Thank you for buying The
Club Membership System from East Coast Software.
Keep records of all your members' names, addresses
and contact details.
Keep a record of the utilisation of club lockers.
Produce printouts of individual member details or
selected summary details of members.
Produce address labels and membership cards for
selected or all members.
Transfers selected information to HTM, Excel files
and text (TXT) files for emailing or use with other software.
Keep records of all your members' attendances.
View attendance details of individual members or
attendance of all members for a particular day.
Keep records of memberships, membership periods and
fees.
Totalise subscriptions paid over any period.
Produce
membership reminders and receipts for members automatically.
Keep diary
reminders for renewals and club events.
Keep records
of rooms booked by current members and non-member clients. Raise itemised
invoices for each booking and keep a record of payments made on each invoice.
The minimum hardware
required is a Pentium with Windows95 or later, 32MB RAM, 20MB disc space and a
compatible printer.
Version 3 of this software will not work with
this version of windows, as it is not compatible.
From Windows 95 / 98 / 2000 / NT / XP / Vista / Windows 7
Insert the CD in your drive
and wait several seconds. It should start up and install itself. If it fails to
do this, click on Start then Run and type D: SETUP in the box provided
(assuming your CD drive letter is D, if not, substitute the drive letter).
Click OK.
As the installation starts
up, you will be shown a form where you can choose where to install the system.
If you have only one hard disk (C:) then just accept the defaults. If you have partitioned
your hard disk or have more than one hard disk, you may want to install it on a
disk other than ‘C:\’. This is the place to choose. It is recommended that you
leave the directory or folder (the bit after C:\) at the default (PROGRAM FILES
\ EAST COAST SOFTWARE \ CMS3). If you decide to install anywhere other than the
‘C:’ drive you may want to remove the ‘PROGRAM FILES \ ’ reference.
This software can be removed from your computer using the standard windows
‘Add/Remove Software’ feature or by using the icon provided. To do this select
‘Start’, ‘Settings’ and ‘Control Panel’ from the system ‘Start’ button in the
bottom left of your screen. Double-click on the icon for ‘Add/Remove Programs’
and find the ‘CMS3’ in the list. Click on this to highlight it and then select
the ‘Add/Remove’ pushbutton.
These are a few tips, which may prove useful when first entering
member's details.
It is essential that before you start entering member’s details that
you have defined all of your membership grades, membership periods and club
offices. When you are entering member details you are only allowed to select
from existing entries. If you are in the middle of entering details of a new
member and the required option does not appear in the pop up list you will have
to open the required form, add the missing selection and then return to adding
that new member.
Adding fees for combinations of membership grade and membership period
can either be done from the option 'Memberships' | 'Fees' or if an appropriate
fee has not been entered you will be prompted to enter this when saving the
member details.
When you first start using the membership system you can either enter
members actual join date or you can enter the last renewal date as the join
date. If you enter the actual join date and this was say ten years ago you will
then have to enter all of the renewals in chronological order. Otherwise that
member will be displayed as having lapsed membership. The choice is yours, it
is obviously more time consuming to enter actual join dates but this will give
you a complete record. The same applies for attendances you can enter these for
as far back as you have records if you wish.
The entry of 'Membership I.D.' is not restricted to number entries. Letters
can be entered as well. This means that if you 'Set Order To' 'Membership I.D.'
this list will not appear in numeric order. If your 'Membership I.D.' is
numeric and you wish them to appear in numeric order you will have to pad out
the front of the number with either 0's or spaces. If for example your
membership numbers went to four figures, up to 9999 then '1' would have to be
entered as '0001' or ' 1'.
If you want the club address and contact details to appear on printouts
you need to select the 'File' | 'Club' Address option and enter these details.
When selecting the report
pushbutton on most forms you have the option to preview the report before
printing. If the ‘Preview’ tick box is selected then a preview will be
generated when you click the ‘OK’ pushbutton. You should have selected the
printer you wish to print to. If you have selected the ‘Generic Text only’
printer your display may have a number of lines of text on top of one another.
If this happens close the preview and select the printer you wish to print to.
If you wish to print more
than one copy of this report you can either do this from the print options page
or when selecting the print icon from the preview page the spin box for number
of copies will be active.
