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5.3 Date Processing Page 5.3.1
============================================================
With CMS, you can track dates that are either important to
your Church or to the individual Church members. You can set
up standard date categories for future use throughout the CMS
system. You can even print mailing labels by dates, e.g.
for birthday cards, etc.
To begin with "Date Processing" from the "Groups Menu":
Press <D> and then <Enter>.
The first time you select this option the "Date Processing"
screen may look like this:
=============================================================
| Date Processing
=============================================================
| Date
-------------------------------------------------------------
| Birthday
| Church Membership
| Wedding Anniversary
|
|
As you see, three date categories that are most common have
been already filled in for you.
Let us take a look at the options available from the "Options
Menu" at the bottom of the screen.
Note: The <F> and <R> options are not available from the
"Options Menu" on the "Date Processing" screen.
5.31 Help
========================================================
Notice the <?>-Help option on the left side of your
options menu.
Press the <?> key now and you will see a Help window
appear. It explains all the options available to
process SIGs. Use the <PgDn> and <PgUp> keys to see
the next or previous Help screen.
=============================================================
DATES PROCESSING Page 5.3.1
5.3 Date Processing Page 5.3.2
=============================================================
To exit Help press <Esc> and the Help window will
disappear again.
Note: All options presented in the options menu, except
the <Enter>-Choices option, will act on all the
dates in the list. The choices presented after
selecting the <Enter>-Choices option will act on
the pre-selected date category only.
5.32 Add New Date Categories
===================================================
Adding a new date is easy.
To add a new date category follow these steps:
A. At the "Date Processing" screen press <A> and a
window will appear:
========================
| Enter new date name: |
|[ ]|
========================
B. Fill in the name for the new date category to be
added (up to 20 characters long). Duplicate
names for dates cannot be used.
C. Press <PgDn> or <Enter> when you filled in the
name. The name for this new date category is
saved and the newly added date category will
show on the "Date Processing" screen in
alphabetical order.
To add more date categories now repeat steps A
through C if you are not sure if you already
entered a date category into CMS don't worry.
CMS will warn you and not let you fill in a name
that is already in use by another date category.
=============================================================
DATES PROCESSING Page 5.3.2
5.3 Date Processing Page 5.3.3
=============================================================
5.33 Date Specific Choices
================================================
While the options presented in the options menu
affect the list of date categories as a whole, it
is possible to work with individual date
categories by choosing the <Enter>-Choices option.
To see what options are available to work with an
individual date categories:
A. At the "Date Processing" screen move your cursor
to the date category you want to work with.
B. Press <Enter> from the "Date Processing" options
menu and the "Choices" menu will appear.
============Choices============
| Edit Date Category |
| Delete Date Category |
| Print Date List |
| View Date List |
| Write Date List to File |
| Print Labels |
| View Labels |
| Write Labels to File |
| Generate Merge File |
===============================
C. To exit the "Choices" menu again press <Esc>.
=============================================================
DATES PROCESSING Page 5.3.3
5.3 Date Processing Page 5.3.4
=============================================================
5.331 Edit a Date Category
===========================
Choose "Edit Date Category" if you want to
change the name of a date category or if you
made mistakes when you added that name to the
date list.
To change a date category's name:
A. At the "Date Processing" screen move your
cursor to the date category who's
information you want to change.
B. Press <Enter> to get to the "Choices" menu.
C. Press <E> to select "Edit Date Category",
and press <Enter>.
A window will appear:
=========================
| Enter new date name: |
|[ ]|
=========================
D. Type in the new name, and press <Enter>
when you are done.
You will be returned to the "Date Processing"
screen and the changed name will appear there.
5.332 Remove a Date Category
==================================== =========
Just as date categories can be added to the
date category list they also can be removed.
For example, you discovered after you entered
a date category, that you use a different name
for essentially the same date category, and
you want to remove this duplicate name from
your CMS program.
=============================================================
DATES PROCESSING Page 5.3.4
5.3 Date Processing Page 5.3.5
=============================================================
NOTE: Beware of removing a date category.
Once a category is removed all date
entries for that category will be lost.
E.g. If you have 5000 Church members
and all their birthdays entered in the
CMS system, then deleting the "birthday"
date category would eliminate all the
birthday information from all the
members. So, before removing a date
category ask yourself: "Do I really want
to do this?" Also remember, you can
always first make a backup of your CMS
data before initiating such a drastic
change.
To delete a date category with all its date
information:
A. At the "Date Processing" screen move your
cursor to the date category you want to
remove.
B. Press <Enter> to get to the "Choices" menu.
C. Press <D> to select "Delete Date Category",
and press <Enter>.
