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TABLE of CONTENTS 1. OVERVIEW......................................... 2. COPYRIGHT INFORMATION............................ 3. HARDWARE/SOFTWARE REQUIREMENTS................... 4. FUNCTION KEYS.................................... 5. SIGN-ON and SIGN-OFF PROCEDURES.................. 6. BACKUPS.......................................... 7. MARKS CODE FILE.................................. 7.1 ADD NEW CODES................................... 7.2 UPDATE CODE INFORMATION......................... 7.3 DELETE CODES.................................... 7.4 MARKS CODE FILE REPORTS......................... 7.4.1 CODE FILE REPORT BY CODE TYPE................. 7.4.2 CODE FILE REPORT BY NAME...................... 7.4.3 CODE FILE REPORT BY CATEGORY.................. 8. MEMBERSHIP....................................... 8.1 PERSONAL INFORMATION............................ 8.2 DEGREE INFORMATION.............................. 8.3 MISC (MISCELLANEOUS) INFORMATION................ 8.4 DELETE MEMBERS RECORD........................... 8.5 CHANGE ID ...................................... 8.6 MEMBERSHIP REPORTS.............................. 8.6.1 MEMBERSHIP REPORT BY MEMBER NAME.............. 8.6.2 MEMBERSHIP REPORT BY MEMBERSHIP NUMBER........ 8.6.3 MEMBERSHIP REPORT BY DEGREE LEVEL............. 8.6.4 MEMBERSHIP REPORT BY DATE JOINED.............. 8.6.5 MEMBERSHIP RECORD DUMP REPORT................. 8.6.6 MEMBERSHIP ADDRESS LABELS..................... 2 8.6.7 MEMBERSHIP DUES - BILLING..................... 8.6.8 MEMBERSHIP DUES - REMINDERS................... 8.6.9 MEMBERSHIP DUES - BILLING REGISTER............ 8.6.10 MEMBERSHIP DUES - PAYMENT REGISTER........... 8.6.11 MEMBERSHIP POST CARDS........................ 8.6.12 MEMBERSHIP REPORT - HONORARY MEMBERS......... 8.6.13 MEMBERSHIP REPORT - BIRTHDAY LIST............ 8.6.14 MEMBERSHIP REPORT - ANNIVERSARY LIST......... 8.7 MEMBERSHIP MAINTENANCE.......................... 8.7.1 INITIALIZE DUES PAID.......................... 9. COMMITTEES....................................... 9.1 UPDATE COMMITTEE INFORMATION.................... 9.2 COMMITTEE REPORTS............................... 9.2.1 COMMITTEE REPORT BY COMMITTEE (FORMAT A)...... 9.2.2 COMMITTEE REPORT BY COMMITTEE (FORMAT B)...... 9.2.3 COMMITTEE REPORT BY MEMBER NAME. ............. 9.2.4 COMMITTEE ADDRESS LABELS...................... 9.2.5 COMMITTEE POST CARDS.......................... 10. AWARDS.......................................... 10.1 UPDATE AWARD INFORMATION....................... 10.2 AWARDS REPORTS................................. 10.2.1 AWARDS REPORT BY NAME........................ 10.2.2 AWARDS REPORT BY YEAR GIVEN.................. 10.2.3 AWARDS REPORT BY MEMBER...................... 10.2.4 AWARDS - ADDRESS LABELS...................... 11. OFFICES HELD.................................... 11.1 UPDATE OFFICE HELD INFORMATION................. 11.2 OFFICES HELD REPORTS........................... 11.2.1 OFFICES HELD REPORT - BY NAME OF OFFICE HELD. 3 11.2.2 OFFICES HELD REPORT - BY YEAR OFFICE HELD.... 11.2.3 OFFICES HELD REPORT - BY MEMBERS NAME........ 11.2.4 OFFICES HELD - ADDRESS LABELS................ 12. RESERVATIONS (HALL)............................. 12.1 ADD RESERVATIONS............................... 12.2 UPDATE RESERVATION INFORMATION................. 12.3 DELETE RESERVATION INFORMATION................. 12.4 RESERVATION REPORTS............................ 12.4.1 RESERVATIONS BY DATE......................... 12.4.2 RESERVATIONS BY DATE (BREAK ON MONTH)........ 12.4.3 RESERVATIONS BY NAME......................... 12.4.4 RESERVATIONS BY RESERVATION CODE............. 12.4.5 RESERVATIONS PAYMENT REGISTER................ 13. MAIL MERGE USING WORD PERFECT................... 14. CREATE LOTUS 123 FILE........................... 4 MARKS Membership All-simple Record Keeping System VERSION 2.1 by Bucher's PcSoftware 1. OVERVIEW MARKS is a software package designed for organizations and clubs. It can be used to keep and maintain information on each member of your organization (club). Information such as the member's identification number, name, address, telephone number, date joined, membership status, dues paid, committees, etc. are kept on each member. MARKS consists of five main areas convering Membership, Committees, Reservations, Awards, and Offices Held. MARKS invokes real time processing (meaning any information added, updated, or deleted is done immediately). Another very important feature of MARKS is that the system is table driven. This means you can define the committees, awards, and offices that are valid within your own organization. Thereafter, every time a member is added to a committee, given an award, and/or assigned to an office, the committee table, awards table, and/or office held table are checked to insure they actually exists. Another example is defining your own valid membership statuses (i.e. A=ACTIVE, I=INACTIVE, etc.) where members can only be given a status that is valid on the membership status table. 5 2. COPYRIGHT INFORMATION MARKS is the property of Bucher's PcSoftware. UNMODIFIED copies of the program (NOT THE MANUAL) may be distributed for a 30 day evaluation period provided that no payment, commercial benefit or other consideration is received. IN NO EVENT shall Bucher's PcSoftware be liable for any damages whatsoever (including without limitation damages for loss of business profits, business interruption, loss of business information, and the like) arising out of use of this software. After the registration fee is paid, you are authorized to have MARKS installed on one personal computer. For additional site licenses, please call (314) 264-2537 (prices are subject to change without notice). 6 3. HARDWARE/SOFTWARE REQUIREMENTS HARDWARE - IBM or IBM Compatible - Memory 512K or greater - Printer (11 or 15 inch carriage) - Disk options: * Hard disk SOFTWARE - DOS Version 2.0 or higher 7 4. FUNCTION KEYS The first row of keys on your keyboard normally contain keys referred to as FUNCTION keys and are sometimes used by software packages. In MARKS, these keys are used to make it easier for you to instruct the computer what to do. Several of the function keys have been assigned a particular function in MARKS. Listed below are the most common function keys used and their defined purpose: F7 QUICK ENTRY - normally used to add or update the information entered immediately without having to tab through all of the data fields on the screen. F8 CORRECT - normally used to return the data on the screen back to what was there before you started changing the information on the screen. F9 CANCEL - normally used to cancel an update after you have started changing the record. F10 or ESC STOP - normally used to tell the computer you want to stop at the point you are at and return to the previous menu. If you keep pressing F10 or ESC, you will eventually leave MARKS and return to DOS. 8 5. SIGN-ON and SIGN-OFF MARKS SIGN-ON To SIGN-ON MARKS, enter the following commands: 1) At the DOS prompt type CD\21MARKS i.e. C:>CD\21MARKS 2) Press the ENTER key 3) At the DOS prompt type MARKS i.e. C:\21MARKS>MARKS 4) Press the ENTER key three times SIGN-OFF To SIGN-OFF MARKS, enter the following commands: 1) Press the function key F10 or ESC until you are asked if you want to backup the data files 2) If you want to backup the data files enter "YES" 3) If you do not want to backup the data files enter "NO " 9 6. BACKUPS The issue of backups is an extremely important topic to discuss. The importance of good backups can not be overly emphasized. QUESTION: How often should the data files be backed up? This is a question that must be answered by the person responsible for entering and maintaining the information. A rule of thumb to follow is if you have reached a point where you would not want to re-enter the information, then it is probably time to back up the MARKS data files. Be sure to rotate your backups on a regular basis. DO NOT back up on the same diskette(s) every time. MARKS will help remind you to back up your data files but you have to make the decision to do it. Each time you exit MARKS using F10 or ESC, the following screen will appear: ******************************************************************* * * * R E M E M B E R - - It is very important to back up the * * files after each session if you have made any additions or * * changes to the