Category : Databases and related files
Archive   : MEMBER1.ZIP
Filename : MANUAL.DOC

MEMBERSHIP SYSTEM

Introduction

The Membership System is an automated database designed to contain
information about an organization's members. The Membership System
provides everything needed to keep member information current,
print reports about the members, and print various types of mailing
labels. It is menu driven so new users shouldn't have to learn any
commands.

Installing the Program

The program should be copied to your hard disk. From a DOS prompt
create a directory called MEMBER-->MD\MEMBER

Make MEMBER subdirectory the default directory--> CD\MEMBER

Copy the files on the program disk to this directory-->COPY
A:*.*

Finally unzip the files-->PKUNZIP MEMBER


Starting the Program

The Membership System is an executable file and can be activated by
typing--> MEMBER

The first time user will be diverted to SETUP for installing with
the Organization's Name, Default Drive for backup and the number of
labels across that you use - 1, 2 or 3 across. If you should decide
later to change the type of labels a menu option in the File
Maintenance menu will correct this.

After SETUP the Initial Screen (Figure 1) will appear. This screen
introduces the user to the Membership System.
+---------------------------------------------------------------+
| |
| M M EEEE M M BBB EEEE RRR SSS H H III PPP |
| MM MM E MM MM B B E R R S H H I P P |
| M M M EEE M M M BBB EEE RRR S HHHH I PPP |
| M M E M M B B E R R S H H I P |
| M M EEEE M M BBB EEEE R R SSS H H III P |
| |
| |
| SSS Y Y SSS TTTTT EEEE M M |
| S Y Y S T E MM MM |
| S Y S T EEE M M M |
| S Y S T E M M |
| SSS Y SSS T EEEE M M |
| |
| Version 1.0 1991 |
+---------------------------------------------------------------+
Figure 1

Page 1

Main Menu

The Main Menu (Figure 2) will appear automatically after the
initial screen has been displayed for approximately 5 seconds.
This Menu provides the main options available to the user for the
Membership System. This menu is navigated by using the up and down
arrows, highlighting the selections and pressing the Enter key to
accept. As these arrows are pushed the bottom line of the screen
provides additional information about the selection highlighted.
+----------------------------------------------------------------+
| Your Organizations Name |
| M A I N M E N U |
| |
| Add New Member |
| Edit Member Records |
| Report and Label Menu |
| File Maintenance |
| Remove Non-Paying Member |
| Payment of Dues |
| |
| Leave Membership |
| |
| |
| Select this to add new members to database |
+----------------------------------------------------------------+
Figure 2


Adding New Member Option

Upon selecting this option a Data Entry Screen (Figure 3) is
displayed.

+----------------------------------------------------------+
| MEMBERSHIP DATA ENTRY |
|==========================================================|
|Last Name:________________ First:_______________ Initial:_|
| Leave Blank to Exit |
|Title :____ |
|Street :________________ City :___________ State__Zip:__|
|Membership Type:__ I-Individual,S-Student,F-Family,L-Life |
|Member Since :__/__ |
|Membership Expires: __/__/__ |
|Date Dues Paid :__/__/__ Amount of Dues: _______ |
|Contribution :________ |
|Special Codes :_____ O-Officer, P-Publication |
+----------------------------------------------------------+
Figure 3


The cursor first appears at the prompt for the Members last name.
To exit this screen leave the last name blank. Enter the
information requested.

Page 2

The Title prompt can be answered with any of the following titles:
Mr, Mrs, Ms, Fam (short for FAMILY), Dr. or any three character
title.
The first letter of the type of membership should be entered at the
Membership Type. If a new type of membership is desired a
different letter should be entered. The program will ask if this
is a new code. Answering yes will allow you to enter it before
proceeding. A 'No' will allow you to change the type.

The "Member Since" is answered by entering the numeric month and
year, i.e. "10/91" for October 1991. The program will not allow a
number in the month larger than "12".

When entering a Life Member in the membership type the program
automatically adds 50 years to the expiration date. Otherwise
enter the month and year (numeric only) to the expiration question.
The program will not allow numbers for months larger than "12".

Some organizations solicit contributions over and beyond the dues.
Enter the contribution received. A report is available to list
individuals who have contributed to the organization.

Special codes, up to five (5) single letters can be entered. There
are only two codes available at this time. These codes are
displayed along the bottom of the screen - O - Officer, P -
Publications Comm. Additional codes can be created by placing a
new code in this prompt. The program will display a prompt for new
code and the code's description.

After completing the special code the members record is accepted
and saved automatically. The program returns to a blank entry
form. Another member can be added or, by leaving the last name
blank, the user can exit from the data entry module and return to
the Main Menu.

Edit Member Record option

There is a constant need to change the information on members.
Examples include new addresses, dues payment (see below for payment
of dues received from more than one person at a time), donations,
change in membership type, officer changes, etc.

Upon selecting the Edit Member Record option the user is asked
whether to edit a single member or the alphabetical letter of the
last name (Figure 4).

+------------------------------------------------+
| Edit (A)lphabetical Members or (S)ingle Member |
+------------------------------------------------+
Figure 4

Press "S" to edit a single member or "A" to edit all members with
last name beginning for the given letter. If "S" was pressed you
will be asked (Figure 5) for the last name and first name of the
member. This must be entered exactly as when the member was first
added. If the name is misspelled a "This person not in database!"
message will appear. Try again or edit through the alphabetical
option in edit.