To prevent you from inadvertently making a
mistake and remove the wrong date category a
window will be displayed:
================================================
| This will remove all <name> date information |
| from your membership records. Continue [y/N] |
================================================
D. Press <Y> to confirm the removal of this
date category and all its date information,
or
Press <N> if you don't want to remove the
selected date category at this time.
=============================================================
DATES PROCESSING Page 5.3.5
5.3 Date Processing Page 5.3.6
=============================================================
If you pressed <N> you will be returned to the
"Date Processing" screen and no deletions will
have been made.
E. If you pressed <Y> the date category will
be removed from the dates list and all date
entries for this category will be removed
from your membership records.
F. You will be returned to the "Date
Processing" screen, and if you confirmed
the removal of that date category its
information will have disappeared from the
"Date Processing" screen.
5.333 Date Lists
==============================================
You can create lists of Church members by date
criteria with the date list options. Output
can be sent to the screen, or printer, or be
written to a file.
5.3331 View Date Lists
=========================================
To view a list of members with a common
date category:
A. At the "Date Processing" screen move
your cursor to the date category you
want to get a listing of.
B. Press <Enter> to get to the "Choices"
menu.
C. Select "View Date Lists" and press
<Enter>.
A date range prompt window will be
displayed. It may look like this:
=============================================================
DATES PROCESSING Page 5.3.6
5.3 Date Processing Page 5.3.7
=============================================================
=======================================
| Enter date range for report: |
| From: 04/22/91 To: 05/22/91 |
| (leave year blank to ignore years) |
=======================================
By default the date range will cover the
next month starting with the system date.
D. Type in the appropriate dates, and
press <Enter>.
If you type in only the day and month but
leave the year blank, then the date range
will ignore years.
The list will be generated and another
window will appear:
================================
| Sort by Date or Name? [D/N] |
================================
E. Press <D>, if you want the list sorted
in date order,
or
press <N>, if you want the list sorted
alphabetically by the members last
name.
The list of members with this date
category and within the specified
date range will now appear on your screen
in the "View Report" window.
F. Press <Esc> when you are done, and you
will be returned to the "Date
Processing" screen.
=============================================================
DATES PROCESSING Page 5.3.7
5.3 Date Processing Page 5.3.8
=============================================================
5.3332 Print Date Lists
=========================================
To print a list of members with a common
date category:
A. Make sure your printer is ready to
print. See the instructions in
Appendix 10.1, chapter "Preparing Your
Printer".
B. At the "Date Processing" screen move
your cursor to the date category you
want to get a listing of.
C. Press <Enter> to get to the "Choices"
menu.
D. Select "Print Date List" and press
<Enter>.
A date range prompt window will be
displayed. It may look like this:
=======================================
| Enter date range for report: |
| From: 04/22/91 To: 05/22/91 |
| (leave year blank to ignore years) |
=======================================
By default the date range will cover the
next month starting with the system date.
E. Type in the appropriate dates, and
press <Enter>.
If you type in only the day and month but
leave the year blank, then the date range
will ignore years.
The list will be generated and another
window will appear:
=============================================================
DATES PROCESSING Page 5.3.8
5.3 Date Processing Page 5.3.9
=============================================================
================================
| Sort by Date or Name? [D/N] |
================================
F. Press <D>, if you want the list sorted
in date order,
or
press <N>, if you want the list sorted
alphabetically by the members
last name.
The list of members with this date
category and within the specified date
range will now be printed on your
printer.
5.3333 Write Date Lists to File
========================
To write a list of members with a common
date category to a file:
A. At the "Date Processing" screen move
your cursor to the date category you
want to get a listing of.
B. Press <Enter> to get to the "Choices"
menu.
C. Select "Write Date Lists to File" and
press <Enter>.
A date range prompt window will be
displayed. It may look like this:
=======================================
| Enter date range for report: |
| From: 04/22/91 To: 05/22/91 |
| (leave year blank to ignore years) |
=======================================
=============================================================
DATES PROCESSING Page 5.3.9
5.3 Date Processing Page 5.3.10
=============================================================
By default the date range will cover the
next month starting with the system date.
D. Type in the appropriate dates, and
press <Enter>.
If you type in only the day and month but
leave the year blank, then the date range
will ignore years.
The list will be generated and another
window will appear:
================================
| Sort by Date or Name? [D/N] |
================================
E. Press <D>, if you want the list sorted
in date order,
or
press <N>, if you want the list sorted
alphabetically by the members last
name.
F. When the "Filename" window appears
follow the instructions on the screen
to generate the list. For more details
refer to Appendix 10.2, chapter
"Generating Standard Reports in CMS".
G. Once the list of members with this
date category and within the specified
date range has been generated, and you
will be returned to the "Date
Processing" screen.
