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Church Office 6.0 User Guide Welcome Getting Started

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1. Parish Data System ooN 10 11 Click Finish 284 the appropriate record Differences in the record are highlighted in red If you click Accept Changes this record will be selected in the List of Requested Changes tab also Continue examining the records until you are satisfied with the changes On the List of Requested Changes tab denote the record changes you want to accept by selecting the appropriate check boxes Useful Information Any changes that you do not accept during this synchronization will be lost They will not be available the next time you transfer data Click Next then Start Update When the transfer has finished the download process is complete Click Next to begin the process of uploading your latest Church Office changes to the PDS Connects server Specify the family records to transfer Typically you will include all families and make no changes to the Additional Selections Useful Information If you choose to include only certain records in the transfer they will overwrite all other records changed Use this filter with care If you selected the third option in step 2 the Upload Fund Activities window opens Select the fund activities you want to upload to PDS Connects Useful Information Only the fund activities uploaded will be shown under users My Giving History Click Next then Start Transfer Parish Data System Review changes The following is a list of
2. oO Viewing the Members Listing Screen The Listing Screen window displays a list of members You cannot edit information in this window but you can customize the columns that display To view the listing on the Information tab click Members then in the navigation pane click Listing Screen 107 S Parish Data System This list is for viewing only B I n AE EH EH HE N E E E E E E E S A E S E E Parent Name Relationship A Abbott Connie Mrs gt Abbott Connie LynniVasser Spouse Abbott Harold Mr Abbott Harold Rupert Harry Head Adler Patricia Rosen Mrs Head Adler Samuel Alvarez Alfred P j 40 Lt Sr Head Alvarez Linda L Penny La Spouse Andersen Joseph Joe Mr Father Andersen June Smith Mrs Mother Austin Donna Chase Mrs Mother Austin Harold Mr Father Bakers Mara Clarke Mrs Mother Bakers Ronald Mr Father Baxter John Mr Father Baxter Mary Johnson Mrs Wife Burke Mary Schmid Mrs Mother Burke Matthew Mr Father Caldwell Betty Collins Mrs Head Cochrane Ben Mr Grandfather y Customize View Print List Zoom Active Only O Inactive Only Both Active and Inactive Customize View Click to customize the listing screen For more information see Changing the View in a Listing Window Print List Click to print the list of members Active Only Select to display only active members in the list Inactive Only Select to display only inactive members in the list
3. Active and Inactive Clear Filter Default Columns Apply OK Cancel To create an Easy List On the Information tab click Members In the navigation pane click Easy Lists Select an Easy List option such as Attendance Options for the list display in the right pane To filter the Easy List enter dates text or click to select options you want to display Select Only Active Only Inactive or Active and Inactive to filter the individuals Click Apply OK to display the list Click Print List to print the list For more options see Viewing the Easy List NOOROND Clear Filter Clears all selections Cancel Clears all selections and closes the Easy List window Apply OK Builds and displays your list Default Columns Applies the default columns to the list To confirm click Yes To cancel click No You can also customize the columns displayed on the Listing window Only Active Select to display and print only active members This is the default setting Only Inactive Select to display and print only inactive members 109 Parish Data System Active and Inactive Select to display and print all members Viewing the Easy List The Easy Listing window displays the list you just created Here you can view order customize or print the list You can also create an Easy Letter Use the scroll bar to view the list or click the letters of the alphabet across the top to jump to
4. 2 Do one of the following e To load files to a drive such as a network drive select Save Load Archive Files to a selected drive In the Archive Drive drop down list select the drive name e To load files to a specific folder select Save Load Archive files to a specific folder Enter the path and file name or click Browse to navigate to the folder 3 Click Load Archive Files From Disk The program decompresses all of the internal archive files from the backup drive and restores the current data Test Fix and Rescue The Test the Program and the Fix Data Discrepancies processes verify that the program does not contain data discrepancies and that data files are in good shape It is important to run these processes periodically The program and data files can develop discrepancies as a result of improper system shutdown operating system failure hard drive failure computer virus infection network failure or other computer complications To minimize this risk back up your data regularly For more information about backing up see Backing Up and Restoring Data This section covers the following information e Using the Test the Program Process e Using the Fix Data Discrepancies Process e About the Rescue Program Using the Test the Program Process PDS recommends that you periodically run the Test the Program process to test for data discrepancies missing files or configuration issues If the program does not operate properly run t
5. To insert an entry NOOO ROD On the Information tab click Members Locate the appropriate record For more information see Locating a Record In the navigation pane click Letters Visits Etc Click Insert Enter the Date of the letter phone call or visit or click to select a date from the calendar Enter a Description Examples include Birthday Letter Excellent Job Performance or Sympathy Letter Inthe Type field click the drop down arrow to select an option from the list This list uses entries from the Letter Types keyword list To add or delete entries in this list click Manage Enter an optional Note Click Save To delete an entry 106 ahRWON On the Information tab click Members Locate the appropriate record For more information see Locating a Record In the navigation pane click Letters Visits Etc Click in the grid to select the entry To delete it click Line Delete then Yes Click Save S Parish Data System Creating a Member Letter While viewing a member s information you may want to write a letter or address an envelope To choose from a full list of pre defined customizable reports see Letters and Statements If you want to create a quick simple correspondence to one member use Quick Letter Labels amp Envelopes To create quick letters labels and envelopes On the Information tab click Members Locate the appropr
6. Family Name Click this drop down list to select by name 160 S Parish Data System ID Envelope Click this drop down list to select by ID number Second ID Click this drop down list to select by the family s second ID number Change Name Address Click to change the family address In the Family Information dialog box enter the new address If the family does not want to receive mail select Send No Mail To save changes click Save then Close Terms Rates and History You can preview previously entered terms and rates To view a family s history of giving click History Pledge Card Information Total Pledge Enter the total amount pledged Billing Period Enter the start and end dates of the billing period To select a date from the calendar click E To select a preset time period click mru Initial Payment Enter the initial payment amount Check Enter the check number Date Enter the payment date Balance The balance automatically calculates Comment Enter any relevant comments Send Reminders Click the drop down list to select how often you want to send reminders to the family Special Click to select from a list of special terms and rates Rate If you selected a special rate this field displays the dollar amount for the selected rate If not enter a rate Extra Information Keyword 1 Click the drop down list to select a keyword to associate with this pledge
7. Inthe Description field enter information about the label such as its dimensions Under Page Margins enter top bottom left and right margins in inches If your label stock uses pin fed or Dot Matrix continuous form select Continuous Form Under Label Dimensions enter the height width and amount of space between rows and columns in inches Enter the Number of Columns on the label stock 7 Click Save OK If you edited an existing style the Saving Style dialog box indicates that all reports currently using this style will change To save the style as a new style name so existing reports are not affected enter the New Style Name then click Save As 8 In the Label Layout window in the Copies field enter the number of copies to print If you are using a partial page of labels enter a number in the Number of Labels to Skip field before you print the first label akWwWND o gt Envelope Style Envelope style stores standard envelope sizes such as 9 3 7 8 H X 7 1 2 W or 10 4 1 8 H X 9 W You can select an envelope style from the Style Name drop down list Envelope dimensions display beneath the style name You can also set up custom envelopes Envelope Style Style Name 6 3 4 Envelope v Edit Style Desciption 3 5 8 H x 6 1 2 W To insert or edit an envelope style In the Envelope Layout window under Envelope Style click Edit Style To insert a new style click Insert Sty
8. Locate the appropriate record For more information see Locating a Record In the Picture File field click E locate the member s digital image file jpg bmp etc then click Open Click Save ar WH Useful Information Member pictures can be installed as a sub directory The path to the directory is pdschurch data pictures If you save pictures to this directory they are backed up each time the program makes an automatic backup Because picture files are large they take up more space on your hard drive and make the back up files larger than ordinary text files If backing up large files is a concern consider creating a sub directory outside the PDS program folder in which to store your picture files They will no longer be backed up automatically since they are not in the pictures sub directory However you can back them up manually Personal Section Field Descriptions Consult the following field descriptions for reference when using the Personal section of the Members window Family Displays the family name 100 S Parish Data System Inactive Select if the member is inactive Name Enter the member s name Show Name Formats Click to view the mailing name along with formal and informal salutations associated with this record Also Visible In If you share data with other PDS programs changes to this record will affect the matching record in the program indicated Relationship Enter the
9. Name Enter the name of the person you want to send the billing statement or courtesy copy to E Mail Enter the email address of the person you want to send the billing statement or courtesy copy to if contacting them by email To send an email to the address now click This opens your default email application Send E Mail Over Mail Select to send the statement by email instead of printing a paper copy Address Address Line 2 City State Zip Postal Enter the mailing address want to send the billing statement or courtesy copy to To see a map with the address highlighted click Map you must be connected to the Internet Relationship Enter the relationship of the person receiving the billing statement or courtesy copy For example Birth Parent Grandmother or Sponsor This is an optional field Phone Enter the phone number of the person receiving the billing statement or courtesy copy This is an optional field Statements To view a list of choices click the drop down arrow This field specifies what you want to print S Parish Data System 97 e Send no Mail Do not send a billing statement or courtesy copy even though there is a name and address listed e Send Statements Always Send Courtesy Copy to the Family Always send the billing statement to the name and address listed in the Billing Address section and also send a courtesy copy to the family at their address e Send Statements Al
10. oO OND Report Layout The Layout window contains various styles to help you easily customize the parts of a letter or report such as the letterhead fields to print or margins The styles available to use in each Layout window vary according to the type of report that you want to print The options you select are saved when you exit the report Each report type has a customized report wizard that steps you through the process of selecting the printer report layout styles used with the report and report selections Specific report styles are described in more detail in Report Styles For more information about creating and modifying report styles see Working with Report Styles How Report Settings Are Saved When you create a new report or when you change a report s setting the changes are saved either globally which affects all users or saved locally on the computer where the change was made The following items are saved globally e Name and description of each report e Customized report styles such as page style margin style or letterhead style e Report selections such as sort order and other conditions The following items are saved locally on the computer where the change was made 207 S Parish Data System Report settings used when printing a report This includes the printer last used paper size paper source and orientation Styles used for letterhead margins page setting letter date inside address lines
11. Copies 1 Number of Labels to Skip 0 Print Total Label go This included subtotals when sorting by Zip or EZ Mail Text of the Label modify the Lay out of the Address information How Should Addresses ATERA Use the Street Mailing or Alternate Address w Date Used in Checking for Alternate Address and Other Date Calculations oe How Should Unlisted Phone m ore Print the Unlisted Numbers v Preview Report Print Report Back to Overview lt Back Next gt Cancel RELATED TOPICS e Label Style e Envelope Style e Return Address Style e Text of the Label or Envelope Label Style Label style stores multiple label formats including some manufactured by Avery You can select a label style from the Style Name drop down list The label description displays beneath the style name You can also set up custom label formats in the Label Style dialog box 253 S Parish Data System Label Layout Label Style Style Name ACS 12215 Desciption 1 H x2 2 3 W 3 up Copies 1 Number of Labels to Skip 0 This included subtotals when Print Total Label sorting by Zip or EZ Mail To insert or edit a label style In the Label Layout window under Label Style click Edit Style The Edit Label Style dialog box displays To insert a new style click Insert Style To edit an existing style select a style name If you inserted a new style enter a unique name in the Style Name field
12. Delete Member Confidential Remarks or Delete Member Special Circumstances Click Next If you selected the automatic updating method select either Delete Remarks for All Members or Delete Remarks for Selected Members Select whether to include active inactive or both types of members To add more conditions to the member selection click lt Click here to add a new condition gt For more information see The Additional Selections Tab Click Next If you selected the individual entry updating method select a member from the Member Name drop down list Click Add Member to List Repeat this step until you finish adding members Click Next Review the list of members In the Delete Remarks column select the check box to mark the record for posting To quickly select or clear all records click Mark All or Clear All When you are ready to post click Next 10 If you do not want a printed report of the posted information clear the check box To post click Finish Moving Member Information Select this process to move information from one field to another For example a new employee mistakenly entered the mailing addresses in the alternate address fields You could use this process to move the alternate address fields Address 1 Address 2 City State Zip to the mailing address fields 202 Parish Data System Source Move Data From Which Field Decessed v d Blank Out Deceased These options sre available whe
13. Examples include Employment Background Federal Background Fingerprint and References On the member s Safe Environment window you can record the description of the background check date result and important notes Celebrant Names This keyword list contains the names of those who celebrate Mass or perform other services Examples include Rev Williams or Father Jones The Celebrant s name is entered in the lt user assigned name gt Attendance window using the path below When the program is installed this name is set to Mass Attendance Ethnicity Names This keyword list contains the descriptive names for race origin or culture Examples include Native American Jewish or Asian Grades and Degrees S Parish Data System 29 This keyword list contains grade levels and degrees Examples include Kindergarten Ph D RN and GED To reorder the grades and degrees list On the ribbon click the Setup Admin tab Click Keywords then Grades and Degrees Click Reorder To reorder the list numerically then alphabetically click Sort After sorting the list may not be in the proper order if using names such as Pre School and Kindergarten These would appear after grade numbers To move a single item click on the item to move Next click the up or down arrow button or click and drag the item to move the item s location in the list 7 Click Save OK akRWN Oo Language Names This keyword list con
14. Family Name Akers John Shirley M M Address 1412 E McNair Dr Relationship Head Age 43 Grede Degree AA Add Member to List lt Back Next gt Cancel Enter the Ministry You Want to Post O Enter the Same Information for All Members Ministry Usher Status Actively Involved Start Date 01 07 2008 End Date 12 31 2008 Select a Member To update an individual s ministries kRWwOND ol 9 On the Information tab click Members In the navigation pane click Quick Posting In the list of processes click Ministries Select whether you want to use automatic updating or individual entry For more information see Automatic Updating vs Individual Entry Click Next If you selected the individual method skip to step 7 If you selected the automatic updating method use the tabs in the Select Members window to build a list of members For more information see Using the Selection Window Click Next If you need to assign different ministries in the group of individuals you selected select the first option click Next and skip to step 8 If you want to assign the same ministry to all of the individuals you selected select the second option then Ministry Status Start and End Date Click Next and skip to step 8 If you chose the individual entry method select the Ministry Status Start and End Date then select a member If you intend to add more individuals to the list with the same talent information
15. If this happens however all information entered since the last backup is lost 276 S Parish Data System To fix data discrepancies 1 On the Backup Restore Test Fix tab click Fix Data Discrepancies 2 If your program generates the error index out of date select Reindex Tables To recover space in the data tables occupied by deleted records select Pack Tables 3 To begin fixing data problems click Fix Data The program prompts you to make a backup Click OK 4 When the process is completed you can print a summary report To print the summary click Print To close without printing click Close RELATED TOPICS e About the Detailed Fix Data Discrepancies Process About the Detailed Fix Data Discrepancies Process Each time someone accesses your program a process is performed to locate all required data files If files are missing and can be rebuilt by the Fix Data Discrepancies process the program will give you the opportunity to run the Fix Data Discrepancies process before starting the program In this situation the Fix Data Discrepancies process dialog box will display Follow the procedure for Fix Data Discrepancies If necessary the program will prompt you to use the PDS Rescue program to fix the data For more information see About the Rescue Program About the Rescue Program The Rescue program is located on the program CD If you downloaded your PDS program the Rescue program is in the setup program and i
16. In the Delete Entries Before field enter a cut off date or click to select a date All entries prior to the date entered will be deleted Click Yes to confirm To exit without deleting log entries click No List of Users Currently in Program You can view a list of users currently in the program and the name of the computer they are using You can use this feature when other network users are working in the program and preventing you from performing a task such as a backup To view the list on the Quick Access Toolbar click f Making Your Program Easier to Read You can easily increase the size of the typeface used in PDS programs To increase the size of the font used in the program 1 On the Quick Access Toolbar click E If the Quick Access Toolbar is not visible you need to turn it on For more information see Quick Access Toolbar 2 Select either 10 Larger Font or 20 Larger Font 3 Click Close Customizing the Program Program settings can be customized and lists can be created to store information for your particular organization These settings are saved in three different ways All users on the network share the following settings e License information such as the name and address of the organization e Security method including passwords and user names e Automatic backup options such as the drive letter and automatic backup settings e Report information which is saved individually for each report inc
17. In the navigation pane click Primary Information Inthe Tasks group click Add Family Inthe Family Name field enter Loose S Parish Data System 94 5 In the ID Envelope field enter Loose 6 Click Save Useful Information The left square bracket and the term Loose are required for the ID Envelope number if the program is to handle the record in a special manner You can choose whether to include the Loose collection family when printing family and financial reports Amounts may be posted to this record using a Quick Posting process or by posting it directly in the Contributions window Amounts posted to the LOOSE record are totaled separately and printed after the regular family totals in the Quick Posting process and financial total reports If you want to track the loose contributions for every service you can set up special activities within the fund that can be used to identify the service at which the loose contributions were made Contributions Window Field and Button Descriptions Consult the following sections for descriptions of fields in the Contributions window RELATED TOPICS e Rates History and Keywords e Recaps and Totals e Billing Address e Viewing and Printing Rates History and Keywords Add Fund Click to add a fund to a family s fund record This button is only active if a family name displays at the top of the window Delete Fund Click to delete an unused or old fund T
18. Jack _MemberType _ Head of Household Head of Household EULER ELTE Married Birthdate 04 04 1949 o Click arrows to move between records Separated 04 04 1949 k Next gt Cancel Red highlight shows which part of the record Arrow direction indicates these changes were made was changed In this case a middle name in PDS Connects and will be imported into Church was added and marital status was changed Office in PDS Connects Details of the Current Item tab specifies which parts of a record have changed Diocesan Synchronization PDS Diocesan Synchronization simplifies the transfer of information to the diocese Currently the synchronization process exports mailing names and addresses You can optionally include alternate ID numbers current addresses street addresses alternate addresses member names and member birthdays Before the transfer can occur you must have the following e A valid ID for your organization This information is included in the file you make e Internet access To transfer data to the diocese 1 On the ribbon click Data Syne gt Synchronization with Diocese 2 If this is your first time using the transfer process click the Internet Connection Information tab Enter the data required in each field This information is supplied to you by PDS If you do not have it contact PDS support at 1 877 737 4457 The field values only need to be entered once the program will
19. School Grants viewing access to the selected School Office program or programs Other Commands The commands in the Fund Setup window are buttons and navigation pane links that control the operations within the window Transfer to Another Fund Click to transfer a group or activity from one fund to another For more information see Transferring Groups and Activities to Another Fund EFT Click to view an informational message about using EFT and QuanComm Combine Click to combine groups or activities that may be duplicated For more information see Inserting Deleting and Combining Keywords Insert Click to enter a new group name or activity at the bottom of the fund activities grid If you choose to use predefined groups and activities a dialog box opens Select the checkboxes next to the items you want to use and click Use OK If you do not use predefined values the program inserts an empty line into which you can insert appropriate values Line Delete Click to delete a group or activity A dialog box opens from which you can choose which item s to delete Reorder Click to organize activities or groups A dialog box opens Select an item in the list and use the up or down arrow keys to move it Repeat for all items you want to reorder Optionally click Sort to sort alphabetically Click Save OK Add Fund Click to add new funds to the program Delete Fund Click to delete funds Remember to back u
20. This keeps the column in sight when you scroll to the right of a list To unlock the column clear this option Fields You can use the drag and drop method or use the arrow buttons to move selected fields between the two lists Fields available to view Contains the fields available to view in the listing grid To add a field to the listing window click a field name Next click the right arrow to move the column to the Fields you want to view list As you add them to the Fields you want to view list they are removed from the Fields available to view list Fields you want to view Contains the fields displayed in the View Listing window To display the width and heading name click the field The information displays below the list Column Headings will display in the listing grid in the same order they are displayed in this text box To reorder the list click the field name and drag and drop it to S Parish Data System your preferred location in the list Or click the field name and use the up and down arrows to reorder the list Width Displays the width of the selected item in the Fields you want to view list The default value or the resized value for the field width displays An ellipsis is used at the end of an entry to signify you are seeing incomplete information Heading Displays the column heading name A column can never be sized smaller than its heading name The smaller the columns the more information you c
21. To add conditions to your selections click lt Click here to add a new condition gt For more information see The Additional Selections Tab Select to include Only Active Members Only Inactive Members or Active and Inactive members Click Next To assign talents per member select Assign changes to the selected members individually To change selected members simultaneously select Assign the same changes to all selected members Next enter the New Status for All the New Starting Date for All and the New Ending Date for All Click Next Review the list of members In the Post Information column select the check box to mark the record for posting To quickly select or clear all records click Mark All or Clear All To remove the talent from the member s window click Erase All You can edit the Talent Status Start and End Date columns When you are ready to post click Next If you do not want a printed report of the posted information clear the check box To post click Finish Parish Data System Changing Ministries Select this process to update the ministry a member is involved in You can update the status or dates and remove ministries from the list You can also select members with certain ministry names or dates and apply conditions or restrictions to their listing Useful Information Use the Quick Posting Process for Ministries to post new entries to the Ministries window Make Changes to Members with the
22. To send the selected information from PDS Office Data to Constant Contact click Transfer 17 188 1 On the Information tab click Families 2 3 In the list of processes click Create Constant Contact Email List The Introductions information window In the navigation pane click Processes displays for you to read To begin the wizard click Next Select either Select a group of families or Select a group of members Both methods will create a viewable list before you transfer the information Click Next On the Selection Information tab make your selections For more information see The Selection Information Tab On the Family Selections tab if you selected Select a group of families in step 6 above or the Member Selections tab if you selected Select a group of members in step 6 above make your selections For more information see The Family Selections Tab or The Member Selections Tab On the Additional Selections tab to add more conditions to the family or member selection click lt Click here to add a new condition gt For more information see The Additional Selections Tab Click Next The Transfer List window displays In the Post Information column select the check box to mark the record for posting Click Mark All to select all records or Clear All to clear all records When you are ready to post click Next To add a Constant Contact account to the PDS program click Add Enter your acc
23. click System Processes then Combine Families 2 In the Build List Options window select the options you want to use to match duplicate families If a list already exists in the program you can select to Start Over With an Empty List or Keep the Existing Entries Select one or more of the following options for PDS to use to search families for possible duplicates Family Names that Match Exactly Family Last Name amp First Name of Head Beginning of Family Name and Street Address Number Family and Member Phone Numbers ID Envelope Numbers To authorize PDS to automatically combine two families if their data fields match select Merge Families that match Exactly Automatically Then click Build List When the Combine Families list displays click a family name to view the reason the program selected the family as a possible duplicate The reason displays at the bottom of the window in red If you need to add another option and rebuild the list of families or remove an option and rebuild the list click Rebuild This List of Families make changes to options then click Build List Select each family then click Review Details Before Combining Families Under Family Detail look for items displayed in red Under Family or Matching Family select the check box that indicates which value you want to keep The mismatched data will be deleted Fields that are not selected will retain the value under Family To select all red items
24. leave all rates blank except the All Others Rate and set the value equal to the flat fee Carrying Forward Balances and Prepayments The Carry Forward Balances and Prepayments process helps you transfer balances overpayments prepayments and precharges from one fund period to the next With this process you can Carry forward balances from last year to the current fund period Carry forward overpayments from last year to the current fund period Carry forward payments made last year for the current fund period Carry forward charges assigned last year for the current fund period Process funds at the same time 4 Be Careful All other users must exit the program before you continue Before you begin the process you can print a worksheet that summarizes fund activities balances prepayments and precharges Print a worksheet for each fund you intend to process The worksheet has blank lines for you to make notes 171 S Parish Data System This process takes outstanding balances overpayments prepayments and precharges from one fund period and moves them to the next period Entries from the current period are not changed or removed New entries for the same amount are added to the new fund periods Select the Fund to Use Fund to Use 4 Pledge Drive v Activity Details for Fund Use Group Activity Function A gt i w IvA Mi Pledge Payments IV Pledge Payment Due Charge V Pledge Payment PaymentDeductible IV Initial Payment Pa
25. letter Inactive families appear in red To find a family quickly use the navigation tools For more information see Locating a Record To clear the selections you made click Clear All To view the report with the selections you ve made click Preview If you plan to use these report criteria in the future click Save The Member Selections Tab The Member Selections tab is used to select members to include in the report This tab is available with member reports only 216 Parish Data System T Ason JamesWinthropdim Me m pi J7 Abbott Connie Lynn Vasser Mrs FF _ AbbottHarold Rupert Hany Mr WM l Abel Bessie Link Mrs Tr aeu gt O Ais lll To select members 1 Select one of the following options e Include ALL members e Include ANY of the following members 2 If you selected Include ANY of the following members in step 1 select the check box beside the name of each member you wish to include Click a letter of the alphabet to jump to members whose last names start with that letter Inactive members appear in red To find a member quickly use the navigation tools For more information see Locating a Record To clear the selections you made click Clear All To view the report with the selections you ve made click Preview If you plan to use these report criteria in the future click Save to keep your selection oOo Ww The Delinquency Selections Tab The Delinquency Selecti
26. numbers or numbers currently used click Avail If you want to track the family using an alternative identification number such as the number used by the Diocese enter it in the 2nd ID field Click Save For help with the remaining fields see Primary Information Field Descriptions Useful Information To view a flow chart for adding a new record click here Deleting a Family To delete a family OORUN On the Information tab click Families In the navigation pane click Primary Information Locate the family you want to delete For more information see Locating a Record Inthe Tasks group click Delete Family Toconfirm click Yes To cancel the process click No If so configured an additional dialog box is displayed in which you can select from a pre defined list of Reasons for Deletion and supply More Info as needed This option is configured in the Initial Setup window Click Use OK Useful Information There may be times when you want to delete a family but not permanently In that case you can designate them Inactive using the check box in the upper right corner of the window The family will be omitted from most PDS processes but their data will not be lost Editing Family Information S Parish Data System To edit family information On the Information tab click Families Locate the family you want to edit For more information see Locating a Record Make your changes to the i
27. select Enter the Same Information for All Members To add another individual to the list click Add Member to List Click Next Review the list of members In the Post Information column select the check box to mark the record for posting To quickly select or clear all records click Mark All or Clear All To edit an individual s ministry information click in the grid To add another member to the list click Add Member to List When you are ready to post click Next If you do not want a printed report of the posted information clear the check box To post click Finish Posting Attendance 130 Parish Data System This process is used to post a member s attendance You can view a member s attendance in the Attendance section of the Members window You can also post attendance during the Quick Posting of Payments process For more information see Payments Donations Entry Enter the Attendance Information You Want to Post Attendance Date 02 21 2008 Attendance For Commun ity Service v Type Excused Units 8 Reason Sick v Select a Member Member Name Adams Sandra A Dove Mrs v Family Name Adams Jesse Sandra M M Address 2647 N Miller Rd Relationship Spouse Age 28 Grade Degree 16 Add Member to List lt Back Next gt Cancel To post attendance On the Information tab click Members In the left navigation pane click Quick Posting In the list of processes
28. sequentially You can print the tray number on each piece in your mailing There is also a tray 0 for any uncertified pieces in the mailing These pieces must be sent at the first class rate Tray Size This indicates the size of the tray required by this group of mailing pieces Trays can be one foot long or two feet long Tray LVL This identifies the type of mail to place in each tray Tray Zip This identifies the ZIP Code common to all pieces in the gray This may be a partial ZIP Code if the tray sorts by the first three digits Group Dest This lists all the individual carrier routes and ZIP Codes if there are multiple routes and ZIP Codes in a tray Rates This is the total number of pieces in each tray that print under the appropriate Rate column Running Total This is the last column in the report that displays a running total of pieces in the tray Totals This row displays the total number of pieces in each Rate column and then a grand total of all pieces in S Parish Data System 78 the Running Total column Auto Rate Summary This summary displays the total number of pieces for each Rate category in your mailing and the total number of pieces in the mailing ECR Rate Summary If you use carrier route trays these trays are treated by the post office as a separate mailing This is a summary of the total number of pieces for that mailing Step 4 Print the Tray Labels Mail trays used for m
29. you must also click to locate the folder If you selected to import the contents of the emails from a ixt file click Read from File If you selected to import the contents of the emails from a folder select Read from Folder Select Print individual reports as Matched Families are compared if you want to print the family reports individually then click Compare Matched Select information you want to update in the Update Family Information dialog box then click Update Click Print if you want to print the results In the Confirm dialog box select Yes or No to register another family Creating an Online Registration Form To create an online registration form akWNDM Oo On the Information tab click Families In the navigation pane click Processes In the list of processes click Register Families via Email Select Create Web Registration Form If you use the ACS Extend Platform to maintain your church Web site select Use Our Extend Platform Service otherwise select None Use Other Service Click Next Read the How It Works description of the process then click Next 7 Enter the Form Name and Form Brief Introduction This name and description will appear at the top of the 8 9 10 11 12 13 Web form Under Match Sacrament Names select the appropriate sacraments in the drop down fields The sacraments you select will appear on the Web form Click Next Enter the Location
30. 199 Parish Data System Useful Information If you do not share data with another PDS Office program Quick Add will not process members Select a Member Member Name Andersen Michael R Mr v Grade Degree 4 Age 11 Family Name Andersen Joseph June Mr amp Mrs Address 265 N Harris Dr Mess AZ 85203 8101 Add Member to List lt Back Next gt Cancel To add members akRWND o gt On the Information tab click Members In the navigation pane click Processes In the list of processes click Quick Add from Shared Data File The backup dialog box displays if you have not performed a daily backup To make a backup click Yes Select whether you want to use automatic updating or individual entry For more information see Automatic Updating vs Individual Entry Click Next If you selected the automatic updating method select either Add All Members or Add Selected Members To add more conditions to the member selection click lt Click here to add a new condition gt For more information see The Additional Selections Tab Select whether to include active members inactive members or both Click Next lf you selected the individual entry method select a name from the Member Name drop down list Click Add Member to List Repeat this step until you finish adding members Click Next Review the list of members In the Add Member column select the check box to mark the record for