Page 3

+---------------------------------------------------+
| Editing Members Record |
| Last Name: LEE____________ First: RONALD________ |
+---------------------------------------------------+
Figure 5

If the person is located a Edit Screen (Figure 6) will appear with
the name of the person and that person's information displayed.
Press the Enter key until you are at the information you want to
change.
+----------------------------------------------------------+
| MEMBERSHIP EDIT SCREEN |
|==========================================================|
|Last Name:LEE_____________ First:RONALD_________ Initial:R|
| Leave Blank to Exit |
|Title :MR__ |
|Street :Rt. 5___________ City :ELKTON_____ StateVAZip:22|
|Membership Type:F I-Individual,S-Student,F-Family, L-Life |
|Member Since :12/87 |
|Membership Expires: 10/91 |
|Date Dues Paid :10/01/91 Amount of Dues: 25.00 |
|Contribution : 25.00 |
|Special Codes :O O-Officer, P-Publication Comm. |
+----------------------------------------------------------+
Figure 6

If a "A" for all members was selected the Edit Screen (Figure 7)
appears with the first member in the data base. The menu located
near the bottom allows you to "(E)dit (D)elete (N)ext (P)rior
(Q)uit" by selecting the appropriate letter. Selecting "E" allows
editing the screen being displayed. Selection "D" will delay the
person being display. The "N" moves to the next person. The "P"
moves back one person. The "Q" quits edit of all persons.

+----------------------------------------------------------+
| MEMBERSHIP EDIT SCREEN |
|==========================================================|
|Last Name:LEE_____________ First:RONALD_________ Initial:R|
| Leave Blank to Exit |
|Title :MR__ |
|Street :Rt. 5___________ City :ELKTON_____ StateVAZip:22|
|Membership Type:F I-Individual,S-Student,F-Family, L-Life |
|Member Since :12/87 |
|Membership Expires: 10/91 |
|Date Dues Paid :+----------------------------------------+|
|Contribution :|(E)dit (D)elete (N)ext (P)rior (Q)uit||
|Special Codes :+----------------------------------------+|
+----------------------------------------------------------+
Figure 7

Page 4

Report and Label Menu option

The Report/Label Menu (Figure 8) appears. There are four reports
and two label options available.

+========================================================+
| R E P O R T / L A B E L M E N U |

|========================================================|
| |
| REPORTS |
| Listing All Members |
| Membership Summary |
| Donating this year |
| Dues Expiring |
| |
| LABELS |
| All Members |
| Special Codes |
| |
| Return to Main Menu |
+========================================================+
Figure 8

Report options 1 through 3 print automatically. Be sure the
printer is on and with adequate paper available.

Option 4 Dues Expiring will first display Figure 9. Enter the
beginning and ending dates for the report. When the report is

+---------------------------------------------+
| Enter Period to check expiration dates |
| Beginning Period __/__ Ending Period __/__|
+---------------------------------------------+
Figure 9

finished printing you will need to remove the paper and load your
labels. Labels will be printed at this time for those members on
the report. This allows you to send them a reminder about their
dues. When printing labels, here and for the two label options
below, the printer will pause after printing two rows of test
labels so you can adjust the labels. Pressing any key starts the
printer.

If you decide to change the type of labels established in the
original setup be sure to change them in the File Maintenance menu.


File Maintenance option

The File Maintenance Menu (Figure 10) allows the user several key
options.

Page 5

+======================================================+
| F I L E M A I N T E N A N C E |
|======================================================+
| |
| Reindex Data Files |
| Backup Data |
| Restore Data from Backup |
| Change Label Default |
| |
| Return to MAIN MENU |
| |
+======================================================+
Figure 10

It may be necessary to reindex the data files if reports appear in
error or the edit options do not locate the right person.
Highlight "Reindex Data Files" and press enter key. Reindexing is
done automatically.

Backing up the data on a regular basis is highly recommended. It
is best done daily after all editing and adding of new members has
been completed. Highlight "Backup Data" and press the Enter key.
You will be directed to place your backup disk in your defaul drive
designated in setup. Once the disk is in place press any key and
the data files will be copied automatically to the backup disk.

Should something happen that destroys or corrupts the data in the
computer, the backup disk can be copied from the floppy to the hard
disk using the restore option. Highlight the "Restore Data from
Backup" and press Enter key. You will be directed to place the
backup disk in Drive A.

The types of labels that can be printed are:
3 1/2 X 15/16 X 1 across
3 1/2 X 15/16 X 2 across
2 1/2 X 15/16 X 3 across

Select Change Label Default to change from one to another.

Remove Non-Paying Member option

This option removes automatically all persons in the data base with
expiration dates prior to the designated date (Figure 11).

+------------------------------------------+
| Remove all non-paying members prior to: |
| __/__ |
+------------------------------------------+
Figure 11

A list of persons being deleted can be printed prior to actual
deletion. Check the list. If anyone appears which shouldn't be
deleted press "N" when asked "Okay to delete these persons?". This
cancels deletion and allows you to edit the person's record and
then rerun this option.

Page 6

Payment of Dues option

This option should be used when more than one dues payment is on
hand. The screen (Figure 12) will appear. Leave the last name
blank to exit. If a person pays by changing type of membership use
the edit option to make the changes.

+------------------------------------------------+
|Today's date will be used to record payment date|
+------------------------------------------------+

+----------------------------+ +-----------------------------+
| Last Name :___________| |Leave last name empty to Exit|
| First Name :___________| +-----------------------------+
| Amount Paid :____.__ |
| New Expir. Date:__/__/__ |
| Contribution :_____.__ |
+----------------------------+
Figure 12

Leave Membership option

This allows you to exit from the Membership System and return to
the Fixed Disk Organizer.









Please read license.doc and register with Advanced Data Solutions
15 Springcrest Drive, Luray, Va. 22835 if you decide to use this
program.

















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