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Church Membership System ======================== Version 5.6 - Revision 02 Copyrighted (c) 1986,91 by Ron Byxbe ALL RIGHTS RESERVED _______ ____|__ | (tm) --| | |------------------- | ____|__ | Association of | | |_| Shareware |__| o | Professionals -----| | |--------------------- |___|___| MEMBER ================================================================ What's Available? ================================================================ Church Membership System.................................$129.00 * includes 30 days of telephone support. Tracks Attendance, Members, Contributions and more! Church Accounting System..................................$99.00 * includes 30 days of telephone support. Assets, Liabilities, Income, Expenses, Bank Accounts! Reports include: Income Statement, Balance Sheet, General Ledger, Expense Statement, Checkbook Statement and many more. Church Visitation System..................................$59.00 * includes 30 days of telephone support. Complete system for tracking visits and contacts. Also serves as a great mail list program. Prints 3x5 Cards, 4x6 Cards, Labels, and a Contact List Report. Select all or a subset by Age Group Code, Contact Type, Residential Code, Date Last Visited, Not Visited Since, or a combination of all. SonShine Office Hours: 9 am to 4 pm EASTERN TIME. (919) 786-1236 ================================================================= GETTING STARTED ================================================================= Requirements: To run the system it is recommended that you have a hard disk. The system can be run on two floppies with limited disk space. Dos Version 3.0 or higher is also recommended. Ram Memory should be 640k or more. You MUST have a CONFIG.SYS file on your startup disk. If you have a hard disk then this file must be in your root directory i.e. "C:\". If you are using floppies then this file must be on your DOS diskette. The file must contain the following statements: FILES=35 BUFFERS=30 The system will not run unless these commands are added to your CONFIG.SYS file. Once you have added them you must reboot your system. This can be accomplished by CTRL-ALT-DEL sequence or turning off the computer and turning it back on. If you do not have an existing CONFIG.SYS file on your computer then copy the one supplied on the program disk to either your root directory (if using a hard disk) or to your DOS diskette (if using two floppies). Examples: Hard Disk: Copy A:CONFIG.SYS C:\ (Program Disk in drive A:) Floppy Disk: Copy B:CONFIG.SYS A: (Program Disk in drive B:) ================================================================= INSTALLATION ================================================================= To install the system on your computer simply follow the sequence below: Hard Disk: Place Membership Diskette in Drive A: or B: Type INSTALL <enter> Follow Instructions on the Screen Load the program by typing: CMS <enter> Floppy Disk: Place Membership Diskette in Drive A: Type INSTALL <enter> Follow Instructions on the Screen. Load the Program by typing A:CMS <enter> *Note: You will be on Drive B: B> ================================================================= INDEXING DATA FILES ================================================================= Every now and then you should Re-Index your data files. Especially if you do a lot of deletions. The Option on the Re-Index Data Files Menu will do this for you. This option will physically remove any deleted records and reorganize your member file indexes. ================================================================= SYSTEM SETUP ================================================================= Load the program by type CMS (floppy disk users type A:CMS). The program will check for all data files. If a file is not found the computer will automatically create it. EDIT NAME Use this option to enter the name of you Church. Also enter a password for stewardship, what type of monitor you have (C)olor or (M)onochrome. If this is a registered version enter your serial number. Press enter through all fields and the computer will save the system setup record. DEFINE LABEL SIZE Use this option to define the size of your mailing labels. The default has been set to the standard mailing label. If you are using a larger label then you must change this number. If you are Using an HP Laserjet then set this to "L". It will print two across Laser Labels. DEFINE MERGE TYPE Use this option to tell the computer what type of Word Processor (if any) you are using. The default is "WS" for Word Star. This code will produce a comma delimited ascii file compatible with most word processors. The other options are "WP" for Word Perfect and "LE" for Leading Edge. DEFINE PRINT CODES Use this option to define Compressed and Normal print. The codes for this can be