31. 2 of Add a new report This process is described in Creating New Reports In the Add Report dialog box select Export Select the new report and click Next The Overview window displays Edit the report s name and description Click Next Higar Export Properties click the File Format drop down list to select one of the following file formats Comma Separated Values CSV Creates a text file with data items separated by commas This format includes headings e XML Creates an Extensible Markup Language file that is useful for sharing data on the Web e Line Form Delimited Creates a file with a line feed at the end of each field and a form feed at the end of each record e Line Form Delimited with Headings Creates a file with column headings a line feed at the end of each field and a form feed at the end of each record e Tab Delimited Creates a text file with data items separated by tabs e Tab Delimited with Headings Creates a text file with column headings and data items separated by tabs e Fixed Width Creates a file that always prints the same number of characters for a field For example if you print ID 10 characters Name 100 characters and Zip Code 15 characters in a Fixed Width format the file will always contain exactly 10 characters for the ID 100 characters for the Name and 15 characters for the ZIP code If a field contains more characters than these it will be clipped If the informa
32. 70823 Resurrection 201 E Lakeview Baton Rouge LA 70823 San Juan Queretano San Juan Queretano San Juan Baptiste Mexico City San Juan Baptiste Mexico City St John Episcopalian Church 12 E Madison New York NY 1 StJohn Episcopalian Church 12 E Madison New York NY St Mary 231 N Third St Phoenix AZ 85004 z St Mary 231 N Third St Phoenix AZ 85004 z Add to List of Changes Below List of changes to be made Remove a Change Remove All Changes Next select the sacrament keywords to be used Some PDS users specify sacrament keywords other than those built into the program Because of this the Sacramental Registers system process is not pre programmed to search for data associated with any specific sacrament keywords So defining which keywords you use to denote the various sacraments is a necessary step before using the sacramental register To set up keyword definitions for the sacramental registers 1 Click the Setup Admin tab 2 Click Setup Options then select Sacrament Tab Names A new window opens 3 Click the Sacrament Definitions tab 4 Select the keywords your organization uses to denote baptism confirmation first communion marriage and death Typically Name for Baptism will be Baptism and so on If necessary click the Sacrament Names tab to see which keywords are being used in your program these associations are reflected as the sacrament tab names in the Members window 5 C
33. Access details about the comprehensive training offered by PDS Forms and Supplies Access information about quality forms supplies and compatible products including PhoneTree and ACS Check Reader Preferred Client Program The Preferred Client Program provides access to a wide variety of offers services and discounts through PDS Sacramental Registers The PDS Sacramental Register provides a searchable electronic database of all your sacramental records Online Events Online Events and Ticketing enables you to effectively manage all kinds of classes events or shows Online Giving amp EFT QPay Online Giving is an application toolset that enables your church school or diocese to receive payments and donations using secure internet technology Help Tab On the ribbon click Help Support to display the Help menu The Help menu provides assistance in these areas e About PDS Church Office e Help e User Guide e Stewardship Guide 289 S Parish Data System e Documentation Library About To view information about your program click the Help Support tab then click About This window displays the following information Program version Program path Location of the data Your computer name Your site number Your user name PDS copyright dates Available memory and system resources Help To display the Help topics click the Help Support tab then click Help To access the Help contents from
34. Add One Time EFT EFT Click this button to view an informational message about your selected EFT transfer type QuanComm One Time Entries QuanComm allows a one time electronic fund transfer 153 S Parish Data System One Time Electronic Fund Transfer Information Family Name Aaron James Amstel Aaron Jane Mr III Fund Identifier Date Payment Amount Gilbert AZ 85297 3001 EFT Information for this One Time Entry EFT information for All Funds and Rates Payment Name Christmas Donation v Account Type Checking Account Checking or Savings Account Information Bank Routing Number 999999999 Account Number 55555555555555 Credit Card Information Ld Warning This information is sensitive This Clear EFT Info Save OK screen will close automatically when not in use Cancel To enter a one time entry 154 1 On the Electronic Fund Transfer Process dialog box to select QuanComm OneTime Entries click the Transfer Type drop down list Click Next Click Add One Time EFT On the One Time Electronic Fund Transfer Information window click the Family Name drop down list to select a family Click the Fund Identifier drop down list to select a fund Enter a Date and Payment Amount On the EFT Information for this One Time Entry tab click the Payment Name drop down
35. Breakdown dialog 1st Name in Family Name Head of Household 2nd Name in Family Name Spouse Significant Other RELATED TOPICS e Initial Setup Fields and Options Initial Setup Fields and Options Don t Use Filters Select to not use the filters you set up in the program This option only displays when you are not sharing data Default Picture Subdirectory Enter the subdirectory where the pictures are stored To search for the subdirectory click Browse 46 S Parish Data System 47 Federal ID for Statements Enter your organization s Federal ID number Program Options Weekly is Weekly on Sunday When selected the program defaults the beginning of the week to Sunday Warn if Change ID or Name When selected you will receive a warning when you change a family or member name or ID number Save Order when Exit Program When selected users can save the navigation order set in the main data entry windows Processes Should Affect Family Date Changed When selected this option alters the Screen Changed date on the family record every time a process is run Ask for Reason on Significant Changes When selected the program will automatically log occurrences of important changes to family information and the reasons for the changes Changes to the following family information applies Family Name Street Address City State ZIP Postal Deleting email address Information to be synche
36. Click Save then click Post to Families amp Members A batch number is assigned to the list of entries when AUN O 144 Parish Data System 8 you begin the quick posting process This number is assigned by the program and posted with the entries to the Rates History Keywords section of the Contributions window for the account When the post is completed a dialog box asks if you want to print a report and receipts If you previously entered payments and donations but you did not post them you can return and select the existing batch of payments and process them To post payments or donations to an existing batch APUN On the Information tab click Contributions In the navigation pane click Quick Posting Click Payment Donation Entry If one or more batches have been started but not yet posted the list of Quick Posting Batches displays The top grid displays the unposted batches in batch number order while the lower grid displays the payments included in the selected batch Select the appropriate batch and click Use Existing Batch To add a payment click Insert Line Enter or select the fund and payment information as indicated on the grid Select Print Receipt if you want to print a receipt later Click Post to Families and Members then click Yes When the post is complete a dialog box opens from which you can print a report and receipts Quick Posting Batches Baten DateEnterea Use
37. Diocese process Default Synchronize with Diocese to True When selected this option causes the Synchronize w Diocese check box to default to True when adding a new family Disable Add Head Spouse when Add Family Normally the program defaults to adding the head or spouse record when adding a family record When this option is selected the program will not automatically add a head or spouse Disable Family Member Name Change Help Normally the program asks several questions if the user changes family or member names When this option is selected the question dialog box is disabled Default to Show Totals for All Funds When selected the display default for fund totals is show totals for all funds Processes Should Affect Member Date Changed When selected this option alters the Screen Changed date on the member record every time a process is run Rates can be Charges or Payments When selected this option sets a recurring activity as either a charge or a payment If not selected it will only allow you to have a recurring activity as a charge Default Envelope User to True When selected this option causes the Envelope User check box to default to True when adding a new family Sharing Data Options Share Inactive Flags with Other Office Programs When selected you have the option of sharing the Inactive Status with other PDS programs Share Family Keywords with Other Office Programs When selected y
38. EFT transaction To review and verify transactions use the Check Status of Electronic Fund Transfer process Sage Provides electronic payments for internet Its Donate Now terminal is for accepting donations online This option can help you with credit card processing check processing and recurring billing Smart Payment Solutions With this option the program creates a file in the ACH format that you will need to send to the company for processing The transactions are also posted to the Rates History Keywords window Follow the wizard selecting the information for processing and click Process Electronic Fund Transfer at the end to create the file SMART Tuition Mgmt Service You will receive a file from SMART to use with this process This process reads the information from the file to post the transactions Only valid transactions will be imported from the file After entering the file name select a Fund Identifier Select either Use Student IDs or Use Family IDs Toshiba Business Solutions New York Provides data exported from an automated envelope capture and imaging program An agreement with Toshiba Business Solutions new York is required Tuition Management Systems Inc You will receive a file from TMS to use with this process This process reads the information from the file to post the transactions Only valid transactions will be imported from the file After entering the file name select a Fund Identifier Select
39. Each company requires a different transfer type 151 ACH File If you use any company other than the ones listed in PDS Approved EFT Processing Companies for your fund transfers use this transfer type This instructs the process to create a file based on the information you enter in the program for accounts date of transaction and amounts The format for the file will be an ACH file format which is used as a standard with electronic fund transfers Use of this type requires that you send the file created to the company and receive the results from them at a later time You may need to make changes to the transactions entered if any of the transactions are reported by the company as ISF or in error To create the file click Process Electronic Fund Transfer Cathedral Corporation ACT Online Giving You will receive a file from the company to use for this process Direct Debit File You can create an external file in tab delimited format for use with EFT e Contributions Paluch Electronic Giving You will receive a file from e Contributions to use with this process This process reads the information from the file to post the transactions Only valid transactions will be imported from the file Faith Direct You will receive a file from Faith Direct to use with this process The program reads the information from the file and posts matching transactions to the History and Keywords tab FACTS You will receive a file from FACTS
40. Fix Data Discrepancies Using the Backup Process If data discrepancies prevent the program from starting normally and running the Rescue Fix Data process is unable to correct the problem use the backup process To back up data 278 S Parish Data System RON From the Rescue Program menu select the Backup tab Verify the path for the Data Folder field To find files easily click Browse If the path is correct click Back Up Current Data In the Back Up Current Data dialog box select the backup method and select the drive to store the backup in Click Start Backup Back Up Current Data Warning This will back up data for all programs sharing the same data file Last Backup Sat Jun 7 2008 at9 22 AM User Requested Backup You should back up your current data periodically for safety reasons This process makes an exact copy of your data that you can restore later For further protection the program automatically saves another copy of the backup into an archive on your hard disk Backup Reason ser Requested Backup Backup Method Back up to a selected drive Erase prior backups on that drive Back up to a specific folder Old backups in that folder are kept O Back up to an Internet FTP Server Backup Drive 0 v Using the Restore Process Use the Restore process only if data discrepancies prevent the program from starting normally and if the Fix Data process does not work To
41. Folder Date of Backup Reason for Backup Sat Jun 7 2008 at 9 22 AM User Requested Backup Internal Archive Folder Weekly Monthly O Quarterly O Yearly O Internet FTP Server Setup FTP Beletethis FTP Backup RELATED TOPICS 271 S Parish Data System Restoring Data from a Disk Restoring Data from a Specific Folder Restoring Data From an Internal Archive Folder Restoring Data from an Internet FTP Server About Advanced Restore Options Restoring Data from a Disk You can restore data from backup files located on disks If the backup file is contained on multiple disks you must insert the last disk in the set first To restore data from a disk 1 oR OP NO On the Backup Restore Test Fix tab click Restore Data The Restore Data from a Prior Backup Wizard window displays Insert the last disk in the set into the disk drive Under Select Location of Backup select Drive In the drop down list select the drive location In the list of backup files select the file that you want to restore If you change disks during the process double click Drive to refresh the list Make sure that the location of the backup file displays in the Folder field and click Next Make sure that the displayed information is correct Click Advanced Restore Options to select individual files if necessary For more information see About Advanced Restore Options Click Start Restore This p
42. Larger Font Sets the size of the text used in windows throughout the program Select larger fonts for easier readability Dashboard The dashboard is a customizable statistics at a glance feature that lets you readily track the data that most interests you S Parish Data System General Age Breakdown Bar Information 25 L H Program Version 6 0 A Beta 6 0 0 681 Enham 20 First Run 06 13 2008 ee ee Last Backup No record of backup 45 4s t te g i 5 Last Data Fix No record of data fix hornet Church Information 10 Families 241 5 Members 606 Funds 2088 0 lt 1368 1217 2227 3237 4247 5257 6267 72 7887 City Breakdown Ministry Breakdown ME 93 Phoenix AZ ME 65 Scottsdale AZ gt 11 Mesa AZ 9 Peoria AZ 8 Chandler AZ 8 Glendale AZ 8 Tempe AZ ME 19 Choir mn x lt a Ly o a z 9 Finance Committee 9 Lector 9 Altar Server 9 Eucharistic Minister 8 Scouting 5 Hospitality 4 Teen Group 4 Music 4 Liturgy 6 Gilbert AZ 6 Apache Junction AZ 5 Surprise AZ a a MMM 7 Sun City West AZ z Date Statistics Last Updated 06 13 2008 10 51 AM Click on an item to expand it Time Needed to Update 5 seconds Update Statistics To view the dashboard 1 On the Information tab click Dashboard 2 In the navigation pane click Dashboard Display 3 To view the latest data click Update Statistics Useful Information To save time the Update Statistics proce
43. Legal Req tab S Parish Data System Phone Member phone fields Sac Sacrament fields Sac List Sacrament date list fields Sac Extra Sacrament extra information fields Sac Sponsor Sacrament sponsor fields Sac General Sacrament General tab fields Talents Member talent fields Letters have the following fields available e Other Miscellaneous other fields including License fields Letters and Statements Several types of family member and financial letters are available in PDS programs anniversary census and welcome letters You can also create new letters or modify parts of existing letters such as letterhead letter date the inside address closing and margins You can print various financial statements such as billing statements past due notices and flex statements to send You can locate letters under family financial and member reports Statements are located under the financial report group This section covers the following information Locating Letter and Statement Reports Setting the Letter Layout Window Financial Statements Sending Letters and Statements by Email Other Features for Letters and Statements Locating Letter and Statement Reports To locate reports click Reports in the navigation pane Both the Families and Members windows contain a report section called Letters Statements Expand this listing to see the pre installed letter and statement reports The Contributions window has a Financial Sta
44. Name To add a new Place In the Sacrament Place Names and Addresses window click Add next to the Place field Enter the Place Address City State Country Zip Code and E mail address To send e mail instead of mail select Use E mail over Mail Click Save OK then Close ROD Sacrament Tab Names The Sacrament tab names in the Sacraments section of the Members window can be customized By default some tabs are pre labeled The tabs and extra fields should be set up prior to entering sacrament data for individuals To rename or reorder the Sacrament tab names 1 On the Setup Admin tab click Setup Options then Sacrament Tab Names 2 Tab names are listed in the first column To change the tab name order click the drop down list and select a name 3 In the Extra Field will be Used For column enter labels for the first field on the Sacraments tabs For example enter Baptismal Name You can select or clear the Display Tab option to either show or hide the tab in the program Click Save OK and Close of 51 Parish Data System 52 Useful Information The second and third tabs in this group Sacrament Definitions and Sacramental Register Options are used as part of the setup for Sacramental Registers purchased separately For more information see Preparing to Use Sacramental Registers for the First Time Title Definitions Abbreviations for name titles are used to save time when entering data For
45. SSL AT amp T according to which is your email server Server Limits Emails Some servers restrict the number or size of incoming and outgoing email messages If your server does this select this option and enter the Maximum Emails in a Batch and the Time Delay Between Batches in seconds If an Error Comes Up Delay 30 Seconds and Retry Once If your email server experiences an error you can S Parish Data System request that the PDS program try to resend after a 30 second delay Disconnect and Reconnect After Every Email If you would like your server to disconnect and reconnect after each sent email select this option Batch Number and Tax Limit Information Batch numbers are automatically assigned during financial Quick Posting processes The batch numbers on this window are updated as they are used The IRS requires substantiation for tax deductible cash contributions and for Quid Pro Quo contributions above a specified amount Tax Limits refer to the IRS donation substantiation regulations and this information can be obtained from the IRS Enter the amounts in this window and update amounts as IRS regulations change To set up Batch Numbers and Tax Limit Information 1 On the Setup Admin tab click Setup Options then Batch Number and Tax Information 2 Enter the Next batch number to use for the quick posting of financial information 3 In the field labeled The IRS requires substantiation for tax deductible cash co
46. System To reorder legal requirements or background checks akRWOND NO On the Information tab click Members Locate the appropriate record For more information see Locating a Record In the navigation pane click Safe Environment Click Reorder Select the legal requirement or background check you want to reorder Click the up and down arrows to relocate it in the list To sort alphabetically click Sort Click Save To run a background check 1 ONoOOAWD o Obtain a login for SecureSearch SecureSearch is partnered with PDS for the purpose of running background checks To set up an account go to www parishdata com backgroundchecks Return to your PDS program On the Information tab click Members Locate the appropriate record For more information see Locating a Record In the navigation pane click Safe Environment Click Request Background Check Log in to the service Products and prices are listed Check the box next to one item or more enter the required information then click Submit Close the background check window When the results have been compiled you can click Check Results in the Safe Environment window of PDS to view the result Logging Letters Visits Etc in the Members Window In the Logging Letters Visits Etc section of the Members window you can log visits or phone calls made and letters sent to a member Entries are automatically sorted by date
47. The Restore Data from a Prior Backup Wizard window displays Under Select Location of Backup select Internet FTP Server and then click Setup FTP In the Host field enter the name of the FTP server This can be either a URL or an IP address In the User ID field enter your host server user ID In the Password field enter the password for your host server user ID In the Backup Folder enter the folder to which you want information backed up on the host server In the Maximum Number of Backups to Keep on Internet FTP Server field if necessary enter the number of backups that you want to store on the server Click Save OK To restore data from a folder 273 1 oR WP oO On the Backup Restore Test Fix tab click Restore Data The Restore Data from a Prior Backup Wizard window displays Under Select Location of Backup select Internet FTP Server On the list of backup files select the file that you want to restore Click Next Make sure that the displayed information is correct Click Advanced Restore Options to select individual files if necessary For more information see About Advanced Restore Options Click Start Restore This process overwrites the data files on your computer with the backup files that you selected S Parish Data System About Advanced Restore Options Backup files contain multiple smaller files When you complete a standard restore process PDS restores all the smaller f
48. To move family information 189 akWoONM On the Information tab click Families In the navigation pane click Processes In the list of processes click Move Family Information The backup dialog box displays if you have not performed a daily backup To make a backup click Yes Select Move Fields for All Families or Move Fields for Selected Families To add more conditions to the family selection click lt Click here to add a new condition gt For more information see The Additional Selections Tab Click Next Under Source in the Move Data From Which Field drop down list select the source data you want to move If you move a memo field a large text box such as comments select one of the following options e Move Entire Field Select to move the entire memo e Move Specific Line Select to move a single line of the memo Next specify the number of the line you want to move For example enter 1 to move the first sentence or 2 to move the second sentence To remove the original data and leave the source field empty select Blank Out lt Source Field gt If you do not select this check box the field retains the original value and a copy will be placed in the destination field Under Destination in the Move Data To Which Field drop down list select where you want to move the data If you move a memo field select one of the following options S Parish Data System e Overwrite Data Select t
49. _ and locate the image file on your computer or network Click Next and skip to step 8 If you chose the individual entry method select the Member Name from the drop down list Click and locate the image file on your computer or network If posting photos to other members click Add Member to List and repeat the process Click Next Review the list of members In the Post Information column select the check box to mark the record for posting To quickly select or clear all records click Mark All or Clear All To edit an individual s member photo click in the grid To add another member to the list click Add Member to List When you are ready to post click Next 9 If you do not want a printed report of the posted information clear the check box To post click Finish Posting Background Checks This process is used to post or update background check information You can view the status of an individual s 135 Parish Data System background check information in the Safe Environment section of the Members window Enter the Background Check Information You Want to Post Description Employment Background v Date 02 21 2008 Result Positive v Expires 02 21 2009 Note Select a Member Member Name Bellini Scott Christopher Mr v Add Member to List lt Back Next gt Cancel Enter the Same Information for All Members Family Name Bellini James Catherine M M Addre
50. a family either by ID or name For each family you are posting click Add Family to List and repeat the process When finished click Next Review the list of families In the Post Information column select the check box to mark the record for posting To quickly select or clear all records click Mark All or Clear All When you are ready to post click Next If you do not want a printed report of the posted information clear the check box To post click Finish Posting Family Keywords This process is used to post family keywords You can view the keywords associated with a family in the Families window 118 Parish Data System Add Family to List lt Back Next gt Cancel Enter the Family Keyword You Want to Post Family Keyword Summer Visitor v Select a Family ID Env 1426 v Family Name Johnson Michsel Kimberly M M Sr v Address 11858 N Thunderbird Rd Sun City AZ 85351 3851 To post family keywords AUN o On the Information tab click Families In the navigation pane click Quick Posting In the list of processes click Family Keywords Select whether you want to use automatic or individual updating For more information see Automatic Updating vs Individual Entry Click Next If you selected the individual method skip to step 7 If you selected the automatic updating method use the tabs in the Select Families window to build a list of families For more information see Us
51. added to the appropriate Easy Reports section Click Next Edit the Name and Description to describe the purpose of the report Click Next and follow the report wizard to define and customize the report For more information see Defining and Customizing Your New Report To add an Easy Report 224 1 PDS recommends that you first outline the information you want on the new report and make notes about the formatting of the new report This will give you something to work from in developing your new report Decide under which major category division the report will reside On the Information tab click Families Members or Contributions In the navigation pane of each of these windows click Reports to access the list of reports related to the data in the window you are viewing Click the triangle next to each group of reports to expand it and see the individual reports it contains Under the appropriate reports section click a report name then click Add The Add Report dialog box opens On the Simple Reports tab click the type of report you want to create Descriptions of each type are located to the right of the button The new report will be added to Easy Reports within the report group you selected For some reports list and export reports for example the List of Fields to Print dialog box opens Define which fields you want to include in your report For more information see Fields Available to Print For other r
52. address On the Information tab click Families In the navigation pane click Other Addresses Under Alternate Addresses enter the information In the Active From and Active To fields enter the month and day in numerical form during which the alternate address is in effect If during this time mail should be sent here select Send Mail to Alternate Address 5 Click Save AUN Viewing Family Members and Funds in the Families Window Use the Family Recap section of the Families window to view a list of members and funds associated with a family To view family members and funds On the Information tab click Families Locate the appropriate family For more information see Locating a Record In the navigation pane click Family Recap Use the first grid in the window to view the members of the family The second grid displays funds assigned to the family along with amounts paid and outstanding To print a simple report of the information displayed click Print APUN o Parish Data System Logging Letters Visits Etc in the Families Window 87 In the Logging Letters Visits Etc section of the Families window you can log visits and phone calls made and letters sent to a family Entries are automatically sorted by date Vanina i b 12 10 2004 __ Stewardship Campaign Pledge __ Returned Pledge Card Jeane ill Home from hsptl Home Visit F 01 03 2006 Spring Calendar Sent Calendar of E
53. an additional window in which you can specify which funds time range and fund activities to include Select Funds to Print Date Range to Print 01 01 2008 Thru 04 14 2008 Funds to Print 1 Add a Fund to this List w Print Overpayments As Zero 0 00 for the Balance Due v Fund Title Specify How to Print the Group a b Church Contributions Donations To Church Weekly Totals Misc Activities Group Total v Preview Report Print Report Back to Overview lt Back Next gt Cancel Date Range to Print Financial information stored for each family can cover many years Use this date range to limit your financial listing report to the current year one month week or day Do not leave these fields blank If you do the report may have missing or incorrect information From Date Enter a beginning date for the time period To select a date from the calendar click El To select both dates at once click the beginning date hold the left mouse button down and drag it to the ending date Then release the mouse button Thru To select a common date range click ihu This displays a drop down list from which you can quickly pick a commonly used time period such as 1 Week 1 Month Current Week and more Thru Date If you did not use the Thru button enter an ending date in this field To select a date from the calendar click EJ Funds to Print Use the Funds to Print field to customize your listing report to print one o
54. and Other Funds Contribution processing executes a series of fund related entries at one time For example you might keep a list of funds that need to be deleted from your data over a period of six to eight months When you are ready to delete them you can batch process all of the fund entries simultaneously Contribution processing has two batch processes that are used for the regular maintenance of contributions and other funds They are Move Fund Entries and Delete Batch Additionally there are two processes used for the end of the fund period They are New Year Fund Setup and Carry Forward Balances and Prepayments For the processes described below make sure you know how to locate batch numbers You can locate batch numbers in the Families window On the Information tab click Contributions In the navigation pane click Rates History Keywds The batch number is located in the last column of the grid in the lower half of the window Additionally a batch number is printed at the top of the summary report produced at the end of each process described in this section This section covers the following information Moving Fund Entries Deleting Batches Year End Checklist New Year Fund Setup Carrying Forward Balances and Prepayments Archiving Credit Card Account Information Removing Credit Card Account Information Moving Fund Entries This process is used to help you correct errors made during the posting of financial information such
55. any window press F1 on your keyboard You must have an Internet connection to view help topics User Guide To display an electronic version of the User Guide click the Help Support tab then click User Guide You must have Internet Connection and Adobe Reader to view the User Guide Stewardship Guide To display an electronic version of the Stewardship User s Guide using Adobe Reader click the Help Support tab then click View Stewardship Guide Stewardship refers to a group of reports To view the stewardship reports on the Information tab click Families and in the left navigation pane click Reports Advanced Reports Guide To display an electronic version of the Advanced Reports Writer using Adobe Reader click the Help Support tab then click Advanced Reports Guide Documentation Library To view documentation for all PDS products click the Help Support tab then click Documentation Library The Documentation Library provides you with links to all PDS product documentation To find documents online Click the Help Support tab then PCP Support Log in to the Client Portal Locate a document you want to view To read a document click its name To download a document right click its name then click Save Link As Mozilla Firefox or Save Target As Internet Explorer Browse to your preferred location and click Save akWND o gt 290
56. any or all of them To see what a button does place your mouse pointer over it without clicking Hx AAEE To turn quick access buttons on or off Parish Data System 1 Click the down arrow 7 to the right of the quick access toolbar 2 From the list select the buttons you want to turn on or off Shortcut Keys Shortcut keys are keyboard strokes used to select menu items When you press Alt notice the letters that display above the tabs Press Alt the letter above the tab to go to that program area Use left and right arrow keys to move across the ribbon Use the down arrow to open a drop down list Use up or down arrows to move through the menu items Press Enter to select the highlighted menu item Shortcut keys make navigating through your PDS program easier In the following table press the key combinations in the left column to perform the action in the right column Key Combinations Ctrl K Ctrl P Ctrl Y Alt down arrow Alt F4 Alt Ctrl C Ctrl V Ctrl X Action Opens the calculator Prints the current window Opens the Year at a Glance calendar Opens a drop down list Closes the active window Displays the keyboard shortcuts to open each tab Select the tab to then display the keyboard shortcuts for each button Copies selected text Pastes copied or cut text Cuts selected text The following table lists keyboard navigation shortcuts Navigation Keys Moves Insertion Po
57. balance will be applied to the pledge such as payment credit quid pro quo and non cash Activities listed outside the charge balance group will be considered additional activities ISF Checks and Fees In order to track insufficient funds checks returned from the bank add an Ignore function activity to the fund usually in the miscellaneous activities group If you want to charge the individual a bounced check fee add a group that includes a charge payment and balance If an individual bounces a check 1 Change their regular donation posting to the Ignore type activity The program will ignore the amount when calculating total amounts due and paid but track the item on the recap 2 If you are assigning an extra charge optional add an ISF fee 3 When the parishioner repays the check post it as an additional payment When they pay the optional ISF fee enter that as a separate payment Credits Credits are payments that apply to a family s fund but were not paid by the family Examples include a student receiving a scholarship which is applied to tuition a family receiving a school credit because one of the parents is a teacher or a family receiving a pledge credit because the father re painted the church An activity with the function credit reduces the amount due but does not increase the amount of cash or checks paid For example tuition costs 3 600 per year One of the students receives a music scholarship
58. blank the sacrament Place matches the place listed for your program s user license in other words the sacrament took place at your church and the date for the sacrament falls within the date range specified Calculate Number of Confirmations Select to calculate confirmations Select the appropriate sacrament name from the drop down list How the program calculates this The program counts a member in this category if they have a sacrament matching the keyword you chose for confirmation the Status for the sacrament is Approximate Yes or blank the sacrament Place matches the place listed for your program s user license in other words the sacrament took place at your church and the date for the sacrament falls within the date range specified Calculate Number of Marriages Select to calculate marriages Select the appropriate sacrament name from the drop down list Next select either e The keyword s the program should accept to mean Catholic This assumes that User Keyword 1 has been established as Religion For more information see Individual Keywords e Member marital statuses the program should accept to mean Catholic marriage How the program calculates this The program counts a member in this category if they have a sacrament matching the keyword you selected for marriages the Status for the sacrament is Approximate Yes or blank the 182 S Parish Data System sacrament Place matches the place liste
59. by ZIP or Canadian postal code EZ Mail uses the sort build by EZ Mail For more information see CASS Certification and PDS EZ Mail Geog Area alphanumeric by geographic area Sort order options for member reports Name alphabetically by member name Envelope numerically by member envelope number ZIP Postal alphanumeric by ZIP or Canadian postal code Geog Area alphanumeric by geographic area EZ Mail uses the sort build by EZ Mail For more information see CASS Certification and PDS EZ Mail 214 S Parish Data System Also included in the Sortation section are print options Options display only if they pertain to the report selected Sortation Sort Order ID Number v E Mail the Letter If _ Include Billing Copies _ Include Separate Statements Skip Families That Don t Have Any Selected Funds _ Include Family Marked as Loose Collections Email the Letter If This check box is available for some reports Select it to email the letter to members instead of printing a copy for regular mail Then select one of the following options e To include members whose Send Email Instead of Mail when Possible check box is selected in the Primary Information section of the Families window select Preferred is Checked e To email the letter to members who have email addresses entered select Has an Email Addr Include Families If Select to include families according to one of th