Another option is to ‘Print to File’. If you tick this box the file
that is generated will contain the report and all the control codes for the
printer selected. If you wish to generate a file that can be edited with a word
processor you must select the ‘Generic Text only’ printer. If this is not
available in your list of printers you will have to install it from the ‘Start’
| ‘Settings’ | ‘Printers’ form. You will need to double-click the ‘Add Printer’
icon, select local printer and from the list of printer manufacturers select
‘Generic’. There is only one printer in this list. Complete the process of
adding this printer and it will then appear in your list of printers. Selecting
this printer will produce a text file, which can be edited or used in another
document.
It is possible, once you
have entered a member to open several forms simultaneously displaying different
information relevant to that member. Forms displaying individual member
information are linked to the members detail form. Changing the selected member
on this form will result in that member’s information being displayed on the
individual form when you return to it. On the summary forms you have the
ability, by ‘right-clicking’ a members name in the displayed list to display that
member’s details. You can therefore navigate through the details of selected
members going to and from individual detail forms and summary lists.
A number of forms have the
facility to save listed information as an HTM file, Excel file or text (TXT)
file. The facility to save to an Excel file is dependant upon Excel being
available on the same computer as the membership software. The facility to save
to a text (TXT) file does not require any other program to be present to
generate the file. In the process of generating this file you have to select
the delimiters used to determine the end of a field, i.e. each part of a
members details and the end of a record i.e. the end of each member’s details.
If you select a delimiter you have used in the members details the save process
will be terminated. Once these files have been saved they can be attached to an
email and sent to a third party. The email facility requires either Outlook
Express or Outlook to be the email service used and any email generated is
deposited in the Outbox of that service. If you are connected to the internet
and your version of outlook is set to transmit immediately then the email will
be sent otherwise any email will remain in the email outbox until manually
transmitted. The external files saved can also be used to transfer membership
information to other third party software. A list of members with addresses
saved in an Excel file or text file, for example can be used by Microsoft Word
to produce address labels on formats other than the Avery formats offered.
Across the top of the main
window is the menu bar, which reads, File, Memberships, Attendances,
Reports, Tools, Room Bookings, Windows, Help. As
with all windows programs, you can access these items by either clicking with
the mouse or by holding down ALT and typing the underlined letter. Doing this
will reveal the drop-down menu items.
Before trying to use the
system, have a look at the help contents. If you click on Help and then Contents
or hold down ALT and type H then C, you will start the help system.
When you are using the
system, help can be obtained by pressing F1 on any of the system forms.
If you have ideas that could
improve the system or require further assistance in using The Club Membership
System, please contact us by mail, telephone or e-mail via the Internet. (See
'Help' | 'About' in the Club Membership System)
There is little point in
trying to do anything until you have entered member's personal details. You
will need address, contact information i.e. telephone numbers, fax numbers,
email address’s etc. Any information you wish to store that does not fit in the
titled entries can be entered in the member's notes area. This is a free form
field and will take several pages of notes if required.
You can access the “Members
details” from the Memberships menu. When you choose Memberships Member
details you will be presented with the form below.
As with most of the forms,
you can back out of the operation by clicking the Cancel button. When you have entered
members details, click OK.
This is the form in which
all the members personal details are added and edited. All club members are
added into the system at this point and details entered here are extracted and
used throughout the system. It is accessed by selecting 'Memberships' |
'Member' details from the main menu. To add a new member to the system click
the Add pushbutton, this enables all the data entry fields and you start by
entering the title. To move from field to field press the tab key or select the
field by moving the cursor to that field and clicking the left mouse button.
Some fields such as membership grades, periods and office are select only
fields where you select the appropriate entry from a pop up list. It is not
possible to type in a new entry for these fields they must be entered from
their appropriate menu selection. Members address details are entered by first
clicking the Address tab at the bottom of the form. A free form notes field is
available for any further points you wish to note pertaining to each individual
member.
The dates can be added or
changed in one of three ways. You can type the date in, use the scroll arrows
to the right of the date entry field to increment or decrement starting from
the current date or you can call up a calendar by clicking the right mouse
button on the date field. Once you have the calendar displayed you simply
select the date required by double clicking the left mouse button on the date
display.
