Copyright: Copyright ® X-Ware Engineering 1995


Help Contents
Membership DataBank for Windows - Help Contents

The following Help topics are available to Membership DataBank for Windows. Use the scroll bar to see entries not currently visible in the Help window. To learn how to use Help press F1 or choose Using Help from the Help menu. Use the mouse to select any topics highlighted.

The Shareware Concept

The Shareware Ombudsman

License

Introduction

System Requirements

Using X-Ware Engineering Software

Membership DataBank for Windows - In Detail

Advanced Tips and Tricks

Registration

Technical Support

Software Upgrades

Other Products And Services


The Shareware Concept

Shareware distribution gives users a chance to try software before buying it.  If you try a Shareware program and continue using it, you are expected to register.  Individual programs differ on details -- some request registration while others require it, some specify a maximum trial period.  With registration, you get anything from the simple right to continue using the software to an updated program with a printed manual.

Copyright laws apply to both Shareware and commercial software, and the copyright holder retains all rights, with a few specific exceptions as stated below.  Shareware authors are accomplished programmers, just like commercial authors, and the programs are of comparable quality (In both cases, there are good programs and bad ones!).  The main difference is in the method of distribution. The author specifically grants the right to copy and distribute the software, either to all and sundry or to a specific group.  For example, some authors require written permission before a commercial disk vendor may copy their Shareware.

Shareware is a distribution method, not a type of software.  You should find software that suits your needs and pocketbook, whether it's commercial or Shareware.  The Shareware system makes fitting your needs easier, because you can try before you buy.  Also, because the overhead and prices are low.  Shareware has the ultimate money-back guarantee -- if you don't use the product, you don't pay for it.

Association of Shareware Professionals

The Association of Shareware Professionals (ASP) is a trade association of shareware professionals who are dedicated to making the shareware concept work.  It sets standards, promotes the industry, and does all the things you would expect of a trade association.

Whenever you see the

ASP mark:	<ASP>

      or logo:

you'll know that the program was produced by some who takes pride in his or her work.

The ASP also provides an alternate grievance path for you, the shareware user, in case you cannot resolve a problem with an ASP member.  To that end, the following standard message is provided in all ASP-certified software:

This program is produced by a member of the Association of Shareware Professionals (ASP).  ASP wants to make sure that the Shareware  principle works for you.  If you are unable to resolve a Shareware-related problem with an ASP member by contacting the member directly, ASP may be able to help.  The ASP Ombudsman can help you resolve a dispute or problem with an ASP member, but does not  provide technical support for member's products.

Please write to the ASP Ombudsman at 545 Grover Road, Muskegon, MI 49442-9427 USA, FAX 616-788-2765 or send a CompuServe message via CompuServe Mail to ASP Ombudsman 70007,3536.


The Shareware Ombudsman
Shareware Ombudsman Statement

This program is produced by a member of the Association of Shareware Professionals (ASP).  ASP wants to make sure that the Shareware  principle works for you.  If you are unable to resolve a Shareware-related problem with an ASP member by contacting the member directly, ASP may be able to help.  The ASP Ombudsman can help you resolve a dispute or problem with an ASP member, but does not  provide technical support for member's products.

Please write to the ASP Ombudsman at 545 Grover Road, Muskegon, MI 49442-9427 USA, FAX 616-788-2765 or send a CompuServe message via CompuServe Mail to ASP Ombudsman 70007,3536.


Company Defaults

The company name that you enter in the New Company  or Maintain Company Information screens is displayed in the title bar  at the top of the screen when you open a company for processing.  The company name will also appear on various reports that may be generated for the current company.  Other organizational information such as street address, city, state, and zip code may also be printed.


Member Defaults

By choosing the Default Information, Members option from the Maintain menu you can enter the application defaults for the membership module.  Five types of default information may be defined:

1.	Required Fields - These options can be used to enforce an organization's data entry rules regarding certain member data items.  For example, social security number can be selected as a required field.  In this case, a member record cannot be saved to disk if a social security number either has not been entered or has been removed.

The following fields can be selected as required data items:

Gender

Status

Marital

Relation

Social Security Number

Date of Birth

Envelope #

Registry #

 2.	Status Codes - There are 10 pre-defined membership status codes available:

Contact

Contributor

Deactivated

Deceased

Guest

Inactive

Member

Prospect

Shut-in

Visitor

You can define up 10 additional user-definable membership status codes for classifying an individual's affiliation or connection with your organization.

3.	Additional Phones - You can define up 10 user-definable phone numbers.  Examples: Fax, Pager, Cellular, In Case of emergency.

4.	Event Dates - You can define up to 10 user-definable event dates.  Examples: Wedding, Joined, Baptism.

5.	Custom fields - You can define up to 12 user-definable custom fields.  Examples: Blood Type, Hobby, Special Skill.

NOTE: User-definable fields are stored in the database based on the order of their label description defined on the Member Defaults screen.  What this means to you is that once a label description has been defined, don't move it to a different # location.  Also, once you have entered information into the database for these fields, deleting or renaming one of the user-definable label descriptions on the Member Defaults screen doesn't mean that the information will be changed in the actual fields of the database records.


Shareware License
License

X-Ware Engineering is delighted that you are trying Membership DataBank for Windows and distributing it to your friends, colleagues, and BBS's!  If you find Membership DataBank for Windows useful, register it.  If you distribute it, please distribute only the unregistered version and keep all the files together.

Please show your support for Shareware by registering the programs you actually use and by passing the unregistered versions on to others.

Shareware is kept alive by YOUR support!

Trial Use License

Membership DataBank for Windows is provided at no charge for evaluation purposes only.  This Shareware version of Membership DataBank for Windows is the complete working version of the product, not a crippled or demo copy.  Membership DataBank for Windows  is not  public domain software. It is Copyright (c) 1995 by X-Ware Engineering. All rights reserved.

X-Ware Engineering hereby grants you a limited license to use this software for evaluation purposes only for a period not to exceed sixty (60) days.  If you intend to continue using this software (and/or its documentation) after the sixty (60) day evaluation period, you must make a registration payment to X-Ware Engineering.  Using this software after the evaluation period has ended without registering is a violation of the terms of this limited license.

Licensee shall not use, copy, rent, lease, sell, modify, decompile, disassemble, otherwise reverse engineer, or transfer the licensed software except as provided in this agreement. Any such unauthorized use shall result in immediate and automatic termination of this license.

All rights not expressly granted here are reserved to X-Ware Engineering.

U.S. Government Restricted Rights:  Use, duplication, or disclosure by the U.S. Government of the computer software and documentation in this package shall be subject to restrictions as set forth in subdivision (b) (3) (ii) of the Rights in Technical Data and Computer Software clause at 252.227-7013 (DFARS 52.227-7013).  Manufacturer is X-Ware Engineering, 968 Admiral Callaghan Lane, Suite 357, Vallejo, CA 94591-3680.

Registered Use License

X-Ware Engineering hereby grants to you as an individual, a personal, nontransferable license to use  the Membership DataBank for Windows product for personal use in your business or profession.

This Shareware version of Membership DataBank for Windows is the complete working version of the product, not a crippled or demo copy.  Membership DataBank for Windows  is not  public domain software. It is Copyright (c) 1995 by X-Ware Engineering. All rights reserved.

You may use the licensed software at a single location on a single computer which you own or use and for which the software was designed to operate.  Unless you have licensed a network version of the software, you may not use the software in a network or a multiple user arrangement.  If you have licensed a network version of the software, you have the right to use the network version only on a local area network established  by you at a single location, and the software may be accessed only by your employees or by other authorized personnel working for you at such location .

You may not make copies, translations or modifications of or to the software, except you may copy the software for backup purposes in support of your use of the software.

Licensee shall not use, copy, rent, lease, sell, modify, decompile, disassemble, otherwise reverse engineer, or transfer the licensed software except as provided in this agreement. Any such unauthorized use shall result in immediate and automatic termination of this license.

All rights not expressly granted here are reserved to X-Ware Engineering.

U.S. Government Restricted Rights:  Use, duplication, or disclosure by the U.S. Government of the computer software and documentation in this package shall be subject to restrictions as set forth in subdivision (b) (3) (ii) of the Rights in Technical Data and Computer Software clause at 252.227-7013 (DFARS 52.227-7013).  Manufacturer is X-Ware Engineering, 968 Admiral Callaghan Lane, Suite 357, Vallejo, CA 94591-3680.

Limited Distribution License

This Shareware version of Membership DataBank for Windows is the complete working version of the product, not a crippled or demo copy.  Membership DataBank for Windows  is not  public domain software. It is Copyright (c) 1995 by X-Ware Engineering.  All rights reserved.

