The Business Master (3rd Edition)

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Text File | 1992-05-25 | 24.9 KB | 638 lines

THE "ATTENDANCE MANAGER" CHILD CARE CENTER AND SCHOOL ACCOUNTS RECEIVABLES PROGRAM DOCUMENTATION FOR SHAREWARE VERSION 1.3 COPYRIGHT (c) 1991, 1992 "THE WRITE STUFF" SOFTWARE GROUP ALL RIGHTS RESERVED THE "ATTENDANCE MANAGER" is a registered trademark of "THE WRITE STUFF" SOFTWARE LICENSE INFORMATION A. THE "ATTENDANCE MANAGER" is copyrighted material. B. The "ATTENDANCE MANAGER" must be copied in unmodified form complete with the following files (package): AM.EXE ATTENDAN.DBF HELP.DBF ROSTER.DBF DIR_TXT.DBF FAMILY.DBF DATA.DBF HELP.DBT SCHOOL.DBF READ.ME XACTION.DBF ADATES.DBF GROUP.DBF C. The full and unmodified "ATTENDANCE MANAGER" documentation (READ.ME) must be included with all copies. D. No fee, charge or compensation of any kind may be accepted for this package of Software, except charges for disk duplication as applicable. E. Operators of Electronic Bulletin Board Services may make this package available for downloading to any PC, so long as all conditions included in this agreement are met. YOU MAY NOT USE, COPY, MODIFY, OR TRANSFER THE PROGRAM OR DOCUMENTATION, OR ANY COPY, MODIFICATION OR MERGED PORTION, IN WHOLE OR IN PART, EXCEPT AS EXPRESSLY PROVIDED FOR IN THIS LICENSE. LIMITED LICENSE TO COPY You are granted a limited license to make copies of The "ATTENDANCE MANAGER" Program (SHAREWARE Version only), except as described above and also the following: You may not sublicense the Embedded Program and any related Documentation to any purchaser of your PC solely in the form provided by The "Write Stuff" Software Group and in conjunction with the use of such PC without the prior written consent from The "Write Stuff" Software Group. You may not decompile, disassemble or otherwise reverse engineer the Program. Any portion of the Program merged into or used in conjunction with another program will continue to be the property of The "Write Stuff" Software Group and are subject to the terms and conditions of this Agreement. INTRODUCTION The ATTENDANCE MANAGER is an easy-to-use system that provides the user with the tools necessary to properly manage the most important aspect of your business...GETTING PAID!!! The benefits are many and sooo easy to use! Utilizing the powerful capabilities of The "ATTENDANCE MANAGER" puts you in control, allowing you to: . MAINTAIN ACCURATE RECORDS WITH THE GREATEST OF EASE . GENERATE INVOICES & CUSTOMER RECEIPTS INSTANTLY . PROCESS CUSTOMER TRANSACTIONS AUTOMATICALLY . ACCESS CUSTOMER INFORMATION AT A KEY STROKE . ADD UNLIMITED NEW CUSTOMERS AS YOUR BUSINESS GROWS MINIMUM SYSTEM REQUIREMENTS Listed below are the minimum requirements to run The "ATTENDANCE MANAGER" Software Program: . IBM AT/XT or compatible . 10 Mbyte Hard Disk installed (Minimun) . 3-1/2" or 5-1/4" Floppy Disk Drive . 640 Kbyte Memory . Printer . DOS 3.3 or Greater Note: Due to the possible large amount of data you may collect using this program, we highly recommend that you use this software on a hard disk based system. Although the Program will function properly on a floppy disk based system, it is not recommended. GETTING STARTED This user guide provides easy to understand step-by-step instructions to perform the most important functions of the ATTENDANCE MANAGER. In addition to the user guide, an on-line "HELP" system is installed providing quick access to information about the particular area of the Program you are presently working in and what to do. Simply press the F1 key anytime "help" is needed. At the DOS prompt type: "AM" followed by pressing the [Enter] key. The screen will display a opening welcome message. Press the [Enter] key once again and a disclaimer will be displayed. After reading the disclaimer page press