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JCSM Shareware Collection 1996 September
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PRINTME.DOC
M-TRAC TABLE OF CONTENTS
1. OVERVIEW.........................................
2. COPYRIGHT INFORMATION............................
3. HARDWARE/SOFTWARE REQUIREMENTS...................
4. FUNCTION KEYS....................................
5. SIGN-ON and SIGN-OFF PROCEDURES..................
6. BACKUPS..........................................
7. M-TRAC TABLES....................................
7.1 ADD NEW M-TRAC TABLES...........................
7.2 UPDATE M-TRAC TABLE INFORMATION.................
7.3 DELETE M-TRAC TABLES............................
7.4 M-TRAC TABLE REPORTS............................
7.4.1 TABLE REPORT BY AREA AND TYPE.................
7.4.2 TABLE REPORT BY TABLE NAME....................
7.4.3 TABLE REPORT BY CATEGORY......................
8. MEMBERSHIP.......................................
8.1 PERSONAL INFORMATION............................
8.2 DEGREE INFORMATION..............................
8.3 MISC (MISCELLANEOUS) INFORMATION................
8.4 DELETE MEMBERS RECORD...........................
8.5 CHANGE ID ......................................
8.6 MEMBERSHIP REPORTS..............................
8.6.1 MEMBERSHIP REPORT BY MEMBER NAME..............
8.6.2 MEMBERSHIP REPORT BY MEMBERSHIP NUMBER........
8.6.3 MEMBERSHIP REPORT BY DEGREE LEVEL.............
2
8.6.4 MEMBERSHIP REPORT BY DATE JOINED..............
8.6.5 MEMBERSHIP RECORD DISPLAY REPORT..............
8.6.6 MEMBERSHIP ADDRESS LABELS - COMES WITH M-TRAC PLUS
8.6.7 MEMBERSHIP DUES - BILLING - COMES WITH M-TRAC PLUS
8.6.8 MEMBERSHIP DUES - REMINDERS - COMES WITH M-TRAC PLUS
8.6.9 MEMBERSHIP DUES - BILLING REGISTER - COMES WITH M-TRAC PLUS
8.6.10 MEMBERSHIP DUES - PAYMENT REGISTER - COMES WITH M-TRAC PLUS
8.6.11 MEMBERSHIP POST CARDS - COMES WITH M-TRAC PLUS
8.6.12 MEMBERSHIP REPORT - HONORARY MEMBERS.........
8.6.13 MEMBERSHIP REPORT - BIRTHDAY LIST - COMES WITH M-TRAC PLUS
8.6.14 MEMBERSHIP REPORT - ANNIVERSARY LIST - COMES WITH M-TRAC PLUS
8.6.15 MEMBERSHIP REPORT - SSN LIST - COMES WITH M-TRAC PLUS
8.6.16 MEMBERSHIP REPORT - SPOUSE LIST - COMES WITH M-TRAC PLUS
8.6.17 MEMBERSHIP REPORT - SPONSOR LIST - COMES WITH M-TRAC PLUS
8.6.18 MEMBERSHIP REPORT - INSURANCE LIST - COMES WITH M-TRAC PLUS
8.6.19 MEMBERSHIP REPORT - TRANSFER FROM - COMES WITH M-TRAC PLUS
8.6.20 MEMBERSHIP REPORT - TRANSFER TO - COMES WITH M-TRAC PLUS
8.7 MEMBERSHIP MAINTENANCE..........................
8.7.1 INITIALIZE DUES PAID..........................
9. COMMITTEES.......................................
9.1 UPDATE COMMITTEE INFORMATION....................
9.2 COMMITTEE REPORTS...............................
9.2.1 COMMITTEE REPORT BY COMMITTEE (FORMAT A)......
9.2.2 COMMITTEE REPORT BY COMMITTEE (FORMAT B)......
9.2.3 COMMITTEE REPORT BY MEMBER NAME. .............
3
9.2.4 COMMITTEE ADDRESS LABELS......................
9.2.5 COMMITTEE POST CARDS..........................
10. AWARDS..........................................
10.1 UPDATE AWARD INFORMATION.......................
10.2 AWARDS REPORTS.................................
10.2.1 AWARDS REPORT BY NAME........................
10.2.2 AWARDS REPORT BY YEAR GIVEN..................
10.2.3 AWARDS REPORT BY MEMBER......................
10.2.4 AWARDS - ADDRESS LABELS......................
11. OFFICES HELD....................................
11.1 UPDATE OFFICE HELD INFORMATION.................
11.2 OFFICES HELD REPORTS...........................
11.2.1 OFFICES HELD REPORT - BY NAME OF OFFICE HELD.
11.2.2 OFFICES HELD REPORT - BY YEAR OFFICE HELD....
11.2.3 OFFICES HELD REPORT - BY MEMBERS NAME........
11.2.4 OFFICES HELD - ADDRESS LABELS................
12. RESERVATIONS (HALL).............................
12.1 ADD RESERVATIONS...............................
12.2 UPDATE RESERVATION INFORMATION.................
12.3 DELETE RESERVATION INFORMATION.................
12.4 RESERVATION REPORTS............................
12.4.1 RESERVATIONS BY DATE.........................
12.4.2 RESERVATIONS BY DATE (BREAK ON MONTH)........
12.4.3 RESERVATIONS BY NAME.........................
12.4.4 RESERVATIONS BY RESERVATION CODE.............
12.4.5 RESERVATIONS PAYMENT REGISTER................
4
13. MAIL MERGE USING WORD PERFECT...................
14. CREATE LOTUS 123 FILE...........................
15. WILDCARD PROCESSING.............................
16. SAVING PARAMETERS...............................
5
M-TRAC
MEMBERSHIP TRACKING SYSTEM
VERSION 3.0
COPYRIGHT 1994 - Bucher's PcSoftware
1. OVERVIEW
M-TRAC is a software program designed to track membership
information for any organization. It can be used to keep and
maintain information on each member of your organization.
Information such as the member's name, address, telephone number,
date joined, membership status, dues paid, committees, etc. can
be kept on each member.
M-TRAC consists of five main areas convering Membership,
Committees, Reservations, Awards, and Offices Held. M-TRAC
invokes real time processing (meaning any information added,
updated, or deleted is done immediately).
Another very important feature of the M-TRAC system is that it
is table driven. This means you can define the committees, awards,
6
and offices that are valid within your own organization. Thereafter,
every time a member is added to a committee, given an award, and/or
assigned to an office, the committee table, awards table, and/or
office held table are checked to insure they actually exists.
Another example is defining your own valid membership statuses
(i.e. A=ACTIVE, I=INACTIVE, etc.) where members can only be given
a status that is valid on the membership status table.
2. COPYRIGHT INFORMATION
M-TRAC is the property of Bucher's PcSoftware. UNMODIFIED
copies of the program (NOT THE MANUAL) may be distributed for a
30 day evaluation period provided that no payment, commercial
benefit or other consideration is received.
IN NO EVENT shall Bucher's PcSoftware be liable for any
damages whatsoever (including without limitation damages for loss
of business profits, business interruption, loss of business
information, and the like) arising out of use of this software.
After the registration fee is paid, you are authorized to
have M-TRAC installed on one personal computer. For additional site
licenses, please call (314) 264-2537 (prices are subject to change
without notice).
