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The VIANSOFT(R) CHURCH CONTRIBUTION SYSTEM (Version 2.00) IBM PC IBM PC/XT and compatible and compatible PC DOS 2.0 (or higher) MS DOS 2.1 (or higher) ~~~~~~~~~~~~ User's Manual Copyright 1985 by Vian Corporation R. D. 1, Box 36, Glen Gardner, NJ 08826 ALL RIGHTS RESERVED * * * W A R N I N G * * * This software and manual are both protected by U. S. Copyright Law (Title 17 United States Code). Unauthorized reproduction and/or sales may result in imprisonment of up to one year and fines of up to ten thousand dollars (17 USC 506). Copyright infringers may be subject to civil liability. No part of this program or documentation may be reproduced in any form whatsoever without the written permission of Vian Corporation, R.D. 1, Box 36, Glen Gardner, New Jersey 08826. VIANSOFT is a registered trademark of Vian Corporation. IBM PC is a registered trademark of International Business Machines Corporation CONTENTS TABLE OF CONTENTS CONTENTS Page Table of Contents i Introduction iii System Requirements iv System Capacities v DEMONSTRATION DISK Information vi GETTING STARTED -- HOW TO BEGIN Set Up System 1-1 Enter Totals of Contributions to Date 1-14 GENERAL INFORMATION Start up System 2-1 Close Down System 2-1 Selecting A Main Menu Option 2-2 Weekly, Quarterly and Year-End Routine 2-3 Backup 2-5 Format 2-8 Edit/Change Commands 2-9 Troubleshooting 2-10 DETAILED EXPLANATION OF MENU OPTIONS MAIN MENU OPTIONS Contributions Enter Contributions 3-1 Member Update Menu Add New Member 4-1 Edit Member Information 4-4 i CONTENTS TABLE OF CONTENTS Print Menu Contribution List 5-1 Contribution Totals 5-1 Member Reports 5-2 Church Directory 5-3 Mailing Labels 5-4 Time and Talent Menu Set Up Time and Talent Disk 6-1 Member Time and Talent 6-3 Print Time and Talent Directory 6-5 Delete Time and Talent 6-9 Edit Time and Talent Categories 6-10 Utilities New Quarter 7-1 Year End 7-1 Repair Member Index 7-2 Repair Contribution Index 7-2 Repair Time and Talent Index 7-2 Disk Status 7-3 Translate (Member and Contribution Files for Word Processing) 7-3 APPENDIX A Other Editing Techniques 8-1 APPENDIX B Disk Space Allocation 8-2 APPENDIX C Update Program Disk 8-3 APPENDIX D Hard Disk -- HARD DISK PROCEDURES 8-4 APPENDIX E Church Log 8-8 INDEX I-1 ii INTRODUCTION IMPORTANT INTRODUCTION The VIANSOFT(R) Church Contribution System will save you time, place information at your finger tips, and allow you to process contributions, member summaries and reports more efficiently. << I M P O R T A N T >> To insure satisfactory results with the VIANSOFT(R) Church Contribution System, continue to use your present system in parallel with VIANSOFT(R) until you have seen that all features are working as you expect them to. NEVER touch actual disk surface (in unprotected area). NEVER write on disks with anything but a felt tip marker. ALWAYS put the disk in its protective jacket when not in the disk drive. ALWAYS store disks as far away from magnetic fields as possible (including disk drives). ALWAYS make backup copies of any data disks you used at the end of each session. Have at least two backup disks for each data disk and alternate them. NEVER touch disk drives while they are operating. (Red light usually indicates that the drive is operating.) NEVER change disks unless told to do so. ALWAYS exit program by typing q (for Quit) from the MAIN MENU. NEVER use tractor and friction feed simultaneously on the printer. ALWAYS clean disk drives in accordance with recommendation from computer manufacturer. ALWAYS look at bottom of screen for a message when you hear a beep. NEVER remove disks from disk drive unless told to do so or after you exit the program (type q for Quit from the MAIN MENU). Answer any single letter response in upper or lower case. iii SYSTEM REQUIREMENTS SYSTEM REQUIREMENTS Hardware: 1. IBM PC Computer or compatible. With 128 K Memory (minimum) and Two 5 1/4-inch double-sided disk drives. --OR-- One 5 1/4-inch double-sided disk drive and hard disk. 2. 80 column monitor. 3. Compatible printer. Operating PC DOS 2.0 (or higher) System: --OR-- MS DOS 2.1 (or higher (for compatible)) Language: TURBO Pascal -- Compiled Disks: High quality, 5 1/4-inch floppy double- sided, double-density soft-sectored disks. (2 boxes of 10) Paper: 9 1/2 x 11" fanfold (for tractor feed printer) Address Use pressure sensitive or dry gum labels. Labels: 3 1/2" x 15/16" Single column iv SYSTEM CAPACITIES SYSTEM CAPACITIES Floppy Disks 273 Church Members per disk (unlimited disks). Hard Disk Number of church members limited only by hard disk space available (maximum approx. 2175 per subdirectory). Includes: * Easy entry of contributions * Two formats for Member Summary * Contribution List by date (Ledger Sheet) * Contribution totals for period of time by category * Mailing Labels * Member Directories with any combination of the following: Name Family Members Address Phone Envelope Number Pledge Amount Contributions to Date * Translate member contribution data files for Word Processing * Time and Talent Directory by Category or Member. v DEMONSTRATION DISK INFORMATION DEMONSTRATION DISK You may use the VIANSOFT(R) DEMONSTRATION DISK to work through the System. You can try all phases of the System. All functions are operational. Test information has been included. Some of the features are limited to a specific number and the church name and address will not appear on the headings of reports. For instructions, when you see the A>_ Type: readme ...................Press ENTER _______________________________________________ TO ORDER Write the church name and address (as it will appear on the report and directory headings). Church Name: 35 spaces per line, 2 lines maximum. Address: 35 spaces, 2 line. City, State, Zip: 35 spaces, 1 line. Mail the above name and address information to Vian Corporation R. D. 1, Box 36 Glen Gardner, NJ 08826 Include a check for $60.00 (sixty dollars). We will send you the password that will change the DEMONSTRATION DISK into a working disk, a new up-to-date DEMONSTRATION DISK and a printed detailed instruction manual. Add $2.50 for 1st Class Mail. Shipped within 48 hours of receipt of order with certified check or money order, otherwise allow four to six weeks for delivery. vi GETTING STARTED SET UP SYSTEM HOW TO BEGIN --- TAKE YOUR TIME. DO NOT RUSH THROUGH THE SET UP. The following procedure for Set Up System will be done once. Refer to the monitor screen between each step to see how the instruction in the manual compares with the display on the screen. Check off each step as you complete it. SET UP DISKS STEP NO. Note: If you have a hard disk system, turn to APPENDIX D (8-4) for the Set Up Procedure. 1. Read the instructions supplied with the computer system on its proper hookup and operation. Follow them carefully. 2. Take 10 new blank disks and label as follows: (Use felt tip marker.) 1. DOS Copy 2. Program Disk 3. Program Disk BACKUP 4. Member Information Disk 5. Member Information Disk BACKUP #1 6. Member Information Disk BACKUP #2 7. Member Information Disk / ARCHIVE COPY 8. Time And Talent Information Disk 9. Time And Talent Information Disk BACKUP #1 10. Time And Talent Information Disk BACKUP #2 3. (Do not turn computer system power on.) Put DOS Disk (PC DOS or MS DOS) in drive A (Label side up). Close the door or latch. 4. Put blank disk you just labeled DOS Copy in drive B. Close the door or latch. Always close the door or latch to the disk drive after a disk has been inserted. 5. Turn computer system power on. Printer, monitor, then computer. If your computer system sets the date and time automatically, skip steps 6 and 7. 1-1 GETTING STARTED SET UP SYSTEM 6. When disk drives stop, type in the date (m/d/y), then .................Press ENTER 7. For the time, just ...............................Press ENTER 8. On the screen, you see: A>_ Type: diskcopy a: b: ............Press ENTER 9. Disks are in correct drives. .......Press ENTER 10. Always wait for disk drives to stop before going on to the next instruction. Copy another? Type: n 11. Remove DOS (original) from drive A. Put it in a safe place. 12. Remove DOS Copy from drive B, and place it in drive A. 13. Put the new blank disk you labeled MEMBER INFORMATION DISK in drive B. 14. Type: format b: .................Press ENTER 15. Be sure the disks are in the correct drives. ............................Press ENTER 16. Always wait for disk drives to stop. Remove the MEMBER INFORMATION DISK from drive B. 17. Format another? Type: y 18. Put the new blank disk you marked TIME AND TALENT INFORMATION DISK in drive B. Press ENTER 19. Always wait for disk drives to stop. Format another? Type: n 20. Remove the TIME AND TALENT INFORMATION DISK from drive B. 21. Put the new blank disk you marked PROGRAM DISK in drive B. 22. Type: format b:/s ..............Press ENTER 23. Be sure the disks are in the correct drives..............................Press ENTER 1-2 GETTING STARTED SET UP SYSTEM 24. Always wait for disk drives to stop. Format another? Type: n 25. At the A>, type: copy a:diskcopy.com b: ....Press ENTER 26. When disk drives stop, remove DOS Copy from drive A. 27. Put the VIANSOFT(R) Church Contribution System DEMONSTRATION DISK in drive A. 28. At the A>, type: copy a:church.* b: ........Press ENTER 29. After disk drives stop, remove both disks. You may stop at this point (turn off the computer system) or you may continue to the next section of the set up procedure. SET UP SYSTEM BEEP and If you hear a beep while working with the MESSAGE System, look at the bottom of the screen for a message. The beep indicates that a key has been pressed that is not allowed at that time or when an important procedure should be brought to your attention. The message will tell you what has happened and what you should do. Remember, refer to the monitor screen during each step (Step number 4 on). The instructions in the manual should correspond to the display on the monitor screen. Hard Disk: At C>, type cd\ch ..............Press ENTER Continue with Step 4. Floppy Disk: (Do not power up system.) STEP NO. 1. Place the PROGRAM DISK in drive A. 2. Place the MEMBER INFORMATION DISK in drive B. 1-3 GETTING STARTED SET UP SYSTEM 3. If you are continuing from the previous section, you should see an A> on the screen (to the left of the cursor - the blinking underline). --OR-- If your computer system is not powered up, turn on the power at this time. (Answer questions for date and time. Press ENTER after each as you did before.) 4. Type: church ................Press ENTER Remember, wait for disk drives to stop. 5. The title Screen and Copyright Notice for the VIANSOFT(R) Church Contribution System is displayed on the monitor. Color (Y/N)? Type: y (for Yes) or n (for No) 6. The MAIN MENU is displayed on the screen. A menu is a list of options of which you can choose one. Look at the MAIN MENU on the screen. 7. Type: s (for Set Up System) 8. You see: DEMONSTRATION DISK (with Vian Corporation's name, address, and phone number) on the screen. Refer to monitor screen. You may edit/change this information as directed below. 9. Look at the list of choices across the bottom of the screen. 10. Type: n (for Name and Address) 11. The cursor (blinking underline) is positioned under the asterisk at the top of the screen. 12. Press the DEL (Delete) key to erase this line of information. ______________________________________________ CHURCH There is space set aside for the Church Name INFORMATION (2 lines of 35 characters each). Type Church Name and Address information exactly as received from Vian Corporation. _______________________________________________ (continued) 1-4 GETTING STARTED SET UP SYSTEM STEP NO. 1. Type your Church Name (1st line) ...Press ENTER 2. Press DEL key to erase this next line of information. 3. Type Church Name (2nd line, if needed) .....................Press ENTER OR just ............................Press ENTER 4. Press DEL key to erase this line of information. 5. Type Address. ......................Press ENTER 6. Type Address (2nd line, if needed). Press ENTER OR just ............................Press ENTER 7. Press DEL key to erase this line of information. 8. Type City, State and Zip. ..........Press ENTER 9. Press DEL key to erase this line of information. 