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CHILD ( VERSION 4.5 ) AUGUST 1995 Programmed By: COMPU-PRO Brian DeJong 244 N. 160TH Holland, Mi. 49423 U.S.A. 1-(616)-786-0630 Documentation & Beta Test By: Micheal DeJong Table of Contents Introduction Page 2 Shareware Page 2 Disclaimer Page 2 Features Page 3 System Requirements Page 4 Printer Configuration Page 4 Quick Start Page 4 Updating From An Earlier Version Page 5 File List Page 6 Operation Page 7 Menu Page 7 Your Personal Information Page 7 Adding A Child Page 7 Medical Information For Child Page 8 Edit A Child Page 8 Deleting A Child Page 8 Print A List Of All Children On File Page 9 Invoices Page 9 Invoices continued Page 10 Edit An Invoice ...(REGISTERED) Page 10 Edit An Invoice Cont'd Page 11 Personal Notes Inserted On Invoices Page 11 Payment History For A Child Page 11 Print A Childs' Information File Page 11 Print A Childs' Information File Cont'd Page 12 Year To Date Income Statement(REGISTERED) Page 12 Year End Payment Clearing (REGISTERED) Page 12 Program Updates And Support Page 13 Registration Benefits Page 14 Registration Form Page 15 - Page 2 - Introduction Welcome to CHILD V4.5. A Day Care Management Program to help the growing number of Day Care providers with the task of keeping accurate records of the children in their care. This helpful program will enable the user to hold records of a child's medical history, personal information, invoices, payment history, and much more. CHILD also has a context sensitive help feature to guide you through the use of the program. Best of all "CHILD" is very user friendly and easy to use, it is menu-driven so choices are made from a list of options, in addition, the bottom of each display window lists the commands and their descriptions for you. Shareware CHILD is a shareware program, so we encourage you to try it out and make copies for friends. If you like the program and continue to use it, we ask that you become a registered user. The trial period for CHILD is at a maximum of 30 days before we must insist that you register. Registration costs $30.00 plus shipping. Which will give you permission to continue using CHILD and receive all the benefits of the registered version which are listed later in this documentation. Permission is hereby granted to make exact copies of the program and documentation for the purpose of shareware distribution. Cost of such not to exceed $5.00 and is only to cover the cost of duplication, and does not constitute registration of said program. Warranty Disclaimer The writers and programmers of "CHILD" make no warranty concerning the function or fitness of this documentation or the corresponding program, and shall have no liability or responsibility to any recipient with respect to any liability, loss, or damage, directly or indirectly arising out of the use of the documentation and program, including but not limited to any loss of business or other incidental or consequential damages. - Page 3 - Features - Children's Database Including: 1. Childs Name, Address, Phone Number, Birth Date, Start Date,End Date, Room Number and More!!. 2. Parent's Name, Address, Phone Number, Place of Employment. 3. Person(s) To Call In Case Of An Emergencies. 4. List Of Persons Allowed To Pick Up The Children. 5. Ability To Print Out A List Of The Children With Emergency Phone Numbers To Call. 6. Your Child's Database Can Be Printed In A Easy Report. - Child's Medical Database Including: 1. Child's Physician With Phone Numbers. 2. Child's Insurance Carrier With Policy Number. 3. Allergy Information. 4. Shot Records. - Invoicing And Payment History: 1. Print & Record Payments Made To The Day Care With One Easy To Read Screen. 2. Automatically Keeps Track Of All Outstanding Balances Due. 3. Invoices Show The Payment, Payment History, Year To Date Total, And Outstanding Balance. 4. Ability To Include Personal Notes At The Bottom Of The Invoice. 5. Ability To Print A Child's Payment History At Any Time. - REGISTERED USER FEATURES: 1. Edit A Past Invoice Just In Case A Incorrect Entry Was Made. 2. Ability To Print A Income Summary Report For All The Income Earned For The Year To Date. 3. Clear All The Payment History At The End Of The Year Without Deleting All The Child's Information File. 4. Delete A Childs Information from the file. - Page 4 - System Requirements - MS-DOS compatible computer ( IBM-PC, AT, PS/2, or a compatible.) - MS-DOS Version 3.3 or greater - At least 512k of free memory - Will run on either a floppy drive or hard drive. The hard drive is highly recommended. - A printer - A mouse is also recommended for use with this program. Printer Configuration Choose The MAINT Option from the top line menu. Select the CHOOSE PRINTER option and press ENTER. This will bring up a list of the currently supported printers. Use the arrow keys to high-light the printer that you have or one that is closest. If your printer is not shown select one that your printer will emulate. Once you have done this press the ENTER key to save the selected driver the current one. Quick Start: Insert the supplied floppy in the A: drive. If your A: drive is a different format (5.25") you will need to make a copy of this disk onto one of them. you can do this by putting the CHILD 4.5 disk in the b: drive and a blank formatted floppy in the B: drive and type at the DOS prompt: COPY A:*.* B:*.* and press the ENTER key. Once this is done, log to the A: drive and type INSTALL.