found in your printer manual. ================================================================= SYSTEM CODES ================================================================= EDUCATION CODES Here you must define all Education Departments and Classes. Select option "Create Department". Enter a six character code such as "ADULT " for Adult Department or "ADULT1" for Adult 1 Department, etc. Enter a description for the department and press enter. Continue this process until all departments have been created. To change a department description use the "EDIT/DEL" option. This will allow you to change the description or "DELETE" the department code. To delete the code press the "F4" function key. To View the departments on the screen select "VIEW DEPARTMENTS". This will place a list of all departments on the screen. Use the Pagedown Key to Page through the list. To print a department code list select option "PRINT DEPARTMENTS". This will print a list of all the departments you have entered. After you have entered all departments select "CREATE CLASS" and follow the same procedure. ORGANIZATION CODES Here you must define all Organizations & Committees. Select option "Create Organization". Enter a six character code such as "DEACON " for Church Deacon or "TRUSTE" for Church Trustee, etc. Enter a description for the organization and press enter. Continue this process until all Organizations have been created. To change a organization description use the "EDIT/DEL" option. This will allow you to change the description or "DELETE" the organization code. To delete the code press the "F4" function key. To View the organizations on the screen select "VIEW ORGANIZATIONS". This will place a list of all organizations on the screen. Use the Pagedown Key to Page through the list. To print a department code list select option "PRINT ORGANIZATIONS". This will print a list of all the organizations you have entered. STEWARDSHIP CODES Here you must define all Stewardship Funds. Select option "Create Stewardship". Enter a number such as 601 for General Fund or 7845 for Building Fund, etc. Enter a description for the Fund and press enter. Continue this process until all Funds have been created. To change a Stewardship Fund description use the "EDIT/DEL" option. This will allow you to change the description or "DELETE" the Fund code. To delete the code press the "F4" function key. To View the Stewardship Funds on the screen select "VIEW STEWARDSHIP". This will place a list of all Funds on the screen. Use the Pagedown Key to Page through the list. To print a stewardship fund list select option "PRINT STEWARDSHIP". This will print a list of all the Funds you have entered. EDUCATION POSITION CODES Here you must define all Education Positions. Select option "Create Position". Enter a number such as "TEACH " for Teacher or "STUDNT" for Student, etc. Enter a description for the Position and press enter. Continue this process until all Positions have been created. To change a Position description use the "EDIT/DEL" option. This will allow you to change the description or "DELETE" the Position code. To delete the code press the "F4" function key. To View the Positions on the screen select "VIEW POSITIONS". This will place a list of all Positions on the screen. Use the Pagedown Key to Page through the list. To print a Position list select option "PRINT POSITION". This will print a list of all the Positions you have entered. CHURCH STATUS CODES Here you must define all Church Status Codes. Select option "Create Status Code". Enter a code such as "VI" for Visitor or "Ch" for Child, etc. Enter a description for the Code and tell if this code is mode "Church Members" or not. Continue this process until all Codes have been created. To change a Code description use the "EDIT/DEL" option. This will allow you to change the description or "DELETE" the Position code. To delete the code press the "F4" function key. To print a Code list select option "PRINT CODES". This will print a list of all the Codes you have entered. ================================================================= MEMBERSHIP MODULE ================================================================= FILE MENU The File Menu allows you to Create, Modify, Delete, or View your members. To Create a new member select the "CREATE" option. A blank screen will appear. Assign a "Family Number" and a "Member Number" to this member. (See Note below for these numbers). Fill in all information and Press the "PAGEDOWN" key. (If you press the "ESC" key the record will NOT be saved. *NOTE: Family Numbers are unique numbers that are assigned to each Family Group. They can be any number from 1 to 99,999 but each family must have a different number. Each Member within the family will also have a two digit unique Member Number. An example of this would be.. There are six members in my family, Myself, My