files. * * * * ENTER "YES" TO BACKUP OR "NO" TO EXIT SYSTEM YES * * * ******************************************************************* To back up the data files, enter "YES" (the default is YES) and press the ENTER key. The computer will begin the backup process and you will be given step by step instructions telling you what to do. To return to DOS without backing up the data files, enter "NO " and the computer will bypass the backup process and return to DOS. 10 7. MARKS CODE FILE As stated in the overview, MARKS is a table driven system. What this means to you is that you can define such things as the membership statuses and what they mean, the insurance codes, the committees, and others. The MARKS Code File is where the various tables are defined. Each table consists of one or more records. Every record contains the following data fields: CODE TYPE - 2 bytes, alphabetic and/or numeric CODE NUMBER - 10 bytes, alphabetic and/or numeric DESCRIPTION ONE - 25 bytes, alphabetic and/or numeric DESCRIPTION TWO - 25 bytes, alphabetic and/or numeric CATEGORY - 1 byte, A for award C for committee H for office held O for other R for reservation Enter the category that fits the code you are adding. For example, if you are adding a new award, the category should be A for award. If you are adding a new reservation status, the category should be R for reservation. There are some predefined tables that are required for MARKS to function properly and therefore, must always be defined on the MARKS Code File. The required tables are: RESERVATION ACTIVITY CODE CODE TYPE = AC CODE NUMBER = 2 bytes character and/or number DESCRIPTION ONE = 25 bytes character and/or number 11 DESCRIPTION TWO = 25 bytes character and/or number CATEGORY = 1 byte see above for valid values ORGANIZATION/CLUB ADDRESS CODE TYPE = AD CODE NUMBER = 01 DESCRIPTION ONE = Organization Street Address DESCRIPTION TWO = Organization City, State, Zip CATEGORY = 1 byte see above for valid values CODE TYPES (COMMITTEES, AWARDS, OFFICES HELD, ETC.) CODE TYPE = CT CODE NUMBER = Code type 2 bytes character and/or number DESCRIPTION ONE = Code name 25 bytes character and/or number DESCRIPTION TWO = Not used CATEGORY = 1 byte see above for valid values DEGREE LEVELS CODE TYPE = DL CODE NUMBER = Degree Level 1 byte character and/or number DESCRIPTION ONE = Degree Level Description 25 bytes character and/or number DESCRIPTION TWO = Not used CATEGORY = 1 byte see above for valid values 12 1ST DEGREE CODE TYPE = D1 CODE NUMBER = Degree Level 1 byte character and/or number DESCRIPTION ONE = Degree Level Description 25 bytes character and/or number DESCRIPTION TWO = Not used CATEGORY = 1 byte see above for valid values 2ND DEGREE CODE TYPE = D2 CODE NUMBER = Degree Level 1 byte character and/or number DESCRIPTION ONE = Degree Level Description 25 bytes character and/or number DESCRIPTION TWO = Not used CATEGORY = 1 byte see above for valid values 3RD DEGREE CODE TYPE = D3 CODE NUMBER = Degree Level 1 byte character and/or number DESCRIPTION ONE = Degree Level Description 25 bytes character and/or number DESCRIPTION TWO = Not used CATEGORY = 1 byte see above for valid values 13 4TH DEGREE CODE TYPE = D4 CODE NUMBER = Degree Level 1 byte character and/or number DESCRIPTION ONE = Degree Level Description 25 bytes character and/or number DESCRIPTION TWO = Not used CATEGORY = 1 byte see above for valid values INSURANCE STATUSES CODE TYPE = IS CODE NUMBER = Insurance Status 1 byte character and/or number DESCRIPTION ONE = Insurance Status Description 25 bytes character and/or number DESCRIPTION TWO = Not used CATEGORY = 1 byte see above for valid values MEMBERSHIP STATUS CODE TYPE = MS CODE NUMBER = Membership Status 1 byte character and/or number DESCRIPTION ONE = Memberhsip Status Description 25 bytes character and/or number DESCRIPTION TWO = Not used CATEGORY = 1 byte see above for valid values 14 RESERVATION CODE CODE TYPE = RC CODE NUMBER = Reservation Code 2 bytes character and/or number DESCRIPTION ONE = Reservation Code Description 25 bytes character and/or number CATEGORY = 1 byte see above for valid values COMMITTEES CODE TYPE = Must be defined on the committee type table (see CT above) 2 bytes character and/or number CODE NUMBER = 2 bytes character and/or number DESCRIPTION ONE = Committee Name 25 bytes character and/or number DESCRIPTION TWO = Committee Chairpersons Name 25 bytes character and/or number CATEGORY = 1 byte see above for valid values AWARDS CODE TYPE = Award type 2 bytes character and/or number CODE NUMBER = Award number character and/or number DESCRIPTION ONE = Award name 25 bytes character and/or number CATEGORY = 1 byte see above for valid values 15 OFFICES HELD CODE TYPE = Office Held Type 2 bytes character and/or number CODE NUMBER = Office Held Number character and/or number DESCRIPTION ONE = Office Held Name 25 bytes character and/or number CATEGORY = 1 byte see above for valid values HONORARY MEMBER CODE TYPE = Honorary Member Type 2 bytes character and/or number CODE NUMBER = Honorary Member Number character and/or number DESCRIPTION ONE = Honorary Member Title 25 bytes character and/or number CATEGORY = 1 byte see above for valid values HONORARY LIFE MEMBER CODE TYPE = Honorary Life Member Type 2 bytes character and/or number CODE NUMBER = Honorary Life Member Number 2 bytes character and/or number DESCRIPTION ONE = Honorary Life Member Title 25 bytes character and/or number CATEGORY = 1 byte see above for valid values 16 7.1 ADD NEW CODES New codes can be added to the MARKS CODE FILE as needed. To add new codes, on the MARKS CODE FILE MENU press the function key F1 and the MARKS CODE FILE ADD SCREEN will be displayed. Move the cursor to the empty data fields and fill in the appropriate data. MESSAGES RECORD ADDED The record entered by you has been added to the MARKS CODE FILE. DUPLICATE KEY - RECORD ALREADY ON FILE This message says the record you are attempting to add is already on the MARKS CODE FILE. 7.2 UPDATE CODE INFORMATION Information on previously added codes can be updated. To update the data, press the function key F2 and the MARKS CODE FILE UPDATE SCREEN will be displayed asking you to enter the desired CODE TYPE and CODE NUMBER. After entering the CODE TYPE and CODE NUMBER, press the ENTER key. The computer will read the MARKS CODE FILE and display the requested code on the screen. Move the cursor to the data you want to change and type over it entering the new data. Press the function key F7 to update the code record immediately. 17 MESSAGES RECORD UPDATED The requested code record updated with the new data. REQUESTED RECORD NOT ON FILE The record requested is not on the MARKS CODE FILE. 7.3 DELETE CODES You can delete any code that is stored on the MARKS CODE FILE. To delete a code, you should press F3 and the MARKS CODE FILE DELETE screen will be displayed for you to enter the desired CODE TYPE and CODE NUMBER to be deleted. After you have entered the CODE TYPE and CODE NUMBER, press the ENTER key. The computer will read the MARKS CODE FILE and display the requested record on the screen. Please verify the record displayed is the record you want to delete. If so, type "Y" (the default is "N" for NO) and press the ENTER key and the record will be deleted. MESSAGES RECORD DELETED The record you requested be deleted was deleted from the MARKS CODE FILE. REQUESTED RECORD NOT ON FILE The code record you requested cannot be found on the MARKS CODE FILE. Verify that the correct CODE TYPE and CODE NUMBER was entered. 18 7.4 MARKS CODE FILE REPORT From the MARKS CODE FILE, you can print reports listing all code types and code numbers defined on the file. However, you can select all or from one to three code types and/or code numbers. 