(REGISTERED VERSION ONLY) This will copy all the files to your hard drive in the directory that you choose. Log to this directory and type CHILD45 and press ENTER. that's it!!!! you can start using the program. For SHAREWARE version just unzip the files and run the file CHILD45S.EXE. - Page 5 - Updating From A Earlier Version: REGISTERED VERSION ONLY!!! If you are a user of CHILD V3.* it is very important to run the CONVERT4.EXE program included with this updated version of CHILD. This quick conversion will change your V3.* CHILDINF.300 file to let the new V4.5 accept and use the data you have already established. The CHILDINF.300 file is the file where all the data you type in and save for each child is stored. The very first thing that needs to be done is to make sure you have a current backup made of your CHILD directory ( Assuming this is what you have called the directory your CHILD program is in.) containing all the files that is in it, which should have been done before you installed CHILDV4.5, see page 4. The new version of CHILD comes with a very small CHILDINF.405 file which only has an example child in it for new users to see. 1.Assuming you are already at the current directory your CHILD program is installed to, we will call it C:\CHILD for this lesson. 2.At the DOS prompt ( C:\CHILD ) type CONVERT4.EXE 3.You then will be prompted to press the ENTER key to continue the conversion program. 4.It only takes a moment for the program to be completed and you will then be prompted to press ENTER again to return you to the DOS prompt. 5.For safety reasons your old CHILDINF.300 file was saved by the conversion program and renamed as CHILDINF.OLD . If for any reason something may go wrong you can restore your old data file by renaming it. Assuming everything went as expected you now can delete this file as it will no longer be needed...Also be sure to delete the CONVERT4.EXE file, running this for a second time by mistake could loose all the data on your new CHILDINF.405 file. The new name for your CHILDINF file will be CHILDINF.405 and will also double in size from the old version. - Page 6 - File List What you should have received with CHILDV4.5 READ_ME.1ST < URGENT PROGRAM NOTES AND UPDATE INFORMATION > CHILD45.EXE The CHILD program file. DO NOT DELETE CHILD45S.EXE For SHAREWARE Version. CHILDINF.405 The CHILD information file. Which comes with an example child for a new user to view. People updating from earlier versions should not use this file...they should convert their old CHILDINF.300 file to the new format for V4.5 which is explained in Page 4 & 5. CONVERT4.EXE The conversion file used to convert the CHILDINF.300 file used in earlier versions to the new format that CHILD V4.5 uses. *** Anyone not updating from an earlier version please delete this file now for you are not to use it.*** *** All people that have updated their CHILDINF.300 file from the older versions must also delete the CONVERT4.EXE file as soon as it was finished. Any questions please read page 5. CHILDMNU.405 Menu information file. DO NOT DELETE CHILDNOT.405 Invoicing notes data file. DO NOT DELETE CURRPRT.405 Current Printer Driver. DO NOT DELETE CHILD4.TXT The manual you are now reading. MYINFO.405 Your personal Information file. DO NOT DELETE NEWPRNT.405 Printer drivers DO NOT DELETE PRINTLST.405 Printer information file. DO NOT DELETE REG.DAT Registration Information. DO NOT DELETE FILE_ID.DIZ Description of CHILD V4.5 for BBS and Venders. REGISTER.FRM Registration form. - Page 7 - Operation MENU: Child has a easy to use pull down menu system. All the user needs to do is use the arrow keys to highlight the menu desired and press the ENTER key to pull down the batch of option available within that menu. Then arrow down to highlight the option requested and press the ENTER key to select that option. Your personal information: By using the arrow keys to highlight the EDIT menu press ENTER, then highlighting the PERSONAL option and press ENTER. This will open the personal information window where you will be able to enter your: Day Care Name, Providers Name, Address, City, State, Zip, State License Number, Phone Number, Providers Social Security Number. All of this information is stored and then used in making the invoice by including it on the invoice. By popular demand the social security number and the license number have not been included on the invoice because this is personal information not normally given out unless asked for. Adding a child: By using your arrow keys highlight the EDIT menu and press ENTER to open that menu option. Then highlight the ADD A CHILD option and again press ENTER. This will open the Add a Child information window. Adding the child's information into the program is as easy as filling in the blanks. All you need to do is type in the appropriate information and use the TAB key to move yourself to the next field. Or press SHIFT + TAB keys to move yourself backwards through the field. You will find that some fields like the date and phone number fields will automatically move to the next field as they are filled in. This feature was placed into CHILD to try to speed up the time required to enter all of the important information needed to be stored. When you have reached the amount line in the child's information screen you then have the option to type in a hourly rate ( $3.00 per hour ) or a weekly rate ( $100.00 per week ). After you have typed in the amount you will TAB to the next field