7
3. HARDWARE/SOFTWARE REQUIREMENTS
HARDWARE
- IBM or IBM Compatible
- Memory 640K or greater
- Printer (11 or 15 inch carriage)
- Disk options:
* Hard disk
SOFTWARE
- DOS Version 2.0 or higher
4. FUNCTION KEYS
The first row of keys on your keyboard normally contain keys
referred to as FUNCTION keys and are sometimes used by software
packages. In M-TRAC, these keys are used to make it easier for
you to instruct the computer what to do. Several of the function
keys have been assigned a particular function in M-TRAC. Listed
below are the most common function keys used and their defined
purpose:
F7 QUICK ENTRY - normally used to add or update the
information entered immediately without having to
tab through all of the data fields on the screen.
F8 CORRECT - normally used to return the data on the
8
screen back to what was there before you started
changing the information on the screen.
F9 CANCEL - normally used to cancel an update after
you have started changing the record.
F10 or ESC
STOP - normally used to tell the computer you want
to stop at the point you are at and return to the
previous menu. If you keep pressing F10 or ESC, you
will eventually leave M-TRAC and return to DOS.
5. SIGN-ON and SIGN-OFF M-TRAC
SIGN-ON
To SIGN-ON M-TRAC, enter the following commands:
1) At the DOS prompt type CD\M-TRAC30
i.e. C:>CD\M-TRAC30
2) Press the ENTER key
3) At the DOS prompt type M-TRAC
i.e. C:\21M-TRAC>M-TRAC
SIGN-OFF
To SIGN-OFF M-TRAC, enter the following commands:
1) Press the function key F10 or ESC until you are
asked if you want to backup the data files
2) If a TIMED BACKUP is invoked, refer to Section 6
on BACKUPS
9
6. BACKUPS
The issue of backups is an extremely important topic to
discuss. The importance of good backups can not be overly
emphasized.
QUESTION: How often should the data files be backed up?
This is a question that must be answered by the person
responsible for entering and maintaining the information. A rule
of thumb to follow is if you have reached a point where you would
not want to re-enter the information, then it is probably time
to back up the M-TRAC data files. Be sure to rotate your backups
on a regular basis. DO NOT back up on the same diskette(s)
every time.
M-TRAC will help remind you to back up your data files but
you have to make the decision to do it. M-TRAC will on occasion
invoke a TIMED BACKUP but at anytime you can request a backup by
pressing F8 on MAIN MENU.
*******************************************************************
* *
* R E M E M B E R - - It is very important to back up the *
* files after each session if you have made any additions or *
* changes to the files. *
* *
* ENTER "YES" TO BACKUP OR "NO" TO EXIT SYSTEM YES *
* *
*******************************************************************
10
It is suggested that you use 3 to 5 different diskettes. Each time
you back up enter the date on the diskette label. Always select
the diskette with the oldest date (it is important to rotate diskettes).
7. TABLES (M-TRAC)
As stated in the overview, M-TRAC is a table driven system.
What does table driven system mean. It means that all the codes
used in M-TRAC are stored in TABLES. For example, all the valid
membership statuses are stored in a table called the MEMBERSHIP
STATUS TABLE. The membership status table contains the following
codes:
A for ACTIVE
AA for ACTIVE ASSOCIATE
AC for ACTIVE CLERGY
AM for ACTIVE MILITARY
D for DECEASED
T for TRANSFERED
W for WITHDRAWN
All codes stored in a table are given an AREA (A:) and TYPE (T:).
For example, all the membership statues listed above are stored in the
membership status table as such:
A:MS T:A ACTIVE
A:MS T:AA ACTIVE ASSOCIATE
A:MS T:AC ACTIVE CLERGY
A:MS T:AM ACTIVE MILITARY
A:MS T:D DECEASED
A:MS T:T TRANSFERED
A:MS T:W WITHDRAWN
| |
| ----> T: = TYPE (each type repesents a different status)
----------> A: = AREA (MS stands for MEMBERSHIP STATUS)
11
Notice all the membership statuses have the same area (MS).
As you will see committees, awards, and office held tables are
set up similar to the membership status table.
A:BC T:01 BINGO COMMITTEE #1
A:BC T:02 BINGO COMMITTEE #2
A:BC T:03 BINGO COMMITTEE #3
A:BC T:04 BINGO COMMITTEE #4
A:BC T:05 BINGO COMMITTEE #5
A:BC T:06 BINGO COMMITTEE #6
A:BC T:07 BINGO COMMITTEE #7
| |
| ----> T: = TYPE (each type repesents a different committee)
----------> A: = AREA (BC stands for BINGO COMMITTEE)
Notice all the bingo committees have the same area (BC).
A:AW T:KM KNIGHT OF MONTH
A:AW T:KY KNIGHT OF YEAR
| |
| ----> T: = TYPE (each type repesents a different award)
----------> A: = AREA (AW stands for AWARDS)
Notice all the AWARDS have the same area (AW).
A:OH T:FS FINANCIAL SECRETARY
A:OH T:IG INSIDE GUARD
A:OH T:OG OUTSINDE GUARD
| |
| ----> T: = TYPE (each type repesents a office held)
----------> A: = AREA (OH stands for OFFICE HELD)
Notice all the OFFICE HELD codes have the same area (OH).
The following tables are delivered with M-TRAC and have already
been given an AREA (A:) that must be used and not ever changed. The
TYPE (T:) can be changed or new ones added but the AREA (A:) has to
stay the same. The AREAS that must stay the same are:
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AREA TABLE NAME
==== ==========================
A:AC RESERVATION ACTIVITY CODE
A:AD ORGANIZATION ADDRESS
A:CT COMMITTEE TYPES
A:D1 1ST DEGREE
A:D2 2ND DEGREE
A:D3 3RD DEGREE
A:D4 4TH DEGREE
A:DL DEGREE LEVEL
A:HL HONARARY LIFE MEMBER
A:HO HONARARY MEMBER
A:IS INSURANCE STATUSES
A:MS MEMBERSHIP STATUS
A:RC RESERVATION CODES
With committees, awards, and office held tables, you can make the
AREA (A:) whatever you decide. M-TRAC comes delivered with committee,
award, and office held tables already set up but you are free to set
up your own. The ones delivered are:
AREA TABLE NAME
==== ==========================
A:AW AWARDS
A:BC BINGO COMMITTEES
A:GC BINGO COMMITTEES
A:KC KITCHEN COMMITTEES
A:OH OFFICES HELD
7.1 ADD NEW M-TRAC TABLES
You can add new tables or add new entries to an existing
table. For example, to add a new committee such as PLAYGROUND
COMMITTEE, follow these steps:
13
1) Sign on M-TRAC
2) At the MAIN MENU, press F6 (TABLES - UPDATE)
3) At the AREA (A:) screen, press F1 (ADD NEW TABLE)
4) In A: enter PG for PLAYGROUND COMMITTEE
5) Enter C in SELECT A CATEGORY for committee
6) Enter PLAYGROUND COMMITTEE in NAME OF TABLE
7) Press ENTER to display next screen
8) Press F2 for UPDATE A TABLE
9) Enter PG in A:
10) At the TYPE (T:) screen, press F1 (ADD NEW ENTRY)
11) In T: enter 01 for PLAYGROUND COMMITTEE #1
12) Enter C in SELECT A CATEGORY for committee
13) Enter the rest of the requested information
In steps 1 thru 6 you are setting up a new table called
PLAYGROUND COMMITTEE. In steps 7 thru 13 you are adding
an entry to the table PLAYGROUND COMMITTEE called PLAYGROUND
COMMITTEE #1. If you decided to add another entry to the
table calling it PLAYGROUND COMMITTEE #2, all you have to
do is repeat steps 8 thru 13.
