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Cemetery Lot Manual - Information Management Services

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1. Print Deeds DeedFom Cancel 9 Help See Deeds for one example of the deeds available After all items have been filled in you are ready to begin entering spaces Select File Spaces from the main menu and begin entering data 21 Cemetery The cemetery database is organized according to a hierarchy of units similar to the organization chart of a Layout government or enterprise Starting at the largest the units are cemetery section block lot and space Together they comprise a 21 character description field which can be used to locate the parcel in the database Following is a description of these units This diagram shows the relationship between the different terms used in Cemetery Lot Manager to describe the different sections of the cemetery CEMETERY SPACE Cemetery The cemetery is the largest unit That puts it at the top of the hierarchy When the cemetery field in the system data file contains a value only one cemetery is active at atime When the spaces file is accessed or printed only those records for the current cemetery are shown When the cemetery field in the system record is left empty all cemeteries are active and all will be shown in windows and reports The cemetery code is a three character alphanumeric can be letters or numbers field Section The section code is a two character alphanumeric field Block The block code is a four character alphanumeric field 22
2. The Last Payment Date is used as a basis for selecting what records will be included when printing delinquent letters or the delinquent list Use the F3 Key or right Mouse Button for a calendar Include Records With Payment Since 3 24 2001 Cancel Press OK and the list will appear as the example below shows See a sample of this report Sales Report 4H Owner Labels 43 Press the Printer Button to print the report if it 1s acceptable as 1t appears on the screen Go to Print Sales Report This function will print a report of cemetery lot sales for a specified date range You are asked if you would like to preview the report Press Yes D ate Range to Include in Report Beginning D ate Ending Date 3 24 2001 Cancel The Date Range window allows you to specify the records to be included in a report based on a range of dates The individual window may vary slightly from the one pictured here Enter the Beginning Date you want to appear in the report The F3 Key or right Mouse Button click will display a calendar to assist you in entering the date Enter the Ending Date you want to appear in the report The F3 Key or right Mouse Button click will display a calendar to assist you in entering the date Seea sample of this report Press the Printer Button to print the report if it 1s acceptable as 1t appears on the screen Go to Print Owner Labels This function will print a
3. 2000 calendar settings window click the topic index entry or phrase to display the 256 color displa z nad corresponding topic in the right 32 bit DLC protocol 32 bit PC Card support frame disabling y Note e Click Web Help on the Help _Display toolbar to get technical support answers to frequently asked questions and late breaking tips E First Steps When setting up the Cemetery Lot Manager system there are important decisions to be made before any data is added to the database The first step 1s to fill out the system information Y ou may also want to customize your display information in the Windows pull down menu You will need to have another window open to do this It does not function if nothing else is open You may print the information you have entered at any time by selecting the appropriate item from the Print menu User s Manual The manual is set up so that each main category 1s to the left side each function of the program to the right is Bolded and Underlined Fields of information and the path 1 e File Setup are typically bolded so that you may recognize them easily The explanation steps are directly below it The manual attempts to follow the natural progression of steps the user would normally take when running the program If in doubt always look to the Index for the topic and hyperlink jump from one point of the document to another from the page number of the item y
4. Block Lot Space Date Date 1 10 10 Smith Bob SMITH MARY 1 Socks Syl Socks 5 1 1 1 Bear Yogi Mr Ranger Sir 1 2 1 Doe Jane 1 2 10 1 Doe Jane 1 2 10 2 Doe Jane Doe Bambette 1 2 10 3 Doe Jane 1 2 10 4 Quitecontrary Mary JoJO Doe 1 2 1 1 2 Balance 0 00 Find Insert Change Delete Add Change Delete Current Cemetery OAK The spaces browse window will have a tab for any active user field When the tab is pressed the display will be in order of that field and the field will be the leftmost in the browse box formatted according to user specifications If a user field is disabled by setting its name blank File System User Field Names a tab will not appear for it and it will not be displayed 28 Adding Changing Spaces Go to File Spaces The space record entry form is divided into five pages controlled by tabs at the right of the window Press any tab to display the page associated with that tab You may go back and forth between pages while entering data Highlight the record to change and press the Change Button or press the Insert Button to add a new space On the Location Tab you will find the fields related to the location of the cemetery lot Each field is described below Most are self explanatory amp Changing a Spaces Record Location Deceased Payments Misc Remarks Cemetery joa Secti
5. Cemetery Deed Location 60 OK Button This button usually appears in an entry form Pressing the OK Button will save any changes you have made and close the current window This means print this report This means exit without printing the report This button 1s to zoom in on a page of the report Page press the Up Down Arrows to go to the page you want to view Down press the Up Down Arrows to show how many pages you want to view in a column on the screen Across press the Right Left Arrows to show how many pages you want to view in a row across the screen This is the description of the entire area which is used as a burial place It can be broken down into Section Block lot and individual spaces This 1s the official document that conveys the right to inter a deceased person for the payment of a sum It is a receipt of the transaction which complies with the rules and regulations of the city in which the cemetery is located This is the actual location of the cemetery space based on the grid that contains cemetery section block lot and space See the graphic showing this layout Lot Owners Payments Section Spaces User Fields 61 The area in the cemetery which is comprised of 1 or more spaces See the graphic showing the relationship to the entire cemetery These are the people who own the individual spaces An owner may own as many spaces as he she purchases This may also be the name of
6. In Cemetery Lot Manager under the File Owners Menu it will be in the Find field You can tell where the control is on a particular screen by looking for the flashing cursor in a field an outlined word on a button or an outlined record in a list To move to a screen tab simply click on it That screen will be brought to the front Mouse vs Keyboard Throughout the manual the mouse commands are given for procedures e g Click on OK If you prefer to use keyboard commands you ll want to pay attention to the underlined letters in options throughout the program For example to pull down the File menu you may click on File or you may press Alt F Then when the menu is pulled down you may click on your choice or press the letter that is underlined in your choice Any time there 1s some information that could be looked up on a calendar or in the business codes for example you ll click on your right Mouse Button to see it But you can also press F3 Using the scroll bars Scroll bars are found at the right edge and bottom edge of the screen when the information for the screen won t all fit on at once You may click on the up and down Arrow Keys to move incrementally through the display or drag the box up or down to move more quickly Customize the Window When you have one screen open go to Window on the same menu bar This is the only way to customize your display information 11 Tile Cascade Arran