wife, 2 Sons, and 2 Daughters. Our Family number might be 1000 but the member numbers would be different. I would be member number 01, my wife 02, my first Son 10, my first daughter 11, my second Son 12, my second daughter 13. The numbers do not have to be assigned in the order I have assigned them but they must be unique! If you enter a family number of a family that has already been created then the computer will retrieve information from the existing family record and display it on the screen. This saves time keying duplicate information within family groups. The field "Family Mail (Y/N)" is very important. This is were all mail is going; such as Church Bulletins, etc. My record would be coded Family Mail "Y" and the rest of the family would say "N". That way we do not have 6 Church Letters going to the same address. There is a filed for the name you wish to appear on the Mailing Label. Here you can put "Mr. and Mrs. Ron byxbe". Otherwise the name will be the members name. The Church Status codes are "RM" for Resident Member, "NM" for Non-Resident Member, and "PR" for Visitor or Prospect. *** PLEASE READ *** When you have entered all information press the "PAGEDOWN" key. This will save your record. (** Do not press the "ESC" key unless you wish to abort the record). When you have entered the last Member and pressed the pagedown key the computer will display an empty screen. Here you can press the "ESC" key to leave the Member Create Option. Edit Member Record The "EDIT MEMBER RECORD" allows you to change information on a given record. You can page back and forth through the Database by pressing "PAGEDOWN" or "PAGEUP". If you want to go directly to a member you can press the "F1" key, enter part of the person's last name, and the computer will take you directly to that spot. Edit Employer Info This option allows you to enter information about the members work including telephone number. Delete Member Record The "DELETE MEMBER RECORD" allows you to delete the entire record on a given record. You can page back and forth through the Database by pressing "PAGEDOWN" or "PAGEUP". If you want to go directly to a member you can press the "F1" key, enter part of the person's last name, and the computer will take you directly to that spot. Once you have located the member you wish to delete press the "F4" key. The member is now deleted. *NOTE: If you do very much deleting you will want to ReIndex your data files. Do this by selecting the "SYSTEM MENU", then "REINDEX FILES MENU", then "ALL FILES". Change Member Numbers This option allows you to change a member's number. There are several reasons for this. One good example is marriage. Your son or daughter gets married. They are no longer part of your family group but have now become their own family group. You can use this option to change their numbers. View Members on Screen This option will display all members currently in the database. You can page forward only by using the "PAGEDOWN" key. If you wish to go directly to a name in the database press the "F1" key, enter part of the last name, press enter and the computer will start the display with this name. REPORTS MENU There are several reports in this section. I will not describe each one of them but tell you about some of the parameters needed to run them. Starting Date and Ending Date: This option has been misunderstood for some time. Basically what I am asking is for a date to start looking at and a date to quit looking at. Example would be: If I am printing a Birthday report I would ask for a Starting Date and an Ending Date. I would then print all Birthdays that fell on or between these dates. If you enter 02/01 and 02/28 I would print all Birthdays on and between Feb 1 and Feb 28. Reports Description ======= =========== Family Roster Complete List of Families Church Status with Address Codes "RM,NM,PR" with Addresses Church Status Alpha Codes "RM,NM,PR" List Birthdays Names and Birthdate Anniversaries Names and Anniversaries New Church Members Codes "RM,NM" Non Church Members Not Codes "RM,NM" List by Family Number List in Family Number Order Shepherd Report List of Members showing Shepherd LABEL MENU The Label section gives you the ability to print labels for mailing purposes. There are several options here depending on what you would like to do. The labels are standard size unless you have changed the size in the "Setup" menu. I have added a screen that will ask for a message that will print on the first line of the label. Example of this would be: "HAPPY BIRTHDAY" John Doe P. O. Box 3456 Winston Salem, NC 99999 If you do not wish to print a message then press enter. No message will print. There is also an option here to print "Return Address Labels" for your church. The name and address printed on the label will be the one entered in the "Setup" menu. MERGE MENU The merge section will build a merge