10. Type Phone Number (with or without area code). ........................Press ENTER 11. Answer question for color again. (Color monitor?) Type y (for Yes) or n (for No) 12. If the above Name and Address information is correctly displayed .............. Press CTRL-q (Hold the CTRL key down and press the letter q key.) --OR-- (Edit If there is an error in the Name and Address Information) information, press ENTER until the cursor is at the beginning of the line that needs correction. Press the DEL (Delete) key. This will erase the information on the line. You will then be able to type the correct information. When the Name and Address information is correctly displayed, press CTRL-q. (Hold the CTRL key down and press the letter q key.) 13. << You will be asked for the password that is on the paper from Vian Corporation. (Be sure that your church name and address is 1-5 GETTING STARTED SET UP SYSTEM typed the same way you see it on the paper.) This will change the DEMONSTRATION DISK into a disk usable by your church. Type password exactly as shown. ....Press ENTER >> DATA DRIVE INFORMATION STEP NO. 1. Type: d (for Disk Information) 2. Data Drive Information (Disk drive with the MEMBER INFORMATION DISK in it.) For a two disk drive system, Type: b................Press ENTER --OR-- For a hard disk drive system, Type: c................Press ENTER Number of Members & Number of Contributions No. Members No. Contributions Floppy Disk: 273 4095 (per Member Information Disk) Hard Disk: 2175 32767 (per subdirectory) Number of Members: 3. Type: 273 (Hard Disk: Up to 2175) .Press ENTER Number of Contributions: 4. Type: 4095 (Hard Disk: 32767) .....Press ENTER (Edit If there is an error in the Data Drive Information) Information, press ENTER until the cursor is at the beginning of the line that needs correction. Press the DEL (Delete) key. This will erase the information on the line. You will then be able to type the correct information. 1-6 GETTING STARTED SET UP SYSTEM 5. When Disk Information is correctly displayed, ................Press CTRL-q CONTRIBUTION CODE COMMENTS STEP NO. 1. Type: c (for Comments) 2. The cursor is positioned next to the first Contribution Code comment. (Refer to monitor screen.) ______________________________________________ The first six Contribution Code comments should include the weekly pledge categories. This would be the basic envelope categories. The twenty Contribution Code comments can be tailored to your needs. Include comments for areas that will show up for income tax purposes. ______________________________________________ 3. Move the cursor from one comment line to the next by pressing ENTER. 4. Enter Contribution Code comments. Use the following procedure. (All 20 comments do not have to be filled in.) (Edit Change (edit) an existing comment: Press ENTER Comment) to move the cursor to the comment you wish to change. Press the DEL (Delete) key. The comment for that line will be erased. Type the new comment. Move the cursor to other comment lines by pressing ENTER. Note: Keep a record of your comments if you edit them. You will want to change them back if you print an old report. Enter a comment where there is a blank:, Press ENTER until the cursor is at the position where you want to insert a comment. Type the comment. Continue to press ENTER to move to other comment lines. 1-7 GETTING STARTED SET UP SYSTEM 5. When all Contribution Code comments are displayed correctly, ...............Press CTRL-q 6. Check all information on the screen. 7. If the information displayed on the screen needs correction, type the first letter of the corresponding option listed at the bottom of the screen. Follow the edit/change procedure. --OR-- If all information is correctly displayed,(refer to screen) .............Press q (for Quit) Proceed to SET UP MEMBER INFORMATION. --OR-- ______________________________________________ <<If you wish to close down the system at this time, Floppy Disk: Type: q (for Quit) from the MAIN MENU. Remove disk in drive B. Place PROGRAM DISK BACKUP in drive B. Type: diskcopy a: b: ............Press ENTER Be sure the disks are in the correct drives. ............Press ENTER Copy another? Type n (for No) Remove both disks. Turn system power off. Hard Disk: Back up the data files listed on the screen. Refer to your computer manual for backup procedures. It is recommended that you use the COPY or BACKUP command. After backups are complete, turn system power off. ______________________________________________ 1-8 GETTING STARTED SET UP SYSTEM SET UP MEMBER INFORMATION Floppy Disk: If your system power is not on, place your PROGRAM DISK in drive A, MEMBER INFORMATION DISK in drive B. Turn on system power. At A>, type church .................Press ENTER Hard Disk: If system is not powered, turn on system power. (Answer questions for Date and Time. Press Enter after each as you did before.) At C>, change directory to CH. Type: cd\ch .......................Press ENTER At CH directory, type: church .....Press ENTER At the Title Screen, ...............Press ENTER Enter Members STEP NO. 1. At the MAIN MENU, type: m (for MEMBER UPDATE MENU) 2. Create new files? Type: y (for Yes) 3. Turn to page 4-1, Add New Member. Follow procedure to Add New Member. Begin procedure "From MEMBER UPDATE MENU". Repeat Add New Member procedure until all members are entered. Return here. 4. All members should now be entered on the MEMBER INFORMATION DISK. 5. The MAIN MENU should be displayed on your screen. If not, type: q (for Quit) from the MEMBER UPDATE MENU. Enter Contributions To Date 6. If you are not starting at the beginning of the calendar year, turn to page 1-14, Enter Totals for Contributions to Date. Complete and return here. 1-9 GETTING STARTED SET UP SYSTEM Time And Talent It is recommended that you wait to set up the Time and Talent section of the VIANSOFT(R) System until you are completely familiar with the operation of the Member Contribution section. Although the Time And Talent section is not difficult to set up or use, it involves a slightly different procedure. (When you are ready to set up the Time and Talent Disk, the set up and use of the Time and Talent section of the program are found beginning on page 6-1 of this manual. 7. Type: q (for Quit) from the MAIN MENU. 8. Floppy Disk: You see on the screen: BACKUP MEMBER INFORMATION DISKS USED. A_ Hard Disk: You see on the screen: BACKUP THE FOLLOWING DATA AND INDEX FILES MEMBER.DAT MEMBER.XEV MEMBER.XNM CONTR.DAT CONTR.XEV SYSINFO.DAT If you set up the Time and Talent Disk you should also back up the following files: TALENTS.DAT TALENTS.XTT TALENTS.XEV Hard Disk: Follow back up procedure recommended by your computer and/or hard disk manufacturer. A list of files that must be backed up is displayed on the screen at this time. (Refer to the page in the GENERAL INFORMATION section under the heading BACKUP for rotation of backups.) 1-10 GETTING STARTED SET UP SYSTEM Floppy Disk: Make BACKUP Copies as follows: << The following backup procedure will only be followed at this point in the Set Up System. The normal every-day backup procedure is found later in the General Information Section under the heading BACKUP.>> 9. Type: diskcopy b: a: ...........Press ENTER 10. (Wait for disk drive to stop.) Remove PROGRAM DISK from drive A. 11. Place MEMBER INFORMATION DISK BACKUP #1 in drive A. ...........................Press ENTER 12. After drives stop, remove disk from drive A. 13. Copy another? Type: y ...........Press ENTER 14. Place MEMBER INFORMATION DISK BACKUP #2 in drive A. ...........................Press ENTER 15. After drives stop, remove disk from drive A. 16. Copy another? Type: y ...........Press ENTER 17. Place MEMBER INFORMATION DISK / ARCHIVE COPY in drive A. ........................Press ENTER 18. After drives stop, remove both disks. 19. Copy another? Type: y ...........Press ENTER 20. Place PROGRAM DISK in drive B. 21. Place PROGRAM DISK BACKUP in drive A. .................Press ENTER Note: If you set up the Time And Talent Disk, you should also back it up too. T&T Information Disk in drive B. T&T Information Disk Backup #1 in drive A. 22. Copy another? Type: n ...........Press ENTER 23. After drives stop, remove both disks. 24. Turn system power off. ______________________________________________ The normal BACKUP procedure will not take as 1-11 GETTING STARTED SET UP SYSTEM long as the one you have just completed. At the end of each session you will follow the BACKUP procedure found in the General Information section under the heading BACKUP. Put the PROGRAM DISK BACKUP and the MEMBER INFORMATION DISK / ARCHIVE COPY in a safe place away from the other disks. _______________________________________________ This completes the SET UP SYSTEM. The VIANSOFT(R) Church Contribution System is ready for you to enter contributions. Practice Session Floppy Disk System: We recommend that you use the MEMBER INFORMATION DISK BACKUP #1 to practice recording contributions, run reports, etc. No need to make a BACKUP of the practice session disk. When you have completed the practice session, the information on the disk will remain until the disk is used in the BACKUP procedure at the end of the first session (2- 5). Hard Disk System: Use the Demonstration Disk in drive A to practice using the options in the VIANSOFT(R) Church Contribution System. You should not use the information you just set up on your hard disk to practice with unless you have made copies of the following data files and know how to restore them: MEMBER.DAT CONTR.DAT SYSINFO.DAT MEMBER.XEV MEMBER.XNM CONTR.XEV If you have set up the Time and Talent section of the program, also copy the following disk files: TALENTS.DAT TALENTS.XTT TALENTS.XEV 1-12 GETTING STARTED SET UP SYSTEM Hard Disk (continued) (If you do not understand how to copy these files at this time, start the computer system with the Demonstration Disk in drive A to practice using the program.) After completing your practice session, if you used the data files on your hard disk to practice with, you must restore the data files on your hard disk to the way they were before the practice session began. If you practiced with the Time and Talent section of the program and did not set them up before the practice session, you must erase the following files: TALENTS.DAT TALENTS.XTT TALENTS.XEV Be sure to copy all the data files you copied from the hard disk back onto the hard disk. Be careful to copy them correctly to the hard disk. ______________________________________________ Hard Disk System: Refer to the Additional MAIN MENU Option under Hard Disk -- Set Up System in Appendix D (8-5). _______________________________________________ 1-13 GETTING STARTED ENTER TOTALS OF CONTRIBUTIONS TO DATE ENTER TOTALS OF CONTRIBUTIONS TO DATE < < I M P O R T A N T > > This procedure would only be followed the first time you set up the system. Do you want to record the entire year's contributions to date for each member? (Totals for each pledge area.) If yes, continue with this procedure. If no, keep all records to date for each member. Begin to use the VIANSOFT(R) System with the present weekly contributions. At the end of the quarter (or the year), give each member the manual and computerized sections of their contribution summary for the quarter (or year). 1. Type: c (for Contribution) from the MAIN MENU. 2. For posting at date shown, .........Press ENTER --OR-- Edit date by pressing the DEL (Delete) key. Type the new date. .................Press ENTER 3. Type first Envelope Number. ........Press ENTER - OR - Type n (for Name) Type member's last name. ...........Press ENTER You can type p (for Previous) or n (for Next) to view other member information. If the correct member information is displayed on the screen, Type c (for Correct Member) 4. The correct member's contribution information is displayed on the screen. Press Function Key #1 (F1) 1-14 GETTING STARTED ENTER TOTALS OF CONTRIBUTIONS TO DATE This will clear all the totals in the Contribution Code amount areas (right side of screen). 5. Press ENTER to move the cursor to the Contribution Amount column. 6. Type in the total amount given by this member to this contribution area to date. 7. Press ENTER to move the cursor to the next Contribution Code. 8. Press ENTER again to move the cursor to the next Contribution Code Amount. 9. Type in the total amount given by this member to this contribution area to date. 10. Continue to move the cursor to the other four areas typing in the total amount for each area for this member to date. NOTE: If there are other Contribution Code areas that need to be included, press ENTER until the cursor is positioned at a number that is not currently used. This would be any area that would have the amount set at zero. (Example: Contribution Code 6 , zero amount. No contribution will be recorded to contribution area 6 for this member.) Press the DEL (Delete) key to set this Category Code number to zero. Type the new Contribution Code number. Press Enter to move the cursor to the amount column. Type in the amount for that Contribution Code area to date. NOTE: If there are more than six contribution code areas needed to record a member's contribution to date, record the first six. Choose this member's envelope number again. Press the F1 key to set all contribution amounts to zero. Type the contribution code numbers and amounts needed pressing ENTER after each. 1-15 GETTING STARTED ENTER TOTALS OF CONTRIBUTIONS TO DATE 11. Press Space bar to record contribution after each member's contribution information is displayed correctly on the screen. 