7. T T T Amount ooog Cancel Help Receipt Date The date the payment is posted Use the F3 or right Mouse Button to invoke calendar Owner The owner name field will be filled in for you after you select the owner from the browse that will pop up as you enter this field Highlight the owner for which this payment is being made and press the Select Button to return to the enter payment window Space The Spaces for Current Owner window will pop up as you enter this field Highlight the Space you want for that owner Press the Select Button 35 Amount The amount of the payment Receipt This is an optional field for the receipt number If you choose By Owner order you are taken to the File Owners window where you can view and edit the payments in the bottom portion of the window Press the Insert Button to add or the Change Button to edit payments You will be shown the same screen as described above in the By Date browse order amp Changing a Payments Record General Date SEHEN Owner Smith Bob Lem Sect Block Lot Space Space OAK 1 1 10 10 Amount 5000 Receipt Cancel Help Click OK when finished Making a Payment through the Spaces Window Go to File Spaces If you are in the Spaces window you may also make a payment there Highlight the space you are paying for and then press the Add Button on the right hand side wind
8. This is the date of the most recent payment It is not an entry field It is updated automatically as payments are added Balance This is the unpaid balance remaining on the cemetery lot It is not an entry field It is updated automatically as payments are added You can force this browse to appear by pressing the F3 Key or click the right Mouse Button while in the field If the owner doesn t exist you can add it from within the owner browse 32 This Payment Amount of payment being added this time if any You may also enter a negative amount for situations such as a returned check This is preferable to deleting a payment and replacing it Payment Date The date of record for this payment The F3 Key or right Mouse Button click will display a calendar to assist in selecting the date Receipt Number Enter the deposit receipt number if applicable On the Misc Tab find the Owner Name three User defined Fields Letter Date number of the Last Letter Sent and a Deed Printed checkbox amp Changing a Spaces Record x Location Deceased Payments Misc emark Owner Mame Smith Another Field User Field Date Field Last Letter NEN Letter Date 2 24 20 Print Deed Deed Printed Owner Name This is the name of the owner of the space you are adding or editing The name you enter here must exist in the owner file If you enter a name that doesn t exist you will be shown a browse table of o
9. Granada Blvd Karson Cleo 7 Rolling Hills Drive Karson Cleo Rolling Hills Drive Remus Catherine 75 Horseshoe Lane Remus Catherine 76 Horseshoe Lane Rubble Barney amp Betty 78 Horseshoe Lane Rubble Barney amp Betty 78 Horseshoe Lane Smith Bob 12 Main Street Smith Bob 12 Main Street Socks Sylvester 987 Rolling Hills Socks Sylvester 987 Rolling Hills 4 r 4 Select Spaces View Select Spaces Merge Close Help Surviving and This will make the record appear red You may view Merging Owners the individual records at any time by pressing the View must be different Button You may also view the information about the spaces of each Owner by pressing the Spaces Button When you are certain you have the correct selections press the Merge Button 5 A warning box will appear letting you know that all information to the right side now belongs to the left side Press Yes if you agree Then select Close Confirm Merger ES All spaces belonging to the right side owner will be assigned to 3 the left side owner and the right side owner will be deleted Are sure this is what you want to do Format Go to Utility Format Locations Locations Confirm Reformat Location Index This process will reformat each component of the spaces location key twill erase any values in components coded as not used X This could cause lass of all location indexes if your syst
10. Lot The lot code is a four character alphanumeric field This is normally the unit that is represented by a record in the spaces file A lot may contain one or more spaces Space The space 15 the smallest division of the hierarchy The field for space is an eight character alphanumeric one allowing it to be used in different ways If a database record is assigned to each lot the space field may be used for a list of the spaces belonging to the owner If any or all of the other locators are disabled the space field is large enough to be used as the single locator key for the entire cemetery From File Spaces you can add delete or change cemetery lot data and enter payments See Locating Records for even more information on this subject 23 Day to Day Use Adding Changing Owners Editing Spaces Making Payments Printing Letters Receipts Report Delinquent List Sales Report Owner Labels Spaces List Spaces Details Custom Reports Un CA CA A A Geo G2 Go IN Deeds Print Preview 54 Merge Owners 54 Format Locations 55 Format User Fields 56 Adding Browse Owners Changin Go to File Owners From this window you add delete or change owners spaces and enter payments Owners when you first display this window all owners are shown in alphabetical order of name starting with the first As in all windows in Cemetery Lot Manager you may also press the Alt Key in combination with the underlined le
11. Script Press the OK Button when finished On the Text Tab compose the body of the letter While it will hold as many as 60 lines of 60 characters each you must limit the length so it will fit on a single page with the spacings as defined in the General Tab The more lines you skip the fewer lines the body will hold Use the scrollbar on the right of the window to scroll the display Press OK when finished 39 Use your F3 Key once you have your cursor in the text box You can scroll through the different variables for your letter Press the Tab Key each time to enable your cursor to move around in the body once you have selected a variable Pressing a different key will not enable your cursor It will remain locked Just keep inserting the variables and type in the text your want When finished press OK to go back to the previous screen Select variable x Variable Hame Cancel Printing Letters Go to Print Letters You are asked 1f you would like to preview the report Press Yes Select the Printing Options you want Print By Last Payment Print By Location Cancel Press OK If you checked the Print By Date Sold Box the following screen will pop up Fill in the Beginning and Ending Date Ranges Date Hange to Include in Report Beginning D ate figs Ending Date 3 24 2001 Cancel 40 If you checked the Print By Last Payment Box fill in the date of the last payment you
12. When the tab is pressed the display will be in order of that field and the field will be the leftmost in the browse box formatted according to user specifications If a user field 1s disabled by setting its name blank a tab will not appear for it and it will not be displayed Index Warning Es Caution The spaces file contains records IF you change any of the settings on this page you may be unable to locate pre existing records Are you sure You want to change these settings es On the Index Options Tab you may choose to Exclude Cemetery Y in the index or include it The same selection applies to Section Block and Lot If you disable the cemetery index it will not display in windows and you will not be asked for cemetery code when doing a search or printing a report When the cemetery index is disabled the current cemetery field in the system record will be set to blanks and all spaces added will have a blank cemetery code 20 Changing System Record General User Field Names Index Options Configuration Exclude Cemetery Peres E iN Exclude Section E M Exclude Block UY M Exclude Lot E M Cancel T Help On the Configuration Tab choose whether you want the System Date maintained automatically to be able to print deeds and if so which deed forms 0 2 amp Changing System Record Fa General User Field Names Index Options Configuration