7.4.1 CODE FILE REPORT BY CODE TYPE (MARK40) The purpose of the MARKS CODE FILE REPORT is to list the various tables defined by you. The report is printed in order of code type and code number. The following information is listed on the report: CODE TYPE CODE NUMBER DESCRIPTION ONE DESCRIPTION TWO CATEGORY You have the option of printing all or selected tables from the MARKS CODE FILE. The following parameters are presented on the screen: CODE TYPES: ALL prints all code types SEL allows up to 5 to be selected CODE STATUS: ALL prints all code statuses SEL allows up to 5 to be selected 19 7.4.2 CODE FILE REPORT BY NAME (MARK41) The report is printed in order of code type and code number within code name. The following information is listed on the report: CODE TYPE CODE NUMBER DESCRIPTION ONE DESCRIPTION TWO CATEGORY You have the option of printing all or selected tables from the MARKS CODE FILE. The following parameters are presented on the screen: CODE TYPES: ALL prints all code types SEL allows up to 5 to be selected CODE STATUS: ALL prints all code statuses SEL allows up to 5 to be selected 7.4.3 CODE FILE REPORT BY CATEGORY (MARK42) The report is printed in order of code type and code number within category (memberships, committees, awards, offices held, and reservations). The following information is listed on the report: CODE TYPE CODE NUMBER DESCRIPTION ONE DESCRIPTION TWO CATEGORY 20 You have the option of printing all or selected tables from the MARKS CODE FILE. The following parameters are presented on the screen: CODE TYPES: ALL prints all code types SEL allows up to 5 to be selected CODE STATUS: ALL prints all code statuses SEL allows up to 5 to be selected 21 8. MEMBERSHIP MARKS is designed for quick and easy access to important membership information. You can easily add, change, and delete information with very little technical knowledge of computers. From the main menu you select MEMBERSHIP by pressing the function key F1 and the MEMBERSHIP MENU is displayed. From here you can add, update, or delete Personal, Degree, and Misc (Miscellaneous) Information. In addition, you can choose to Change ID Numbers, Delete Membership Records, or request the MEMBERSHIP REPORTS MENU to run a desired report. 8.1 PERSONAL INFORMATION To add or update Personal Information, press the function key F1. The PERSONAL INFORMATION SCREEN will be displayed requesting you enter the member's MEMBERSHIP NUMBER (ID) or any portion of the members's last name (up to 10 characters). After entering the requested information, press the ENTER key. 22 If the MEMBERS ID NUMBER is entered, the computer will search the MEMBERSHIP FILE for a matching MEMBERSHIP ID NUMBER. If a match occurs, the memberhip record is displayed (PERSONAL UPDATE SCREEN). Otherwise, the PERSONAL ADD SCREEN is displayed. If part of the member's last name is entered, the computer will invoke the name search program. The name search program displays a screen containing up to ten members, beginning with the last name that matches as close as possible to the last name given. You select the desired member from the menu of names by entering the LINE NO of the member desired. The desired member's record is then displayed for update. If you cannot find the member's record, you can add the member's record by entering the member's MEMBERSHIP ID NUMBER. To update the PERSONAL INFORMATION, move the cursor to the appropriate field and type over the data in the field. After changing all information, press the function key F7 (for quick entry) and the record will be updated on the MEMBERSHIP FILE. To add the PERSONAL INFORMATION, move the cursor to each field and enter the appropriate data in the field. After all information is entered, press the function key F7 and the record will be added to the MEMBERSHIP FILE. To switch to the DEGREE INFORMATION SCREEN, press the function key F8. To switch to the MISC INFORMATION SCREEN, press the function key F9. 23 When entering the member's name, spouse's name, and sponsor's name, the following rules should be followed: 1) Always enter the name in the following order: LAST NAME, FIRST NAME, and MIDDLE INITIAL 2) The last name should always be followed by a comma EXAMPLES: Smith, John L. Jones, Mary K. MEMBERSHIP STATUS The membership status is checked against the valid member- ship statuses defined on the MARKS CODE FILE. MESSAGES RECORD ADDED The personal information has been added to the MEMBERSHIP FILE. RECORD UPDATED The personal information has been updated on the MEMBERSHIP FILE. MEMBERSHIP STATUS INVALID The membership status cannot be found on the MARKS CODE FILE. 8.2 DEGREE INFORMATION To add or update Degree Information, press the function key F1. The DEGREE INFORMATION SCREEN will be displayed requesting you enter the member's MEMBERSHIP NUMBER (ID) or any portion of 24 the members's last name (up to 10 characters). After entering the requested information, press the ENTER key. If the MEMBERS ID NUMBER is entered, the computer will search the MEMBERSHIP FILE for a matching MEMBERSHIP ID NUMBER. If a match occurs, the memberhip record is displayed (DEGREE UPDATE SCREEN). Otherwise, the DEGREE ADD SCREEN is displayed. If part of the member's last name is entered, the computer will invoke the name search program. The name search program displays a screen containing up to ten members, beginning with the last name that matches as close as possible to the last name given. You select the desired member from the menu of names by entering the LINE NO of the member desired. The desired member's record is then displayed for update. If you cannot find the member's record, you will have to add the member's record by entering the member's MEMBERSHIP ID NUMBER. To update the DEGREE INFORMATION, move the cursor to the appropriate field and type over the data in the field. After changing all information, press the function key F7 (for quick entry) and the record will be updated on the MEMBERSHIP FILE. To add DEGREE INFORMATION, move the cursor to each field and enter the appropriate data in the field. After all information is entered, press the function key F7 and the record will be added to the MEMBERSHIP FILE. To switch to the PERSONAL INFORMATION SCREEN, press the function key F8. To switch to the MISC INFORMATION SCREEN, press the function key F9. 25 CURRENT DEGREE The current degree is checked against the valid degree levels defined on the MARKS CODE FILE. HONORARY MEMBER The honorary member status is checked against the valid honorary member codes defined on the MARKS CODE FILE. HONORARY LIFE MEMBER The honorary life member status is checked against the valid honorary life member codes defined on the MARKS CODE FILE. MESSAGES RECORD ADDED The degree information has been added to the MEMBERSHIP FILE. RECORD UPDATED The degree information has been updated on the MEMBERSHIP FILE. CURRENT, 1ST, 2ND, 3RD, AND/OR 4TH DEGREES INVALID The degree statuses cannot be found on the MARKS CODE FILE. HONORARY MEMBER STATUS INVALID The honorary member status cannot be found on the MARKS CODE FILE. HONORARY LIFE MEMBER STATUS INVALID The honorary life member status cannot be found on the MARKS CODE FILE. 26 8.3 MISC (MISCELLANEOUS) INFORMATION To add or update Misc. Information, press the function key F1. The MISC INFORMATION SCREEN will be displayed requesting you enter the member's MEMBERSHIP NUMBER (ID) or any portion of the members's last name (up to 10 characters). After entering the requested information, press the ENTER key. If the MEMBERS ID NUMBER is entered, the computer will search the MEMBERSHIP FILE for a matching MEMBERSHIP ID NUMBER. If a match occurs, the membership record is displayed (MISC UPDATE SCREEN). Otherwise, the MISC ADD SCREEN is displayed. If part of the member's last name is entered, the computer will invoke the name search program. The name search program displays a screen containing up to ten members, beginning with the last name that matches as close as possible to the last name given. You select the desired member from the menu of names by entering the LINE NO of the member desired. The desired member's record is then displayed for update. If you cannot find the member's record, you will have to add the member's record by entering the member's MEMBERSHIP ID NUMBER. To update the MISC INFORMATION, move the cursor to the appropriate field and type over the data in the field. After changing all information, press the function key F7 (for quick entry) and the record will be updated on the MEMBERSHIP FILE. To add MISC INFORMATION, move the cursor to each field and enter the appropriate data in the field. After all 27 information is entered, press the function key F7 and the record will be added to the MEMBERSHIP FILE. To switch to the PERSONAL INFORMATION SCREEN, press the function key F8. To switch to the DEGREE INFORMATION SCREEN, press the function key F9. INSURANCE STATUS The insurance status is checked against the valid member- ship statuses defined on the MARKS CODE FILE. MESSAGES RECORD ADDED The Misc. information has been added to the MEMBERSHIP FILE. RECORD UPDATED The Misc. information