user`s manual
Contents
1. Member Search Iof x 7 SEARCH CRITERIA C Exact Match Case sensitive Number Found Partial Match Beginning lo C Partial Match Anywhere Las Nene gt FullName Last_Name Bergsma Alisha Bergsma Bergsma Barb Bergsma Bergsma Calvin Bergsma Bergsma Derek Bergsma Bergsma Jessica Bergsma Bergsma Kimberly Bergsma Bergsma Lois Bergsma Bergsma Maria Bergsma Bergsma Paul Bergsma Bergsma Sara Bergsma You can choose an exact match case sensitive a partial match beginning with not case sensitive or a partial match anywhere in the string also not case sensitive All matching records will be returned You can then double click on the desired Member or select the desired Member and press Enter on the keyboard and the Member Search screen will close and the Finder will move to the selected Member Moving Between Screens You can easily move between the multiple screens you can have open in Church Manager using the Function Keys When a screen is open the corresponding Function Key is shown in the Title Bar For example the Finder is F3 Just press F3 and the Finder screen becomes the active screen Adding Contributions To open the Contribution screen you must have Contribution Permission as given by the System Administrator in the Maintain User Dialog Assuming you have such permission you can open the Contribution screen by clicking on the third speedbutton Contributions F6 View From Entry Date P2. 22 Adding Household Records At the top of the record hierarchry is the Household Record Every Household record must have at least one Member Record related to it usually the Head of Household The Member records related to the Household are display on the right hand side of the Household screen Household F4 OL x Last_Name First_Name Middle_Name Family Members Head of Household landerson Wiliam Add Add 2 Member Records of this Household 38 Rawlings City State Zip Cutlerville M Jesus Salutation Mailing Vv LabelName Phone Bill and Carol Sue Anderson le 6 455 2067 When you enter a new Household record a Member record is automatically created for the head of household Therefore when entering a new household enter the name of the person who will be designated as Head Of Household Then CM will automatically create the corresponding Member record for you The member status can be edited later from the Member Record if you later determine that person is not the head of household To enter a new Household click on the New button Enter the data in each field The Label Name is automatically created for you but you can change it if you like This is the first line used on a Family Mailing Label when you choose to use the Label name instead of the Head of Household name When you are in a data edit mode the bottom of the Household screen turns bright red to let you know that you are pre
3. So you can either carry forward all address and phone data to Member records or not If you select NO no Member records are updated So you can change the Household Church Manager 2 0 23 record but not have the Member head of household record changed If you want this record changed as well and have selected NO you will have to edit the Member Head of Household record as well Adding Members The Head of Household is automatically added when you add a new Household record Only the fields present in a Household record are carried forward so you will want to continue adding other pertinent Member information when the Member record is automatically added If not open open the Member screen by clicking on the second from the left toolbar button This opens the Member record screen This screen has three notebook tabs Member Address Member Detail and Church Detail Clicking on one of these three tabs will allow you to enter different fields of data Member ER Notebook Tabs DEE Church Detail Pe Birth Date Death Date Male Female D 28 88 Family Relation Marital Status Marriage Date Geet fe AL Occupation Employer SSN Father s Name Mother s Name DB New 8 Edit 2 Notes EB Save X Cancel One of the powerful features of Church Manager is that you can have multiple screens open at once When entering Household and Member records you can have both screens open Now you can jump to the
4. It is sorted alphabetically Members By Status This report allows you to print out the Name Address and if selected Phone Number of Members matching the selected Status You can have multiple Status selections To select more than one Status hold down the shift when clicking on the selections when selecting contiguous selections or hold down Control when you click to select non contiguous selections This is a standard Windows method for multiple selections You can sort alphabetically or sort by alphabet but keep the family members together Member Data This prints ALL field data for Members except the Memo Note field It also includes Organizational Activity data You can print this data for the currently selected Member the entire Family for the selected Member or for every Member in the Database Be careful printing this data for every Member in the database will take a long time and will produce an extremely long report hundreds of pages to thousands of pages depending of the size of your congregation Birthdays and Anniversaries A quick and easy way to find out who is having a Birthday or a Wedding Anniversary The Birthday report prints out everyone that has a birthday during the selected month as well as their age on their birthday The Anniversary report shows who is having a Wedding Anniversary and how many years they will have been married on their Anniversary You can also print out mailing labels for everyone included
5. Household screen enter a new household which will automatically create a Head of Household Member record then click on the Member screen click the edit button and add additional Member record information to the new Member record that has been automatically created for you For instance you might want to select the gender of the Head of Household So after entering a new Household and saving click on the Member screen click Edit and select Gender found under the Member Detail Tab Then click Save Now you may want to add additional Member records for the current Household It s simple On the Member screen click the New button All address and phone information is carried forward And the cursor is placed in the First Name field automatically for you Just type the first name Then you can navigate between the Tabs to enter whatever data you wish on the Member Then when you are done click Save and your new Member record will be saved to the current Household If you have the Household Screen open notice that the Members window is automatically updated and now includes the Member you just added Parent Lookup Church Manager 2 0 24 When entering a Member with a Family Relation of Dependent or Other you can fill in the Mother and Father name files automatically Click on the Parent Lookup under the Member Detail Tab when adding or editing the Member record and the Parent names will be added automatically Assigning Envelope Nu
6. Manager 2 0 JI Overview of the Main Screen The main screen of CM is actually composed of two screens The main container and the Finder The Finder is movable anywhere within the main container screen Its position and size can be remembered for each user More on that later under Saving Views The Finder can always be selected activated by pressing the function key F3 This is the screen used to select a member Notice it is ALWAYS open and available no matter which other screens you have open and active The main menu across the top of the main screen is dynamic as it will change depending on what other screens you have open as well as what permissions have been assigned to you The Toolbar has buttons for additional screens that can open and close These are in order of appearance from left to right Households Members Contributions Pledges Phone Book Memberships Organizations Scheduling and Funds If you hold the mouse pointer over a button for a few seconds a pop up help window will appear telling you what screen the button will open close If the screen is currently closed and you click the button the screen will open If the screen is open and you click the speedbutton the screen will close The number of buttons visible to each user will be determined by the privileges assigned to them More about that under Setting Permissions At the bottom of the main screen is the status bar which shows the currently selected Mem