13. that the same letter layout as before will be printed In addition the font may be different for each letter This includes typeface size style and color Note that the font specified must be supported by the printer Also selecting a larger type size may result in the letter not fitting on a page This procedure is the same as updating a letter below Changing a Letter Miki x General Text The payment on your burial plot is overdue Please call our office at 555 5555 to correct this situation Mon payment of Fees will result in the termination of your rights to this plot Sincerely Mr Smith Cemetery Manager Dollar Codes F3 brings up a list of variables that you may use for letters Highlight the one you want and press OK It will insert it for you automatically 38 E Select variable m FS Variable Marne Current Date Curent Time Balance Due Owner Name Owner Street Cancel Update Letter Go to File Letters Highlight the letter you want to edit and press the Change Button On the General Tab change the name of the letter as this will not be the same as the original You are also given the opportunity to change the font by pressing the Change Font Button Choose letter font Cancel F Arial Black F Arial Narrow Effects Strikeout Underline Color BN Black Sample P Select the Font Style Size Effects Color and
14. the current cemetery are shown in location cemetery section block lot space order If no current cemetery is set all spaces will be shown The order of display may be changed by pressing the tab at the top for the sequence desired As in all windows in Cemetery Lot Manager you may also press the Alt Key in combination with the underlined letter to actuate any control instead of clicking the left Mouse Button 2 Locating a specific record Go to File Spaces If the browse is in location order you may locate a specific lot by entering the cemetery section block and lot numbers in the entry fields following the Find prompt at the lower left of the screen Some fields will not be available depending on how you set index options Press the Tab Key from the last field to cause the browse to locate the nearest location Hit the Enter Key to take you to the spot If you hit the Enter Key again you get the pop up window for changing spaces If the browse is in deceased name order you may locate a value by entering the first character of the name to locate First click on any part of the browse window Then enter the first letter of the name to find The browse will move to the first entry beginning with that letter From that point on you can use the up down Arrow Keys or the Page Up Down Keys to scroll the browse Location Deceased Name User Field User Field Date Field Payment History OwnerName Deceased Name
15. the balance due the owner s name and address the name of the deceased the name of the funeral home the date interred the date of death and birth for the deceased Select from the following printing options By Location Bu Owner By Another Field Bu User Field By Date Field If you choose to print By Location you are asked if you want to preview the report Press Yes Fill out the Beginning and Ending Location Range Your report will be processed See a sample of this report Press the Printer Button to print the report if it is acceptable as 1t appears on the screen If you chose By Owner you will have a report of the Custom Reports 90 records in the cemetery lot database in owner name order Fill out the Beginning and Ending Owner Names You are asked if you want to preview the report Press Yes Press the Printer Button to print the report if it 1s acceptable as 1t appears on the screen If you chose to print By Another Field you are asked if you want to preview the report Press Yes You will need to select Another Field If there are none you will need to press the Select Button and you may enter a Beginning and Ending Another Field Press OK If you chose to print By User Field you are asked if you want to preview the report Press Yes You will need to select a User Field If there are none you will need to press the Select Button and you may enter a Beginning and Ending User Field Press OK If you c
16. the deceased if they have purchased the space prior to death Amount of money paid for the purchase of the burial space The area in the cemetery which is comprised of 1 or more blocks See the graphic showing the relationship to the entire cemetery These are the individual burial spaces 1 per deceased person They are at the bottom of the cemetery grid See the graphic showing the relationship to the entire cemetery These are fields which are to be defined by the user of the program for sorting purposes in File Owners or File Spaces They can be assigned names such as Date Field Time of Burial whatever you want to sort by 62 Index Appendix A 54 Appendix B 55 Block 21 21 29 59 Buttons 59 60 Cemetery Layout 21 Clipboard 12 Custom Reports 50 Delinquent List 43 Deeds 51 Funeral homes 30 Formatting 53 Labels 44 Getting Organized 14 Getting Started 5 Glossary 59 Large Screens 55 Letters 36 Lots 22 Owners 23 32 34 43 Parent Child Relationship Rules 54 Password 15 Payments 34 61 Printing 36 Print Preview 51 Receipts Report 41 Remarks 26 33 Sales Report 43 Section 21 Spaces 21 Spaces Details 49 Spaces List 45 System Requirements 5 System Setup 14 Updates 6 User Fields 18 62 Welcome 5 Windows 95 98 Users 6 Windows Internet 8 Windows Skills 9 63
17. will display a calendar to assist you in entering the date Enter the Ending Date you want to appear in the report The F3 Key or right Mouse Button click will display a calendar to assist you in entering the date Date Hange to Include in Report Beginning D ate figs Ending Date 3 24 2001 Cancel 4B Delinquent List 42 The Location Range allows you to include only those sections of a cemetery you specify based on section block and lot numbers Remember that the report range applies only to the current cemetery as set in the system file unless the current cemetery is blank If any indexes are disabled the field on which the index 15 based will not be shown in this window It will be assumed blank Fill in the Beginning Section and Ending Lot Beginning Section IE 1 10 Ending Lot 1 25 1 Cancel The select space browse will appear whenever the user is in a location input field and has either entered an invalid space location or clicked the right Mouse Button You can also press F3 to choose the spaces See a sample of this report Press the Printer Button to print the report if it 1s acceptable as 1t appears on the screen Go to Print Delinquent List This function will print a list of delinquent owners based on the date the last payment was received You may print in location or owner order Select the cutoff date for the last payment You are asked if you would like to preview the report Press Yes
18. 01 00 OAK 1 2 10 3 Doe Jane 450 00 9 01 00 OAK 1 2 10 4 Doe Jane 450 00 9 17 00 OAK 1 2A 1 1 Quitecontrary Mar 550 00 Total Spaces a Total Price 3 475 00 Spaces Detail Town of Peaceful Cemetery Spaces By Location Cemetern OAK Included Section 1 Block 1 Lot 10 Thru Section 1 Blodc2A Lot 1 Cemetery OAK Date Sold 9 27 2000 Deceased SMITH MARY Section 1 Price 250 00 Funeral LOCAL Block 1 Payments 0 00 Born 1 01 1940 Interred 4415 1999 Lot 10 Balance 250 00 Died 4 13 1999 Age Space s 10 Last Paid In City Y J Deed Printed Owner Smith Bob User Field 12 Main Street User Field Another City FL33456 Date Field i Cemetery OAK Date Sold 9 45 2000 Deceased John Doe Section 1 Price 525 00 Funeral Wrights Funeral Home Block 1 Payments 0 00 Born 2 10 1942 Interred 9 17 2000 Lot 11 Balance 525 00 Died 9 15 2000 Age Space s 1 Last Paid In City Y Deed Printed Owner Socks Sylvester User Field 987 Rolling Hills User Field Any City FL33888 Date Field i Last Letter 1 Letter Sent 8 03 2001 Cemetery OAK Date Sold 9 21 2000 Deceased Mr Ranger Sir Section 1 Price 500 00 Funeral LOCAL Block 2 Payments 0 00 Born 3 08 1921 Interred 9 26 2000 Lot 1 Balance 500 00 Died 9 25 2000 Age Space s 1 Last Paid In City Y CJ Deed Printed Owner Bear Yogi User Field 10 Happy Lane User Field Last Letter 1 Letter Sent 8 03
19. 2001 Peaceful FL33333 Date Field i 58 Deed Cemetery Deed This Deed is made on August 3 2001 by the City of Auburndale Florida a municipal corporation existing under the laws ofthe State of Florida in Polk County Florida hereinafter called the grantor to Mary Quitecontrary whose address 1599 Happy Lane Peaceful FL 33888 hereinafter called grantee used for singular or plural as the context requires Witnesseth Thatthe grantor for and in consideration ofthe sum of 450 00 paid to grantor by grantee receipt of which is hereby acknowledged does hereby sell and convey to grantee and grantee s heirs and assigns forever the right to have human remains interred in the burial space s identified as follows Nota Bene The space s may be used forthe sole purpose as a place of burial for the dead for that purpose only and subjectto and in strict compliance with the laws ofthe State of Florida and the ordinances rules and regulations ofthe City of Auburndale now and hereafter existing Executed for and on behalf of grantor on the day and year first above written City of Auburndale Print Preview Buttons 5 Report Preview LaserJet 5N on LPT1 A O aa a apex Town of Lake Placid Cemetery Lot Receipts for the Period 1 01 80 thru 7 09 01 Cemetery OAK Included Section 1 Block 1 Lot 10 Thru Section 1 Block 2A Lot 1 92700 OAK1 1 10 10 Smith Bob 250 00 9 500 OAK1 1 1 1 Socks Sylvest