has been updated on the MEMBERSHIP FILE. INSURACNE STATUS INVALID The insurance status cannot be found on the MARKS CODE FILE. 8.4 DELETE MEMBERS Occasionally, you will want to delete a member's record from the MEMBERSHIP FILE. To delete someone, press F4 and the MEMBER- SHIP DELETE SCREEN will be displayed and you will be requested to enter the member's MEMBERSHIP NUMBER or the member's last name (up to 10 characters). After entering the requested information, press the ENTER key. 28 If the MEMBERSHIP NUMBER is entered, the computer will search the MEMBERSHIP FILE for a matching MEMBERSHIP NUMBER. If the computer finds a match, the membership record is displayed. Otherwise, the same screen is redisplayed with the message: REQUESTED RECORD NOT ON FILE If the member's last name (up to 10 characters) is entered, the name search process is invoked. The name search process displays a screen containing up to ten members, beginning with last name that matches as close as possible to the last name given. Select the desired member from the names menu by enter- ing the LINE NO of the member desired. That record is then displayed on the screen. Please verify that the record displayed is the record you want to delete. If so, type "Y" (the default is "N" for NO) and press the ENTER key and the record will be deleted. 29 MESSAGES RECORD DELETED The record you requested be deleted was deleted from the MEMBERSHIP FILE. REQUESTED RECORD NOT ON FILE The record you requested cannot be found on the MEMBERSHIP FILE. 8.5 CHANGE ID It is sometimes necessary to change a member's ID number because it may have been entered incorrectly. To do this, press F8 and a CHANGE ID SCREEN will be displayed. You will be requested to enter both the OLD ID NUMBER and the NEW ID NUMBER. After entering the old and new ID numbers press the ENTER key. All of the information associated with the old number will be moved to the new ID number including any committees, awards, and/or offices held information. MESSAGES ID NUMBER CHANGED The OLD ID NUMBER was changed to the NEW ID NUMBER ID NUMBER CANNOT BE FOUND The ID NUMBER you requested be changed cannot be found on MEMBERSHIP FILE. 30 8.6 MEMBERSHIP REPORTS Several reports are provided listing all kinds of infor- mation in many different sort sequences. From address labels to post cards, there are various reports that can be run from the MEMBERSHIP FILE. All reports will print on 9 1/2" by 11" paper and can be printed using a narrow (80 column) or wide (133 column) carriage printer. 8.6.1 MEMBERSHIP REPORT BY MEMBER NAME (MEMB40) This report is printed alphabetically by MEMBER NAME. The report contains information such as the member's name, address, zip code, telephone number, membership status, and degree level. At the end of the report, the total number of members printed is shown. PARAMETERS DEGREE LEVELS: ALL prints all degree levels SEL allows up to 3 to be selected MEMBERSHIP STATUS: ALL prints all membership statuses SEL allows up to 3 to be selected 8.6.2 MEMBERSHIP REPORT BY MEMBERSHIP NUMBER (MEMB41) MEMB41 is printed in MEMBERSHIP NUMBER sequence. On this report you will see listed the member's membership number, name, address, telephone number, and degree level. At the end of the 31 report, the total number of members printed is shown. PARAMETERS DEGREE LEVELS: ALL prints all degree levels SEL allows up to 3 to be selected MEMBERSHIP STATUS: ALL prints all membership statuses SEL allows up to 3 to be selected 8.6.3 MEMBERSHIP REPORT BY DEGREE LEVEL (MEMB42) This report is printed in degree level sequence. All 1st degree members are printed first, followed by 2nd, 3rd, and then 4th degree members. Within each degree level, the members are listed alphabetically by name. The report will show the member's membership number, name, address, telephone number, and degree level. The number of members listed on the report will be printed at the end. PARAMETERS DEGREE LEVELS: ALL prints all degree levels SEL allows up to 3 to be selected MEMBERSHIP STATUS: ALL prints all membership statuses SEL allows up to 3 to be selected 8.6.4 MEMBERSHIP REPORT BY DATE JOINED (MEMB43) MEMB43 will list the members by date joined. On this report you can see the member's membership number, name, telephone number, date joined, and degree level. The member's address is not printed. At the end of the report, the number of members printed is shown. 32 PARAMETERS DEGREE LEVELS: ALL prints all degree levels SEL allows up to 3 to be selected MEMBERSHIP STATUS: ALL prints all membership statuses SEL allows up to 3 to be selected 8.6.5 MEMBERSHIP RECORD DUMP REPORT (MEMB44) You should find this report very useful when on occasion, the membership information on MARKS should be re-verified. You can run MEMB44 to list all of the information currently main- tained on each member. After the report is printed, it can be distributed to each member for verification. Hopefully, any changes not previously reported will be reported at this time. For example, a member may have had their telephone number changed but never reported it to you. The sheets that are returned can then be used to update the members record on MARKS. It is suggested that you back up MARKS after making the updates. PARAMETERS DEGREE LEVELS: ALL prints all degree levels SEL allows up to 3 to be selected MEMBERSHIP STATUS: ALL prints all membership statuses SEL allows up to 3 to be selected 8.6.6 MEMBERSHIP ADDRESS LABELS (MEMB46) A very useful thing to any organization is the ability to 33 print address labels. The label format for a dot matrix printer is "ONE ACROSS" and the size is 3 1/2" by 15/16". The label format for a bubble jet printer (Canon BJ-200) is "THREE ACROSS" and the size is 1" by 2 1/3" (Plain Bond Labels, Laser/Copier Label). The program will ask if the user wants PRINTER SETUP. If so, answer "YES" and the computer will print two labels with all X's. If the printer needs to be adjusted, adjust the printer and continue. If no additional setup is needed, answer "NO" to the PRINTER SETUP question. The PRINTER SETUP option is for dot matrix printers only. PARAMETERS DEGREE LEVELS: ALL prints all degree levels SEL allows up to 3 to be selected MEMBERSHIP STATUS: ALL prints all membership statuses SEL allows up to 3 to be selected PRINTER SETUP: YES do printer setup NO bypass printer setup SELECT ORDER: NAM - Name Order ZIP - Zip Code Order SELECT LABELS: 1UP - For 1UP Labels (used on dot matrix printer) 3UP - For 3UP Laser Labels (used on bubble jet printer, i.e. CANON BJ-200) 8.6.7 MEMBERSHIP DUES - BILLING (MEMB48) Normally, members of an organization are required to pay annual dues. Many members will pay their dues while attending the reqular scheduled meetings, however, some members never attend. For those members who never attend, MEMB48 can be used 34 to print a bill showing the amount of dues owed. On each bill, the following information is printed: 1) Description of Charges 2) Current Year Dues and Previous Year Dues (arrears) 3) Paid Current Year and Paid Previous Year 4) Current Year Total and Previous Year Total 5) Pay This Amount Total 6) Member Name, Address, and Membership Number 7) Any message you want The member's address will print on the bill so window envelopes can be used. The measurements for the window envelopes are as follows: ACTUAL: 9 1/2" X 4 1/8" (STANDARD #10 WINDOW) WINDOW SIZE: 4 1/2" X 1 1/8" POSITION FROM LEFT: 7/8" POSITION FROM BOTTOM: 1/2" PARAMETERS YEAR: XXXX where XXXX is the year (i.e. 1991) CURRENT YEAR DUES: XXX.XX where XXX.XX is the dues for the current year PREVIOUS YEAR DUES: XXX.XX where XXX.XX is the dues for the previous year HONORARY MEMBER: If coded a honorary member you can enter a fix amount or percent (the percent will be used if the fix amount = zero). FIX AMOUNT = XXX.XX or PERCENT = XXX Note: The value in the HONORARY MEMBER field must be "Y". HONORARY LIFE MEMBER: If coded a honorary life member you can enter a fix amount or percent (the percent will be used if the fix amount = zero). FIX AMOUNT = XXX.XX or PERCENT = XXX Note: The value in the HONORARY LIFE MEMBER field must be "Y". 