A facility also exists to
store members’ photographs. These need to have been scanned into a file saved
on your hard disk prior to being imported into the membership system. We
recommend that you use the ‘jpg’ or ‘jpeg’ format, as this is more efficient in
storing a photograph, using the smallest disk space. To import a photograph you
need to have selected ‘Add’ or ‘Edit’. If you then click the ‘right’ mouse
button on the photograph area you will be presented with another form, shown
below, which allows you to search for and select your members photograph. Once
the photograph is selected and saved as part of the members details the file
you selected it from is not required. If you click the ‘right’ mouse button
after selecting and saving your members photograph the system will enlarge the
displayed photograph.
The report produced from this form contains all of
the information held by the system for that member, including renewal dates
amount paid and attendance information if entered.
A summary list of members
can be produced by selecting 'Memberships' | 'Summary' from the main menu. A
list of members is displayed which can either be in alphabetic order on the
members name or ordered on the 'Membership I.D.' Please remember that
'Membership I.D.' is not a numeric field and that the entry of 'Membership I.D.'
is not restricted to number entries. Letters can be entered as well. This means
that if you 'Set Order To' 'Membership I.D.' this list will not appear in
numeric order. If your 'Membership I.D.' is numeric and you wish them to appear
in numeric order you will have to pad out the front of the number with either
0's or spaces. If for example your membership numbers went to four figures, up
to 9999 then '1' would have to be entered as '0001' or ' 1'. A number of print options are available
for printing lists of members. You can select the details you wish to print.
Grades of membership should
be defined prior to entering Member details for new members, as you will only
be able to select from the grades already entered. To add membership grades
select 'Memberships' | 'Grades' from the main menu and then select the 'Add'
pushbutton by clicking the left mouse button on it. You will then be prompted
to enter the grade description after which you should click the Save pushbutton
to retain it. Clicking the 'Cancel' pushbutton aborts the operation. Typical
grades of membership are full, probationary, guest etc.
To edit grade descriptions
first select the membership grades form from the main menu by selecting
'Memberships' | 'Grades'. When the grades form is displayed select the
description to be changed either by clicking it with the left mouse button or
by using the NEXT/PREVIOUS Pushbuttons. Once you have selected the description
to be changed click the Edit pushbutton. To save your changes click the 'Save'
pushbutton. To abort the changes click the 'Cancel' pushbutton.
It is only possible to
delete membership grades if they have not been used in a Member details.
Membership periods must be defined prior to entering
Member details for new members, as you will only be able to select from the
membership periods already entered. To add membership periods select
'Memberships' | 'Periods' from the main menu and then select the Add pushbutton
by clicking the left mouse button on it. You will then be prompted to enter the
grade description after which you should click the Save pushbutton to retain
it. Clicking the Cancel pushbutton aborts the Add operation. Typical membership
periods are annual, quarterly etc.
To edit membership period descriptions first select
the membership periods form from the main menu by selecting 'Memberships' |
'Periods'. When the periods form is displayed select the description to be
changed either by clicking it with the left mouse button or by using the 'NEXT'
/ 'PREVIOUS' Pushbuttons. Once you have selected the description to be changed
click the Edit pushbutton. To save your changes click the 'Save' pushbutton. To
abort the changes press the 'Cancel' pushbutton.
It is only possible to delete membership periods if
they have not been used in a Member details
Fees can be entered in
advance by selecting 'Memberships' | 'Fees' and then clicking the Add
pushbutton or they can be left and you will be prompted to enter relevant fees
when a combination of grade of membership and period of membership that does
not have a fee defined for it is used. This prompting is done when entering the
Member details for a new member. Membership fees are broken down into joining
and renewal fees. This is in case your club charges a joining fee in addition
to its renewal fee. If you do not make this distinction then enter the relevant
renewal fee into both entry boxes as the first fee paid is assumed to be the
joining fee and subsequent fees the renewal fee.
To edit any of the fees
entered first select the fees form by selecting 'Memberships' | 'Fees' from the
main menu. Select the fee you wish to edit either using the NEXT|PREVIOUS
pushbuttons or by clicking in the fee to be changed. Having selected the fee to
be changed click the Edit pushbutton. A row of entry field's will be displayed
where you can now enter new values. If you wish to save your changes click the
Save pushbutton. If you wish to discard your changes click the Cancel button.
