You have pressed the "Help" key! When you need help and F1= Help is shown on the bottom of the screen, this window will appear and anexplanation is offered regarding the current item under consideration. You may change color by moving the cursor up or downwith the up and down arrow keys and then change any color with the left and right arrow keys. Three preset general colors combinations are offered, if you press F2, F3 or F4. Press F10 to save the selected colors. If any transaction like, Crediting accounts, Postingthe Billing or Posting the Delinquencies has taken place, the events are logged with the prevailing information at the time of the transaction. The "Type" column (B, D, C) indicate the type of transaction, (Billing, Delinquency or Crediting). Upto 200 Transactions per "Unit" can be shown in date order. Old transactions can be deleted using the Manager's Menu. Information is recorded by "Unit", therefore, if the "Unit" is changed, the history is not shown. The Last name shown is the name of the Client at the time of the Billing Delinquency or Crediting. The current charges are shown and added. The Special charges are identified by the number of Billings and permanent charges. The "Last name " field is mandatory and must have data. A record without a last name, is considered available for a new name for an existing "Unit". When updating account records, you may flip between records by pressing Cntr and left or right arrow keys at the same time. Shortcuts for entering titles is accomplished by substituting numbers for titles; 12FD= Mr. and Mrs. F.D. Since titles will be used in letters and billing functions, you may alter the titles to fit the country titles using the Manager's Menu. This line contains the "Unit" identification. Apartments, may be numbered numerically or by building followed by a number. Homeowner Associationuse the Block/Lot designation. For parking garages, use car License plates numbers. If you do not have a "Unit", enter an Account number in this space. Theidentification, may not have duplicates, a message will alert you if you make a duplicate entry. The field is a mandatory field and an entry must be made. Enter Phone numbers without spaces and dashes. After completing the entry, the number will formulate itself. One report, lists all the Clients with requested information. If the Directory is distributed among Organization members, some members may not want their names appear on any public document. Mark therecord with a "No" and the Directory will not print these accounts. You may override the request beforeprinting the Directory. These fields are named in the Manager's Menu. Change the names as you see fit. You may for examplechange one to be used for emergency contacts and phone numbers. For apartments, the Start and End Dates would be theLease Start and End Dates. Use the DOS format MM-DD-YYYY or when using the alternate date format DD-MM-YYYY. You may use dashes or slashes to separate the numbers. If you make an error or if theStart Date is later then the End Date, an error message will alert you. If the first line of the "Mail address" contains information, all addresses on Labels, Envelopes, Billing and Delinquency slips will contain this mailing address. You may hide information that is not available in any report by; 1. Making an entry on line one. 2. Fill in line 2,3 and 4 with notes. 3. Erase line one. 4. Press F10 to save. Enter the first name or names like "Bob and Mary" Any second part of the salutation to accounts will contain this field if filled out. You may substitutefirst names for other forms of salutation. Addresses on labels and envelopes will be addressed by titles and initials proceeding the last name. You may have any combination of Billing cycles that will fit in these two characters. For a Quarterly Billing, you may use a Q, for a monthly Billing a M or an annual Billing a Y. At the time of sending Billing or Delinquency Notice or posting them, you will have the option to specify what Billing Cycle to perform. You may combine any number of Billing Cycles for a single Organization. These are the "Global" charges. Mark the applicable Charges with a "Yes" if they are to be applied to this account. The Charge names and Charge amounts are set up in the Manager's Menu. Special Charges are Named, Priced and Assessed. If no Charge name is filled in, the line will appearas a Special charge or credit. No line will appear if the Amount or the frequency are zero. Fill in the number of Billings that these charges should be assessed. Each time the Billing is posted,the number will decrement by one. When the number has decremented to zero, the Charge line will disappear. A "P" indicates a permanent charge and will stay in place until removed. These seven fields pertain to the "Unit" like Apartment, Block/Lot etc. These fields usually contain information relating to the "Units". Apartment managers may use it to enter Deposit amounts and apartment description or property owner,Homeowners Associations may enter the last occupant and where they can be reached or Lien amounts with filing dates. If you mark the option to retain the "Unit" after the Client deletion, this information is saved. When updating account records, you may flip between records by pressing Cntr and left or right arrow keys at the same time. This field usually contain a check number. You may however use "Cash" or "Corr" (for correction) backing out a wrong entry etc. If you press the Enter key, the outstanding balance will show since it is assumed that Clients pay