where you will either type HOURLY or WEEKLY to tell the program how to calculate the amount of money owed for each payment, this will be described later in the invoice option. After the Hourly-Weekly line you will them TAB to the NOTES line where you may type in any special notes about the child, ("Needs teddy for nap time") ect. - Page 8 - Medical information: You now will use the TAB button to highlight the MEDICAL option at the bottom of the screen and then press the ENTER button. This will open the MEDICAL window where you will have the option to enter the child's: Physicians Name, Phone Number, Insurance Carrier, Policy Number, Allergies, and the Child's Shot Record. Once again it is important to remember the TAB key is used to move yourself from line to line. And the SHIFT + TAB keys are used to move the cursor backwards through the fields. After all the medical information has been entered you now will use the TAB key to highlight the SAVE button on the screen. When you press ENTER you will have saved all the child's information in the program. One hint for a quick way to save the information is to press the ALT + S keys at any field on the screen. When all the information is saved you will automatically be returned to the main menu. Edit a child: Whenever there is a need to edit or add any information in the child's record, all you have to do is: Highlight the EDIT menu and press the ENTER key to open that menu option and use the arrow keys to highlight the CHILD FILE option and press the ENTER key again. This will open the same child information window you used to enter all the child's records. At this point you can now use the TAB key to advance yourself through the fields or use the SHIFT + TAB keys to move backwards through the fields. After you type in the new information at the field to be changed you the will use the TAB key again to advance your cursor to the SAVE button at the bottom of the screen, then press the ENTER key to save your changes. A quicker way to save the changes you have made is to press the ALT + S keys to save all the changes from any field line. You then will automatically be returned to the main menu. Delete a child: Use your arrow keys to highlight the EDIT menu and then press the ENTER key to open that menu option. Use the arrow keys again to highlight the DELETE A CHILD option and press the ENTER key to open the delete option. You now will be shown a list of the children in your program. To delete a child from this list all that has to be done is use the arrow keys to highlight the child you wish to delete then press the ENTER key and you will be prompted to acknowledge that you are certain that you want to delete this child. Press ENTER to accept the command and within seconds all the information for that child will be delete from the program. It is very important to remember that all the information for the child being delete will permanently be lost from the program..! - Page 9 - Print a list of all children on file: To print a complete list of all the children in your CHILD program including: Child's Name, Address, Phone Number, Parents Name, Parents Work Phone Number. You will first need to make sure that your printer is turned on and has paper in it. Then use your arrow keys to highlight the PRINT menu and press the ENTER key to open the print menu option then use the arrow keys again to highlight the LIST OF CHILDREN option in the PRINT menu and press the ENTER key. This will automatically start the printing of the child list. When the list has finished printing you then will be returned to the main menu screen. Invoices: The best feature of CHILD is the ability to give all of your customers a weekly invoice with a payment history and yearly balance. This function is very easy to perform all you need to do is use your arrow keys to highlight the PRINT menu and press the ENTER key to open the PRINT menu option. Then use the arrow keys again to highlight the INVOICE option and press the ENTER key to open it. This will bring you to the children list of all the children in the DayCare. You now will use your arrow keys to highlight the child you wish to create an invoice for and press the ENTER key. If the child is an HOURLY pay child a window will come up where you can choose to enter the daily amount of hours that the child was watched. All you do is enter the amount of hours and press the TAB key to change fields, continue to do this until all days have been entered and the CONTINUE button is highlighted. Press the ENTER button to save this information in the Childs pay record. Or if you choose to do so you can press the ESC button any time before pressing the CONTINUE button and the information will not be saved, but you will not be able to pull this information up later. At this point you will now be at the invoice window with your cursor at the child's name. You now will verify that this is the child you want to make an invoice for. If it is not you must then press the ESCAPE key to exit the invoice window and choose the name again. If the child's name is correct then press the TAB key to move your cursor to the Date Covered field. You now will enter the dates that the invoice is going to cover, this is once again a easy fill in the blank field, ( 01/01/1994 ). Now again press the TAB key to advance your cursor. If the child's account is paid on a set weekly amount you will be advanced to the Amount Due line. If the child's account is paid