7. Network Parameters if you are running from a network you are ready to start Church Manager for the first time Under Windows 3 1x you will have a folder titled Church Manager Inside is the Sunshine Software logo with a description of Church Manager Double Click on it Under Windows 95 you can start Church Manager from the start menu The first screen you will be presented with is the Log On screen You need to enter correct information here to start and run CM because this is a secured system so only those people you authorized to use it can access data To access CM the first time Enter Pastor for the username and Pastor for the password This is CASE SENSITIVE so be sure to type it exactly as shown above but don t include the quote markings The main screen should quickly pop up Sunshine Software Church Manager 2 0 BEE File View Tools Reports Pastor Help if inten EE Finder F3 ALL Anonymous Anderson Andrea Anderson Jenae Anderson Jordan Anderson Judah Anderson Mary Anderson Merna Anderson Michael Anderson Nathan Anderson Nellie Anderson Rachel Anderson William Apol Alexander Jay Apol Jason J Apol Joleen M Bauer Dave Bauer Robert D Bauer Sally Bergsma Alisha Maria Bergsma Barb Bergsma Calvin Bergsma Derek Paul Bergsma Jessica Renee Selected Member Anderson Carol Sue Church
8. Place disk 1 into your 1 44 floppy disk drive There is a single file called setup exe that you need to run You can from the program manager in Windows 3 1x select run then enter a setup exe Or select the a drive and double click on the filename setup exe From Windows 95 you can click on your a drive icon under My Computer Then double click the file setup exe Or you can click the start button click Run and then type in a setup exe There are two parts of Church Manager The main application and the Database Engine The installation will install both parts Note Church Manager 2 0 is a 16 bit application and does not work with 32 bit long filenames Therefore make sure your path names where you install Church Manager are 8 characters or less and don t include blank spaces The installation will default to a directory of C CHMAN20 for Church Manager 2 0 We suggest using that The database engine will by default be installed in C IDAPI Follow the installation instructions on screen and you will successfully install Church Manager You will need to re boot your system after Church Manager has been installed before running Church Manager for the first time Network Installation A few extra steps must be taken if you are running Church Manager on a peer to peer network After installing Church Manager on every computer in your network that will run Church Manager there are three settings you must make t
9. allows access to entering viewing Contributions and Pledges Ben Without any permissions assigned a user can still enter edit and delete Households and Members Securing The System After adding the desired users and setting their individual permissions it is necessary to secure the system Why Because anyone that has access to this manual knows that you can get into Church Manager with the Pastor account The Pastor account is a special account that can NOT be deleted So to fully secure the system the System Administrator needs to CHANGE THE PASSWORD OF THE PASTOR ACCOUNT Now you will have a fully secured system Be sure to write down and keep in a safe place all user and password information There is nothing we can do over the telephone to get into your system If you were to accidentally forget Church Manager 2 0 13 the password for Administrator you would have to send us a file before we could recover your passwords So be sure to save the user information in a safe secure place Changing Passwords It is always a good idea to occasionally change your password From the main menu each user can choose Tools Change Password From this dialog each user can change their own password but only their own whenever they like You will be presented with a dialog asking for your current password and the new password you wish to use You will have to type the new password a second time in the verify box This is to ensure you hav
10. button That s it You ve added the selected member with the desired activity level Why don t you try another one to really get the hang of it Its so quick and easy You can always delete the activity record with the Delete button as shown above It s possible to add a Member to an Organization and have him disappear as soon as you add him You might even think he wasn t added when he really was So what would cause this Remember the View Filter If you ve set it so it is only displaying Interested Members and you then add an Active Member record it WILL be added but it won t appear in the grid UNTIL you click on the Active box in the View Filter setting So if you add an Activity record and it seems to disappear check your View Filter settings Church Manager 2 0 31 2 Click and hold down the left mouse button 1 Click on the desired Organization Anderson Carol Sue Anderson Jenae Organizations F8 Anderson Jordan ORGANIZATIONS VIEW Anderson Judah Home Group Anderson Mary Hospitality Au Anderson Mema Meals on wheels IV Active Anderson Michael Mid Week Womens Meet x IV Experienced Missions Anderson Nathan E Anderson Nellie Newspaper Newsletter X w MEMBERSHIPS Anderson Rachel Start Date End Date Invo Apol Alexander Jay gt Diyfhout Sharon 171735 Activ Apol Jason J Smit Robert Activ Apol Joleen M Bauer Dave en 3 Drag
11. pointer over this grid and release the left mouse button then choose the activity level from the pop up menu Bauer Robert D Bauer Sally Bergsma Alisha Maria Co od Scheduling You can easily schedule Members who are active in an organization This is a great way to schedule committee meetings helpers for a service etc A Member must have an Active Organizational Status to be scheduled Those with Interested or Experienced will not be available If you need to schedule someone who is not currently active edit the Organizational Membership record and set him her Active He She will then be available for Scheduling To Schedule click on the Schedule button on the toolbar EJ The Schedule screen will open Church Manager 2 0 32 Scheduling F9 Bisi E Benevolence Blessed Event Ministry 1 Click on desired Organization Bulletin Children s Choir Anderson William Anderson William Bauer Dave Smit Robert Children s Church Choir Church Secretary VIEW DATE ENTRY DATE SCHEDULE time a gt 10 29 96 10 00 AM Anderson William 10 29 96 10 00AM Smit Robert 3 Drag Member into this grid The selected Organization is displayed in the upper left grid The Active Members in the selected Organization are displayed in the upper right grid The scheduled Members are display in the lower grid Adding Schedule Records To schedule a Member you will need to set the Time and Date of the event
12. print this report before doing a global reassignment of Envelope Numbers using the Envelope Number Dialog under Main Menu Tools You have the option of including All Members or only those with Envelope Numbers assigned and you can sort by Name or Envelope Number Talents Giftings This is the report you want to distribute to your congregation to collect the preliminary information on them It is designed to help collect information for those wishing to share their talents and gifts in the service of the Lord It is a dynamic report in that the Organizations that are included in it will change depending on which you choose to include You can set any Organization to be included or excluded in this report To do this open the Organization screen and in the upper right hand grid of Organization names double click the name If the checkbox is checked it will be included in the Talent Giftings report If it is not checked it won t be included You can also toggle the status of each Organization by placing the mouse pointer on the Organization grid in the Organization screen and clicking the right mouse button This will toggle the include checkbox Church Manager 2 0 43 Family Directory An instant easy way to publish a Family Directory of Church Members You can select which Families by Member Status to include The format will include the Family Label Name address phone if you select that option and first names of all Family members
13. the keyboard To search for a particular member by name click in the Yellow box in the lower right hand corner of the phone book Then you can type the last name comma and first name to go to that name just like you can in the Finder Memberships You can have a Memberships screen open that shows what Organizations the currently selected Member is involved with or has been involved with To open the Memberships screen click on the Memberships button on the toolbar This screen is read only You can not enter any data in it To close it simply click the Memberships button again And More Tools By selecting Tools from the Main Menu there are a few more tools We will quickly discuss them here Refresh Records This refreshes records and is useful especially in a network environment when another user might be adding deleting editing records If other users are on the system you might want to occasionally manually refresh records with this tool Statistics Opens a dialog that shows the number of Members in the Database by status Calculator Opens the Windows calculator By default the Windows Calculator does not always stay on top so it can disappear If you had it opened and it disappears minimize Church Manager and check if it was hiding out Then restore Church Manager to continue working Clock Opens the Windows clock Again set it so it will stay on top or it can hide out behind Church Manager User Defined Membe