X-Ware Engineering encourages you to freely copy and distribute this unregistered version of Membership DataBank  for Windows subject to the following restrictions.

Permission is granted to individuals charging no fees, and to BBSes, User Groups, Mail-Order Disk Vendor, CD-ROM publishers, and BBS File-Distribution Networks regardless of fees, to distribute the Membership DataBank for Windows package, provided they convey a complete and unaltered copy of the shareware version of this product, and provided they claim no ownership of these products.

Distribution by other channels, and distribution of modified versions, are also allowed, but only under the terms of the attached VENDINFO data record, which is hereby incorporated by reference.  Any distribution satisfying all the distribution requirements expressed in that data record is hereby authorized.

 Permission to distribute these products is not transferable, assignable, saleable, or franchiseable.  Each vendor wishing to distribute these products must independently satisfy the terms of this limited distribution license.

Licensee shall not use, copy, rent, lease, sell, modify, decompile, disassemble, otherwise reverse engineer, or transfer the licensed software except as provided in this agreement.  Any such unauthorized use shall result in immediate and automatic termination of this license.

All rights not expressly granted here are reserved to X-Ware Engineering.

X-Ware Engineering may revoke any permissions granted here, by notifying you in writing.

U.S. Government Restricted Rights:  Use, duplication, or disclosure by the U.S. Government of the computer software and documentation in this package shall be subject to restrictions as set forth in subdivision (b) (3) (ii) of the Rights in Technical Data and Computer Software clause at 252.227-7013 (DFARS 52.227-7013).  Manufacturer is X-Ware Engineering, 968 Admiral Callaghan Lane, Suite 357, Vallejo, CA 94591-3680.

Limited Warranty

 X-WARE ENGINEERING SPECIFICALLY DISCLAIMS ALL IMPLIED WARRANTIES ON THE SOFTWARE AND MANUALS, INCLUDING, WITHOUT LIMITATION, WARRANTIES OF MERCHANTABILITY, PERFORMANCE AND FITNESS FOR A PARTICULAR PURPOSE.  NEITHER X-WARE ENGINEERING NOR ANYONE ELSE INVOLVED IN THE CREATION, PRODUCTION, OR DELIVERY OF THIS SOFTWARE SHALL BE LIABLE FOR ANY BUG, ERROR, OMISSION, DEFECT, DEFICIENCY OR NONCONFORMITY IN ANY SOFTWARE.  AS A RESULT, THE SOFTWARE IS SOLD "AS IS" AND THE PURCHASER ASSUMES THE ENTIRE RISK AS TO ITS QUALITY AND PERFORMANCE.

NEITHER X-WARE ENGINEERING NOR ANYONE ELSE INVOLVED IN THE CREATION, PRODUCTION, OR DELIVERY OF THIS SOFTWARE SHALL IN NO EVENT BE LIABLE FOR DIRECT, INDIRECT, SPECIAL, INCIDENTAL, CONTINGENT OR CONSEQUENTIAL DAMAGES RESULTING FROM ANY DEFECT IN THE SOFTWARE OR ITS DOCUMENTATION INCLUDING DAMAGES FROM LOSS OF DATA, DOWNTIME, LOSS OF GOODWILL, DAMAGE TO OR REPLACEMENT OF EQUIPMENT OR PROPERTY, EVEN IF X-WARE ENGINEERING HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.  You agree that X-Ware Engineerings' liability arising out of contract, negligence, strict liability in tort or warranty shall not exceed any amounts paid by you for this product.  Any written or oral information or advice given by X-Ware Engineering dealers, distributors, agents or employees will in no way increase the scope of this warranty, nor may you rely on such oral or written communication.  Some states do not allow the exclusion or limitation of implied warranties or liability for incidental or consequential damages, so the above limitation or exclusion may not apply to you.  This warranty gives you specific legal rights, and you may also have other rights which vary from state to state. The laws of the State California shall govern this Agreement.


Introduction

Membership DataBank for Windows is a Microsoft Windows based non-profit accounting system that lets you manage information concerning the financial condition and operating performance of your group or organization.  It has been designed to serve the needs of all types of non-profit organizations. Membership DataBank for Windows uses terminology that all users can quickly understand without having to have any professional experience of similar computer software.  All that is required is a basic knowledge of the Microsoft Windows operating system. Membership DataBank for Windows provides the following facilities:

- Membership administration

- Household administration

- Label printing facilities

- Reporting facilities

These facilities are provided by means of an easy to use menu system with extensive use of standard button tool bars and special function keys for easy selection.  A context sensitive help system ensures that whenever you are not sure about anything, you can simply press the F1 help key and a help screen will appear explaining clearly what is required at that particular point and what you should do next.

X-Ware Engineering has gone to great lengths when designing this product to ensure that user-defined entries and  information categories in Membership DataBank for Windows let you track the data that is specific to your situation, without the use of complicated numbering schemes.  The program's many user-defined fields let you shape the program for use in widely different organizations.


System Requirements

In order to setup and operate Membership Databank for Windows successfully, your computer system must meet the following minimum system requirements:

Hardware	- Personal computer (IBM PC, PS2, or 100% compatible)

- 486sx or higher microprocessor

- 8 MB of memory (16 MB recommended)

- 6 MB free disk space (10 MB recommended)

- One 3.5" high-density disk drive

- Microsoft Mouse or compatible pointing device

- Any Microsoft Windows supported printer

- VGA or higher-resolution monitor recommended

Software	- MS-DOS operating system version 3.1 or later

- Microsoft Windows operating system version 3.1 or later

( running in 386 enhanced mode )

Network	- Microsoft Windows For Workgroups 3.11 or later

- Microsoft Windows NT

- Novell NetWare

- Lantastic NOS

- Other NetBIOS compatible networks

In addition, ensure that your C:\CONFIG.SYS file contains the command FILES=60 or above to avoid experiencing the error message "Too Many files Open". If you wish to have several Windows applications open simultaneously, you may need to increase this value to 100 or more.


Using X-Ware Engineering Software

X-Ware Engineering software is designed to be powerful, yet easy too use. A number of features have been developed to allow you to record and access all your information with minimum effort. Some of these features are described below.  They include:

Easy to use menus

Wherever you are in the Membership DataBank for Windows application, you will generally see a menu bar along the top of the screen under the Title bar.  When you select any of these options, a pull-down menu appears listing choices for the Main Menu option.  If one of these options is dimmed , this means that it is not active for that particular program function.  Membership DataBank for Windows automatically updates the menu bar depending on the program functions.

For further information on the use of menus, see your Microsoft Windows manual.

Standard button tool bar

Membership DataBank for Windows  employs the use of toolbars to provide you quick access to program functions.

The parent window Toolbar  is just below the Menu Bar .  This is a unique button bar that allows quick access to program functions that are common to all windows.

The data entry window Toolbar  is just below the Title Bar .  This is a unique button bar that allows quick access to program functions that are specific to the data entry window.

These toolbars are specially designed to be easy to locate and use by  a picture and/or text describing what the button does.

Special function keys

Context sensitive help

Membership DataBank for Windows has been designed to provide context sensitive help.  Context sensitive help gives you immediate help with a screen element of interest (menu command, dialog box, etc.).   Membership DataBank for Windows takes you directly to the help information you seek without the need to traverse the online help indexing system.  Anytime you would like to access the context sensitive help feature, simply press F1 key or the appropriate Help button.

NOTE: To get help on a specific menu command, click the menu name and then use the Down Arrow Key to highlight the command of interest.  Once the command is highlighted, press F1.


Membership DataBank In Detail
Membership DataBank for Windows - In Detail

X-Ware  Engineering is delighted to present to you Membership DataBank for Windows.  This product is a  Microsoft Windows based non-profit accounting system that lets you manage information concerning the financial condition and operating performance of your group or organization.  It has been designed to serve the needs of all types of non-profit organizations.

Contents

Getting Started

Getting Acquainted with Screens

Determine General Defaults

Company

Members

Reference

Menus

Glossary

Copyright Notice


F_Company
company name

You can enter up to 30 characters for the company name. The name displays on reports so use your company's correct and legal name.


F_Company Address
address

You can enter the address in two lines which can contain up to 30 characters each.


F_Company CityStZip
city, st, zip

Three boxes on this line represent the city, state, and zip code, respectively.

•	You can enter up to 20 characters for the city.

·

•	Enter the two-character postal abbreviation for you state.

·

•	enter the zip code.


F_Company Telephone
telephone

you can enter up to 20 characters for the telephone number.


F_Company Fax
fax

You can enter up to 20 characters for the Fax number.


F_Company Federal Employer ID
federal employer ID

You can enter up to 11 characters for the federal employer ID.  The federal employer ID is required by the Internal Revenue Service.