An alternative way of entering
the subscription rates is to click the left mouse button on the one to be
modified and then click the right mouse button on this entry. This displays a
numeric entry pad and when you enter a value using the numbered pads and click
the OK pushbutton the value you enter is transferred to the selected
subscription. Having opened this entry pad if you simply wish to close it
without entering a value either press the Esc key or click the form close
option at the top of the keypad.
Club offices must be defined
prior to entering Member details for new members, as you will only be able to
select from the offices already entered. To add offices select 'Memberships' |
'Offices' from the main menu and then select the Add pushbutton by clicking the
left mouse button on it. You will then be prompted to enter the office
description after which you should click the Save pushbutton to retain it.
Clicking the Cancel pushbutton aborts the Add operation. Typical offices are
chairman, secretary etc.
To edit office descriptions
first select the offices form from the main menu by selecting 'Memberships' |
'Office'. When the offices form is displayed select the description to be
changed either by clicking it with the left mouse button or by using the 'NEXT'
/ 'PREVIOUS' Pushbuttons. Once you have selected the description to be changed
click the Edit pushbutton. If you wish to save your changes click the Save
pushbutton. To abort the changes press the Cancel pushbutton.
It is only possible to
delete offices if they have not been used in a Member details.
The allocation of club
lockers can be displayed using the ‘Memberships / Locker Assignment’ menu
option. The locker used by each member is entered in the member details. The
number of club lockers is set at the top of the form. This needs to be set to
the number you have when you first use this option. If you wish to check a member’s
address details from the displayed list you can do this by positioning the
mouse cursor on the name of the member and clicking the ‘right’ mouse button.
To enter renewal information
select 'Memberships' | 'Renewals' | 'Individual' from the main menu. Once the
individual renewals page is displayed type the surname of the individual that you
want to record renewals details for into the Search for field, you may not have
to type the whole surname to find the required member. If there are two members
with very similar names you may have to use the 'NEXT' / 'PREVIOUS' pushbuttons
to locate the required member. Alternately if you set the order to membership
I.D. instead of surname you should enter the membership I.D. into the Search
for field. You cannot enter new members names at this point they must have
already been entered Using the 'Memberships' | 'Member' details menu selection.
When entering the member details an initial entry of when the membership
started and when the first renewal is due is automatically entered. To 'Edit'
the renewal details you first select the renewal details to be modified and
click the 'Edit' pushbutton. Add the date paid, amount paid and method of
payment details you should then click the ‘Save’ pushbutton to record these
details. At this point another entry is made automatically for the date of the
next renewal. This date is calculated from the last renewal date and the
membership period applicable to the selected member. When editing the amount
paid is automatically entered from the fees details already entered. You can
change any or all of the details displayed and should click the 'Save'
pushbutton to record the changes. If you wish to abandon the changes you have
made click the 'Cancel' pushbutton and the edits will be discarded.
It is only possible to edit
renewal records from the individual renewal form. This is accessed by selecting
'Membership' | 'Renewals' | 'Individual' from the main menu. First select the
member you wish to edit the renewal details of either by using the 'NEXT' /
'PREVIOUS' pushbuttons or by using the Search for entry field. Then select the
line containing the renewal details you wish to edit and click the 'Edit'
pushbutton. This allows the details on that line to be changed. If you wish to
record your changes then click the Save pushbutton. To discard the changes
select the Cancel pushbutton. If you are editing the latest renewal details and
adding payment information another line will be added automatically, see Add
renewals.
The dates can be changed in
one of three ways. You can type the date in, use the scroll arrows to the right
of the date entry field to increment or decrement starting from the current
date or you can call up a calendar by clicking the right mouse button on the
date field. Once you have the calendar displayed you simply select the date
required by double clicking the left mouse button on the date display.
This page is linked to the ‘members detail’ page. If the members detail
page is open then the same members renewal information will appear and if the
member selected in the members detail page is changed the renewal page will
follow the change when it has ‘focus’ i.e. when the page is again selected.
The pushbutton below ‘Report’ changes to either ‘Receipt’ or ‘Reminder’
depending on whether the ‘Date Paid’ entry in the displayed list has been
completed. This will either print an
individual receipt or a renewal reminder for the selected member.
If you wish to check a members address details when
entering renewals you can do this by positioning the mouse cursor on the grid
in the middle of the form and clicking the ‘right’ mouse button.