MESSAGES
RECORD ADDED
The record entered by you has been added to the TABLE
DUPLICATE KEY - RECORD ALREADY ON FILE
This message says the record you are attempting to add is
already on the TABLE
7.2 UPDATE M-TRAC TABLE INFORMATION
To update TABLE information, follow the steps listed below.
For purpose of example, the membership status table will be used.
The steps are:
14
1) Sign on M-TRAC
2) At the MAIN MENU, press F6 (TABLES - UPDATE)
3) At the AREA (A:) screen, press F2 (UPDATE TABLE)
4) At A: enter MS for membership status table
5) At the TYPE (T:) screen, press F2 (UPDATE ENTRY)
6) At T: enter A for active status
7) Use the tab key to move from field to field and change
the information desired
MESSAGES
RECORD UPDATED
The requested entry updated with the new data
REQUESTED RECORD NOT ON FILE
The record requested is not on the TABLE
7.3 DELETE M-TRAC TABLES
To delete TABLE information, follow the steps listed below.
For purpose of example, the membership status table will be used.
The steps are:
1) Sign on M-TRAC
2) At the MAIN MENU, press F6 (TABLES - UPDATE)
3) At the AREA (A:) screen, press F2 (UPDATE TABLE)
4) At A: enter MS for membership status table
5) At the TYPE (T:) screen, press F2 (UPDATE ENTRY)
6) At T: enter AM for active military
7) Please verify the table entry displayed is the entry
you want to delete. If so, enter "Y" and press the
ENTER key and the record will be deleted.
MESSAGES
RECORD DELETED
The record you requested be deleted was deleted from the
tables
15
REQUESTED RECORD NOT ON FILE
The table entry you requested cannot be found on the TALBES.
Verify that the correct TYPE (T:) was entered.
7.4 M-TRAC TABLE REPORTS
From the TABLES, you can print reports listing all areas
and types defined on the tables. In addition, you can choose
to print all or from one to three areas and from one to three
types.
7.4.1 TABLE REPORT BY AREA (MARK40)
The purpose of the TABLE REPORT BY AREA is to list the various
tables that are defined on M-TRAC. The report is printed in order
AREA (A:) and TYPE (T:). The following information is listed
on the report:
AREA (A:)
TYPE (T:)
DESCRIPTION ONE
DESCRIPTION TWO or CHAIRPERSON (if a committee)
CATEGORY
You have the option of printing all or selected tables from
the M-TRAC TABLES. The following parameters are presented on
the screen:
16
AREAS: ALL prints all areas
SEL allows user to select 1 to 5 table areas
TYPES: ALL prints all types
SEL allows user to select 1 to 5 table types
7.4.2 TABLE REPORT BY TABLE NAME (MARK41)
The report is printed in order of AREA and TYPE with in the
table name. The following information is listed on the report:
AREA (A:)
TYPE (T:)
DESCRIPTION ONE
DESCRIPTION TWO or CHAIRPERSON (if committee)
CATEGORY
You have the option of printing all or selected tables from
the TABLES. The following parameters are presented on the screen:
AREAS: ALL prints all areas
SEL allows user to select 1 to 5 table areas
TYPES: ALL prints all types
SEL allows user to select 1 to 5 table types
7.4.3 TABLE REPORT BY CATEGORY (MARK42)
The report is printed in order of AREA and TYPE within category
(memberships, committees, awards, offices held, and reservations).
The following information is listed on the report:
17
AREA (A:)
TYPE (T:)
DESCRIPTION ONE
DESCRIPTION TWO or CHAIRPERSON (if committee)
CATEGORY
You have the option of printing all or selected tables from
the TABLES. The following parameters are presented on the screen:
AREAS: ALL prints all areas
SEL allows user to select 1 to 5 table areas
TYPES: ALL prints all types
SEL allows user to select 1 to 5 table types
8. MEMBERSHIP
M-TRAC is designed for quick and easy access to important
membership information. You can easily add, change, and delete
information with very little technical knowledge of computers.
From the main menu you select MEMBERSHIP by pressing the
function key F1 and the MEMBERSHIP MENU is displayed. From
here you can add, update, or delete Personal, Degree, and
Misc (Miscellaneous) Information. In addition, you can choose
to Change ID Numbers, Delete Membership Records, or request the
MEMBERSHIP REPORTS MENU to run a desired report.
18
8.1 PERSONAL INFORMATION
To add a new member, press the function key F1. The
PERSONAL INFORMATION screen will be displayed. Use the tab key
to move from field to field entering the appropriate information.
To update PERSONAL INFORMATION, press the function key F2.
The PERSONAL INFORMATION screen will be displayed requesting you
enter the member's MEMBERSHIP NUMBER (ID) or any portion of the
members's last name (up to 10 characters). After entering the
requested information, press the ENTER key.
If the MEMBERS ID NUMBER is entered, the computer will search
the MEMBERSHIP FILE for a matching MEMBERSHIP ID NUMBER. If a
match occurs, the memberhip record is displayed (PERSONAL UPDATE
SCREEN).
If part of the member's last name is entered, the computer
will invoke the name search program. The name search program
displays a screen containing up to ten members, beginning with
the last name that matches as close as possible to the last name
given. You select the desired member from the menu of names by
entering the LINE NO of the member desired. The desired member's
record is then displayed for update. If you cannot find the
member's record, you can add the member's record by pressing
F1 (ADD NEW MEMBER).
19
To update the PERSONAL INFORMATION, move the cursor to the
appropriate field and type over the data in the field. After
changing all information, press the function key F7 (for quick
entry) and the record will be updated on the MEMBERSHIP FILE.
To add the PERSONAL INFORMATION, move the cursor to each
field and enter the appropriate data in the field. After all
information is entered, press the function key F7 and the record
will be added to the MEMBERSHIP FILE.
To switch to the DEGREE INFORMATION SCREEN, press the
function key F8. To switch to the MISC INFORMATION SCREEN,
press the function key F9.
When entering the member's name, spouse's name, and
sponsor's name, the following rules should be followed:
1) Always enter the name in the following order:
LAST NAME, FIRST NAME, and MIDDLE INITIAL
2) The last name should always be followed by a comma
EXAMPLES:
Smith, John L.
Jones, Mary K.
MEMBERSHIP STATUS
The membership status is checked against the valid member-
ship statuses defined on the MEMBERSHIP STATUS TABLE (A:MS)
20
MESSAGES
RECORD ADDED
The personal information has been added to the MEMBERSHIP
FILE.
RECORD UPDATED
The personal information has been updated on the MEMBERSHIP
FILE.
MEMBERSHIP STATUS INVALID
The membership status cannot be found on the MEMBERSHIP
STATUS TABLE (A:MS)
8.2 DEGREE INFORMATION
To update Degree Information, press the function key
F3. The DEGREE INFORMATION SCREEN will be displayed requesting
you enter the member's MEMBERSHIP NUMBER (ID) or any portion of
the members's last name (up to 10 characters). After entering
the requested information, press the ENTER key.
If the MEMBERS ID NUMBER is entered, the computer will search
the MEMBERSHIP FILE for a matching MEMBERSHIP ID NUMBER. If a
match occurs, the memberhip record is displayed (DEGREE UPDATE
SCREEN).
If part of the member's last name is entered, the computer
will invoke the name search program. The name search program
displays a screen containing up to ten members, beginning with
21
the last name that matches as close as possible to the last name
given. You select the desired member from the menu of names by
entering the LINE NO of the member desired. The desired member's
record is then displayed for update. If you cannot find the
member's record, you will have to add the member's record by
pressing F1 (ADD NEW MEMBER).