12. After all member information has been recorded, press q (for Quit) to leave the contribution section of the System. Upon completion of the Enter Totals Of Contributions To Date procedure, return to the top of page 1-10. 1-16 GENERAL INFORMATION START UP & CLOSE DOWN SYSTEM Once you have set up the disks and system, you will follow the procedure below to start up and close down the VIANSOFT(R) System. START UP SYSTEM STEP NO. Note: Hard disk - Power up system; At C>, type cd\ch (Press ENTER). Continue from Step 4. 1. Put PROGRAM DISK in drive A. 2. Put MEMBER INFORMATION DISK in drive B. 3. Power up computer system. 4. Note: If you were just using another software product on your computer, restart your computer system. (If your computer sets the date and time automatically, skip Steps 4 and 5.) Type in the date ...................Press ENTER 5. Type in the time ...................Press ENTER OR just ...................Press ENTER 6. Type: church ...................Press ENTER (Always wait for disk drives to stop.) 7. The Title Screen and copyright notice for VIANSOFT(R) is shown on the monitor. .................Press ENTER The MAIN MENU is displayed on the monitor screen. CLOSE DOWN SYSTEM STEP NO. 1. Type: q (for Quit) until you see on the monitor screen: Floppy Disk System: BACK UP MEMBER INFORMATION DISKS USED. A>_ Hard Disk System: 2-1 GENERAL INFORMATION SELECTING A MAIN MENU OPTION BACK UP THE FOLLOWING DATA AND INDEX FILES: (list of files are displayed on the screen) 2. Follow procedure found later in this General Information section under the heading BACKUP (2-5). MAIN MENU The MAIN MENU is displayed after the Title Screen. _____________________________________________ Selecting To make a selection from a menu, choose one from of the options listed on the screen. Press MAIN MENU the key corresponding to the first letter of the option you choose. _____________________________________________ Summary of MAIN Summary of selections possible from the MENU Options MAIN MENU. _____________________________________________ C)ontributions Record member contributions. _____________________________________________ M)ember Update Add new member, edit member information. Menu _____________________________________________ P)rint Menu Print reports, member contribution summary, mailing labels, church directory. _____________________________________________ T)ime and Talent Directory of member's time and talents by category or name. _____________________________________________ S)et Up System Set Up Member Information Disks, comments for contributions, and enter church information. _____________________________________________ U)tilities Set up disks for the next quarter, repair indexes. _____________________________________________ Q)uit End session (when selected from MAIN MENU). HARD DISK: Also see APPENDIX D - Additional MAIN MENU Option (8-5). 2-2 GENERAL INFORMATION WEEKLY, QUARTERLY AND YEAR-END ROUTINE Changing Data Disks Data disks may be changed only when told to do so. This will be at the MAIN MENU for Member Information Disks or during the Time and Talent section of the program for Time and Talent Information Disks. Also, if you edit (change) the envelope number of an existing member, you may be asked to put the Time and Talent Information Disk in drive A as well as when repairing the Time and Talent Index. VIANSOFT(R) will always tell you when to change disks. Just be sure that you have the correct disk in the correct drive before you press ENTER. If you are using more than one Member Information Disk, you may remove the one in drive B and replace it with another. <<Member Information Disks can only be changed when you see the message displayed on the MAIN MENU screen.>> WEEKLY ROUTINE 1. Record all contributions. 2. Print a List of Contributions just recorded. (Contribution List in the Print Menu) QUARTERLY ROUTINE (Hard Disk: See Appendix D (8-5)) Floppy Disk System: 1. Be sure all contributions for this past quarter have been recorded. 2. Make a BACKUP of your Member Information Disk. 3. Write the quarter date on the original disk with a felt-tipped marker. Put the original disk in the ARCHIVES (a safe place). 4. The BACKUP you just made will become the new disk for the next quarter. Label this disk Member Information Disk (today's date). 5. Start Up System -- Member Information Disk with today's date should be in drive B. Program Disk in drive A. 2-3 GENERAL INFORMATION WEEKLY, QUARTERLY AND YEAR-END ROUTINE 6. Print the Member Contribution Summary for all members. Each time you run the summaries, you should run them either by envelope number or name. Be consistent. Run it the same each time. Each member's statement will be printed with the breakdown of the amount of contribution to each contribution area. A Duo-Vue envelope can be used to eliminate the need for mailing labels. (An envelope with a single window can also be used.) 7. If you do not distribute the Member Contribution Summary after each quarter, save the printout. 8. Next, turn to the Utilities section of the manual under the heading New Quarter (7-1). Follow the instructions for setting up the Member Information Disk for the New Quarter. Year-End Routine (Hard Disk: See Appendix D (8-7)) Floppy Disk System: Follow steps 1 through 6 of the Quarterly Routine. Turn to page 7-1, Utilities. Follow the instructions for setting up the Member Information Disk for the New Year (Year-End). If you have already distributed the other quarterly summaries, you should distribute this one in the same manner. --OR-- You should have four stacks of summaries (one from each quarter). You should arrange the stacks in such a way that the first envelope number (or first listed name) appears on top of each stack. Tear off sheets from each stack for this member. Put in envelope. You will be able to spot a new member who 2-4 GENERAL INFORMATION BACKUP does not have four Contribution Summaries by the difference in envelope number (or name). Collect only the same envelope number (or name) summaries. Place in envelope. All member's summaries will be in order (alphabetical or numerical) depending on whether you chose envelope number or name. BACKUP It is most important that you follow a set backup procedure. There are a number of reasons why information on a disk may not be usable. If you have a backup, you will not have to redo all the information. << I M P O R T A N T >> IF YOU MUST RESORT TO YOUR BACKUP DISK, ALWAYS MAKE A BACKUP COPY OF IT AND USE THE COPY IN THE SYSTEM. NEVER USE YOUR BACKUP..... ALWAYS MAKE A COPY OF IT AND USE THE COPY. IF SOMETHING WERE TO HAPPEN TO THE COPY, YOU STILL HAVE THE ORIGINAL BACKUP DISK TO MAKE ANOTHER COPY. After each session with VIANSOFT(R), you must make a backup of all Member Information used during the session. Hard Disk: Follow the idea of the rotation of the backups. Use the procedure recommended by your computer and/or hard disk manufacture. You MUST make backups. A list of files that must be backed up will appear on the screen after you type q (for Quit) from the MAIN MENU. Floppy Disk: You have 3 disks that will be used for member information. 1. Member Information Disk 2. Member Information Disk Backup #1 3. Member Information Disk Backup #2 When you start up the system, you will always place the Member Information Disk in drive B (Program Disk in drive A). At the conclusion of the session, you will always leave VIANSOFT(R) by typing q (for Quit) from the MAIN MENU. 2-5 GENERAL INFORMATION BACKUP END OF FIRST SESSION Floppy Disk: STEP NO. 1. A message on the screen will remind you to BACK UP MEMBER INFORMATION DISK USED and you will see the A>_ 2. Type: diskcopy b: a: ...........Press ENTER (Remember, wait until disk drives stop.) 3. Remove the Program Disk from drive A. 4. After the first session with VIANSOFT(R), you will place the disk marked Member Information Disk Backup #1 in drive A. ...........Press ENTER All information stored on the disk in drive B will be copied onto the disk in drive A. Note: If you used the Time and Talent Information Disk, you must also back up this disk after the session. Be sure to put the Time and Talent Information Disk in drive B and the Time and Talent Information Disk Backup #1 in drive A. You should date the Time and Talent backup disk whenever you use it. Remember to rotate your back up disks. You would type y (for Yes) when asked if you want to copy another disk. 5. Copy another? Type: n ...........Press ENTER 6. Remove the disk from drive A. (This is the copy.) 7. Use a felt-tip marker to put the date on the label of the Member Information Disk Backup #1. 8. Remove the disk from drive B. The backup procedure has been completed. 9. Turn off the power to the system. END OF SECOND SESSION The backup procedure will be almost the same as for the end of the first session. 2-6 GENERAL INFORMATION BACKUP For Step 4, you will use the disk marked Member Information Disk Backup #2 instead of #1. Remember to back up Time and Talent Disk if told to do so on the screen. END OF THIRD SESSION Follow procedure for the end of first session. You will be making a copy onto the disk marked Member Information Disk Backup #1. The old information from the end of session 1 will be replaced by the information recorded during session 3. Remember to back up Time and Talent Disk if told to do so on the screen. END OF FOURTH SESSION Follow same procedure for the end of session 2. The information for session 4 will be copied onto the disk marked Member Information Disk Backup #2. Remember to back up the Time and Talent Disk if told to do so on the screen. Continue to rotate backups in the sessions that follow. Monthly Backup Periodically, make a backup of all data and put it with the other archive disks. You may want to do this once a month. You would not have to keep these monthly back up backups past the end of the quarter. This is just another insurance that you would not have to redo the entire disk in case of a power failure. 2-7 GENERAL INFORMATION FORMAT FORMAT << C A U T I O N >> If you format a disk which contains data on it, you will erase the data on the disk. Be sure that you format the correct disk. (This is one reason it is so important to have backups.) << If the computer system is already powered, you should see the A>_ (Hard Disk: C>_ ) before you begin the formatting procedure. (Skip steps 3, 4, and 5.) >> STEP NO. Floppy Disk: 1. Place the DOS Copy in drive A. 2. Place disk to be formatted in drive B. 3. Power up system. 4. Type date...........................Press ENTER 5. Type time...........................Press ENTER --OR-- just.........................Press ENTER 6. Type: format b:/s (to format PROGRAM DISK) --OR-- format b: (Hard Disk: format a:) (to format MEMBER INFORMATION DISK or TIME AND TALENT INFORMATION DISK) ................Press ENTER 7. Disks are in correct drives.........Press ENTER 8. Format another? Type: y (for Yes) --OR-- Type: n (for No) 2-8 GENERAL INFORMATION EDIT/CHANGE COMMANDS Edit/Change Commands BASIC EDIT COMMANDS Press ENTER to move the cursor (blinking underline) from one position to the next. When the cursor is at the position you want to edit, press the DEL (Delete) key. This will erase the information on the line. Type the correct information. <<Backspace will erase the character before the cursor position.