F_Company State Employer ID
state employer ID

You can enter up to 11 characters for the state employer ID.  The state employer ID is required by most states' department of revenue.


F_Company State Unemployment ID
state unemployment ID

You can enter up to 11 characters for the state unemployment number, if required by your state.


F_Member First Name
first name

You can enter up 15 characters for the first name of a member.


F_Employer
employer name

You can enter up to 30 characters for the company name. The name displays on reports so use your employer's correct and legal name.


F_Employer Address
address

You can enter the address in two lines which can contain up to 30 characters each.


F_Employer CityStZip
city, st, zip

Three boxes on this line represent the city, state, and zip code, respectively.

•	You can enter up to 20 characters for the city.

·

•	Enter the two-character postal abbreviation for you state.

·

•	enter the zip code.


F_Employer Extension Number
telephone extension

You can enter up to 4 characters for the telephone extension number.


F_Employer Fax Number
fax

You can enter up to 20 characters for the Fax number.


F_Employer Position
position

You can enter up to 30 characters to describe a member's work position or job title.


F_Employer Telephone
telephone

you can enter up to 20 characters for the telephone number.


F_Family
family name

You can enter up to 40 characters for the family name of a household.  Membership DataBank for Windows uses the family name when addressing correspondence to a household.


F_Family Address
address

You can enter the address in two lines which can contain up to 30 characters each.


F_Family CityStZip
city, st, zip

Three boxes on this line represent the city, state, and zip code, respectively.

•	You can enter up to 20 characters for the city.

·

•	Enter the two-character postal abbreviation for you state.

·

•	enter the zip code.


F_Family HeadOfHouse
head of house

This is a display (view only) field.  The head of house can only  be assigned or changed via the Household menu.


F_Family Telephone
telephone

you can enter up to 20 characters for the telephone number.


F_Member Date of Birth
date of birth

This is a numeric field that must be entered as MM/DD/YYYY.  Example: 01/01/1995.


F_Member Gender
gender

you can enter up to 7 characters for describing the gender of a member.


F_Member Label Name
label name

You can enter up to 40 characters for a label name for a member.  Membership DataBank for Windows uses the label name when addressing correspondence to a member.


F_Member Last Name
last name

You can enter up to 20 characters for the last name of a member.


F_Member Marital Status
marital status

You can enter up 10 characters for describing the marital status of a member.


F_Member Membership Status
membership status

You can enter up to 12 characters for describing the membership status of a member/prospect.


F_Member Middle Name
middle name

You can enter up to 10 characters for the middle name of a member.


F_Member Preferred Name
preferred name

You can enter up to 15 characters for the preferred (nickname) name of a member.


F_Member Relation
relation

You can enter up to 12 characters for describing the relationship of a member to the Head Of Household.


F_Member Registry Number
registry number

You can enter up to 8 characters for assigning a member a registry number.


F_Member Suffix Name
suffix name

You can enter up 11 characters for the suffix name of a member.


F_Member Social Security Number
Social Security Number

This is a numeric field that must be entered in the format 999-99-9999.  Example: 123-45-6789.


F_Member Envelope Number
envelope number

You can enter up to 8 characters for the envelope number of a member.


F_Member Title
title

You can enter up 10 characters for the title of a member.


Advanced Tips And Tricks

1.	All Membership DataBank data entry forms are initially displayed in the view mode.  You must press the  Edit button to place the form in the edit mode before you are allowed to make any changes to the data that is displayed.

2.	When a member is moved from one household to another, all of that member's associated information moves with them (contributions, attendances, etc.).

3.	Optimistic Buffering: Membership DataBank's database engine uses aggressive optimistic buffering  schemes.  The basic philosophy behind optimistic buffering is that all file reads and writes are cached as long as possible.  This allows the database engine to visit a memory buffer for information instead of reading from or writing to disk.  Besides speed benefits there are other subtle benefits that save on system resources.

Caveats for Optimistic Buffering: Membership DataBank's database engine does not detect if a LOCAL hard drive is a shared volume under a peer to peer network, such as Windows for Workgroups or Windows 95.  If Membership DataBank is installed on your LOCAL hard disk and is being accessed by users logging into your local machine, turn Optimistic Buffering off.

NOTE:  You can turn optimistic buffering off by placing the following parameter in the [AppEnv] section of the MDW.INI file located in the Windows directory:

SetOBuffer=0


Registration

This product is Shareware and as such it should be registered with X-ware Engineering if you intend to continue using it after the initial 60 day evaluation period. In order to register the product you should use Microsoft Windows Write to access the required registration form relevant to the country in which you live. The following forms are available.

REGISTUS.WRI	-	USA

Icons for these forms should have been setup in your program manager group when you installed Membership DataBank for Windows.  Double-click the relevant icon to edit the registration form, or enter the following command at the program manager File, Run option:

WRITE C:\MDBANK\REGISTUS.WRI

Registrations are accepted by mail, email, and fax. Payments may be made by check, VISA, MASTERCARD, AMERICAN EXPRESS, and DISCOVER or CompuServe users may use the CompuServe service GO SWREG to register on-line and have the registration fee directly debited from their CompuServe account. Further registration instructions and pricing details can be found on the forms listed above.

Registration Benefits

By registering this package with X-Ware Engineering, you become eligible for the following:

- a registration number to remove all "on evaluation" screens and messages

- a copy of the latest version of this product

- lifetime support for written correspondence

- written notification of at least the next 2 major upgrades

- immediate notification of major bugs found with the registered version

- package and shipping costs only for release to fix reported problems

- opportunity to provide input towards development of future releases

- opportunity to request customization of system unique to your company

Remember - Shareware is based on your honesty. If you like this product and you continue to use it after your initial evaluation, then you should register it. If you do not register after the evaluation period you are breaking the license agreement and should discontinue to use the product.


Technical Support

X-Ware Engineering is committed to providing the finest technical support available. In order to do that, we need your help.  To make optimal use of our technical support, follow the procedures outlined below.

Technical Support Policy

X-Ware Engineering offers free technical support and problem resolution to all registered users of our software as detailed in the registration section of this help system. Our support service can help you with any questions you may have about our software and help you fix any faults you may find. Also, an important part of our support service is to provide you with an opportunity to give us feedback about our products so that future upgrades can be designed better to suit your requirements.

How To Become a Registered User

Register Membership DataBank for Windows using the appropriate registration form included with this product.  These forms record your name, address, company name, phone and fax number, any electronic mail or BBS numbers.  The registered user must be the person using the software and calling for technical support -- not the software librarian of the company.

Later in this section we will explain in detail the information to include about your problem.

Asking us Questions

We like to provide detailed and accurate answers to all your questions about Membership DataBank for Windows.  We request that you send us your detailed questions by Internet, CompuServe, Fax, or U.S. Mail, instead of calling us.  This allows us to investigate your questions in detail and have them answered by experts in the specific areas.

Contacting Us

Technical support is available, in order of priority, by:

-  Internet

-  CompuServe

-  Fax

-  Mail

-  Phone

Internet

The best way to get technical support is through the Internet.  It is available to you 24 hours a day, seven days a week.  Our Internet mailer checks for new mail every 10 minutes.

Log into the Internet and send a message to X-Ware Engineering's email address:

support@x-ware.com

CompuServe

The second best way to get technical support is through CompuServe.  It also is available to you 24 hours a day, seven days a week.  We check X-Ware Engineering CompuServe mail twice a day, six days a week.

Log into CompuServe and send a mail message to X-Ware Engineering's ID:

102621,2065

Fax

You may reach X-Ware Engineering by fax 24 hours a day, seven days a week.  Our fax number is:

707-557-2078

When you fax, please include your name, address, and phone and fax number.  This information must match the information on your registration form.

Phone

We rarely resolve anything on the phone.  If you call and say "My application does not work," there is nothing we can do or suggest to help you without reviewing your problem, and that takes more than a quick call.

The fastest, most efficient way to get technical support is through CompuServe.  Send us a complete working copy of your installation and describe your problem in detail before you call.  Then when you do call, we can have your answers ready.

Use the same procedure if you send your information to our bulletin board, by fax, or by mail.

You must be a registered user before you call!  Before you call:

-  Read any README files on your Membership DataBank for Windows disks.

X-Ware Engineering technical-support hours are Monday through Friday 9:30 AM to 4:30 PM Pacific time.  Please have this information when you call:

-  The name of the registered Membership DataBank for Windows user

-  Your Name

-  Your company name

-  The version of Membership DataBank for Windows you are using

-  The operating system you are using

-  The serial number of Membership DataBank for Windows you are using

The next section goes into detail about additional information we may also need to pinpoint your problem.