14. while a program is still running can corrupt data Why Well even though you may think you have saved all tables some may still reside in RAM memory instead of the hard drive To increase throughput of today s advanced operating systems a lot of caching is going on behind the scene Therefore even when you think you have saved all your data the computer could actually still have a piece of data that hasn t been written to disk sitting in the cache Turning off the computer instantly erases this data and since its never written to disk and the file is closed the file becomes corrupted Therefore to help prevent an accident if you are not going to be using Church Manager for a while exit the program instead of leaving it running and walking away from your computer Who is to say that friend won t pass by and wanting to help out will turn off your computer you wouldn t want to waste electricity Also ALWAYS exit Windows 3 1x and return to the DOS prompt BEFORE turning off your computer Again Windows uses SmartDrive a disk caching algorithm that stores data in RAM until its written to disk Windows 95 users are now TOLD when they can turn their computer off after all the disk caching has been written out to disk Unfortunately Windows 3 1x does not do this So in the following order you should 1 Exit Church Manager 2 Exit all other applications running 3 Exit Windows 4 Then and only then turn off your computer Ch
15. Church Me version 2 0 mg ABA Sf gf g amp Y 2 d di P in Ci Sunshine Software Developer of Church Manager 2737 Baldwin Street e Jenison MI 49428 Church Manager 2 0 Setting up Church Manager It is very important to correctly set up Church Manager before using it for the first time Please make sure you make the following settings before entering data into Church Manager to avoid unexpected results DATES Two very important settings must be made so your computer correctly handles dates for the year 2000 and beyond Setting One First you should set your Windows operating system Click Start Control Panel and then double click either International Settings or Regional Settings depending on your operating system Then click the Date tab and for the Short Date style select either m d yyyy or mm dd yyyy Setting Two Next you will set the database engine Go into your IDAPI folder Church Manager by default places this in C IDAPI and double click the file BDECFG EXE Click the Date tab and set FOURDIGITYEAR to TRUE Then set YEARBIASED to FALSE Now to save your settings click File Save FUNDS Before using Church Manager for Financial details it is important to set it up for your Church First you need to establish what funds you wish to set up ie General Benevolence Missionary You can add and delete your entries except you can t delete the General Fund before you start entering Financial Dat
16. ION 1 0 LOCAL SHARE TRUE MINBUFSIZE 128 _MAXBUFSIZE 2048 LANGDRIVER Paradox ascii MAXFILEHANDLES 48 SYSFLAGS 0 LOW MEMORY USAGE LIMIT 32 AUTO ODBC FALSE DEFAULT DRIVER PARADOX Description system Church Manager 2 0 2 Set Net Dir to data server IDAPI path 5 Set path to Data Server CM directory 7 Set Local Share to TRUE 10 After setting these three parameters choose File Save from the menu and then exit the configuration program You need to do this same procedure on EVERY MACHINE ON THE NETWORK Each machine keeps its own BDE configuration file and needs to have these paths set to the data server What the three settings do NET DIR To control record sharing a single network control file for the database engine needs to be defined This sets the path to that file While this file can reside anywhere on your network it is best to set it to the IDAPI directory on your data server If you get the error multiple network files in use you have not set this path correctly to the same path on each machine PATH This must be set to the path of your Church Manager directory on your data server If different machines have different data sets this is probably not set properly LOCAL SHARE Windows needs this set to true when sharing files on the Microsoft peer to peer network Starting Church Manager for the first time Now that you ve installed Church Manager and set the
17. Organization Church Manager 2 0 33 Church Manager 2 0 34 Church Manager 2 0 Additional Tools Church Manager 2 0 36 Private Pastoral Notes If the user has been granted Pastoral permission from the User Dialog only accessible by someone with Administrator Privileges they will have access to Private Pastoral Notes for every Member in the Database To access these notes select the desired Member in the Finder Then from the Main Menu choose Pastor Private Notes A memo pad will open The background color is Yellow to designate this is a private note which differs from the White background when opening the normal Note pad from the Member screen After typing the notes you can choose OK to save or Cancel to cancel what you ve typed There are two additional function buttons on the lower left hand corner of the private note pad Insert Date button inserts the current Date and Time based on the computer s internal clock make sure you have set this properly into the notepad at the current cursor position The Print Notes button does just that It sends the Private Notes to the printer Pop Up Calendar A pop up calendar can be activated anytime you are in a date box not a date field in a grid Simply double click on the Date box and the calendar will pop up On Sun Mon Tue wed Thu Fri sat When in edit insert mode you can double click on a Date box and the pop up calendar wi
18. Set the Entry Date You can pop up a calendar by double clicking the Entry Date text box As a matter of fact whenever you need to enter a date in a separate Date field box simply double click the box and the Date Calendar will pop up For more information see Pop Up Calendar If you want to filter the Scheduling records enter a date in the View Date box You can quickly view the current Entry Date only records by clicking on the left pointing arrow after you have set the Entry Date After setting the Entry Date and Schedule Time click on the desired Organization in the upper left hand grid Then click on the Active Member in the right hand grid Now click on the button The Member will be scheduled That s easy But wait there s an even EASIER way using you guessed it Drag and Drop After setting the Date Time and Organization simply Drag the Active Member from the upper right grid into the lower grid That was easy Let s try it again Drag another Member from the upper right grid to the lower grid The Member is instantly scheduled Deleting Schedule Records You can Delete a single schedule record by selecting it in the Schedule grid and then clicking on the button You can Delete Schedule records for a range of dates by clicking on the button with a trash can on it You will then be prompted for the start and end dates This global delete function will delete all Schedule records between inclusive the two dates for every
19. a You can always add a new fund at any time But you can t delete a Fund which has received Contributions or Pledges SERVICES You also should enter the Services where Contributions will be received This allows you to track Contributions for each Service To do this Choose Tools Services from the main screen You can add edit new Services anytime but you can t delete services for which there have been Contributions received See Services CHURCH INFORMATION Choose Tools Church Info and enter the name and address of your Church This information will be used on reports Also tab to Preferences and select the current year If you desire you can paste a BITMAP graphic here that will be printed on some of the reports See Graphics NETWORK SETTINGS FOR PEER TO PEER NETWORKS If you plan to have multiple users running on a Windows Peer To Peer network you must first make some settings to the database engine configuration file These settings are only necessary if you are going to have multiple users running Church Manager on a peer to peer network For further information read Getting Started Network Installation Church Manager 2 0 2 Let us introduce ourselves Thank you for purchasing Church Manager By purchasing this product you also get the following e 90 days email support e 90 days free upgrades If you purchased this product directly from Sunshine Software you are automatically registered and are eligible for a