at a hourly rate the computer will automatically calculate the hours watched based on the information inputted in the previous screen. Now press the TAB key to advance your cursor to the Amount Due field, you will notice that it already has an amount entered into this field, this is automatically entered by your data of the child in his/her amount paid per hour field when you entered the child into the program. - Page 10 - Invoices continued: At the Amount Due field, if the child's pay is per hour then just press the TAB key and the program will automatically total the amount due for you and advance you to the next field. Or just type in the amount in if you wish. If there is any changes that need to be made you may type in any amount you wish at the amount due field. If the child pays a weekly set rate you will also press the TAB key to advance to the next field and the program will have automatically set the amount due. Your cursor should now be at the Amount Past Due field. This field will be discussed further later, for now just press the TAB key to advance your cursor to the Total Due field. Here the program has totaled the amount due and the amount past due for you to give you the total amount due. You now can make any changes to this amount field or just press the TAB key to advance your cursor to the Amount Paid field. At the Amount Paid field you will now enter the actual amount the child's parents have paid you. Then press the TAB key, this will tell the program to record all the information entered into the invoice. If the actual amount paid to you by the parent is different than the amount due, the program will automatically leave an amount past due at the Balanced Owed field. This amount will later be placed into the Amount Past Due field on the next invoice made for this child. If the amount past due is owed to you it will add it to the Total Amount field or if the amount is a credit due to the parent because they overpaid there amount due then it will automatically be subtracted from their amount due on the next invoice. Press the TAB key now and you will advance the cursor to the notes field where you will be able to edit or add your personal notes to the invoice. To advance through each line of the notes use the TAB key or SHIFT + TAB keys. Press the TAB key one more time, your cursor should now be at the child's name at the top of the screen. Now all that needs to be done is to print the invoice. Please make sure that the printer is turned on and has plenty of paper in it, and you have pressed the TAB key past the Balance owed field to put your cursor at the child's name at the to of the screen. To print the invoice all you need to do is press the F10 key and it will display a box that will allow you to do ine of three things : PRINT the invoice, SAVE save the information only and NOT print it, and CANCEL to just forget it all. Edit An Invoice: To edit an invoice all you have to do is select the EDIT menu option and highlight the option of EDIT INVOICE and press ENTER. You will be presented with a list of the children in your file, use the arrow keys to highlight the child file that you wish to edit the invoice for and press the ENTER key. Next you will be presented with a list of the invoice dates and amounts for that child, simply highlight the invoice date that you wish to edit and press the ENTER key. You will now be at the same invoice screen you use for printing a regular invoice. - Page 11 - Edit An Invoice Cont'd: Just tab through the fields and change whatever needs to be changed and then press F10 to save the information and print the invoice out. If you need to abort this operation you MUST do so before pressing F10, and can do this by pressing the ESC key. Personal notes inserted on invoices: New for CHILDV4.5 is the ability to insert your own personal notes onto each invoice. You have two ways to complete this, one way is at the time you are entering all the payment information on the invoice screen you can edit or add any notes at the four notes line at the bottom of the screen. The second way to add notes to the invoices is to enter them from the main menu. To do this follow the steps below. Select the EDIT menu option and arrow down to the NOTES menu option and press the ENTER key. This will bring up a window that will have four line fields that represent the four note lines at the bottom of the invoice screen. Now just enter the information that you want to display at the bottom of your invoices. This information will be stored inn a file and will print on ALL invoices. You still have the option to change this for the individual invoice by editing it at the time the invoice is printed. Payment history for a child: This option will enable you to print a payment history for any given child. This is especially useful whenever you may have any questions concerning a payment made to you by the parent. Use the arrow keys to highlight the PRINT menu option and press the ENTER key to open that menu. Use the arrow keys again to highlight the PAYMENT HISTORY option and press the ENTER key again to open the payment history option. You now will be shown a list of all the children within your database. Use the arrow keys to highlight the child you wish to print a payment history on and press the ENTER key. Automatically the program will print the complete payment history of the child chosen. The report will include a date history of all payments made and the date that