file that will be used as a secondary file to your Word Processor. Basically this has nothing to do with my program. I just build the file. To merge this file into your Word Processor you will have to refer to the manual that came with your Word Processor. Refer to the section that talks about "Merging" The merge file will be created in the format selected in the "Setup" menu. If you chose "WS" then you will get a comma delimited Ascii file. If you chose "WP" then you will get a Would Perfect Secondary File, Etc. PRINT ROLODEX This option was placed here to allow churches to print rolodex cards. CHURCH DIRECTORY This is a complete church directory with names, addresses, phone numbers. ================================================================= EDUCATION MODULE ================================================================= MODIFY MEMBER RECORD This section allows you to add a person to an Education Department & Class and give that person's position within that Class. If you are adding this member to an Education Class then enter "Y" under Class Member. Enter the Department and press enter or press the "F2" key for a list of departments. Place the menu bar on the one you want and press enter. The computer will place that department into the members record. Next enter the Class and press enter or press the "F2" key for a list of classes. Place the menu bar on the one you want and press enter. The computer will place that class into the members record. Last enter the members position within the class or press "F2" for a list of positions. Place the menu bar on the one you want and press enter. The computer will place that position into the members record. To advance to the next member press the "PAGEDOWN" key. To backup to a previous member press the "PAGEUP" key. To go directly to a member press the "F1" key, enter part of the member's name, press enter. The computer will retrieve the name closet to the one you entered. To exit this section press the "ESC" key. ATTENDANCE MENU This section allows you to keep up will class attendance for 52 weeks. Enter Members Present: This option will allow you to enter the members present for a given Sunday. A screen will appear asking for the date, month, and Sunday. Enter this information and press enter. You will also be given a list of classes. Place the menu bar on the class you want and press enter. The computer will then build a file of just the members in that class. When the attendace screen appears place an "A" for absent or a "P" for present. The screen will advance to the next member. Continue this process until all members have been entered. When you are finished you will be prompted for the next class. Place the menu bar on the class you want and press enter. If you are finished then press the "ESC" key. VIEW MEMBER ATTENDANCE This section allows you to view you member attendance records on the scree. The list is in alphabetical order. Press "PAGEDOWN" for the next member, "PAGEUP" for the previous member, "F1" to go directly to a member, or "ESC" to exit. Reports Description ======= =========== Member Attendance #1 Prints Member Attendance Member Attendance #2 Prints Member Attendance Attendance Stat Report Prints Percentages CLEAR ATTENDANCE This option will clear all the attendance records in the computer. You will only want to do this when you are starting a new year. ABSENTEE LABELS The Label section gives you the ability to print labels for mailing purposes. It will print all absentees for a given date. ABSENTEE MERGE The merge section will build a merge file that will be used as a secondary file to your Word Processor. Basically this has nothing to do with my program. I just build the file. To merge this file into your Word Processor you will have to refer to the manual that came with your Word Processor. Refer to the section that talks about "Merging" The merge file will be created in the format selected in the "Setup" menu. If you chose "WS" then you will get a comma delimited Ascii file. If you chose "WP" then you will get a Would Perfect Secondary File, Etc. REPORTS MENU There are several reports in this section. I will not describe each one of them but tell you about some of the parameters needed to run them. Most of the reports will prompt you with a menu of Department, Classes, Positions, Etc. Place the menu bar on the option you want and press enter. Reports Description ======= =========== Alpha Listing of Member Alphabetical list of all Members Class Attendance Rolls Class Rolls Class Enrollment Report Names,Addresses,Birthdate,Phone # Department Report List all all members in Department Position Rolls All Members in A given position New Members Report All members Between two dates Non Members Report Class Member = "N" Birthday Report Members by Selected Birth Date Anniversary Report Members by Selected Anniv. Date LABEL MENU The Label