When you call, be in front of your system and ready to try any commands.

If you miss us or we are helping other customers when you call and need to leave a message, here is a sample message:

"I need technical support on Membership DataBank for Windows  version x.xx 	(where x.xx =  the version of the product that you are using) .

My name is __________.

My company name is __________.

The best time to reach me is __________.

My phone number is __________."

The X-Ware Engineering Technical Support Hotline is:

707-557-2078

What Information Will We Need ?

Please provide the following information when you contact us for technical support:

-  Your full name

-  Your address

-  Your company name

-  The phone number and the best time to reach you

-  The version of Membership DataBank for Windows you are using

-  Your operating system

Describing The Problem

-  As precisely as you can, give us the exact details about the problem(s)

   and/or errors  that you are experiencing.

-  List any error messages that appear in connection with the problem.

 We Will also need to know

-  What your config and autoexec files contain?

-  What version of DOS and Windows are you running?

-  The make and model of your machine and video driver.

-  Amount of memory.

-  List any other devices and peripherals in your system.

If we cannot duplicate a problem, we cannot fix it

-  Provide us with as detailed a list as possible of the steps and conditions

   we will need to recreate the problem?

-  If a problem is intermittent, please describe as well as you can the machine

   and conditions just before it occurred.

TECHSUP.WRI

To process your technical support request as efficiently as possible, we ask that you fill out X-Ware's technical support form.  You will find a copy of this form in a Microsoft Write document in a file named TECHSUP.WRI in your Membership DataBank for Windows program directory.


Software Upgrades

All registered users of this product will be informed when upgraded versions of the product become available as detailed in the registration section of this help system. Details of new and improved features in the product will be published and registered users will be given the option of upgrading at a significant discount from the full registration cost.

Future upgrades planned for Membership DataBank  for Windows include the following:

-  Access Authorization

-  Membership Administration

-  Contributions

-  Pledges

-  Fund Accounting

-  Encumbrance Accounting

-  Accounts Payable

-  Bank Reconciliation

Please note that all of these facilities cannot possibly be included in the next upgrade and further improvements will be included which have not been listed here. Our upgrade program will, however, ensure that the facilities most requested by our REGISTERED users are the first to be developed.


T_Menu Help
Help Menu

The Help Menu lets you:

•	Access help from the Contents.

•	Search for a help topic.

•	Find out about Using Help.

•	Display product and license information (About Membership DataBank for Windows).


T_Menu Maintain
Maintain Menu

The Maintain Menu lets you:

•	Add, change, and delete member information.

•	Add, change, and delete company information.

•	Set and define membership defaults.


Adding a New Member

To add a new member:

1.	Select Member/Prospect from the Maintain menu. The Maintain Member Information data entry screen will be displayed.

2.	Click the New button on the data entry toolbar.  The Maintain Member Information data entry form will be placed in the edit mode and all fields will be cleared.

3.	Fill in the fields on the Member Tab.

4.	Click the Household tab.  The household fields will be displayed.

NOTE:  Membership DataBank  for Windows requires that all members belong a household.  You must either assign the new member to an existing household or create a new household for the member.

5.	When you're finished filling in all the information, click the Save button on the data entry toolbar.  A new member record will be created and if appropriate, a new household record and/or a new employer record will be created.


Changing Member Information

To change member information:

1.	Select Member/Prospect from the Maintain menu. The Maintain Member Information data entry screen will be displayed.

2.	Use the Data Control buttons or the Find button on the data entry toolbar to locate the member you want to change.

3.	Click the Edit button on the data entry toolbar.  The Maintain Member Information data entry form will be placed in the edit mode .

4.	Change fields or fill in the fields on any of the Maintain Member Information tab sections.

5.	When you're finished changing or filling in all the information, click the Save button on the data entry toolbar.  The changes to the member record and any related records will be saved to disk.


Delete a Member

To delete member information:

1.	Select Member/Prospect from the Maintain menu. The Maintain Member Information data entry screen will be displayed.

2.	Use either the Data Control buttons or the Find button on the data entry toolbar to locate the member you want to delete.

3.	Once you have located the member you want to delete, click the Delete button.  All information the member will be deleted from the membership database.


Move a Member to a New Household

To move a member to a new household:

1.	Select Member/Prospect from the Maintain menu. The Maintain Member Information data entry screen will be displayed.

2.	Use the Data Control buttons or the Find button on the data entry toolbar to locate the member you want to move to a new household.

3.	Click the Edit button on the data entry toolbar.  The Maintain Member Information data entry form will be placed in the edit mode .

4.	Click the Household tab to display the member's household information.

5.	Click the Menu for Households button on the bottom of the page.  The household menu will be displayed.

6.	Click the Pick new household for this person menu item.  The Search for Head of Household browse screen will be displayed.

7.	Locate the new household for the member using the browse screen.  When you have highlighted the new household that you are assigning the member, click the Ok button on the browse screen toolbar.  The member's household information will be updated to reflect the new household assignment.

8.	Click the Member tab of Maintain Member Information data entry screen.  Change the Relation field to reflect the member's relationship to the new head of house.

9.	When you're finished changing or filling in all the information, click the Save button on the data entry toolbar.  The changes to the member record and any related records will be saved to disk.


T_Member Search
Search for a Member

When the Maintain Member Information screen is initially displayed it shows the information on the first  member in the membership database.  You will need to position the database to the member you to view or change.  You can position the database using the data control buttons on the data entry toolbar (see toolbar summary on data entry window).  You can also search for a member using a browse screen.  The instructions below describe how to search for a member using a browse screen.

To search for member:

1.	Select Member/Prospect from the Maintain menu. The Maintain Member Information data entry screen will be displayed.

2.	Click the Find button on the data entry toolbar.  The Search for Member browse screen will be displayed.  The browse screen displays members in alphabetic order by last name.

3.	Select the member  you want to view or edit.  If necessary, use the scroll bar to see more members.

4.	 Click the Ok button.


T_Member Tab Comments
Comments

This tab is where you enter notepad comments pertaining to a member.  A member comment notepad is capable of storing 64.000 characters of notepad information.


T_Member Tab Employer
Employer

This tab is where you enter information about the employer of a member such as employer name,  address, city, state, zip code, and phone number.

Fields

Employer

Address

City, St, Zip

Position

Telephone

Telephone Extension

Fax Number


T_Member Tab Household
Household

This tab is where you enter information about the location of the household residence such as head of house,  address, city, state, zip code, and phone number.

Fields

Head of House

Family Name

Address

City, St, Zip

Telephone

Pop-up Menu

Display household summary information

Assign this person as head of household

Pick new household for this person

Create new household for this person


T_Member Tab Member
Member

This tab is where you enter information about the member such as name,  gender, marital status, social security number, and date of birth.

Fields

Title

First name

Middle name

Last name

Suffix name

Preferred (nickname) name

Label name

Gender

Member status

Marital Status

Relation

Social Security Number

Date of Birth

Envelope Number

Registry Number


T_Member Tab Profiles
Profiles

This tab is where you enter information about a member's profiles such as additional phone numbers, special event dates, other information as defined by your organization.

Fields

Additional Telephones

Special Event Dates

Custom Fields


Other Products And Services

The following software is available from X-Ware Engineering.  Please contact your shareware distributor for further product information.

Membership DataBank for Windows

A Microsoft Windows based non-profit accounting system that lets you manage information concerning the financial condition and operating performance of your group or organization.

Services

X-Ware Engineering offers custom application development services using state-of-the-art development tools and methodologies.  We also provide services for converting to Membership DataBank for Windows.  Please call or write for further details.


Menu Bar

The Menu Bar is the horizontal list of menus that is located directly beneath the title bar.  Each menu item's name has one underlined character, which is referred to as a mnemonic.  Type the mnemonic letters for keyboard access to menu items.

the items on the menu bar are:

File    Edit    Maintain    Reports    Options    Window    Help

When selecting an item from a menu,  visual clues tell you what will happen next.

An item followed by no marking starts an action .

An item followed by an ellipsis (...) opens a dialog box.

An item followed by an arrow (>) opens a cascading menu.


T_Menu Edit
Edit Menu

The Edit Menu lets you:

•	Copy text to the clipboard.

•	Cut text to the clipboard.

•	Paste text from the clipboard.


T_Menu File
File Menu

The File Menu lets you:

•	Open an existing company.

•	Create a new company.

•	Delete an existing company.

•	Setup a printer.

•	Exit Membership DataBank for Windows.


T_Menu Options
Options Menu

The Options Menu lets you:

•	Turn the Toolbar on and off.

•	Turn the Status Bar on and off.