>> The above basic editing procedure is used throughout the System. For other edit techniques refer to Appendix A (8-1). ______________________________________________ Number Pad If you wish to use the number pad, press the NUM LOCK key once. This will activate the number pad. To delete when using the number pad hold down the shift key and press the DEL key. 2-9 GENERAL INFORMATION TROUBLESHOOTING DATA NOT CORRECT Possible causes: Break in electrical service. Fluctuation in power. Changed disk at the wrong time. Disk damaged. Track on disk not readable. If for any reason the data does not appear correct when displayed on the screen (or if you know one of the above has happened), you may try the Repair Index routine found in the Utilities section of this manual. If the information is still out of order, you must make a copy of your most recent backup and redo the entries from that point. After a break in electrical service or power fluctuation occurs, the member information data may appear to be correct on the screen. The internal commands linking the data and program may have been altered. It is wise to redo from the last backup whenever a power change occurs while the system is running and disks are in the drives. COMPUTER NOT WORKING Check power switches. Check cables (be sure cable connections are secure) Check for correct disk. Check to see if printer is "on line". ERROR MESSAGES It is possible for the computer not to be able to read a damaged disk. If you see on the screen: Turbo Access I/O Error you should try running the Repair Index for the appropriate file. If you were in the Contributions section of the system, run the Contribution Index Repair (from Utilities 7- 2), etc. 2-10 GENERAL INFORMATION TROUBLESHOOTING ERROR #243 If this error number appears on your screen, you may need to have a config.sys file on your DOS (or Root Directory for hard disk). The config.sys file may need to have FILES = 20 Consult your DOS manual regarding this file. ERROR #153 Check to see if your Time and Talent Information Disk matches your Member Information Disk Try to repair the indexes. If this does not solve the problem, make a copy of your most recent backup Member and Time and Talent Information and redo from the last back up. << I M P O R T A N T >> If you are not able to exit (Quit) the program through the normal procedure of typing q (for Quit) from the MAIN MENU, something has altered the information on the disks. Make a copy of your most recent MEMBER INFORMATION DISK and PROGRAM DISK and re-enter the data from this backup to the present. 2-11 CONTRIBUTIONS ENTER CONTRIBUTIONS ENTER CONTRIBUTIONS From MAIN MENU Type: c (for Contributions) _______________________________________________ Posting Date To post at date shown,..............Press ENTER for Contributions --OR-- To change the posting date, begin to type the new date. (If you make a mistake, press the DEL (Delete) key. Retype the date.) ................Press ENTER ______________________________________________ Envelope Type envelope number ...............Press ENTER Number Type wrong number -- Before pressing ENTER: If you type the wrong number, press the DEL key.* Make the correction. Press ENTER. Type wrong number -- After pressing ENTER: (Edit Number) If you have typed the wrong number and see the wrong contribution information displayed on the monitor screen, press the Function #1 (F1) key to set contribution amounts to zero then press Space bar. The zero amounts will not be recorded. You will then be able to type the correct envelope number. --OR-- Name Type: n (for Name) Type last name of member............Press ENTER If there are two or more members who have the same last name, you will be able to locate the correct member by using the Previous and/or Next option (by typing p or n) found at the bottom of the screen. The members will be listed alphabetically. Type: c (for Correct Name) when you have located the correct member information. _____________________________________________ * If you wish to use the number pad, press the NUM LOCK key only once. This will activate the number pad. When the number pad is activated, press the shift and DEL keys to delete information. 3-1 CONTRIBUTIONS ENTER CONTRIBUTIONS VIANSOFT(R) is set up so that you may begin with the first member in alphabetical order by just pressing ENTER instead of typing the last name. You may select a letter of the alphabet to use as the starting point in locating specific member information. For example, type s , press ENTER to begin with the first (or closest) member with a last name beginning with the letter S . Then, you may use the Previous and/or Next option (by typing p or n) to locate the correct member information. ______________________________________________ Recording Contribution amounts for each Contribution Contributions Code are recorded for each envelope placed in the collection plate. ______________________________________________ General The Contribution Screen is shown on Remarks the monitor. The member's name is shown at the top left with the envelope (Env) number at the top right. Under the name, you will see the Pledge information. Six Contribution Code areas are listed along with the weekly pledged amount. (Any area with zero amount would not be recorded.) Under the envelope number (Env), is the Contribution information. This reflects the actual contribution made by this member on this date. The amounts may have to be changed (edited) based on the actual contribution. The 20 Contribution Code areas are also listed on the screen for reference. The cursor is under the first number of the Contribution Code area listed on the right side of the screen. _____________________________________________ Procedure: Correct If the amount in the envelope is equal to the Contribution amount of the weekly contribution ............Press Space bar 3-2 CONTRIBUTIONS ENTER CONTRIBUTIONS This records the contribution as it is displayed on the screen. (Edit) Press ENTER to move cursor to correct position. Press the DEL key to erase information. Re-type the information. _____________________________________________ Multiple Press the * (asterisk key) to add the pledge Contribution amount to the contribution amount. Amount If the amount enclosed in the envelope is double the weekly pledge amount in all contribution areas, press the asterisk key once. The amount in the Contribution column will be doubled and displayed on the screen. The amount contributed for this member on this date will be recorded as twice the weekly pledge amount. By pressing the asterisk key two times, the amount recorded will be triple the weekly pledge amount. Any multiple of the weekly pledge amount can be recorded by pressing the asterisk key the correct number of times. The new contribution amount is displayed after each time the asterisk key is pressed. An application of the multiple contribution feature is for when a member has been on vacation for a few weeks and encloses three weeks pledge amount in one envelope. To record contribution..........Press Space bar Change Contribution This is done when a contribution is made to Codes one of the Contribution Code areas not listed at the upper right of the screen or a single contribution is made to only one of the twenty Contribution Code areas. _____________________________________________ Enter Single Contribution Set Code Press Function Key #1 (F1). All six code Amounts to amounts are set to zero. This is displayed Zero to the right on the screen under the heading Contribution Amount. (Remember, any area with the amount of zero is not recorded.) 3-3 CONTRIBUTIONS ENTER CONTRIBUTIONS _____________________________________________ Enter Code You can enter a single contribution to one of and Amount the twenty Contribution Code areas by typing the correct code number, press ENTER, then type the amount. When all of the contribution code and amount information is correctly displayed ............Press Space bar _____________________________________________ Contribution If there are areas not in use (zero amount), for Other press ENTER until the cursor is under the Contribution Contribution Code number for one of these Code Areas areas. Type in the Contribution Code number you wish to replace this one with. Press ENTER. Type in amount of contribution. All contribution areas listed will be recorded. ......Press Space bar Note: The Contribution information on the right side of the screen will automatically be set back to the weekly Pledge information on the left side of the screen for the following week. _____________________________________________ Contribution If the amount in the envelope does not match Divided by the pledge amount and the contribution areas Percentage have not been designated, you may wish to of Pledge divide the total amount in the envelope into the percentages of the total pledged amount. Example: Total Pledge = $10.00. Local Church = $6.00 Benevolence = $4.00. In the envelope the amount of $8.00 is received. The computer would automatically divide the $8.00 into the two pledge areas: 60% for Local Church and 40% for Benevolence. This would work with up to the six areas listed in their Pledge column. Type: t (for Total Contribution) Type total amount (NO DECIMAL. INCLUDE DOLLARS AND CENTS)..................Press ENTER Amounts will be displayed on screen in Contribution Amount column. To record contribution..........Press Space bar 3-4 CONTRIBUTIONS ENTER CONTRIBUTIONS NOTE: This percentage contribution could also be used to record non-pledging member contributions. The member would decide what percentage of the amount given each week should be applied to each contribution area. For example, a member donates 60% to the Local Church and 40% to Benevolence. In the Average Contribution column, the Local Church should read .60 and the Benevolence column should read .40. The total contribution would equal 1.00. At the time of recording the weekly contribution, you would choose t (for Total Contribution) from the Contribution menu. Type the amount donated for this week, and Press ENTER. On the right side of the screen, the total amount given will be divided into the predetermined percentages. Pressing the space bar will record the contribution. _____________________________________________ Return to MAIN MENU Type: q (for Quit). _____________________________________________ Any area with a contribution amount greater than zero is recorded for each member. Only six areas can be displayed on the screen at one time. NOTE: If you record an incorrect contribution for a member, you may correct the information by making a negative (minus) contribution for the same amount. You may be able to type t (for total), type in the total incorrect contribution with a minus (-) sign before the number. This would subtract the correct amount from each contribution area. The totals for the contribution areas would be corrected. If the incorrect number is not consistent with the pledge, you may have to correct each contribution code area involved separately. 3-5 MEMBER UPDATE MENU ADD NEW MEMBER ADD NEW MEMBER Purpose: To add a new member to the Member Information Disk. _____________________________________________ Procedure: From MAIN Type: m (for MEMBER UPDATE MENU) when you see MENU the MAIN MENU on the monitor screen. ______________________________________________ From MEMBER Type: a (for ADD NEW MEMBER) when you see the UPDATE MENU MEMBER UPDATE MENU. The Member Information is displayed on the monitor screen. ______________________________________________ Envelope The blinking underline (cursor) is under the Number zero to the right of the word Envelope: (upper left on screen). You may enter the Envelope Number for each member in any order. The computer will place the envelope numbers in numeric order automatically. Note: Each envelope number can only be assigned to one family (or person) at a time. The Envelope Number must be a whole number from 1 to 32767. Type envelope number. (Edit) If you type a wrong number, press the DEL (Delete) key.* Re-enter the number. Press ENTER to move the cursor to the next position. The envelope number will be assigned to this member. ______________________________________________ * If you use the number pad, press the shift and DEL keys to delete incorrect information. 4-1 MEMBER UPDATE MENU ADD NEW MEMBER Member's Name Type member's name (last, first) You must enter a name for this envelope number before you can move on. (Edit) Press the DEL key to erase line information. <<Backspace key will erase letters incorrectly typed.