35 MAKE PAYMENT TO: XXXX enter who to make payment to. PRINT MESSAGE: XXXX each line contains 76 characters and there can be 5 lines DEGREE LEVELS: ALL prints all degree levels SEL allows up to 3 to be selected MEMBERSHIP STATUSES: ALL prints all membership statuses SEL allows up to 3 to be selected 8.6.8 MEMBERSHIP DUES - REMINDERS (MEMB49) Another report that can be printed is the REMINDERS. The reminders are printed on regular 9 1/2" by 11" plain. The infor- mation that is printed on the REMINDERS is very similar to the information printed on the BILLS. The members address will print on the reminder so window envelopes can be used. The measurements for the window envelopes are as follows: ACTUAL: 9 1/2" X 4 1/8" (STANDARD #10 WINDOW) WINDOW SIZE: 4 1/2" X 1 1/8" POSITION FROM LEFT: 7/8" POSITION FROM BOTTOM: 1/2" PARAMETERS YEAR: XXXX where XXXX is the year (i.e. 1991) CURRENT YEAR DUES: XXX.XX where XXX.XX is the dues for the current year PREVIOUS YEAR DUES: XXX.XX where XXX.XX is the dues for the previous year 36 HONORARY MEMBER: If coded a honorary member you can enter a fix amount or percent (the percent will be used if the fix amount = zero). FIX AMOUNT = XXX.XX or PERCENT = XXX Note: The value in the HONORARY MEMBER field must be "Y". HONORARY LIFE MEMBER: If coded a honorary life member you can enter a fix amount or percent (the percent will be used if the fix amount = zero). FIX AMOUNT = XXX.XX or PERCENT = XXX Note: The value in the HONORARY LIFE MEMBER field must be "Y". MAKE PAYMENT TO: XXXX enter who to make payment to. PRINT MESSAGE: XXXX each line contains 76 characters and there can be 5 lines DEGREE LEVELS: ALL prints all degree levels SEL allows up to 3 to be selected MEMBERSHIP STATUSES: ALL prints all membership statuses SEL allows up to 3 to be selected 8.6.9 MEMBERSHIP DUES - BILLING REGISTER (MEMB50) This report can be run in conjunction with the bills and reminders. The billing register will list the amount of dues owed by each member. It will also show any member who is in arrears. The billing register lists the member's name, descrip- tion of charges, current year dues owed and arrears, current year dues paid and arrears paid, and current year dues still owed (if any) and any arrears still owed. A total amount still owed by each member is also printed. PARAMETERS YEAR: XXXX where XXXX is the year (i.e. 1991) CURRENT YEAR DUES: XXX.XX where XXX.XX is the dues for the current year 37 PREVIOUS YEAR DUES: XXX.XX where XXX.XX is the dues for the previous year DEGREE LEVELS: ALL prints all degree levels SEL allows up to 3 to be selected MEMBERSHIP STATUSES: ALL prints all membership statuses SEL allows up to 3 to be selected 8.6.10 MEMBERSHIP DUES - PAYMENT REGISTER (MEMB51) Another useful report is the PAYMENT REGISTER. This report list all members who have paid their dues. Listed on this report is the member's name, membership number, degree level, telephone number, membership status, amount of dues paid in the previous year, and amount of dues paid on the current year. At the end of the report, totals on the previous year dues paid and current year dues paid are listed. At the very end, a total reflecting the total number of members listed on the report is printed. PARAMETERS YEAR: XXXX where XXXX is the year (i.e. 1991) CURRENT YEAR DUES: XXX.XX where XXX.XX is the dues for the current year PREVIOUS YEAR DUES: XXX.XX where XXX.XX is the dues for the previous year DEGREE LEVELS: ALL prints all degree levels SEL allows up to 3 to be selected MEMBERSHIP STATUSES: ALL prints all membership statuses SEL allows up to 3 to be selected 8.6.11 MEMBERSHIP POST CARDS (MEMB52) The purpose of this program is to print post cards which can be used to notify members of any up-coming activity or event. 38 Another example of when you may want to print post cards is if a policy change has occurred that needs to be communicated to all members. This program will print the members address on one side of the post card and the message on the other side. To complete this task, the post cards must be run through the printer twice (first to print the address, and second to print the message). PARAMETER WHICH SIDE?: ADDRESS print address side of post card MESSAGE print message side of post card MESSAGE: enter message to be printed (50 characters per line, 10 lines) PRINTER SETUP (Y/N): Y yes, do printer setup N no, do not do printer setup DEGREE LEVELS: ALL prints all degree levels SEL allows up to 3 to be selected MEMBERSHIP STATUSES: ALL prints all membership statuses SEL allows up to 3 to be selected 8.6.12 MEMBERSHIP REPORT - HONORARY MEMBERS (MEMB53) The purpose of this program is to print a report listing all members in the organization who have achieved HONORARY MEMBER status and/or HONORARY LIFE MEMBER status. PARAMETER PRINT ADDRESS: YES - prints the home address NO - does not print the home address DEGREE LEVELS: ALL prints all degree levels SEL allows up to 3 to be selected 39 MEMBERSHIP STATUSES: ALL prints all membership statuses SEL allows up to 3 to be selected HONORARY MEMBER: ALL prints honorary members SEL allows up to 3 to be selected HONORARY LIFE: ALL prints all honorary life members SEL allows up to 3 to be selected 8.6.13 MEMBERSHIP REPORT - ANNIVERSARY LIST (MEMB54) The purpose of this program is to print the birthday list. The program lets you select on year and month. PARAMETER PRINT ADDRESS: YES prints the home address NO does not print the home address DEGREE LEVELS: ALL prints all degree levels SEL allows up to 3 to be selected MEMBERSHIP STATUSES: ALL prints all membership statuses SEL allows up to 3 to be selected YEAR: ALL prints all years SEL allows up to 3 to be selected MONTH: ALL prints all months SEL allows up to 3 to be selected 8.6.14 MEMBERSHIP REPORT - ANNIVERSARY LIST (MEMB55) The purpose of this program is to print the wedding anniversary list. The program lets you select on year and month. PARAMETER PRINT ADDRESS: YES prints the home address NO does not print the home address 40 DEGREE LEVELS: ALL prints all degree levels SEL allows up to 3 to be selected MEMBERSHIP STATUSES: ALL prints all membership statuses SEL allows up to 3 to be selected YEAR: ALL prints all years SEL allows up to 3 to be selected MONTH: ALL prints all months SEL allows up to 3 to be selected 8.7 MEMBERSHIP MAINTENANCE This section discusses the maintenance that is required on the MEMBERSHIP FILE. At the present time, the only maintenance that is required has to do with membership dues (refer to the next section for information on how to initialize the dues paid field). 8.7.1 INITIALILIZE DUES PAID FOR NEW YEAR (MEMB81) At the beginning of each year, MEMB81 should be run to initialize the dues paid field. The primary purpose of this program is to initialize the current dues paid field for the new year. MEMB81 reads each member's record on the MEMBERSHIP FILE and performs maintenance on the CURRENT DUES PAID field and PREVIOUS DUES PAID field. The information in the previous dues paid field is replaced by the information in the current dues paid field and the information in the current dues paid field is reset to zero. REMINDER: be sure you have a current backup of the MEMBERSHIP FILE before you run MEMB81. If you don't, follow 41 the instructions on backing up your files discussed earlier in the section on BACKUPS. PARAMETERS DUES YEAR: XXXX where XXXX is the year (i.e. 1991) DEGREE LEVELS: ALL prints all degree levels SEL allows up to 3 to be selected MEMBERSHIP STATUSES: ALL prints all membership statuses SEL allows up to 3 to be selected For a printed sample of MEMB81, refer to the section on reports. 