To update the DEGREE INFORMATION, move the cursor to the
appropriate field and type over the data in the field. After
changing all information, press the function key F7 (for quick
entry) and the record will be updated on the MEMBERSHIP FILE.
To switch to the PERSONAL INFORMATION SCREEN, press the
function key F8. To switch to the MISC INFORMATION SCREEN,
press the function key F9.
CURRENT DEGREE
The current degree is checked against the valid degree
levels defined on the DEGREE LEVELS TABLE (A:DL)
1ST DEGREE
The 1ST DEGREE is checked against the valid degree
levels defined on the 1ST DEGREE TABLE (A:D1)
2ND DEGREE
The 2ND DEGREE is checked against the valid degree
levels defined on the 2ND DEGREE TABLE (A:D2)
3RD DEGREE
The 3RD DEGREE is checked against the valid degree
levels defined on the 3RD DEGREE TABLE (A:D3)
22
4TH DEGREE
The 4TH DEGREE is checked against the valid degree
levels defined on the 4TH DEGREE TABLE (A:D4)
HONORARY MEMBER
The honorary member status is checked against the valid
honorary member codes defined on the HONORARY MEMBER TABLE
(A:HO)
HONORARY LIFE MEMBER
The honorary life member status is checked against the
valid honorary life member codes defined on the HONORARY
LIFE MEMBER TABLE (A:HL)
MESSAGES
RECORD ADDED
The degree information has been added to the MEMBERSHIP FILE.
RECORD UPDATED
The degree information has been updated on the MEMBERSHIP
FILE.
CURRENT, 1ST, 2ND, 3RD, AND/OR 4TH DEGREES INVALID
The degree statuses cannot be found on the DEGREE LEVEL
TABLES (A:DL, A:D1, A:D2, A:D3, or A:D4)
HONORARY MEMBER STATUS INVALID
The honorary member status cannot be found on the HONORARY
MEMBER TABLE (A:HO)
HONORARY LIFE MEMBER STATUS INVALID
The honorary life member status cannot be found on the
HONORARY LIFE MEMBER TABLE (A:HL)
23
8.3 MISC (MISCELLANEOUS) INFORMATION
To update MISC Information, press the function key F4.
The MISC INFORMATION SCREEN will be displayed requesting you
enter the member's MEMBERSHIP NUMBER (ID) or any portion of the
members's last name (up to 10 characters). After entering the
requested information, press the ENTER key.
If the MEMBERS ID NUMBER is entered, the computer will search
the MEMBERSHIP FILE for a matching MEMBERSHIP ID NUMBER. If a
match occurs, the membership record is displayed (MISC UPDATE
SCREEN).
If part of the member's last name is entered, the computer
will invoke the name search program. The name search program
displays a screen containing up to ten members, beginning with
the last name that matches as close as possible to the last name
given. You select the desired member from the menu of names by
entering the LINE NO of the member desired. The desired member's
record is then displayed for update. If you cannot find the
member's record, you will have to add the member's record by
pressing F1 (ADD NEW MEMBER).
To update the MISC INFORMATION, move the cursor to the
appropriate field and type over the data in the field. After
changing all information, press the function key F7 (for quick
entry) and the record will be updated on the MEMBERSHIP FILE.
24
To switch to the PERSONAL INFORMATION SCREEN, press the
function key F8. To switch to the DEGREE INFORMATION SCREEN,
press the function key F9.
INSURANCE STATUS
The insurance status is checked against the insurance
statuses defined on the INSURANCE STATUS TABLE
MESSAGES
RECORD ADDED
The Misc. information has been added to the MEMBERSHIP
FILE.
RECORD UPDATED
The Misc. information has been updated on the MEMBERSHIP
FILE.
INSURACNE STATUS INVALID
The insurance status cannot be found on the INSURANCE STATUS
TABLE (A:IS)
8.4 DELETE MEMBERS
Occasionally, you will want to delete a member's record from
the MEMBERSHIP FILE. To delete someone, press F5 and the MEMBER-
SHIP DELETE SCREEN will be displayed and you will be requested to
enter the member's MEMBERSHIP NUMBER or the member's last name
(up to 10 characters). After entering the requested information,
press the ENTER key.
25
If the MEMBERSHIP NUMBER is entered, the computer will
search the MEMBERSHIP FILE for a matching MEMBERSHIP NUMBER. If
the computer finds a match, the membership record is displayed.
Otherwise, the same screen is redisplayed with the message:
REQUESTED RECORD NOT ON FILE
If the member's last name (up to 10 characters) is entered,
the name search process is invoked. The name search process
displays a screen containing up to ten members, beginning with
last name that matches as close as possible to the last name
given. Select the desired member from the names menu by enter-
ing the LINE NO of the member desired. That record is then
displayed on the screen.
Please verify that the record displayed is the record you
want to delete. If so, type "Y" (the default is "N" for NO)
and press the ENTER key and the record will be deleted.
MESSAGES
RECORD DELETED
The record you requested be deleted was deleted from the
MEMBERSHIP FILE.
REQUESTED RECORD NOT ON FILE
The record you requested cannot be found on the MEMBERSHIP
FILE.
26
8.5 CHANGE ID
It is sometimes necessary to change a member's ID number
because it may have been entered incorrectly. To do this, press
F8 and a CHANGE ID SCREEN will be displayed. You will be requested
to enter both the OLD ID NUMBER and the NEW ID NUMBER. After
entering the old and new ID numbers press the ENTER key. All of the
information associated with the old number will be moved to the new
ID number including any committees, awards, and/or offices held
information.
MESSAGES
ID NUMBER CHANGED
The OLD ID NUMBER was changed to the NEW ID NUMBER
ID NUMBER CANNOT BE FOUND
The ID NUMBER you requested be changed cannot be found on
MEMBERSHIP FILE.
8.6 MEMBERSHIP REPORTS
Several reports are provided listing all kinds of infor-
mation in many different sort sequences. From address labels to
post cards, there are various reports that can be run from the
MEMBERSHIP FILE.
27
All reports will print on 9 1/2" by 11" paper and can be
printed using a narrow (80 column) or wide (133 column) carriage
printer.
8.6.1 MEMBERSHIP REPORT BY MEMBER NAME (MEMB40)
This report is printed alphabetically by MEMBER NAME. The
report contains information such as the member's name, address,
zip code, telephone number, membership status, and degree level.
At the end of the report, the total number of members printed is
shown.
PARAMETERS
DEGREE LEVELS: ALL prints all degree levels
SEL allows up to 3 to be selected
MEMBERSHIP STATUS: ALL prints all membership statuses
SEL allows up to 3 to be selected
8.6.2 MEMBERSHIP REPORT BY MEMBERSHIP NUMBER (MEMB41)
MEMB41 is printed in MEMBERSHIP NUMBER sequence. On this
report you will see listed the member's membership number, name,
address, telephone number, and degree level. At the end of the
report, the total number of members printed is shown.
PARAMETERS
28
DEGREE LEVELS: ALL prints all degree levels
SEL allows up to 3 to be selected
MEMBERSHIP STATUS: ALL prints all membership statuses
SEL allows up to 3 to be selected
8.6.3 MEMBERSHIP REPORT BY DEGREE LEVEL (MEMB42)
This report is printed in degree level sequence. All 1st
degree members are printed first, followed by 2nd, 3rd, and then
4th degree members. Within each degree level, the members are
listed alphabetically by name. The report will show the member's
membership number, name, address, telephone number, and degree
level. The number of members listed on the report will be
printed at the end.