20. an Organization Select Add You will be prompted for the name of the Organization you wish to add Enter it and click the OK button You have now added a new organization You will see it in the Organizations grid If you want to include this Organization in the dynamic Talent Gifting Report see Reports be sure the check box is checked If its not double click the name in the Organizations grid or right click your mouse and choose Toggle Talent Giftings from the pop up menu To Delete an Organization again place your mouse pointer over the Organizations grid and right click your mouse Choose Delete from the pop up menu Note if you delete an Organization you will delete any Organizational Membership records of that Organization You would have no record of service for members who had served in that Organization You may need to change the name of an Organization yet still keep the service records intact To do this you want to select Edit from the pop up menu This will let you rename the Organization but still keep the records for that Organization Church Manager 2 0 30 Notes can be kept for every Organization To do this again position the mouse pointer over the Organization grid and click on the right mouse button Choose Notes on Organization from the pop up menu You can store any information pertinent to the Organization here To the right of the Organizations grid is the View filter Activity in Organizations can be any o
21. ar Search For Radio Buttons Text Search Box Keyboard shortcuts include the ability to immediately set a search for name or envelope number and place the cursor in the text search box To do this press Control N for Name to search for a Member by name and press Control E for Envelope to search for a Member by Envelope Number Filtering Members in the Finder You can filter what Members are available in the Finder by their Status Place your mouse cursor over the Finder and click the right mouse button This will pop up a menu allowing you to set a Finder Filter There must be at least one Member with the Status you ve selected or the filter will not be set If there are Members that meet that criteria then the filter will be set and the Filter Indicator Bar at the top of the Finder will show what Members you are viewing To remove the filter repeat the above steps but select ALL from the pop up menu The Filter Status Bar will then be update to ALL letting you know that you are viewing ALL Members Searching For Members by Field Criteria There is another way to find Members matching certain criteria You can from the Main Menu choose Tools Member Search This will open a Dialog Screen that allows you to search for matching Member records from matching criteria you provide You can finding Members with matching fields of Last Name First Name Addr 1 Addr 2 City State Zip Phone and Envelope Number Church Manager 2 0 26
22. ar the fields to no number assigned Before making global changes you should print the Envelope Number Report for a hard copy of the currently assigned numbers should you need to refer to the previously assigned Envelope Numbers Church Manager 2 0 25 Using The Finder F3 The Finder is what you use to find Members by Name or Envelope Number It is always open and accessible To search for a name click the Search For to Name Then in the text box type the Last name a comma and a First Name Then press Enter and the Finder will take you to the first Member record matching that criteria To search for a Member with a specific Envelope Number click the Envelope radio button under Search For Then in the text box enter the desired Envelope Number and press Enter The Finder will take you to the Member record matching that Envelope Number Other keys that work within the Finder are the up and down arrow keys which take you to the previous and next member Page Up and Page Down will scroll the Members and take you to the previous next page of Members Control Home takes you to the first Member in the Database Control End takes you to the last Member in the Database Finder F3 ALL Kg For GG Name Envelope Holwerda Andrew J Peter amp Holwerda Arlene Holwerda Jackie Lynn Holwerda Jana Kay Jinco Group The Kosmak Adam Kosmak David Kosmak Rita Kosmak Sarah Kosmak Tomas Filter Indicator B
23. ayment Service 10 6 96 10 6 96 Church Manager 2 0 27 A great deal of research has gone into making entering Contributions quick and easy Default values can be set first so they don t have to be entered for every record So to start entering Contribution records you will want to 1 Set Entry Date usually the day the Contribution was made 2 Set Payment Method perhaps you enter all the checks first then cash then coin 3 Set Service morning evening etc For more about Services see Setting Services Now that the default values are set they can be changed anytime its time to enter the Contributions received There are 4 buttons on the Contribution screen They are Add a contribution Edit selected contribution Save a contribution ea e Delete selected contribution To add a new Contribution select the Member using the Finder Then you can click on the Add a Contribution button But you don t have to use the mouse at all To speed entry the Contribution screen has been designed to accommodate keyboard only entry so you don t have to jump between the keyboard for entering numbers and mouse movement So instead after selecting the Member with the Finder remember to use Control N or Control E to search for Members by Name or Envelope Number again without having to use the mouse simply press the Insert key on the keyboard and a new Contribution record will be added using the default values you set No
24. ber and an Envelope number if assigned one From this main screen you can access every feature and function within Church Manager Unlike other programs that force you to close one form and open another to do something Church Manager allows you to have multiple screens open at once For example you can be viewing Household records and Member records while adding Organizations The usefulness of this will become more apparent as you start entering and editing data If you try to access certain data before entering any records you will get a Beginning of table error message This is normal and will not occur when you have entered records Adding Users to the System When you log on to Church Manager for the first time you log on as Pastor But now you want to add users and assign permissions for each of them Let s add a new user now Notice that we are adding Users to the system not Members We first want to add Users to Church Manager These are the people that can start and run Church Manager Later we will discuss adding members of the congregation to the Church Database From the Main Menu click on Tools Maintain Users A dialog screen will pop up A dialog screen is one which forces you to respond to it before it allows you to do other things in the program usually by clicking an OK button or simply closing the screen Church Manager 2 0 12 Permissions MAINTAIN USERS PASSWORD IV Administrator Selected User Pasto
25. der to these User Defined Status categories you can also use these User Defined categories to select whom to include in a Directory report or aMembers By Status report These new categories will also show up in the Statistics screen if there is at least on Member assigned to them Church Manager 2 0 39 Church Manager 2 0 40 Church Manager 2 0 Reports Church Manager 2 0 42 There is a very comprehensive collection of reports instantly available in Church Manager We will quickly review each report here But the best way to get to know each report is to print or preview to screen each report once you have entered some meaningful data We will cover the reports in the order that they appear in the Reports Menu under the Main Menu Note that not all reports are available to all users of Church Manager Some reports require certain permissions and will not available to those users lacking the needed permissions Mailing Labels You can print mailing labels for Members or Households To have a Member included you must have set the Mailing checkbox on in the Member record Member screen Member Detail tab Likewise to have a Household record included the Mailing checkbox must be checked You can sort either by Lastname Firstname or Zipcode Lastname Firstname You can print a single page out of an entire report by first previewing noting the page number you want then canceling and selecting print instead of preview a
26. e not made any typing errors The Administrator s can also change a user s password from the Maintain Users Dialog Choosing a Background Color Each user can choose the background color or pattern of Church Manager This is set by choosing View Set Color You can choose between two patterns stone and wind or you can choose a color If you choose a color it can be one of 16 7 million colors However your video display driver may limit the number of useful colors If your video card is running in 16 or 256 color mode it would be best to chose one of the 16 basic colors for the background as it will be easier to view for extended periods of time If you chose a color and instead of appearing as a solid color you can see a tiny pattern of cross hatches you are running in a lower video mode that can t properly display the color Instead it creates a dither pattern to simulate the actual color This can be tiring if you work on Church Manager a lot It is recommended that you either upgrade your video card to handle 24 bit color 16 7 million colors use one of the patterns or simply choose one of the 16 basic solid colors After selecting the color pattern for the background select View Save View Now the next time you log on this will be your set background Remember every user can set his her own background and Church Manager will remember all of them Saving Views Every user can save his her viewing preferences From the main menu