42 9. COMMITTEES A big task of any organization or club is the management of all the various committees. Each member is assigned to one or more committees with one of the members serving as the chair- person (or head of the committee). Periodically, the committees are reviewed and members are reassigned. MARKS was designed to help reduce the amount of time spent managing the committees. Members can be added to committees and removed from committees very easily. In addition, reports list- ing all of the committees or selected committees can be printed. As was mentioned in the overview, MARKS is a table driven system. What this means is that each organization or club can set up (define) the committees that are valid for them. The name of the committees are defined by the organization and appear on the data entry screens and committee reports. For additional information on how to set up the committees, refer to the section on MARKS CODE FILE. 9.1 UPDATE TO COMMITTEES You can add and/or remove a member from a committee as needed. To do this, press the function key F1 and the COMMITTEE ADD SCREEN will be displayed requesting that you enter the member's MEMBERSHIP NUMBER or member's last name (up to 10 characters). After entering the requested information, press the ENTER key. 43 If the MEMBERSHIP NUMBER is entered, the computer will search the MEMBERSHIP FILE for a matching MEMBERSHIP NUMBER. If a match occurs, the membership record is displayed. Otherwise, the same screen is redisplayed along with the message: REQUESTED RECORD NOT ON FILE If part of the member's last name is entered, the computer will invoke the name search process. The name search process displays a screen containing up to ten members, beginning with the last name that matches as close as possible to the last name given. At this time, select the desired member from the menu of names by entering the LINE NO of the member desired. The desired member's record showing the committees assigned (if any) is then displayed. To assign a member to a committee, move the cursor to the first blank line and enter the committee code and type. Press F7 and the member will be added to the requested committee. To remove a member from a committee, move the cursor to the line with the committee code and type, blank both the committee code and type, and then press F7. The member will then be removed from that committee. SPECIAL NOTE: both functions (the add and remove) can be done on the same screen at the same time. The program will rearrange the committees leaving the ones still assigned and removing any that were deleted. 44 MESSAGES RECORD UPDATED The committee information in the member's record was updated on the MEMBERSHIP FILE. COMMITTEE INVALID The committee type is not on the MARKS CODE FILE. Or, the committee code is not on the MARKS CODE FILE. 9.2 COMMITTEE REPORTS Several committee reports are provided so the organization can easily manage the various committees. The committee reports provide needed information such as which members are assigned to which committees and critical information like the member's telephone number and address. All reports print on 9 1/2" by 11" paper and can be printed using a narrow (80 column) or wide (133 column) carriage printer. 9.2.1 COMMITTEE REPORT BY COMMITTEE - FORMAT A (COMM40) This report prints alphabetically by committee. The members are listed alphabetically within each committee. Listed on the report is the chairperson of the committee, the name of the committee, and all members assigned to the committee. In addition, the reports list the member's membership number, name, address, telephone number, and degree level. When a break on committee occurs, the total number of members assigned to the committee is printed. 45 PARAMETERS DEGREE LEVELS: ALL prints all degree levels SEL allows up to 3 to be selected MEMBERSHIP STATUS: ALL prints all membership statuses SEL allows up to 3 to be selected COMMITTEE TYPE: XXX where XXX is the committee type COMMITTEE CODE: XXX where XXX is the committee code 9.2.2 COMMITTEE REPORT BY COMMITTEE - FORMAT B (COMM41) COMM41 lists the committees in alphabetic order. Within each committee, the members are listed alphabetically. Shown on the report is the member's membership number, name, and telephone number. Also listed is the chairperson of the committee. When a break on committee occurs, the total number of members assigned to the committee is printed. PARAMETERS DEGREE LEVELS: ALL prints all degree levels SEL allows up to 3 to be selected MEMBERSHIP STATUS: ALL prints all membership statuses SEL allows up to 3 to be selected COMMITTEE TYPE: XXX where XXX is the committee type COMMITTEE CODE: XXX where XXX is the committee code 9.2.3 COMMITTEE REPORT BY MEMBER NAME (COMM42) This report list all members in alphabetical sequence. The member's membership number, name and telephone number is listed. Futhermore, every committee the member serves on is also listed 46 (committee type, code, and name). At the end of the report, a total is printed reflecting the total number of members printed on the report. PARAMETERS DEGREE LEVELS: ALL prints all degree levels SEL allows up to 3 to be selected MEMBERSHIP STATUS: ALL prints all membership statuses SEL allows up to 3 to be selected COMMITTEE TYPE: XXX where XXX is the committee type COMMITTEE CODE: XXX where XXX is the committee code 9.2.4 COMMITTEE ADDRESS LABELS (COMM43) COMM43 prints address labels by committee. The labels are printed alphabetically by the member's name within the committee. The label format is "ONE ACROSS" and the labels size is 3 1/2" by 15/16". The program will ask if the user wants PRINTER SETUP. If so, answer "YES" and the computer will print two labels with all X's. If the printer needs to be adjusted, adjust the printer and continue. If no additional setup is needed, answer "NO" to the PRINTER SETUP question and the computer will print the labels. PARAMETERS DEGREE LEVELS: ALL prints all degree levels SEL allows up to 3 to be selected 47 MEMBERSHIP STATUS: ALL prints all membership statuses SEL allows up to 3 to be selected COMMITTEE TYPE: XXX where XXX is the committee type COMMITTEE CODE: XXX where XXX is the committee code 9.2.5 COMMITTEE POST CARDS (COMM44) This process was written to provide an easy means of commun- icating with members assigned to particular committees. Many times members of a particular committee need to be informed about up-coming events or changes in policy. Instead of calling every- one, you can use this process to print post cards making the task less time consuming. To print the post cards, you must run the post cards through the printer twice. First, print the member's address and the organization's return address. Second, print the desired message on the opposite side. PARAMETERS DEGREE LEVELS: ALL prints all degree levels SEL allows up to 3 to be selected MEMBERSHIP STATUS: ALL prints all membership statuses SEL allows up to 3 to be selected COMMITTEE TYPE: XXX where XXX is the committee type COMMITTEE CODE: XXX where XXX is the committee code 48 10. AWARDS Most clubs or organizations give awards to its membership for outstanding service to the organization. In many cases, members can receive awards from local, state, and/or national levels. To many organizations, keeping track of information on who received which award and when is very important. In MARKS, it is an easy task to maintain information on awards the membership receives. In addition, reports can be printed that list the awards members receive. The first thing your organization needs to do is list the titles of all the awards your members have received. Then assign for each award a unique two character code (i.e. FM for Family of the Month) and a unique two character type (i.e. 93 for the year in which the award was given. For additional information on how to set up the awards, refer to the section on MARKS CODE FILE. 10.1 UPDATE AWARD INFORMATION You can add and/or remove an award from a members record. To do this, press the function key F1 and the UPDATE AWARD screen will be displayed requesting that you enter the member's MEMBERSHIP NUMBER or member's last name (up to 10 characters). After entering the requested information, press the ENTER key. If the MEMBERSHIP NUMBER is entered, the computer will search the MEMBERSHIP FILE for a matching MEMBERSHIP NUMBER. If a match occurs, the membership record is displayed. Otherwise, 49 the same screen is redisplayed along with the message: REQUESTED RECORD NOT ON FILE If part of the member's last name is entered, the computer will invoke the name search process. The name search process displays a screen containing up to ten members, beginning with the last name that matches as close as possible to the last name given. At this time, select the desired member from the menu of names by entering the LINE NO of the member desired. The desired member's record showing the awards assigned (if any) is then displayed. To add an award to the members record, move the cursor to the first blank line and enter the award code and type. Press F7 and and the award will be added. To remove an award from the members record, move the cursor to the line with the award code and type, blank both the award code and type, and then press F7. The award will then be removed from the members record. SPECIAL NOTE: both functions (the add and remove) can be done on the same screen at the same time. The program will rearrange the awards leaving the ones still assigned and removing any that were deleted. MESSAGES RECORD UPDATED The award information in the member's record was updated on the AWARD FILE. 50 AWARD INVALID The award type is not on the MARKS CODE FILE. Or, the award code is not on the MARKS CODE FILE. 10.2 AWARDS REPORTS Several reports on awards are provided. The award reports provide information on members who have received awards and the year in which the awards were given. On all of the reports, you are allowed to select by membership status, degree level, award code, and award type. All reports print on 9 1/2" by 11" paper and can be printed using a narrow (80 column) or wide (133 column) carriage printer. 