20. IMS INFORMATION MANAGEMENT SERVICES INC Cemetery Lot Manager User s Manual 2001 Information Management Services Inc All rights reserved Reproduction adaptation or translation without prior written permission is prohibited except as allowed under the copyright laws First Edition July 2001 Version 2 304 Warranty The information contained in this document is subject to change without notice Information Management Services makes no warranty of any kind with regard to this material including but not limited to the implied watranties of merchantability and fitness for a particular purpose Information Management Services shall not be liable for errors contained herein or for incidental or consequential damages in connection with the furnishing performance or use of this material Information Management Services Inc P O Box 3720 Ormond Beach FL 32175 386 677 5073 Table of Contents Getting Started Welcome System Requirements Installation of Updates Windows Basics for 95 98 NT Users Windows 95 98 NT Internet Users Windows Skills You ll Need Getting Organized System Setup Cemetery Layout Day to Day Use Adding Changing Owners Editing Spaces Making Payments Printing Letters Receipts Report Delinquent List Sales Report Owner Labels Spaces List Spaces Details Custom Reports INO OO ON Os Cr 29 Adrara A 14 Deeds Print Preview Merge Owners Format
21. Locations Format User Fields Appendix A Parent Child Relationship Rules Appendix B Large Screens Glossary Index EY e CY C9 IN EN Welcome System Requirements Getting Started Welcome System Requirements Installation of Updates Windows Basics for 95 98 NT Users Windows 95 98 NT Internet Users Windows Skills You ll Need oo Os Os nr This manual is best viewed at 100 magnification or higher for details on smaller screens Welcome to Cemetery Lot Manager Designed for cities and private cemeteries Cemetery Lot Manager brings together all of your cemetery record keeping functions It manages records of lot ownership and keeps payment records With it you can manage multiple cemeteries in a single database A cemetery lot can be quickly located by owner deceased or location Location parameters can be any user defined combination of cemetery section block lot and space Included are built in reports of sales by date range delinquent list spaces by location and more You can print labels and can print letters to be sent to a subset of the database such as a delinquency letter In addition to the built in reports you can print custom reports that you can create Release notes and supplemental documents are available in a Windows help file format with the program itself This is version 2 3 of the IMS Cemetery Lot Manager written for the Windows environment Har
22. Name amp bemathy Mary Ending Owner Mame Socks Sylvester Cancel Press the Printer Button to print the report if it is acceptable as it appears on the screen If you choose to print By Another Field you are asked if you would like to preview the report Press Yes You are required to select another field that you setup in File System on the User Fields Tab This needs to be something with a beginning and ending range to search and print reports from amp Select Another Field Lx Another Field Close qv Help Another Field Range If you chose to print By User Field you are asked if you would like to preview the report Press Yes Highlight the User Field and press the Select Button You will need to select another User Field under File System User Field Names Tab Spaces Details 49 If you chose to print By Date field you are asked if you want to preview the report Press Yes Highlight the Date Range if there are none you will be taken to a Date Field Range window to fill in Fill in the Beginning and Ending Date Fields Date Field Range EX Beginning D ate Field m Ending Date Field Cancel See a sample of this report Go to Print Spaces Details As with the list reports no menu item will appear for inactive user fields This function gives you a detailed list of the information about each space including the actual location the payments made on the space and
23. ars Adding Changing an Owner Record Go to File Owners Select an owner as described above and press the Change Button To add a new owner press the Insert Button This window displays and allows changing owner information The Tab and Backtab shift tab Keys will move the cursor from field to field On the Owner Tab change the information you want When adding a new owner the address will default to the address in the system file Owner Femarks Name Bea Yogi Address 10 Happy Lane 7 City Peaceful State FL Ip 3333 Phone OOO 000 0000 Print Deed cnet Print Deed Editing Spaces 26 Fill out the Name Address City State Zip and Phone number for the owner You may choose to print a deed at this time by pressing the Print Deed Button but if you have no other information entered there will be nothing to print On the Remarks Tab click to display a text field for storing miscellaneous notes about this owner amp Changing an Owner Record x Owner Remarks Remarks Doesnt like leaves on burial spaces Stops by once a week and will make complaint if area is not cleaned Cancel Help This 1s the file function most often used From it you can add delete or change cemetery lot data and enter payments The functions of the controls on this window are listed below When you first display this window all spaces for
24. artin 55 Golden Lake Any City FL 33888 Karson Cleo Rolling Hills Drive Any City FL 33888 Rubble Barney amp Betty 78 Horseshoe Lane Any City FL 33888 17 Golden Lake Any City FL 33888 Hunt Mark and Helen 3434 Surrey Lane Any City FL 33888 Quitecontrary Mary 99 Happy Lane Peaceful FL 33888 Smith Bab 12 Main Street Another City FL 33455 Date Sold Cem Sec BlockLot Space OwnerName S Price 9 27 00 1 1 10 10 Smith Bob 250 00 9 15 00 OAK 1 1 11 1 Socks Sylvester 525 00 9 21 00 OAK 1 2 1 1 Bear Yogi 500 00 8 25 99 1 2 10 1 375 00 8 25 99 1 2 10 2 Doe Jane 375 00 9 01 00 OAK 1 2 10 3 Doe Jane 450 00 9 01 00 OAK 1 2 10 4 Doe Jane 450 00 S 17 00 OAK 1 2 1 1 Quitecontrary Mary 550 00 Total Sales 3 475 00 Labels Bear Yogi Doe Don Doe Jane 8770 Granda Blvd Any City FL 33888 Jones Janet 65 Granada Blvd Any City FL 33888 Remus Catherine 76 Horseshoe Lane Any City FL 33888 Socks Sylvester 987 Rolling Hills Any City FL 33888 5 Spaces List Town of Peaceful Cemetery Spaces By Location Cemetery OAK Included Section 1 Block 1 Lot 10 Thru Section 1 Block 2A Lot 1 Date Sold Cem Sec BlockLot Space OwnerName Pree 9 27 00 OAK 1 1 10 10 Smith Bob 250 00 9 15 00 OAK 1 111 1 Socks Sylvester 525 00 9 21 00 OAK 1 2 1 1 Bear Yogi 500 00 8 25 99 1 2 10 1 Doe Jane 375 00 8 25 99 1 2 10 2 Doe Jane 375 00 9
25. d disk with 10 MB free disk space Windows 95 98 NT4 2000 or later Windows 32 bit environment only A 16 bit version will be available on request for a limited time to accommodate users still using the Windows 3 X Installation of Updates Windows Basics for 95 98 NT Users 6 environment but such users should consider upgrading their system in the near future VGA graphics and monitor Any pointing device supported by Windows This is where it all begins The original program will be installed by your Customer Support Representative CSR You will need to periodically install updates as new information is added to the program As long as your update is saved and installed into the correct directory it will be used by the original program When installing TYPE in the directory ex C CEM or D IMS CEM or G CEM you want the program to go otherwise it tends to default to a directory that it creates below the main directory CACEM Cemetery Manager This means the program will not be installed into the original CM directory and consequently not work You also do not want it installed into C Program Files CemeteryManager the Microsoft Windows default directory if that is not the original CM directory This will not allow the update to work in the right directory either Put the updates where the original program is located Start Windows if you ve not already done so Insert the Update disk into drive A or driv