27. edule Records 33 Additional Tools 35 Private Pastoral Notes 37 Pop Up Calendar 37 Phone Book 38 Memberships 38 And More Tools 38 Refresh Records 38 Statistics 38 Calculator 38 Clock 38 User Defined Member Status Categories 38 Church Manager 2 0 5 Reports 41 Mailing Labels 43 Organizations 43 Schedules 43 Envelope Numbers 43 Talents Giftings 43 Family Directory 44 Members By Status 44 Member Data 44 Birthdays and Anniversaries 44 Member Contributions 44 Church Financial Reports 44 Pledges By Fund 44 Pledges By Member 44 Contribution Pledge Summary 44 Contributions By Fund Member Detail 45 Contributions By Payment Bank Deposit 45 Contributions By Member sort by Member Name 45 Contributions By Member sort by Envelope Number 45 Contributions By Date 45 Contributions Member Summary By Name 45 Contributions Member Summary By Amount 45 Designing Custom Reports 45 6 Church Manager 2 0 Getting Started Church Manager 2 0 Church Manager 2 0 Installing Church Manager Church Manager comes on two 1 44 floppy disks To install Church Manager you must be running Windows 3 1x Windows 95 or Windows NT An incredible testimony to the extremely efficient design and tight coding of Church Manager is the fact that while it is a Windows based fully relational database management system it can still be distributed on two floppy disks
28. en 11 M Main Screen Overview esseere 12 Memberships csscsssscseeeeceseeeceseeeteseeneeees 38 Moving Between Bocreeng 27 Multiple network files in use 11 Multiple screens oraren 24 N Notebook obs 24 O Ee EE 30 P Parent LOOKUPD siirinsesi ensesine 25 Pastor accO nt eisen 13 Pledges 22 22 3822 EEE 29 Pop Up Calendar 33 R Reports isis ai een sven dere sed 41 S Schedulins 22 22 taste 32 Searching For Members by Field Criteria 26 Securing The System 13 Selecting a Contribution for Editing 28 Setting Permissions ucrseesesesnesnensesnensennennen 13 Shutting Down Church Manager 15 Special Issues nennen 14 Starting Church Manager for the first time 11 U User Defined Member Status Categories 39 Using The Finder OE3 nee 26 47 Church Manager 2 0 48
29. f 7 levels They are Interested Active Active Sub Leader Active Leader Experienced Experienced Sub Leader Experienced Leader The View Filter allows you to view only those Interested Active Experienced or any combination of the three Note that Active includes Active Active SL and Active L Experienced includes Experienced Experienced SL and Experienced L If you quickly want to see who is Interested in joining the Choir simple click on Choir in the Organization grid and click the View Filter so only the Interested box is checked The members who have been entered as Interested in serving in the Choir are displayed in the bottom grid al But wait there s an even easier faster way You can Drag and Drop Members into the lower grid To do this first click on the Organization in the Organization grid Now using your mouse position the mouse pointer over the name of the Member in the Finder Press down the left mouse button Now while holding down the mouse button move the mouse pointer so it is over the lower grid on the Organization screen Now let up on the left mouse button Adding Members to an Organization T To add a Member to an Organization you can use the record buttons Again from left to right they are Add Edit Write and Delete A pop up menu will appear listing the seven activity levels and Cancel Move the mouse pointer up down to select the desired activity level and click the left mouse
30. in each report Member Contributions This report is only available to those with Financial permission This is the report usually sent quarterly or yearly that is sent to each contributing Member It shows Contributions to date Contributions for the selected period Pledges to date Pledges for the selected period and Envelope Number You have an optional message line that can be included on the bottom of each report if desired This report can be generated for everyone who has the Receive Contribution Report checkbox checked everyone who has contributed or for the currently selected Member You provide the Start Date and End Date Church Financial Reports These reports are only available to those with Financial permission There are several reports to provide financial information to the church In order of menu appearance they are as follows Pledges By Fund This provides the breakdown of Pledges by Fund and gives the total yearly amount monthly amount and weekly amount pledged for each Fund Pledges By Member This provides for a selected calendar year the Pledges for each member broken down by Fund Contribution Pledge Summary Church Manager 2 0 44 Provides a summary for the selected period of total Contributions and total Pledges by Fund It also reveals the difference between amount pledged and amount received in Contributions for the selected period Contributions By Fund Member Detail This shows the Contribut
31. ions by Fund for every Member that contributed during the selected period Contributions By Payment Bank Deposit This report is the same as a Bank Deposit Slip As a matter of fact some churches have been able to use this report at their local bank to take the place of a hand written deposit slip Check with your local bank to see if it meets their requirements It shows Contributions received by payment method check currency coin for the selected period usually one day for a deposit slip Since you want this report to reflect the actual check amount even when that check has been used to provide a contribution to three separate funds it is important to use the reference for a check number Multiple Contribution entries to different funds from one check will be grouped into one check entry on this report in order to have a report that will indicate the actual single check amount This technique allows this report to provide the information in a deposit slip type format Contributions By Member sort by Member Name This report shows Contributions sorted by Member Name for the selected period It shows the Fund detail as well Contributions By Member sort by Envelope Number This report shows Contributions sorted by Envelope Number for the selected period It shows the Fund detail as well Contributions By Date This report show for the selected period Contributions for each date entered and provides the Fund detail Contribution
32. ll of the above To make it easy to contact us here is the information Sunshine Software a division of Fast Trax 2737 Baldwin Street Jenison MI 49428 Internet E Mail support gosunshine com Internet Home Page http www gosunshine com And now on with the show Church Manager 2 0 Church Manager 2 0 Table of Contents Getting Started 7 Installing Church Manager 9 Network Installation 9 Starting Church Manager for the first time 11 Overview of the Main Screen 12 Adding Users to the System 12 Setting Permissions 13 Securing The System 13 Changing Passwords 14 Choosing a Background Color 14 Saving Views 14 Special Issues 14 Backing Up Your Data 14 Shutting Down Church Manager 15 Performance Issues 16 Entering Setup Data 17 Setting Up Church Manager 19 Church Information 19 Services 19 Funds 19 Adding Member Data 21 Adding Household Records 23 Editing Household Records 23 Adding Members 24 Parent Lookup 24 Assigning Envelope Numbers 25 Using The Finder F3 26 Filtering Members in the Finder 26 Searching For Members by Field Criteria 26 Moving Between Screens 27 Adding Contributions 27 Selecting a Contribution for Editing 28 Adding Pledges 29 Adding Organizations 29 Adding Members to an Organization 31 Scheduling 32 Adding Schedule Records 33 Deleting Sch
33. ll pop up Use the buttons on the top of the Calendar to navigate to the desired date Instead of repetitively clicking on a button you can hold down the button and the calendar will continuously increment decrement When you ve reached the desired date you double click on the day and the date will be entered into the Date box and the calendar will close The current record must be in edit insert mode or you will get a Dataset not in edit or insert mode error This occurs when you double click in a Date box but the current record is not in edit insert mode To back out of this error place the cursor in the Date box and press Escape ESC on the keyboard Of course you can always type a date into a Date box It needs to be entered in the format of mm dd yy This might be quicker when you are going back forward years Church Manager 2 0 37 Phone Book A convenient Phone Book showing Member Name Address and Phone can be quickly opened by clicking on the Phone Book button on the tool bar Si MPU VWIGGII Ul TC OPO U SL Vl in ZU De ud tt Bauer Dave H 6692 Eastern Ave 616 261 5423 Bauer Robert 6692 Eastern 616 451 7037 a EI EE EE You can quickly go to any letter of the alphabet by clicking on one of the Tabs across the bottom of the Phone Book When the Phone Book is the active screen the Title Bar is highlighted you can also quickly go to any letter of the alphabet by simply pressing the corresponding key on