T_Menu Reports
Reports Menu

Use the choices on the Reports menu to generate reports on members.

Use this menu choice...	To do this...

Family Directory	Display/Print  a report of all household names in the membership database.  Report includes household address and telephone.

Family Mailing Labels (2-up)	Display/Print mailing labels for all households in the membership database.  Use for addressing correspondence to families.

Family Mailing Labels (3-up)	Display/Print mailing labels for all households in the membership database.  Use for addressing correspondence to families.

Member Directory	Display/Print a report of all members in the membership database.  Report shows member name, address, home phone, and social security number.

Member Mailing Labels (2-up)	Display/Print mailing labels for all members in the Membership database.  Use for addressing correspondence to individual members.

Member Mailing Labels (3-up)	Display/Print mailing labels for all members in the Membership database.  Use for addressing correspondence to individual members.


T_Menu Window
Window Menu

The Window Menu lets you:

•	Cascade multiple document windows.

•	Tile multiple document windows horizontally or vertically.

•	Arrange your desktop.


T_Software Bugs
Software Bugs

This software has been produced and tested with a great deal of care and attention to detail. Every effort has been made to ensure that the product works correctly as specified in the user guide. Rigorous testing has been done to ensure that the product operates properly in a wide variety of different types of organizations.

However, as with any software product, you may find that problems occur under certain circumstances which we could not test for. In these cases, we will endeavor to fix any errors reported to us in writing. In order that we can help as quickly as possible, it would be useful to send a copy of your data along with a detailed description of how the problem can be replicated.


T_Company
Company

Membership DataBank for Windows allows you to create and access multiple companies.  All companies have their own set of data files,  stored in their own sub directory underneath  the directory you told Membership DataBank for Windows to create when you installed the application.  You use the company information windows to enter information about existing companies such as:

•	name and address information

•	telephone and fax numbers

•	federal and state employer identification numbers

•	state unemployment ID

You can change company information at anytime.

Related Topics

Set up a company

Company defaults

Changing company Information

Deleting a company

Opening a different company


Change Company Information

To change company information:

Select Company Information from the Maintain menu. The following screen will be displayed.

Click the Edit button to place the form in the edit mode.

NOTE: All Membership DataBank for Windows data entry forms are 	initially displayed in view mode.

Change/enter the appropriate company information.  When you're finished changing information, click the Save button to record the changes permanently in the database.

Fields

Company

Address

City, St, Zip

Telephone

Fax

Federal Employer ID

State Employer ID

State Unemployment ID


Delete a Company

To delete a company:

1.	Select Delete Company from the File menu.

2.	Select a company file name by highlighting it in the list box.

3.	Click Ok to delete the company.  Membership DataBank for Windows prompts you to confirm the deletion.  Choose continue to delete the company data files.


Open a Company
Opening a Company

To open a company:

1.	Select Open Company from the File menu.

2.	Select a company file name by highlighting it in the list box.

3.	Click Ok to open the company.


Setup Up a Company
Set Up a Company

To set up a new company:

Select New Company from the File menu. The following screen will be displayed.

Enter the appropriate company information.  When you're finished entering information, click the Ok button.  The company data files will be created and the company will be opened for processing.

Fields

Company

Address

City, St, Zip

Telephone

Fax

Federal Employer ID

State Employer ID

State Unemployment ID


Setting up printers

In Membership DataBank for Windows, most questions concerning printing are answered by how you have your environment set up.  In windows, you install printers and specify which ones are active on which of your ports. Because of this ability, you can easily switch back and fourth between printers.

Though you use the Windows Control Panel to install printers, Membership DataBank for Windows gives you access to your printer setup for changing default printers and settings.

To set up a printer:

1.	Select Printer Setup from the File menu.

2.	Click the Specific Printer radio button.

3.	Select a printer from the drop-down list of installed printers.

4.	Change any other settings as needed.  These settings vary depending on the types of printer you have installed.  See your Windows manual for instructions on using the Control Panel.

5.	Click Ok to save your changes to disk.


T_Customer Comments
Customer Comments

Upgrades to Membership DataBank for Windows and other X-Ware Engineering software are based on feedback from our customers.  If you feel that there is a feature missing from Membership DataBank for Windows, or that it could be improved upon in any way, then please let us know.  At X-Ware Engineering, our aim is to make the products our customers want to use!


Getting Started

Introducing Membership DataBank for Windows

We thank you for using this product.  Membership DataBank for Windows is a database application that combines data collection and retrieval using a graphical user interface.  It has a rich feature list such as exhaustive information storage, user definable fields, and pre-defined reports.

Information is easily entered and retrieved.  Many fields have list boxes that allow the user to click on the desired information instead of having to enter it manually.

Setting Up the Program

Before you set up Membership DataBank for Windows, please do the following:

•	Make a backup copy of your installation disks.  Although, you shouldn't have any problems setting up Membership DataBank for Windows on your computer, a backup copy will protect you in case the original disks get damaged.  You can copy the disks using Microsoft Windows,  the DOS DISKCOPY command, or any other diskcopy program that you own.

·

•	Become familiar with Microsoft Windows.  In this User's Guide, we assume that you know how to use basic Windows features, such as pull-down menus, Minimize button, Maximize button, the Control menu, and a mouse.

•	If you purchased this product directly from X-Ware Engineering, you are automatically a registered user.  If you received this product from a friend, colleague, disk distributor, or BBS and intend to use it after the evaluation period, please take a few minutes now to fill out the enclosed registration form.  After we receive it, you will be sent the most current version of the product and be entitled to receive free technical support, product update notices, and new product announcements.

System Requirements

In order to setup and operate Membership DataBank for Windows successfully, your computer system must meet the following minimum system requirements:

Hardware	- Personal computer (IBM PC, PS2, or 100% compatible)

- 386sx or higher microprocessor

- 4 MB of memory (8 MB recommended)

- 6 MB free disk space (10 MB recommended)

- One 3.5" high-density disk drive

- Microsoft Mouse or compatible pointing device

- Any Microsoft Windows supported printer

- VGA or higher-resolution monitor recommended

Software	- MS-DOS operating system version 3.1 or later

- Microsoft Windows operating system version 3.1 or later

( running in 386 enhanced mode )

Network	- Microsoft Windows For Workgroups 3.11 or later

- Microsoft Windows NT

- Novell NetWare

- Lantastic NOS

- Other NetBIOS compatible networks

In addition, ensure that your C:\CONFIG.SYS file contains the command FILES=60 or above to avoid experiencing the error message "Too Many files Open". If you wish to have several Windows applications open simultaneously, you may need to increase this value to 100 or more.

Running Setup

After making a backup copy of the original disks, follow these steps to successfully setup Membership DataBank for Windows onto your computer system:

1.	Start up Microsoft windows.  If you have any other applications running, close at this time.

2.	Insert Setup Disk 1 into a floppy drive (A: or B:), select File menu from the Program Manager, and choose Run.

3.	In the Command Line field of the Run dialog box, type A:SETUP (or B:SETUP if you put the disk into drive B:) and click OK.

4.	Make sure you follow the instructions that appear on your screen.  The setup program will place the program files into a directory called MDBANK, unless you choose a different directory.

The README file

A README file has included on the setup disks.  It contains the latest information not available when this User's Guide was printed.  This file will automatically be copied into the MDBANK directory, or the one you have chosen.  You can read this file at anytime by using WRITE or some other word processor.

Starting and Exiting The Program

To start Membership DataBank for Windows:

1.	Run Microsoft Windows.

2.	Open the program group that contains Membership DataBank for Windows.  the default group created when you set up the program is Membership DataBank for Windows.

3.	Double click on the Membership DataBank for  Windows icon.  The Membership DataBank for Windows main menu screen will appear.

4.	When you are finished using Membership DataBank for Windows, exit the program ether by selecting the Exit option from the File menu, or selecting Close option from the Control menu.


Exiting The Program

There are several ways to exit Membership DataBank for Windows:

•	Choose the Exit option from the File Main Menu.

·

•	Choose the Close option from the Control-menu box.


Determine General Defaults

Membership DataBank for Windows uses defaults to reduce the number of keystrokes required for data entry, thereby saving you a considerable amount of time as you build your data files. By defining default terms or values ahead of time, you avoid having to repeat the same information again and again for each record in your database.

Company defaults

Member defaults


Getting Acquainted with Screens

As you begin working with Membership DataBank for Windows, you will see several different kinds of screens on the monitor.  As you scan the following paragraphs, which describe the screens, you will see that a number of different screens are available for a variety of purposes.  You will quickly learn to distinguish one kind of screen from another.