the [Enter] key once more. If this is the first time you will be asked to enter your company's information, otherwise the screen will display: Opening Database files - Please stand by! The main menu appears displaying four selections as in Figure 2 below. Each selection will present another menu with multiple selections. Depending upon the function selected, the user will be able to maintain customer files, take attendance, generate invoices, receive and process payments, print receipts, edit customer transactions, view customer account activity and much, much more! SCHOOL DATABASE MAIN MENU 03/19/91 20:06:03 ╔═══════════════════════════════════════════════════════════════╗ ║ YOUR COMPANY NAME APPEARS HERE ║ ║ ║ ║═══════════════════════════════════════════════════════════════║ ║ EXIT PROGRAM ║ ║ ║ ║ CUSTOMER/STUDENT INFORMATION ║ ║ ║ ║ ATTENDANCE INFORMATION ║ ║ ║ ║ TRANSACTION INFORMATION ║ ║ ║ ║ UTILITIES ║ ╚═══════════════════════════════════════════════════════════════╝ Figure 2. Main Menu DEFINING THE RATE STRUCTURE The rate and associated description provides The ATTENDANCE MANAGER with the mathematical formula for calculating customer charges and other transaction information. Which rate you will use for a specific customer or student will be determined later when setting up your customer/student database a little later on. Begin by selecting TRANSACTION INFORMATION at the main menu. Select RATE STRUCTURE. Another menu is displayed as shown in Figure 3 below. ╔════════════════════════════════════════════════════════════════╗ ║ STANDARD AND DISCOUNT RATES ║ ║════════════════════════════════════════════════════════════════║ ║ ║ ║ EXIT ║ ║ ADD RATE ║ ║ EDIT RATE ║ ║ DISCOUNTS ║ ║ ║ ╚════════════════════════════════════════════════════════════════╝ Figure 3. Rate Menu Move the cursor to hi-lite ADD RATE and press the Enter Key to make your selection. A blank Rate Form will be displayed as shown in Figure 4. The Program will prompt you to first define a rate type. Simply press the Enter key to call up a list of rate types (see Figure 5) and press return at your selection, or you may type in one of the four rate types: HOURLY, DAILY, WEEKLY or MONTHLY. Enter the desired dollar amount of the charge that you want to correspond with the rate type selected. Use the description field provided to describe your rate (i.e.; 7AM-5PM Monday-Friday). Up to 99 different charges may be defined with any combination of the four rate types. ╔═════════Press Esc to Abort Add═════════╗ ║ TYPE : HOURLY AMOUNT :$ 10.00 ║ ║ DESCRIPTION : 3-5PM Monday-Friday ║ ╚════════════════════════════════════════╝ Figure 4. Sample Rate Type & Definition Once you have defined a particular charge, it can be used for any number of students. In other words, it is not necessary to have a duplication of the same charges for different customers. Each time you add a new student you can quickly glance at a rate look up list to see if an appropriate rate for your new student is already defined. ╔═══════╔══Select═╗ to Abort Add═════════╗ ║ TYPE :║ HOURLY ║ AMOUNT :$ 0.00 ║ ║ DESCRI║ DAILY ║ ║ ╚═══════║ WEEKLY ║══════════════════════╝ ║ MONTHLY ║ ╚═════════╝ Figure 5. Rate Type Select List DESCRIPTION OF RATE TYPES MONTHLY RATES - allows charges on a "monthly basis" and posting is performed on the Friday after the 25th day of each month. If you add a new student at an odd time of the month, enter the monthly rate and use the SPECIAL CHARGES feature to charge for the time left in the current month. Multiple student discounts may be applied to customers with a fixed monthly rate. The minimum number of days in attendance requirement does not apply. WEEKLY RATES - allows charges of "fixed weekly rates" whether or not the student is present every day. Multiple student discounts may be applied to customers with a fixed