Software of the Month Club 1996 February

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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: 12 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. 54 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 58 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.