PARAMETERS
DEGREE LEVELS: ALL prints all degree levels
SEL allows up to 3 to be selected
MEMBERSHIP STATUS: ALL prints all membership statuses
SEL allows up to 3 to be selected
8.6.4 MEMBERSHIP REPORT BY DATE JOINED (MEMB43)
MEMB43 will list the members by date joined. On this report
you can see the member's membership number, name, telephone
number, date joined, and degree level. The member's address is
not printed. At the end of the report, the number of members
printed is shown.
29
PARAMETERS
DEGREE LEVELS: ALL prints all degree levels
SEL allows up to 3 to be selected
MEMBERSHIP STATUS: ALL prints all membership statuses
SEL allows up to 3 to be selected
8.6.5 MEMBERSHIP RECORD DISPLAY REPORT (MEMB44)
You should find this report very useful when on occasion,
the membership information on M-TRAC should be re-verified. You
can run MEMB44 to list all of the information currently main-
tained on each member. After the report is printed, it can be
distributed to each member for verification. Hopefully, any
changes not previously reported will be reported at this time.
For example, a member may have had their telephone number
changed but never reported it to you.
The sheets that are returned can then be used to update the
members record on M-TRAC. It is suggested that you back up M-TRAC
after making the updates.
PARAMETERS
DEGREE LEVELS: ALL prints all degree levels
SEL allows up to 3 to be selected
MEMBERSHIP STATUS: ALL prints all membership statuses
SEL allows up to 3 to be selected
30
8.6.12 MEMBERSHIP REPORT - HONORARY MEMBERS (MEMB53)
The purpose of this program is to print a report listing all
members in the organization who have achieved HONORARY MEMBER status
and/or HONORARY LIFE MEMBER status.
PARAMETER
PRINT ADDRESS: YES - prints the home address
NO - does not print the home address
DEGREE LEVELS: ALL prints all degree levels
SEL allows up to 3 to be selected
MEMBERSHIP STATUSES: ALL prints all membership statuses
SEL allows up to 3 to be selected
HONORARY MEMBER: ALL prints honorary members
SEL allows up to 3 to be selected
HONORARY LIFE: ALL prints all honorary life members
SEL allows up to 3 to be selected
31
8.7 MEMBERSHIP MAINTENANCE
This section discusses the maintenance that is required on
the MEMBERSHIP FILE. At the present time, the only maintenance
that is required has to do with membership dues (refer to the
next section for information on how to initialize the dues paid
field).
8.7.1 INITIALILIZE DUES PAID FOR NEW YEAR (MEMB81)
At the beginning of each year, MEMB81 should be run to
initialize the dues paid field. The primary purpose of this
program is to initialize the current dues paid field for the
new year.
MEMB81 reads each member's record on the MEMBERSHIP FILE and
performs maintenance on the CURRENT DUES PAID field and PREVIOUS
DUES PAID field. The information in the previous dues paid field
is replaced by the information in the current dues paid field and
the information in the current dues paid field is reset to zero.
REMINDER: be sure you have a current backup of the
MEMBERSHIP FILE before you run MEMB81. If you don't, follow
the instructions on backing up your files discussed earlier in
the section on BACKUPS.
32
PARAMETERS
DUES YEAR: XXXX where XXXX is the year (i.e. 1991)
DEGREE LEVELS: ALL prints all degree levels
SEL allows up to 3 to be selected
MEMBERSHIP STATUSES: ALL prints all membership statuses
SEL allows up to 3 to be selected
For a printed sample of MEMB81, refer to the section on reports.
9. COMMITTEES
A big task of any organization or club is the management of
all the various committees. Each member is assigned to one or
more committees with one of the members serving as the chair-
person (or head of the committee). Periodically, the committees
are reviewed and members are reassigned.
M-TRAC was designed to help reduce the amount of time spent
managing the committees. Members can be added to committees and
removed from committees very easily. In addition, reports list-
ing all of the committees or selected committees can be printed.
As was mentioned in the overview, M-TRAC is a table driven
system. What this means is that each organization or club can
set up (define) the committees that are valid for them. The
name of the committees are defined by the organization and appear
on the data entry screens and committee reports. For additional
information on how to set up the committees, refer to the section
on M-TRAC TABLES.
33
9.1 UPDATE TO COMMITTEES
You can add and/or remove a member from a committee as
needed. To do this, press the function key F1 and the COMMITTEE
ADD SCREEN will be displayed requesting that you enter the
member's MEMBERSHIP NUMBER or member's last name (up to 10
characters). After entering the requested information, press
the ENTER key.
If the MEMBERSHIP NUMBER is entered, the computer will
search the MEMBERSHIP FILE for a matching MEMBERSHIP NUMBER. If
a match occurs, the membership record is displayed. Otherwise,
the same screen is redisplayed along with the message:
REQUESTED RECORD NOT ON FILE
If part of the member's last name is entered, the computer
will invoke the name search process. The name search process
displays a screen containing up to ten members, beginning with
the last name that matches as close as possible to the last name
given. At this time, select the desired member from the menu of
names by entering the LINE NO of the member desired. The
desired member's record showing the committees assigned (if any)
is then displayed.
To assign a member to a committee, move the cursor to the
first blank line and enter the committee code and type. Press
F7 and the member will be added to the requested committee.
34
To remove a member from a committee, move the cursor to the
line with the committee code and type, blank both the
committee code and type, and then press F7. The member will then
be removed from that committee.
SPECIAL NOTE: both functions (the add and remove) can be
done on the same screen at the same time. The program will
rearrange the committees leaving the ones still assigned and
removing any that were deleted.
MESSAGES
RECORD UPDATED
The committee information in the member's record was updated
on the MEMBERSHIP FILE.
COMMITTEE INVALID
The committee area and/or type are not valid on the M-TRAC
TABLES. Check the M-TRAC TABLES
9.2 COMMITTEE REPORTS
Several committee reports are provided so the organization
can easily manage the various committees. The committee reports
provide needed information such as which members are assigned
to which committees and critical information like the member's
telephone number and address.
All reports print on 9 1/2" by 11" paper and can be printed
using a narrow (80 column) or wide (133 column) carriage printer.
35
9.2.1 COMMITTEE REPORT BY COMMITTEE - FORMAT A (COMM40)
This report prints alphabetically by committee. The members
are listed alphabetically within each committee. Listed on the
report is the chairperson of the committee, the name of the
committee, and all members assigned to the committee. In
addition, the reports list the member's membership number, name,
address, telephone number, and degree level. When a break on
committee occurs, the total number of members assigned to the
committee is printed.
PARAMETERS
DEGREE LEVELS: ALL prints all degree levels
SEL allows up to 3 to be selected
MEMBERSHIP STATUS: ALL prints all membership statuses
SEL allows up to 3 to be selected
COMMITTEE AREA: ALL prints all committee areas
SEL allows up to 3 to be selected
COMMITTEE TYPE: ALL prints all committee types
SEL allows up to 3 to be selected
9.2.2 COMMITTEE REPORT BY COMMITTEE - FORMAT B (COMM41)
COMM41 lists the committees in alphabetic order. Within
each committee, the members are listed alphabetically. Shown on
the report is the member's membership number, name, and telephone
number. Also listed is the chairperson of the committee. When a
36
break on committee occurs, the total number of members assigned
to the committee is printed.