60. click Attendance Select whether you want to use automatic updating or individual entry For more information see Automatic Updating vs Individual Entry Click Next If you selected the individual method skip to step 7 If you selected the automatic updating method use the tabs in the Select Members window to build a list of members For more information see Using the Selection Window Click Next 6 If you need to assign different attendance in the group of individuals you selected select the first option click Next and skip to step 8 If you want to assign the same attendance information to all of the individuals you selected select the second option then enter the attendance information The Attendance For and Reason drop down lists use entries from the Attendance For Names Attendance Reasons keyword lists To add or delete entries in these lists click Manage Click Next and skip to step 8 7 If you selected the individual entry method enter the attendance information and select a member The Attendance For and Reason drop down lists use entries from the Attendance For Names Attendance Reasons keyword lists To add or delete entries in these lists click Manage To add more members to the list click Add Member to List Click Next 8 Review the list of members In the Post Information column select the check box to mark the record for posting To quickly select or clear all records click Mark All or Clear All To edit an individ
61. click the oval beside Choose records where All of the conditions in the following subsection are true Then select Add Condition or Add Subsection 4 To delete a condition or subsection click the numbered oval X beside the condition statement Then click Delete Current Row When you are finished entering conditions click Preview If you plan to use this report criteria in the future click Save to keep your selection oo RELATED TOPICS Conditional Relation Numbered Button Menus As conditions are added a numbered button displays beside the statement Add Condition Add a new field relation value condition line Add Sub section Add a new set of criteria to be considered as a group Condition statements within the subsection will be evaluated in order before condition statements outside of the subsection Delete Current Row Remove the highlighted condition line Enable Disable Row Condition lines can be turned on and off without being deleted which allows you to test conditions and combinations more quickly Any disabled rows will not be considered when the report is run Disabled rows are gray The following button and two check boxes are also available Clear Additional Selections Click to remove all condition lines Exclude rather than Include selected records Selecting this check box will change the main condition phrase at the top of this window from Choose records to Exclude records Th
62. data In the confirmation dialog box select either Upper amp Lower or Upper Case Click Yes to continue The Process Complete dialog box displays after the data is changed To close click OK OAN Change Names Use the Change Names process to S Parish Data System e Remove initials in mailing names formal salutations and informal salutations e Change M M to Mr amp Mrs in mailing names e Move middle names and initials to the middle name initial field 66 To change names in the program akRWND On the Setup Admin tab click System Processes then Change Names Click Yes to back up the data before proceeding or click No to proceed without backing up the data Select the name change options you want and click Process When asked click Yes to confirm your action The Progress dialog box displays a count of the records as they are changed To close the dialog box click OK Combine Families and Members Processes The Combine Families and Combine Members processes can assist you in locating and combining duplicate families or members As you build the list you can save your work and return to it at a later time Useful Information This process lets users access data in more than one PDS Office program To limit access on the ribbon click the Setup Admin tab then click Users amp Passwords For more information see Users and Security To combine families 1 On the Setup Admin tab
63. date Enter groups and activities in the order you want to see them in the Contributions window and printed on reports such as the monthly statement Any activity with a type of charge can be used as a regular charge or as a recurring charge by associating terms and rates with it The name of group titles and fund activities in a fund must be unique You can use them in another fund If you insert a predefined group or transfer a group or activity to another group that already has an activity of S Parish Data System 32 the same name the program adds 02 or 03 to the new activity This indicates that it is the second or third one in the list If the activity name is longer than 21 characters the name is shortened to include the number Quid Pro Quo activities must have a dollar sign as part of the activity name such as Dinner Dance 125 The value of the goods or services received in exchange for the amount donated must display in the activity name The full amount donated is recorded in the Rates History Keywds section Once fund activities have been used do not reorder your activity list by changing the existing activity names Click Reorder PDS recommends that you back up your fund data daily especially if you use the command buttons You cannot add a fund or make changes to the Fund Setup window while another user is in the program You can however view information and print reports The program contains a number of predefined fun
64. dialog box displays if you have not performed a daily backup To make a backup click Yes Select whether you want to use automatic updating or individual entry For more information see Automatic Updating vs Individual Entry Click Next Select Delete Family General Remarks or Delete Family Confidential Remarks Click Next If you selected the automatic updating method select Delete Remarks for All Families or Delete Remarks for Selected Families To add more conditions to the family selection click lt Click here to add a new condition gt For more information see The Additional Selections Tab Click Next If you selected the individual entry updating method select a name from the Family Name drop down list Click Add Family to List Repeat this step until you finish adding families Click Next Review the list of families In the Delete Remarks column select the check box to mark the record for posting To quickly select or clear all records click Mark All or Clear All When you are ready to post click Next If you do not want a printed report of the posted information clear the check box To post click Finish Moving Family Information Select this process to move information from one field to another For example a new employee mistakenly entered the mailing addresses in the alternate address fields You can move the alternate address fields Address 1 Address2 City State Zip to the mailing address fields
65. down the parameters set in the icon properties window To find this window right click on the program icon located either on your desktop or start menu Click Properties and record the information listed in the Target field 265 Parish Data System Church Office Properties lao RA General Shortcut Compatibility Security Open Church Office R TortoiseS N Gap aas Target type Application pai gt Edit with Notepad i Pin to Start menu Target location PDSChurch EOT th Send To Target P C PDS Church D C PDSChurch N 1 Cut Copy Start in C APDSChurch E SROpF Create Shortcut Shortcut key None Delete Rename Run Normal window b Comment Tso Find T arget Change Icon Click Start on the task bar and select Control Panel Double click Scheduled Tasks Double click Add Scheduled Task The Scheduled Task Wizard opens Click Next A list of applications opens Click Browse and navigate to the location of the exe file such as PDSChurch exe for example and click Open A new page displays in the wizard Enter a name for the task and select Weekly o No A o Scheduled Task Wizard Type a name for this task The task name can be the same name as the program name Weekly Nighttime PDS Church Backup Perform this task O Daily Weekly Monthly One time only
66. either Use Student IDs or Use Family IDs US Alliance Group Give Central This option provides periodic EFT from a file You will receive a file from US Alliance Group Give Central with this process An agreement with US Alliance Group is required Vanco Auto Connect Use this process to post the transactions To review and verify transactions use the Check Status of Electronic Fund Transfer process To ensure your credit card data security this process uses account information stored on the Vanco Web site Vanco Classic Import You will receive a file from Vanco to use with this process This process reads the information from the file to post the transactions Only valid transactions will be imported from the file 5 3 Bank You will receive a file from 5 3 Bank to use with this process The program reads the information from the file and posts matching transactions to the Contribution Quick Posting Rates History Keywords window After entering the file name select a Fund Identifier enter the Date defaults to today s date and S Parish Data System an Activity Name View Change Church Bank Account Info for ACH transfer types Click to view or change the information for the bank account into which the funds will be deposited If you have never set up bank account information you must first do so on the Electronic Funds Transfer window Date Range Enter the date range for the transactions For example if you want to
67. existing information on the Members General Sacrament Information window What information do you wantto use to refresh the Mothers Maiden Name fields 1 Mothers Maiden field 2 Mother field 3 Don t Refresh Mothers Maiden Name fields 41 Mother s Maiden 2 Mother 3 Don tRefresh Cancel Parish Data System Be Careful The Refresh Member Info button is different from the Rebuild Sacramental Registers button located in the Sacramental Register Options tab under Setup Admin gt Setup Options gt Sacrament Tab Names For more information on the Rebuild Sacramental Registers button see the third section under Preparing to Use Sacramental Registers for the First Time Adding Sacramental Records You can add sacramental records for members as needed To add a record OoahWND Click the Setup Admin tab Click System Processes then Sacramental Registers Click the appropriate sacrament tab Click Field View Quick Posting Click Add Next Entry The fields on the tab clear Enter the new member information or click the double arrows in front of the Name field to open the Get Existing Member dialog box for entering existing member information Click Save OK for the new member or Use OK for the existing member when finished Deleting Sacramental Records You can delete sacramental records when needed To delete a record NOOR OD Click the Setup Admin tab Click System Processes then Sa
68. expect the correspondence to go to their alternate address during those months Any date outside this time period indicates that the correspondence should be sent to the family s mailing or street address How Should Unlisted Phone Numbers Be Handled If the report includes phone numbers you can select how the report handles unlisted ones Under normal conditions you would not want to include phone numbers on your envelopes Your choices are e Print the Unlisted Numbers Select to print unlisted numbers You might want to select this option for printing inter office lists in which unlisted phone numbers should be shown e Don t Print the Unlisted Numbers Select to print only published phone numbers Print Unlisted Numbers as X s Select to indicate that unlisted phone numbers are known but should print as XXX XXX XXXX Listed phone numbers will printed as entered Useful Information The U S Post Office prefers that addresses be printed in postal format Postal format is all uppercase letters with punctuation removed To print the name and address in postal format make sure the field names printed are preceded by the word Postal for example lt Postal Fam Address Block gt Labels Envelopes and CASS Certification When creating bulk mailings labels and envelopes that have not been CASS certified are printed at the beginning of the list and labeled for tray 0 These items cannot be inluded in bulk mailin
69. family s available mailing address If there is no mailing address the program prints the street address The program does not print an alternate address Date for the Alternate Address When Use the Street Mailing or Alternate Address is selected enter the date you expect the correspondence to be mailed The date entered in this field determines if a family s alternate address should be used instead of their mailing or street address For example if a family lives at the coast during the months of June and July you would expect the correspondence to go to their alternate address during those months Any date outside this time period indicates that the correspondence should be sent to the family s mailing or street address How Should Unlisted Phone Numbers be Handled If the report includes phone numbers you can choose what the report prints for unlisted ones Under normal conditions you would not want to include phone numbers on your envelopes Your choices are e Print the Unlisted Numbers Select to print unlisted numbers You might want to select this option for printing inter office lists where unlisted phone numbers should be shown e Don t Print the Unlisted Numbers Select to print published phone numbers only e Print Unlisted Numbers as X s Select to indicate that unlisted phone numbers are known but should print as XXX XXX XXXX Listed numbers will be printed as entered Backing Up and Restoring D
70. field name then click OK You can also double click a field name to insert it into the text To insert or edit a return address style At the bottom of the window click OK Click Save OK If you edited an existing style the Saving Style dialog box indicates that all reports currently using this style will change To save the style as a new style name so existing reports are not affected enter the New Style Name then click Save As akWND NO Text of the Label or Envelope You can edit the text and layout of your label or envelope Text of the Envelope Modify the Layout ofthe Address Information How Should Addresses be Handled Date Used in Checking for Alternate Address and Other Date Calculations Use the Street Mailing or Alternate Address yw 04 17 2008 To modify the text of the label or envelope 1 In the Label Envelope Layout window click Modify the Layout of the Address Information The text editor displays 2 Edit the text then format it as necessary To insert a field click Insert Field select a field name then click OK You can also double click a field name to insert it into the list 3 To close the editor click OK The following options let you edit the layout of the address and change the address fields that print on labels and envelopes You can also select options that control which address street mailing or alternate prints on the labels and envelope
71. following information PDS Ministry Scheduler Synchronization PDS Connects Synchronization Diocesan Synchronization Diocesan Surveys PDS Ministry Scheduler Synchronization Ministry Scheduler sold separately has the ability to use ministry records that you have already entered in Church Office Run the synchronization wizard each time you add data to Church Office that you want to export to Ministry Scheduler Useful Information To set up ministries in Church Office on the ribbon click Keywords then Ministry Names then Insert To assign ministries in Church Office click Members on the Information tab then Ministries Talents in the navigation pane then Insert To set up ministries in Ministry Scheduler click System Processes Configuration then the Names tab Once you have added or edited data in Ministry Scheduler restart the program in order for the changes to display in the Church Office synchronization procedure To synchronize Church Office data with Ministry Scheduler 1 On the Data Sync tab click Synchronize with Ministry Scheduler The synchronization wizard opens 2 Enter the path to your Ministry Scheduler program or click Browse to locate it 3 Click Next A new page opens displaying a list of existing ministries Ministry Scheduler s ministries are listed in the top half of the page Church Office s ministries are listed in the lower half of the page 4 For each Church Office ministry you want to export t
72. for a family click Mark All Red This selects the check box for all red items under the family To remove the Family from the data file along with its members and financial information click Delete First Family To remove the Matching Family from the data file along with its members and financial information click Delete Matching Family To combine the two families click Combine Families then Yes To combine the members of the family click Yes S Parish Data System To combine members 67 1 On the ribbon click the Setup Admin tab 2 3 To select a family click the family name in the Select a Family grid The members of the family display in the Click System Processes then Combine Members Members of grid Inthe Action to Take column click the drop down list to select one of the following actions e Do Nothing Leaves the member untouched e Combine With Combines the member with another member in the family If there are more than two members in the family multiple Combine With options display e Delete Member Deletes the member record from the data file without any review of the data Select each family then click Review Details Before Combining Members Under Member Detail look for items displayed in red Under Member or Matching Member select the check box that indicates which value you want to keep The mismatched data will be deleted Fields that are not selected will retain the va
73. grid To add another family to the list click Add Family to List When you are ready to post click Next lf you do not want a printed report of the posted information clear the check box To post click Finish Member Posting This tab contains quick posting processes for members Dates Posts sacrament dates such as Baptism First Communion or Marriage Grades and Degrees Quickly enter grades and degrees 124 S Parish Data System Talents Posts talents such as musician artist or photographer Ministries Posts ministries such as babysitting intercessory prayer or Sunday school teacher Attendance Posts attendance for meetings such as choir practice Bible study or Sunday Mass Member Keywords Posts member keywords such as visiting nurse bloodmobile volunteer or school computer labs volunteer User Defined Keywords Posts user defined keywords found in the Member window such as Marital Status Language Ethnicity or Location Member Pictures Posts digital images to the Member window Safe Environment Background Check Posts required background check information for people who work with children Safe Environment Legal Requirements Posts other legal requirements such as Sensitivity Training RELATED TOPICS Posting Sacramental Dates Posting Grades and Degrees Posting Talents Posting Ministries Posting Attendance Posting Member Keywords Posting User Defined Keywords
74. heading name and drag and drop the name to the new location To add or remove columns from this view 1 Click Customize View 2 Under Fields available to view click and drag a field name to the Fields you want to view You can also use the left and right arrow buttons to move fields back and forth between columns To reorder columns click the up and down arrows To save changes click Save OK To exit without saving click Cancel To return columns to the default view click Default Values oA RELATED TOPICS Changing the View in a Listing Window Easy Lists and Options Easy List was designed as a tool to help people with complicated report selections that they need to run frequently A description of each Easy List and its options are defined in the sections listed below For selected lists on topics not included in Easy Lists or for reports that include a more detailed combination of selections create a Listing Report using the Select the Families window For more information see Listing Reports and Certificatesand Using the Selection Window RELATED TOPICS Attendance List Birthday List Different Last Names List General Remarks List Keyword List List of Children List of Parents Ministry List Sacrament Information List Talent List User Keywords List Attendance List This easy list produces an attendance list based on an optional date all or specific attendance keywords and all or specific attendance ty
75. him or her differs between the two programs PDS Connects Synchronization PDS Connects is a Web based program that lets you and others update your PDS Church Office records using a Web browser The data is entered using the Internet and saved on a secure Web server From there you can download it to your Church Office database Likewise you can share your latest Church Office data with PDS Connects users through the Web server 282 S Parish Data System Overview The following illustration shows a typical Church Office PDS Connects data sharing system Secure fob Cars Latest Church Office Web id Latest Church Office data A data pais lt __ Bod 4 S e p Church Office Changes to data made cae Changes to data made PDS Connecis in PDS Connects in PDS Connects Requirements To exchange data with PDS Connects you must be using PDS Church Office version 6 x and be connected the Internet Obtain an Account Since PDS Connects is purchased separately from PDS Church Office you must first buy an account The registration form opens automatically if you do not have a PDS Connects account Once you obtain an account you will be able to use your ID to log into the PDS Connects system Sign on and Transfer Data PDS Connects is housed on a secure Web server that is password protected so to use the service you must first sign on After that follow the on screen directions To synchronize Church Office and PDS Co
76. in the Fund Setup window Important Reminders e Before information can be posted to a fund it must be set up in the Fund Setup window using the Add button A fund must have a fund identifier fund name and fund period e Before information can be posted to a fund it must have at least one group and activity set up in the Fund Setup window e f a fund is set up in the Fund Setup window you can use the quick posting process to add the fund to the family This eliminates the need to return to the family s fund and add a fund before a payment can be posted e f the family has not yet been added the quick posting process can add the family when posting This 138 S Parish Data System eliminates the need to stop the quick posting process and return to the Families window and add the family before a payment can be posted for them e The flexible date feature allows the posting of entries that are outside of a fund s date range For example payments made to a pledge drive before it begins or after it ends can be posted with the actual date paid RELATED TOPICS e The Options Dialog Box e Payments Donations Quick Posting Window The Options Dialog Box Use the Quick Posting Options dialog box to select information that should be repeated automatically for each payment and to automatically post check numbers comments and attendance for all contributions You can also transfer the total to PDS Ledger This dialog box displays each time
77. in your regular data backup increases the size of your backup file Consider creating a separate backup of your picture files on media that can store large amounts of data such as a CD ROM or an external hard drive Parish Data System Select a Member and Enter the Picture File Name You Want to Post Member Name Barnes Peggy Mrs v Picture File Name C barnes jpg amp Note To remove the existing picture leave this blank Family Name Barnes Walter Peggy M M Address 19203 N 29th Ave Grade Degree AA Age 46 Add Member to List lt Back Next gt Cancel To post member pictures ROWOND o On the Information tab click Members In the navigation pane click Quick Posting In the list of processes click Member Pictures Select whether you want to use automatic updating or individual entry For more information see Automatic Updating vs Individual Entry Click Next If you selected the individual method skip to step 7 If you selected the automatic updating method use the tabs in the Select Members window to build a list of individuals For more information see Using the Selection Window Click Next If you need to assign different photos in the group of individuals you selected select the first option click Next and skip to step 8 If you want to assign the same photo to or remove a photo from all of the individuals you selected select the second option then click
78. location and font used is set up in the page 209 S Parish Data System style Report Styles With your PDS program you can edit a report s layout and also design custom reports You can create or edit existing report styles using the Layout window A report style is a group of formatting options such as margins page number placement or fonts which are identified by a unique name You can save a report style with its own style name to automatically use the same formatting options again each time you print a report Any changes made to styles and other items in a report wizard are saved and recalled the next time you print the report The following report styles can be customized Closing Style Closing boilerplate number of blank lines typed name and position Envelope Style Height width and margins for address text Inside Address Style Name format address salutation and address position Label Style Height width space between rows and columns number of columns page margins and continuous form indicator Letter Date Style Font position and date format Example MM DD YYYY Letterhead Style Letterhead boilerplate fonts and position Margin Style Top bottom left and right distance from edge of page to text Page Style Placement of items on the page fonts lines and spacing Return Address Style Text for the address font and position RELATED TOPICS e Report Groups e Working wi
79. members In the Post Information column select the check box to mark the record for posting To quickly select or clear all records click Mark All or Clear All To edit an individual s grade or degree click in the grid To add another member to the list click Add Member to List When you are ready to post click Next If you do not want a printed report of the posted information clear the check box To post click Finish Posting Talents This process is used to post an individual s talents You can view a person s talents in the Ministries Talents section of the Members window Member Name Andrews Christy Ms v Family Name Andrews Christy Ms Address 304 E 15th St Relstionship Head Age 46 Grede Degree 14 Add Member to List lt Back Next gt Cancel Enter the Talent You Want to Post Enter the Same Informstion for All Members Tslent Singing Status Interested Start Date 01 07 2008 End Dete 12 15 2008 Select a Member 128 S Parish Data System To update an individual s talents AUN o 9 On the Information tab click Members In the navigation pane click Quick Posting In the list of processes click Talents Select whether you want to use automatic updating or individual entry For more information see Automatic Updating vs Individual Entry Click Next If you select the individual entry method skip to step 7 If you selected the automatic updating method use the tabs in the
80. more conditions to the member selection click lt Click here to add a new condition gt For more information see The Additional Selections Tab Select also whether to include active inactive or both types of members in the list Click Next If you selected the individual entry updating method select Member Name from the drop down list If needed click Add Member to List Repeat this step until you finish adding members Click Next Review the list of members In the Delete Member column select the check box to mark the record for posting To quickly select or clear all records click Mark All or Clear All When you are ready to post click Next If you do not want a printed report of the posted information clear the check box To post click Finish S Parish Data System Deleting Member Remarks Select this process to remove the general confidential or special circumstances remarks entered in the Personal section of the Members window To delete member remarks akRWND oO On the Information tab click Members Inthe navigation pane click Processes In the list of processes click Delete Member Remarks The backup dialog box displays if you have not performed a daily backup To make a backup click Yes Select whether you want to use automatic updating or individual entry For more information see Automatic Updating vs Individual Entry Click Next Select either Delete Member General Remarks
81. not charge accounts with a fund balance of zero select Check as for balance due when assigning EFT charges This option prevents regularly scheduled automatic EFT deductions being made from a family s bank account if their PDS account balance is zero or if they have made a fund overpayment If not checked the default selection the scheduled deduction will occur regardless If you are using QuanComm as your service provider select Use QuanComm for ALL EFT Transactions and enter the Account Name Company ID and Password Select the QConsole Sign On check box next to the sign on credentials with which you want to access the QuanComm QConsole For more information see Sign On to QConsole Click Save OK gt Close If you are using an Automated Clearing House ACH file for electronic transfers of contributions and payments obtain an ID Number and Bank Routing Number from your bank Select Create ACH Files for EFT Transactions and enter the information Immediate Origin Name Immediate Origin if different from Account ID Company Name Entry Description and Originating DFI Depository Financial Institution ID if different from Immediate Origin are available for use if your bank requires the information Enter the information exactly as your bank gives it to you Your bank may require additional information for filing electronically If so obtain an ID Number Bank Routing Number and Type of Account from your bank a
82. of the keywords or keyword statuses in this quick posting process on the Setup Admin tab click Keywords then User Keywords then select the keyword or keyword status you want to manage Choose the Member Information to Post Post Marital Status Post Language Post Ethnicity r Post Religion Post Disability Post Occupstion Post Location lt Back Next gt Cancel To post user defined keywords On the Information tab click Members In the navigation pane click Quick Posting In the list of processes click User Defined Keywords Select whether you want to use automatic updating or individual entry For more information see Automatic kROWOND 133 Parish Data System NO 10 11 Updating vs Individual Entry Click Next If you selected the individual method skip to step 8 If you selected the automatic updating method use the tabs in the Select Members window to build a list of individuals For more information see Using the Selection Window Click Next Select the keyword option you want to post and click Next If you need to assign different keyword statuses in the group of individuals you selected select the first option click Next and skip to step 10 If you want to assign the same keyword status to all of the individuals you selected select the second option then enter the keyword status Click Next and skip to step 10 If
83. one year click the arrow to the right of the year at the top of the calendar Each click displays the next year 2 To move back one year click the left arrow 3 To exit the calendar click Close Print Screen Ctrl P To print a copy of the screen you are currently viewing press Ctrl P or click Select the printer paper size orientation and margin style Then click Print Print Screen Printer Default v Properties Paper Orientation Size A1 694 x 844mm Portrait Source Default Landscape Margin Style Style Name Smallest Margins Edit Style Top 0 162 Left 0 162 Bottom 0 162 Right 0 160 Using the PDS Spell Checker This feature is used to find and correct spelling errors and to add new words to the dictionary To access the spell AE checker click v on the quick access toolbar The current text box memo box or report is checked for spelling errors If no spelling errors are found the Information dialog box displays Spell Check Complete When the spell checker finds a possible error it displays Not Found In the Replace With field select Change Change All Add Auto Correct Ignore or Ignore All You can also suggest a spelling Using Special Characters You may need to use characters that do not appear in the standard English alphabet For this reason you can right click in any text field in the program move your cursor to Insert
84. payment Keyword 2 Click the drop down list to select a second keyword to associate with this pledge payment Pay Initial Pmt by EFT Select if the family is making the initial payment by electronic fund transfer Pay Pledge by EFT Select if the family wants to make each pledge payment by electronic fund transfer EFT Info Click to view or edit electronic fund setup information Associate with a Member Select to connect the pledge payment with a specific family member Then select the member s name from the drop down list Payments Grid Post additional payments To select the Date and Fund Activity Name click the drop down list Enter an Amount Check number and optional Comment Terms and Rates Entry 161 Parish Data System The Quick Posting Process for Terms and Rates Entry is used to post terms for payment billing periods and rates to the Rates History Keywords section of the Contributions window You can also post initial payments pay downs and additional gifts Setup the Following on the Fund Window Fund Identifier 3 m jor M Billing Period 081 2007 El Thru 07 31 2008 Select a Family Family Name Abbott Harold Connie M M v ID Envelope 41 v Second ID 120 41 vi Address 7425 N Via Camello Del Norte Scottsdale AZ 85258 3637 Term Rates History Keyword 1 vi Keyword 2 v Recurring Act Formation Tuition Due v Associate with a Member Terms W
85. precanceled stamps enter the amount of postage that is on each piece of mail Type of Discount The type of discount depends on the mailing class you select Step 2 Build the EZ Mail List Use this section to build a list of families or members sorted in the order Build a List of Family Addresses Click this button to display the Family Report window You can use names and addresses entered in the Families window For more information see Using the Selection Window Build a List of Family Addresses Based on Financial Selections Click this button to display the Fund Report window You can use names and addresses entered in the Families window For more information see Using the Selection Window Build a List of Member Addresses Click this button to display the Member Report window You can use names from the Member window and addresses entered in the Family window For more information see Using the Selection Window Step 3 Print the Qualification Report This document satisfies the post office requirement for standardized documentation Present this report to the post office with your mailing The report contains the following information EZ Mail List This report prints information about your specific mailing It lists each tray by number and gives specific information about the tray and pieces of mail Tray Number This identifies one of the trays used in this mailing Tray numbers begin at 1 and are numbered
86. relationship of this individual to his or her family This is a keyword field To set up keywords for relationships on the Setup Admin tab click Keywords then Relationship Names Grade Degree Enter the highest grade or degree attained by this individual This is a keyword field To set up keywords for grades and degrees on the Setup Admin tab click Keywords then Grades and Degrees Marital Status Enter a term to describe the marital status of the individual This is a keyword field To set up keywords for marital statuses on the Setup Admin tab click Keywords then Marital Status Names Language Enter the individual s native language This is a keyword field To set up keywords for languages on the Setup Admin tab click Keywords then Language Names Ethnicity Enter the ethnicity of the individual This is a keyword field To set up keywords for ethnicities on the Setup Admin tab click Keywords then Ethnicity Names Disability Enter the individual s disability if any This is a user defined keyword field To set up keywords for disabilities on the Setup Admin tab click Keywords then User Keywords then Disability Religion Enter the individual s religious preference This is a user defined keyword field To set up keywords for religions on the Setup Admin tab click Keywords then User Keywords then Religion Occupation Enter the individual s job title This is a user defined keyword field To
87. reports cover a wide range of reports that not only includes lists of items but directories registration forms certificates and statistical reports You can choose and modify the report s page style and margin style You can find listing reports under Families Members and Contributions This section covers the following information Locating Listing Reports and Certificates Listing Layout Window Sacramental Certificates Financial Listing Reports e e e e Locating Listing Reports and Certificates To locate listing and certificate reports click Reports in the navigation pane of the following windows Families Contributions and Members Expand the different report groups to view the report types Use the options located above the list of reports to view all reports or only those relevant to the displayed window For further assistance selecting previewing and printing a report see Printing Reports Listing Layout Window When you select a listing report the report wizard guides you through the Overview and Select Printer windows The 245 S Parish Data System Listing Layout window follows Use the options here to change page and margin styles You can also select which fields to print and modify the way they print The list of fields currently selected to print displays in the right side of the window RELATED TOPICS e Listing Layout Page Style e Listing Layout Fields to Print e Listing Layout Margin Style Listin
88. restore data 279 APUN From the Rescue Program menu select the Restore tab Verify the path for the Data Folder field To find files easily click Browse If the path is correct click Restore Old Data In the Restore Data from a Prior Backup dialog box select the backup file that you want to restore To restore data click Next then Start Restore S Parish Data System Restore Data from a Prior Backup Wizard Warning This will restore data for all programs sharing the same data file Select Location of Backup Folder Browse Q Dive Bic Specific Folder Date of Backup Reason for Backup Sat Jun 7 2008 at 9 22 AM User Requested Backup Internal Archive Folder Weekly Monthly Quarterly O Yearly Internet FTP Server Setup FTP Delete this FTP Backup Cancel Using the Erase Data Files Process Use this command only as a last resort This allows you to set up an empty data file convert data from an old data file or restore from a prior backup To erase data files 1 From the Rescue Program menu select the Erase Data Files tab 2 Verify the path for the Data Folder field To find files easily click Browse 3 On the left select Keep License if the program license should be kept then select which files to erase Click Erase Data Files Keep License Select to keep your program license information while erasing data files If you do not select
89. searching for a name the program will fill in the field with possible matches as you type If you enter a comma your cursor will move to the end of the last name selected Ric EEE ve Ramirez Tomas Louise M M Ray Anne Mrs Rayment David Mr Richardson Dean Julie m m lf Roberts Dan Rodriquez vincent Maria M M Sanders Bobby Sandra M m Sansbury Penny Ms 5 Once the correct value is entered click to display the funds associated with that record Alternatively click the drop down arrow on the right side of the field and select a record To scroll through the records 1 On the Information tab click Contributions 2 3 Click Order by and select a method of organizing the records If for instance you select to order by Name On the ribbon locate the Navigation group the records will scroll alphabetically based on last name The Order by selection differs depending on the window being used Use the left and right arrow keys to scroll through the records Click and to move to the previous or next record Click and to move to the first or last record Adding a Fund You can add a new fund to the program S Parish Data System Data Sync Online Resource Help Support v e T Utility To add a fund 34 OoahWND On the Setup Admin tab click Fund Setup Inthe Tasks group on the ribbon click Add Fund Inthe Fund Identifier field en