10.2.1 AWARDS REPORT BY NAME (AWAR40) This report prints alphabetically the members name within each award. When the award title changes, the printer advances to a new page. PARAMETERS DEGREE LEVELS: ALL prints all degree levels SEL allows up to 3 to be selected MEMBERSHIP STATUS: ALL prints all membership statuses SEL allows up to 3 to be selected AWARD TYPE: XXX where XXX is the award type AWARD CODE: XXX where XXX is the award code 51 10.2.2 AWARDS REPORT BY YEAR GIVEN (AWAR41) This report prints alphabetically by year given listing only the members who have received the award(s). PARAMETERS DEGREE LEVELS: ALL prints all degree levels SEL allows up to 3 to be selected MEMBERSHIP STATUS: ALL prints all membership statuses SEL allows up to 3 to be selected AWARD TYPE: XXX where XXX is the award type AWARD CODE: XXX where XXX is the award code 10.2.3 AWARDS REPORT BY MEMBER (AWAR42) This report prints by members name all of the awards each member has received. The selection parameters can be used to include members coded with certain membership statuses, degree levels, award codes, and/or award types. PARAMETERS DEGREE LEVELS: ALL prints all degree levels SEL allows up to 3 to be selected MEMBERSHIP STATUS: ALL prints all membership statuses SEL allows up to 3 to be selected AWARD TYPE: XXX where XXX is the award type AWARD CODE: XXX where XXX is the award code 52 10.2.4 AWARDS - ADDRESS LABELS (AWAR43) AWAR43 prints address labels by award. The labels are printed alphabetically by the member's name within the award. The label format is "ONE ACROSS" and the labels size is 3 1/2" by 15/16". The program will ask if the user wants PRINTER SETUP. If so, answer "YES" and the computer will print two labels with all X's. If the printer needs to be adjusted, adjust the printer and continue. If no additional setup is needed, answer "NO" to the PRINTER SETUP question and the computer will print the labels. PARAMETERS DEGREE LEVELS: ALL prints all degree levels SEL allows up to 3 to be selected MEMBERSHIP STATUS: ALL prints all membership statuses SEL allows up to 3 to be selected AWARD TYPE: XXX where XXX is the award type AWARD CODE: XXX where XXX is the award code 11. OFFICES HELD Every club or organization has a management team that is usually elected by the members to run the organization. In many cases these positions are titled President, Vice President, Secretary, and Treasurer (just to name a few). 53 In MARKS, a record of each position a member is holding or has held in the past can be recorded. In addition, several reports can be printed listing the offices the members have served. To use the Offices Held program, you first need to define all of the positions valid in your organization. Then assign each position a unique two character code (i.e. PR for President, VP for Vice President, SE for Secretary, TR for Treasurer, etc.) and a unique two character type (i.e. 01 for 1st Vice President, 2nd Vice President, etc.). For additional information on how to set up the offices held, refer to the section on MARKS CODE FILE. 11.1 UPDATE OFFICES HELD INFORMATION You can add and/or remove an office from a members record. To do this, press the function key F1 and the UPDATE OFFICE HELD screen will be displayed requesting that you enter the member's MEMBERSHIP NUMBER or member's last name (up to 10 characters). After entering the requested information, press the ENTER key. If the MEMBERSHIP NUMBER is entered, the computer will search the MEMBERSHIP FILE for a matching MEMBERSHIP NUMBER. If a match occurs, the membership record is displayed. Otherwise, the same screen is redisplayed along with the message: REQUESTED RECORD NOT ON FILE If part of the member's last name is entered, the computer will invoke the name search process. The name search process 54 displays a screen containing up to ten members, beginning with the last name that matches as close as possible to the last name given. At this time, select the desired member from the menu of names by entering the LINE NO of the member desired. The desired member's record showing the office assigned (if any) is then displayed. To add an office to the members record, move the cursor to the first blank line and enter the office code and type. Press F7 and and the office will be added. To remove an office from the members record, move the cursor to the line with the office code and type, blank both the office code and type, and then press F7. The office will then be removed from the members record. SPECIAL NOTE: both functions (the add and remove) can be done on the same screen at the same time. The program will rearrange the offices leaving the ones still assigned and removing any that were deleted. MESSAGES RECORD UPDATED The award information in the member's record was updated on the OFFICE FILE. OFFICE INVALID The office type is not on the MARKS CODE FILE. Or, the office code is not on the MARKS CODE FILE. 55 11.2 OFFICE REPORTS Several reports listing the offices held are provided. Listed on the reports are the office name, members name, and the year the member held the office. On all of the reports, you can select by membership status, degree level, office code, and office type. All reports print on 9 1/2" by 11" paper and can be printed using a narrow (80 column) or wide (133 column) carriage printer. 11.2.1 OFFICES HELD REPORT - BY NAME OF OFFICE HELD (OFFC41) This report prints alphabetically all members within each office. When the office title changes, the printer advances to a new page. PARAMETERS DEGREE LEVELS: ALL prints all degree levels SEL allows up to 3 to be selected MEMBERSHIP STATUS: ALL prints all membership statuses SEL allows up to 3 to be selected OFFICE TYPE: XXX where XXX is the office type OFFICE CODE: XXX where XXX is the office code 11.2.2 OFFICES HELD REPORT - BY YEAR OFFICE HELD (OFFC41) This report prints alphabetically by year held listing only the members who have held the office(s). PARAMETERS 56 DEGREE LEVELS: ALL prints all degree levels SEL allows up to 3 to be selected MEMBERSHIP STATUS: ALL prints all membership statuses SEL allows up to 3 to be selected OFFICE TYPE: XXX where XXX is the office type OFFICE CODE: XXX where XXX is the office code 11.2.3 OFFICES HELD REPORT - BY MEMBERS NAME (OFFC42) This report prints by members name all of the offices each member has held. The selection parameters can be used to include members coded with certain membership statuses, degree levels, office codes, and/or office types. PARAMETERS DEGREE LEVELS: ALL prints all degree levels SEL allows up to 3 to be selected MEMBERSHIP STATUS: ALL prints all membership statuses SEL allows up to 3 to be selected OFFICE TYPE: XXX where XXX is the office type OFFICE CODE: XXX where XXX is the office code 11.2.4 OFFICES HELD - ADDRESS LABELS (OFFC43) OFFC43 prints address labels by office. The labels are printed alphabetically by the member's name within the office. The label format is "ONE ACROSS" and the labels size is 3 1/2" by 15/16". The program will ask if the user wants PRINTER SETUP. If so, answer "YES" and the computer will print two labels with all 57 X's. If the printer needs to be adjusted, adjust the printer and continue. If no additional setup is needed, answer "NO" to the PRINTER SETUP question and the computer will print the labels. PARAMETERS DEGREE LEVELS: ALL prints all degree levels SEL allows up to 3 to be selected MEMBERSHIP STATUS: ALL prints all membership statuses SEL allows up to 3 to be selected OFFICE TYPE: XXX where XXX is the office type OFFICE CODE: XXX where XXX is the office code 58 12 RESERVATIONS (HALL) The management of the day to day activities of an organiza- tion or club is becoming more and more demanding. One area that must be carefully managed is the renting of an organiza- tion's facility. MARKS provides the software to help manage this very important task. With the reservation system, you can add new reservations, update existing reservations, and delete cancelled reservations. In addition, several reports are provided showing detail information on each reservation made. From the main menu, you can select RESERVATION by pressing function key F3 and the RESERVATION MENU is displayed. From here you can chosse to add, update, or delete reservation information. Or, request the RESERVATION REPORTS MENU to run a desired report. 