34. mbers There are three ways to assign an Envelope Number to a member First you can type in the desired number in the Member record under the Church Detail Tab The second way will auto assign the next available number Simply click the Plus button on the Member Detail Tab next to the Envelope Number field This will automatically add the next available Envelope Number The last way is to globally assign Envelope Numbers with the Envelope Number Tool You access this dialog from the Main Menu with Tools Envelopes ENYELOPE ASSIGNMENT EN Starting Number Assign To All Selected C Unassigned C Unassigned Selected ASSIGN CLEAR ALL You can globally assign to 4 member sets They are All assign a new envelope number to EVERY MEMBER even if they already have an envelope number Selected assign a new envelope number to every member with the Receive Envelope Box checked on the Church Detail Tab of the Member record Unassigned assign a new envelope number to EVERY MEMBER that doesn t have an envelope number assigned yet Unassigned Selected assign a new envelope number to every member with the Receive Envelope Box checked and that doesn t yet have a number assigned These assignments can not be undone so be careful when using this tool You can clear all envelope number assignments with the Clear All button Again this will not restore previous Envelope Number assignments it will just cle
35. ment for the selected field Next select another field in the FIELDS listbox and drag it into the SQL box A second field has been added to the select statement Now before running the SQL you need to again click on the TABLES listbox and drag the Table name into the SQL box This completes the FROM clause of the SELECT statement Now you can click on Run SQL and the results should appear You now can move the column widths of the Result Grid This will set the column width on the report as well Now fill in the Title box with a Report Title You can then select either Portrait or Landscape orientation Then click the Print button to preview the custom report you just created To save this report click the Save button You will be prompted for a description Choose Yes and the report as you have defined it will be saved You can also export the data from a report by clicking on the Export button You can include field names if desired by clicking on the Export Field Names check box You will be prompted for a file name The export file will be saved in a comma delimited ascii text file This powerful export feature allows you to export virtually any data in your database in comma delimited ascii format for use in your word processors and spreadsheets If the custom pre built reports and the custom report export module can t get the type of report you need you can consider two things letting our developers create the custom reports your church need
36. nd set the pages you wish to print Organizations These reports are only available when the Organization screen is open You have 4 reports to choose from 1 All Organizations shows everyone involved in all Organizations by Organization You can select the level of activity that you want to include by setting the View Filter in the Organization screen 2 Selected Organization shows everyone involved in the currently selected Organization in the Organization screen You can select the level of activity that you want to include by setting the View Filter in the Organization screen Selected Labels Prints mailing labels for the Selected Organization 4 Selected Export Exports name and address This is especially useful when sending a form letter to everyone in an Organization For instance reminding everyone in the Choir about the upcoming special rehearsal When exporting you can include a field header Using this option with Word for Windows allows you to select a field by fieldname when composing your form letter Refer to the on line documentation of your word processor to learn how to use its mail merge features LA Schedules These reports are only available when the Schedule screen is open You can print the Schedules for a single Organization or All Organizations You select the start and end date Envelope Numbers This report allows you to print out Members and their corresponding Envelope Numbers Its a very good idea to
37. nsert a Contribution will be inserted and not a Pledge If you need to have both screens open then you will have to use the mouse and click on the button to add a new Pledge Otherwise simple close the Contribution screen while adding pledges and use the Insert key as described above Adding Organizations Church Manager 2 0 29 Organizations in Church Manager can represent any body of people in the church For instance a Finance Committee Sunday School Teachers the Choir Greeters etc Anyone can be added to any number of organizations quickly and easily from the Organization screen E To open the Organization screen click on the 7 button from the left on the tool bar BR 3 Organizations F8 E ORGANIZATIONS VIEW Benevolence Blessed Event Ministry Iv Interested Bulletin IV Active Children s Choir Children s Church IV Experienced Choir Church Secretary Me Tan et ine IF Anderson William 10 21 96 Active i Anderson William 10 29 96 Active Bauer Dave 10 29 96 Active D Smit Robert 10 21 96 Active Church Manager comes with many Organizations entered You can add and delete Organizations to meet your special needs To Add a new Organization place your mouse pointer over the Organizations grid in the upper left corner of the Organization screen Then click the RIGHT mouse button have you used that one much before A pop up menu will appear allowing you to add edit and delete
38. o the database engine configuration file They are 1 Set the Net Dir path to your data server IDAPI directory 2 Set the data files path to your data server CHMAN20 directory 3 Set Local Share to TRUE To accomplish this you need to run a program in the IDAPI directory called BDECFG EXE If you installed the Database Engine in the default directory this would be C IDAPIMBDECFG EXE Run this program by clicking on the name using Program Manager or selecting Run C IDAPI BDECFG EXE The following screens will appear Simply follow the direction boxes 1 7 to set the three parameters discussed above Church Manager 2 0 EI BDE Configuration Utility C IDAPINIDAPI CFG File Pages Help Driver Name Parameters VERSION 1 0 TYPE FILE NET DIR E idapi LANGDRIVER Paradox ascii LEVEL 4 BLOCK SIZE 2048 FILL FACTOR 95 STRICTINTEGRTY TRUE 1 Click on Paradox New ODBC Driver Delete ODBC Driver Help Description Paradox Driver Configuration 3 Click on Aliases E BDE Configuration Utility C IDAPINIDAPI CFG File Pages Help Alias Names Parameters CheckBook Click on Church Manager ChurchManager TYPE STANDARD DBDEMOS PATH C ACHMAN2O InfoDemo DEFAULT DRIVER PARADOX New Alias Delete Alias Help Description 6 Click on System BDE Configuration Utility C MDAPIMDAPI CFG DE File Pages Help Parameters VERS
39. quare image It is suggested you resize the bitmap using your favorite bitmap editor This will speed up the printing and screen drawing when previewing reports and moving from page to page Services You can set up different services This allows you to track contributions made for a given period per service Church Manager comes with two defined Morning Service and Evening Service You can add as many as you like You can also delete or rename the services already defined for you if they are not suitable You must have at least one service defined or errors could result Funds Church Manager 2 0 19 You can track an unlimited number of Funds for Contributions and Pledges In version 2 0 it is possible to track the money coming in Income but not the money going out Expenses A later update will include the ability to track outgoing money Expenses as well To set up funds you must have Financial permission set for you otherwise the Fund speedbutton will not be visible Assuming you have Financial permission if not talk to your system administrator click on the Fund button on the toolbar This is the far right hand button on the toolbar A fund dialog will pop up where you can add edit and delete funds You may not delete a fund once contributions or pledges have been entered for that fund Any number of funds may be added at any time Church Manager 2 0 20 Adding Member Data Church Manager 2 0 Church Manager 2 0
