person in the MEMBERS file, the envelope numbers
all displayed at completion of the statements printing. If
there are more than 50, the program terminates early, at 50.
- When a husband and wife have the same offering envelope number,
both names are printed on the statement.
3. Copy the CONTRIB file to a diskette by using the Operating
System COPY (MS-DOS), or PIP (CP/M) command.
- Insert a diskette that was properly formatted, into the
disk drive. Check that the "write tab" (little sticker on one
side of it) is not attached (is attached, for 8" diskettes).
4. Run Step 1, which renames CONTRIBX file to be CONTRIB, indexes
it, then asks you to give the dates for the Sundays of the
up-coming month. On completion, press <retn>, then QUIT to
exit back to the operating system. You should get the A> prompt
Now you are ready to begin entering contributions for the next month.
If you want to send statements lsee frequently than every quarter, it
would be appropriate to print all statements each quarter, then send
them together when you want, like all four at the end of the year.
Page 4-3-10
Section 4: CFINANCE, MCONTRIB - Appendix 4-2
Figure 4-21 - A Contributions Page of Entries (Process 2)
Grace Church Contributions for 3/22 - - September 30, 1984 Page 1
Envelope Missions Local Building Designated TOTAL
14 $ 5.00 $ 10.00 $ 10.00 $ 0.00 $ 25.00
15 $ 15.00 $ 20.00 $ 4.00 $ 2.50 $ 41.50
16 $ 21.00 $ 0.00 $ 0.00 $ 0.00 $ 21.00
17 $ 5.00 $ 0.00 $ 20.00 $ 0.00 $ 25.00
19 $ 10.00 $ 10.00 $ 0.00 $ 0.00 $ 20.00
/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\
========================================================================
Figure 4-22 - Contributions Initialize Routine Display (Process 1)
The following steps are about to be performed -
1. Entry of the dates of the Sundays of the up-coming month/quarter
2. Renaming the CONTRIBX file to be called CONTRIB for continuing
OK? :__
Enter the dates of the Sundays of next Quarter
MO/W1 MO/W2 MO/W3 MO/W4 MO/W5
: 1/1 1/8 1/15 1/22 1/29:
: 2/4 2/11 2/18 2/25 :
: 3/2 3/9 3/16 3/23 3/30:
/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\
========================================================================
Figure 4-23 - Contributions Monthly Office Report (Process 3)
Grace Church Contributions Report for March, 1984 Page 2
Envl # Missions Local Building Designated TOTAL
14 March 5.00 10.00 10.00 0.00 25.00
Year-to-date 20.00 40.00 20.00 0.00 80.00
15 March 15.00 20.00 4.00 2.50 41.50
Year-to-date 60.00 30.00 8.00 12.50 110.50
16 21.00 0.00 0.00 0.00 21.00
Year-to-date 54.00 0.00 0.00 0.00 54.00
Page 4-7-1
Section 4: CFINANCE, MCONTRIB - Appendix 4-2
Figure 4-24 - Contributions Individual Statement (Process 5)
Grace Church
C O N T R I B U T I O N R E C O R D
Norm and Patricia Anderson March 29, 1984
12431 Fordham Court
Apple Valley, MN 55124 ENVELOPE 11
Report of March Contributions
Missions Local Building Designated TOTAL
3/2 $ 10.00 $ 20.00 $ 10.00 $ 0.00 $ 40.00
3/9
3/16 $ 20.00 $ 20.00 $ 10.00 $ 0.00 $ 50.00
3/23
3/30
March 30.00 $ 40.00 $ 20.00 $ 0.00 $ 90.00
YEAR-TO-DATE 80.00 $ 155.00 $ 60.00 $ 0.00 $ 295.00
Pledged for the year: $ 1500.00
Dear Grace Church Members,
Today is the first day of the new building project.
We are blessed to have the opportunity of serving so many
in our community, and sharing the Good News of God's love.