PARAMETERS
DEGREE LEVELS: ALL prints all degree levels
SEL allows up to 3 to be selected
MEMBERSHIP STATUS: ALL prints all membership statuses
SEL allows up to 3 to be selected
COMMITTEE AREA: ALL prints all committee areas
SEL allows up to 3 to be selected
COMMITTEE TYPE: ALL prints all committee types
SEL allows up to 3 to be selected
9.2.3 COMMITTEE REPORT BY MEMBER NAME (COMM42)
This report list all members in alphabetical sequence. The
member's membership number, name and telephone number is listed.
Futhermore, every committee the member serves on is also listed
(committee type, code, and name). At the end of the report, a
total is printed reflecting the total number of members printed
on the report.
PARAMETERS
DEGREE LEVELS: ALL prints all degree levels
SEL allows up to 3 to be selected
MEMBERSHIP STATUS: ALL prints all membership statuses
SEL allows up to 3 to be selected
37
COMMITTEE AREA: ALL prints all committee areas
SEL allows up to 3 to be selected
COMMITTEE TYPE: ALL prints all committee types
SEL allows up to 3 to be selected
9.2.4 COMMITTEE ADDRESS LABELS (COMM43)
COMM43 prints address labels by committee. The labels are
printed alphabetically by the member's name within the committee.
The label format is "ONE ACROSS" and the labels size is 3 1/2"
by 15/16".
The program will ask if the user wants PRINTER SETUP. If
so, answer "YES" and the computer will print two labels with all
X's. If the printer needs to be adjusted, adjust the printer
and continue. If no additional setup is needed, answer "NO" to
the PRINTER SETUP question and the computer will print the
labels.
PARAMETERS
DEGREE LEVELS: ALL prints all degree levels
SEL allows up to 3 to be selected
MEMBERSHIP STATUS: ALL prints all membership statuses
SEL allows up to 3 to be selected
COMMITTEE AREA: ALL prints all committee areas
SEL allows up to 3 to be selected
COMMITTEE TYPE: ALL prints all committee types
SEL allows up to 3 to be selected
38
9.2.5 COMMITTEE POST CARDS (COMM44)
This process was written to provide an easy means of commun-
icating with members assigned to particular committees. Many
times members of a particular committee need to be informed about
up-coming events or changes in policy. Instead of calling every-
one, you can use this process to print post cards making the task
less time consuming.
To print the post cards, you must run the post cards through
the printer twice. First, print the member's address and the
organization's return address. Second, print the desired message
on the opposite side.
PARAMETERS
DEGREE LEVELS: ALL prints all degree levels
SEL allows up to 3 to be selected
MEMBERSHIP STATUS: ALL prints all membership statuses
SEL allows up to 3 to be selected
COMMITTEE AREA: ALL prints all committee areas
SEL allows up to 3 to be selected
COMMITTEE TYPE: ALL prints all committee types
SEL allows up to 3 to be selected
10. AWARDS
Most clubs or organizations give awards to its membership
for outstanding service to the organization. In many cases,
39
members can receive awards from local, state, and/or national
levels. To many organizations, keeping track of information
on who received which award and when is very important.
In M-TRAC, it is an easy task to maintain information on
the awards the membership receives. In addition, reports can be
printed that list the awards members receive.
The first thing your organization needs to do is list the
titles of all the awards your members have received. Then assign
for each award a unique two character area (i.e. AW that stands
for award) and a unique two character type (i.e. FM for Family of
the Month) in which the award was given. For additional information
on how to set up the awards, refer to the section on M-TRAC TABLES.
10.1 UPDATE AWARD INFORMATION
You can add and/or remove an award from a members record.
To do this, press the function key F1 or F2 and the UPDATE AWARD
screen will be displayed requesting that you enter the member's
MEMBERSHIP NUMBER or member's last name (up to 10 characters).
After entering the requested information, press the ENTER key.
If the MEMBERSHIP NUMBER is entered, the computer will
search the MEMBERSHIP FILE for a matching MEMBERSHIP NUMBER. If
a match occurs, the membership record is displayed. Otherwise,
the same screen is redisplayed along with the message:
40
REQUESTED RECORD NOT ON FILE
If part of the member's last name is entered, the computer
will invoke the name search process. The name search process
displays a screen containing up to ten members, beginning with
the last name that matches as close as possible to the last name
given. At this time, select the desired member from the menu of
names by entering the LINE NO of the member desired. The
desired member's record showing the awards assigned (if any) is
then displayed.
To add an award to the members record, move the cursor to the
first blank line and enter the award code and type. Press F7 and
and the award will be added.
To remove an award from the members record, move the cursor
to the line with the award code and type, blank both the award
code and type, and then press F7. The award will then be removed
from the members record.
SPECIAL NOTE: both functions (the add and remove) can be
done on the same screen at the same time. The program will
rearrange the awards leaving the ones still assigned and removing
any that were deleted.
MESSAGES
RECORD UPDATED
The award information in the member's record was updated
on the AWARD FILE.
41
AWARD INVALID
The award area and/or type are not on the M-TRAC TABLES.
Check the M-TRAC TABLES
10.2 AWARDS REPORTS
Several reports on awards are provided. The award reports
provide information on members who have received awards and the
year in which the awards were given. On all of the reports,
you are allowed to select by membership status, degree level,
award code, and award type.
All reports print on 9 1/2" by 11" paper and can be printed
using a narrow (80 column) or wide (133 column) carriage printer.
10.2.1 AWARDS REPORT BY NAME (AWAR40)
This report prints alphabetically the members name within
each award. When the award title changes, the printer advances
to a new page.
PARAMETERS
DEGREE LEVELS: ALL prints all degree levels
SEL allows up to 3 to be selected
MEMBERSHIP STATUS: ALL prints all membership statuses
SEL allows up to 3 to be selected
AWARD AREA: ALL prints all award areas
SEL allows up to 3 to be selected
AWARD TYPE: ALL prints all award types
SEL allows up to 3 to be selected
42
10.2.2 AWARDS REPORT BY YEAR GIVEN (AWAR41)
This report prints alphabetically by year given listing only
the members who have received the award(s).
PARAMETERS
DEGREE LEVELS: ALL prints all degree levels
SEL allows up to 3 to be selected
MEMBERSHIP STATUS: ALL prints all membership statuses
SEL allows up to 3 to be selected
AWARD AREA: ALL prints all award areas
SEL allows up to 3 to be selected
AWARD TYPE: ALL prints all award types
SEL allows up to 3 to be selected
10.2.3 AWARDS REPORT BY MEMBER (AWAR42)
This report prints by members name all of the awards each
member has received. The selection parameters can be used to
include members coded with certain membership statuses, degree
levels, award codes, and/or award types.
PARAMETERS
DEGREE LEVELS: ALL prints all degree levels
SEL allows up to 3 to be selected
MEMBERSHIP STATUS: ALL prints all membership statuses
SEL allows up to 3 to be selected
43
AWARD AREA: ALL prints all award areas
SEL allows up to 3 to be selected
AWARD TYPE: ALL prints all award types
SEL allows up to 3 to be selected
10.2.4 AWARDS - ADDRESS LABELS (AWAR43)
AWAR43 prints address labels by award. The labels are
printed alphabetically by the member's name within the award.
The label format is "ONE ACROSS" and the labels size is 3 1/2"
by 15/16".