26. e B You first need to find where your Cemetery Lots Manager program is installed Find the icon on your main screen Program Manager and highlight the Cemetery Lot Manager icon and right click with your mouse on the icon Select File Properties and click on the Shortcut Tab The line you want to look for will be labeled as Target There you will be able to view the directory you need to place the update into Once you have determined which directory to install into you are ready to start the installation process Left click on Start Select Run from the File menu and then Browse selecting the exe file on the diskette in Drive A and double click on the exe file to begin the installation The program will start installing and you will see a blue screen and then a welcome screen It will ask you which directory you want to install the files into Make sure it 15 exactly where it needs to be as the data for the program is located in the same directory as the program files see above on how to locate your directory Select Destination Directory Cemetery Lot Manager will be installed into the following directory IF vou would like to install it into a different directom drive use the browse list below Destination Directory CIMSSCEM cem 1 Litiz fa Filesafe 2 c Cancel In Windows 95 98 NT the default is C Program Files CEM You may not want this directory so TYPE IN the locati
27. ecified Likewise for a numeric field n4 for example The data is stored internally as characters but formatted when displayed To allow locating and printing by these user fields the spaces file is now indexed by each of them To allow proper collation by the user fields it is important that they be formatted according to their content If a user field contains text it should be left with no format Width The width of the field The maximum field width is up to 20 characters It is up to the user to be sure the width and justification are appropriate for the data For example if a field is numeric right justification should be specified If any of these specifications are left blank the default values of 20 characters wide left justified will be used 19 Justify Choose right left center or none It is up to the user to be sure the width and justification are appropriate for the data For example if a field is numeric right justification should be specified If any of these specifications are left blank the default values of 20 characters wide left justified will be used If it contains numeric or date values it should have a format specified Whenever the format of a user field is changed you must run Utility Format User Fields to justify the data in the field If this is not done the data will not browse or print in numeric or date order The spaces browse window File Spaces will have a tab for any active user field
28. ed location range You may print by the following options By Location Bu Owner By Another Field Bu User Field By Date Field By Location allows you to include only those sections of a cemetery you specify based on section block and lot numbers Remember that the report range applies only to the current cemetery as set in the system file unless the current cemetery 15 blank 46 Select the Beginning Section and Ending Lot Beginning Section E 10 Ending Lot 1 25 1 Cancel If any indexes are disabled the field on which the index is based will not be shown in this window It will be assumed blank The select space browse will appear whenever the user is in a location input field and has either entered an invalid space location pressed F3 or clicked the right Mouse Button amp Select Location Range x By Location Sect Block Lot Space 10 11 10 10 10 10 r3 2 1 1 1 1 1 1 1 D Close Help After you have highlighted the location press Select Button Your list will be processed You are asked if you would like to preview the report Press the Printer Button to print the report if it is acceptable as it appears on the screen 47 If you chose to print By Owner fill out the Beginning and Ending Owner Name range Press OK You are asked if you would like to preview the report Owner Name Print Range Ei Beginning Owner
29. em setup is wrong Do not begin this process unless you understand what IE wall da and the possible consequences Are you sure you want to continue Press Yes to continue Format User Go to Utility Format User Fields Fields Confirm Reformat User Fields ES This process will reformat each of the active user fields in the spaces file according to the specified format Do nat begin this 2 process unless you understand what it will do and the passible consequences Are you sure you want to continue Press Yes to continue APPENDIX A Parent Child Relationship Rules June 2001 All of the IMS program databases have parent child relationships It is generally bad practice to allow a database to accumulate orphans which are child records whose parent has been deleted Parent deletions can be done in one of two ways depending on the individual situation either you delete all children when the parent is deleted cascade or deny if the parent has any children The relationships and dependencies are shown as in the excerpt from the data dictionary summary below WTask FILE DRIVER TOPSPEED RECLAIM NAME wtaname PR E WTA BINDABLE Work order task By_Task KEY WTA Task DUP NOCASE OPT By Order KEY WTA WorkOrder DUP NOCASE OPT IWork Order Key WTA By Task lt lt gt TAS By Task Update CASCADE Delete RESTRICT WTA By Order lt lt gt ORD By ID Update CASCADE Delete RESTRICT The do
30. er 525 00 825 59 OAK1 2 10 1 Doe Jane 375 00 825 89 OAK1 2 10 2 Doe Jane 375 00 9 01 00 OAK 1 2 10 3 Doe Jane 450 00 9 0 00 OAK 1 2 10 4 Doe Jane 450 00 97 00 OAK1 2A 1 1 Abemathy Mar 550 00 Total Receipts 2 975 00 General Buttons Add Cancel Change Llose Delete Help Insert a 59 Glossary This is the unpaid balance due on the account Section of the cemetery containing 1 or more lots See the graphic showing this layout Add Button For adding payments to an owner or space record Cancel Button This button usually appears in an entry form Pressing it will abandon any changes you have made and close the current window Change Button This will allow you to edit the record currently selected in the browse table Close Button This button will close the current window Delete Button This button will cause the currently selected record to be deleted Note that deleting a record in a file that has associated records in another file will also delete all associated records in the other file For example if you delete a license from the master file you will also delete all payment records for this license Help Button Press the Help Button for help in the context of the current window Insert Button This button in a browse screen will allow you to add a record to the file currently being browsed Print Preview Buttons 9 0 L T
31. es Press OK See a sample of a typical deed Go to Print and select a report All reports lists and deeds have a preview option Reports are shown on the screen before being sent to the printer to give you the opportunity to review them This allows the user to 52 decide if the report list or deed is satisfactory in appearance and information and allows them to choose to exit without printing You may then go back and start the process over and make your changes Details on the Print Preview Buttons are shown in the Glossary See a sample of the buttons with a report Preview E 2 Do vau wish ta PREVIEW this Report Cancel Merge If you want to join two owners together into one record go to Utility Merge Owners You will have the Owners Surviving Owner the one whose name the record will contain and the Merging Owner the one whose information will go into the Surviving Owner Highlight the two owners that you want to use and press the Select Button for each Merge Owners x Surviving Owner Merging Owner Abernathy Mary 99 Boo Lane Abernathy Mary 99 Boo Lane Bear Yogi 10 Boo Lane Bear Yogi 10 Boo Lane Doe Don 17 Golden Lake Doe Don 17 Golden Lake Doe Jane 8770 Granda Blvd Doe Jane 8770 Granda Blvd Hummer Martin 55 Golden Lake Hummer Martin 55 Golden Lake Hunt Mark and Helen 3434 Surrey Lane Hunt Mark and Helen 3434 Surrey Lane Jones Janet 65 Granada Blvd Jones Janet 65