section gives you the ability to print labels for mailing purposes. There are several options here depending on what you would like to do. The labels are standard size unless you have changed the size in the "Setup" menu. I have added a screen that will ask for a message that will print on the first line of the label. Example of this would be: "WE MISSED YOU" John Doe P. O. Box 3456 Winston Salem, NC 99999 If you do not wish to print a message then press enter. No message will print. MERGE MENU The merge section will build a merge file that will be used as a secondary file to your Word Processor. Basically this has nothing to do with my program. I just build the file. To merge this file into your Word Processor you will have to refer to the manual that came with your Word Processor. Refer to the section that talks about "Merging" The merge file will be created in the format selected in the "Setup" menu. If you chose "WS" then you will get a comma delimited Ascii file. If you chose "WP" then you will get a Would Perfect Secondary File, Etc. ================================================================= ORGS/ACT MODULE ================================================================= EDIT MEMBER ORGANIZATION This option allows you to add members to different Organizations and Activities within the Church. To see a list of the Organizations that were entered in the "SETUP" section press the "F2" key. Select the Organization you wish and press enter. Press the "PAGEDOWN" key for the next member, "PAGEUP" key for the previous member, "F1" to find a member, "ESC" to exit this section. **NOTE: If you have entered an organization for a member you must press the "PAGEDOWN" to save the record before pressing the "ESC" key to exit. PRINT ORGANIZATION This option will print everyone for the selected organization. PRINT LABELS This option will print labels for the selected organization. BUILD MERGE FILE This option will build a merge file for the selected organization. ================================================================= STEWARDSHIP MODULE ================================================================= This module allows you to keep track of all contributions given to the church for the year. CONTRIBUTIONS MENU This is were you will enter the weekly contributions. All contributions entered are placed in a "WORK" file. When you have printed an Edit Report and "FINALIZED" then this entries are moved from the work file and "POSTED" to the members giving record. Enter Member Contribution: Select this option to enter the member contribution. You will be prompted for the date. Enter the date and press enter. Next you must tell the computer who the contribution is for. If you do not know the Family Number then press the "F1" key. You will be given a list of names. Place the Menu Bar on the Member you want and press enter. You can enter up to four funds for each member. For a list of Funds press the "F2" key. Place the Menu Bar on the Fund you want and press enter. Next enter the amount. You must press enter on every field until the fields on the screen are reset to blanks or zeroes. If you press the "ESC" key before saving the record the information for the member you were working on will be lost. Print Contribution Edit Report: After you have entered your Contributions you will need to print an edit report. This report will tell you exactly what you have entered. Review this report carefully. If you find any errors you can correct them by selecting "EDIT/DELETE MEMBER CONTRIBUTIONS". Edit/Delete Member Contributions: This option will allow you make corrections to the Contribution work file in the event you posted something wrong. ******* READ THIS SECTION CAREFULLY ******* Finalize Contributions: This option MUST be taken after you have reviewed the contributions. If you are satisfied with what you have entered select this option. This will take all the contributions that you have entered and Post them to the members record. CHANGE STATEMENT FOOTER This option allows you to change the message that appears at the bottom of the Member Statements. SINGLE MEMBER STATEMENT This option will allow you to print a Statement for ONE member only. The output is the same as "ALL MEMBER STATEMENT". ALL MEMBER STATEMENTS This option will print the Giving Statements for ALL persons in the Membership Database File. SUMMARY GIVING REPORT This option will print a Summary Report by selected dates. It will summarized all contributions by Funds. EDIT MEMBER GIVING RECORD This option was placed here to allow you to make corrections to the member statements after you have finalized. Be very careful when using this option. All changes made are FINAL. If you discover you made an error you can fix it here. SELECT NEW GIVING YEAR This option allows you to select another stewardship year. Example: You may wish to reprint a member