90. section of the Members window To insert a phone number or email address On the Information tab click Members Locate the appropriate record For more information see Locating a Record In the navigation pane click Phones EMails Addr Click Insert and enter the Phone Number or E Mail Address along with a Description for each If the telephone number is unlisted select Unl beside the number lf the member prefers to receive email rather than mail select Send E Mail Instead of Mail Click Save NO ORWD To delete a phone number or email address On the Information tab click Members Locate the appropriate record For more information see Locating a Record In the navigation pane click Phones EMails Addr Select the phone number or email you want to delete Click Line Delete In the Confirm dialog box select Yes to delete To cancel without deleting click No Click Save OoahWN To reorder phone numbers and email addresses On the Information tab click Members Locate the appropriate record For more information see Locating a Record In the navigation pane click Phones EMails Addr Click Reorder In the Reorder dialog box select the phone number or email address you want to move Click the up or down arrow buttons to place it in the preferred order Click Sort to automatically sort email addresses alphabetically 6 Click Save OK AUN Updating Sacrament Informati
91. selected select the second option click Fi and locate the picture file Click Next Skip to step 8 7 If you chose the individual method select a family either by ID or name Click in the Picture File Name field and locate the file For each family s picture you are posting click Add Family to List and repeat the process When finished click Next 120 S Parish Data System 8 9 Review the list of families In the Post Information column select the check box to mark the record for posting To quickly select or clear all records click Mark All or Clear All To edit the Picture File Name click in the grid To add another family to the list click Add Family to List When ready to post click Next If you do not want a printed report of the posted information clear the check box To post click Finish Synchronizing with Diocese Use this process to mark family records that should be synchronized with those of the diocese This process does not synchronize the data It only selects the Synchronize with Diocese checkbox on the Primary Information section of the Families window for those families you specify For instructions on synchronizing data see Diocesan Synchronization To synchronize data with the diocese APUN o On the Information tab click Families In the navigation pane click Quick Posting In the list of processes click Synchronize with Diocese Select whether you want to use automatic o
92. set up keywords for occupations on the Setup Admin tab click Keywords then User Keywords then Occupation District Enter remarks to identify the location of a school or workplace This is a user defined keyword field To set up keywords for districts on the Setup Admin tab click Keywords then User Keywords then District Type Enter the position of the member within the family Gender Select the gender of the individual Birth Date Enter the member s birth date Deceased If the individual is deceased enter the date on the death certificate Remarks You can enter three types of remarks General Confidential and Special Circumstances Asterisks signify remarks are entered Confidential remarks can be password protected and display the tablet icon El Special Circumstances indicate medical conditions and display the red flag icon e For more information see Program Icons Keywords Click Insert then select an entry from the drop down list to associate miscellaneous information with the member This list uses entries from the Member Keywords list To add or delete keywords in this list click Manage To delete a keyword from this record select the description click Line Delete then click Yes 101 S Parish Data System Screen Changed Lists the date parent guardian information last changed Updating Phone Numbers and Email Addresses Enter phone numbers and email addresses in Phones EMails Addr
93. the Quick Posting process for Talents to do this It also does not check for duplicate entries 194 Parish Data System Make Changes to Members with the Following Talents amp Statuses O Include members with all talents Only include members with this specific talent Talent Baby Sitting v Include members with all statuses O Only include members with this specific status Status v O Include members with all dates Only include members who have starting dates in the following range Start Date 01 01 2008 EndDste p3i17 2008 Ig A Next gt Cancel To change talents 195 akRWwWND CO NI OD 10 11 12 On the Information tab click Members In the navigation pane click Processes In the list of processes click Change Talents The backup dialog box displays if you have not performed a daily backup To make a backup click Yes In the first group to include all talents click Include members with all talents To filter members based on specific talents select Only include members with this specific talent then in the Talent drop down list select a talent This list uses entries from the Talent Names keyword list To add or delete entries to this list click Manage Likewise include all or select filtering values for status and start end dates Click Next Select either Post Changes for All Members or Post Changes for Selected Members
94. the changes to the data On the screen below you can choose to accept or reject the change You must select one or the other to continue with this process List of Requested Changes Details of the Current Item Accept Reject Type of Request Request Request I Ww a Modified Online 204 McDaniel Jadk Tess M M ID Env Name Click to accept or reject changes made to this record in PDS Connects lt ODAC List of Requested Changes tab lists all records that have been changed in PDS Connects 285 S Parish Data System Use filters to show only populated lines Select whether to accept or reject changes or pending changes made to this record in PDS Connects Review changes The following is a list of th changes to the data On the creen below you can choose to accept or reject the change You must one or the other to continy with this process List of Requested Details pf the Current Item Display Show All Non Blank Li Show Just the Red Lines O Show All Lines Action to Take O Accept Changes O Reject Changes Do Nothing Church Data PosConnects Ja Street Zip 85262 2578 85262 2578 _ Phone Numbers _ 843 479 3072 Home 43 479 3072 Home De a Members _ Member Name McDaniel Jack Mr j McDaniel Jack David Mr E Mailing Name Mr Jack McDaniel Mr Jack McDaniel _Formal Salutation Mr McDaniel Mr McDaniel _Informal Salutation Jack
95. use Quick Letter Labels amp Envelopes To create quick letters labels and envelopes On the Information tab click Families Locate the family you want to correspond with For more information see Locating a Record In the navigation pane click Individual Letter Label Select the report you want to use then click Add or Copy For more about customized reports see Creating New Reports Double click your new report In the Overview window click Edit to enter a Name and Description for the new report then click Next Enter your selects for printer paper and orientation If you need help with these fields see Printing a Report Click Next 8 Set the options in the Letter Envelope or Label Layout windows For help with these see Setting the Letter Layout Window or Setting the Label and Envelope Layout Windows 9 Click Preview then Print ROM NO Viewing Reasons for Changes to Family Information To view reasons for changes to family information click Reasons for Changes in the navigation pane of any family data entry window View Reasons for Changes to 2 Ravnik John Diane M M Date amp Time Type of Change Original alue Reason for Change A 02409 2011 2 04 09 PM Street Address Changed 5246 Blackbird None Given 5245 gt 02 09 2011 2 27 01 PM Street Address Changed 5245 Blackbird Typographical Error Street 5245 Order by Logged Log Report Manual Log Entry Ha ka Ther
96. uses pin fed or Dot Matrix continuous form select Continuous Form Under Label Dimensions enter the height width and amount of space between rows and columns in inches Enter the Number of Columns on the label stock 7 Click Save OK If you edited an existing style the Saving Style dialog box indicates that all reports currently using this style will change To save the style as a new style name so existing reports are not affected enter the New Style Name then click Save As 8 In the Label Layout window in the Copies field enter the number of copies to print If you are using a partial page of labels enter a number in the Number of Labels to Skip field before you print the first label akrWNM oO Useful Information The U S Post Office prefers that addresses be printed in postal format Postal format is all uppercase letters with punctuation removed To print the name and address in postal format make sure the field names printed are preceded by the word Postal For example lt Postal Fam Address Block gt Text of the Label The following options allow you to edit the layout of the address and change the address fields that print on labels 258 S Parish Data System and envelopes You can also select options that control which address street mailing or alternate prints The PDS Rolodex card reports are written using the Advanced Report Writer but you can create a simple Rolodex card by adding a new la
97. using 101 and the other using 102 the report would total them and display 203 ID Numbers that contain any characters other than numeric values such as symbols or alphabetical characters will not be included in the total Hear Vocal Confirmation of Data Entry For Amount If selected a computer generated voice will read back your entries in the amount fields For Name or ID If selected a computer generated voice will read back your selections for the name or ID fields Select Voice If you plan to use the vocal confirmation feature select the text to voice speech synthesizer program you use Windows XP for instance comes with Microsoft Same and Windows Vista comes with Microsoft Anna You might have other options depending on the software that is installed on your computer Voice Rate Select the speed at which the synthesizer reads back your entries The slowest speed is 10 Click Test to confirm the voice rate Transfer Batch Totals to PDS Ledger Transfer to PDS Ledger Select to create a batch file that contains the totals for each fund and each activity group The file can be imported into the PDS Ledger program The file name format is Batch PFB where is the batch number For example if the batch number is 411 the file name will be Batch411 PFB Path Enter the path where the file should be created For example to create the file on a floppy disk type A To search for the path and filename c
98. will be reflected in the copy and the original will remain the same Remember to save changes you make to the criteria Reorder To display the Reorder Selections dialog box click Reorder Click a selection name To move the selection up or down in the list click lal or M Export Selection to a File Saves the selected item in the List of Selections as an external file that can be imported as needed Click _ browse to your preferred location and save the file as lt file name gt sel This will only save the highlighted selection denoted by the black triangle to its left not the entire list Import Selection from a File Imports a previously saved selection The Selection Information Tab The Selection Information Tab is where you name your saved selection criteria It also includes options for sorting data and including active inactive members Selection Information Use this section to enter a name and description for selection criteria that you want to save for future use For more information see The List of Selections Sortation The Sortation section is used to determine in what order the report data will be printed The options available change depending on the type of report selected Sort order options for family and financial reports Name alphabetically by family name ID Envelope Number numerically by family ID 2nd ID Number numerically by family second ID ZIP Postal Code alphanumeric
99. will print first If there is no active alternate address the program prints the mailing address If there is no mailing address the program prints the family s street address Use Just the Street Address Select to print the family s street address Use Just the Mailing Address Select to print the family s mailing address Use Just the Alternate Address Select to print the family s alternate address Use the Street or Mailing If selected the mailing address prints first If there is no mailing address the program prints the street address Date for the Alternate Address When Use the Street Mailing or Alternate Address is selected enter the date you expect the correspondence to be mailed The date entered in this field determines if a family s alternate address should be used in lieu of their mailing or street address For example if a family lives at the coast during the months of June and July 2009 you would expect the correspondence to go to their alternate address during those months If the current date falls outside this time period the correspondence goes to the family s mailing or street address How Should Unlisted Phone Numbers be Handled If the report includes phone numbers you can select how the report handles unlisted phone numbers Choices include Print the Unlisted Numbers Select to print unlisted numbers You might want to select this option for printing inter office lists in which unlist
100. year the family will receive the billing statement Do not send anything to the name and address listed here when the family receives the billing statement e Send Stmts Only Part of the Year no CC the Other Part no CC to Family Send the billing statement to the name and address on the Billing Address section only during the time entered for Bill From and Bill To Send the family nothing when this person receives a billing statement During the rest of the year the family will receive the billing statement and the person listed in the Billing Address window will receive nothing Send Courtesy Copy Only Always send the billing statement to the family and always send a courtesy copy to the name and address listed in the Billing Address section Bill From Month Day When the option for statements includes sending the statement for a part of the year the fields for Bill From Month and Day are enabled Enter the starting month and day for the time period during which you want to send the billing statement Bill To Month Day When the option for statements includes sending the statement for a part of the year the fields for Bill To Month and Day are enabled Enter the ending month and day for the time period during which you want to send the billing statement Viewing and Printing View History Displays the past history of every transaction in each fund by date View Recap Displays each fund and period for the famil
101. you selected the individual entry method select the keyword option you want to post and click Next Select the keyword status from the drop down list Select a Member Name To add more members to the list click Add Member to List Click Next Review the list of members In the Post Information column select the check box to mark the record for posting To quickly select or clear all records click Mark All or Clear All To edit an individual s keyword status double click it in the grid To add another member to the list click Add Member to List When you are ready to post click Next If you do not want a printed report of the posted information clear the check box To post click Finish Posting Member Pictures This process is used to post pictures in the Personal section of the Members window In order to display member pictures in the program the pictures must be in a digital format and accessible to your computer PDS recommends that you create a folder or directory on your hard drive in which to store picture files This will make it easier to share the pictures if you are running the program on a network If you want to include picture files in your regular data backup create the picture folder as a subfolder of your Data folder Pictures stored outside of the Data folder will not be included in the backup 134 Useful Information PDS recommends that you back up your picture files regularly However including picture files
102. you use If you use use PDS to track all personal and sacramental data and want the program to automatically Option One calculate your numbers for the Kenedy Directory use the previous year s information as a guide but prefer to make manual or estimated counts for Option Two this year s results instead of letting the program do it 177 Parish Data System have never used PDS to compile your Kenedy data and do not want the program to make your Option Three calculations RELATED TOPICS Option One Use the Data in the Program to Automatically Calculate Statistics Option Two Start with Information Used Last Year Option Three Start with Blank Form Kenedy Directory Process Field Descriptions Option One Use the Data in the Program to Automatically Calculate Statistics This option is best for accuracy and speed The program compiles for you all of the data requiring calculation numbers of students teachers registered households baptisms etc Note however that the program cannot count data that you do not track If for instance you do not enter sacramental information into your PDS program the program cannot compile it Also note that you can use this option even if you did not use PDS to compile your Kenedy data last year but the data fields that display last year s results will be blank Select what you want to do Generate Information for Kenedy Directory Use the Data in the program to calcula
103. you would normally include ACH Only Include Current Rates O Include All Rates Warning For security reasons and to ensure your computer meets PCI compliance you MUST remove the file created in this process to a secure location off of your computer or delete it when you finish using it DO NOT leave the EFT Zip or EFT csy files on your computer after 07 01 2010 To archive credit card account information 1 On the Information tab click Contributions 2 In the navigation pane click Processes 3 In the list of processes click Archive Credit Card Account Information 4 Select General Format QuanComm Format or Vanco Format 5 In the File Path field enter the location where you want the archive file stored 6 In the Password field enter a password that you create and re enter it in the Confirm Password field 7 To include checking and savings account information select Include Checking amp Savings Accounts ACH 8 Select either Only Include Current Rates or Include All Rates and click Next 9 The list of families with credit card account information displays 174 S Parish Data System List of Families with Credit Card Account Information ID Name Address Fund Year Activity T e 185 Austin Cynthia ls 5254 W Mohamk Ln 4 06 Pledge Payment Bimont 23 BabbettJoseph Agnes 8318 N Sth St 4 06 Pledge Payment Quarter 22 Bakers Ronald Mara M 13402 N 100th Ave 2 08 School Bus Payment Monthh 22 Bakers Ron
104. your Data folder Pictures stored outside of the Data folder will not be included in the backup Useful Information Including the picture files in your regular data backup will increase the size of your backup file Consider creating a separate backup of your picture files on media that can store larger amounts of data such as a CD ROM or external hard drive Select a Family and Enter the Picture File Name You Want to Post ID Env 220 v Family Name Gainey Richsrd Michelle M M v Picture File Name lc gainey jpg B Note To remove the existing picture leave this blank Address 12911 E Corine Dr Scottsdale AZ 85259 3554 Add Family to List lt Back Next gt Cancel To post family pictures On the Information tab click Families In the navigation pane click Quick Posting Inthe list of processes click Family Pictures Select whether you want to use automatic or individual updating For more information see Automatic Updating vs Individual Entry Click Next If you selected the individual method skip to step 7 If you selected the automatic updating method use the tabs in the Select Families window to build a list of families For more information see Using the Selection Window Click Next 6 If you need to assign different pictures within the group of families you selected click the first option If you APUN o want to assign the same picture to all of the families you
105. your certified addresses are returned you cannot change address information or delete families from your data Importing Old CASS Certified Addresses If you sent your addresses to PDS for manual CASS certification you must import the updated records When PDS certifies your data you receive a file named lt site number gt _Out xml This file contains your CASS Certified data and a list of addresses that could not be certified You also receive a certificate that states that your data has been USPS certified This certificate must be presented to the post office when you submit a bulk mailing for mailing rates PDS recommends making a backup before you import certified addresses S Parish Data System 74 To import your certified addresses On the Setup Admin tab click Bulk Mailing amp CASS and select Import Old CASS Certified Addresses To begin click Next Select each option you want the program to perform Options are listed below this procedure In the Import Filename field enter the file name or click Browse You must select a valid file name before you can continue Click Next When the program finishes importing addresses a summary displays To print the summary report click Print To complete the process click Finish APUN ol Perform ZIP 4 and Delivery Point Encoding Select to update ZIP Codes with the additional four digit suffix and add the delivery point encoding Perform Carrier Route Enco
106. 06 Parish Data System Useful Information If you make changes to the layout of a report you can preview the report s appearance at each stage of the report wizard Printing a Report After selecting and previewing a report you can print it You can use the default layout options or you can make changes to the layout and then print a customized report To print a report 1 In the report list double click the report s name The Overview window opens 2 In the first two fields the default Name and Description display You can change the default description by clicking Edit Click Next 3 The default Printer displays in the next window To change printers click the printer name to open the Select Printer window You can select the printer paper size paper source and orientation as needed Click Next to proceed to the Layout window 4 To customize layout options for the report select the style name from each drop down list in the Layout window For help with report layout see the Report Layout section below Click Next Depending on the report you select certain criteria can be unique to that kind of report If so make the appropriate selections and click Next Select which families or members to include in the report For help see Using the Selection Window To view the report before printing click Preview To make changes to layout or selection click Back Repeat steps as necessary Click Print o
107. 1 On the Setup Admin tab click Setup Options then Unit Name Definition 2 In Name for Attendance Units enter a unit name up to ten characters 3 Click Save OK then Close E Mail Setup The E Mail Setup dialog box contains technical information for connecting to your email server Obtain the required settings from your system administrator or Internet provider To access the E Mail Setup dialog box 1 On the Setup Admin tab click Setup Options 2 Select E Mail Setup 3 After entering server data click OK Parish Data System 54 Email Setup Email Server SMTP Email Server Port 25 Look Up Default Email Server Information Fi Server Requires Authentication O Server Limits Emails If an Error Occurs Delay 30 Seconds and Retry Once O Disconnect and Reconnect After Every Email Cancel RELATED TOPICS e E Mail Setup Field Descriptions E Mail Setup Field Descriptions Email Server SMTP SMTP stands for Simple Mail Transfer Protocol Obtain these settings from your Internet provider s Web site or system administrator Email Server Port The default setting is 25 However you can obtain this setting from your Internet provider or system administrator Alternatively click Lookup the Default Email Server Information Server Requires Authentication If your server requires authentication select this check box Enter your email account name and password Select either Use TLS GMail or Use
108. 5 6 1 Click the Setup Admin tab 2 3 Locate the record you want to edit either by scrolling through the grid or by using the Register Search For Click System Processes then Sacramental Registers more information see Locating Sacramental Records Double click the name in the grid The Register Entry view opens Edit the fields as needed Click Save OK Mass Attendance Use the Mass Attendance window to keep a record of information regarding Mass or other services that occur at your organization By default the Name for Meetings is set to Mass You can change this name to represent the types of meeting for which you want to track attendance Mass Attendance Name for Meetings Name for Checkbox Dste Time P 04 15 2001 10 00 AM Esster 10 06 2001 9 20 AM Saturday 10 07 2001 9 00 AM Sunday 10 13 2001 9 20 AM Saturday 10 14 2001 9 00 AM Sunday 10 20 2001 9 30 AM Saturday 10 21 2001 9 00 AM Sunday Insert Attendance Line Filter List Print List Delete AttendanceLine Show Graph Print Statistics To add a new attendance item 1 On the ribbon click the Setup Admin tab 2 Click System Processes then Mass Attendance 3 Click Insert Attendance Line 62 S Parish Data System 63 4 Enter the Date or click to select a date 5 Enter the Time or click to select a time 6 To enter the Name of the event click the drop down list and select a keyword You can enter a new keyword in thi
109. ADC Tray This is the minimum number of pieces that constitute a full tray of AADC mailing pieces Rates This displays the rates for each piece of mail according to weight for 5 Digit Tray 3 Digit Tray AADC Tray Mixed AADC and Single Piece mail Address Change Notification For presorted first class mail the post office requires not only that the addresses you use are correct through CASS certification but also that the person to whom you address the mailing resides at that address Change of address notification makes sure that the mail is delivered to the person to whom it is addressed The United States Postal Service USPS offers for a fee the Address Change Service As a participant you are notified if an addressee moves The new address is sent to you To use the service you must obtain a participation code and print the phrases Address Service Requested or Change Service Requested on mailings For other requirements and details of participation visit www usps com ncsc addressservices moveupdate acs htm When using Address Change Notification you must manually update your existing PDS data If you change a person s address information the address is no longer considered CASS certified until you have your addresses CASS certified again Families The Families windows display information about a family such as status individual members names addresses pictures and financial activity This is also where
110. Both Active and Inactive Select to display both active and inactive members in the list Easy Lists Use Easy Lists to get answers to questions such as Who has a birthday this month or Which members attended the Bible study last Wednesday evening By selecting a few simple options you can obtain filtered or unfiltered lists for topics including attendance birthdays different last names general remarks keywords children parents ministries sacraments talents and user keywords With the PDS Easy List feature you can also select the fields you want to view in the list place them in the order you want and print the lists This section covers the following information Creating Easy Lists Viewing the Easy List Customizing the View Easy Lists and Options 108 S Parish Data System Creating Easy Lists The Easy List window is divided into two sections The left pane displays Easy List names and the right pane displays the corresponding list options Choose a List Attendance O Birthday List CO Different Last Names List General Remarks List Keyword List O List of Children O List of Parents Attendance For Sunday Mass Ministry List a lt a Sacrament Information List O Include Members with All Attendance Types O Taam E Only Members with the Following Attendance Type O User Keywords List Attendance List Date 08 01 2008 E Type Present Only Active O Only Inactive
111. CASS Click Cass It Certification Confirm or cancel the backup reminder To begin click Next Select the appropriate option for the data you want to export If you want to select certain families enter conditions by clicking lt Click here to add new condition gt For more on using this window see The Additional Selections Tab Click Next Select each option that you want the program to perform Options are listed below this procedure 9 Click Begin CASS NOOKRWN 00 NCOA Optional Extra Fees Apply Select to update an address change If you want to report an NCOA change without changing the address in PDS also select Report NCOA Changes Instead of Making the Change Geocode Addresses Optional If you have Geocoding select this to update the longitude and latitude to reflect the new address Perform Zip 4 and Delivery Point Encoding Select to update ZIP Codes with the additional four digit suffix and add the delivery point encoding Perform Carrier Route Encoding Select to update ZIP Codes with carrier route information Perform Street Address Standardization Select to remove punctuation from addresses and shorten the direction indicators and street names Perform City State Corrections Select to update the city and state names if the address correction process indicates the city name has changed Print the Changes Made Select to obtain a report of addresses that were changed probl
112. Cancel Parish Data System 1 Details display for the selected family 2 Fund warning displays only if fund is not set up for family 3 Selected family 4 To hide fund warning clear this check box 5 Assigned and posted to the History dialog box 6 Number of family members If the family has terms and rates set up as with a pledge fund or tuition fund information about the terms displays in the window in the place of the fund warning To edit terms and rates click Add Change Rates For more information see Adding or Changing Rates To view the member s statement of giving click View History For more information see Viewing History To edit the family s address and view associated members click Change Address View Members For more information see Changing Address or Viewing Members To view an informational message about using EFT and QuanComn click EFT To change the posting options click Options This action does not close the posting process nor does it post the contributions To save the batch and come back to finish it later click Finish Later The items will not post You can return and complete this batch at a later time For more information see Payments Donations Entry To post contributions click Post to Families and Members You can print summary and batch reports as well as receipts To exit the batch without saving click Cancel Your work will not be saved RELATED TOPICS Adding or Chan
113. Copy Family Census Letter File C PDSChurch6 Data Reports PDS PDS1221 rtf File Edit View Insert Format Table lS SS Fae vo voee 7 Liik pE a a ee ys 3 4 Dear lt Fam Last Name gt Family y enk A T We are in the process of updating the information we have for each member at lt Your Name gt Ea At the top of the next page is your general family information After that there is a separate sectio When finished please check the appropriate box below and return this letter and any pages with cq May God bless you and your family Family Fields Funds In Use All Information is Correct General Remarks a Have Made Corrections to This Information a ID Env Number Inactive lt Close gt Inactive Members Informal Sal lt List Census gt Is Church Family Is Formation Family Is School Family safe nguage Mailing Address Block Mailing Address is Certified Mailing Address Line 1 Ut Useful Information Right click any field in the list to see a brief description of it There are some special fields available only in letters These fields shown in the following table print your organization s information as entered and displayed in the License Information dialog box To review or add the appropriate values for your church click Setup Admin then License Information Inserting fields help you because you do not have to type your contact information in your reports Also if your contact in
114. Due column as a negative number Labels and Envelopes You can use the PDS program to create standard and custom mailing labels and envelopes for your printed letters Specialized labels such as badges or tray tags are also available The PDS program helps you to print addresses in an acceptable format for the United States Postal Service This section covers the following information e Locating Label and Envelope Reports e Barcode Options e Setting the Label and Envelope Layout Windows 251 S Parish Data System e Labels Envelopes and CASS Certification Locating Label and Envelope Reports Click Reports in the navigation pane of a window such as Families that contains reports Click Label Envelope Reports to expand the available reports To select a report click the report name For further assistance with selecting previewing and printing a report see Printing Reports Useful Information The Label Envelope Reports subgroup is not available in all report groups Barcode Options By the fall of 2009 the post office will require the use of the Intelligent Mail barcode formatting for bulk mail discounts The Intelligent Mail sometimes called OneCode format replaces the older POSTNET and PLANET formats PUTT WWII Md Tis O TTT TT Intelligent Mail barcode nnmimimimimimimnmmn POSTNET barcode PDS has long provided POSTNET barcoding As of the fall of 2008 however we also include the option to create Intel
115. ET on Friday e f you need assistance with your printer contact the hardware representative or visit the printer manufacturer s Web site to download and install the latest printer drivers for your particular printer and model e If you need assistance with installation support or troubleshooting for your network contact your system administrator or certified network software technician PDS can only provide support for its licensed software programs Users and Security When PDS Church Office is initially installed anyone can start the program and view or change data as well as run any of the processes While requiring a user name and password to access the program is an optional feature PDS recommends that you set up users and passwords to protect your data and avoid unauthorized changes This section covers the following information e Advantages of Restricting Program Access 15 S Parish Data System Setting the Security Method Setting Up Users and Passwords Deleting a User Locating a User Disabling Program Security Disabling Passwords Advantages of Restricting Program Access There are several key advantages of requiring user names e Restricting who can enter your program e Allowing the logging of the user name with the processes performed so you can determine which changes each user made e Allowing each user to define preferences for entering names in the program e Allowing the administrator to see who is curre
116. FT Information How is the Last Period to be Handled Set Up Terms and New Rates Based on Current Values Set Up New Terms and Rates Based on Members New Fund Identifier Date Range for the New Fund Period and Goal The fund identifier and the date range for the new period default to values based on the previous fund period You can edit these values If you are setting up a new fund and there are no fund periods defined you must enter appropriate values Enter dates or click to select them Goal is an optional field It is used to record the amount of money your organization intends to raise For example a contractor estimated 100 000 for building renovations When you set up the fund enter the total amount needed for the renovations which in this case is 100 000 Some financial reports print the actual amount received and the goal amount on the report 167 S Parish Data System Which Families are to be Transferred You can select the families who have the new fund period added to their list of funds The following options are listed in the Which Families are to be Transferred drop down list Families in the Current Period Use to add the new fund period to families that have the current period in their list of funds Families With Any Type of Payment Use to add the new fund to families that have the current fund period in their list of funds and have made a payment in the current period All Families Use to a
117. Folder Cedi My Documents Data Data Browse This process will copy the archive files Save Archive Files to Disk Backup the current data and save all of the archive files to the backup drive Do this on the old computer Load Archive Files From Disk Restore all of the archive files and the current data Do this on the new computer To move data from one computer to another 1 On the Backup Restore Test Fix tab click Move to Another Computer 2 Do one of the following e To archive or save your data files to a drive such as a network drive or flash drive select Save Load Archive Files to a selected drive and then select the drive name in the Archive Drive drop down list e To archive or save your data files to a specific folder select Save Load Archive files to a specific folder Enter the path and file name or click Browse to navigate to the folder If the folder does not exist the program resets the location to A 3 Click Save Archive Files to Disk RELATED TOPICS e Loading Archive Files from Disk Loading Archive Files from Disk Before you load archive files to a new computer you must set up the computer First install the PDS program When you run your program for the first time the Registration System Information Wizard displays Select New User to create an empty data file To load archive files 1 On the Backup Restore Test Fix tab click Move to Another Computer 275 S Parish Data System
118. Folders PDS stores automatic and manual backup files in internal archive folders on your hard drive Your hard drive contains the following internal archive folders Weekly Contains backup files created during the current week Monthly Contains backup files created during the current month Quarterly Contains backup files created during the current quarter Yearly Contains backup files created during the current year After PDS creates a backup file this file is stored in the Weekly folder If necessary PDS moves older backup files to the appropriate folders For more information see Maintaining Internal Archive Backup Files About Data Compression The backup process compresses your data files into a compact archive Compression reduces the file size and the amount of time required to copy the files to a disk Backup files have a pds extension Although standard compression programs can read the backup files PDS recommends using the integrated restore feature of the PDS program to restore lost or damaged data For more information about restoring data see Restoring Data from a Previous Backup 260 S Parish Data System Maintaining Internal Archive Backup Files You can manage the number of backups to store on your hard drive Your program files include folders for weekly monthly quarterly and yearly internal archive backups Depending on its settings PDS deletes or moves old backup files from one folder to ano