Parent Window

Data Entry Window

Browse Window


T_Members
Members

The Members module of Membership DataBank for Windows lets you create and maintain detailed information about members of your organization, as well as people who are nonmembers but are associated with the organization in some way. (For example, you might want to accumulate information on visitors, guest speakers, and others.)

You use the Maintain Member Information window to enter/change information about new/existing members such as:

•	basic member information

•	household information

•	employer information

•	member profile information

•	comments

You can change member information at anytime.

Tabs

Member

Profiles

Household

Employer

Comments

Related Topics

Add a new member

Change an existing member

Delete a member

Move a member to a new household

Search for a member


P_Copyright Information
Copyright (c) 1995 X-Ware Engineering.  All rights reserved.

Membership DataBank for Windows is a registered trademark of X-Ware Engineering.  Membership DataBank for Windows is copyright (c) 1995 by X-Ware Engineering.  All rights reserved.

Microsoft, Microsoft Mouse, MS-Dos, and Windows are either trademarks or registered trademarks of Microsoft Corporation.

IBM is a registered trademark and PC is a trademark of International Business Machines.

Information in this document is subject to change without notice.  Companies, names, and data used in examples herein are fictitious unless otherwise noted.  The software and/or databases described in this document are furnished under a license agreement or nondisclosure agreement.  The software and/or databases may be used or copied only in accordance with the terms of the agreement.  It is against the law to copy the software except as specifically allowed in the license or nondisclosure agreement.  No part of this document may be reproduced in any form whatsoever (except as permitted within the license agreement) without the express written permission of X-Ware Engineering.


P_Help About
About Membership DataBank for Windows

Displays your license number and information about your version of Membership DataBank for Windows.


P_Help Search
search for help on

A dialog box for locating information about a specific topic.


P_Help Using Help
using help

Information about how to use Windows help.


P_Window Arrange
arrange icons

When you minimize a desktop window, it becomes an icon.  You can move these icons around in the desktop workspace by dragging them with a mouse.  If you have many of these icons in your desktop, you can arrange them so that they are evenly spaced and don't overlap.


P_Window Cascade
cascade windows

Desktop windows overlap, starting in the upper-left corner of the desktop workspace.  each window's title remains visible, making it easy for you to select any of the desktop windows.


P_Window Tile horizontally
tile window horizontally

Windows are resized and arranged horizontally (side-by-side) so that no windows overlap and each window's contents are visible.


P_Window Tile Vertically
tile window vertically

Windows are resized and arranged vertically (on top of each other) so that no windows overlap and each window's contents are visible.


Parent Window

The Membership DataBank for Windows application uses a multiple-document interface (MDI) that maintains multiple forms within a single container form.  This type of interface allows users to to display multiple documents at the same time, with each document displayed in its own window.  Document windows are contained in a parent window, which provides a workspace for all document windows in the application.

Elements of the Parent Window

•	Title Bar - Along the very top of the screen is a horizontal bar that contains the name Membership DataBank for Windows.  Each time you open a company or create a new one, this bar will be updated to display the active company in use.

•	Menu Bar - Along the top of the screen under the Title bar is another horizontal bar listing the Main Menu options: File, Edit, Maintain, Reports, Options, Window, and Help.  When you select any of these options, a pull-down menu appears listing choices for the Main Menu option.  If one of these options is dimmed , this means that it is not active for that particular program function.  Membership DataBank for Windows automatically updates the menu bar depending on the program functions.

•	Toolbar - Just below the Menu Bar is the Toolbar.  This is a unique button bar that allows quick access to program functions that are common to all windows.  It is specially designed to be easy to locate and use by  a picture and/or text describing what the button does.

•	Status Bar - Along the bottom of the screen is a horizontal bar that displays status information such as information/status messages, the current processing date, and the current accounting period.


Copy text to the clipboard
Copy

Copy places selected text or graphics on the clipboard without removing the selection from your document.

To copy text or graphics,

1.	Select the text or graphics (or both) you want to copy.

2.	Choose Copy from the Edit menu.

You can then Paste the clipboard contents into a document by choosing Paste from the Edit menu.  The selection remains on the Clipboard until you use Cut or Copy to replace it with a new selection or until you quit Windows.


Cut text to the clipboard
Cut

Cut removes selected text or graphics from your document and places it on the Clipboard.

To cut text or graphics,

1.	Select the text or graphics (or both) you want to cut.

2.	Choose Cut from the Edit menu.

You can then Paste the clipboard contents into a document by choosing Paste from the Edit menu.  The selection remains on the Clipboard until you use Cut or Copy to replace it with a new selection or until you quit Windows.


Paste text from the clipboard
Paste

Paste places text or graphics from the Clipboard into your active document at the insertion point.

To paste,

1.	Place the insertion point where you want to paste the clipboard contents.

2.	Choose Paste from the Edit menu.


Data Entry Window

You use data entry screens to build your data files.  A data entry screen comprises a series of fields, into which you type the appropriate information.  The information entered is processed by Membership DataBank for Windows to build the file and reports required by your application.

Although data entry screens do not all look exactly alike, they do reflect a common layout pattern and share some common components.

Elements of the Data Entry Window

•	Title Bar - Along the very top of the screen is a horizontal bar that contains the name of the data entry window.  The title typically identifies the primary function of the data entry window.

•	Toolbar - Just below the Title Bar is the Toolbar.  This is a unique button bar that allows quick access to program functions that are specific to the data entry window.  It is specially designed to be easy to locate and use by  a picture and/or text describing what the button does.

Summary of Toolbar Buttons

            	- Move record pointer to the beginning of the file.

            	- Move record pointer to the previous record in the file.

            	- Move record pointer to the next record in the file.

            	- Move record pointer to the end of the file.

  	- Open a window for browsing/searching records.

            - Place a data entry window in a edit mode so that data fields may be

  entered or modified.

  	- Delete the current record.

  	- Create a new record.

  	- Save changes to a new or existing record and place the data entry window

   in the view mode.  This button is only active when the data entry window is

   in the edit mode, otherwise it is disabled (dimmed).

  	- Cancel the current edit session, all changes are discarded.  This button is

   only available when the data entry window is in the edit mode.

  	- Close the data entry window.  This button is only available when the data

   entry window is in the view mode.

  	- Display context sensitive help.


Browse Window

Browse screens let you see a lot of data on one screen.  Several browse screens are built into Membership DataBank for Windows so that you can quickly access the appropriate member, group, meeting, contribution, pledge, fund or deposit information.

Although browse screens do not all look exactly alike, they do reflect a common layout pattern and share some common components.  An example of a browse screen is shown below.

Elements of the Browse Window

•	Title Bar - Along the very top of the screen is a horizontal bar that contains the name of the browse window.  The title typically identifies the primary function of the browse window.

•	Toolbar - Just below the Title Bar is the Toolbar.  This is a unique button bar that allows quick access to program functions that are specific to the browse window.  It is specially designed to be easy to locate and use by  a picture and/or text describing what the button does.


F_Profiles Custom Fields
Custom Fields

You can enter up to 20 characters of information for each custom field.


F_Profiles Dates
special event dates

This is a numeric field that must be entered as MM/DD/YYYY.  Example: 01/01/1995.


F_Profile Phones
additional telephones

you can enter up to 20 characters for each additional telephone number.


G_Access Authorization
access authorization

To control the right to enter or view application data items.


G_Accounts Payable
accounts payable

Obligations to pay for goods or services that have been acquired on open account from suppliers.  Accounts payable is a current liability in the balance sheet.


G_Accural Accounting
accrual accounting

Recognition of  revenue when earned and expenses when incurred.  They are recorded during an accounting period even though cash has not been received or paid.  This presents a truer picture of of income and expenses.  An example of accrued revenue is dividend income earned on stock owned though it has not yet been received.  Accrued salary expense due employees at period-end is an example of an accrued expense.


G_Application
application

A computer program used for a particular kind of work, such as word processing, database management, spreadsheet calculations, or accounting.  This term is often used interchangeably with "program".


G_Bank Balance
bank  balance

Amount in  a bank deposit account, such as a checking or savings account, as of a certain specified time or date, indicated on a bank statement.  Bank charges, deposits in transit, and outstanding checks usually are primary factors in reconciling an individual's or organization's books and the bank's statement, as of a particular date.  See also BANK RECONCILIATION.


G_Bank Reconciliation
bank reconciliation

Term used when settling differences contained in th BANK STATEMENT and the cash account in the books of the bank's customer.  Rarely do the ending balances agree.  To reflect the reconciling items, a bank reconciliation is required.  Once completed, the adjusted bank balance must prove to the adjusted book balance.  When it does, it indicates that both records are correct.  Journal entries are then prepared to update the records and to arrive at an ending balance in the cash account that agrees with the ending balance in the bank statement.