12.1 ADD RESERVATIONS New reservations can be added by pressing F1. After press- ing F1, the computer will display the RESERVATION ADD SCREEN. Enter the information on the reservation in the appropriate fields and press the ENTER key. Use F7 after all required information is entered to quickly add the record to the RESERVATION FILE. The required fields are listed below: RESERVATION TIMES The reservation times must be entered to reserve the hall. Use AM and PM to designate morning or afternoon. 59 RESERVATION CODE The reservation code is checked against the valid reserva- tion codes on the MARKS CODE FILE. ACTIVITY CODE The activity code is checked against the valid activity codes on the MARKS CODE FILE. MESSAGES RECORD ADDED The reservation record has been added to the RESERVATION FILE. RESERVATION CODE INVALID The reservation code cannot be found on the MARKS CODE FILE. ACTIVITY CODE INVALID The activity code cannot be found on the MARKS CODE FILE. 12.2 UPDATE RESERVATION INFORMATION To update reservation information, press the function key F2. The RESERVATION UPDATE SCREEN will be displayed requesting you enter the reservation date or the name of the person or company who made the reservation (up to 6 characters). After entering the requested information, press the ENTER key. If the reservation date is entered, the computer will search the RESERVATION FILE for reservations beginning with the date requested. If the search is successful, the name search process 60 will display a screen containing up to ten reservations, starting with the reservation date entered. If the name of the person or company who reserved the hall is entered, the computer will search the RESERVATION FILE for reservations made by that name. The name search process will display a screen containing up to ten reservations, beginning with the name that matches as close as possible to the name given. From the NAME SEARCH SCREEN, select the desired reservation from the reservations displayed by entering the LINE NO of the reservation desired. That record is then displayed on the screen. To update the reservation record, move the cursor to the appropriate field and type over the data in the field. After changing all information desired, press the function key F7 and the record will be updated on the RESERVATION FILE. If you need to change the reservation date and/or times, you must delete the reservation and then re-add the reservation. Refer to the sections on deleting and adding new reservations. MESSAGES RECORD UPDATED The information in the reservation record was updated on the RESERVATION FILE. RESERVATION CODE INVALID The reservation code is not on the MARKS CODE FILE. 61 ACTIVITY CODE INVALID The activity code is not on the MARKS CODE FILE. 12.3 DELETE RESERVATION RECORD Sometimes it is necessary to remove a reservation record from the RESERVATION FILE. To delete a reservation record, press F3 and the RESERVATION DELETE SCREEN will be displayed and you will be requested to enter the reservation date or the name of the person or company who made the reservation (up to 6 characters). After entering the requested information, press the ENTER key. If the reservation date is entered, the computer will search the RESERVATION FILE for records beginning with the date given. If the computer is successful, the name search process displays a screen containing up to 10 reservation records, starting with the reservation date requested. If the name of the person or company who reserved the hall is entered, the computer will search the RESERVATION FILE for reservations made by that name. The name search process will display a screen containing up to ten reservations, beginning with the name that matches as close as possible to the name given. From the NAME SEARCH SCREEN, select the desired reservation from the reservations displayed by entering the LINE NO of the reservation desired. That record is then displayed on the screen. 62 Please verify that the record displayed is the record you want to delete. If so, type "Y" (the default is "N" for NO) and press the ENTER key and the record will be deleted. MESSAGES RECORD DELETED The record you requested be deleted was deleted from the RESERVATION FILE. 12.4 RESERVATION REPORTS Several reservation reports are provided for management to use. Information added to the RESERVATION FILE can be printed by pressing F6 (RESERVATION REPORTS). All reports will print on 9 1/2" by 11" paper and can be printed using a narrow (80 column) or wide (133 column) carriage printer. 12.4.1 RESERVATIONS BY DATE (RESV40) The report is printed by date reserved. This report prints information like date reserved, reservation code, time reserved, name and address of the person or company who made the reserva- tion, home phone number, work phone number, alternate name, and a brief description of the event. At the end of the report, the total number of reservations printed is shown. 63 PARAMETERS RESERVATION CODE: ALL prints all reservation codes SEL allows up to 3 to be selected ACTIVITY CODE: ALL prints all activity codes SEL allows up to 3 to be selected 12.4.2 RESERVATIONS BY DATE - BREAK ON MONTH (RESV41) The report is printed by date reserved and advances to a new page when there is a break in month. The report prints the date reserved, reservation code, time reserved, the name and address of the person or company who made the reservation, home phone number, work phone number, alternate name, and a brief descrip- tion of the event. At the end of the report, the total number of reservations printed is shown. PARAMETERS RESERVATION CODE: ALL prints all reservation codes SEL allows up to 3 to be selected ACTIVITY CODE: ALL prints all activity codes SEL allows up to 3 to be selected For a printed sample of RESV41, refer to the section on reports. 12.4.3 RESERVATIONS BY NAME (RESV42) The report is printed by the name or company who made the reservation. The report prints the date reserved, reservation code, time reserved, the name and address of the person or company who made the reservation, home phone number, work phone number, alternate name, and a brief description of the event. 64 At the end of the report, the total number of reservations printed is shown. PARAMETERS RESERVATION CODE: ALL prints all reservation codes SEL allows up to 3 to be selected ACTIVITY CODE: ALL prints all activity codes SEL allows up to 3 to be selected 12.4.4 RESERVATIONS BY RESERVATION CODE (RESV43) The report is printed by reservation code. The report lists the date reserved, reservation code, time reserved, the name and address of the person or company who made the reservation, home phone number, work phone number, alternate name, and a brief description of the event. At the end of the report, the total number of reservations printed is shown. PARAMETERS RESERVATION CODE: ALL prints all reservation codes SEL allows up to 3 to be selected ACTIVITY CODE: ALL prints all activity codes SEL allows up to 3 to be selected 12.4.5 RESERVATIONS PAYMENT REGISTER (RESV44) The report is printed by the name of the person or company who made the reservation. Listed on the report is the date reserved, reservation code, time reserved, name and address of 65 the person or company who made the reservation, amount of rent, amount of rent paid, alternate name, and a brief description of the event. At the end of the report, the total number of reservations printed is shown. PARAMETERS RESERVATION CODE: ALL prints all reservation codes SEL allows up to 3 to be selected ACTIVITY CODE: ALL prints all activity codes SEL allows up to 3 to be selected 13. MAILMERGE USING WORD PERFECT If you are interested in using Word Perfect's MAILMERGE with MARKS, call (314) 264-2537. 14. CREATE LOTUS 123 FILE If you are interested in creating a LOTUS 123 from MARKS, call (314) 264-2537.