32. f the Windows Clipboard to the field where the cursor is currently located Reference Help Contents Your program has assistance under Help press F1 at any time to take you to this section or Help Contents or Index Contents has a better overview of the entire section It is filled with explanations of almost every function and key in the program You may want to familiarize yourself with some of the different items in there before beginning This makes using the program much simpler Windows has its own section for assistance with questions about Windows topics How to Use Help which is found within the program Use it by looking through the Contents the Index alphabetically or by using the Search for Help On capability to find the topic or keyword you need help with 13 amp Windows Help PII E B oy ip 1 Hide Back Forward Options Web Help To find a Help topic Index SCREENS Search 1 In Help click one of the following Type in the keyword to find tabs e To browse through topics by category click the Contents tab To see a list of index entries doc files see documents click the Index tab and then gif files using as wallpaper either type a word or scroll icm files through the list files To search for words or phrases txt files that may be contained in a Help 1394 devices ports topic click the Search tab 16 bit DLC protocol 16 color display Inthe left frame of the Help
33. ge Icons w 1 Browse the Owners File Change whatever settings you like Moving a window There are times when you may need to move a window to another location on your desktop To do this click on the title bar of the window and drag it to the new location Then release the Mouse Button Resizing a window Occasionally you may want to resize a window so you can see more of its contents To do this click on the window Then point to a corner or border of the window the cursor will become a double headed arrow Drag the mouse until the window is the desired size and then release Quick Tip Keys F1 brings up a Help menu for quick and easy explanation of terms If you are in a date field press F3 which is invaluable in IMS programs and will bring up a calendar in a date field or pop up list in many other fields Always try it if you need to select from a list to see if it is available this way Press the Escape Key to release it Right clicking on the Mouse Button will also display selections if available Sul Mol Tul Ae 15 16 17 18 MEE 20 NE ME 12 Using the Clipboard This menu contains the standard Windows editing functions using the clipboard It is active only when a document window is open Control Key Cut X Move the currently highlighted text to the Windows Clipboard Copy C Copy the currently highlighted text to the Windows Clipboard Paste V Copy the contents o
34. his means There are also Tabs that are folders with names These will always be capitalized so that you aren t confused by the two different definitions of the word tab DO NOT use the Enter Key The Enter Key is the same as clicking on OK and means you ve completed your entries and are ready to move on to something else Control If you don t have a good understanding of this concept you ll spend way too much time trying to get the program to do what you want it to amp Browse the Owners File x Owners By Name Find 99 10 Lane Any City 17 Golden Lake Any City 8770 Granda Blvd Any City 55 Golden Lake Any City 3434 Surrey Lane Any City Insert 65 Granada Blvd Any City 7 Rolling Hills Drive Any City Remus Catherine 76 Horseshoe Lane Any City Delete Spaces for Abernathy Mary NN Insert OAK 2 1 Willams Jennifer 0 00 Change Delete Payments Close Help 10 You first see a screen where the cursor is flashing in a field That means that if you press a letter or number on your keyboard it will appear in this field Hit the Enter Key on your keyboard after filling in this field and the account will pop up on your screen However if you click within the other portion of the screen the control moves there Then when you press a letter the program takes you to the first occurrence of that letter in the list
35. hose to print By Date Field you are asked if you want to preview the report Press Yes You will need to select a Date Field If there are none you will need to press the Select Button and you may enter a Beginning and Ending Date Field Press OK Go to Reports Custom Reports This feature allows running reports created by the Clarion Report Writer from Cemetery Lot Manager If the Clarion Report Writer has been purchased it can be invoked from within Cemetery Lot Manager to create a new report or modify an existing report The user must purchase a copy for their own use if they want to create their own custom reports However it is not necessary for running custom reports created elsewhere When Print Report is selected it will search the current directory and list all report files found A report file will have an extension of TXR This 1s an ASCII text file that can be viewed with a generic text editor such as Notepad A report file may contain from zero to any number of individual reports The report file also contains information about the data dictionary The data dictionary defines all file names field names sizes and data types file keys and relationships between Deeds Print Preview 51 files If a report file contains multiple reports each report will show up as a line in the list of custom reports Browse Custom Heports By Name By Description By File File Name Diploma Example of using i
36. list of labels with the Owner s name for your letters and reports You are asked if you would like to preview the report Press Yes select the Beginning and Ending Owner Names Press OK 44 amp Owner Name Print Range Beginning Owner M arme bemathy Mary Ending Owner Mame Socks Sylvester Cancel The labels windows will pop up If you have not created labels yet press the Insert Button to make new labels or the Change Button to edit existing labels amp Browse Label Formats x Label Type Label Type 4 acros Ei PRN j E Labels can be edited according to Page Width and Height Label Width and Height Top and Left Margins and Font Size Press Ok when finished Spaces List 45 General Label Type Page Width 0 00 Page Height 0 00 Label width 0 00 Label Height 0 00 Top Margin 0 00 Lett Margin 0 00 Font Size 0 Cancel Help Select the label you have just created or one of the existing labels Highlight it and press Select You are taken to the Preview Report screen See a sample of these labels Press the Printer Button to print the report if it 1s acceptable as 1t appears on the screen Go to Print Spaces List The list of spaces may be printed in order of any active user field If the user field is inactive no menu item will appear for printing in that order This function will print a report of the records in the cemetery lot database with a specifi
37. mages on a detail ETRA TA Diploma Example of using images on page EXTRA TR EnrallCenzus Census of Students Enralled RAW TUTOR TA lii MailingLabels Labels for Seminar Announcement Rw TUTOR TA MemberLabels Mailing Labels for Members VIDEO TARH MembershipCard Membership Cards VIDEUO TARH MovieList List of Movies In Stock ln Categorii VIDEO M ameb adges Mame Badges for General Assembly EXTRA THA RelationalReport Creating the Enrollment Report by U AY TUTOR Z Report Spaces By Cemetery CLAREPORT TSA Report Amayed fields test PRHEADER TA StudentPhoneLig Student Phone List sorted by Studd AW TUTOR TA StudentPhoneLis Student Phone List sorted by Name Ai TUTOR TA l l v Preview Report Print Report Close Help Custom Deed Form Go to Print Deeds or to File Spaces Change Button Misc Tab There is even another option File Owners Change or Insert Button Owners Tab You have the option to enable or disable printing of deeds in the File System There are no standard deeds in the system When data is converted the two internal deed forms will be numbered 1 and 2 and set appropriately for the customer Printing deeds to lots is not yet implemented A deed because it is a legal document has to be created for a fee before it can be used within this program Otherwise cemeteries will have to use other means to print the deeds Select the Beginning and Owner Nam