=============================================================
DATES PROCESSING Page 5.3.10
5.3 Date Processing Page 5.3.11
=============================================================
5.334 Mailing Labels
==============
When you want to send letters or statements to
all members that have a particular date
category in common this choice lets you
generate the necessary mailing labels. Output
can be sent to the screen or printer, or can
be written to a file.
5.3341 View Mailing Labels
==========================
To view the mailing labels for members
with a common date category:
A. At the "Date Processing" screen move
your cursor to the date category for
which you want to generate the labels.
B. Press <Enter> to get to the "Choices"
menu.
C. Select "View Labels" and press
<Enter>.
A date range prompt window will be
displayed. It may look like this:
=======================================
| Enter date range for report: |
| From: 04/22/91 To: 05/22/91 |
| (leave year blank to ignore years) |
=======================================
By default the date range will cover the
next month starting with the system date.
D. Type in the appropriate dates, and
press <Enter>.
If you type in only the day and month but
leave the year blank, then the date range
will ignore years.
=============================================================
DATES PROCESSING Page 5.3.11
5.3 Date Processing Page 5.3.12
=============================================================
E. When the "Label Message" window
appears follow the instructions on the
screen to generate the labels. For
more details refer to Appendix 10.3,
chapter "Viewing Mailing Labels in
CMS".
F. Once the labels for members of this
category have been generated, press
<Esc>, and you will be returned to the
"Date Processing" screen.
5.3342 Print Mailing Labels
====================
To print the mailing labels for members
with a common date category:
A. At the "Date Processing" screen move
your cursor to the date category you
want to mail to.
B. Press <Enter> to get to the "Choices"
menu.
C. Select "Print Labels" and press
<Enter>.
A date range prompt window will be
displayed. It may look like this:
=======================================
| Enter date range for report: |
| From: 04/22/91 To: 05/22/91 |
| (leave year blank to ignore years) |
=======================================
By default the date range will cover the
next month starting with the system date.
D. Type in the appropriate dates, and
press <Enter>.
=============================================================
DATES PROCESSING Page 5.3.12
5.3 Date Processing Page 5.3.13
=============================================================
If you type in only the day and month but
leave the year blank, then the date range
will ignore years.
E. When the "Label Message" window
appears follow the instructions on
the screen to generate the labels. For
more details refer to Appendix 10.4,
chapter "Printing Mailing Labels in
CMS".
F. Once the labels for members of this
category have been generated you will
be returned to the "Date Processing"
screen.
5.3343 Write Mailing Labels to a File
==============================
To write the mailing labels for members
with a common date category to a
file:
A. At the "Date Processing" screen move
your cursor to the date category you
want to mail to.
B. Press <Enter> to get to the "Choices"
menu.
C. Select "Write Labels to a File" and
press <Enter>.
A date range prompt window will be
displayed. It may look like this:
=======================================
| Enter date range for report: |
| From: 04/22/91 To: 05/22/91 |
| (leave year blank to ignore years) |
=======================================
By default the date range will cover the
next month starting with the system date.
=============================================================
DATES PROCESSING Page 5.3.13
5.3 Date Processing Page 5.3.14
=============================================================
D. Type in the appropriate dates, and
press <Enter>.
If you type in only the day and month but
leave the year blank, then the date range
will ignore years.
E. When the "Label Message" window
appears follow the instructions on
the screen to generate the labels.
For more details refer to Appendix
10.5, chapter "Writing Mailing Labels
to a File in CMS".
F. Once the labels for members of this
category have been generated you will
be returned to the "Date Processing"
screen.
5.335 Generate Merge File
===================
Sometimes you may want to share the
information in CMS with other software
packages (e.g. for word processing, mail
merge, statistical reporting). CMS lets you
create "Merge Records" that you can later
import into your other application software.
For technical information on the structure of
the merge record refer to the Appendix,
chapter 10.7 "Merge Record Structure -
Technical Information".
To generate merge records for members with
this date category:
A. At the "Date Processing" screen move your
cursor to the date category for which you
want to generate merge records.
B. Press <Enter> to get to the "Choices" menu.
=============================================================
DATES PROCESSING Page 5.3.14
5.3 Date Processing Page 5.3.15
=============================================================
C. Press <G> to select "Generate Merge File",
press <Enter>, and follow the instructions
on the screen to generate the merge
records. For more details refer to Appendix
10.6, chapter "Generate Merge Records in
CMS".
D. Once the merge records have been generated
you will be returned to the "Date
Processing" screen.
5.336 Exit the Date Choices Menu
==========================
To exit the "Choices" menu:
Press the <Esc> key, and the choice menu will
disappear.
5.34 Exit Date Processing
====================
Press <Esc> to return to the "Group Menu", and
again to return to the "Main Menu".
=============================================================
DATES PROCESSING Page 5.3.15