The program will ask if the user wants PRINTER SETUP. If
so, answer "YES" and the computer will print two labels with all
X's. If the printer needs to be adjusted, adjust the printer
and continue. If no additional setup is needed, answer "NO" to
the PRINTER SETUP question and the computer will print the
labels.
PARAMETERS
DEGREE LEVELS: ALL prints all degree levels
SEL allows up to 3 to be selected
MEMBERSHIP STATUS: ALL prints all membership statuses
SEL allows up to 3 to be selected
AWARD AREA: ALL prints all award areas
SEL allows up to 3 to be selected
AWARD TYPE: ALL prints all award types
SEL allows up to 3 to be selected
44
11. OFFICES HELD
Every club or organization has a management team that is
usually elected by the members to run the organization. In many
cases these positions are titled President, Vice President, Secretary,
and Treasurer (just to name a few).
In M-TRAC, a record of each position a member is holding or
has held in the past can be recorded. In addition, several
reports can be printed listing the offices the members have
served.
To use the Offices Held program, you first need to define
all of the positions valid in your organization. Then assign
each position a unique two character area (i.e. OH for Office held)
and a unique two character type (i.e. PR for President, VP for
Vice President, SE for Secretary, TR for Treasurer, etc.).
For additional information on how to set up the offices held,
refer to the section on M-TRAC TABLES.
11.1 UPDATE OFFICES HELD INFORMATION
You can add and/or remove an office from a members record.
To do this, press the function key F1 and the UPDATE OFFICE HELD
screen will be displayed requesting that you enter the member's
MEMBERSHIP NUMBER or member's last name (up to 10 characters).
45
After entering the requested information, press the ENTER key.
If the MEMBERSHIP NUMBER is entered, the computer will
search the MEMBERSHIP FILE for a matching MEMBERSHIP NUMBER. If
a match occurs, the membership record is displayed. Otherwise,
the same screen is redisplayed along with the message:
REQUESTED RECORD NOT ON FILE
If part of the member's last name is entered, the computer
will invoke the name search process. The name search process
displays a screen containing up to ten members, beginning with
the last name that matches as close as possible to the last name
given. At this time, select the desired member from the menu of
names by entering the LINE NO of the member desired. The
desired member's record showing the office assigned (if any) is
then displayed.
To add an office to the members record, move the cursor to the
first blank line and enter the office code and type. Press F7 and
and the office will be added.
To remove an office from the members record, move the cursor
to the line with the office code and type, blank both the office
code and type, and then press F7. The office will then be removed
from the members record.
SPECIAL NOTE: both functions (the add and remove) can be
done on the same screen at the same time. The program will
46
rearrange the offices leaving the ones still assigned and removing
any that were deleted.
MESSAGES
RECORD UPDATED
The award information in the member's record was updated
on the OFFICE FILE.
OFFICE INVALID
The office area and/or type are not on the M-TRAC TABLES.
Check the M-TRAC TABLES
11.2 OFFICE REPORTS
Several reports listing the offices held are provided. Listed
on the reports are the office name, members name, and the year the
member held the office. On all of the reports, you can select by
membership status, degree level, office code, and office type.
All reports print on 9 1/2" by 11" paper and can be printed
using a narrow (80 column) or wide (133 column) carriage printer.
11.2.1 OFFICES HELD REPORT - BY NAME OF OFFICE HELD (OFFC41)
This report prints alphabetically all members within each
office. When the office title changes, the printer advances
to a new page.
47
PARAMETERS
DEGREE LEVELS: ALL prints all degree levels
SEL allows up to 3 to be selected
MEMBERSHIP STATUS: ALL prints all membership statuses
SEL allows up to 3 to be selected
OFFICE HELD AREA: ALL prints all office held areas
SEL allows up to 3 to be selected
OFFICE HELD TYPE: ALL prints all office held types
SEL allows up to 3 to be selected
11.2.2 OFFICES HELD REPORT - BY YEAR OFFICE HELD (OFFC41)
This report prints alphabetically by year held listing only
the members who have held the office(s).
PARAMETERS
DEGREE LEVELS: ALL prints all degree levels
SEL allows up to 3 to be selected
MEMBERSHIP STATUS: ALL prints all membership statuses
SEL allows up to 3 to be selected
OFFICE HELD AREA: ALL prints all office held areas
SEL allows up to 3 to be selected
OFFICE HELD TYPE: ALL prints all office held types
SEL allows up to 3 to be selected
11.2.3 OFFICES HELD REPORT - BY MEMBERS NAME (OFFC42)
This report prints by members name all of the offices each
member has held. The selection parameters can be used to
48
include members coded with certain membership statuses, degree
levels, office codes, and/or office types.
PARAMETERS
DEGREE LEVELS: ALL prints all degree levels
SEL allows up to 3 to be selected
MEMBERSHIP STATUS: ALL prints all membership statuses
SEL allows up to 3 to be selected
OFFICE HELD AREA: ALL prints all office held areas
SEL allows up to 3 to be selected
OFFICE HELD TYPE: ALL prints all office held types
SEL allows up to 3 to be selected
11.2.4 OFFICES HELD - ADDRESS LABELS (OFFC43)
OFFC43 prints address labels by office. The labels are
printed alphabetically by the member's name within the office.
The label format is "ONE ACROSS" and the labels size is 3 1/2"
by 15/16".
The program will ask if the user wants PRINTER SETUP. If
so, answer "YES" and the computer will print two labels with all
X's. If the printer needs to be adjusted, adjust the printer
and continue. If no additional setup is needed, answer "NO" to
the PRINTER SETUP question and the computer will print the
labels.
49
PARAMETERS
DEGREE LEVELS: ALL prints all degree levels
SEL allows up to 3 to be selected
MEMBERSHIP STATUS: ALL prints all membership statuses
SEL allows up to 3 to be selected
OFFICE HELD AREA: ALL prints all office held areas
SEL allows up to 3 to be selected
OFFICE HELD TYPE: ALL prints all office held types
SEL allows up to 3 to be selected
12 RESERVATIONS (HALL)
The management of the day to day activities of an organiza-
tion or club is becoming more and more demanding. One area
that must be carefully managed is the renting of an organiza-
tion's facility. M-TRAC provides the software to help manage this
very important task.
With the reservation system, you can add new reservations,
update existing reservations, and delete cancelled reservations.
In addition, several reports are provided showing detail
information on each reservation made.
From the main menu, you can select RESERVATION by pressing
function key F5 and the RESERVATION MENU is displayed. From
here you can chosse to add, update, or delete reservation
information. Or, request the RESERVATION REPORTS MENU to run a
desired report.
50
12.1 ADD RESERVATIONS
New reservations can be added by pressing F1. After press-
ing F1, the computer will display the RESERVATION ADD SCREEN.
Enter the information on the reservation in the appropriate
fields and press the ENTER key. Use F7 after all required
information is entered to quickly add the record to the
RESERVATION FILE. The required fields are listed below:
RESERVATION TIMES
The reservation times must be entered to reserve the hall.
Use AM and PM to designate morning or afternoon.
RESERVATION CODE
Select the correct reservation code from the RESERVATION
TABLE (A:RC)
RESERVATION ACTIVITY CODE
Select the correct reservation activity code fron the
RESERVATION ACTIVITY TABLE (A:AC)
MESSAGES
RECORD ADDED
The reservation record has been added to the RESERVATION
FILE.