38. ng letters lists and reports Name fields may contain up to 20 characters of data Format fields contain up to 12 These are to keep track of information related to the burial permit in addition to the standard record data You may use the fields to keep track of things like plot type for example The format of any of the three fields may now be specified allowing dates and numeric values The format syntax is the standard Clarion picture notation as used in Occupational Licenses Manager Ifthe format field is left blank as it should for text fields the field will not be formatted If set to a date d1 d2 for example the field value will be displayed according to the format specified Likewise for a numeric field n4 for example The data is stored internally as characters but formatted when displayed 17 The width and justification of each field may also be specified It is up to the user to be sure the width and justification are appropriate for the data For example if a field 1s numeric right justification should be specified If any of these specifications are left blank the default values of 20 characters wide left justified will be used To allow locating and printing by these user fields the spaces file is now indexed by each of them To allow proper collation by the user fields it is important that they be formatted according to their content If a user field contains text it should be left with no format If it contain
39. ocate the exe file and double click on it to run the installation following the instructions on the screen Remember to TYPE in which drive and directory you want the program to install into such as D CEM Updating from a disk Insert the Update disk 1 into drive A or drive B In Win 95 98 NT right click on My Computer select explore Highlight the drive A or B that the disk 15 in Find the file Setup exe and double click on it See the above installation instructions for Windows updates Insert Disk 2 and 3 when prompted In all of these installations you may choose to read the release notes which are essentially the latest update information and changes to the program Windows Skills You ll Need 9 Because the Cemetery Lot Manager runs under Windows it is necessary for you to have certain Windows skills to be able to use it most effectively What follows is a very brief explanation of some of the skills that would be most useful in using your Cemetery Lot Manager This is not intended to replace your Windows manual If any of these is not a skill you re comfortable with you ll want to refer to your Windows manual for a complete explanation Entering information on a screen When you are entering information into many fields on a screen such as when adding a license use the Tab Key to move to the next field and Shift Tab to move to the previous field When you are directed to tab to something that is what t
40. on 1 Block Lot 10 Space In City Iv Cancel Help Cemetery This is a 3 letter code for the name of the cemetery Section Cemetery section number Note If you have a current cemetery set you may add a space for a different cemetery than the currently active cemetery but it will not appear in the spaces browse until you change the current cemetery to match the cemetery of the record The current cemetery is set in the system file form Note You may enter multiple spaces in the form I 2 or 1 4 if this record includes more than one space However the recommended use is to allow only one space per record so you can record the deceased name for each space 29 Block Cemetery block number Lot Cemetery lot number Space Cemetery space number In City Whether or not this lot 15 within city limits On the Deceased Tab Here you will find information about the deceased Fill out the following fields of information amp Changing a Spaces Hecord Ea Location Deceased Payments Misc Remarks Deceased Name i Ceti Date of Birth 1 01 1840 Date of Death 41371959 CHEN LO LAL Date Interred Funeral Home Deceased Name Enter in name of the deceased last first format to allow locating by last name Date of Birth The date of the deceased s birth 30 Date of Death The date of the deceased s death Date Interred The date that the deceased was in
41. on to the directory you found the program in using the directions above Click OK when you ve entered the desired location It will ask you if you want to make backup copies and will backup the program files that the update replaces into the same directory into a new folder called BACKUP After this simply follow the instructions and it installs the update for you Windows 95 98 NT Internet Users The examples show c drive but most users will have their program located on d g or f or some other drive If you skip this step now you may view the documentation later in the program itself 8 I a Copying File CIMS S Ceme SAUN DLL 3356 After it is complete you will be given the opportunity to view the release documentation This is a document containing information and explanation about what is new to this version of the Cemetery Lot Manager including last minute changes since the manual was printed Updating from email Your CSR will send you updates in the email if you request this method of updating When you receive the emailed files for example c12302 exe cl2 c13 save them immediately into the directory that your program is running in See the Windows update installation instructions above to see how this 1s done Once you have saved all of the files you receive in the email from IMS then you may go into My Computer by right clicking on it and choosing Explore From there you simply l
42. ou seek Use the Go Back Button to return to where you were last System Setup 14 Getting Organized System Setup Cemetery Layout gt z P Go to File System Fill out these basic system preferences before entering data Changing System Record On the General Tab fill out the following fields of information amp Changing System Record x General User Field Hames Index Options Configuration City Name Default City Peaceful Default State FL Default ip jaa System Date fevosv2001 Password iin Cemetery Last Deed 103 Cancel Help City Name This appears at the top of all reports The name will be automatically centered after it is entered Default City This field will be used to initialize the city field when new records are added to the spaces file 15 Default State This field will be used to initialize the state field when new records are added to the spaces file Default Zip This field will be used to initialize the zipcode field when new records are added to the spaces file System Date The default date of record for all file maintenance activities If checked this will function automatically Password The password required to gain access to Cemetery Lot Manager If a password has been added in the System Window you will see this window the next time you start Cemetery Lot Manager Enter your password exactly as saved The pass
43. ow See Changing a Payments Record for field details to fill in Click OK when finished Printing Letters 36 amp Adding a Payments Record Ei General Date 2 24 2001 _ Owner Smith Bob Cem Sect Block Lot Space Space Amount 0 00 Receipt Cancel Help The letter printing facility works in several ways Letters may use the dollar codes to insert information from the data into the letter When data is converted the letters will be converted to use the dollar codes Selecting a larger type size may result in the letter not fitting on a page Note that the font specified must be supported by the printer In addition the font may be different for each letter This includes typeface size style and color Browse Letters This window shows all letter formats on file Scroll to select the letter to view change or delete Press the Insert Button to add a new letter i Browse the Letters File x Payment lett Cemetery Changes Change of Cemete d Insert Delete Close Help 3 Go to File Letters To create a new letter simply press Insert Letters may use the dollar codes to insert information from the data into the letter The old fields that set the number of lines to skip between sections of the letter no longer exist because they are no longer needed When data is converted the letters will be converted to use the dollar codes such
44. s numeric or date values it should have a format specified Whenever the format of a user field is changed you must run a utility Utility Format User Fields to justify the data in the field If this is not done the data will not browse or print in numeric or date order On the User Field Names Tab fill out these fields User Name 1 This 1s the title that will be displayed for this user defined field You may leave it blank if the field 1s not needed User Name 2 This 1s the title that will be displayed for this user defined field You may leave it blank if the field 1s not needed User Name 3 This 1s the title that will be displayed for this user defined field You may leave it blank if the field 1s not needed 18 amp Changing System Record Ei General User Field Names inde Options Configuration User 1 Mame ec Format Width 10 Justify H User 2 M ame User Field Format Width 20 ES Justify User 3 M ame Date Field Format ade width 10 Justify Cancel 9 Help Format The format of the user field The format of any of the three fields may be allowing dates and numeric values The format syntax is the standard Clarion picture notation If the format field is left blank as it should for text fields the field will not be formatted If set to a date d1 d2 for example the field value will be displayed according to the format sp