Standard Renewals
This feature simplifies the
task of entering multiple individual renewals. A date is selected at the top of
the form of approximately when the renewal was due and members are listed if
their last renewal was earlier than or equal to this date. This date defaults
to the current date. The facility to limit the members in the list to specific
grades of member is provided via a drop down list of grades of membership. A
‘seeker’ is available at the top left of the form, as you type the surname of a
member into this box the system automatically searches for that member. You
select the tick box to the right of the member’s name that you wish to add a
renewal for and select the ‘Renew Selected’ pushbutton. The renewal information
is added and the member removed from the list. The amount paid is taken from
the fee entered for that grade of membership. It is assumed that if a
membership has lapsed for more than a period of membership that the joining fee
has to be paid by the member. The fee entered is then the joining fee plus the
renewal fee otherwise it is just the renewal fee. If this needs to be any
different then it will have to be modified using the individual renewals
option. No entry is made for the method of payment.
If you wish to check a members details when
selecting members you can do this by positioning the mouse cursor on the name
in the list and clicking the ‘right’ mouse button.
The renewals summary form
displays all the renewals that are due between the dates specified or all the
renewals that have been paid to date. If you wish to check a member’s address
details from the displayed list you can do this by positioning the mouse cursor
on the name of the member and clicking the ‘right’ mouse button.
The pushbutton to the right
of ‘Report’ changes to either ‘Receipt’ or ‘Reminder’ depending on whether the
‘Date Paid’ entry in the displayed list has been completed. This pushbutton
will print either a receipt or a renewal reminder for the selected member or
you can print all receipts or all renewal reminders for the members listed.
Selecting Attendance from
the main menu and then Individual Attendance can enter attendance dates. Once
the individual attendance page is displayed type the surname of the individual
that you want to record attendance for into the Search for field, you may not
have to type the whole surname to find the required member. If there are two
members with very similar names you may have to use the 'NEXT' / 'PREVIOUS'
pushbuttons to locate the required member. Alternately if you set the order to
membership I.D. instead of surname you should enter the membership I.D. into
the Search for field. You cannot enter new members names at this point they
must have already been entered Using the 'Memberships' | 'Member' details menu
selection. When the members name is displayed the select the Add pushbutton and
you will be allowed to enter the attendance date and also any notes you want to
add for this member.
It is only possible to edit
attendance records from the individual attendance form. This is accessed by
selecting 'Attendance' | 'Individual' attendance from the main menu. First
select the member you wish to edit the attendance details of either by using
the 'NEXT' | 'PREVIOUS' pushbuttons or by using the Search for entry field.
Then select the attendance date you wish to edit details of and click the Edit
pushbutton, This allows the attendance date and the free form notes for that
date to be changed. If you wish to record your changes then click the Save
pushbutton. To discard the changes select the Cancel pushbutton.
The date can be entered in
one of three ways. You can type the date in, use the scroll arrows to the right
of the date entry field to increment or decrement starting from the current
date or you can call up a calendar by clicking the right mouse button on the
date field. Once you have the calendar displayed you simply select the date
required by double clicking the left mouse button on the date display.
If the ‘members detail’ page
is open then the same members attendance information will appear and if the
member selected in the members detail page is changed the attendance page will
follow the change when it has ‘focus’ i.e. when the page is again selected.
A simplified method of
entering attendances is available by selecting ‘Attendances’ | ‘Daily’ this is
similar to the ‘Standard Renewals’ feature. Here you select the attendance
date, which defaults to the current date, select the tick box to the right of
the members name and then select the ‘Record Selected’ pushbutton. This records
that the member has attended on the date set but does not add any notes
relevant to that member’s attendance. As many members as are required can be
selected prior to selecting the pushbutton.
A summary of attendance’s is
also available when you select 'Attendances' | 'Summary' from the main menu.
This screen is shown below.
This form allows membership
reminders to be sent to selected members. The printed form is a predefined
format the Member details are taken from those entered previously.
Address labels can be printed for groups of
members or individual members. The address details are taken from those entered
when the Member details are entered. The label format is taken from the
standard Avery label type numbers. This is selectable from the drop down list
on the labels form. This is accessed by selecting 'Reports' | 'Address Labels'
from the main menu. Once the labels selection form is displayed you can select
the group of people required using the buttons at the top of the form. If you select the ‘Select
Members’ button then you can select any or all of your members using the arrow
pushbuttons in the centre of the form.