weekly rate. The minimum number of days in attendance requirement does not apply. DAILY RATES - allows charges to be calculated on a "per day" in attendance basis. The minimum number of days requirement feature may be used for multiple student discounts. HOURLY RATES - allows charges "by the hour" (i.e., afternoons only, overtime or late penalty, etc.) The minimum number of days requirement feature may be used for multiple student discounts. NOTE: The ATTENDANCE MANAGER billing cycle consists of a normal seven (7) day week, always beginning on Monday. Weekly attendance must be complete before any automatic charges can be posted. EDIT RATES To edit or delete previously entered rates simply select EDIT RATE from the Rate Menu. (See Figure 3.) The system will display a Rate Select List as shown in Figure 6 below. After selecting the desired rate, the ATTENDANCE MANAGER will ask you to define the rate type or give you an option of deleting it by pressing the F3 Key. If you elect to delete the rate currently displayed, the ATTENDANCE MANAGER will check to see if that rate is presently being used and will ask you to verify the deletion by entering "Y" or "N". If the rate is in use an error message will be displayed along with the current users of this particular rate. ╔════ Select Rate - Press Esc To Exit ════╗ ║ $ 0.00 NO CHARGE ║ ║ $ 10.00 HOURLY SPECIAL HOURLY RATE ║ ║ $ 4.00 HOURLY STANDARD HOURLY CHARGE ║ ║ $ 25.00 DAILY STANDARD DAILY CHARGE ║ ║ $125.00 WEEKLY STANDARD WEEKLY CHARGE ║ ║ $300.00 MONTHLY STANDARD MONTHLY CHARGE ║ ╚═════════════════════════════════════════╝ Figure 6. Rate Select List MULTIPLE STUDENT DISCOUNT The ATTENDANCE MANAGER allows you to offer a "multiple student discount" to your customers responsible for payment for more than one student. Selecting and defining the multiple student discount allows automatic calculation of the Customer's account balance with consideration of the discount specified. Note that you can define a "minimum number of days" in which the student must be in attendance (hourly or daily rate only) in order to qualify for the discount. DEFINING THE DISCOUNT Select DISCOUNTS from the Rates Menu. The Multiple Student Discount Menu will be displayed as shown in Figure 7 below. Use the cursor to select either DOLLARS or PERCENTAGE. By selecting DOLLARS, each student's balance after the first student per customer will reflect a discounted dollar amount. If the PERCENTAGE discount is selected, the customers account balance will reflect the discount as a percentage of the customers charges for the past week. Please note that only one discount type (DOLLARS or PERCENTAGE) may be selected for your business. ╔══Select Discount ═╗ ║ DOLLARS ║ ║ PERCENTAGE ║ ╚═══════════════════╝ ╔═════════Press Esc To Exit════════╗ ║ MULTIPLE STUDENT DISCOUNT 10% ║ ║ MINIMUM DAYS/WEEK 5 ║ ╚══════════════════════════════════╝ Figure 7. Multiple Student Discount Menu Once you have defined your rate structure and discount structure, return to the main menu by EXITing out of the current menu. CUSTOMER/STUDENT INFORMATION Now that you have set up your Company Information and have defined your Rate Structure, you are ready to start entering your Customer and Student information completing your data base. At the Main Menu select CUSTOMER/STUDENT INFORMATION to add new customers. Move the cursor to hi-lite ADD NEW CUSTOMER and press the Enter Key. The ATTENDANCE MANAGER will prompt you to enter some key information about your customer, such as name, address, emergency contact, etc. (See Figure 8.) If you are not ready to enter the customer, simply press the ESC Key to return to the main menu. The ATTENDANCE MANAGER will use the Customer's last name as the Account name for billing purposes. This feature allows students with a different last name to be listed