The bank balance is adjusted for items reflected on the books that are not on the statement.  They include OUTSTANDING CHECKS, DEPOSITS IN TRANSIT, and bank errors in charging or crediting the company's account.

The book balance is adjusted for items shown on the bank statement that are not reflected on the books.  They include bank charges, not-sufficient funds, checks, collections made by bank on customer's behalf (e.g., collected notes receivable), interest earned, and errors on the books.


G_Check box
check box

a small, square box that appears in a dialog box or data entry window and that can be selected or cleared.  When the check box is selected, an X appears in the box.  A check box represents an option that you can turn on or off.


G_Click
click

To press and release a mouse button quickly.


G_Clipboard
clipboard

An area of memory, also called a buffer, where text and commands can be stored to await further action.  The contents of the Clipboard are erased when you exit Windows.


G_Command button
command button

A button in a dialog box, data entry window, or browse window that carries out or cancels the selected action.  Two common command buttons OK and Cancel.  Choosing a command button that contains an ellipsis (for example, Browse...) causes another dialog box to appear.


G_Contribution
contribution

A donation made to the organization, often for a specific fund.


G_Control menu
Control menu

A menu that contains commands you can use to manipulate a window.  To open the the Control menu, you choose the Control-menu box at the left of the title bar in a window, or you select an application icon at the bottom of the desktop.  Every application that runs in a window and some non-Windows applications have a Control menu.  document windows, icons, and some dialog boxes also have Control menus.


G_Control-menu box
Control-menu box

The icon at the left of the title bar.  This icon opens the Control menu for a window.


G_Default button
default button

In some dialog boxes, the command button that Windows automatically selects.  The default button has a bold border, indicating that it will be chosen if you press ENTER.  You can override a default button by choosing the Cancel button or another command button.


G_Dialog box
dialog box

A window that appears temporarily to request or supply information.  Many dialog boxes have options you must select before Windows can carry out a command.


G_Dimmed
dimmed

Unavailable, disabled, or grayed.  A dimmed button or command is displayed in light gray instead of black, and it cannot be chosen.


G_Document
document

Whatever you create with an application, including information you type, edit, view, or save.  A document may be a business report, a spreadsheet, or a picture, for example.


G_Document window
document window

A window inside an application window.  Each document window contains a single document or other data file.  In some applications, there can be more than one document window inside an application window.


G_Double-click
double-click

To rapidly press and release a mouse button twice without moving the mouse.  Double-clicking carries out an action, such as starting an application.


G_Title Bar
title bar

The horizontal bar (at the top of the window) that contains the title of the window or dialog box.  On many windows, the title bar also contains the Control-menu box and Maximize and Minimize buttons.


G_Fund
fund

1.	Cash, securities, or other assets designated for a purpose such as in a SINKING FUND.

2.	In GOVERNMENT ACCOUNTING, fiscal and accounting entity with a self-balancing set of accounts recording cash and other financial resources, together with related liabilities and residual equities or balances, and changes therein.  Funds are segregated for the purpose of conducting specific activities or attaining certain objectives in accordance with special regulations, restrictions, or limitations.  An example is the SPECIAL REVENUE FUND.  See also FUND ACCOUNTING.

3.	As a verb, to finance, using long-term debt, usually bonds.


G_Fund Accounting
fund accounting

System used by nonprofit organizations, particularly governments.  Since there is no profit motive, ACCOUNTABILITY is measured instead of profitability.  The main purpose is stewardship of financial resources received and expended in compliance with legal requirements.  Financial reporting is directed at the public rather than investors.  The accounting equation is Assets = Restrictions on Assets.  Funds are established to ensure accountability and expenditure for designated purposes.  Revenues must be be raised and expended in accordance with special regulations and restrictions.  Budgets are adopted and recorded in the accounts of the related fund.  Contractual obligations are given effect in some funds.


G_Edit
edit

To make changes, additions, deletions, or rearrangements, or to change data in any manner before making permanent.


G_Encumbrance Accounting
encumbrance

1.	In government accounting, commitments related to unfilled contracts for goods and services including purchase orders.  The purpose of encumbrance accounting is to prevent further expenditure of funds in light of commitments already made.  At year-end, encumbrances still open are not accounted for as expenditures and liabilities but, rather, as reservations of fund balance.  When an estimated or contractual liability is entered into, the entry is to debit encumbrances for the estimated amount and credit RESERVE FOR ENCUMBRANCES.  When the actual expenditure of an amount previously encumbered is known, there are two entries.  The first is to reverse the original encumbrance.  The second entry is to record the expenditure by debiting expenditures and crediting VOUCHERS payable.  At year-end, the encumbrance account is closed out against fund balance.

2.	Debt secured by a lien on assets.


G_Expense
expense

Results from or measures the using up of an asset (e.g., depreciation) or incurrence of a liability (e.g., warranty expense) to obtain revenue in the current period.  An expense can apply to the cost of merchandise sold or services rendered.  Expenses apply to the ordinary course of business (e.g., salary expense) rather than to incidental transactions (e.g., fire loss).  Expenses are deducted from the revenue to derive net income.  An expense account is maintained for each type of expense for control purposes.  See also COST; LOSS.


G_Group
group

Within an organization, a collection of individuals who belong together because of objectives, interest, etc., held in common.


G_Hard Copy
hard copy

Computer term for output printed directly on paper.


G_Icon
icon

A graphical representation of an element in Windows, such as a disk drive, directory, group, application, or document.  you can enlarge an application icon to a window when you want to use the application.


G_Journal Entry
journal entry

Record of the accounting information for a business transaction.  The entry is made in a journal and then posted to a ledger.  The journal entry has a date, account(s) debited, and account(s) credited.  If there is more that one debit or credit, it is referred to as a compound entry.  Total debits must equal total credits.  The journal entry is accompanied by a short description.


G_Kiting
kiting

A term used in banking circles to describe the illegal practice in which a cash shortage is concealed by exploiting the time required for a check to clear.


G_Liability
liability

Amount payable in dollars (e.g., accounts payable) or future services rendered (e.g., warranties payable).  The party having the liability is referred to as the debtor.  There are various types of liabilities.  An actual liability actually exists and has a stated amount (e.g., bonds payable).   An ESTIMATED LIABILITY also actually exists, but the amount must be predicted (e.g., estimated tax liability).  These liabilities are booked and are shown in the balance sheet as credit balances under  current or noncurrent liabilities, depending on whether they will be paid in a period of more or less than one year.  A CONTINGENT LIABILiTY is one that may not become due (e.g., notes receivable discounted; a pending a lawsuit).  A contingent liability is usually footnoted in the financial statement.


G_Maximize
maximize

To enlarge a window to its maximum size by using the Maximum button (at the right of the title bar) or the Maximize command on the Control menu.


G_Maximize button
Maximize button

The small button containing an up arrow at the right of the title bar.  Mouse users can click the Maximize button to enlarge a window to its maximum size.  Mouse users can use the Maximum command on the Control menu.


G_Membership
member

Individual(s) admitted as an official participant in an organization.


G_Menu
menu

A list of available commands in an application window.  the Control menu, represented by the Control-menu box at the left end of the title bar, is common to all Windows applications.  You open a menu by selecting the menu name.


G_Menu Bar
menu bar

The horizontal bar containing the names of all the application's menus.  It appears below the title bar.


G_Minimize
minimize

To reduce a window to an icon by using the Minimize button (at the right of the title bar) or the Minimize command on the control menu.


G_Minimize button
minimize button

The small button containing an down arrow at the right of the title bar.  Mouse users can click the Minimize button to reduce a window to an icon.  Mouse users can use the Minimize command on the Control menu.


G_Toolbar
toolbar

Bar  displaying buttons to perform program functions.


G_Modified Accrual
modified accrual

Governmental accounting method.  Revenue is recognized when it becomes available and measurable.  Expenditures are typically recognized in the period in which the liability is incurred except for: ( 1) inventories of materials and supplies that may be considered expenditures either when bought or used; (2) interest on general and special assessment long-term debt that is recognized on the date due; (3) use of encumbrances.  Most governmental funds follow the modified accrual method.  See also ACCRUAL ACCOUNTING.


G_Non-profit Accounting
non-profit accounting

Accounting, policies, procedures, and techniques employed by NON-PROFIT ORGANIZATIONS.  Non-profit accounting is somewhat different for governmental units than for nongovernmental units (i.e., colleges, hospitals, voluntary health and welfare organizations, and charities).  Governmental units employ fund accounting , which measures ACCOUNTABILITY rather than profitability.  The MODIFIED ACCRUAL basis is typically employed by governmental funds.  Nongovernmental units use the accrual basis.