>> (The underline shows the number of available spaces.) ................Press ENTER ______________________________________________ Other Family Type other family members' first names. Members' First ................Press ENTER Names (Edit as before)______________________________ Street Address Type street address. ...............Press ENTER ______________________________________________ Locale Type City, State, Zip. .............Press ENTER ______________________________________________ Phone Number Type Phone Number (with or without area code) ................Press ENTER ______________________________________________ Pledging If this member is pledging a weekly amount, Member Type: y (for Yes) --OR-- If this member is not pledging, Type: n (for No) Note: The pledging member's contributions will be listed under the heading, "Pledge". The non-pledging member's contributions will be listed under the heading, "Average Contribution". Include non-pledging members as well as pledging members in the computer. If you notice a consistency in the donation pattern of a non-pledging member from one week to the next, you will be able to enter the Average Contribution for this member. This will make it easy to enter contributions for a non-pledging member. Their 4-2 MEMBER UPDATE MENU ADD NEW MEMBER contributions will be listed under the heading of Average Contribution instead of Pledge. Contribution information for non- pledging members will not be included on any pledge reports. The member pledge classification can be changed at any time from the Edit Member Information Menu. Contribution Type Contribution Code. Code For reference, the list of Contribution Codes are shown at the bottom of the screen. In the member pledge area (or Average Contribution - for non-pledging members) is a list of the first six codes. If the code number should remain the same as listed, ............................Press ENTER --OR-- To replace the present code number, just type the new code number. The new information will replace the old. (If you type a wrong number, press the DEL key. Re-type the number.) ______________________________________________ To move cursor to the Amount position ................Press ENTER ______________________________________________ Amount of Type the weekly pledge amount for this code Weekly Pledge number. Just begin to type. New information will replace the old (DO NOT USE DECIMAL POINT. INCLUDE NUMBERS FOR DOLLARS AND CENTS). ................Press ENTER ______________________________________________ Continue to type the Contribution Code and amount pledged for the remaining five pledge areas. Set pledge amounts to zero for any of the five pledge areas not in use. (Press ENTER to move the cursor from one line position to the the next.) Note: Any Pledge Amount with a zero amount will not be recorded. ______________________________________________ Correct When all displayed information is correct, Information ...............Press CTRL-q The Member Information Disk contains the information you have entered. 4-3 MEMBER UPDATE MENU EDIT MEMBER INFORMATION Note: Plate Offering - Cash Choose an envelope number higher than what you will use. (Example: 5000) All cash offering will be put through this envelope number. Note: Inactive members or members who do not have envelopes can be given a number above the normal envelope range (Example: Envelope Number 6000 or 10000). These members will then be included in the Directory. All contributions from these members can be recorded on the Member Information Disk and included on the reports. _____________________________________________ The MEMBER UPDATE MENU is displayed at the bottom of the screen. Return to To return to the MAIN MENU, type the letter q MAIN MENU (for Quit). ______________________________________________ (If you are setting up the Member Information Disk, return to the Set Up System (1-9) after entering all members.) EDIT MEMBER INFORMATION Type: e (for EDIT MEMBER INFORMATION) from the MEMBER UPDATE MENU. Type Envelope Number................Press ENTER -- OR -- Type n (for Name) Type last name......................Press ENTER ______________________________________________ (Edit) Press DEL key to erase line information. (If you are using the number pad, you will press the shift and DEL key to delete a line of information.) ______________________________________________ 4-4 MEMBER UPDATE MENU EDIT MEMBER INFORMATION The Member Information is displayed on the screen. EDIT OPTIONS From the Edit Member Information Menu, -- Choose one -- -> Previous envelope number or name. Type: p (for Previous) -> Next envelope number or name. Type: n (for Next) (Working with numbers, you will see the previous or next member information in numerical order. Working with names, you will see the previous or next member information in alphabetical order.) -> Edit Member Information Type: e (to Edit Information) (Press ENTER to move the cursor from one position to the next. Use the DEL key to erase information from a cursor position.) (Backspace erases previous letter. Type new information. Press CTRL-q to Quit edit mode.) -> Delete Member Type: d (to Delete member) Are you sure you want to delete this member? You can only delete a member who has zero con- tributions recorded for the year. Members can be deleted after you set up for the new year. Type: y (for Yes) --OR-- Type: n (for No) -> Find Member (by envelope number or name) Type: f (for Find Member) Type: Envelope Number..........Press ENTER --OR-- 4-5 MEMBER UPDATE MENU EDIT MEMBER INFORMATION Type: n (for Name) Type: member last name ........Press ENTER --OR-- Type: q (for Quit). EDIT MEMBER INFORMATION Type e (for Edit) from the Edit Member Information Menu. Press the ENTER key to move the cursor to the next position. Press the DEL key to erase the information at the cursor position. Type correct or new information. When all information is correctly displayed, ...............Press CTRL-q -> Quit (return to MEMBER UPDATE MENU) Type: q (for Quit) QUIT Type q (for Quit) to return to the MAIN MENU. Type: q (for Quit) 4-6 PRINT MENU PRINT OPTIONS PRINT MENU From MAIN MENU Type p (for PRINT MENU) CONTRIBUTION This list (report) will be run each time LIST you record all weekly contributions. Choose output to printer for your printed copy. Type: L (for List) (from PRINT MENU) (can use lower case L) Output to: Printer: Type: p Screen: Type: s Quit: Type: q If you choose printer, set paper to print about one-half inch down from the top of the paper. Turn on printer. (Page numbers should be at the bottom of the page.) First date to be included: (present date shown) Change date by pressing the DEL key. Type new date or just ..............Press ENTER Last date to be included: (present date shown) Change date by pressing the DEL key. Type new date or just...............Press ENTER Contribution List Printed. (generated on screen or printer) To continue ........................Press ENTER _____________________________________________ CONTRIBUTION Type: t (for Totals) (from PRINT MENU) TOTALS Output to: Printer: Type: p Screen: Type: s Quit: Type: q If you choose printer, set paper to print about one-half inch down from the top of the paper. Turn on printer. (Page numbers should be at the bottom of the page.) First date to be included: (present date shown) Edit as instructed above. ...................Press ENTER Last date to be included: (present date 5-1 PRINT MENU PRINT OPTIONS shown) Edit as instructed above. ...................Press ENTER Contribution Totals Printed. (generated on screen or printer) To continue ........................ Press ENTER MEMBER Type: m (for Member Reports) (from PRINT MENU) REPORTS Member Report Menu Member Type: c (for Contribution)(from Member Report Contribution Menu) Summary Length of Pledge Period in Weeks: You have a choice of format for the Member Contribution Summary. You may experiment with both formats and chose the one most appropriate for your congregation. If the Length of Pledge Period is zero, no pledge amounts or categories will be printed on the report. Only contribution totals. If you enter the number of weeks, it will print the amount pledged for that period of time and compare it with the amount contributed. (0 = Pledge not included)...........Press ENTER --OR-- Type: number of weeks in pledge period. (Example: 13 = first quarter; 26 = second quarter; 39 = third quarter; 52 = full year) ................Press ENTER First Member For Report. Type Envelope Number. ..............Press ENTER --OR-- Type n (for Name) Type Name. .........................Press ENTER --OR-- 5-2 PRINT MENU PRINT OPTIONS Type: q (for Quit) Use Previous and Next function (type p or n) to display other Member Information. When correct information is displayed, type b (for Begin Member List) Output to: Printer: Type: p Screen: Type: s Quit: Type: q If you choose printer, set paper to print about one-half inch down from the top of the paper. Turn on printer. (Page numbers should be at the bottom of the page.) Member Contribution Report Printed. (generated on screen or printer) To continue ........................Press ENTER Note: The non-pledging member will only have the totals (amount contributed) listed at the completion of the summary. Directory Type: d (for Directory)(from Member Report MENU) You may chose any combination of the following to be included on the directory. N)ame F)amily A)ddress P)hone E)nvelope Number G) Pledge Amount C)ontributions to Date Your choice: ______ Type the letters you wish to include. ....................Press ENTER First Member For Report. If you type the envelope number, the directory will be in numerical order. If you type the name, the directory will be 5-3 PRINT MENU PRINT OPTIONS in alphabetical order. Type Envelope Number. ..............Press ENTER --OR-- Type n (for Name) Type Name. ..........................Press ENTER --OR-- Type: q (for Quit) Use Previous and Next (type p or n) to find correct first member for the report. When correct information is displayed, type: b (for Begin Member List) Output to: Printer: Type: p Screen: Type: s Quit: Type: q If you choose printer, set paper to print about one-half inch down from the top of the paper. Turn on printer. (Page numbers should be at the bottom of the page. Press any key to stop report.) Directory Printed. (generated on screen or printer) To continue ........................Press ENTER Note: If you choose to have the pledge as part of the directory information, a non-pledging member will not have totals listed under the heading "Pledge". Mailing Labels Type: m (for Mailing Labels)(from Member Report Menu) Include Envelope Number? Labels printed with envelope numbers can be placed on the envelope boxes when it is time to distribute them for the new year. 5-4 PRINT MENU PRINT OPTIONS Type: y (for Yes) --OR-- Type: n (for No) First Member For Report (Mailing Labels) Type Envelope Number. ..............Press ENTER --OR-- Type n (for Name) Type Name. .........................Press ENTER --OR-- Type: q (for Quit) Use Previous and Next function (type p or n) to find Member Information. When correct information is displayed, Type: b (for Begin Member List) Output to: Printer: Type: p Screen: Type: s Quit: Type: q If you choose printer, set paper to print about one-half inch down from the top of the paper. Turn on printer. (Page numbers should be at the bottom of the page. Press any key to stop report.) Mailing Labels Printed. (generated on screen or printer) To continue ........................Press ENTER Quit Type q (for Quit) to return to the Print Menu. Quit Type: q (for Quit) to return to the MAIN MENU. 5-5 TIME AND TALENT MEMU SET UP TIME AND TALENT DISK TIME AND TALENT MENU From the Time and Talent Menu, you can . Enter Member Time and Talents . Print Time and Talent Directory . Delete Member Time and Talent . Edit Time and Talent Categories . Quit - Return to the MAIN MENU From MAIN MENU type t (for TIME AND TALENT MENU) Set Up Time And Talent Disk Floppy Disk: You will now use the formatted disk you labeled Time and Talent Information Disk during Set Up Disks (1-1). Hard Disk: References to replace disks will not appear. All data files will be on your C drive. When told, Replace Program Disk with Time and Talent Information Disk. Press ENTER to continue. Time and Talent data files missing. Create new files (Y/N)? Type y (for Yes) - OR - Type n (for No) To set up the Time and Talent Information Disk, you will type y (for Yes). Once the T&T files are set up on the T&T Information Disk, this question should not be asked again. If it is asked, you should type n (for No) and check to see if you have the correct disk in drive A. It will only check to see if the T&T files are on the disk. It will not distinguish between a back up and the original disk. You should be sure that the T&T Information Disk is placed in drive A. Set Up T&T Categories First, you will set up the Time and Talent Code categories. To EDIT T&T CATEGORIES see page 6-10. 