under the appropriate customer billing name. Additionally, all invoices, statements, receipts and mailing labels will be addressed to this name as the responsible party. ╔═══════════════════════════════════════════════════════════════╗ ║ E N T E R N E W F A M I L Y ║ ║───────────────────────────────────────────────────────────────║ ║ CUSTOMER LAST NAME ADAMS ACCOUNT NUMBER 4 ║ ║ ║ ║ FATHER'S INFORMATION MOTHER'S INFORMATION ║ ║───────────────────────────────│───────────────────────────────║ ║NAME JIM SMITH │NAME JENNIFER ADAMS ║ ║ │ ║ ║HOME PHONE (999)555-1212 │HOME PHONE (123)456-7890 ║ ║ │ ║ ║WORK PHONE (888)444-1212 EXT 1 │WORK PHONE (987)654-3210 EXT 2 ║ ║───────────────────────────────│───────────────────────────────║ ║ MAILING ADDRESS │ EMERGENCY PHONE CONTACT ║ ║ │ ║ ║ 1455 ALCOVE WAY │ (123)987-6543 JOHN ADAMS ║ ║ │ ║ ║ CITY SANTA BARBARA │ (809)999-5959 JEFF SMITH ║ ║ │ ║ ║ STATE CA ZIP 91111 │ ║ ║ │ ║ ╚═══════════════════════════════════════════════════════════════╝ (Press Esc to Abort Customer Add) Figure 8. Enter Customer Information Once the customer information has been entered, proceed to the STUDENT INFORMATION screen by pressing the Enter Key. A select list of previously defined rates is displayed for you to select from. If the desired rate does not appear, select ADD NEW RATE and the rate screen will appear. Define the desired rate and press the Enter key or press the ESC key to quit entry. The student information screen automatically comes up with the last name of the customer already filled in. This allows you to verify that the customer account name and account number are correct. At this time, you may enter a different last name if desired. Respond to the prompts until all requested information is entered. The "SCHOOL" field may be used to identify a student with a particular group, class or school. Enter the School or Group name. If the particular School or Group is not already in the database, it may be added by selecting "ADD NEW SCHOOL" from the Select List. "ACTIVE" is used to activate or de-activate a student on the current Attendance Roster. Enter either "Y" or "N" to input student's current attendance status. The "NOTES" field at the bottom of this screen is available for any special information you may wish to enter, such as, who is authorized to pick up the student, any allergies or special diets, etc. ╔══════════════════════════════════════════════════════════╗ ║ S T U D E N T I N F O R M A T I O N ║ ║──────────────────────────────────────────────────────────║ ║ ACCOUNT 4 STUDENT NUMBER 10 RATE 1 ║ ║ NAME ADAMS, BOBBY ACTIVE Y ║ ║ (Last Name, First Name) ║ ║ SCHOOL PINE TREE ELEMENTARY PICKUP N ║ ║ DISMISSAL 3:00PM GRADE 2 BIRTH DATE 09/12/81 ║ ║──────────────────────────────────────────────────────────║ ║ SPECIAL NOTE OR INFORMATION / AUTHORIZED TO PICK UP ║ ║ Allergic to dairy products / Pick up by Mom/Dad only ║ ║ ║ ╚══════════════════════════════════════════════════════════╝ Figure 9. Student Information The ATTENDANCE MANAGER will ask if there are any other students to be added to this customer's account. There is no limit to the number of students you can have under one customer account name. If no more students are to be added, simply respond with "N" and press the Enter Key. When all customers and students have been entered, return to the main menu. TAKING ATTENDANCE At the main menu select ATTENDANCE INFORMATION and press the Enter key. Select TAKE ATTENDANCE. The attendance sheet appears as shown in Figure 10. Only those students charged by the hour and students that were absent during the week will require data maintenance. ╔═════════════════════════════════════════════════════════════╗ ║Enter Attendance for the Week of 02/25/91 03/22/91 20:07:31 ║ ║════════════════════════════════════════════════════════════ ║ ║ ║ ║NAME MON