G_Non-profit Organization
non-profit organization

Group, institution, or corporation formed for the purpose of providing goods and services under a policy where no individual (e.g., stockholder, trustee) will share in any profits or losses of the organization.  Profit is not the primary goal of non-profit entities.  Profit may develop, however, under a different name (e.g., surplus, increase in fund balance).  Assets are typically provided by sources that do not expect repayment or economic return.  Usually there are restrictions on resources obtained.  Examples of non-profit organizations are government, charities, universities, religious institutions, and some hospitals.  Most non-profit organizations have been granted exemption from federal taxes by the Internal Revenue Service.  Many of these organization refer to themselves according to the IRS Code section under which they receive exempt status (i.e., 502(c)(3) organization).  This identification lets donors know that their contributions to this organization may be deductible for income tax purposes.


G_Outstanding Check
outstanding check

One issued by the company but not yet cleared by the bank.  It is listed in the cash payments journal for the month but is not included on the bank statement for that month.  In preparing the bank reconciliation, it is deducted from the bank balance.


G_Pledge
pledge

A promise to give a monetary amount to an organization or an organization's fund over a particular time period (e.g., daily, weekly, monthly, or yearly).


G_Quarterly Report
quarterly report

Financial report issued every three months between annual reports.  It includes unaudited financial statements consisting of the balance sheet, income statement, and statement of changes in financial position along with related footnotes.   Also, typically there is a narrative overview of business operations.


G_Receipts
receipts

1.	Cash or other assets received.

2.	Evidence substantiating the occurrence of an event.  Accounting documents showing receipt include a receiving report of merchandise or a bill for an expenditure incurred (e.g., hotel bill, restaurant check)>


G_Scroll Bar
scroll bar

A bar that appears at the right and/or bottom edge of a window or list box whose contents are not completely visible.  Each scroll bar contains two scroll arrows and a scroll box, which enable you to scroll through the contents of the window or listbox.


G_Shareware
shareware

Software that is sold by individuals or small companies for a nominal fee.  Typically buyers download shareware from computer bulletin boards and try it out before buying and registering it.  Registration entitles buyers to user manuals, support, and discounts on future upgrades.


G_Status Bar
status bar

A line of information usually located at the bottom of a window.  In Membership DataBank for Windows, the status bar show information/status message, the current process date, and the current accounting period.


G_Unadjusted Trial Balance
unadjusted trial balance

One showing account balances in debit and credit columns prior to preparing an ADJUSTING JOURNAL ENTRY.


G_User Definable
user-definable

A field that you design to store information that is unique to your organization.


G_View
view

To observe on the computer's screen.


G_Warning beep
warning beep

The sound that your computer makes when you encounter an error or try to perform a task that Windows does not recognize.


G_Window
window

A rectangular area on your screen in which you view an application or document.  You can open, close, and move windows, and change the size of most windows.  You can open several windows at a time, and you can often reduce a window to an icon or enlarge it to fill the entire desktop.


G_Windows application
Windows application

"Windows application" is used as a shorthand term to refer to an application that is designed to run with Windows and does not run without Windows.  All Windows applications follow similar conventions for arrangement of menus, style of dialog boxes, and keyboard and mouse use.


G_Xsim
xsim

on-line corporate modeling system developed by Dynamics Associates, Cambridge Mass.  Like IFPS and SIMPLAN, XSIM is a comprehensive modeling systen with analytical capabilities.  It generates pro forma financial statements and budgets and helps answer a variety of what-if questions.


G_Year end adjustment
year-end adjustment

process of adjusting the entry to an account at the end of the calendar or fiscal year ib order to properly state it for financial statement purposes.  Types of required adjustments include accural or deferral of a revenue or expense item, reclassification, adjustments to conform book figures to physical counts (i.e., inventory), and reflecting unusual transactions.


G_Zero base budgeting
zero-base budgeting

planning and budgeting tool that uses COST-BENEFIT ANALYSIS of projects and functions to improve resource allocation in an organization.  Traditional budgeting tends to concentrate on the incremental change from the previous year.  It assumes that the previous year's activities and programs are essential and must be continued.  Under zero-base budgeting, however, cost and benefit estimates are built up from scratch, from the zero level, and must be justified.


T_Glossary
Glossary

A

access authorization

accounts payable

accrual accounting

application

B

bank balance

bank reconciliation

C

check box

click

clipboard

command button

contribution

control menu

control-menu box

D

default button

dialog box

dimmed

document

document window

double-click

E

edit

encumbrance accounting

expense

F

fund

fund accounting

G

group

H

hard copy

I

icon

J

journal entry

K

kiting

L

liability

M

maximize

maximize button

menu

menu bar

minimize

minimize button

modified accrual

N

non-profit accounting

non-profit organization

O

outstanding check

P

Pledge

Q

quarterly report

R

receipts

S

scroll bar

shareware

T

title bar

toolbar

U

unadjusted trial balance

user-definable

V

view

W

warning beep

window

windows application

X

xsim

Y

year-end adjustment

Z

zero-base budgeting


T_Toolbar Summary
Toolbar Summary

Summary of Toolbar Buttons

            	- Move record pointer to the beginning of the file.

            	- Move record pointer to the previous record in the file.

            	- Move record pointer to the next record in the file.

            	- Move record pointer to the end of the file.

  	- Open a window for browsing/searching records.

            - Place a data entry window in a edit mode so that data fields may be

  entered or modified.

  	- Delete the current record.

  	- Create a new record.

  	- Save changes to a new or existing record and place the data entry window

   in the view mode.  This button is only active when the data entry window is

   in the edit mode, otherwise it is disabled (dimmed).

  	- Cancel the current edit session, all changes are discarded.  This button is

   only available when the data entry window is in the edit mode.

  	- Close the data entry window.  This button is only available when the data

   entry window is in the view mode.

  	- Display context sensitive help.


T_Report Customization
Customizing Report Output

When your file contains many records, it can be more helpful to restrict what is printed on the report to only those records relevant to the desired report.  By excluding all non-relevant records, the process of selecting the records you want is simpler.

For Example, if you want to print a report on all members whose contributions are above a certain level, it's better to restrict the report to those members meeting that criterion.  After all, without viewing each individual member account, how do you know which ones to select?

The key to this method of selecting sets of records is the Custom button.

When you choose Custom output, Membership DataBank displays a window whose fields vary depending on the report option you're using (but the principle behind its operation is the same). The information provided here is based on the dialog box associated with member record selection criteria

Fields

Notice the dialog box displays the  names of various fields normally associated with membership accounts, along with a check box.  You can click on any check box (or move your highlight to it and press the Spacebar) to mark it with a check mark.  Doing so includes that field in the selection process.  For example, marking the envelope field allows you to select customer records which fall between a certain range of envelopes.

You can use as many fields as necessary to define selection criteria -- the more precise your criteria, the more specific the list of records.

Criteria

The next row of boxes selects the way the criteria sorts.  When you click on these boxes, the type of criteria shown changes:

Criteria	Meaning

> 	greater than

<	less than

<>	between two values

*	starts with

=	equal to

!=	not equal to

The last two items are only available for text fields, such address, Zip Code, description, etc.  The "between" option (<>) can only be used when there are two boxes in the Values column.  When you enter a range of values in the form of an upper and lower limit, the resulting search includes the desired range plus the upper and lower limits themselves.

Values

In the values boxes, you can enter some meaningful characters or numbers which, when used with the criteria, help to define the selection of desired records.

Some fields have two entry boxes which define a range of numeric values.  Here are some examples defining criteria:

Field	Criteria	Value(s)	Action

Zip Code	*	94	Selects all records whose zip codes 	begin with 94.

Envelope #	>	8000	Selects all records whose Envelope # field 	is greater than 8000.

Registry #	<>	200  600	Selects all records whose Registry # 	is between 200 and 600 (inclusive).

Gender	=	Male	Selects all records whose Gender field is 	Male.

Member	!=	Deceased	Selects all records whose Member Status 	Status	field isn't Deceased.

You can choose any criteria to define the type of records shown.  When you click Continue, Membership DataBank selects records on the basis of the specified criteria and prints the records matching the criteria.  If no records are printed, you specified criteria for which there is no match.


P_House Menu Display
display household summary information

Choose this option to display a browse window that list all the members of a household (residence).


P_House Menu Assign
assign this person as head of household

Choose this option to assign the current member as the head of household for the associated residence.


P_House Menu Pick
pick new household for this person

Choose this option to assign the current member to another another household that already exists in the Membership DataBank database.


P_House Menu Create
create new household for this person

Choose this option to create a new household (residence) in the Membership DataBank database.  The current member is automatically assigned as the head of houehold for the new residence.