6-1 TIME AND TALENT MEMU SET UP TIME AND TALENT DISK Edit and/or add Time and Talent Code categories if necessary. When completed, return here. Set Up Member T&T Next, you will enter the Time and Talent for each member. Follow the procedure for MEMBER TALENTS found in this chapter (6-3). Once you have entered the members Time and Talent, you have completed the set up. Return here. Back up You now want to make backups of the set up Time and Talent Information Disk. Type q (for Quit) from the Time and Talent Menu. Replace Time and Talent Information Disk with Program Disk. Press ENTER to continue. Type q (for Quit) from the MAIN MENU. You will see the message Floppy Disk: BACK UP TIME AND TALENT INFORMATION DISKS USED This message will only appear when the Time and Talent Information Disk was used. You only need to back up the Time and Talent Information Disk when you have changed information on this disk or when this message appears. At this point, after completing the set up of the Time and Talent Information Disk, you should back up the disk onto the Time and Talent Information Disk Back Up #1 and Back Up #2. (Refer to Back Up in the General Information section of this manual (2-5).) If you wish, you could also back up this disk onto another disk (blank disk), label it and put it with the other archive disks. 6-2 TIME AND TALENT MEMU MEMBER TIME AND TALENTS Hard Disk: BACK UP THE FOLLOWING DATA AND INDEX FILES: MEMBER.DAT MEMBER.XEV MEMBER.XNM CONTR.DAT CONTR.XEV SYSINFO.DAT TALENTS.DAT TALENTS.XTT TALENTS.XEV The TALENTS files only appear on this screen when information has been stored on them. Practice Session Use one of your Time and Talent back up disks to practice with. Member Talents From the Time And Talent Menu, type m (for Member Talents) Envelope Number Type the Envelope Number of the member (or for the member's family) you wish to enter to the Time and Talent Directory. - OR - Name Type n (for Name) Type the family name for this member. ....................Press ENTER Correct Member If the correct member information is displayed, type b (for Begin). You may use Previous or Next to view other member information. Volunteer Name It is important that you spell the name of the volunteer the same way each time you enter a new comment to prevent duplicate entries. 6-3 TIME AND TALENT MEMU MEMBER TIME AND TALENTS Refer to the member names at the upper left of the screen. You see the names of all persons within a family (envelope number). It is recommended that you spell the first and last name as you see it displayed. This way, you will always spell it the same way each time you enter a Time anr Talent Code for the member. Type the first and last name of the person in this family (envelope number) who is volunteering. ................Press ENTER T&T Code Type one of the forty Time and Talent Code numbers listed on the lower section of the screen. ................Press ENTER A zero displayed for the T & T Code will allow you to exit without recording T & T information for the Volunteer Name listed on the screen. If you already typed a T & T Code number, with the cursor under the T & T Code number, press the DEL (delete) key. A zero is displayed in the T & T field. Comment You may type a comment to clarify the Time and Talent Code or leave it blank. Example: Volunteer Name: Bill Jones T&T Code: 6 (for Choir) Comment: Baritone (Edit) Use the Up or Down Arrow keys to move the cursor to the line needing correction. Press the DEL (delete) key to erase the information on the line. Type new information. Record T&T To record T & T Codes for this member press Information ENTER from the comment line. You see the cursor moved to the line with the Volunteer Name. The same Volunteer Name is displayed at the top of the screen. The Time and Talent Code has been recorded for 6-4 TIME AND TALENT MEMU MEMBER TIME AND TALENTS this member. If you entered a wrong name, Talent Code or comment, you can delete the entire entry by using the Delete option from the Time And Talent Menu (6-9). Note: If you enter a Time and Talent Code that has previously been entered for a Volunteer Name, the present entry will overwrite the previous entry. You will not see duplicate Time and Talent Code entries on the report for a given member. Additional If you want to record another T & T Code for T&T Codes this member, .......................Press ENTER If you want to record a T & T code comment for another family member (within the same envelope number), press the DEL (delete) key to erase the Volunteer Name information already on the line and type the new first and last name (within the same envelope number) .................Press ENTER To move to another envelope number, Press Ctrl-q Quit When you have entered all time and talent codes for all church members (T & T can be updated at any time), type q (for Quit). The Time and Talent Menu is displayed on your screen. If you are setting up the Time and Talent Disk, return to the end of Set Up Member Time and Talent in this chapter (6-2). Print Type p (for Print) from the Time and Talent Menu. Directory You can print the T&T Directory by Member or by Talent Category. Member Type m (for Member) from the Time and Talent Report Menu. 6-5 TIME AND TALENT MEMU MEMBER TIME AND TALENTS Envelope Number Type the Envelope Number of the family name you wish to begin the directory. - OR - Name Type n (for Name) Type the family name ...................Press ENTER Use the Previous and Next function to locate the correct member information if it not displayed on the screen. Type b (for Begin) Output Type p (to Printer) Type s (to Screen) Type q (to Quit) Printer Position paper, then turn on printer. Press ENTER to continue. Press any key to stop report. The Directory by Member will include all members not just for a single envelope number or name. You can press a key to stop the report while the report is printing within a family group if you want only one family (envelope number) on the Directory. The printing will stop after the last T & T code for the envelope number is printed. Screen The T & T information is displayed on the screen by envelope number or name. If there is more than one screen of information for an envelope number, to continue to the next screen .......Press ENTER Quit Type q (for Quit) if you want to stop the report before the last envelope number. If you view all members Time and Talent Codes on the screen, a message will be displayed at the bottom of the screen: 6-6 TIME AND TALENT MEMU MEMBER TIME AND TALENTS Report complete. Press ENTER to continue. Talent Category Type t (for Talent Category) Type l (for List) - OR - Type m (for Mailing Labels) List You may include the any combination of the following: Type n (for Name) a (for Address) p (for Phone) ...................Press ENTER Type the number of one of the 40 categories. This is the category the report will start with. ...................Press ENTER Output Type p (to Printer) Type s (to Screen) Type q (to Quit) Printer Position paper, then turn on printer. Press ENTER to continue. Press any key to stop report. The report by Category will include all members for a all categories that have members listed in them. You can press a key to stop the report while the report is printing within a category if you want only one category in the report. The printing will stop after the last T & T member in the category is printed. Screen The T & T information is displayed on the screen by category. 6-7 TIME AND TALENT MEMU MEMBER TIME AND TALENTS If there is more than one screen of information for a category, to continue to the next screen ........................Press ENTER Quit Type q (for Quit) if you want to stop the report before the last category. If you view all members within a category on the screen, a message will be displayed at the bottom of the screen: Report complete. Press ENTER to continue. Mailing Labels Type the Category number you wish to start with. The first label will be the title of the category. ..................Press ENTER Output Type p (to Printer) Type s (to Screen) Type q (to Quit) Printer Position paper, then turn on printer. Press ENTER to continue. Press any key to stop report. The mailing labels by Category will include all members for a all categories that have members listed in them. You can press a key to stop the report while the report is printing within a category if you want mailing labels for only one category. The printing will stop after the last mailing label for a T & T member in the category is printed. Screen The mailing label information is displayed on the screen by category. If there is more than one screen of information for a category, to continue to the next screen ........................Press ENTER 6-8 TIME AND TALENT MEMU MEMBER TIME AND TALENTS Quit Type q (for Quit) if you want to stop the mailing labels before the last category. If you view all members within a category on the screen, a message will be displayed at the bottom of the screen: Report complete. Press ENTER to continue. Quit Type q (for Quit) to return to the Time and Talent Menu. Delete You can delete Time and Talent Codes for a member in a family (within the same envelope number). Type d (for Delete) from the Time and Talent Menu. Member Type m (for Member) to delete by member. Envelope Number Type Envelope Number - OR - Name Type n (for Name) Type the name (family name), ................Press ENTER Correct Member You may use the Previous or Next function to view the previous or next member information. Type b (to Begin) to view member's Time and Talent categories. If there are no Time and Talent categories listed for an envelope, you will be told on the screen. Delete Type d (for Delete) when the correct Volunteer Name, Time and Talent Category and Comment are displayed on the screen. 6-9 TIME AND TALENT MEMU MEMBER TIME AND TALENTS Information Deleted. ...............Press ENTER Quit Type q (for Quit) after you have deleted the Time and Talent Category for the correct family members. Time and Talent Code Type t (for Time and Talent Code) to delete members from a Time and Talent Code category. T&T Code Categories Type the Time and Talent Code category you wish to delete a member from. The members listed in the Time and Talent Code category you type in are displayed one at a time. To view the next member in the category, type n (for Next). To delete a member from the category, type d (for Delete) when you see the information displayed on the screen. Information Deleted. ...............Press ENTER When a member is deleted from a category, the next member in the category will be displayed. Type q (for Quit) to quit delete. EDIT T&T CATEGORIES Type e (for Edit Categories) from the Time and Talent Menu The Time and Talent Codes are displayed on the screen. The cursor is to the right of Code #1. You can use the ENTER key or the Up and Down Arrow keys to move the cursor to the number code you wish to edit or add. Add Code Category The cursor should be to the right of the number you wish to add a comment to. Type the comment. 6-10 TIME AND TALENT MEMU MEMBER TIME AND TALENTS Press ENTER or use the Up and Down Arrow keys to move the cursor to other code numbers you wish to add comments to. Edit Position the cursor to the right of the comment number you wish to edit. Press the DEL (delete) key to erase the information. Type new Time and Talent Code category information. When all Time and Talent Code information is displayed correctly on the screen, ................Press Ctrl-q Keep a record of the Time and Talent Code labels used. You may have to change them back if you print a report from an old disk. If you are setting up the Time and Talent Disk, you should return to Set Up Member Time and Talent in this chapter (6-2). QUIT Type q (for Quit) from the Time and Talent Menu. 6-11 UTILITIES UTILITIES New Quarter This option will set up your Member Information Disk for the New Quarter. The cumulative yearly total to date for each contribution area will be displayed as the first contribution in the new quarter. This will keep a running total for each member listed on the Member Information Disk. First follow instructions for the Quarterly Routine found in the General Information section under the heading Weekly, Quarterly, and Yearly Routine (2-3). Then return here. (Hard Disk: See Appendix D (8-5)) From MAIN MENU Type: u (for Utilities) Type: n (for New Quarter) from the Utilities Menu. WARNING -- THIS WILL ERASE ALL CONTRIBUTIONS ON YOUR DISK -- BE SURE YOU HAVE A BACKUP. Type: c (for Continue) Posting date for balance forward: For date shown,.....................Press ENTER --OR-- (Edit) Press DEL (Delete) key, type date...Press ENTER (Wait for disk drives to stop.) New Quarter Set Up Complete. .......Press ENTER Year-End This option will set up your Member Information disk for the New Year. This option will erase all contributions as well as reset cumulative totals to zero for the start of the new year. Follow instructions for the year-end routine found