statement for last year. You this option to select that year. BE SURE YOU CHANGE THE YEAR BACK TO THE CURRENT YEAR. Otherwise, all entries posted to Stewardship will go into last year. CREATE NEW GIVING YEAR This option allows you to Create a new giving year. You will need this option when going into a new year. Simply select this option, enter the year i.e 1988,1989,1990, etc and press enter. You will note that the year is displayed in the lower left corner of your screen. From this point on all contributions will go to this year. DELETE OLD GIVING YEAR All the years that you created are still on the disk. Due to disk space you may wish to delete them. If so just select this option, select the year you wish to delete and press enter. This year is gone forever. ================================================================= PLEDGES TO STEWARDSHIP MODULE ================================================================= CREATE PLEDGE This option will allow you to create a New pledge for a member. Enter the Family and Member Number. If you do not know the number press the F1 key to reveil a list of names. Next, enter the Fund for the Pledge. If you do not know the fund then press the F2 key and a list of funds will be placed on the screen. Enter the Amount Pledged, the date of the pledge (Regardless of the date the fund is activated immediately), and the *Close after Date. The computer will update the Date Last Given and Total Amount Paid. * The Close After Date is the Date the Pledge Ends. (Ex: 12/31/90) EDIT/DELETE PLEDGE Select this option to edit or delete a pledge. To Edit simply make the changes desired and press enter. To delete press the F4 function key. The F5 function key is used to toggle the pledge as *CLOSED* or *OPEN*. Example: If a person had a pledge to the Building fund and called the church and told them they wanted it closed because of whatever reason, death, levaing the church, etc., you could CLOSE that pledge only by pressing the F5 function key. Pressing the F5 key on an *OPEN* pledge will *CLOSE* it and press the F5 key on a *CLOSED* pledge will *OPEN* it. CHURCH PLEDGE REPORT This option will print a report for the Church that shows ALL pledges in the pledge file, including history, in alphabetical order. CLOSE PLEDGES At the End of a Year you will want to close all outstanding pledges that have not been paid. The computer will ask you for a date. The computer will then close all pledges with a closing date less than or equal to the date that you entered. (THE DATE IS NOT THE PLEDGE DATE BUT THE CLOSE DATE). If you have a pledge that extends greater than one year year then it will still be active. (This is setup in the create option). CLEAR PLEDGES Years from now you may wish to physically remove all closed pledges from your computer. Remember, if you do this you will lose all history for these pledges. The only reason to to this is to conserve disk space, so if you have plenty of space you may want to leave them on the disk. To clear the pledges select the Clear Option, Enter the date to clear, and press enter. The computer will delete all pledges less than or equal to the date specified. (THE DATE IS NOT THE PLEDGE DATE BUT THE CLOSE DATE). ================================================================= VISITATION MODULE ================================================================= This module allows you to place members (or non members) on a visitation list. You can also place them on the permenant shut in list. This options then become very handy for the Pastor when he needs a list of people to visit. As people call in reporting sickness, hospitalization, or other areas that require a visit the member should be placed on this list. This list can also be used for Education Minister, Music Minister, or anyone else. Place on Visitation List (Y/N) ... Y Place on Shut In List .. Y Who should Visit ... PASTOR Date to Visit .. 03/02/89 Purpose of Visit .. NEW MEMBER Reports Description ======= =========== Print Visit List Prints all persons with "Y" Print Shut In List Prints all persons with "Y" ============================================================= SHAREWARE ============================================================= This program is "shareware". Shareware is a marketing method by which a user can "test drive" the program before paying for it. The normal "test drive" period is 1 to 2 months. After that period, continued use requires registration. Registration is just $125 (plus $4 shipping). Included with registration is the right to use the program, the latest version of the program, and 30 days of free telephone support for Installation. Fees paid for a copy of this program do not constitute registration. This means that when you pay a shareware distributor $3-4 for a copy, you have not paid for continued use of the program. It means you have paid for an evaluation copy.