TUE WED THU FRI SAT SUN ║ ║──────────────────────────────────────────────────────────── ║ ║MILLER, SUSAN │ │ │ │ │ │A │A ║ ║POWELL, CHARITY │ │ 0.0│ 0.0│ │ │ │ ║ ║POWELL, JENNIFER │ │ │ │ │ │A │A ║ ║POWELL, JEREMY │ │ │ │ │ │A │A ║ ║═════════════════════════════════════════════════════════════║ ║Move the cursor and press the Enter key to Edit Attendance ║ ╚═════════════════════════════════════════════════════════════╝ Figure 10. Enter Attendance Using the Attendance Sign-In/Sign-Out Sheet as a reference for the current week's attendance, move the cursor to hi-lite each student that was absent during the week or those charged by the number of hours in attendance. Using the right arrow key move across the days of the week to the day of absence or day where hours must be recorded and press the Enter key. Note that the appropriate charge for each student is displayed in the far right column. Press the Enter key to select a particular column or day. Enter an "A" on the day of student's absence for daily, weekly and monthly students, and enter the number of hours in attendance for hourly students. Press the Enter key and use the right/left, up/down arrow keys to move about the attendance work sheet. Return to the main menu by pressing the ESC key and EXIT out of the Attendance Information screen. POSTING AUTOMATIC CHARGES Weekly billing cannot take place until Friday of the present week. Attempting to perform this function before Friday of the current week will cause an error message to be displayed and you will not be permitted to post charges until that Friday. Select TRANSACTION INFORMATION from the main menu. Using the down arrow key move the cursor to hi-lite the POST STANDARD BILLING option and press the Enter key. The ATTENDANCE MANAGER will display the following message: POST CHARGES FOR THE PAST WEEK? (Y/N) Enter "Y" and the ATTENDANCE MANAGER does the rest! All active customer accounts are charged and balances are automatically updated. While this is in process the screen will display the following message: DO NOT INTERRUPT! NOW POSTING CHARGES TO ACCOUNT ___ It's so easy...that's all there is to it! You are now ready to print invoices, accept payments, issue receipts, and prepare your deposit slip for the bank! The ATTENDANCE MANAGER has automatically created a clean Attendance Worksheet and is now ready for the next week! Your comments and suggestions are welcome! Please feel free to call us at (805) 987-7216 with any comments/questions or to place an order today! THE ATTENDANCE MANAGER "ORDER FORM" MAIL TO: The "WRITE STUFF" Software Group* 543 Keyser Rondo Camarillo, CA. 93010 (805) 987-7216 *Provider of reliable systems and software solutions since 1986. YES! I want to automate my business... REF NO #:__________ NAME:_____________________________________________ COMPANY:__________________________________________ ADDRESS:__________________________________________ __________________________________________________ CITY:_________________________________ STATE:_____ ZIP CODE:______________ PHONE:_________________ PLEASE INDICATE METHOD OF PAYMENT: COD [ ] CHECK [ ] VISA [ ] BANK & CARD NUMBER: ______________________ EXP: ____________ SIGNATURE:_______________________________ DATE: ____________ ============================================================================= PRICING INFORMATION: The "ATTENDANCE MANAGER" - Release 1.3 $ 50.00* (Shareware registration, support and update notification) The "ATTENDANCE MANAGER" - Release 3.0 $ 395.00 (Full documentation, support, 1yr. warranty and updates) PLEASE CHECK DISK SIZE PREFERED: [ ] 5.25" [ ] 3.5" PRODUCT________________ _____.__ CALIF SALES TAX (7.25%)* _____.__ SHIPPING & HANDLING $5.00 . ======== TOTAL $____.__ *California residents only. (Sales Tax/Handling Fee not required for Shareware Registration only.)