40. r IV Pastoral l See IV Financial IV Contributions Last Logon 10 26 1996 12 04 15 PM Last Log On Information The selected user is shown with a right pointing triangle by his name To add a new user Click on the Add button and type in the name and desired password If you don t want to assign a password leave it blank and none will be required when logging in The user can also add edit his password from the main Menu by clicking Tools Password This will allow him to change only his password No one has access to all of the passwords except someone with Administrator Permission To edit a current user select the user by clicking on his name Then click the Edit button You can now edit his name password and permissions You save the changes by either clicking on another user s name or by clicking the OK button To delete a user select the user and click on the Delete button You will be prompted to make sure Click yes and the user is deleted Setting Permissions Setting permissions from the Maintain User Dialog allows the Administrator control over what functions of Church Manager users can access There are four categories They are Administrator access to adding deleting editing users and assigning passwords Pastoral access to Pastoral tools from the Main Menu This is for keeping private notes on members Financial allows access to setting up Funds and printing financial reports Contributions
41. r Status Categories You can define up to 5 separate categories for Member Status This field is stored as part of each Member record located on the Member screen under the Church Detail Tab Church Manager 2 0 38 To set these choose Tools Define Status from the Main Menu You will find 5 Status categories named User User2 User3 User4 and User5 You can rename each of these to a category of your choosing using 24 characters or less After typing in your choices click on OK to save or Cancel to cancel changes You then can classify the Member to one of these User Defined Categories from the Member Screen Open the Members screen and Tab to Church Detail A drop down box named Member Status is found in the upper left hand corner After setting the Member Status and saving you can then filter your Finder view to display only those Members with the matching category see Filtering Members in the Finder page 26 If you have set the Members to a category and then change the Name of the category the Members previously assigned to that User category will still belong to the newly named category For example if you name Userl to Overseas Missionaries assign 4 Members to that category and then change the name of Overseas Missionaries to International Outreach all Members that were classified as Overseas Missionaries will now be found under the User Defined Status of International Outreach In addition to being able to quickly filter the Fin
42. red but are not used elsewhere in the program as yet This is optional Active year will be used in determining some report dates Be sure to set this to the current year Finally a bitmap image can appear in the upper right hand header of reports To place a bitmap here use whatever program you use for bitmap work Windows Paint program works fine and is part of your operating system Select the bitmap you want and then copy to the clipboard Open Church Manager if not already open and choose Tools Church Info from the main menu Tab over to Preferences There you will find a bitmap box Click on the Paste Bitmap from Clipboard button The bitmap in the clipboard will be pasted into the Preferences Bitmap box Click the OK button to save the bitmap and close the form The bitmap will now appear in your reports Note the bitmap is square and will size any bitmap to fit You may need to edit the original bitmap accordingly to achieve proper proportional results The bitmap will be resized no matter what size you paste in Every time a report is drawn to a screen or printer Church Manager will have to render it to the allowed size Therefore don t make your bitmaps extremely large or high resolution The image will only print out to a one inch square A normal bitmap image for this size might be 20K 100K If you have an image 200K or more you probably have a lot more information contained in the bitmap that is necessary to render the 1 inch s
43. s Member Summary By Name This report shows every Member listed alphabetically that contributed and how much they gave over a selected period It gives a summary value combining all funds Contributions Member Summary By Amount This report lists every Member that contributed as above but it is ordered by the total amount given during the selected period Designing Custom Reports Church Manager also includes a Custom Report Generator and Exporter for those times when the Pre Defined reports are not exactly what you need The Pre Defined reports are powerful reports with features such as detail line numbering grouping and summary fields which the Custom Report Generator can not yet accomplish Do not try to replace the Pre Defined reports with your own Use the Custom Report Generator when you can t seem to find the information you want For example maybe you would like a printout of all Heads of Households or Women of the Church To access the Custom Report Generator Exporter select Reports Custom Reports Exports from the Main Menu The Custom Report Generator comes with several example reports To load one select a report in the grid at the bottom of the screen such as Funds After highlighting the Report Title click the Load button This Church Manager 2 0 45 loads the report parameters and Runs the SQL You should now see the SQL string results in the Result Grid in the middle of the screen Now by clicking the Print bu
44. s for a small charge or purchasing a third party Report Writer software package that will easily attach to the industry standard database tables used in Church Manager Call us for details if you have such a need gt gt Church Manager 2 0 46 INDEX A Add a NEW user 13 Adding Contributions sessesseeseeeesseeeesee 27 29 Adding Fund 20 Adding Household Records 23 Adding Members Adding Members to an Organization 31 Adding Organizations eeeeeenen 30 Adding Pledges nennen 29 Adding Services smsserssrsrsssrsrresrsrrsrrsrrrrrrrrr nr nrnr 19 Adding Users to the system 12 Assigning Envelope Numbers 25 B Beginning of table error nen 12 C Changing Passwords s ssssesssssrsrsrererrsrenesrsrerrn rn 14 Choosing a Background Color 14 Contributions sssssssrsrsroreserserrsrerersrrr ret 27 29 D Dataset not in edit or insert mode 0000000 37 Date Calendar 33 Delete TEEN 13 Deleting a Household 0 nenne 23 Designing Custom Reports 45 Dialog screen 12 Drag and Drop 240 4800 31 E Edit a current user s sssssosrserresrosrorsrereonrrrrrrr rn rr 13 Editing Household Records 23 F Filter Indicator Bar 26 Filtering Members in the Finder 26 Binder a 26 I Installn 4 4 228 kein 9 Church Manager 2 0 K Keyboard sbortcuts 26 L Log On scre
45. s on to make sure you have saved changes Church Manager 2 0 28 Pre Donas ang oe Ba Das aen zeen Ba Adding Pledges Adding pledges is similar to adding Contributions All input is available from keyboard keystrokes without having to use the mouse in order to speed entry To open the Pledge screen you must have Contribution Permission as given by the System Administrator in the Maintain User Dialog Assuming you have such permission you can open the Pledge screen by clicking on the fourth J speedbutton Clicking the Pledge speedbutton will pop open the Pledge form as illustrated Pledges F7 25 00 General Weekly 1 300 00 1335 15 00 Benevolence Weekly m 780 00 1 Enter year of Pledge Enter the year of the pledge and you are ready to start entering Pledges for that year You can use the action buttons in the lower right hand corner to add edit write and delete a Pledge But again to speed entry you can simply hit the Insert key on the keyboard to enter a new pledge You then put in the Amount the Fund and the type weekly monthly yearly one time After pressing enter of the type the Total field will fill in automatically This shows you how much the weekly or monthly pledge will total over the year To use the Insert key method of keyboard entry it is important to not have the Contribution screen open as it takes precedence over the Insert key You can have both screen open but if you press I
46. select View Save View This will store the background color of the main screen as well as the position and size of the other open screens When saving the position of other screens they must be open For example if you want to save the position of the Member screen be sure it is open when selecting View Save View Special Issues The following are very important issues that you need to read and understand in order to fully protect your data Please read this section carefully and have anyone using this database management system to read and understand it as well Backing Up Your Data Only two words of advice here DO IT We can t emphasize this enough All it takes is one system crash power surge or power interruption a stray gamma ray you name it You can lose all your valuable data You must back up your data regularly Church Manager 2 0 14 Church Manager does not include any special utility to backup your data files Why not when its so important Because everyone using computers today needs to back up data and most everyone those that do back up their data already have their favorite method Backing up Church Manager data is simple Simply back up the entire Church Manager directory on your data server or your local hard drive if its being run on a single system You don t have to worry about subdirectories All the data is kept in the Church Manager directory where you installed Church Manager If you used the defa