RESERVATION CODE INVALID
The reservation code not on the RESERVATION TABLE. Check
the RESERVATION TABLE (A:RC)
51
RESERVATION ACTIVITY CODE INVALID
The reservation activity code not valid on the RESERVATION
ACTIVITY TABLE (A:AC)
12.2 UPDATE RESERVATION INFORMATION
To update reservation information, press the function key
F2. The RESERVATION UPDATE SCREEN will be displayed requesting
you enter the reservation date or the name of the person or
company who made the reservation (up to 6 characters). After
entering the requested information, press the ENTER key.
If the reservation date is entered, the computer will search
the RESERVATION FILE for reservations beginning with the date
requested. If the search is successful, the name search process
will display a screen containing up to ten reservations, starting
with the reservation date entered.
If the name of the person or company who reserved the hall
is entered, the computer will search the RESERVATION FILE for
reservations made by that name. The name search process will
display a screen containing up to ten reservations, beginning
with the name that matches as close as possible to the name
given.
From the NAME SEARCH SCREEN, select the desired reservation
from the reservations displayed by entering the LINE NO of the
52
reservation desired. That record is then displayed on the
screen.
To update the reservation record, move the cursor to the
appropriate field and type over the data in the field. After
changing all information desired, press the function key F7 and
the record will be updated on the RESERVATION FILE.
If you need to change the reservation date and/or times, you
must delete the reservation and then re-add the reservation.
Refer to the sections on deleting and adding new reservations.
MESSAGES
RECORD UPDATED
The information in the reservation record was updated on
the RESERVATION FILE.
RESERVATION CODE INVALID
The reservation code not on the RESERVATION TABLE. Check
the RESERVATION TABLE (A:RC)
RESERVATION ACTIVITY CODE INVALID
The reservation activity code not on the RESERVATION ACTIVITY
TABLE (A:AC)
12.3 DELETE RESERVATION RECORD
Sometimes it is necessary to remove a reservation record
from the RESERVATION FILE. To delete a reservation record, press
53
F3 and the RESERVATION DELETE SCREEN will be displayed and you
will be requested to enter the reservation date or the name of
the person or company who made the reservation (up to 6
characters). After entering the requested information, press
the ENTER key.
If the reservation date is entered, the computer will search
the RESERVATION FILE for records beginning with the date given.
If the computer is successful, the name search process displays
a screen containing up to 10 reservation records, starting with
the reservation date requested.
If the name of the person or company who reserved the hall
is entered, the computer will search the RESERVATION FILE for
reservations made by that name. The name search process will
display a screen containing up to ten reservations, beginning
with the name that matches as close as possible to the name
given.
From the NAME SEARCH SCREEN, select the desired reservation
from the reservations displayed by entering the LINE NO of the
reservation desired. That record is then displayed on the
screen.
Please verify that the record displayed is the record you
want to delete. If so, type "Y" (the default is "N" for NO) and
press the ENTER key and the record will be deleted.
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MESSAGES
RECORD DELETED
The record you requested be deleted was deleted from the
RESERVATION FILE.
12.4 RESERVATION REPORTS
Several reservation reports are provided for management to
use. Information added to the RESERVATION FILE can be printed
by pressing F6 (RESERVATION REPORTS).
All reports will print on 9 1/2" by 11" paper and can be
printed using a narrow (80 column) or wide (133 column) carriage
printer.
12.4.1 RESERVATIONS BY DATE (RESV40)
The report is printed by date reserved. This report prints
information like date reserved, reservation code, time reserved,
name and address of the person or company who made the reserva-
tion, home phone number, work phone number, alternate name, and
a brief description of the event. At the end of the report, the
total number of reservations printed is shown.
PARAMETERS
RESERVATION TYPE: ALL prints all reservation types
SEL allows up to 3 to be selected
55
ACTIVITY TYPE: ALL prints all activity types
SEL allows up to 3 to be selected
12.4.2 RESERVATIONS BY DATE - BREAK ON MONTH (RESV41)
The report is printed by date reserved and advances to a new
page when there is a break in month. The report prints the date
reserved, reservation code, time reserved, the name and address
of the person or company who made the reservation, home phone
number, work phone number, alternate name, and a brief descrip-
tion of the event. At the end of the report, the total number
of reservations printed is shown.
PARAMETERS
RESERVATION TYPE: ALL prints all reservation types
SEL allows up to 3 to be selected
ACTIVITY TYPE: ALL prints all activity types
SEL allows up to 3 to be selected
For a printed sample of RESV41, refer to the section on reports.
12.4.3 RESERVATIONS BY NAME (RESV42)
The report is printed by the name or company who made the
reservation. The report prints the date reserved, reservation
code, time reserved, the name and address of the person or
company who made the reservation, home phone number, work phone
number, alternate name, and a brief description of the event.
56
At the end of the report, the total number of reservations
printed is shown.
PARAMETERS
RESERVATION TYPE: ALL prints all reservation types
SEL allows up to 3 to be selected
ACTIVITY TYPE: ALL prints all activity types
SEL allows up to 3 to be selected
12.4.4 RESERVATIONS BY RESERVATION CODE (RESV43)
The report is printed by reservation code. The report lists
the date reserved, reservation code, time reserved, the name and
address of the person or company who made the reservation, home
phone number, work phone number, alternate name, and a brief
description of the event. At the end of the report, the total
number of reservations printed is shown.
PARAMETERS
RESERVATION TYPE: ALL prints all reservation types
SEL allows up to 3 to be selected
ACTIVITY TYPE: ALL prints all activity types
SEL allows up to 3 to be selected
12.4.5 RESERVATIONS PAYMENT REGISTER (RESV44)
The report is printed by the name of the person or company
who made the reservation. Listed on the report is the date
57
reserved, reservation code, time reserved, name and address of
the person or company who made the reservation, amount of rent,
amount of rent paid, alternate name, and a brief description
of the event. At the end of the report, the total number of
reservations printed is shown.
PARAMETERS
RESERVATION TYPE: ALL prints all reservation types
SEL allows up to 3 to be selected
ACTIVITY TYPE: ALL prints all activity types
SEL allows up to 3 to be selected
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13. MAILMERGE USING WORD PERFECT
If you are interested in using Word Perfect's MAILMERGE
with M-TRAC, call (314) 264-2537.
14. CREATE LOTUS 123 FILE
If you are interested in creating a LOTUS 123 from M-TRAC,
call (314) 264-2537.
15. WILDCARD PROCESSING
If you are familiar with using the DOS wildcard, then you may
be interested in using the M-TRAC WILDCARD. The wildcard can be
59
used when running any membership report that uses the selection
parameter MEMBERSHIP STATUS. For example, when you see:
MEMBERSHIP STATUS: ALL prints all membership statuses
SEL allows up to 3 to be selected
and you want to select all active members (A = ACTIVE, AA =
ACTIVE ASSOCIATE, AC = ACTIVE CLERGY, and AM = ACTIVE MILITARY),
you could use the wildcard option to accomplish the task. Here
is how you use the wildcard option:
1) Enter "SEL" in MEMBERSHIP STATUS parameter
2) Enter "A*" when requested to enter selection
The above action tells the program to select all members that are
active which means all ACTIVE (A ), ACTIVE ASSOCIATE (AA), ACTIVE
CLERGY (AC), and ACTIVE MILITARY (AM) will be printed on the report.
If positive feedback is received concerning the wildcard
feature, then it is possible the wildcard option may be expanded
to other parameters in the future.
16. SAVING PARAMETERS
This feature only works on the DEGREE LEVEL and MEMBERSHIP
STATUS parameters. Just like the wildcard option, if the feedback
is positive, then it may be expanded to include other parameters.