Right-clicking the members’ name can check the member details of any
member appearing in the list.
Membership cards can be printed for groups of members or individual
members. The details are taken from those entered when the Member details are
entered. The label format is taken from the standard Avery label type numbers.
This is selectable from the drop down list on the form. This is accessed by
selecting ‘Reports’ | ‘Membership Cards’ from the main menu. Once the
membership cards selection form is displayed you can select the group of people
required using the buttons at the top of the form. If you select the ‘Select
members’ button then you can select any or all of your members using the arrow
pushbuttons in the centre of the form. The layout of this form is almost
identical to that for ‘Address Labels’.
Right-clicking the members’ name can check the member details of any
member appearing in the list.
The self-adhesive labels used for these membership cards can be
attached to any card or plastic of the appropriate size and the card then
laminated if required.
The content of the membership card can be customised once the ‘Card’
pushbutton has been selected from a list of tick boxes. The items that are
‘ticked’ will be included in the membership card. Items that are not selectable
are club name, club logo, members photograph and member’s name.
This is a report of the subscription fees paid
between the two dates. It is accessed by selecting 'Reports' | 'Fees paid’. The
default for the two dates is the current year. This can be modified for any
dates required.
The dates can be changed in one of three ways. You
can type the date in, use the scroll arrows to the right of the date entry
field to increment or decrement starting from the current date or you can call
up a calendar by clicking the right mouse button on the date field. Once you
have the calendar displayed you simply select the date required by double
clicking the left mouse button on the date display.
Right-clicking the members’ name can check the
member details of any member appearing in the list.
There are a few tools provided to make life a bit easier. These are
accessed under Tools in the main menu. There is a temporary reminder, a
permanent diary, a calendar and a selection of date formats for you to use.
This is a temporary reminder into which you enter notes of things you
want an automatic reminder for.
On the form there is a spin box at the top, which you set for the
number of days ahead you want reminding. For example, you may want to put a
notice out on the result forms for two weeks before club subs are due. If you
click on the 'Add' button, some entry areas will appear. The first is a date
spin box, which, like those you have already met, can be spun to the date you
require or you can right click on it for a calendar to appear and when you
double click on any date it will be placed into the date field. Next, tab to
the short note field where you put in words that will remind you what you want
to remember. If you want longer notes, enter them in the box at the bottom left
of the form. When you click the Save button, the reminder will be entered into
the central table. You cannot change things in this central table. Click on
Edit to do that.
Any entries you have made which fall inside the number of days you set
on the top spin box from the date for the reminder will be displayed as you
start up the system. For example, if you set the days ahead to 14, when the
current date gets to 14 days before the remind date, each time you start
system, that reminder will be displayed. As the remind date is passed, these
entries are automatically deleted. You can re-set the days ahead at any time.
A good use for this is to enter your wife’s/husband’s birthday. After
all a few brownie points gained by remembering their birthday will be valuable.
The permanent diary is very similar to the reminder except that entries
are not automatically deleted. You decide when and if you want individual
entries deleted. It is permanent and you can view its contents whenever you
want.
Listed are members who have been allocated a security access card
number. The purpose of this list is to generate a file ‘CardData.csv’, which is
compatible with the Progeny Access Control System. The file contains six pieces
of information per line for each member. The information contained in this file
is Card Number, Last Name, First Name, Valid From Date, Valid To Date and
Enabled Status. This file can be used in conjunction with the access control
system to update the member’s access information. If a member has paid their
membership fee the ‘valid to date’ and ‘enabled status’ will allow them to have
access, if their membership has lapsed access will be denied.
Further information about Progeny Access Controls can be obtained by
visiting the website at http://www.progeny.co.uk/
This is a perpetual
calendar. Just click the arrow buttons to the side of the month and year to get
to the month you want to view.
A number of date formats can
be selected from the ‘Tools’, ’Date Format’ menu option. These are as follows:
American MM/DD/YYYY
Ansi YYYY.MM.DD
British DD/MM/YYYY
French DD/MM/YYYY
German DD.MM.YYYY
Italian DD-MM-YYYY
Japan YYYY/MM/DD
USA MM-DD-YYYY
The date format selected is
used in entry, display and printing of dates. Whichever one is selected is used
throughout the system and remains selected until it is changed from the menu.