119. Following Ministries amp Statuses Include members with all ministries Only include members with this specific ministry Ministry Baptism Team v Include members with all statuses Only include members with this specific status Status v Include members with all dates O Only include members who have starting dates in the following range Start Date End Date lt Back Next gt Cancel To change ministries 1 On the Information tab click Members 2 In the navigation pane click Processes 3 In the list of processes click Change Ministries 4 The backup dialog box displays if you have not performed a daily backup To make a backup click Yes 5 In the first group to include all ministries click Include members with all ministries To filter members based on specific ministries select Only include members with this specific ministry then in the Ministry drop down list select a ministry This list uses entries from the Ministry Names keyword list To add or delete entries in this list click Manage 6 Likewise include all or select filtering values for status and start end dates 7 Click Next 8 Select Post Changes for All Members or Post Changes for Selected Members To add conditions to your selections click lt Click here to add a new condition gt For more information see The Additional Selections Tab 196 Parish Data System 9 Select to include Only Active Members Only
120. Fund Transfer This helps you to quickly locate EFT transactions Before you can use this process 1 Enter your bank account information Be sure to use the correct account information for the bank or service to which the money will be transferred On the Setup Admin tab click Setup Options gt Electronic Fund Transfer Setup 2 Enter the information for each family s bank account where the money will be transferred from the amount and how frequently the transfer will be made On the Information tab click Contributions gt Rates History Keywords 3 Contact a company that performs Electronic Fund Transfers PDS has made arrangements with several companies that you can use For a list of companies see PDS Approved EFT Processing Companies You can also use a company of your choice to create an ACH file However an extra step is required when importing ACH files from an outside vendor Useful Information After July 1 2010 the program will display a warning message offering to remove all existing credit card accounts within the program The message will appear during initial program entry until all of the credit card accounts are removed If you choose not to remove the existing credit card accounts during initial program entry you can use the Remove Credit Card Account Information process For more information see Removing Credit Card Account Information 147 Parish Data System Useful Information To provide you the opp
121. In the New Year Fund Setup Process window click New Rates 2 Under Select Members select one or more member type options to include in the search such as Head of Household or Other Typically with tuition rates include members with types of Child and Young Adult 3 Under Terms and Rates to Assign select a recurring charge from the corresponding drop down list This charge is used on statements and reports To add a new recurring charge name exit this process and go to the Fund Setup window 4 Inthe 1st Member Rate field enter a rate You can enter rates for other members You must set up at least one rate 5 To set up additional rates for the same fund click Add Rate For example members in high school might have a different rate scale than members in grade school Use Add Rate to set up each rate Once rates are set up use the tabs Rate 1 Rate 2 Rate 3 at the bottom of the window to move between different rate pages for the same fund 6 To delete a rate click Delete RELATED TOPICS e Optional Field Definitions 170 S Parish Data System Optional Field Definitions As previously noted the following fields are optional when setting up a rate based on member criteria Use the following to help you decide when to use the optional fields Select Families To search for families based on a family keyword select Families in this category have a special family keyword of Then select a family keyword from the drop down l
122. Inactive Members or Active and Inactive members Click Next 10 To assign ministries per member select Assign changes to the selected members individually To change selected members simultaneously select Assign the same changes to all selected members Next enter the New Status for All the New Starting Date for All and the New Ending Date for All Click Next 11 Review the list members In the Post Information column select the check box to mark the record for posting To quickly select or clear all records click Mark All or Clear All To remove the ministry from the member s window click Erase All You can edit the Ministry Status Start and End Date columns When you are ready to post click Next 12 If you do not want a printed report of the posted information clear the check box To post click Finish Changing Letters Etc This process allows you to change the date description and type of notes and letters It also allows you to delete letters in members Letters Visits Etc section of the Members window Make Changes to Members with the Following Letters Include members with all descriptions Only include members with this specific description Description Include members with all types Only include members with this specific type Type Finsl Reminder v Include members with all dates O Only include members who have letters on the following date Date Bi Next gt Can
123. List To print statistics click Print Statistics Change Area Code Wizard When an existing area code is split into one or more new area codes a list of the phone number exchanges involved is published The Change Area Code wizard checks all phone number and fax number fields and updates them if necessary If your program shares common data with another PDS Office program this process changes the area codes and exchanges in all programs sharing the data With this process you can do the following e Change all exchanges in an area code e Select which exchanges in an area code should be changed To process exchanges for more than one area code run the Change Area Code process for each S Parish Data System e Use a list of selected exchanges from a file on the hard drive or disk amp Be Careful This process alters data It is recommended that you back up the data before using this process Process All Exchanges The first option in the Change Area Code Wizard is to process all of the exchanges at once To process all exchanges at the same time 1 On the Setup Admin tab click System Processes then Change Area Code Wizard 2 To process ALL exchanges for a particular area code select Yes process all of the exchanges at once Click Next Enter the Old Area Code and the New Area Code Click Next Review your selections before processing To process the changes click Finish A progress indicator displays so tha
124. Marriage Notations Apply OK Cancel Print Index Click to print an index view single line entries of the register for the open tab Enter the volume you want to print You will also be asked whether to sort the entries alphabetically or by page number For help with the reports windows see Printing a Report Print Register Click to print a detailed report of the register for the sacrament on the open tab Enter the volume you want to print For help with the reports windows see Printing a Report Order Select how you want to sort the entries in the grid by volume name or date Field View Quick Posting Use this view to see and edit the details of each individual record For more on editing records using the field view see Editing Sacramental Records Register Search Click to search the Sacramental Registers for a record Print Certificate Click to print certificates for a record Print Notification Click to print a notification letter for Confirmation First Eucharist or marriage Print notification is not available for the Baptism or Deceased registers Refresh Member Info Click to refresh information within the member record Refresh Member Info compares the sacramental register and member record then it updates the sacramental register with the member record information all according to your selection within the Confirm dialog box Confirm Information for Mothers Maiden Name is refreshed from
125. O When my computer starts When log on 266 S Parish Data System 267 10 Click Next Enter a time after midnight on the day you want to schedule the backup Schedule the backup for the first time that day when PDS runs This is usually before the work day begins Scheduled Task Wizard Select the time and day you want this task to start Start time 12 05 AM A Every weeks Select the day s of the week below Monday C Thursday C Tuesday C Friday C Wednesday Saturday C Sunday Click Next Enter the user name and password required to log on to the computer This is not your PDS password Click Next Select Open advance properties for this task Click Finish A new window opens In the Run field enter the information that was in the icon properties window and add DOBACKUP to the end A typical entry will look like this C PDSChurch PDSChurch exe P C PDSChurch D C PDSChurch N 1 DOBACKUP S Parish Data System PDSChurch Task Schedule Settings Security Gta C WINDOWS T asks PDSChurch job Run C PDSChurch PDSChurch exe P 0 PDSChurch D Browse Start in C PDSChurch Comments Set password C Run only if logged on Enabled scheduled task runs at specified time 15 Click OK Re enter your password information if asked 16 Open your PDS program and set it to pe
126. Offering Total Pledge Reminder Reminder Initial Offering Total Pledge O Reminder Rate 7 Initial Offering Display Hide Fields C Post Member Association Info V Post EFT Account Information _ Post Additional Payments Post Fund Keywords F Default for K1 v Default for KwZ v Back Next gt Finish Later Fund Information Enter the Fund Identifier Billing Period Recurring Charge Batch Date and Default Reminder Be sure to select the correct fund for the pledge payments you are posting Post by What Value Select the field you want to use to locate families while posting payments Display Family Information Select the options you want to display on the posting window Initial Offering Select if you are going to post first time gifts or offerings then set up the default payment type and date To make fields available for posting check numbers and comments select Post Check Numbers and Post Comments Entry Order Select the order in which you want to enter data while posting Display Hide Fields Select the fields you want to view while posting Field Definitions for the Quick Posting Process for Pledge Cards The following fields can be found on the Quick Posting Process for Pledge Cards window Depending on the options you selected in step 5 all fields may not be visible At any time during the posting process click Options to add or remove fields from the posting window Select a Family
127. Parish Data System requirements information click in the grid To add others to the list click Add Member to List When you are ready to post click Next 9 If you do not want a printed report of the posted information clear the check box To post click Finish Contribution Quick Posting The quick posting processes for contributions include the following Payments Donations Entry Posts payments and donations Do Electronic Fund Transfer Posts entries set up as electronic fund transfers EFT Check Status of Electronic Fund Transfer Checks the status of an existing EFT batch Sign On to QConsole Accesses the QuanComm QConsole for transaction information Post Family Fees Posts one miscellaneous fee per family Post Member Fees Posts one miscellaneous fee per member Pledge Card Entry Posts payments and donations made towards pledges Terms and Rates Entry Posts pledge terms and billing rates Post Fund Keywords Posts fund keywords to the records you specify RELATED TOPICS Payments Donations Entry Electronic Fund Transfer Check Status of Electronic Fund Transfer Signing On to QConsole Posting Family Fees Posting Member Fees Entering Pledge Cards Terms and Rates Entry Posting Fund Keywords Payments Donations Entry The quick posting of payments and donations may be the most common posting process in the program From this window you can post to any activity of any fund that is set up
128. Plaza Huntington IN 46750 Web www osv com 1707 Fourth St Trenton NJ 08638 E mail info parishgiving org Web www parishgiving org Phone 866 PARISH 1 Web www parishpay com Phone 877 393 6628 4010 Executive Park Dr Suite 430 Cincinnati OH 45241 Web www pledgeconnect com Web hitp qoaynet com Phone 800 544 9643 7716 Rivers Edge Dr Suite C Columbus OH 43235 Web www quancomm com Phone 800 873 7282 6700 Koll Center Parkway Third Floor Pleasanton CA 94566 Web www sageproerp com Phone 800 320 7258 4100 N Fairfax Dr Suite 301 Arlington VA 22203 Web www smartpaymentsolutions com Phone 212 858 8000 95 Wall Street Bsmt New York NY 10005 4201 Web www smarttuition com S Parish Data System Toshiba Business Solutions New York Phone 800 724 2480 Web www tbsny toshiba com Tuition Management Systems Phone 800 722 4867 171 Service Ave Second Floor Warwick RI 02886 Web www afford com US Alliance Group Give Central Phone 866 651 8724 30052 Aventura Suite B Rancho Santa Margarita CA 92688 E mail givecentralsupport usag inc com Web http givecentral org Vanco Services LLC Phone 800 774 9355 12600 Whitewater Dr Suite 200 Minnetonka MN 55343 E mail sales vancoservices com Web www vancoservices com 5 3 Bank Phone 800 972 3030 Web www 53 com EFT Fields Transfer Type The type of transfer depends on the company you use for your fund transfers
129. Posting Member Pictures Posting Background Checks Posting Legal Requirements Posting Sacramental Dates This process is used to post sacramental dates You can view an individual s sacraments in the Sacraments section of the Members window 125 Parish Data System Enter the Date Information You Want to Post _ Profession of Faith Date Name v Date _ Verified Status w Additional Status v O Certificate on File Performed by Celebrant from List Place V Volume Address Page B Clear All Entry z Select a Member Member Name v Family Name Address Relationship Age Current Date Info Extra Information Notes SponsorsWitnesses SponsonWitness Name Type Address A Insert gt Line Delete v lt gt Add Member to List lt Back Next gt Cancel Be Careful Selecting members who have existing information for the date being posted will overwrite the existing information with the new information To post sacramental dates 126 RON o 10 On the Information tab click Members In the navigation pane click Quick Posting In the list of processes click Dates Select whether you want to use automatic updating or individual entry For more information see Automatic Updating vs Individual Entry You may leave some fields blank during this process If you do not want those fields to remove existing information in individual records select Keep existing sacramental information
130. QuanComm CS Batch represents a batch number for Checking Savings 5 Review the information Signing On to QConsole The Sign On to QConsole quick posting uses the sign on credentials for which the QConsole Sign On check box is selected in the Electronic Fund Transfer Setup If the check box is clear for all entries the first sign on credentials in the list will be used For more information see Electronic Fund Setup Posting Family Fees The Quick Posting process for family fees is used to post fees or charges to the Rates History Keywords section of the program for an individually selected family or for a group of families who have something in common 156 Lr wy Parish Data System Add Family to List Back Next gt Cancel Enter the Fee Information You Want to Post Date Posted to 01 24 2008 Fund Identifier 20 vi 08 vy Fee Name Rate Change v Amount 20 00 Comment 3 Select a Family Family Name dier Patricia Mrs v ID Envelope 7 v Address 3108 W Roberta Dr Phoenix AZ 85085 5887 Terms Rates History To post family fees ROWOND o On the Information tab click Contributions In the navigation pane click Quick Posting In the list of processes click Post Family Fees Select whether you want to use automatic or individual updating For more information see Automatic Updating vs Individual Entry Click Next If you selected the individual entry method skip to the n
131. S Parish Data System Church Office 6 0 User Guide Welcome Parish Data Systems PDS welcomes you as a user of the Church Office program PDS has developed quality software since 1978 The PDS Church Office program is a multi user program It is designed to operate independently or it can share a common database of records with PDS Formation Office PDS School Office or both TABLE OF CONTENTS Getting Started Users and Security Keywords Fund Setup Setup Options System Processes CASS Certification and PDS EZ Mail Families Contributions and Other Funds Viewing the Contributions Listing Screen Members Easy Lists Quick Posting Processes for Contributions and Other Funds Processes for Family Information Processes for Member Information Printing Reports Using the Selection Window Creating Easy Reports Letters and Statements Listing Reports and Certificates Labels and Envelopes Rolodex and Index Cards Backing Up and Restoring Data Test Fix and Rescue Data Synchronization Online Resources and Help Menus Getting Started Below is information on operating the program and descriptions of selections on the ribbon and other basic features Learn how to print a screen use a calculator and look at a yearly calendar There is also key information about customizing your view and navigating the program as well as additional information about program network and printer support This section includes the following
132. S certifier includes the LOT information The CASS certification process is built into PDS Office programs You can copy all of the addresses in the program to a CD The certifying company can certify the data on the disk and return it to you to import into your program You can continue to use the program while your data is being certified However you must not delete families or change addresses until the CASS corrected data is returned Your program maintains a record of when addresses were certified For more information see CASS Bundling Traying and Bringing to the Post Office The last step is applying labels to the mailing piece No matter what method you use you must keep the mailing pieces in printed order and place them in the proper tray The Postal Qualification Report printed through EZ Mail specifies the quantity and size of trays needed Before you begin printing the labels or envelopes collect the trays from the post office EZ Mail provides information about which pieces should be placed in each tray Mail trays are labeled with special bar coded labels that EZ Mail can print PDS recommends that you print them with a laser or ink jet printer Use EZ Mail to print the Postage Statement The form you file depends on the class of mail and the permit you have Deliver the mail along with the required documentation to the post office that supplied the permit To verify numbers in the mailing take the Postage Statement Report
133. Select Members window to build a list of students For more information see Using the Selection Window Click Next If you need to assign different talents in the group of individuals you selected select the first option click Next and skip to step 8 If you want to assign the same talent to all of the individuals you selected select the second option then Talent Status Start and End Date Click Next and skip to step 8 lf you selected the individual entry method select the Talent Status Start and End Date then select a member If you intend to add more individuals to the list with the same talent information select Enter the Same Information for All Members To add another individual to the list click Add Member to List Click Next Review the list of members In the Post Information column select the check box to mark the record for posting To quickly select or clear all records click Mark All or Clear All To edit an individual s talent information click in the grid To add another member to the list click Add Member to List When you are ready to post click Next If you do not want a printed report of the posted information clear the check box To post click Finish Posting Ministries This process is used to post an individual s ministries You can view a person s ministries in the Ministries Talents section of the Members window 129 Parish Data System Member Name Akers John J HHuff Mr v
134. Send No Mail wi Mark All Mark All Mark All No Access View Only All Access Screen Changed 08 26 2005 To set up a new user with a password 1 Click the Setup Admin tab then Users amp Passwords 2 In the navigation pane click Access and Privileges Select each option to give the user No Access View Only Access or All Access to each program area If you set up a user to be a security administrator you should also assign the user All Access to each area of the program For more information see Access and Privileges 3 Click Individual Fund Access Click each option to give the user All Access View Only Access or No Access to each fund If you set up a user to be a security administrator you should also assign the user All Access to each fund 4 In the navigation pane click User Preferences Select the option that best describes the user s preference for entering names 5 Enter the user name and password The Security Adm option defaults to No If the user is a security administrator select Yes S Parish Data System 19 6 Click Set Security Method and mark the method to use Click Save OK then Close Useful Information For a security method to become effective exit the program then re enter it Your new security method will be on the Welcome window RELATED TOPICS e Users and Passwords e User Preferences e Access and Privileges Users and Passwords Click the Setup Admin tab then Users amp Passwor
135. Symbol and select from a list of additional characters 12 S Parish Data System Information for the Head of Household Last Name Nuiiez Automatically Add this Member m Undo pa First Name Title Suffix i Paste Information for the Spouse Last Name V Automatically Add this Member Select All a First Name Title Spell Check TY Pen Alamam ima Ann EZENN i Name Nu ez i Mailing Name Nu ez Formal Salutation Nu ez Informal Salutation Nu ez CG eG G Ereren So SS E om a wT E m mw m m t m o amp m e e e i M e p be m p ao a Oo Ob Os Oo O CO O O OO O amp O Changing the View in a Listing Window Throughout the program are sections labeled Listing Screen In Church Office these tabs are located on the Families Members and Contributions windows The Listing Screen tabs display lists of churches or families depending on the window displayed All lists have a default view However you can customize the list to display the columns you want to see in the order you want to see them If user names are required to enter the program each user s customized view is saved To change settings click Customize View in the Listing Screen window Use the descriptions below to make changes To return to the default settings click Default Values in the Customize Listing Screen dialog box Customize Listing The
136. The Rescue program can disable all passwords This may need to be done if the security administrator has forgotten his or her password or an error prevents the program from starting correctly The Disable Passwords process does not delete user settings or passwords It only disables the requirement of providing a name or password when entering the program To disable passwords 1 From the Rescue Program menu select the Disable Passwords tab 2 Verify the path for the Data Folder field To find files easily click Browse 3 If the path is correct click Disable Passwords Test Program Use the Test Program process on the program CD only when you cannot run the Test Program function in the program normally To test the program 1 From the Rescue Program menu select the Test Program tab 2 Verify the path for the Data Folder field To find files easily click Browse 3 If the path is correct click Test the Program s 4 lf no problem is found a Rescue PDS Office dialog box will display If a problem is found follow the same process for testing the program For more information see Using the Test the Program Process Fix Data Use the Fix Data process on the program CD only when you cannot run the Fix Data process normally from within the program To fix data 1 From the Rescue Program menu select the Fix Data tab 2 Verify the path for the Data Folder field To find files easily click Browse 3 When the path is correct click
137. This keyword list contains requirements that members must meet before they can do volunteer work or become employed by your organization Enter a description of the requirements in this keyword list Examples include Orientation Class Reference Letters and Sensitivity Training Sacrament Date Names This keyword list contains sacrament names Examples include Baptism First Communion or Marriage Sponsor Witness Types This keyword list contains types of sponsors and witnesses for various sacraments Examples include Christian Witness Proxy or Godfather Talent Ministry Status Names This keyword list contains names that describe the status of a person s involvement in a talent or ministry The status can also identify needs the willingness to volunteer or the need for a reply Examples include Actively Involved No Longer Involved or No Response To default each status to Involved when printing reports enter Yes in the Currently Involved column This will reduce data entry work Talent Names This keyword list contains talents or services that a member is willing to provide Record the status of that talent or service using terms from the Talent Ministry Status Names list Examples include Carpentry Drawing or Clerical Work To move a name to the Ministry Names list 1 Click Move to Ministry List 2 Select the items to move 3 Click Move OK Useful Information Names from the Ministry Names list can be moved to this T
138. This option is non deductible e Initial Payment An initial payment lets you record a pledge and a payment as a single entry The pledge will be attributed to the first charge activity in the group where the initial payment appears There are two Initial Payment options on the list deductible and non deductible e Charge Money due from pledges fees or tuition e Refund Money that has been returned to the individual This type of activity is used instead of reducing the original posting There are two Refund options on the list deductible and non deductible For more information see Refunds e Write Off Post a write off to indicate that the pledge is considered uncollectible This reduces the charge by the amount of the write off lowering the balance e Hours Pledged Some families would rather donate time instead of money This activity type tracks the amount of time the family has committed to give If you allow this kind of donation make sure you set up a separate group in the fund Each member of the family can pledge a different amount of time For more information see Volunteer Hours e Hours Completed This activity type tracks the amount of time a family has completed of their hours pledged For more information see Volunteer Hours e Hours Remaining This activity type tracks the amount of time the family has left to donate of their hours pledged For more information see Volunteer Hours e Balance The
139. Using the Automatic Backup Feature With the Automatic Backup feature you can set your PDS program to automatically perform backups on selected days You must configure the Automatic Backup feature before you can use it Useful Information The Automatic Backup feature is not a substitute for manual backups PDS recommends that you create manual backup files of your data regularly Before you set up automatic backups you must do the following e Install PDS on the computer or server that stores the data e Make sure that the computer or server is powered on at the time when the automatic backup is scheduled to run e Close all PDS programs installed on other computers e Enter your email address in the License Information window If the program cannot complete the automatic backup process you receive an email notification e Set up a Windows scheduled task if you want to run your backups after midnight on the scheduled backup day This is not required to set up automatic backup options in your PDS program The PDS Automatic Backup feature can run when you open your program on the scheduled backup day RELATED TOPICS e Scheduling an Automatic Backup in Your PDS Program e Scheduling Automatic Backups for Off Hours using Windows Scheduling an Automatic Backup in Your PDS Program Once you create a scheduled task in Microsoft Windows you must set an Automatic Backup schedule in your PDS program You can set up the Automatic Backup
140. Xq1 _ Reports Pds List Coupontoy i Actstatustype g0 Reports Pds List Coupontoy Actstatustype Ygl _ Reports Pds List Deling Atr aa are _ Reports Pds List Delingsurr i Acttype Px Reports Pds List E oysumme Acttype xg0 _ Reports Pds List Fundlist R Acttype Xg1 _ Reports Pds List Fundlist3a Acttype g0 Reports Pds List Fundmont Acttype gl _ Reports Pds List Gifts Atm i Addrtype Db Reports Pds List Grplist Rtn Mark All Clear All Mark All Clear All Apply OK Cancel Moving Data to Another Computer 274 S Parish Data System The Move Data to Another Computer process moves the active data file and the internal archive data from your hard drive to another computer Move Data to Another Computer Warning This will affect data for all programs sharing the same data file These two commands are used when you want to move your programs and all of your data to another computer This will be a multi step process You need to 1 Press Save Archive Files to Distt below to copy the archive files to a disk 2 Install program on new computer Run the program to display the Registration Wizard 3 In the Registration Wizard select the option to create an Empty Data File 4 Return to this screen on the new computer and press Load Archive Files From Disk Archive Method O SavefLoad Archive Files to a selected drive Save Load Archive Files to a specific folder Archive
141. a daily backup To make a backup click Yes Select whether you want to use automatic updating or individual entry For more information see Automatic Updating vs Individual Entry Click Next Select Make Members Active or Make Members Inactive An active member must be a part of an active family If the family is inactive select the option that describes how you want to proceed You can select Make the Family Active or Leave the Member Inactive Click Next 8 If you selected the individual entry method click the Member Name drop down list to select each member Click Add Member to List to select additional members Repeat this step until you finish adding members Click Next 9 If you selected the automatic updating method select either Make All Members Active or Make Selected Members Active To add more conditions to the member selection click lt Click here to add a new condition gt For more information see The Additional Selections Tab Click Next 10 Review the list of members In the Make Active column select the check box to mark the record for posting To quickly select or clear all records click Mark All or Clear All When you are ready to post click Next 11 If you do not want a printed report of the posted information clear the check box To post click Finish akRWNDN NO Quick Add from Shared Data File Select this process to add individuals from Formation or School Office to the Church Office program
142. a memo field select one of the following options e To remove and replace information currently located in the destination memo field select Overwrite Data e To add the source memo field to the destination memo field without overwriting information already contained in the destination memo field select Append to End 9 Click Move Fields To move the data click Yes To cancel click No 10 In the Print dialog box click Preview or Print to view the data moved akWwoNM 203 Parish Data System Erasing Attendance Select this process to delete a member s attendance record You can erase multiple attendance types You can also process attendance records for a specified date range This process allows you to erase information for sll attendance types or for just one particular type Only attendance entries between the date range selected will be erased Erase Attendance for Members with the Following Attendance Types Erase All Attendance Types Erase the Following Attendance Type Choir v Erase Attendance for Members who have Attendance Dates Within the Following Date Range Search for All Attendance Dates Search for Attendance in the Following Date Range Begin Search With 01 01 2008 End Search With 12 31 2008 lt Back Next gt Cancel To erase attendance 204 arkWND On the Information tab click Members In the navigation pane click Processes In the list of proces
143. a rate change in Rates History Keywds Click Change Rate Total and set the new rate to 0 starting April first The Rate and Total change to reflect the new settings and Recap Totals shows the updated totals Volunteer Hours S Parish Data System 44 Some families are not able to donate money or items but can donate their time This is not the same as a non cash contribution because time is not a tangible object that can be held bought or sold For those funds where you allow families to donate time you can create a volunteer hours group This is similar to a pledge or fee group in that it has a charge payment and balance but it also has specialized activity types including Hours Pledged Hours Completed and Hours Remaining To track volunteer hours AUN If you have not set the terms and billing you can post an entry directly to Rates History Keywds On the Information tab click Families Click the Contributions tab then Rates History Keywds In Recurring Act enter Hours Pledged assuming it exists as an activity for the fund group Click the Terms drop down list and select a term or enter a Rate and Total number of hours When hours are completed each term post an entry to Completed Hours The Recap shows the Hours Remaining Under Totals Through Today Paid is zero This indicates that these are hours not dollars Setup Options This section explains how to set up much of the information used by windows and
144. ab 3 4 The first time you use Sacramental Registers the program compiles a list of records associated with Click System Processes gt Sacramental Registers sacrament keywords Edit and update the records as needed in the grid Click Save OK after making changes Changes made to a record here will be reflected also in the Sacraments section of the Members window Click Close Useful Information If you track sacraments for multiple churches a cluster or missions for example a drop down list field is displayed in the lower right corner of the Sacramental Registers window Use this to filter the entries displayed For more information on using sacramental registers in a multi church situation see the third section of Preparing to Use Sacramental Registers for the First Time Button Descriptions Insert Line Click to manually insert another line in the grid Line Delete Click on a name in the grid and click Line Delete to remove it You will be asked to confirm the deletion Print Certificate Back Click to display the Certificate Back Page dialog box If you select the Mark as Invalid for Marriage check box then the statement Not Valid for Marriage appears on the back page of the certificate Information entered in the Notations text box will appear in the Notations section located at the bottom of the back page of the certificate S Parish Data System Certificate Back Page 60 d Mark as Invalid for
145. ade Degree 7A Select a Member Member Name Besn Jennifer J Miss v Family Name Besn Bill Christy M M Address 1542 W 7th Pl Relationship Child Age 14 Current Grade Degree 7 Add Member to List lt Back Next gt Cancel Parish Data System To update a member s grade or degree NO o RON 10 On the Information tab click Members In the navigation pane click Quick Posting In the list of processes click Grades and Degrees Select whether you want to use automatic updating or individual entry For more information see Automatic Updating vs Individual Entry Click Next If you selected the individual method skip to step 8 If you selected the automatic updating method use the tabs in the Select Members window to build a list of members For more information see Using the Selection Window Click Next If you selected the individual method skip to step 8 Enter an Exam Date in MM DD YYYY format or click the icon to select one from the calendar If you need to assign different grade or degree information in the group of members you selected select the first option click Next and skip to step 9 If you want to assign the same information to all of the members you selected select the second option then the grade or degree Click Next and skip to step 9 If you selected the individual entry method select the Grade Degree and select a member Click Next Review the list of
146. ail in the same area of distribution are labeled with a special bar code PDS recommends that you print them with a laser or ink jet printer Labels Labels must be two inches high by 3 5 inches wide Trays Labels must be placed on the correct trays to speed up the mail sorting process Step 5 Print the Postage Statement Enter information here to fill out the proper form required by the post office for your mailing The form you file depends on the class of mail you send and the permit you use For more information see Understanding Bulk Mail Sequencing Date Enter the projected date of the mailing Print Net Postage Due Select to include the net postage due on the postage statement Permit Holder Enter the permit holder s information and the CAPS Customer Reference ID number Print the Postage Statement This prints your statement Before you print make sure the information on the rest of the tab is correct Step 6 How to Print the Mailing This tab explains how to use the program s reports feature to print your labels envelopes letters and lists To do so click the close button click Reports in the left navigation pane of any window and select a report appropriate to the mailing list you selected in Step 2 Build the EZ Mail List In the report wizard when you see the Sort option select EZ Mail from the drop down list Useful Information Labels envelopes etc that have not been CASS certified wil
147. al statements and similar items To qualify for First Class Mail discounts you must mail a minimum of 500 pieces at a time and obtain a special permit Standard Mail Standard Mail is less expensive than First Class Mail Use Standard Mail for letters that are not date sensitive You must word your correspondence as a statement of past giving with a request for continuing to contribute in the future The content of the letter must not contain any statement of amount due For profit and nonprofit organizations can use Standard Mail with a permit Nonprofit organizations are eligible for special discounts To qualify for Standard Mail discounts you must mail at least 200 pieces at a time For additional savings use special USPS branches that are designed to handle bulk mail These special branches are called Sectional Center Facilities and Bulk Mail Facilities Ask your local post office for availability of these facilities Non Profit Mailing Ruling To provide guidance for nonprofit mailers the USPS issued Customer Support Ruling PS 323 The ruling explains what you can mail as Standard Mail and what you must mail as First Class Mail This ruling is based on the revised Domestic Mail Manual language that took effect June 1 2005 Mailpieces containing personal information must be entered at First Class rates unless specific conditions are met Standard Mail cannot contain the following words and phrases S Parish Data System 70 Tax rece
148. ald Mara M 13402 N 100th Ave 2 08 Tuition Payment Monthh 114 Balutis Jim Rita MM 9102 W Oraibi Dr 4 06 Pledge Payment Quarter 96 Campbell RoberfEsther 4545 E Moonlight Way 4 06 Pledge Payment Monthh 2 Harcourt Elizabeth Mrs 10194 E Paradise Dr 4 06 Pledge Payment Monthh 199 Jeffords JimmyiJoan M 3322 S Mill Ave 4 06 Pledge Payment Monthh gt 6 Necerro Joseph Ann M M 930 N Mesa Dr Unit 1048 2 08 School Bus Payment Monthh 6 Necerro Joseph Ann M M 930 N Mesa Dr Unit 1048 08 Tuition Payment Monthh 3 Schmid Jeffrey Lenore 11675 N 101st St 4 06 Pledge Payment Quarter 256 Smartt Thomas Dr 5124 N 34st PI Unit 547 4 06 Pledge Payment Quarter 1 Van LoonJefiJeane 14430 N 19th Ave Apt 30 2 08 Tuition Payment Monthh 1 Van Loon JeffiJeane 14430 N 19th Ave Apt 30 4 06 Pledge Payment Annual 284 Wilson David Cathye M 1007 W Beck Ln 4 06 Pledge Payment Monthh v gt 10 Click Finish 11 Click Yes to confirm creation of the WinZip archive file Confirm The process will now create a WinZip file with account s information Are you ready Xes No Removing Credit Card Account Information The Remove Credit Card Account Information process allows you to remove all credit card account information from the data file 175 Useful Information After July 1 2010 the program will display a warning message offering to remove all existing credit card accounts within the program The message will appear