in the General Information section under the heading Weekly, Quarterly, and Year-End Routine. Type: u (for Utilities) from the Main Menu. Type: y (for Year End) from the Utilities 7-1 UTILITIES Menu. WARNING -- THIS WILL ERASE ALL CONTRIBUTIONS ON YOUR DISK -- IT WILL ALSO RESET CUMULATIVE TOTALS TO ZERO -- BE SURE YOU HAVE A BACKUP OF THIS DISK. Type: c (for Continue) Set all pledges back to zero? Type: y (for Yes) - OR - Type: n (for No) Year-End Set Up complete. ...........Press ENTER Repair Index If your members do not seem to be in the correct alphabetical or numerical order, or the contributions do not appear with the correct member information or if the Time and Talents do not seem to agree with the volunteer's name, run the correct Repair Index Routine. The reasons for the problem have been discussed in the General Information section under the heading Troubleshooting. Type: r (for Repair Index) from the Utilities Menu. Member Index Type: m (for Member Index) Member Index being repaired. When disk drives stop, operation is complete. Contribution Index Type: c (for Contribution Index) Contribution Index being repaired. Operation complete. Time and Talent Index Type: t (for Time and Talent Index) Hard Disk: References will not be made to change disks. Replace Program Disk with the Time and Talent 7-2 UTILITIES Information Disk. Press ENTER to continue. Time and Talent Index being repaired. When disk drives stop running, operation is complete. Replace Time and Talent Information Disk with the Program Disk. Press ENTER to continue. (Remember, back up Time and Talent Information Disk used.) Disk Status Type: d (for Disk Status) The chart on the screen shows the following: Total members and contributions possible for this Member Information Disk. The number of members and contributions presently used on the disk. The number of available members and contributions that can be added to this disk. To continue,........................Press ENTER Translate This option will convert your member information or contribution list on the disk to a format that could be used by another program (e.g., word processing, spread sheet, etc.). Translate will convert the data file into an ASCII file. Floppy Disk: You will need to format a disk before you begin. Label this newly formatted disk: Translation Disk. Press t (for Translate) Member Information Choose M (for Member Information) You will see on the screen: Type the letters of the items you want included from the list below. 7-3 UTILITIES (The items you choose will be sent to the data file in the same order as the list on the screen.) Type the letters corresponding to the items you want included. Press ENTER when list is complete. (This is exactly the same as for the Directory.) Enter name of file to send to (include path name) _____________________________ It is recommended that you use the name of the file that appears on your screen. ................Press ENTER Floppy Disk: Replace Program Disk with Translation Disk. .......Press ENTER Read the message on the screen. Type: c (for carriage return after each item) - OR - q (for quotes and commas between each item) Enter the envelope number or name of the member you wish to start with. ...............Press ENTER If this is the correct member to start with, press b. Information being sent to disk file. Press any key to stop. When the file is completed, you will see a message displayed at the bottom of the screen: Translation complete, Press ENTER to continue. Floppy Disk: Replace Translation Disk with Program Disk. ............Press ENTER The Translation Disk can be used with word 7-4 UTILITIES processing or other data base software. Note: Time and Talent information does not have the capability of translation with the Translate option. Contribution Information Press c (for Contributions) Type the letters of the items you want included from the list displayed on the screen. Press ENTER when list is complete. (The order of the items will be the same as they are listed on the screen.) Enter name of file to send to (include path name)_______________________________________ (It is recommended that you use the file name displayed on the screen.) ................Press ENTER Floppy Disk: Replace Program Disk with Translation Disk. ........Press ENTER Type: c (for carriage return after each item) - OR - q (for quotes and commas between each item) First date to be included: MM/DD/YY The current day's date will be displayed. Overtype to change the date. ................Press ENTER Last date to be included: MM/DD/YY The current day's date will be displayed. Overtype to change the date. Information being sent to disk file. Press any key to stop. Translation complete. Press ENTER to continue. 7-5 UTILITIES Floppy Disk: Replace Translation Disk with Program Disk. .................Press ENTER Field Formats Member Information Format Name: (1 field) Last, First Family: (1 field) All family names Address: (1 field) Street Address (1 field) City, State & Zip Phone: (1 field) Pledges: (12 fields) Alternates between descriptions and amounts for the pledge information. Contributions to date: (20 fields) They contain the amount contributed to each of the 20 contribution categories for the member to date. Contribution Information Format Date the contribution was made: (1 field) Envelope number of member making contribution: (1 field) Contribution Categories: (12 fields) Alternate between comment code number and the amount contributed to that category for a member on that date. QUIT Type: q (for Quit) Return to MAIN MENU 7-6 APPENDIX A OTHER EDITING TECHNIQUES EDIT INFORMATION EDIT WITH CURSOR CONTROL KEYS Left Arrow Moves cursor left one character at a time. CTRL and Left Arrow Moves cursor left one word at a time. Right Arrow Moves cursor right one character at a time. CTRL and Right Arrow Moves cursor right one word at a time. Backspace Moves cursor left one character at a time and erases character. Delete (DEL) Erase entire line of characters. Down Arrow Moves cursor to next position. Up Arrow Moves cursor to previous position. _____________________________________________ --OR-- Character Word Right CTRL-f Left CTRL-s Delete Entry CTRL-y Character Right CTRL-d Delete Character CTRL-g Word Left CTRL-a Edit Words You may insert characters or words into a line. Position the cursor at the insertion point by using a combination of the above commands. Begin to type. The characters or words to the right of the cursor will shift right one space for each character inserted. ______________________________________________ Edit Numbers To replace old number information with new, position the cursor on the line to be changed. Begin to type. If you type a wrong number, press the DEL key and re-enter the number. -- If you use the number pad, you must press the shift and DEL keys.-- 8-1 APPENDIX B DISK SPACE ALLOCATION Disk Space Allocation To make up your own configuration : Floppy Disk: 1. Find amount of space on a formatted disk. Format a disk. Then, at A> (with the formatted disk in drive A), type: dir ......................Press ENTER At the bottom of the screen, you will see the amount of bytes free. 2. Subtract 650 (for system use) 3. Decide on the average number of times each person would contribute over a three month period. (One per week per member? Does every member place a contribution in the collection plate each week?) Add 2 more per person for the carry over of totals to the next quarter. 4. Multiply this number by 64. 5. Add 358 to the total in step 4. 6. This is the amount of space needed per person. 7. Divide the total from step 6 into the result (after the subtraction) in step 2. 8. Type this number in the space "Members" (in Data Drive Information : See Set Up System). 9. Multiply the answer to step 7 (number of members) times the answer to step 3 (number of contributions). 10. Type this number in the space marked "Contributions" (in Data Drive Information : See Set Up System). 8-2 APPENDIX C UPDATE PROGRAM DISK UPDATE PROGRAM DISK Floppy Disk System: Place your DOS COPY disk in drive A. Power up system Answer questions for date and time, if applicable. (Press ENTER after each.) You will see the A>_ Remove your DOS COPY disk from drive A. Place your PROGRAM DISK in drive A. Place the new PROGRAM DISK in drive B. Type: copy b:church.* .............Press ENTER When the disk drives stop, remove both disks. The UPDATE is complete. Your PROGRAM DISK has been updated. Church information, Contribution Code comments, and Data Drive information should remain as before. Back up your PROGRAM DISK onto your PROGRAM DISK BACKUP. Hard Disk System: When you see the C:\ch, place the new PROGRAM DISK in drive A. Type: copy a:church.* .............Press ENTER When the disk drive stops, remove the PROGRAM DISK from drive A. The UPDATE is complete. Your HARD DISK DIRECTORY CH has been updated. Church information, Contribution Code comments, and Data Drive information should remain as before. 8-3 APPENDIX D HARD DISK PROCEDURES HARD DISK -- SET UP HARD DISK STEP NO. 1. Read the instructions supplied with the computer system on its proper hookup and operation. Follow them carefully. 2. (DOS should already be on your hard disk.) Turn on the power to the computer system. (If your computer system sets the date and time automatically, skip Steps 3 and 4.) 3. When disk drive stops, type in the date (m/d/y), then ................Press ENTER 4. For the time, just...............................Press ENTER 5. On the screen, you will see: C> 6. Put the VIANSOFT(R) Church Contribution System DEMONSTRATION DISK in drive A. (Label side up; close the door. 7. Type: a:hd .....................Press ENTER 8. After drive stops, remove the VIANSOFT(R) DEMONSTRATION DISK from drive A. The VIANSOFT(R) Church Contribution System is now installed on your hard disk. A subdirectory CH has been created. The program is in this subdirectory. There are also four subdirectories created, one for each quarter of the year. They are ready to store church member contribution information. These subdirectories will allow you to access member information for the entire year on your hard disk. They are labeled: C:\ch\one (for first quarter) C:\ch\two (for second quarter) C:\ch\three (for third quarter) C:\ch\four (for fourth quarter) 8-4 APPENDIX D HARD DISK PROCEDURES 9. At the C>, type: cd\ch ............Press ENTER 10. Continue on page 1-4, step number 4, with the Set Up System. _____________________________________________ Additional Once you designate the data drive to be drive MAIN MENU C, you will see the Active Directory option Option for added to the MAIN MENU display on the screen. Hard Disk This option will allow you to put four quarters contributions on the hard disk. You will see on the screen Active Directory (Now C:\ch) This will be for the present quarter. The one you are working in each week. ______________________________________________ END of FIRST QUARTER You will make a copy of the first quarter's information. This information will be stored in subdirectory C:\ch\one on the hard disk. From subdirectory ch, type: bakqtr one ..................Press ENTER Next, continue from page 2-4, Step 6 (Print Contribution Summary) of the Quarterly Routine. Note: You will set up the Active Directory (Now C:\ch) for the new quarter. You have saved the information in subdirectory C:\ch\one so it can be accessed at a later time. END of SECOND QUARTER You will copy the second quarter's member information to a subdirectory on the hard disk. From subdirectory ch, type: bakqtr two ..................Press ENTER Continue with Step 6, page 2-4 of the Quarterly Routine. 