God bless each of you as you share in the many resources
that God has given each of us.
Yours in His Service,
Pastor Anderson
Page 4-7-2
Section 4:2 CFINANCE, CFBUDGET
2. Tutorial: Church Budget Manager
The operator first starts the program by entering "DO CFINANCE", the
same way as for starting the MCONTRIB program. Selecting "1) Church
Budget" starts this section of CFINANCE, bringing up the Church Budget
menu, as shown in Figure 4:2, above. The processes use file ACCOUNTS,
and file index ACCOUNTS, where the financial data is stored. A sample
ACCOUNTS file is included with the original CFINANCE diskette that this
tutorial is based on. The Tutorial steps you through a full sequence of
operations to enter and change payment amounts, post them by performing
automatic check printing, then updates the ACCOUNTS file for the next
month of accounts. After the Tutorial is completed, the operator is to
clear this sample file (perform Process 7), allowing real account
information to be entered.
1 Enter: 2 ("Church Budget")
Response: (The Church Budget menu appears)
2 Enter: 2 ("Enter the church Received Amounts")
Response: The Accounts Receivables screen in shown - Figure 4:2-1.
3 Enter: A2 Add a Receivable amount under "Sunday School
Classes"
Response: Enter Receivables amount - $:___________:
4 Enter: $ 400.00 You are saying that $400 of last Sunday's
offering is designated for Sunday School
Class expenditures.
Response: The Accounts Receivables screen re-appears.
5 Enter: Q You want to exit this process.
Response: The CFBUDGET menu re-appears
6 Enter: 1 ("View/edit the church budget")
Response: (ACCOUNTS Department Summary screen is shown)
7 Enter: A (Add a department name)
Response: (Enter DEPARTMENT NAME)
8 Enter: Special Building Proj
(This is a new department of expenses.)
Response: The program adds a new Department record in the
ACCOUNTS file, with this department name.
Then the same menu from above is displayed
9 Enter: B (Edit the Department budget amounts.)
Response: The screen shows the cursor at the first
Department "budgeted amount" figure. The
figures can then be changed until the operator
is satisfied with them.
10 Enter: The operator either types a new value over
the present figure, or presses RETURN to
go to the next Department budgeted figure.
Cursor control characters are in effect; see
paragraph 2-I.4.
Page 4:2-7-1
Section 4:2 CFINANCE, CFBUDGET
Response: After the last "budgeted amount" has been
entered, the program re-calculates the totals
at the bottom of the screen, then returns to
the operator selection query.
11 Enter: E4 ("Edit a Department" - Department 4, which
the menu shows is the "Special Bldg Project")
Response: The process works for a few seconds, then
the "Grace Church Monthly Budget for: Special
Building Project" appears. This is a spread-
sheet screen where "new-owed" and "to be paid"
columns can be entered/edited by the operator.
12 Enter: A First you must add an Account to receive
payments into.
Response: ACCOUNT name: owed: 0.00 payment: 0.00
(Asks for the name you want to give to the Account.)
13 Enter: Jerry Johnson (Jerry is the carpenter who will receive
payment amounts in the form of checks.)
40.00 (owed)
30.00 (to be paid now)
Response: Add another ACCOUNT? __ Entering "Y" would enable more
than one Account to be added, now.
14 Enter: N (No more Accounts)
Response: The "Special Building Project" spreadsheet re-
appears, showing the added Accounts.
15 Enter: P (Edit the amounts to be paid.)
Response: The screen brings the cursor to the top of the
screen, under the "to be paid" column, where
the operator enters new values over the old.
16 Enter: 40.00 Entered on top of the 30.00 amount that is
already on the screen for the Nursery account.
C "C" marks this new amount to be posted with a
check to be printed. It will be included in the
"current month projectd" column of the Depart-
ment summaries screen, then be posted for the
month's expenditures.
Response: Pressing ctrl-W will terminate changing these
ated
data that you might have. The