149. alent Names list if needed User Keywords There are numerous User Keyword fields You can assign the name of the keyword such as Occupation or District and set up the options in the keyword list For example under Occupation you can enter Accountant Secretary Doctor and so on By default the first three User Keyword names are set up These can be changed even if you transferred data from an earlier version of PDS In order for User Keywords to display on the Personal window you must assign a name to the keyword To set up User Keyword fields on the Setup Admin tab click Keywords then User Keywords Useful Information If you are using the Kenedy Directory feature to automatically calculate your yearly numbers User Keyword 1 should be set as Religion For more see Kenedy Directory 30 S Parish Data System To set up user keyword fields 31 1 In the User Keywords list click User KW 2 In Keyword Name enter a name for the field The name you enter will display as a field name in the Personal window Select Use For Church to display the keyword in Church Office If you do not select this option then the keyword will not display To save your keyword settings click Save OK Fund Setup The Fund Setup window configures the fund structures used by each family and member Once you set up funds you can assign them to families as needed The Fund Setup window is designed to provide the flexibil
150. alog box click to select a rate Then click the up and down arrows to move the rate in the list You can click Sort to sort the rates alphabetically 3 Click Save OK Viewing History Use this reference window to view all fund entries for the family and fund selected You cannot make changes in this window To return to the Quick Posting window click Close Changing Address or Viewing Members Use this reference window to update addresses while in the posting process You can also view all family members associated with the ID Env number If you do not want the member to receive mail select Send No Mail To save changes click Save then Close Posting Contributions or Donations Enter contributions and donations using quick posting Once all payments are entered click Post to save the payments and print receipts or other reports If you have loose collections see Posting Loose Collections To post payments or donations to a new batch On the Information tab click Contributions In the navigation pane click Quick Posting Click Payment Donation Entry To start a new batch of postings click Add New Batch In the Quick Posting Options dialog box select options for how postings in this batch will be performed Click Use OK to save your options To add a payment click Insert Line Enter or select the fund and payment information in the fields on the grid Select Print Receipt if you want to print a receipt later 7
151. ame is preceded by New lt type gt Report Example New List Report Delete is used to erase a report that is no longer needed Only Easy Reports can be deleted 223 S Parish Data System Select Report Family Reports O AIl Reports Open All Close All E Description A Family Reports b Listing Reports Letter sent without reistration forms to congregants who may need assistance with gt Letters Ststements this task gt Lebel Envelope Reports in Upper Case Displays your custom gt Lsbel Envelope Reports in Mixed Case i b Rolidarinder Gari report description gt Data Exports Envelope Companies A Family Easy Reports New Form Easy reports are New Export located at the bottom New List Report of each report group i iii p Gick here to Copy Family Contact Report review Sample Click to view a sample of the selected report Add e Commands used to create copys EZ Mail Sort or delete custom reports Delete Copy Reorder User Reports Adv Script Save as Custom Report Next gt To copy a report 1 OW P On the Information tab click Families Members or Contributions In the navigation pane of each of these windows click Reports to access the list of reports related to the data in the window you are viewing Click the triangle next to each group of reports to expand it and see the individual reports it contains Select a report and click Copy The report is
152. an see on the screen at one time Program Icons These icons are used within the program to indicate certain characteristics of members Icon Description Signifies the member has something entered for confidential remarks and appears in the upper right corner of the Teachers Students Families window p gt Signifies the member has something entered for special circumstances and appears in the upper right corner of the Teachers Students Members window gt i Signifies the member has a different last name than the family and appears in the upper left corner of the Teachers Students Families window Receiving Program Support and Assistance To receive support and assistance with PDS products e f the program was purchased through a PDS dealer in your locality in most cases you will receive program support from the dealer Contact your local PDS software dealer for assistance or to verify your support plan e If the program was purchased directly through Parish Data System and you have a support agreement with PDS call your authorized support number for assistance during the time period specified in your support agreement e Ifthe program was purchased directly through Parish Data System and you do not have a support agreement with Parish Data System contact the PDS Support department by visiting our Web site at www parishdata com or by calling 1 877 737 4457 between 9 00 a m and 8 00 p m ET Monday through Thursday and until 6 00 p m
153. and shading for listing reports the Funds to Use date range and the Fund Activities list for fund reports All settings and styles are saved individually for each report Settings in the Print Screen dialog box Settings in the Print List dialog box Printing a Window To print a copy of the window you are currently viewing press Ctrl P or click in the Quick Access toolbar Select the printer paper size orientation and margin style Then click Print The settings in this dialog box are saved on each computer and are applied the next time you request a Print Screen Printing an Internal Report Internal reports are used to print lists such as keyword lists and to print information contained in View Listing windows You can also use internal reports to print summary information after completing a process You cannot access internal reports from the Reports window You can access internal reports by using the Print buttons located in the following areas of the program All keyword lists View Log of User Activity Log Report button Mass Attendance window Calculator on the Tape menu Family Recap section of the Families window Print List button in the Easy List window View Print fund information Cass Certification All Quick Posting and EFT Processes Change Area Codes process Fund Setup Usage reports Fix Data Discrepancies summary Print List button in all Listing Screen windows Print List button in the Title Definition
154. ard until you reach the List of Requested Additions Deletions and Changes tab 2 Select Accept Request or Reject Request then click Next 3 4 When the transfer is complete click Finish Click Start Update Review the Current Status window S Parish Data System To automate the synchronization process 1 On the ribbon click Data Sync then Synchronization with Diocese 2 If this is your first time using the transfer process click the Internet Connection Information tab Enter the data required in each field This information is supplied to you by PDS If you do not have it contact PDS support at 1 877 737 4457 The field values only need to be entered once the program will save them Click the Automatic Update Options tab In the first field select how often to run the update Use the check boxes to determine which data should be updated In the last field enter the email address to which you want update details sent Proceed with a manual synchronization or click Cancel to close the window Your changes will be saved To lauch the synchronization in off hours set up a scheduled task in Windows as described in Scheduling Automatic Backups for Off Hours using Windows For the synchronization process give the task a different name in the scheduled task wizard and use DODIONET instead of DOBACKUP in the Run field in step 14 ONDINA Diocesan Surveys A synchronization process is provided for you to receive and su
155. are a number of common procedures you can perform in the Primary Information section of the Families window After you read a procedure if you need additional help see Primary Information Field Descriptions Adding a Family To add a family 80 Parish Data System 81 1 N To ensure you do not add a family already in the database use the navigation tools to make sure the family does not already exist For more information see Locating a Record 2 On the Information tab click Families 3 4 In the navigation pane click Primary Information In the Tasks group on the ribbon click Add Family Data Sync Online Resources Help Support Add Family Family Tasks Avail The Add Family window opens Families that were previously deleted from the program or who are in other PDS office programs are listed in the grid To use one of these families click their name then click Use This Family Select the member names you want to add and click Use Marked Members If you do not want to use an existing family click Add New Family Inthe Family Name field enter the name of the family Depending on your setup the Family Name dialog box automatically opens You can also click EJ to display the Family Name dialog box When finished entering the name information click Apply OK In the ID Envelope field enter a number that will later be used to identify the family To view a list of available
156. are available in PDS programs to provide efficient ways of customizing reports In addition the Report Wizard guides you through each step as you create a report from selecting a printer to using various styles of report layout This section covers the following information Selecting a Report to Print Previewing a Sample Report Printing a Report How Report Settings Are Saved Printing a Window Printing an Internal Report Report Styles Selecting a Report to Print On the Information tab click Families Members or Contributions In the navigation pane of these windows click Reports for a list of reports relating to data in the window you are viewing Click the triangle next to each group of reports to expand it and view individual reports Double click a report to begin customizing its information and printing options Useful Information You can also access a specific group of reports using the Individual Letter Label command in the navigation pane of the Families and Members windows These reports allow you to quickly create correspondence to a specific individual or family For more information see Creating a Family Letter or Creating a Member Letter 205 Parish Data System Information Setup j Admin Backup Restore Test Fix Data Sync Dashboard Contributions Data Screens Families i Select Report Family Reports l O AIl Reports Open All Close All Primary Information AEE S Other Addresses gt List
157. arger Font Minimum Width and Height 640 x510 20 Larger Font Adjust for Non standard DPI F Set to Minimum Size Set to Maximum Size Set to 800 x 600 Set to 1024 x 750 Special Effects Fade Text on Screens that are Not Active When selected inactive windows located behind active windows appear faded Animate Hover Over Tabs and Buttons When selected if you hover over a tab or button a description displays Use New Method to do Screen Maximize If you are an OnDemand user select this option to maximize your screen and still view OnDemand messages Sound When Messages Pop Up Pop up messages display for specific activities such as entering a duplicate ID selecting the Inactive check box or displaying error messages To select a sound click the Sound when Messages Pop Up drop down list Next select an option in the list To preview the sound click Test Color Background Color Scheme You can choose one of many pre existing color scheme from the drop down list Select Few Colors if your computer has 256 colors available Adjust Colors To customize the individual parts of your program s windows or to use colors not defined in one of the pre existing schemes click Adjust Colors To set up your own color scheme click Add New Color Scheme In the pane on the left side of the window you can change the colors for the various parts of the windows the ribbon the quick access toolbar and so on Once yo
158. as e Financial entries posted with the wrong fund identifier For example entries were posted to Fund 1 instead of Fund 3 e Financial entries posted with the wrong date 163 Parish Data System e Financial entries posted with the wrong fund activity For example entries were posted using Offering instead of Holy Days Move Fund Entries From Fund Any Fund Specific Fund Identifier 25 M os wN Date Any Date Specific Date Date Range Thru Activity Any Activity Specific Activity he Batch Number G Any Batch Specific Batch Move Fund Entries To Fund Identifier Keep Same Fund Move to a Different Fund 20 Meio S Date Q Keep Same Date O Move to a Different Date Activity Keep Same Activity Move to a Different Activity Mi lt Back Next gt Cancel To move fund entries 1 On the Information tab click Contributions 2 In the navigation pane click Processes 3 In the list of processes click Move Fund Entries 4 The backup dialog displays if you have not performed a daily backup To make a backup click Yes 5 In the top half of the window select the Fund Date Activity and Batch Number that match the information that was entered incorrectly If you select any all entries for the category will be included in the selection list Specifying values will narrow the list of entries 6 In the lower half of the window specify the changes to make
159. ata The most valuable component of your computer system is its stored data Guarding it against loss due to a natural disaster or a database corruption is important especially when you must access your data as quickly as possible PDS recommends that you back up your data each day and also store it in a secure off site location The following topics can help you protect your data This section covers the following information 259 S Parish Data System About PDS Backups Planning a Backup Strategy Performing the First Backup Using the Automatic Backup Feature Manually Backing Up Your Current Data Restoring Data from a Previous Backup Moving Data to Another Computer About PDS Backups With PDS you can create backups of your data both automatically and manually When you set up the Automatic Backup feature PDS creates a backup of your current data on your selected days You can also create a manual backup of your data at any time RELATED TOPICS About Manual Backups About Internal Archive Folders About Data Compression Maintaining Internal Archive Backup Files About Manual Backups You can create PDS manual backup files of your data When you create manual backups you can store the backup files on disks servers or network folders PDS also stores each manual backup file in an internal archive folder For information about creating manual backup files see Manually Backing Up Your Current Data About Internal Archive
160. ata System Add Family to List lt Back Next gt Cancel Select a Family and Enter the Second ID Number You Want to Post ID Env 5 v Family Name Burke Matthew Mary Mr amp Mrs v Address 444 S Higley Rd Apt 214 Mess AZ 85206 2186 Existing Second ID New Second ID 534 Note To remove the existing second ID leave this blank To update the Second ID APUN o On the Information tab click Families In the navigation pane click Quick Posting In the list of processes click Second ID Posting Select whether you want to use automatic updating or individual entry For more information see Automatic Updating vs Individual Entry Click Next If you selected the individual method skip to step 6 If you selected the automatic updating method use the tabs in the Select Families window to build a list of families For more information see Using the Selection Window Click Next and skip to step 7 If you chose the individual method select the ID or envelope number of the family If the family already has a second ID it is displayed Enter the New Second ID For each family you are posting click Add Family to List and repeat the process When finished click Next Review the list of families In the Post Information column select the check box to mark the record for posting To quickly select or clear all records click Mark All or Clear All To edit a family s second ID click in the
161. atements are set to Include Courtesy Copies You can view this setting in the Billing Address section of the Contributions tab Include Courtesy Copies is located in the Statements drop down list Separate Members That Have ID Env Numbers In addition to the Family ID Env number some members have a Member ID Env number Select this option to print separate statements for these members The Family Selections Tab 215 S Parish Data System The Family Selections tab is used to select families to include in a report It is available with family and financial reports but not member reports j E ae Cae e Abel John Bessie M M Sr E ma o O Abraham Annie Ms 179 O ma eee Adams lees M M 160 DR To select families 1 NOOR Select one of the following options e Include ALL Families e Include Families with ID Envelope Numbers e Include ANY of the following families If you selected Include Families with ID Envelope Numbers in step 1 enter the ID or Envelope Number s in the field beside the option Separate envelope numbers by a comma Example 1 2 10 30 100 You can also enter a series of envelope numbers separated by a colon Numbers 30 100 for example would be denoted 30 100 If you selected Include ANY of the following families in step 1 select the check box beside the name of each family you want to include Click a letter of the alphabet to jump to families whose names begin with that
162. ation about the member s family is also available This section includes the following information Locating a Member Personal Section Tasks Personal Section Field Descriptions Updating Phone Numbers and Email Addresses Updating Sacrament Information Updating Ministries and Talents Tracking Member Attendance Viewing Family Members and Funds in the Members Window Background Checks Safe Environments Logging Letters Visits Etc in the Members Window Creating a Member Letter Reassigning Members Viewing the Members Listing Screen Locating a Member Use the Navigation group on the ribbon to locate the record of a particular member You can do this by searching for a single record based on a member s name an address phone number etc Or you can scroll through each record until you find the one you want For more information see Locating a Record Personal Section Tasks Listed below are a number of common procedures you can perform in the Personal section of the Members window After you read a procedure if you need additional help see Personal Section Field Descriptions Adding a Member Parish Data System Useful Information You can only add members after you have created a family record for them If you try to add a member without a family record the program will remind you It will give you the option to create a new family record or attach the new member to an existing family To add a new member 1
163. ation allows data to be entered quickly by keyword lists and the PDS Easy List feature creates simple question reports such as birthday lists or attendance sheets If you would like visual help with any section of the program we have tutorials available for you On each section click if you would like to view a tutorial of that section The Ribbon The collection of buttons and tabs at the top of the window is called the ribbon Though its contents change depending on which tab you select the ribbon is always displayed at the top of the main window as you navigate through the program Parish Data System Quick Access Toolbar Tab Favorites OxOPYRERBLODS Information Setup Admin Backup Restore Dashboard Families Members Contributions Data Screens Button Group Quick Access Toolbar Contains buttons for some common miscellaneous tasks and features This toolbar can be customized For more information see Quick Access Toolbar Tabs The larger areas of the program are divided into six tabs e Information View statistics on the customizable dashboard manage your families individuals and financial data e Setup Admin View your license information manage users and passwords create keywords adjust setup options view the user log and manage processes e Backup Restore Test Fix Adjust backup settings restore data from a previous backup test the program file for missing or corrupt pieces a
164. available for printing once the Change Area Code process has run Print Detailed List This report prints the old and new selections for the Area Code and lists the changes made to City State Keyword area code settings The report illustrates how shared data will be affected A list ordered by family name is printed followed by a list of individuals who had phone numbers changed The old phone and new phone numbers are printed with a recap at the end of the report Print Summary This prints the total number of items changed for each category and a list of the exchanges that were changed if entered Change Case of All Information If your data is entered in upper case letters and you want to change it to upper and lower case or your data is entered in upper and lower case and you want to change it to upper case only use the Change Case of All Information process The following items will not be changed when this process is run e State abbreviations in the City State Names Keyword list and on all address fields For example AZ will not be changed to Az e The Country Code such as USA in the City State Names Keyword list e The AM and PM associated with the time of day e The abbreviation RE for Religious Education To change the case of all information On the Setup Admin tab click System Processes then Change Case of All Information Click Yes to back up the data before proceeding or No to proceed without backing up the
165. avigation pane click Processes In the list of processes click Register Families via Email Select Register a Family via Email Select Register Single Family then click Next Select Copy the Family s Information from an Email if you prefer to copy and paste the contents of the registration email Select Read the Family s Information from a Text File if you have saved the email as a text txt file If you select this click to locate the text file Do one of the following e If you selected to import the contents of the email from a text file it is already in the text box Use the scroll bar to verify that all of the information was imported e If you selected to copy the email locate it in your email program and select the contents using your mouse On your keyboard hold down the CTRL key while pressing the C key This copies the text Then place your cursor in the large text box in the Register a Family via Email window On your keyboard hold down the CTRL key while pressing the V key The contents of the email is pasted into the text box Click Next The program searches the database to see if the family has already been entered A new window displays the results Use the scroll bar in the top half of the window to review the imported information 10 11 If no matching family was found click Choose an ID and assign the family an ID number Click Next Selections must be entered for three options e Selec
166. ayment history exists click History to view it Select any keywords to associate with the family fund Select a recurring charge activity name for the entry from the drop down list The listed activities are taken from the Fund Setup window Select Associate with a Member to connect the information with a specific family member Parish Data System 8 Use the Terms drop down list to specify how often the charge occurs Enter a Rate the program calculates the Total Select Pay by Electronic Transfer if applicable and click EFT Info to specify details Use the grid to enter specific payments Click Next 9 Review the list of records In the Post Information column select the check box to mark the item for posting To quickly select or clear all records click Mark All or Clear All When you are ready to post click Next 10 If you do not want a printed report of the posted information clear the check box To post click Finish Posting Fund Keywords Use this quick posting process to post keywords to an individual family or a group of families To post fund keywords On the Information tab click Contributions In the navigation pane click Quick Posting In the list of processes click Post Fund Keywords Select whether you want to use automatic or individual updating For more information see Automatic Updating vs Individual Entry Click Next Follow the instructions on the screen APUN o Processes for Contributions
167. bel report and using the Text Editor PDS does not support Advanced Report Writer or Text Editor Modifications to the layout font and data fields must be made using the text editor To modify the text of the Rolodex or index cards 1 In the Label Layout window under Text of the Label click Modify the Layout of the Address Information The text editor or the Advanced Report Writer displays 2 Edit the text then format it as necessary To insert a data field click Insert Field select a field name then click OK You can also double click a field name to insert it into the text 3 To close the editor click OK How Should Addresses be Handled If the label prints the lt Fam Address Block gt lt Fam Address 1 gt lt Fam Address 2 gt lt Fam City gt lt Fam City Only gt lt Fam State Only gt or lt Fam Zip gt fields you can choose which of the three addresses to print e Use the Street Mailing or Alternate Address If selected the active alternate address will print first If there is no active alternate address the program prints the mailing address If there is no mailing address the program prints the family s street address Use Just the Street Address Select to print the family s street address Use Just the Mailing Address Select to print the family s mailing address Use Just the Alternate Address Select to print the family s alternate address Use the Street or Mailing Select to print the
168. bmit diocesan surveys To access surveys from the diocese click Data Sync gt Surveys Here are a few details about the surveys e If the diocese uses preset answers they are automatically added for you using answers from a previous survey and the registration information from your PDS Office program e Required questions appear in red and must be answered before you can submit the survey e You can save a survey at any stage of completion and return to it later e Once you submit a survey it can only be viewed and is locked from re submission unless the diocese unlocks it Useful Information In order to receive and submit the surveys through your PDS Office program you must have internet access For more information see Diocesan Synchronization To answer and submit a survey 1 From the Data Sync tab click Surveys from the Diocese 2 Select a survey from the survey list and click Answer Survey You can also double click on a survey to open it 3 Answer the survey questions and click Submit gt Yes 4 Asubmission summary is displayed If the survey submission fails the summary is displayed with a list of issues that prevented successful submission User access to the survey section is set under the Data Synchronization program area name in the Access and Privileges section For more information see Access and Privileges If the diocese authorizes a section ensure that you have given your users proper access and privil
169. bottom half of this page and in the next nine pages of the wizard last year s directory information is displayed in the column on the left if you used PDS to compile your directory data the previous year Use the column on the right to make changes additions or new entries for the current year Click Next to Parish Data System 11 12 move to the next page of the wizard When you finish the wizard displays the report generation options Under Generate the Report select whether you want to print your Kenedy data create a file or save the data for the following year You may choose any or all options If you want to create a file enter the path and file name or click J select the path and enter the file name For more information see Kenedy Directory Process Field Descriptions Click Finish If you selected to print the report the Print List dialog box opens Change the print options if needed and click Preview to view the report on your screen or Print to send the report to your selected printer For more information on the Print List options see Printing an Internal Report Option Two Start with Information Used Last Year If you used PDS to generate your Kenedy information the previous year this option lets you see that data alongside the fields used to enter this year s information but it does not perform any calculations for you You will need to enter all data manually Select what you want to do Genera
170. ce is in step 14 If you enter DOBACKUP as the extra parameter your PDS data is backed up If instead you enter DORECALLC the regularly scheduled task runs the process that updates the statistics used to create graphs in the Dashboard window of your PDS program For more on the dashboard and the update statistics program see Dashboard To schedule overnight backups 1 Identify a computer suitable for making the backups preferably a computer that stays on overnight and has PDS installed on it In a client server environment this is usually the server 2 Write down the path where the PDS program is installed For example this can be C PDSChurch PDSChurch exe The exe file is important to note PDSChurch SE ar File Edit View Favorites Tools Help Q Back QJ B Search Key Folders K Address C PDSChurch vi Go a Folders x Name O Templates A Ecrannyapple clr E O UserData E Grape clr E O petech E LemonLime clr O drivers X libeay32 dl O FreewebTemplates E MoonLightBlue clr i386 E PBlue clr O Ministry Scheduler E poschurch chm O MP11DaATA PDSChurch exe msocache E ppschurch ico ppschurch E PDSChurch tds B PDSDIOOFFLR SF PDSChurchOfficeUserGuide pdf PDSForm SS PDSCO MSSync pdf PDSLedPay X PDSConnects dll Ppsschool X PDSFields DB Program Files E PDSFields MB totaled E PDSFields Px O winacs D a BREHHRAHBHA eB BB 3 Write
171. cel D C To change letters On the Information tab click Members In the navigation pane click Processes In the list of processes click Change Letters Etc The backup dialog box displays if you have not performed a daily backup To make a backup click Yes In the first group to include all descriptions click Include members with all descriptions To filter members based on specific descriptions select Only include members with this specific description then enter a akwoOND 197 Parish Data System 10 11 Description Likewise include all or select filtering values for Type and Date The Type drop down list uses entries from the Letter Types keyword list To add or delete entries in this list click Manage Click Next Select either Post Changes for All Members or Post Changes for Selected Members To add conditions to your selections click lt Click here to add a new condition gt For more information see The Additional Selections Tab Select to include Only Active Members Only Inactive Members or Active and Inactive members Click Next To assign letter details per member select Assign changes to the selected members individually To change selected families simultaneously select Assign the same changes to all selected members Next enter the New Date for All the New Description for All the New Type for All and the New Note for All Click Next Review the l
172. ciate with the family fund You can customize these keywords for your diocese For more information see Common Keywords Date The date normally falls within the date range of the fund period Although you are warned if the date you enter is not within that range you are allowed to enter it as a flexible date To select a date from the calendar click and select a date Activity Enter the name of the activity To see a list of activity names click the drop down arrow The list displays the activity name and the types of activity such as payment charge etc Check You can use this field for a number of purposes Enter the check number or words such as cash money order or type of credit card Additional values are as follows e EFT Displays for a successful EFT transaction Unless you are using QuanComm all other processes S Parish Data System 96 assume transactions will be successful and set the check number to EFT This transaction is included in the totals e EFT Pending Used by the QuanComm process to indicate a transaction has been initiated but not yet verified This transaction is included in the totals e EFT ISF If you use the Check EFT Status process with QuanComm this displays if there were insufficient funds available and the transaction was rejected You may also manually change any EFT entry to EFT ISF This transaction will be ignored and is not included in the totals e EFT ERROR If y
173. cify records for posting Tabs referred to are detailed elsewhere in this guide Selection Information See The List of Selections Family Selections See The Family Selections Tab Member Selections See The Member Selections Tab Delinquency Selections See The Delinquency Selections Tab Additional Selections See The Additional Selections Tab Individual Entry Method 116 S Parish Data System Use Individual Entry to entry to enter information for families or individuals you would like to identify by name or ID Env number This method is especially helpful when there is no common piece of information that you can use to automatically build a list of families or members Families Quick Posting This tab contains quick posting processes for families Area Posting Posts geographical areas on the Family Information tab Family Keywords Posts keywords on the Keyword tab Family Pictures Posts family pictures on the Picture and Remarks tab Synchronize with Diocese Synchronize family records with the data at your diocese Send No Mail Posts individual or multiple requests to send no mail Envelope User Enter multiple envelope users Second ID Posting Posts Second ID numbers if you have enabled them on the Family window RELATED TOPICS Posting Geographic Areas Posting Family Keywords Posting Family Pictures Synchronizing with Diocese Posting the Send No Mail Option Posting Envelope U
174. ck Use OK Associating a Keyword with a Member To associate a keyword with a member 1 On the Information tab click Members 99 Parish Data System 2 In the navigation pane click Personal and locate the Keywords section of the window 3 To select an entry from the current list click the drop down arrow To add a new entry add the description in the field When the Not in the List dialog box opens click Add to the List to enter the item in the keyword list Or select an alternative keyword from the list and click Select From the List To set up keywords on the Setup Admin tab click Keywords then Member Keywords 4 Click Save Inserting Remarks for a Member To insert a remark On the Information tab click Members In the navigation pane click Personal and locate the Remarks section of the window Select General Confidential or Special Circumstances Enter notes or comments in the Remarks text box To check spelling right click then click Spell Check This checks the remarks for spelling mistakes Click Save OORUN Useful Information If you add Confidential remarks to a member s record E amp I displays next to the Name field in the Personal section of the Members window If you add Special Circumstances to a member s record a gt displays Inserting a Member Picture To insert a member s picture On the Information tab click Members In the navigation pane click Personal
175. ck in the field next to the Search by button and begin typing the name ID number email address or etc that you want to locate If searching for a name the program will fill in the field with possible matches as you type If you enter a comma your cursor will move to the end of the last name selected Ric EEE ve Ramirez Tomas Louise M M Ray Anne Mrs Rayment David Mr Richardson Dean Julie M M Roberts Dan Rodriguez Vincent Maria M M Sanders Bobby Sandra M m Sansbury Penny Ms 5 Once the correct value is entered click bid to display the record Alternatively click the drop down arrow on the right side of the field and select a record To scroll through the records S Parish Data System 1 On the Information tab open any window other than the Dashboard 2 On the ribbon locate the Navigation group Search by Text for Family Name Search e Order by ID Env Num v titel Dd Members Navigation 3 Click the Order by drop down list and select a method of organizing the records If for instance you select to order by Name the records will scroll alphabetically based on last name The Order by selections differ depending on the window being used Order Dy Name IDJ Eny Number Second ID 4 Use the left and right arrow keys to scroll through the records Click land to move to the previous or next record Click and to move to the first or last record Viewing Inf
176. corded Select a member from the drop down list You can enter a brief amount of Extra Information or click Notes to enter an unlimited amount of additional data Enter the sacrament sponsor or witness in the grid click Insert to enter more than one Click Next Review the list of members In the Post Information column select the check box to mark the record for posting To quickly select or clear all records click Mark All or Clear All To edit the sacrament information click in the grid You can also add or edit sacramental record volume and number in this window To add another member to the list click Add Member to List When you are ready to post click Next If you do not want a printed report of the posted information clear the check box To post click Finish Posting Grades and Degrees This process is used to post member grades or degrees to the Grade Degree field You can view a member s grade and degree in the Personal section of the Members window There is a Grade Promotion process which should be used once a year to promote the grades of members with a type of Child PDS does not recommend using this Quick Posting process as a grade promotion process Rather use this Quick Posting process to enter grades and degrees for existing members to remove grades or to enter special designations when there is more than one class for each grade in your school such as 1A or 1B 127 Enter the Grade Degree You Want to Post Gr
177. cramental Registers Click Register Search and enter the information for the record you want to delete Click Search Double click the record to be deleted on the Search Results grid Click Delete Entry Click Yes to confirm the deletion Useful Information When you delete a member s record the Sacramental Register retains any sacramental information associated with the member unless deleted as described above Locating Sacramental Registers If you know the type of sacrament and the name associated with a record you can probably scroll through the list view to locate it For a more advanced search however use the Register Search described below To search for records in the Sacramental Registers 1 Click the Setup Admin tab 61 S Parish Data System oor WP Click System Processes then Sacramental Registers Click Register Search Select the check boxes to indicate which type s of sacraments to search Enter as much or little information as you want to in the remaining fields Click Search A Search Results grid opens to display the results Editing Sacramental Records The Sacramental Registers contain more detailed information about individual sacramental records than the Sacraments section of the Members window Once you have populated the tabs with existing records from your database you might want make edits or add more information To edit records in the Sacramental Registers 4