the unpaid balance. If that assumption is wrong, fill inthe amount to be credited. When some Organizations (like clubs) may want to change the membership dates, these date may be changed to new dates while crediting the account. Fill in the applicable Billing Cycle, press Enter ifyou want to include All Billing Cycles. You will have the option to look and verify the totals before committing to the operation. It is intended to be a check to prevent errors. This is the date that will appear on the statements.You may wish to prepare statements ahead of the timeyou wish to mail them. Since you may print a letter type addition attached to the Bill or Delinquency Notices, this option willallow you to review the text and alter it if you wish. It may include imbedded variables, press F1 ifyou need help. These lines, identify the Organization. Line one will be used in the "Senders Address" on the Bills and Notices. Both lines are printed if you elect to print letterheads on letters in the Manager's Menu profiles. Bill and Delinquency Notices will use both lines. The Directory report also uses both lines. The address lines are used in letters if you choose to print the Organization letterheads, Billing and Delinquency notices. You may have stationary for letter already printed with the Organization letterheads and there is no reason to print letterhead. Enter the type of the Client. For apartment this would be a Tenant, for a Homeowners Association thiswould be a Homeowner. This could also be Member, Student etc. These names are reflected in all menus and reports. This field contains the "Unit" description, for an apartment building the would be Apartment, for a Homeowner Association it would be a Lot or Block/Lotetc. It could also be a Condo, Licence, Certificate or Account number. This field contains the type of Contract. For apartments, this would be a Lease, for Clubs, Homeowners and Condominium Association this would beMembership etc. Fit these fields to your use. Directories will printthese fields if you choose to do so. This page is for use in non-English speaking countries. Since letters, Bills and Delinquency Notices are send to Clients that may contain spelleddates and currencies as well as titles. These seven fields contain information on the "Unit". If use choose to retain the "Unit" information in the Manager's Menu Profiles, this information is saved after a Client is deleted. Apartment managers may name a field like "Washer Serial number", "Carpet replaced date" or "Deposit amount" etc. Homeowners Association may name a fieldcalled "Last owner and Phone number" etc. These are Global Charge names and amounts. If you enter these fields, then you may answer in the Client page whether or not any should be charge to that Client. The first line may read "Quarterly membership fee", with an amount and the second line "Annual fee" with the annual fee amount. Late Billing charges are entered here. You may change the late charge to Currency (M) or Percentage (%). The choosen character, will be used during the Billing and the Billing posting. Late Delinquency charges are entered. You may change the late charge to Currency (M) or Percentage (%). The choosen character, will be used for Delinquency Notices and the Delinquency posting.If you manage an organization that has its Client all in the same neighborhood, chances are that the streets are common. It would therefore save a lot oftime if you did not have to enter them. If thereforeyou enter these common street you will be given the option to choose the street, City, State and Zip if you only enter the Street number.... Enter text as you see fit, using the Edit keys on the screen. Other keys "Control-End" will erase to the line, the "Home" key will put the cursor on lineone. Imbedded variables will substitute Client information contained in the Client record. They are; *CURRENT* = Current balance *YTDCRED* = Year to Date Credited **UNITNAME** = Inserts Unit name or number (Account, Lot, Apartment etc). **CONTRACT*START** = Spelled Start date **CONTRACT***END** = Spelled End date If you only enter the Street Number and press the Enter key, you may choose the street name if you filled out the Common Streets in the Manager's Menu.This feature is meant to be used if most Clients live in the same neighborhood. It makes entering newClients much faster and prevents errors. Enter or change the Current balance. This field willautomatically change after the posting of the Billing, Delinquencies and Crediting. The Year to Date Credited amount will be updated when Crediting. In the beginning of a new year, thisamount should be reset to zero. This is done for allClients using the Manager's Menu. When deleting an Client, The "Unit" and the information about the "Unit" can either be saved or deleted with the removal of an account. If the information is retained, the available units will bepresented. While initially entering Client information, do not retain the "Unit" information sothe "Unit" identification can be entered at the sametime, without having to do this separately in the Manager's Menu. For Apartments, "Unit" information would be retained because Apartments remain while the Tenant is deleted. For a parking garage, when anowner is deleted, so does his car and Licence number. Answer the questions with a Yes or No. Select the printer that comes closest to the printerthat you want to use. If your printer is connected to a serial port, select the port your printer attached to. The defaults are added. Baud rate= 300 Parity= No Data bits= 8