The initial default setting is British.
These 'Postcode Areas' are
used when entering members address details to save time and make the entering
of addresses easier. If you need to modify or add to these postcode details
select 'Tools' | 'Postcode Areas' from the main menu and use the 'Add', 'Edit'
and 'Delete' pushbuttons on the form. To 'Edit' a postcode area select the area
code you wish to change in the displayed list and 'click' the 'Edit' button.
Details of the town and county will be displayed in entry fields for you to
modify. To save you changes click the 'Save' pushbutton, to abandon any changes
'click' the 'Cancel' pushbutton. At the top of the form is a 'seeker' field,
which allows you to quickly find an area code by typing the code into this
field. As you type the system starts searching.
This form
allows room bookings to be listed in date order. You select the date for which
you wish to view bookings and all the bookings for that date are displayed. You
can also add to or change the bookings for the selected date. Once the booking
has been entered you can also enter the invoice for that booking and keep a
record of payments made for that invoice.
When adding
or changing, ‘Editing’ a booking selecting, ‘clicking on’ the clients name
displays a client selection form allowing the client to be selected from
previously entered current members or non-member clients. An illustration of
this form is given below in the ‘View bookings by Client’ section.
Selecting the
notes tab at the bottom of the page allows you to enter any notes relevant to
that booking.
Selecting the ‘Invoice’ push button displays the
invoice form, which allows you to build up an itemised invoice and print it. If
you are VAT registered you enter the nett amounts and the VAT is added to the
invoice automatically when printing. The rate of VAT is determined by your
entry under ‘Files / VAT Details’. Your VAT registration number is included on
the printout, which is also entered from the ‘VAT Details’ menu option. Any
applicable terms and conditions are added from the ‘Notes’ tab on the invoice
form. The printing of these terms and conditions is limited to seven lines.
These terms and conditions are common to every invoice.
Selecting the ‘Payments’ pushbutton displays the
payments form, which allows you to keep a record of the payments made by the
client against this invoice.
This form
allows room bookings to be listed for the selected client. You select the
client for which you wish to view bookings and all the bookings for that client
are displayed. You can also add to or change the bookings for the selected
client. Once the booking has been entered you can also enter the invoice for
that booking and keep a record of payments made for that invoice.
Selecting the
notes tab at the bottom of the page allows you to enter any notes relevant to
that booking.
Selecting the
‘Inoice’ or ‘Payments’ pushbutton is the same as described above.
On entering
this form you are presented with a client selection form where you choose the
client from the list of current members already entered or a list of non-member
clients added by selecting the ‘Room Bookings / Non-member Clients’ menu
option. Lapsed members will not appear in the members list. If you fail to
select a client the form closes.
Re-selection
of the client is achieved by selecting, ‘clicking on’ the clients name
displayed at the top of the form.
This is the form in which all the non-member clients
personal details are added and edited. All clients are added into the system at
this point and details entered here are extracted and used throughout the
system. It is accessed by selecting Room Bookings|Non-member Clients from the
main menu. To add a new client to the system click the ‘Add’ pushbutton, this
enables all the data entry fields and you start by entering the title. To move
from field to field press the tab key or select the field by moving the cursor
to that field and clicking the left mouse button.
It is possible to either type in all the address
details or let the system enter part of the address for you by selecting the
postal area code. To select an area code click the pushbutton marked ‘Select
from Postcode Area’. You will be presented with another form with a list of
area postcodes. Type the required postcode into the yellow box, select the town
required and then click the ‘Select’ pushbutton. The address information and
area postcode will then be entered for you leaving you to enter the last part
of the postcode. If the town you are looking for is not in the list you will
have to enter it from the ‘Tools’ | ‘Postcode Areas’ menu option.
A free form notes field is available for any further
points you wish to note pertaining to each individual client.
This is the form in which club rooms for hire are
added and edited.
This form gives a summary of the total amount invoiced
for and the total payments received in respect of bookings made over a
specified period. The period specified defaults to the current year but can be
modified by changing one or both of the two dates used. Selection of the ‘Invoice’
or ‘Payments’ pushbuttons is described above.