178. cription Remarks on the family s Alternate Address tab Address Changed Address Remarks All Member Names Alt Prefers E Mail Alt Address Day to End RELATED TOPICS e Conditional Relation e Condition Elements e Numbered Button Menus e Examples Conditional Relation As you read through the descriptions below recognize that you may not remember the specific names such as operator given to all the elements But the more you use this tab the more you will understand how to quickly set up the conditions you need For real life examples see Examples Report criteria consists of a conditional relation and one or more conditions Criteria may also contain one or more subsections of the conditions Selection EZ Mail Additional Information Selections Selections Conditional relation S Choose records where All of the conditions in the following sub sectio gt Ministries Status is equal to Actively Involved and Any of the conditions in the following sub section are true Condition ra O aedical l 21 Mem Type is equal to Head of Household or 22 Mem Type is egual to Adult lt Click here to add new condition gt Condition with subsection Each condition line relates to others of the same level in one of three ways 219 S Parish Data System All Only items that are true for each condition in that section or subsection will print on the report This is the same as a logical AND Any Item
179. ct if your server requires authentication Enter your email account name and password Select Use TLS Gmail if that is your email server Server Limits Emails Some servers restrict the number or size of incoming and outgoing email messages If your server does this select this check box and enter the Maximum Emails in a Batch and the Time Delay Between Batches in seconds If an Error Comes Up Delay 30 Seconds and Retry Once Select to make the PDS program resend after a 30 second delay in the event of an email server error Disconnect and Reconnect After Every Email Select if you want your server to disconnect and reconnect after sending each email Preview Click to view the letter to be emailed The email itself might look different depending on your email format settings 243 S Parish Data System Start Email Click to begin the process of sending email Other Features for Letters and Statements You can send separate statements to family members and billing copies to people outside of the family Additionally PDS will log correspondence and statements RELATED TOPICS e Separate Statements e Billing Copies e Logging Your Letters and Statements Separate Statements Occasionally you may receive a request to send a separate statement to a member of a family who contributes individually It is possible to send a statement to the family that excludes the individual s contributions and send the individual a p
180. d Select the Fund to Process 6 Sunday Holy Day Offering Fund Number 6 Fund Name Sunday Holy Day Offering Periods 6 10 1 2010 thru 12 2010 6 09 1 2009 thru 12 2009 New Fund Identifier G 11 Goal 0 00 fH 6 08 1 2008 thru 12 2008 EH 6 07 1 2007 thru 12 2007 Date Range forthe New Fund Period 01 01 2011 Thru 12 34 2011 6 06 1 2006 thru 12 2008 Which Families are to be Transferred All Families v 6 05 1 2005 thru 12 2005 6 04 1 2004 thru 12 2004 Transfer Inactive Families O Yes No 6 03 1 2003 thru 12 2003 6 02 1 2002 thru 12 2002 Transter Fund Keywords Yes O No 6 01 1 2001 thru 12 2001 Transfer Billing Addresses Yes No Poo z000 hri 122000 TransferChange Rates Transfer Same Terms amp Rates as Last Period w New Rates Include Special Rates Transfer Current Billing Periods O Yes No New Billing Period 0101 2011 Thru 12 34 2011 E F Preserve Billing Day Preserve Billing Day sets each billing start date to the day of the month it is set to now Transfer EFT Information O Yes No How is the Last Period to be Handled Leave All Fund Periods Unchanged v Process Cancel RELATED TOPICS New Fund Identifier Date Range for the New Fund Period and Goal Which Families are to be Transferred Transfer Inactive Families Keywords and Billing Addresses Transfer or Change Rates Using the New Rates Button Transfer Current Billing Periods New Billing Period Transfer E
181. d This information is obtained from your program s License Information window and cannot be deleted To display the Sacrament Place Names and Addresses window on the Setup Admin tab click Setup Options Then click Sacrament Place Names and Addresses Using the Sacrament Places and View Listing tabs you can Move to the beginning or end of the list Print a list of places Combine places when there are duplicates Change or correct information Look up a place Add a new place Delete a place To view a member s sacraments 1 On the Information tab click Members 2 In the navigation pane click Sacraments 3 Click the sacrament tab you want to view Order By You can order sacrament place names alphabetically Click Order by Place To scroll through place names click the right or left arrows to move through the list On the View Listing tab you can also press PgUp or PgDn on the keyboard Delete Place Delete Place permanently removes a sacrament place from the program If you delete a place that is in use it is removed from the Sacrament window If you are deleting a place because of duplicate entries use Combine instead of Delete To delete a place 1 On the Sacrament Place tab or the View Listing tab select a Sacrament Place then click Delete Place 2 When the Confirm dialog box displays click Yes to delete or No to cancel Combine Use Combine to merge duplicate place names To combine duplicate names 1 I
182. d Label Style e Text of the Label Rolodex and Index Card Label Style Label style stores multiple label formats including some manufactured by Avery and Deluxe You can select a label style from the Style Name drop down list The label description displays beneath the style name You can also set up custom label formats in the Label Style dialog box 257 Parish Data System Label Layout Label Style Fields Style Name Avery 4146 w Edit Style Description 4 Wx17 16 H Copies 1 Number of Labels to Skip 0 g This included subtotals when Print Total Label eke sorting by Zip or EZ Mail Text of the Label wodify the Lay out of the Address information How Should Addresses be Handled Date Used in Checking for Alternate Address and Other Dste Calculations Use the Street Mailing or Alternate Address w 04 17 2008 How Should Unlisted Phone on Te Print the Unlisted Numbers v Preview Report Print Report Back to Overview lt Back Next gt Cancel To insert or edit a label style Inthe Label Layout window under Label Style click Edit Style To insert a new style click Insert Style To edit an existing style select a style name If you inserted a new style enter a unique name in the Style Name field Inthe Description field enter information about the label such as its dimensions Under Page Margins enter top bottom left and right margins in inches If your label stock
183. d for your program s user license in other words the sacrament took place at your church and the date for the sacrament falls within the date range specified When using the religion keywords option if two members of the same family have the same marriage date and one or both do not have one of the religion keywords meaning Catholic the marriage will be counted as one interfaith marriage If only one member in a family shows a marriage date this will be counted as one interfaith marriage whether that member is Catholic or not Marital status works similarly but uses the selected marital status selections instead of religion keywords RELATED TOPICS Corrections and Additions Pages Generate the Report Corrections and Additions Pages Information for the Kenedy Directory Enter your Parish Code Organization ID Diocese and diocese Address information This information will be printed at the top of the report and typically does not change from year to year Placement City and Parish Information The placement city will be a city or county Typically the placement city and parish address information do not change from year to year Parish Personnel Enter information for up to two personnel on this page When you click Next a dialog box asks if you want to enter additional personnel You can enter up to six people this way after which the program displays the Residence Rectory page Residency Rectory Enter information fo
184. d the individual method skip to step 7 If you selected the automatic updating method use the tabs in the Select Families window to build a list of families For more information see Using the Selection Window Click Next If you need to assign different envelope statuses within the group of families you selected click the first option If you want to assign the same status to all of the families you selected choose the second option and check or clear Envelope User Click Next Skip to step 8 If you chose the individual method select the Envelope User status and the family For each family you are posting click Add Family to List and repeat the process When finished click Next Review the list of families In the Post Information column select the check box to mark the record for posting To quickly select or clear all records click Mark All or Clear All To edit the family s envelope status select or clear the check box in the Envelope User column To add another family to the list click Add Family to List When you are ready to post click Next lf you do not want a printed report of the posted information clear the check box To post click Finish Posting Second ID Numbers This process is used to post Second IDs which are located in the Primary Information section of the Families window Second IDs can be used as a second identifier or you can insert a Diocesan ID number in the field 123 Parish D
185. d window The diocese may use different ministry keywords than your church If you see this window the diocese requires you not only to select ministries but also map your ministry and status keywords to theirs Click in the last column to open the drop down list If you track talents as ministries also select the check box to transfer them Click Next If possible filter the data to be transferred You can limit the upload to selected families The selection is saved for future use If you need help using Additional Selections see The Additional Selections Tab Click Next Click Start Check The Current Status box lists the additions and changes downloaded including changes from the Ask for Reason on Significant Changes Synchronization option Click Next To accept every addition or change click Accept All To reject every addition or change click Reject All To clear the check boxes of all entries click Clear All To view the additions and changes click Details of Current Item You can continue to accept or reject additions and changes as necessary Useful Information Data changes made in another PDS program will display in red colored text The New Old column will reflect whether the data change is new included in the current data synchronization or old included in a previous data synchronization Click Next then Start Update To return to the list of changes 287 1 Follow the synchronization wiz
186. d with the diocese Family status active or inactive Deleting a family Deleting a member The reasons for changes will display in red if they were made in another PDS program that is synched with the current PDS program When you make a change to specified family information and click Save a dialog box displays the change e General Reason for Change Select a general reason for change from the drop down list e More Info for the Change Enter more information about the change e Original Value This field contains the information as it appeared in the program before the change e New Value This field contains the information as it appears in the program after the change S Parish Data System Reason for Change to 2 Ravnik John Diane M M Type of Change Street Address Changed General Reason for Change More Info forthe Change Typographical Error Call from Parishioner Original Value Census Update CA 94566 5331 Spouse Died New Value Divorce Separation CA 94566 5331 Moved Moved to Another Parish Log OK Cancel Moved to Assisted Living USPS Request Other For information on creating a manual log entry see Viewing Reasons for Changes to Family Information You can view logged changes and reasons from three separate locations within the program e The Reason for Changes link on the navigation pane of the Families window e The View Log of User Activity dialog box e The Synchronize with
187. dd Family to List and repeat the process When finished click Next 8 Review the list of families In the Post Information column select the check box to mark the record for posting To quickly select or clear all records click Mark All or Clear All To edit the family s mail status select or clear the check box in the Send No Mail column To add another family to the list click Add Family to List When you are ready to post click Next 9 If you do not want a printed report of the posted information clear the check box To post click Finish RON o Posting Envelope User Use this process to update the Envelope User option for a family This option is located in the Primary Information section of the Families window 122 Parish Data System What do You Want to Post a Envelope User Note Leave unchecked to mark the family as not using an envelope Select a Family ID Env 871 Family Name Armstrong Mary Mrs v Address 11000 N Scottsdale Rd Ste 18 Scottsdale AZ 85254 6130 Current Value Envelope User Add Family to List lt Back Next gt Cancel To update the Envelope User option APUN o On the Information tab click Families In the navigation pane click Quick Posting In the list of processes click Envelope User Select whether you want to use automatic updating or individual entry For more information see Automatic Updating vs Individual Entry Click Next If you selecte
188. dd the new fund period to all families in the program No Families Use to set up a new fund period but not add it to any families You can add the fund period using Quick Posting Processes for Contributions and Other Funds the first time it is used Families Using EFT Use to add the new fund period to families who paid using electronic fund transfer for the prior period Transfer Inactive Families Keywords and Billing Addresses You can further customize the setup of the new fund with the following options Transfer Inactive Families The default value is No To add the new fund period to families currently marked as inactive click Yes Transfer Fund Keywords The default value is Yes This transfers fund keywords in the current fund period to the new fund period To disable the transfer of fund keywords click No To view fund keywords on the Information tab click Families Family keywords are listed in the default Primary Information section Transfer Billing Addresses The default value is Yes This transfers the family billing address or address for courtesy copies from the current fund period to the new fund period To disable the transfer of billing addresses click No Transfer or Change Rates New rates can be set up based on existing family rates or on member criteria such as the number of children in a family or the children s grade levels This option does not affect existing terms for payment You can selec
189. dditional billing address you want to enter for this family and fund Note that a new tab is added at the bottom of the window for each addition Useful Information You should only enter a billing address if the address to which fund statements will be sent differs from the mailing address entered in the Families window Using the Fund Filter to View All Families Who Use a Specific Fund To use the Fund Filter to view all families who use a specific fund 1 On the Information tab click Contributions 2 In the navigation pane click Fund Filter To search for a certain fund enter information in either the Fund oR Ww field the Fund Period field or both To display a list of funds and fund periods available click the Fund or Fund Period drop down list Click Lookup OK To remove the filter request click Clear Filter To view other families with the same fund use the right and left arrow buttons in the Navigation group Useful Information Once a filter has been entered it will remain on until you click Fund Filter again then Clear Filter Loose Collection Setup This feature allows you to record cash contributions that cannot be attributed to a particular family Add a family record called Loose and then open funds for that record as needed This makes it possible to track the total loose AUN collection on a regular basis To add a loose collection On the Information tab click Families
190. de PDS does not recommend using three column label stock to print bar codes Postage Method Consider how you want to pay for postage Each method requires paperwork Even with bulk mailing each envelope must have postage You can use a pre canceled stamp a postal meter mark or an imprinted mark Precanceled Stamps No fee is required for this postage type but you must fill out the appropriate form You must also purchase the stamps at your post office Your mailing piece has your personalized design but you must place a stamp and a return address on each envelope Permit Imprint To use this method you must fill out the appropriate form There is a one time non refundable fee for this imprint You must print a box on the upper right corner of the mailing piece that contains specific information about the permit This method is the easiest and most convenient to use Postal Meter You can use a postal meter to print the stamp and postage on each piece of mail There is no fee for this method but you must fill out the appropriate form to be authorized to use a meter Ask your postal meter company for information about using your meter for this process In addition you need a special insert for your postage meter that reads First Class Bulk Rate or Non Profit Process Fill out the USPS application for bulk mail and pay the fee If you want to mail both First Class and Standard Class you can file an application and pay the f
191. dge payments and extra contributions but does not print miscellaneous activities such as special collections and ISF checks There are four choices for billing statements 1 To exclude activities in the selected fund group select Don t Include Group in the Report The report will not print the activities in that group even if the family record has entries for them 2 To place the total amounts for the group in the monthly breakdown at the top of the statement select Use in Monthly Breakdown and Recap One line of totals will also print for the group in the recap at the bottom of the statement 3 To exclude the group in the monthly breakdown at the top of the statement select Group Totals Only No Itemization One line of totals will print for the group in the recap at the bottom of the statement 4 To exclude this group in the monthly breakdown at the top of the statement select Itemize Each Activity in the Group The group will print in the recap at the bottom of the statement and each activity in the group will have its own line of totals Print Overpayments As Use this option to determine how overpayments will print This can be important when printing different kinds of reports For example you might want to print overpayments on listing and totals reports as negative numbers so that you can easily see them However to avoid confusion you might want to print them as zeros on billing statements or other reports that you send to fami
192. difference between what has been charged and what has been paid This is normally the last activity in a group that includes a charge type e Group Total The total of the activities in a group This is normally the last activity in a group without a charge type e Ignore Used for marking payments that should not be included in the total amount due or paid For example a check comes back from the bank with insufficient funds The program ignores the payment while still tracking the fact that it was received Each fund should include a Miscellaneous Activities group with an Ignore activity type Program Access The Program Access area lets you control which PDS programs can access the funds that have been set up in the program you are using For example if a fund is added in the Fund Setup window in the Church Office program the administrator of that program can restrict or allow viewing for users in Formation Office or School Office Up to five licensed users for each product can access funds Parish Data System 39 Only the program where a fund is added has the authority to grant access by a different program Check the boxes below to allow that program to use this fund Church Formation School Church Office _ Formation Office C Schoo Office Church Grants viewing access to the selected Church Office program or programs Formation Grants viewing access to the selected Formation Office program or programs
193. ding Select to update ZIP Codes with carrier route information Perform Street Address Standardization Select to remove punctuation from addresses and shorten the direction indicators and street names Perform City State Corrections Select to update the city and state names if the address correction process indicates the city name has changed Print a List of Every Change Made Select to obtain a report of addresses that were changed problems encountered while importing the data and information that needs to be corrected Print Footnote Reference Guide Select to include a footnote reference guide after the list of changes This guide lists all of the footnote codes used in the list of changes along with a description of each code EZ Mail The EZ Mail program builds a list of families sorts this list and uses it when processing labels envelopes or printed lists Sorting is based on specifications entered before each mailing It also prints forms that report the counts and calculations for each mailing The EZ Mail program prints your mailing in the order required by the post office to qualify for a discount If some of the pieces in your mailing do not qualify for any bulk mailing groups they are treated separately If you choose to print the regular mail pieces do not include them in any tray but put full postage on each envelope and mail them separately The EZ Mail menu contains all of the elements needed to produc
194. ds User Name This field is required and must be a unique user name Inactive Select if the user becomes inactive Inactive users may not log in Use this to inactivate an account that you may want to reactivate at a later date Password You may enter a password up to ten characters in length You can use alphabetic or numeric characters or a combination of both Security Adm The default is No To mark a user as a security administrator select Yes Phone Number Enter the user s phone number Unlisted Select if the user s phone number is unlisted User Preferences Each user can select a preferred method for entering names in the program Remember when set to All Access or View Only Access a user can change user preferences Otherwise the security administrator must set up and maintain user preferences Name Breakdown Preferences Enter the name parts on separate lines This is the default option when the program is installed When you begin entering a name this option automatically displays the name breakdown window so you can enter the parts of the name Last Name First Name Title and Suffix As parts of a name are entered on separate lines the name formats for the Name Mailing Name Formal Salutation and Informal Salutation are built Enter entire name on a single line automatically display dialog When you begin entering a name this option automatically displays the name breakdown window In t
195. ds that can be used as a model for fund setup Any of these predefined funds can be modified to suit individual purposes PDS recommends that you examine these funds to become familiar with their structure before you develop your own RELATED TOPICS Locating Funds Adding a Fund Transferring Groups and Activities to Another Fund Reordering Funds Consolidating Amounts Printing Usage Reports Fund Setup Window Locating Funds Use the Navigation group on the ribbon to locate funds associated with particular families or individuals You can do this by searching for a single record or you can scroll through each record until you see the one you want To search for a specific fund 1 2 3 On the Information tab click Contributions On the ribbon locate the Navigation group Search by Text for Family Name Search y Order by ID Env Num X a e H Members z Navigation Click Search by and select whether you want to locate a fund associated with a family member address etc S Parish Data System 33 4 Click in the pna Text for Family Name Search e e Searth By Family Name Search By Member Name Search By Family or Member Name Search By Family or Member Partial Name Search By Family ID Search By Second ID Search By Family or Member ID Envy Search By Address Search By Partial Address field next to the Search by button and begin typing the name ID number e mail address etc
196. ductible payments non deductible payments initial deposits or any other general payment There are two payment options on the list deductible and non deductible e Pay Down A payment that reduces the rate of a pledge without reducing the balance There are two pay down options on the list deductible and non deductible e Additional Gift A payment in a pledge fund that does not count toward the pledge This option is S Parish Data System 38 tax deductible e Non Cash Contribution A deductible payment that is not cash or check For example stock or auction items The parishioner must designate a value for the item When the item is posted you can apply the value to the family s pledge e Quid Pro Quo Used when the family receives something of value in return for their contribution The activity name must include the dollar amount of the item being received The program uses the dollar amount in the activity name to determine how much of the contribution is tax deductible e Credits Money that counts toward a pledge or fee that was not paid by the family For example a scholarship or volunteer credit The credit options is non deductible For more information see Credits e Payment from Last Year A total of the payments on a fund from last year Used when the fund period overlaps years and the payments must be carried to the next year Select this option for funds that use the Processes for Carry Forward Balances
197. during initial program entry until all of the credit card accounts are removed If you choose not to remove the existing credit card accounts during initial program entry you can use the Remove Credit Card Account Information process S Parish Data System This process will remove credit card account information that is currently stored in the PDS data file It will only affect those families visible in the program you are in and those that are no longer visible in any program Only credit card account information must be removed but if you use QuanComm or Vanco Auto Connect for your EFT processing they have agreed to store that account infomation as well so you may use this process to remove it if you wish O Include Checking amp Savings Accounts ACH Note If you use QuanComm or Vanco Auto Connect you would normally include ACH Credit card account information must be removed from your computer by 07 01 2010 To remove credit card account information PONS a On the Information tab click Contributions In the navigation pane click Processes In the list of processes click Remove Credit Card Account Information To include checking and savings account information select Include Checking amp Savings Accounts ACH List of Families with Credit Card Account Information 185 lt Name Austin Cynthia Ms BabbettJoseph Agnes Bakers Ronald Mara M Bakers Ronald Mara M Balutis Jim Ri
198. e No Salutation Family Name With C O No Sslutstion Member Forms Name Style Name Family Name No Salutation Inside Address Edit Text Layout Insert Style Delete Style Body of the Letter To modify the text of a letter or statement click Modify the Body of the Letter The text editor displays Insert new text then edit and format the text as needed To save your changes click OK Closing Style 235 S Parish Data System The closing style customizes the letter s closing Examples of letter closings include Cordially Sincerely Warmest regards Yours very truly Closing Style Style Name Formal Mr Robert Jones v Edit Style To insert or edit a closing style 1 oO oR OW P N In the Letter Layout window under Closing Style click Edit Style The Edit Closing Style dialog box displays To insert a new style click Insert Style To edit an existing style select a style name If you inserted a new style enter a unique name in the Style Name field To edit the text of the closing style click Edit Text The text editor displays Enter a closing then format it as necessary To insert a field click Insert Field select a field name then click OK You can also double click a field name to insert it into the list To insert a signature bitmap on the menu bar click Insert then select Graphic Image Select the file location and name then click Open To cl
199. e a bulk mailing that follows USPS guidelines This menu is designed to make the mailing process easy for you to obtain significant savings in postage costs The program does most of the sorting and calculating tasks for you RELATED TOPICS Potential Savings Using EZ Mail Overview Working Through the EZ Mail Process Step 1 Mailing Specifications Step 2 Build the EZ Mail List Step 3 Print the Qualification Report Step 4 Print the Tray Labels Step 5 Print the Postage Statement Step 6 How to Print the Mailing Post Office Information S Parish Data System e Address Change Notification Potential Savings Using EZ Mail This tab lets you estimate the potential cost of a mailing and your savings by using bulk mail Enter the number of mailing pieces in the field The program automatically updates the rest of the information To estimate savings 1 On the Setup Admin tab click Bulk Mailing amp CASS and select EZ Mail 2 Click the Potential Savings Using EZ Mail tab 3 In the Potential Savings section enter an estimate of the number of families in your mailing As you enter the figure the cost calculations update automatically Overview Working Through the EZ Mail Process Before making a bulk mailing make sure you complete the EZ Mail process fully and in the correct order To use EZ Mail 1 On the Setup Admin tab click Bulk Mailing amp CASS then EZ Mail 2 On the Step 1 Mailing Specifications tab en
200. e a keyword On the ribbon click the Setup Admin tab Click Keywords Click the keyword list name you want to edit To remove a name from the selected list click Delete A new dialog box opens Select each item you want to delete Click Delete OK DNAN Combining Keywords You may want to stop using a particular keyword You can delete a keyword and reassign another keyword to the records using it with the Combine command To combine two keywords On the ribbon click the Setup Admin tab Click Keywords Click the keyword list name you want to edit To transfer all occurrences of one name to another click Combine lt type gt In the left column click the keyword name you want to change In the right column click the keyword name you want to keep Click Add to List of Changes Below To process the list of changes to be made click Combine OK Printing Keyword Lists After you set up a keyword list you can print a copy of it for reference or to give to co workers 26 S Parish Data System 27 To print a list of keyword items On the ribbon click the Setup Admin tab Click Keywords Click the keyword list name you want to print Click Print Select the printer paper size margins orientation and page style To view the report before printing click Preview To print the report click Print NOOR OD Keyword Descriptions The following sections describe the
201. e are three buttons provided to help you with sorting printing and logging more information changes S Parish Data System e Click Order by and select a column heading to reorder the log e Click Log Report to print a report of activity e Click Manual Log Entry to add an entry in the log for a change to Families information that is outside of the 89 range of automatically logged changes Any Families information change that does not prompt the Reason for Change dialog box after the change is saved will have to be added using the Manual Log Entry button For example if you select the Send No Mail check box on the Families window then click Save the Reason for Change dialog box will not display You will need to log the change manually for it to be on record Reason for Change to 2 Ravnik John Diane M M Type of Change Manually Added General Reason for Change Other More Info forthe Change Send No Mail Original Value New Value Log OK Cancel To create a manual log entry AUN On the Families Primary Information window click Reasons for Changes On the View Reasons for Changes dialog box click Manual Log Entry Inthe General Reason for Change data field click the drop down arrow and make a relevant selection In the More Info for the Change data field enter more information about the change such as the type of change you are making 5 In the Original Value data field enter the origi
202. e families with all descriptions To filter families based on a specific description select Only include families with this specific description and enter the Description Because this field is not a keyword field you must enter the description exactly as it appears in the Letters Visits Etc section 6 Likewise filter for Type and Date The Type drop down list uses entries from the Letter Types keyword list To add or delete entries to this list click Manage Click Next 7 Select Post Changes for All Families or Post Changes for Selected Families To add more conditions to the family selection click lt Click here to add a new condition gt For more information see The Additional Selections Tab Select whether to include active inactive or both types of families Click Next 8 To assign changes per family select Assign changes to the selected families individually To change selected families simultaneously select Assign the same changes to all selected families and enter the new date description type and note You do not have to fill in all the fields Blank fields will be left as is Click Next 9 Review the list of families In the Post Information column select the check box to mark the record for posting process To quickly select or clear all records click Mark All or Clear All You can edit the information in the Date Description Type and Note columns To delete entry information from the Letters Visits Etc section clic
203. e following options e To include families whose Send Email Instead of Mail when Possible check box is selected in the Primary Information section of the Families window select Preferred is Checked e To include families who have email addresses entered select Has an Email Addr Include Members If Select to include members according to one of the following options e To include members whose Send Email Instead of Mail when Possible check box is selected in the Phones EMails Addr section of the Members window select Preferred is Checked e To include members who have email addresses entered select Has an Email Addr Include Billing Copies If a billing address is entered select this option to print billing copies You can view billing addresses in the Billing Address section of the Contributions window Skip Families That Don t Have Any Selected Funds Select to exclude families who do not have funds selected in the Contributions window Include Family Marked as Loose Collections Loose Collections is a designation that can be used to record non documented donations such as loose coins and bills given by visitors Select this option to include special family loose collections in the report Fund Restrictions This option is only displayed when a financial report is selected Select this option to limit the families printed to those with a specific fund or funds Include Courtesy Copies Select to include families whose st
204. e it under Family Information select Don t Allow Changes When you add a new family PDS can automatically assign the next available ID or envelope number as long as the numbers being used are numeric Numbers that contain alphabetical characters cannot be automatically assigned To automatically assign family IDs or envelope numbers select Automatically assign family ID Envelope numbers then enter the beginning number in the Start with ID field 5 Click Save OK Initial Setup The Initial Setup window lets you specify various program options and preferences and set the default picture 45 directory To specify program options and set the default picture directory 1 On the Setup Admin tab click Setup Options then Initial Setup 2 If you plan to attach digital images of families or members you need to specify the Default Picture Subdirectory In order for the images to be included in automatic data backups set the default location to the Pictures folder inside the PDS Church data folder For example X PDSChurch Data Pictures This increases the size of your backup If you set the default location outside the PDS Data folder you must S Parish Data System remember to manually back up the digital images To specify the default location click Browse Navigate to the picture subdirectory and click OK 3 Enter the Federal ID for Statements This field is optional 4 Under Program Options select one or more of the opti
205. e payment is processed late 25 will be applied to late charges and the remaining funds will be applied to book fees Contributions View Print Fund Filter Pl Monthly Tuition Due 100 00 400 00 H Monthiy_ Registration F 50 00 50 00 N a Quarterly Book Fee Due 250 00 250 00 ir set Monthy Late Charge _ 25 00 100 00 Quick Posting s es Change Rate Total 2 el eee i ut taleliecias Check Status of Electronic Fund Transfer This process is intended for QuanComm customers Once you ve processed an electronic fund transfer with QuanComn this process checks the QuanComm Web site and returns the status of each transaction you request 155 Parish Data System Useful Information You must wait a sufficient amount of time after using the Electronic Fund Transfer process before using this process to check the status ideally at least 24 hours To check the status of electronic fund transfers On the Information tab click Contributions In the navigation pane click Quick Posting In the list of processes click Check Status of Electronic Fund Transfer In the top grid select the batch to check and click Check the Status of a Batch Results may include e No information available e Transaction completed successfully e Insufficient funds e Error APUN Additionally QuanComm assigns two batch numbers e QuanComm CC Batch represents a batch number for credit cards e
206. e program will now exclude all items that match the conditions given and print the rest 221 S Parish Data System Use Optimizer In most cases to improve the speed with which PDS searches for records that match the conditions you set select Use Optimizer Examples The following examples illustrate various uses of condition relations and conditional statements Using the All and Any Relations Together In the example shown below there are two conditions for which all values must be true First the member must be a female and second the member must have Any one of the ministries selected J Choose records where All of the conditions in the following sub section are true 1 Mem Gender is equsl to Femsle and 2 Any ofthe conditions in the following sub section are true 2 1 Ministries Ministry is equal to Lector or 22 Ministries Ministry is equal to Choir or 213 Ministries Ministry is equal to Teen Group lt Click here to add new condition gt Using Is Ever Equal to and Is Never Equal to There are two condition relations that you can use under certain circumstances These relations are is ever equal to and is never equal to Use these selections whenever you need to include information based on multiple conditional statements Is ever equal to is used to find families or members who have entries equal to a specific value Is never equal to is used to find families or members who don t have entries equal to a c
207. e values are calculated by the program based on your previous selections and the information in your database 183 S Parish Data System Useful Information The field Received into Full Communion is not calculated by the program You should enter the value manually RELATED TOPICS Calculation Pages Visible for Option One Only Generate the Report Generate the Report Print Kenedy Directory If selected the process will print the results of your report If you select this option the Print List dialog box opens when you click Finish Use the dialog box to select printer options For more information see Printing an Internal Report Create a File If selected the process will save the data generated by the report to a location and file name you specify in the File Name field The file is in Comma Separated Values CSV format which can be imported into a number of programs such as spreadsheet applications The file will contain three columns Category Old Value and New Value Each line after the heading represents information from one line of the report Although Kenedy does not currently accept digital files for the directory this is a way for you to save a digital version of your information Save this Information for Next Year If selected the information entered or displayed in the fields on the right side of the Corrections and Additions pages as you ran this process will replace the data in the ini file PDSKD20xx