the payment was made. It will print a year to date total for all the payments made at the time of the report. The report will also include a past due amount owed to the DayCare if any will exist. This option will be quite useful when the end of the year is here and the parent needs to know how much they will be able to declare as a deductible for child care expense. Printing a child's information file: This is an option put into the program to allow the user to be able to keep a printed record of the child's information file that is stored into the program. Use the arrow keys to highlight the PRINT menu option and press the ENTER key to open it. - Page 12 - Printing a Child's iformation file: Again use the arrow keys to highlight the the CHILD'S FILE option and press the ENTER key to open it. You now will be shown a list of all the children within the program. Use the arrow keys to highlight the child you would like to make the information report on and press the ENTER key to chose that child. The program will automatically print the report which will include all the information that you have entered when you added this child to the program including the medical data. This is a very important report to keep up to date, we all know how miserable it is to have a computer go down or have a hard drive failure. This report will give you all the information you need to enter it back in. ( of course you all will make daily backups of the CHILDINF.DBF file when any changes are made.) Year To Date Income Statement: Printing a year to date income statement for you DayCare is as simple as selecting the menu option of PRINT and highlighting the option of Year End Statement and pressing ENTER. This report will list all of the children on file and their total payments as well as any outstanding balance. These will be totaled at the bottom of the page. Simple Huh?? Year End Payment Clearing: When you have used the program all year and have printed the final payment records for all children on file and now wish to start another profitable year with you DayCare you will have to clear all payment history information for last year in order to start the new year. (for memory purposes CHILD only stores 52 payment cycles for each child = 1 Year). All you have to do is Select the option of MAINT in the menu and highlight CLEAR PAYMENTS and press the ENTER key. you will be prompted ARE YOU SURE?? since this is a permanent operation and cannon be UN-done. Just press the ENTER key and Viola All payment information is cleared, but the Childs file is intact and ready for another year.. - Page 13 - Program Updates and Support Because I strive to provide the best possible program, I must periodically enhance and revise CHILD. I will notify all Registered users by mail when CHILD updates are available, and how they can be obtained. In closing we would like to thank you for trying CHILDV4.5. This program has been a great experience for us to provide the shareware users a very useful program to manage their income in running a DayCare. Also to remind you, registering CHILD will gain you many more helpful and productive features. Enhancements are being added all the time to make CHILD the only program you will need to manage your income and receipts to run a quality DayCare. You comments are appreciated. If you can think of anything that may enhance CHILD please let me know. Program Updates And Support Cont: The more input I receive and the more registered users I get will encourage me to incorporate my own ideas and yours into CHILD ( Like Expenses ). For unregistered users, support is limited. But if you have any problems while evaluating CHILD I am willing to help. I can be reached several ways. Always registered users will have priority as to receiving help and support. MAIL: PHONE: Brian DeJong 1-(616)-786-0630 244 N 160th AVE Holland, Mi. 49423 Please have your registration number handy when calling. - Page 14 - Registration Benefits When you register CHILD, you will receive the following benefits. 1. The latest registered version of CHILD. 2. Free unlimited technical support, you will be able to contact the programmer of CHILD directly. Non-registered users of CHILD will only receive limited support through MAIL or collect call. 3. A registration number which will allow you to continue to LEGALLY use CHILD past the 30 day trial period. This number will also be required when calling for technical advice or support. 4. All << UNREGISTERED VERSION >> messages will be removed, and full access to all areas of CHILD will be restored. Including the very useful Expense Reporting. 5. All registered users will be the first to receive information on how to obtain new versions of CHILD. 6. Remember your registration fee for CHILD is an expense to your day care that is TAX DEDUCTIBLE. REGISTRATION FORM PERSONAL INFORMATION NAME OF DAYCARE ____________________________________ YOUR NAME ____________________________________ ADDRESS ____________________________________ CITY, STATE ZIP ____________________________________ PHONE NUMBER 1-( )- WHERE YOU RECEIVED DEMO_____________________________ ORDER INFORMATION QUANTITY ________ CHILD V4.5 @ $30.00ea = __________ INCLUDE 6% Michigan Sales Tax = __________ Shipping ($5.00 US & Canada, $12.00 International) = __________ TOTAL = __________ DISK FORMAT ___ 3.5" FLOPPY ___ 5.25" FLOPPY Please mail this form to: Brian DeJong 244 N. 160th AVE Holland, Mi. 49423 Telephone: 1-(616)-786-0630