This form displays a summary of the bookings for any
room over any week. The form simply indicates at what time the room is booked
not who has booked it. This gives an indication of when a room is able to be
booked. Selecting the booking date, ‘right-clicking’ displays a calendar from
which any booking date can be selected.
This facility will allow you
to backup to any removable drive except a CD-ROM. It will even allow you to
backup to the disk where the Membership System lives but this would be the
height of folly. If you lose the hard disk where Membership System is, you also
lose all your data as well! The system cannot tell if a D: drive is a separate
physical drive from C: or if it is just a logical partition. It is NOT
good practise to backup to another partition on the same physical disk, as your
Membership System but it is good and speedy to do so to a separate hard disk.
The ‘Browse’ pushbutton can
be used to select any existing directory/folder.
This backup system will
allow you to backup to Jaz, Zip, USB and other removable drives as well as
floppies or the newer very high density floppies. If you are backing up to one
of the large capacity removable media drives, it makes sense to create a
separate directory on the disk before you do your first backup.
The best time to take a backup
is after an inputting session. Please do take a backup after changing. Computer
hard disks are robust but do occasionally fail. If you have spent several hours
entering data a few minutes it takes to do a backup is insurance against having
to enter all that data again.
The facility for entering photographs can utilise disk space very
quickly. We recommend that you scan passport-sized photographs and save them in
the ‘JPG’ format initially. However the maximum number of photographs that will
fit on a single floppy is around forty. Once your membership exceeds this you
would be better advised to back up to USB pen drive, ‘zip’ drive or 100Mb
floppy. Files that exceed 1.44MB in size CANNOT be backed up to standard
floppy discs.
Alternatively you could use one of the proprietary backup systems to
backup the entire installation folder/directory for the membership system.
Copying this folder/directory to a CD would even be better than having no
backup at all.
Anyone who does not backup the data at intervals is taking a very
foolish risk.
Backup your data every week
This is the reverse of the previous paragraph. The hard disk was lost,
the data could not be recovered but you had a backup. After the hard disk is
repaired or replaced and system software re-installed on it, it is very easy to
put the data back on the system - provided a backup has been done before the
disk crash.
If you haven’t done a backup, after the disk repair you can easily
re-install system software but without the backup, you face a long period of
typing before you are back to where you were before the disk crash.
Choose this only when things seem to go wrong - data is in the wrong
order, data you know to be there does not appear or error messages about
indexes appear. Use it also after deleting any data. It should not really be
necessary then but it will make sure that the indexes are in good order after
deleting partial data.
This option allows you to select the logo printed out on the top of all
the printed reports. The logo appears on
the top of each report at the centre of the page. The dimensions of the logo
can be adjusted until it looks in the correct proportions. The proportions set
with this option set the proportions when the logo is printed.
Images selected for this logo must conform
to one of the following formats:-
JPG, BMP, JIF, GIF, DIB, RLE, TGA, PCX
If you have a printed image of your logo but not versions on disk then
please contact East Coast Software, we will be happy to produce one for you. A
small fee will be charged for this service.
Use this option to enter the
club address, telephone number, fax and e-mail address. These details are
printed on the top of system reports directly underneath the club name. To
record these details simply enter them in the appropriate fields and select
'Save', if you select 'Abandon' then any information entered or modified is
discarded.
Use this option to enter the
club VAT registration number and the current rate of VAT. The registration
number is printed on the room booking invoices and the current VAT rate is used
to calculate the VAT applied to those invoices. If no registration number is
entered then room booking invoices are printed without any VAT. To record these
details simply enter them in the appropriate fields and select 'Save', if you
select 'Abandon' then any information entered or modified is discarded.
It is important that you ALWAYS
exit from the system using the ‘File’, ‘Exit’ menu option. If you exit the
system by any other means, say switching the computer off you may lose data or
corrupt your database.
When
installing, one or two users have received the error message, "Invalid
driver name or insufficient system resources" followed by a file name.
This is caused when you have a fax allocated as your printer driver or when
your printer driver has a fault.
Workaround:
install a printer driver for a printer that uses paper - use the generic
drivers supplied with Windows if you do not have one for your printer.
If when
opening up the membership system you see the error message “Database Engine
Initialization Error”, “Cannot Initialize with Different Configuration File”.
You are currently running another application, which uses a Borland Database
Engine (BDE), and you must close this application before opening the membership
software.