8-5 APPENDIX D HARD DISK PROCEDURES END of THIRD QUARTER From subdirectory ch, Type: bakqtr three ................Press ENTER Follow the same procedure as for the first or second quarter. END of FOURTH QUARTER From subdirectory ch, Type: bakqtr four .................Press ENTER Follow Year-End Routine found on page 2-4. REFER TO To refer to the first through fourth PAST QUARTERS quarter's information, you would type: A (for Active Directory) from the MAIN MENU. You will see Pathname: C:\ch______________________________ To refer to the 1st quarter's information, change the C:\ch by editing the path name to C:\ch\one ........................Press ENTER All member information displayed will be from the first quarter. To display other quarters type the corresponding pathnames: C:\ch Working directory -- used to record weekly contributions during a quarter and generate reports. C:\ch\one Storage for first quarter's member information. C:\ch\two 8-6 APPENDIX D HARD DISK PROCEDURES Storage for second quarter's member information. C:\ch\three Storage for third quarter's member information. C:\ch\four Storage for fourth quarter's member information. Note: Only the quarters that have been copied with the bakqtr command to a subdirectory can be displayed. It is most important that you keep a BACKUP COPY of your quarter information. YEAR-END ROUTINE Follow procedure on page 2-4, Year-End Routine. You may wish to keep a backup of the year's member information. At the end of the first quarter of the new year, the subdirectory on the hard disk C:\ch\one will contain the member information for the new year's first quarter. The previous years first quarter information will be erased from the hard disk directory C:\ch\ one. 8-7 APPENDIX E CHURCH LOG HOW TO USE THE TIME AND TALENT SECTION AS A CHURCH LOG The Time and Talent section of the program can be used as a log to track Pastor visits, Hospital visits, Baptisms, etc. To use the Time and Talent feature in this way, you will set up the disk as follows: Floppy Disk System Set Up: You must have a separate disk for the Church Log due to the limited space on a floppy disk. There would be too many additional entries for you to use the same disk you use for Time and Talent Information. You'll need a formatted disk in the format of a Member Information Disk (page 2-8). Label this newly formatted disk Church Log and put the date on the label. This disk will contain all information you enter on it until it is full. Set Up Disk Start the program normally. Choose Time and Talent Menu from the Main Menu. When asked to replace the Program Disk with the Time and Talent Disk, replace the Program Disk with the disk you marked Church Log. Create new files? Type: y (for Yes) Edit Categories Edit the categories to fit your application. Example: Pastor Visit, Weddings, etc. General Remarks After using the Church Log, you will replace the Church Log Disk with the Program Disk before exiting the system. If you did not change any member information, you would not have to back up the Member Information Disk. 8-8 APPENDIX E CHURCH LOG Hard Disk System Set Up: You must set up a separate subdirectory to use the Time and Talent section as a Church Log. This is due to the maximum number of records allowed in a file. Type: md c:\chlog ..............Press ENTER Type: cd c:\chlog ..............Press ENTER Type: copy c:\ch\church.* .......Press ENTER Type: copy c:\ch\sysinfo.dat ....Press ENTER Type: copy c:\ch\member.* .......Press ENTER All files needed to use the Time and Talent section of the program have been copied into subdirectory c:\chlog. To access the Church Log subdirectory, from C> Type: cd c:\chlog ............Press ENTER Type: church ...............Press ENTER Edit Categories Edit the categories to fit your application. Example: Pastor Visit, Weddings, etc. USING THE CHURCH LOG Using The Church Log For a Pastor Visit: Type m (for Member Talents) from the Time and Talent Menu. Enter envelope number or name. For the Volunteer Name, you can type the last name and date. Note: By typing the date, you can enter a person into a category more than once. 8-9 APPENDIX E CHURCH LOG Other Suggestions You could use an envelope number that is higher than what you would normally use to indicate, for example, Non-member. This envelope number would be used whenever an entry would be made in the Church Log for a non-member. The non-member's name would be typed as the Volunteer Name in the Church Log. Sensitive Information If there is sensitive information (e.g., pledge and contributions) on the Member Information file, a separate Member Information file can be set up for use with the Church Log. Floppy Disk: Make a backup of the Member Information Disk. Label it Church Log Member Information Disk. You want to set up this backup copy of the Information Disk as if you were setting it up for the new year. (Utilities - New Year) You want to set all pledges to zero on the backup copy. This copy will not have any pledge or contribution information. Note: This would have to be done each time the Church Log Member Information is updated. Hard Disk: Set up member information file in subdirectory c:\chlog for the new year. Set all pledges to zero. Note: This would have to be done each time the Church Log Member Information is updated. IMPORTANT Floppy Disk: NEW MEMBERS will be added for use in the Church Log as their pledge information is entered. You do not have to enter them again. 8-10 APPENDIX E CHURCH LOG Hard Disk: Copy Member Information files from subdirectory c:\ch to c:\chlog. Type: copy c:\ch\member.* c:\chlog ..................Press ENTER CHANGE ENVELOPE NUMBER OF EXISTING MEMBER Floppy Disk: The person in charge of entering contributions and editing envelope numbers should understand the following procedure: If any envelope number is changed (e.g., Sam Smith: Envelope Number 21 to 35), . A backup of the Member Information Disk must be made right before the envelope number change is made. . Envelope number change is made using the Member Information Disk. The program will ask you to put the Time and Talent Disk in Drive A. Use the TIME AND TALENT DISK. . At the Main Menu, replace the Member Information Disk with the copy of the Member Information Disk you just made. . Repeat the envelope number change with the copy of the Member Information Disk. . This time, when you are asked to replace the Program Disk with the Time and Talent Disk, use the CHURCH LOG DISK. It will update your Church Log with the envelope numbers that were changed. If you do not follow this procedure, you will not be able to read information from the changed envelope number. Hard Disk: Change the envelope numbers in both subdirectory c:\ch and subdirectory c:\chlog. 8-11 APPENDIX E CHURCH LOG The person in charge of entering contributions and editing envelope numbers must inform you when an envelope number has been changed or change it in the Church Log directory for you. END OF CHURCH LOG SESSION Be sure to back up your Church Log information. Keep at least two backups of the Church Log and rotate them as described under the heading BACKUP in the General Information section of this manual. You do not have to back up the Church Log Information unless you edited or added to it. You will not have to back up the Member Information Disk unless you changed information on it (worked in sections of the program other than the Time and Talent (Church Log). BE SURE YOU DO NOT MIX UP THE DISKS. Take care to ensure that you place the correct disk in the correct drive. 8-12 INDEX A Add new member, 2-2 Edit, 4-1 Additional Main Menu Option Hard Disk, 8-5 Allocation of Disk Space, 8-2 Alphabetical Member List, 5-3 Amount Enter Code, 3-4 ASCII Files Member Info, 7-3 ASCII, Contribution Info, 7-5 ASCII Contribution Information, 7-3 Member Information, 7-3 Automatic reset of pledge information, 3-4 Available Disk Space, 7-3 B BACKUP, 2-5 BASIC EDIT COMMANDS, 2-9 BEEP, 1-3 Begin How to, 1-1 C Cash Offering, 4-4 Change Contribution Codes, 3-3 Data Disks, 2-3 Church Directory, 2-2, 5-3 Church Name, 1-5 Close Down System, 2-1 Code Contribution, 1-7 Enter Amount, 3-4 Set, 3-3 Codes Change Contribution, 3-3 Commands Basic Edit, 2-9 Comment Edit, 1-7 Comments for contributions, 2-2 Comments Contribution Code, 1-7 Computer Not Working, 2-10 Contribution by percent, 3-4 Code areas, 3-2 Contribution Code Areas Other, 3-4 Index (Repair), 7-2 Information, 3-2 I-1 INDEX Information to ASCII Files, 7-5 List, 5-1 Report Member, 5-2 Totals, 5-1 Contribution comments, 2-2 correct, 3-5 Multiple, 3-3 Single, Enter, 3-3 Contributions, 2-2 per disk, 1-6 recorded list, 5-1 Contributions, Enter, 3-1 Contributions Recording, 3-2 Copy of contributions recorded, 5-1 Correct Contribution, 3-2 Correct contribution amount, 3-5 D Damaged disk, 2-10 Data Disk Changing, 2-3 Data Drive Information, 1-6 Data Files to Word Processing Files, 7-3 DATA NOT CORRECT, 2-10 Date Posting, 3-1 Delete recorded contribution, 3-5 Delete Time and Talent, 6-9 Directory, 5-3 Directory Church, 2-2 Time and Talent, 2-2, 6-5 Disk Space Allocation, 8-2 Disk Status, 7-3 Disk Member Information, format, 2-8 Program, format, 2-8 Disks Set Up, 1-1 E Edit Add New Member, 4-1 Comment, 1-7 Information, 1-5, 1-6, 8-1 member information, 2-2, 4-6 Number, 3-1 Numbers, 8-1 Words, 8-1 Edit I-2 INDEX Basic Commands, 2-9 New Member, 4-1 Time and Talent, 6-10 Edit/Change Commands, 2-9 Electrical power out, 2-10 End Of First Quarter, 8-5 FIRST SESSION, 2-6 Fourth Quarter, 8-6 FOURTH SESSION, 2-7 Second Quarter, 8-5 SECOND SESSION, 2-7 Third Quarter, 8-6 THIRD SESSION, 2-7 Enter church information, 2-2 Code Amount, 3-4 CONTRIBUTIONS, 3-1 Contributions to Date, 1-14 Member Information, 4-2 Single Contribution, 3-3 Envelope Box Labels, 5-4 Erase contribution, 3-5 F Field Format, 7-6 Field Format Contribution, 7-6 First Quarter End, 8-5 First Session End of, 2-6 FORMAT, 2-8 Format MEMBER INFORMATION DISK, 2-8 Format PROGRAM DISK, 2-8 Format Data Fields, 7-6 Member Contribution, 5-2 Member Information, 7-6 r≈ Member Information Disk, 2-8 Time and Talent Disk, 2-8 Fourth Quarter End, 8-6 Fourth Session End of, 2-7 H Hard Disk Additional Main Menu Option, 8-5 Set Up, 8-4 HOW TO BEGIN, 1-1 I Inactive Members, 4-4 Index I-3 INDEX Contribution (Repair), 7-2 Member (Repair), 7-2 Repair, 7-2 Information Church, 2-2 Contribution, 3-2 Data Drive, 1-6 Edit, 1-5, 1-6 Edit Member, 4-4 Edit, Member, 4-6 Pledge, 3-2 L Labels Envelope Box, 5-4 Mailing, 2-2, 5-4 List Contribution, 5-1 Contributions recorded, 5-1 M Mailing labels, 2-2, 5-4 MAIN MENU, 2-2 MAIN MENU Summary, 2-2 Member And Contribution Information to ASCII Files, 7-3 Member Contribution Codes, 4-3 Format, 5-2 Report, 5-2 Summary, 2-2 Disk Repair, 2-2 Member Index, 7-2 Member Index (Repair), 7-2 Member Info to ASCII Files, 7-3 Member Information Disk format, 2-8 Set Up, 2-2 Edit, 2-2, 4-4, 4-6 Member Information Enter, 4-2 Set Up, 1-9 Member List Alphabetical, 5-3 Numerical, 5-3 Member Reports, 5-2 Member Time and Talents, 6-3 Member Update Menu, 2-2 Member's Name, 3-2 Member Non-Pledging, 4-2 Non-pledging - Percent, 3-5 Pledging, 4-2 I-4 INDEX Members per disk, 1-6 Members Inactive, 4-4 Multiple Contributions, 3-3 N Name Church, 1-5 Member's, 3-2 Names Alphabetical order, 4-5 New Member Add, 2-2, 4-1 New Quarter, 7-1 New Year Set Up Disk, 7-1 Non-Pledging Member, 4-2 Non-Pledging Member by Percent, 3-5 NUM Lock, 3-1, 4-1 Number of Contributions, 1-6 Contributions per disk, 1-6 Members, 1-6 Members per disk, 1-6 Number Pad, 2-9, 3-1, 4-1 Numbers Numerical order, 4-5 Numerical Member List, 5-3 O Offering Plate, 4-4 Options Edit, 4-5 MAIN MENU, 2-2 Order numeric, numbers, 4-5 Other Contribution areas, 3-4 P Pad Number, 3-1 Past Quarters Reference, 8-6 Percent of Donation Non-pledging, 3-5 Percentage Contribution by, 3-4 Plate Offering, 4-4 Pledge info automatic reset, 3-4 Pledge Information, 3-2 Pledging Member, 4-2 Posting Date, 3-1 Practice Session, 1-12 I-5 INDEX Print Menu, 2-2, 5-1 Print reports, 2-2 Print Time and Talent, 6-5 Problem with data, 2-10 Program Disk Update, 8-3 Program Disk format, 2-8 Q Quarter New, 7-1 Set Up Disk, 2-2 Quarterly Routine, 2-3 Quit from Main Menu, 2-2 R Recorded contributions list, 5-1 Recording Contributions, 3-2 Refer to Past Quarters, 8-6 Remove contribution recorded, 3-5 Repair Index, 7-2 Repair Contribution Index, 7-2 Member Index, 7-2 Time and Talent Index, 7-2 Report Member Contribution, 5-2 Reports Member, 5-2 Print, 2-2 Reset of pledge info, 3-4 Routine Quarterly, 2-3 Weekly, 2-3 S Second Quarter End, 8-5 Second Session End of, 2-6 Session Practice, 1-12 Set Code, 3-3 Set Up - Hard Disk, 8-4 Set Up Disk For New Year, 7-1 Set Up Disk Year End, 7-1 SET UP DISKS, 1-1 Set up disks for the next quarter, 2-2 Set Up Member Information, 1-9 Set Up Member Information Disks, 2-2 SET UP SYSTEM, 1-3, 2-2 I-6 INDEX Set Up Time And Talent Disks, 6-1 Single Contribution Enter, 3-3 START UP SYSTEM, 2-1 Status Disk (Space), 7-3 Summary of MAIN MENU Options, 2-2 Summary Member Contributions, 2-2 System Close Down, 2-1 Set Up, 1-1 Start Up, 2-1 T Third Quarter End, 8-6 Third Session End of, 2-7 Time and talent, 1-10 Time and Talent Directory, 2-2 Time and Talent Disk format, 2-8 Set Up, 6-1 Time and Talent Index Repair, 7-2 Time And Talent Menu, 6-1 Time and Talent delete, 6-9 Edit, 6-10 Print, 6-5 To date Contributions, 1-14 Totals Contribution, 5-1 Translate, 7-3 Troubleshooting, 2-10 U Update Program Disk, 8-3 Update Program Disk, 8-3 Utilities, 2-2, 7-1 W Weekly Routine, 2-3 Word Processing Files, 7-3 Y Year End, 7-1 Year End Set Up of Disk, 7-1 Year-end Routine, 8-7 I-7