45. terred Funeral Home The name of the funeral home that handled the interment Browse Funeral Homes Go to File Spaces Highlight the deceased press the Insert of Change Button Go to the Deceased Tab and put your cursor in the Funeral Home space Press F3 and you will be shown is a list of funeral homes that have been entered previously To select one of these highlight the one you wish and press the Select Button To add a new funeral home to the list press the Insert Key and enter the name of the funeral home amp Browse Funeral Homes Wrights Funeral Home Close Help Insert Change Delete On the Payments Tab find the financial information about the space including sale price and payments made It also allows entering a payment Fill out the following fields of information 31 amp Changing Spaces Record Fi Lacation Deceased Payments Misc Remarks Date Sold SEHEN Price 250 00 Amount Paid 25000 D ate Paid 9 27 2000 Balance uo This Payment a0 Payment D ate Receipt Number Cancel Help Date Sold The date that the space was sold Press the F3 or right Mouse Button to display a calendar to assist in date entry See Quick Tip Keys Price This is the sale price of the space Amount Paid This is the total amount of payments received so far It is not an entry field It is updated automatically as payments are added Date Paid
46. tter to actuate any control instead of clicking the left Mouse Button Below the owners browse is another browse box listing all spaces for the currently selected owner Each browse has its own set of Add Change and Delete Buttons 24 Browse the Owners File Lx Owners By Name Find CC NNNM NN TRAN ET CNN E Bear Yogi 10 Boo Lane Any ity Doe Don Doe Jane Hummer Martin Hunt Mark and Helen 3434 Surrey Lane 65 Granada Blvd Rolling Hills Drive 33 Happy Lane 76 Horseshoe Lane OAK Mr Ranger Sir Payments Payments Payment Button Payment History This window shows all payments posted for the selected space You cannot enter payments in this window To add a payment for this space press the Change Button on the right of the spaces browse select the Payments Tab Payment History ED NM SZ NN 72000 25 Locating a Specific Record Go to File Owners or Spaces Make sure the browse window 18 active If you have just opened this window it will be active Ifit is not active you can make it so by clicking anywhere on the browse box including the Owners By Name Tab Type the first letter of the owner name to locate Hit the Enter Key The browse will move to the first owner whose name begins with that letter From there you can use the up down Arrow Keys to home in on the desired owner If you hit it again you can print the deed from the pop up window that appe
47. uble arrow is on the side of the many file in a many to one relationship So the single arrow points to the parent key and the double arrow to the child The Update and Delete indicate what happens when a parent is updated and deleted A blank means it is allowed and no action is taken Restrict means it is not allowed the user will get a warning message Cascade means all children will be deleted In the case of an update action if a key value in a parent is changed cascade means all children will be changed likewise 55 Appendix B Large Screens Receipts Report Town of Peaceful Cemetery Lot Receipts for the Period 1 01 80 thru 8 03 01 Cemetery OAK Included Section 1 Block 1 Lot 10 Thru Section 1 Block 2A Lot 1 Cem Sec Blk Lot Space 9 27 00 OAK 1 1 10 10 Smith Bob 250 00 9 15 00 OAK 1 1 11 1 Socks Sylvester 525 00 8 25 88 OAK 1 2 10 1 Doe Jane 375 00 6 25 99 2 2 Doe Jane 375 00 9 01 00 2 3 Doe Jane 450 00 9 01 00 2 4 Doe Jane 450 00 9 17 00 1 550 00 Total Receipts 2 975 00 Delinquent List Town of Peaceful Delinquent List Cemetery OAK Included Balance Due No Payment Since 6 03 99 em Sect Block Lot Space OwnerName Balance Last Payment Date OAK 1 2 1 1 Yogi 500 00 0 00 Total Balance Due 500 00 56 Sales Report Town of Peaceful Cemetery Lot Sales for the Period 1 01 80 thru 8 03 01 Cemetery OAK 10 Happy Lane Peaceful FL 33333 Hummer M
48. want to include This date is used as a basis for selecting what records will be included when printing delinquent letters or the delinquent list Use the F3 Key or right Mouse Button for a calendar Include Records With Payment Since 3 24 2001 Cancel If you selected Print By Location Box fill in the Beginning Section and Ending Lot for the letter or report Beginning Section IE 1 10 Ending Lot 1 25 1 Cancel It is possible to select all three options in which case you will see all of the aforementioned screens pop up Simply fill them all out You will then be asked to select the letter by being taken to the Select Letter to Print Screen This window shows the letters on file Highlight the letter you want to send and press the Select Button to continue Receipts Report 41 amp Browse the Letters File FI MH ame Mon paument arming Letter 2 Insert Delete Close Help Go to Print Receipts Report This function will print a report of payments posted between a range of dates you select for a range of lot locations you also select You are asked if you would like to preview the report Press Yes The Date Range window allows you to specify the records to be included in a report based on a range of dates The individual window may vary slightly from the one pictured here Enter the Beginning Date you want to appear in the report The F3 Key or right Mouse Button click
49. wners from which to select Use the Select Button 33 Another User and Date Defined Fields These fields can contain any information you can put in 16 characters The titles of each field are set in the system file window Last Letter ID number of the last letter sent Letter Date Date the last delinquent letter was printed Deed Printed Check if a deed has been printed for this lot You may press the Deed Button to print a deed if you have enough information entered about the space to print a deed On the Remarks Tab type in any remarks about the space that you might need to refer to amp Changing a Spaces Hecord Ei Location Deceased Payments Misc Remarks Doesnt like leaves an the burial area Wants bo be notified if flowers need replacing are missing Cancel Help 34 Making Browse payments Payments Choose to browse By Date or By Owner By Date displays all payments in descending date order Ifa current cemetery is set in the system file only payments for the current cemetery are shown The current cemetery will be indicated at the bottom of the window Press the Insert Button to add a payment Press the Change Button to change the currently selected payment Press the Delete Button to delete the currently selected payment Press the Close Button to close the window amp Changing a Payments Record x General Dae Lwner Lem Sect Block Lot Space
50. word characters will not show on the screen Enter Password Password Cancel Cemetery This is the current cemetery assumed for all other file functions This determines what records are shown in browse windows If left blank records in all cemeteries will be shown in browses If you place a value in this field windows that display spaces will show only the spaces in the current cemetery There are exceptions to this rule such as when displaying spaces by owner because an owner may own spaces in more than one cemetery 16 When there is a current cemetery you will not be asked for the cemetery code when searching by location The cemetery will be assumed to be the current cemetery The Browse Spaces window will indicate the current cemetery at the lower left If you leave the current cemetery field empty windows will display spaces in all cemeteries When you search by location or print a report by location you will be asked for the cemetery code Last Deed This is the last deed number assigned You will be shown a warning window which reminds you that you are changing settings and that you will need to reformat the User Fields Reformat Warning Ea Caution The spaces file contains records After changing any of AN the settings on this page you should reformat the user fields Utility Format User Fielda User Fields are the categories which the system will use to sort information on when printi

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