47. sently editing adding a record When you have entered the desired information click on Save How do I delete a Household record You don t You only delete Member records If there is only one Member record left the Household record will be deleted for you When you open the Household screen the Main Menu will expand to include the Household commands Add Edit Delete Of course as discussed above you can t delete a Household record only Members This is to protect you from accidentally deleting an entire family and all it s related records So if you choose Delete from the Main Menu you will be told you need to delete Members The menu item was left in for those who have not read this manual and are wondering how to Delete a Family Of course everybody always read the manuals right Editing Household Records To edit a Household record simply click the Edit button Again the bottom of the screen will turn bright red to let you know you are in edit mode and other buttons will be disabled Change the data then press Save to write the changes or Cancel to cancel the changes and restore the original data Once you have clicked Save you can t further undo changes so be sure you have entered the right information When pressing Save you will be presented with a choice to write these same changes to all the Member records Each Member record can have it s own address and phone information good for family members off to school etc
48. sk access if your hardware supports it It makes a big difference in disk intensive applications like a database management system Graphic User Interfaces require a graphics accelerator If you have an older video card screen updating of all the graphics can really slow performance The amount of RAM is important While Church Manager will run in as little as 4 megs of RAM Windows 3 1x should have as a MINIMUM 8 megs of RAM More RAM will lead to much better performance Switching to 16 megs should yield a noticeable improvement Running Windows 95 requires 8 megs but it will be slow Increasing it to 16 megs helps going to 32 megs really helps The speed of your hard drive is important Today s hard drives are a lot faster than those of only a few years ago Any of these components can hamper overall throughput One weak performing component will cause a throughput bottleneck that will slow the entire system performance Church Manager 2 0 16 Entering Setup Data Church Manager 2 0 Church Manager 2 0 18 Setting Up Church Manager Before you start entering Member data there are three other pieces of information you should enter 1 Church Information 2 Services 3 Funds Church Information Church Information stores the Church Name Address Pastor Names Active Year and a Bitmap graphic to appear on reports Church Name and address appears on report headers Be sure to enter this Pastor names can be ente
49. tton a Report Preview will appear which can be printed or saved to disk Notice saving at this level saves the actual text To save the parameters to a report so it shows changes in data be sure to use the Save button on the SQL Reports and Exports screen If you are familiar with the local SQL features you can click the Clear SQL button and type in your own Select statement To know the field names in each table just click on the desired table in the listbox in the upper left hand corner Then a list of available fields will be displayed in the Fields listbox to the right of the Tables listbox To better familiarize yourself with the Local SQL language see the on line help for Local SQL As usual Church Manager gives you an easier way to create a SQL select statement using Drag and Drop To print a table with all fields simple click on the desired Table in the TABLES listbox and drag it over to the SQL box This simple Select statement will now retrieve all records and all fields of the table selected Now click on Run SQL and the results will appear in the middle grid Clicking Print will preview the report Of course you don t want all the fields usually So again Church Manager provides an easy method to choose fields using Drag and Drop First click on the desired table in the TABLES list box Now instead of dragging a Table name go to the FEILDS listbox and select a field Then drag it into the SQL box You have now created a select state
50. ult this would be C CHMAN20 You don t need to back up the IDAPI database engine directory as that can easily be reinstalled in the event of a crash Since everyone has their own method depending on the hardware Church Manager allows you to use whatever method you now use to back up your data Some of the more popular methods include backing up to streaming tape another hard drive on the network writeable CD ROM and zipping down a directory using a utility like pkware PKZIP No matter which method you wish to use be sure you do it If you haven t been backing up regularly now is the time to start If you have any questions about backing up Church Manager data please call We can help you choose a backup system right for your church if you have not already implemented one Remember back up regularly Shutting Down Church Manager It s simple when you want to exit Church Manager you choose File Exit Unfortunately people have a tendency to turn off their computers when they still have programs open For a relational database system this can spell D I S A S T E R Unlike a word processor or spreadsheet where you have one data file open a relational database can have literally dozens of open files called tables This is where your data is stored Each table requires exact integrity in order for the entire system to run If just one table gets corrupted it can effect the entire system s ability to link data Turning off a computer
51. urch Manager 2 0 15 Performance Issues Church Manager is a high performance database system However its modern graphic user interface running under Windows places system requirements on your system that were not present in old DOS text based systems Church Manager is powerful It let s you have many screens open at once all linked up so when you update data in one data is automatically updated in all the other screens instantly As you move from one Member to another in the Finder all the data in all the open screens is updated immediately Well this takes resources If you are running a slower system or notice a slowdown in system performance make sure you are doing everything you can to free up as many system resources as possible for Church Manager To do this close any unneeded screens Close any other applications that might be running Minimizing them still places huge demands on system resources Actually close the other applications The faster your system is the less these performance issues will come up We have tested Church Manager with thousands of Households with incredibly fast performance But we use Pentium Pro processors in development as well as a 100 megabit per second Ethernet network Some users will not have this kind of horsepower so performance may become more of an issue There is also system configuration settings that can effect overall performance Are you using 16 or 32 bit disk access Use 32 bit di
52. w all you have to do is type in the amount select a fund and use a reference if desired check number The record will be automatically saved when you move to another contribution record another member press the down or up arrow or press the Enter key until you have moved to every field in the Contribution record ending with Service To set the Fund without having to use the mouse is easy After entering the amount and hitting Enter the active field is Fund Press Alt Down Arrow The select box will drop down Use the up down arrow to select the Fund and press Enter Same method will apply to ANY drop down selection box including Service The TD field is a designation for Tax Deductible To change this value without using the mouse press the space bar This will toggle it from checked true to unchecked false The default is true Selecting a Contribution for Editing There is a record selector in the Contribution Grid that indicates its current state browse or edit insert If the selector has a right pointing triangle it is in safe browse mode It can not be edited by typing new information without first clicking on the Edit Contribution button When a Contribution record is in edit state information can be changed the right pointing triangle changes to an I Beam This indicates you can write new information to the Contribution record You should also save the record by clicking on the Save Contribution button if this indicator i
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