208. ed phone numbers should be shown Don t Print the Unlisted Numbers Select to print published phone numbers only Print Unlisted Numbers as X s Select to indicate that unlisted phone numbers are known but print XXX XXX XXXX instead of the phone number Other phone numbers will be printed as entered Listing Layout Margin Style Margin style sets top bottom left and right margins for a report You can insert new margin styles and change or delete existing ones If an existing style changes the change applies to all reports using it Each margin style name must be unique Margin Style Style Name Smallest Margins w Edit Style Top 0 162 Left 0 162 Bottom 0 162 Right 0 160 To insert or edit a margin style In the Listing Layout window under Margin Style click Edit Style The Edit Margin Style dialog box displays To insert a new style click Insert Style To edit an existing style select the style name If you inserted a new style enter a unique name in the Style Name field Enter or edit the top bottom left and right margins ROD 248 Parish Data System 5 Click Save OK If you edited an existing style the Saving Style dialog box indicates that all reports currently using this style will change To save the style as a new style name so existing reports are not affected enter the New Style Name then click Save As Edit Margin Style Margin Style Names Smallest Margin
209. ed to the Fund Setup tab For information on adding fund groups see Adding a Fund To post a late fee 1 In the Contributions window click Quick Posting then Post Family Fees 2 Select the automatic update method 3 Click the Additional Selections tab then Click here to add new condition Enter the condition Fund Total Balance is greater than 0 Add the condition Fund Fund Identifier is equal to Enter the fund number you want to post to Click Next Select either Assign fee information to the selected families individually or Assign the same fee information to all selected families 7 Enter the Date Posted to and select a Fund Identifier and Fee Name from the drop down list Enter an Amount and a Comment if necessary then click Next oot S Parish Data System 42 8 Review the list of families selected Clear the Post Information check ox if you do not want to post a late fee to the family then click Next 9 If you do not want to print a report of the information posted clear Print a list of the information posted Click Finish Stewardship Stewardship is a combination of regular contributions and a pledge or commitment The predefined Stewardship group contains appropriate activities for this type of fund The first group of activities contains the charge balance and payment types that are commonly used including payment pledge or donation Christmas and Easter Any activity listed between the charge and
210. ee for each If you are a nonprofit organization you can also fill out the appropriate form which allows a lower rate If you are located near a Sectional Center Facility or Bulk Mailing Facility and want to take your mail there for the extra discount you might need to file these forms at that branch Flats EZ Mail does not automatically handle flats or heavy pieces that are over the weight limits for bulk mailing However since the sorting method is the same you can use EZ Mail to print labels EZ Mail does not generate the postal forms needed so you must fill in the appropriate forms by hand S Parish Data System 71 Useful Information To find the precise forms you need visit www usps com forms welcome htm Getting Data Ready for Certification If you print bar codes on your mailings the USPS requires that you have your ZIP Codes certified at least 180 days before the mailing This is called CASS certification You must have all the ZIP Codes in your database verified and corrected by an authorized source This source provides the form that you must bring to the post office with your mail PDS is authorized to do CASS certification To take advantage of an additional discount you must be certified within 90 days of the mailing and include the postal Line of Travel LOT information This low rate called the Enhanced Carrier Route Rate is not available in every ZIP Code To take advantage of this lower rate make sure your CAS
211. eekly v Rate 25 00 a Pay by Electronic Transfer Total 1 325 00 fa EFT Info Post to the Fund Date Fund Activity Name Amount Check a Initial Payment 08 22 2007 Formation Tuition Payment 250 00 554 gt Pay Down Additional Gift v Add Family to List lt Back Next gt Cancel Useful Information If you have an account with either Vanco or QuanComn click EFT Info to enter data directly onto the Vanco or QuanComm Web sites To post terms and rates 162 APUN on On the Information tab click Contributions In the navigation pane click Quick Posting In the list of processes click Terms and Rates Entry Select whether you want to use automatic or individual updating For more information see Automatic Updating vs Individual Entry Click Next If you selected the individual method skip to step 7 If you selected the automatic updating method use the tabs in the Select Families window to build a list of families For more information see Using the Selection Window Click Next Click the Fund Identifier drop down list to select a fund Enter the Billing Period Select a Recurring Act Terms and enter a Rate and Total Select any keywords to associate with the terms if applicable Click Next and skip to step 9 7 Select a Fund Identifier The billing period associated with the fund identifier defaults Select a Family Name Church ID address and terms info default based on the family selection If p
212. eges in your PDS Office program Online Resources and Help Menus Many online resources are available to PDS customers including product and service offers data synchronization and support The Help menu also contains links to Help topics and a printable user guide To access PDS Web 288 S Parish Data System pages and online services open the Online Resources menu To access Help topics or to locate the version number of your software open the Help Support menu This section covers the following information e Services e Information on Other Services e Help Tab Services Links to Internet services are available from PDS On the ribbon click the Online Resources tab To get the latest version of your program click Check for Program Updates This feature downloads and installs the latest changes Information on Other Services You can access products and services that enhance your PDS software and maximize your usage Refer to the following sections for specific information Other PDS Products Access information on other PDS products Store Backup Files Online With LiveStor LiveStor is a remote backup program designed to protect your most valuable data files It transfers files automatically over the Internet and stores them safely on our servers Build Web Sites Faster The ACS Extend Platform is a tool that enables anyone to build a professional Web site quickly and affordably PDS Training Courses
213. em 28 This keyword list contains terms used in the Fund window to describe an attribute of a particular family with regard to the funds Examples include Cancelled Enrollment Non Contributing Parish and Contributes Once Per Year Letter Types This keyword list contains the types of letters sent to your membership or other contacts you may call or visit Examples include Birthday Greeting Home Visit and Final Reminder Phone Description Names This keyword list contains types of phone numbers people use Examples include Answering Service Pager Cell and Fax Individual Keywords This section covers keywords used for individual records These may also be shared with other PDS programs or they may be unique to a single program User Keywords are also listed You can set up the values available and the category for the User Keywords Attendance for Names This keyword list contains event names that you wish to track attendance for Examples include Meetings Ministry Events Marriage Preparation Training Classes or Sunday Worship Attendance tracking is posted to the member s Attendance window Attendance Reasons This keyword list contains reasons for not attending class entered on the member and Attendance windows Examples include Car Accident Family Business Measles or Out of Town Background Check Descriptions This keyword list contains various types of background checks conducted for employees and volunteer members
214. ems encountered while importing the data and information that needs to be corrected Print Additional Information for Addresses that Failed to Certify Select to obtain a detailed report of addresses that failed CASS certification Generate the Previous Certification File Select if you do not want to run CASS It or NCOA processes but instead load the file that was created that last time you ran the process view a Summary and print the forms Testing Addresses for Errors You can test the addresses in your program to make sure their formatting is correct before you export them If you S Parish Data System 73 share addresses across multiple PDS programs you can save time by checking all addresses at once To test addresses for errors 1 On the Setup Admin tab click Bulk Mailing amp CASS and select Check Addresses for Common Errors before CASS 2 To begin click Next 3 Select the appropriate option for the families you want to include in your certification If you want to select certain families select the last options and enter conditions by clicking lt Click here to add new condition gt 4 To proceed click Next The program reviews addresses and displays corrections if necessary 5 To print the list of corrections click Print To close the window click Finish Exporting Addresses for Old CASS Certification Until January 1 2009 you can use the pervious method to CASS certify your addresses To do so yo
215. eports letter label and envelope for example the Editing window opens Here you can define the content of your correspondence For more information see Inserting Data into Your Letter Save your changes and follow the remainder of the report wizard to define your report For more information Parish Data System see Defining and Customizing Your New Report Useful Information The Add Report dialog box also includes the Advanced Reports tab and the buttons Report Letter or Label This requires that you use the Advanced Report Writer to create a report PDS does not provide support for Advanced Report Writer however for an electronic copy of the ARW user guide in the program on the Help Support tab click Advanced Reports Guide Defining and Customizing Your New Report After you add or copy a report you need to define and customize it This includes one or more of the following actions Editing or entering a report name and description Selecting printer options Editing or inserting new layout styles such as margin page or address style Editing or entering text using the text editor Selecting fields to be included in listing reports Editing the contents and appearance of calendar reports To define and customize the new report 1 Add a new report This process is described in Creating New Reports 2 3 Click Next You can accept the default print settings displayed under Select the Printer To change the Se
216. er 4 99 3 Click Build List 4 If you plan to use these report criteria in the future click Save to keep your selection The EZ Mail Selections Tab This tab appears on label envelope letter and list reports for which you have created EZ Mail lists and selected the EZ Mail sortation option For more information see EZ Mail On the EZ Mail Selections tab select All Trays and Pieces to include all the trays and pieces included when you built your EZ Mail list Click Range of Trays and Pieces and select a start and end range of pieces from the drop down lists to include only those pieces in your report The Additional Selections Tab Use the Additional Selections tab to create a specific set of criteria for a report The fields and values available 218 S Parish Data System depend on the type of report being run You can use the selections on this tab to filter your list of report criteria to a very specific level for example e Families living in Phoenix e Members in the 12th grade who play an instrument e Families who gave 1000 or more in the current year Practice using the Additional Selections tab to learn more about how to use it efficiently To assist you each field for which you filter your list includes a pop up description Right click the field name to see this description Select Families List of Selections gt Simple Selection Never Saved Prime Givers Ministers to sick by Zip Address 2 Des
217. er Date Style The letter date style sets up the format and position for printing a date in the letter Examples of date formats include e June 3 2009 e 06 03 09 e 3 June 2009 Letter Date Style Style Name Centered Date v Edit Style Use today s date Ouse te date To insert or edit a letter date style 1 Oo WP In the Letter Layout window under Letter Date Style click Edit Style The Edit Letter Date Style dialog box displays To insert a new style click Insert Style To edit an existing style select a letter style name If you inserted a new style enter a unique name in the Style Name field In the Format drop down list select a date format To select a font click Set Font Select the font font style size effects script and color Click OK To set a place for the date to print on a letter click the Position drop down list and select Left Side Center or Right Side To save your settings click Save OK If you edited an existing style the Saving Style dialog box indicates that all reports currently using this style will change To save the style as a new style name so existing reports are not affected enter the New Style Name then click Save As Edit Letter Date Style Letter Date Style Names Centered Date gt Left Side No Date Style Name Left Side Format April 14 2008 Font Arial 11 Position Left Side In
218. ersonal statement that excludes the contributions made by other members of the family Member s statements will print with the statement for the families in the order indicated in the Sort Order field To produce a separate statement 1 In the Personal section of the Members window select Separate Statement The member must have a Member ID Env number to use this feature 2 On the final step of the report wizard select Include Separate Statements Billing Copies Sometimes families request to have a billing statement sent to an alternate address to multiple addresses or to have courtesy copies sent to other people For example tuition for a child with divorced parents may be paid by one parent for part of the year and the other parent living at a different address for the rest of the year Or a parent can request that you send a courtesy copy of a financial statement to a grandparent To print billing copies 1 On the Information tab click Contributions 2 In the navigation pane click Billing Address 3 Enter the name and address of the person you want to send a billing statement or courtesy copy to If you want to send the copy by email enter the address in the Email field and select Send Email Over Mail 4 Inthe Statements drop down list select an option 5 If you selected an option that sends the statement for a partial year enter the Bill From Months and Day and Bill To Month and Day 6 On the final step of the repo
219. ertain value For example you need a list of two parent families with children You are looking for families with at least one Head Spouse and Child Because no one member can be a Head Spouse and Child at the same time you need to use the is ever equal to condition C Choose records where All of the conditions in the following sub section sre true 1 Mem Type is ever caus to Hesd of Household and 2 Mem Type is ever eqgusl to Spouse and B Mem Type is equal to Ehita lt Click here to add new condition gt If Ever All Occasionally you need to select using more than one condition for each member For example your church wants to invite married couples who are both actively involved in your ministry to a Couple Sharing Evening You need one family mailing label for each couple Because you need to combine two selections for each member you must add subsections for each member The If ever all condition is used to group selections about a member in a family when 222 S Parish Data System printing a family report If ever all of the conditions in the subsection apply to any of the members of the family the subsection is true Selection Member Additional Information Selections Selections C Choose records where All of the conditions in the following sub section sre true a of the conditions in the following sub section are true A Mem Type is eausl to Head of Household 1 2 Ministries Ststus is equsl to Actively In
220. es for Electronic Funds Transfer EFT to the Contributions window Family postings process geographic areas keywords pictures and second ID numbers to the Families window Finally use Member postings to process dates grades and degrees talents ministries keywords pictures and background checks to the Members window For processes that alter data PDS recommends you create a backup before processing begins A reminder about this displays when you run these processes This section covers the following information e Automatic Updating vs Individual Entry e Families Quick Posting e e Member Posting Contribution Quick Posting Automatic Updating vs Individual Entry Many Quick Postings processes launch a wizard that first prompts you to choose between the automatic updating method or the individual entry method for posting entries 115 Parish Data System There are two methods for entering send no mail information Use the Automatic Updating method to select a group of families _ Use the Individual Entry method to select one family at a time Note both methods ceste a list which is viewed before the information is posted Backa Next gt Cancel RELATED TOPICS e Automatic Updating Method e Individual Entry Method Automatic Updating Method If you choose to use the Automatic Updating method to select a group of families or individuals the wizard displays a group of selection tabs on which you can spe
221. es or individuals you want to include in the report For more information on selecting families see Using the Selection Window RELATED TOPICS e Defining a Form e Defining an Export Report Defining a Form Creating a form report is similar to creating a label report except that a form takes up an entire page per family This 225 S Parish Data System is useful for creating registration or information forms for the family to fill out and send back to the church To define a form 1 oR OP Add a new report This process is described in Creating New Reports In the Add Report dialog box select Form Select the new report and click Next The Overview window displays Edit the report s name and description Click Next Make Printer and Paper selections Click Next In the Form Layout dialog box click Modify the List of Fields to Print In addition to text that you enter you can also Insert Fields This gives you the ability to print data that the family has provided so that they can verify it For more information see Listing Layout Window To select a margin style click the drop down list For assistance editing the style see Margin Style Click Next Select which families to include See Using the Selection Window Click Preview Defining an Export Report You can export information to a word processor a spreadsheet Microsoft Outlook or another program To define an export report 1
222. esolution The resolution only affects images contained within the PDF With a higher resolution the images are clearer However the file size increases thus taking more time and bandwidth to email e Email Body This field defaults to a message indicating your organization name and explains that the attachment should be viewed with Adobe Reader It also includes a link to download the reader if the person does not already have it You can edit this message Email Server Setup The Email Server Setup tab contains technical information for connecting to your email server Obtain the required settings from your system administrator or Internet provider 242 S Parish Data System Sending the emails 12 emails Email Message Email Server Setup Email Serer SMTP Email Server Port 25 Look Up Default Email Server Information d Server Requires Authentication O Server Limits Emails If an Error Occurs Delay 30 Seconds and Retry Once d Disconnect and Reconnect After Every Email Preview lt Back Start Email Cancel Email Server SMTP SMTP stands for Simple Mail Transfer Protocol Obtain these settings from your Internet provider s Web site or system administrator Email Server Port The default setting is 25 However you can obtain this setting from your Internet provider or system administrator or you can click Lookup the Default Email Server Information Server Requires Authentication Sele
223. example the abbreviation M M can be entered to represent Mr amp Mrs However title abbreviations are typically not used in personalized letters or for mailing titles The Title Definitions table displays the Mailing Title and Salutation that prints for each abbreviated title If abbreviations are similar or identical for example Sr for Sister and Sr for Senior enter both items in the Title Definitions table Once you select one to use from the table the program remembers which Mailing Name and Salutation should be printed the next time To make it easy for you the program has an extensive list of abbreviations full titles mailing titles and descriptions entered in the Title Definitions table You can add to or edit abbreviations in the list Useful Information Changing an item in the Title Definitions table after it has been used in a name will not change any names using it To edit a title 1 On the Setup Admin tab click Setup Options then Title Definitions 2 Click the title to make changes to that row Use the descriptions below for reference 3 Click Save OK Insert Abbreviations To add a new title click Insert Abbreviations The program inserts a blank line at the end of the list on which you can add an abbreviation and titles Use Reorder Abbreviations to move items in the list Delete Abbreviations If there are abbreviations you will not use you can delete them from the list For example you may want to delete M
224. ext step If you selected the automatic updating method use the tabs in the Select Families window to build a list of families then click Next For more information see Using the Selection Window Enter the Date Posted to and select a Fund Identifier and Fee Name from the drop down list Enter an Amount and a Comment if any If you selected the automatic method click Next and skip to the next step lf you selected the individual entry method also select a Family Name from the drop down list To add another family to the post click Add Family to List Click Next Review the list of families In the Post Information column select the check box to mark the family for posting To quickly select or clear all records click Mark All or Clear All When you are ready to post click Next lf you do not want a printed report of the posted information clear the check box To post click Finish Posting Member Fees The Quick Posting process for Member Fees is used to post fees or charges to the Contributions window for an individually selected member or for a group of members who have something in common 157 Parish Data System Enter the Fee Information You Want to Post Date Posted to 01 20 2008 Fund Identifier 20 w 08 wv Fee Name Offering v Amount 25 00 E Comment E Select a Member Member Name Wan Loon Jeff Mr v Age 36 Grade MA Address 14430 N 19th Ave Apt 31 Phoenix AZ 37664 Terms Rates Recur
225. eyword list To add or delete entries to this list click Manage Inthe Type field click the drop down arrow to select an option from the list Enter the Units Units are typically a number of hours or days In the Reason field click the drop down arrow to select an option from the list This list uses entries in the Attendance Reasons keyword list To add or delete entries in this list click Manage Click Save To delete an entry 104 S Parish Data System OoahWN On the Information tab click Members Locate the appropriate record For more information see Locating a Record In the navigation pane click Attendance Click Line Delete To delete the line click Yes To keep the information click No Click Save Viewing Family Members and Funds in the Members Window When you view member information you can view other family members information as well as funds assigned to the family Information in this section is view only but can be printed To view family members and funds APUN o On the Information tab click Families Locate the appropriate family For more information see Locating a Record In the navigation pane click Family Recap Use the first grid in the window to view the members of the family The second grid displays funds assigned to the family along with amounts paid and outstanding To print a simple report of the information displayed click Print Back
226. fessor the search displays all members who are either Catholic and or a college professor 114 S Parish Data System Quick Posting PDS Church Office has a number of quick posting processes for contributions families and members The primary advantage to quick posting is that you can process many records at once Suppose for instance that a family no longer wants to receive your regular mailings You can open the record for that family and select Send No Mail If on the other hand you conduct a survey and discover that 20 families want to opt out of mailings you can run the Send No Mail quick posting process The process presents you with a list of families from which you select those who do not want mail Send No Mail is selected automatically on all 20 records without opening them individually Quick posting processes produces a list of selections before the data is posted to the database You can review and edit the list before the items are posted Only when you have completed your review and click Finish does posting actually take place In fact you can save your work and return to quick postings at a later date to complete a review and post the data There is no limit on the number of families or members who can be processed at one time There is a different set of quick posting processes for each of the following windows Contributions Families and Members Contributions postings process financial information and post setup entri
227. following describes each item in the Customize Listing Screen dialog box and how to use these items to create a custom view 13 S Parish Data System Customize Listing Screen 14 Grid Properties Number of lines per row Lock the first column Font size of the grid Fields Fields available to view Fields you want to view 4afam Fam Orig Name gt Fam Detail Fam Orig ID Number gt Fam Keyword b gt Fam Street Address Line 1 b Fam Letters Fam Street City gt Fam Phone Fam Phone Number A Fund These Use All Funds and Dates gt Fund Detail gt Fund Hist gt Fund Rate p gt Fund Bill gt Fund EFT A Mem gt Mem Detail gt Attn gt Background Chk gt E Mail Properties of the selected field De eneanie width 25 gt Letter N r gt Ministries Heading Family Name gt Other Req Default Values SaveOK f Cancel Grid Properties Number of lines per row Increase this number to enlarge the height of each row in the grid As you increase the number of lines in each row you decrease the number of rows that will be visible at one time The default value is 1 00 Font size of the grid To use a larger font increase the number To make the font smaller decrease the number Increasing the size reduces the number of rows you see at one time The default value is 8 pt Lock the first column By default this option is selected and the column is locked
228. for pledge cards is used to post pledges to contributors records 158 Parish Data System Useful Information If you have an account with either Vanco or QuanComm click EFT Info to enter directly onto the Vanco or QuanComm Web sites To post pledges o AUN CON 10 11 On the Information tab click Contributions In the navigation pane click Quick Posting In the list of processes click Pledge Card Entry If one or more unposted batches exist the Pledge Card Entry Batches window displays To select an existing batch click the grid then click Use Existing Batch To start a new batch click Add New Batch Set or review the posting options for pledge cards See Pledge Card Posting Options for a detailed explanation of each field Click Next To select a family click the Family Name or ID Envelope drop down list Enter the pledge amount and amount paid The Balance automatically calculates Enter the Billing Period and the Date of the payment You may have additional fields to complete based on the posting options you selected To add more families for this posting click Add Family to List Repeat steps 6 9 for each pledge payment you want to enter Click Next Review the list families In the Post Information column select the check box to mark the record for posting To quickly select or clear all records click Mark All or Clear All When you are ready to post click Next If yo
229. for singing in the choir One of the parents is a teacher in the religious education department and receives a credit The other parent spent time painting the inside of the gymnasium and receives a volunteer credit The Family s Rates History Keywds shows the credits and the dates the credits were assigned The Recap Totals shows the difference between paid and credits Refunds Use refunds to return money to a parishioner due to hardship cancellation of a fee or other reason There are two activity types S Parish Data System 43 e Use Refund Deductible if the payments refunded are deductible types such as Sunday offerings extra contributions or pledge drives Use Refund Non Deductible if the payments refunded are non deductible types such as school tuition or religious education fees On the Fund Setup tab create an activity with the function Refund RELATED TOPICS e Simple Refund e Refund of a One Time Charge e Refund with a Recurring Charge Simple Refund A simple refund is one that does not involve a charge or recurring charge It is a return of a portion of past contributions For example a family suffers a hardship and asks the church for assistance such as a refund of past contributions Because no charges are involved post an entry in Rates History Keywds in the Families window then the refund The amount refunded is subtracted from the amount paid in Recap Refund of a One Time Charge A one time cha
230. for the fund Keywords Member keyword fields Letter Member letter fields Ministries Member ministry fields Other Req Other requirements found on the Legal Req tab Phone Member phone fields Sac Sacrament fields Sac List Sacrament date list fields Sac Extra Sacrament extra information fields Sac Sponsor Sacrament sponsor fields Sac General Sacrament General tab fields Talents Member talent fields Fam General Family fields Fam Phone Family phone number fields Fund Reports have the following fields available 231 Fund Fund setup screen fields Fund Hist Fund History tab fields Fund Bill Fund billing tab fields Fund Rate Fund Term Rate tab fields Fund EFT Term Rate Electronic Fund Transfer fields Fund Totals Calculated Grand Totals Calc Fund Fund calculation fields Calc Fund Hist Fund calculation fields involving the fund history Calc Fund Act Calculation fields involving fund activities Calc Fund Info General calculation fields Calc Grp List Calculation fields involving fund group totals Fam General Family fields Fam Keyword Family keyword fields Fam Letters Family letter fields Fam Phone Family phone number fields Mem Member fields Attn General transaction fields Background Chk Member background check information E Mail Member email fields Keywords Member keyword fields Letter Member letter fields Ministries Member ministry fields Other Req Other requirements found on the
231. formation changes you can edit the information in the License Information dialog box instead of changing all your letters Field Name Church Information Displayed lt Your Address gt Street Address lt Your City State gt City and State 229 Parish Data System lt Your E Mail gt Email Address lt Your Mailing Address gt Mailing Address lt Your Mailing City State gt Mailing City and State lt Your Mailing Zip gt Mailing ZIP Code lt Your Name gt Name lt Your Phone gt Phone Number lt Your Web gt Web Address lt Your Zip gt ZIP Code There are fields called Financial Sections that print lists of items or totals Like fields they are bracketed by lt and gt Sections cannot be inserted using Insert Field They must be typed into the report using the text editor Financial sections are normally used in billing statements lt List FundMonth gt Lists each month in the given date range with the amount given in that month lt List GrpList gt Lists each fund group with the total due paid and balance Also lists each activity in the group if Itemize each activity is chosen in the Funds to Print dialog box lt List HourList gt Lists the hours due paid and balance for any Volunteer Hours activities Fields Available to Print The following lists show fields that can be inserted into reports Family Reports have the following fields available 230 Fam Family detail fields Fam Keyword Famil
232. from the current fund period into the new fund period Transfer current fund terms and rates for the families or set up new terms and rates for families based on current rates or on information about family members Transfer information about EFT accounts to the new fund period Delete the oldest fund period Combine the two oldest fund periods Be Careful All other users must exit the program before you continue To set up a New Year fund 166 APUN ONO On the Information tab click Contributions In the navigation pane click Processes In the list of processes click New Year Fund Setup Before you begin this process you must back up your data To create a backup click Yes When the backup is complete the New Year Fund Setup Process window opens In the first field select a fund from the drop down list Enter values and set transfer options for the new fund Click Process A confirmation dialog box displays To begin processing click Yes Another dialog box asks if you want to print a report when the process has finished Make your selection and wait as the process runs If printing a report the Print List dialog box opens Click Print or Preview A final dialog box displays Click Yes to create another fund or No to finish S Parish Data System This process creates a new fund period and sets up the new fund for the families currently using the existing fun
233. g Layout Page Style Page style sets layout and fonts for a report To select a page style click the Style Name drop down list You can insert new page styles and change or delete existing ones If an existing style name changes the change applies to all reports using it Each page style name must be unique Listing Layout Page Style Style Name Internal Report Style v Edit Style Notes Use for weekly reports To insert or edit a page style 1 In the Listing Layout window under Page Style click Edit Style The Edit Page Style dialog box displays 2 To insert a new style click Insert Style To edit an existing style select a style name 3 If you inserted a new style on the General Information tab enter a unique style name in the Style Name field The Normal Format is installed with the program and is the most commonly used style Click the drop down list to select the page number position today s date and the note position 4 To change the fonts used in the report on the Fonts tab click Set Font for Title Font Heading Font Detail Font or Date Page Font 5 You can add horizontal and vertical lines double spacing and shading to a style if necessary On the Lines and Shading tab select to use e Horizontal Lines Prints a line after each family member or fund e Vertical Lines Prints a line on the left and right sides and separates each column of information e Double Space Insert
234. g and should be sent as regular mail Rolodex and Index Cards Rolodex and index cards generally contain contact details notes photos or any other information that you want at your fingertips You can print Rolodex and index cards using pre defined layouts or arrange information any way you like You can also print your organization s information on Rolodex cards and mail them to members or affiliates in order to update your contact information in their files This section covers the following information e Locating Rolodex and Index Cards e Setting the Label Layout Window Locating Rolodex and Index Cards 256 S Parish Data System Click Reports in the navigation pane of a window such as Families that contains reports Click Rolodex Index Cards to expand the available reports To select a report click the report name For further assistance with selecting previewing and printing a report see Printing Reports Useful Information The Rolodex Index Cards reports sub group is not available in all report groups Setting the Label Layout Window After you view and edit the Overview and Select Printer windows the report wizard displays the Label Layout window Use the options here to select a label style You can also modify the address text and select options for how addresses and unlisted phone numbers print A list of fields selected to print displays in the right side of the window RELATED TOPICS e Rolodex and Index Car
235. ging Rates Viewing History Changing Address or Viewing Members Posting Contributions or Donations Quick Post Field Names and Descriptions Posting Loose Collections Quick Posting Reports Adding or Changing Rates Use this dialog box to view the family s fund rates You can also change add or remove rates from here To add rates 1 Inthe Family Terms amp Rates dialog box click Add Rate If the fund has no charges you must first set up a charge in the Fund Setup window on the Setup Admin tab 2 Click Add Rate 143 S Parish Data System 3 Enter Recurring Act Terms Billing Period Rate and Total 4 To attach the rate to a specific member select Associate with the Following Member and click the drop down list to select a member name 5 Click Save then Close To remove a rate 1 Inthe Family Terms amp Rates dialog box click Remove Rate 2 To confirm click Yes To change rates or totals 1 Inthe Family Terms amp Rates dialog box click Change Rate Total 2 Select either Change Existing Rate or Change Existing Total 3 If you are changing the rate enter the Amount of New Rate and the Date the New Rate Should Take Effect If you are changing the total enter the Amount of New Total and the Date the New Total Should Take Effect 4 Click Change OK then click Save To reorder the list of rates 1 In the Family Terms amp Rates dialog box click Reorder Rate List 2 Inthe Reorder Terms amp Rates di
236. ground Checks Safe Environments Use the Safe Environment section of the Members window to enter information acquired when doing background checks The lower portion of the window is used to enter additional legal requirements Finally through PDS s partnership with SecureSearch you can purchase individual background checks from within your PDS program To add background check information or requirements akrWoONnM O ON D On the Information tab click Members Locate the appropriate record For more information see Locating a Record In the navigation pane click Safe Environment Under Background Check or Other Requirements click Insert In the Description field click the drop down arrow to select an option from the list These lists use entries from the Background Check and Requirment Descriptions keyword lists To add or delete entries in these lists click Manage Enter the Date of the background check or other requirements information Click the Result drop down list to select a status Enter the date of expiration and any notes Click Save To delete a legal requirement or background check 105 OORUN On the Information tab click Members Locate the appropriate record For more information see Locating a Record In the navigation pane click Safe Environment Select the item you want to delete then click Line Delete Click Yes to confirm Click Save S Parish Data
237. he Name field enter the last name first name title and suffix As you enter the entire name on the single line the Mailing Name Salutation and the parts of the name Last Name First Name Title and Suffix are filled in automatically You can edit the name fields at any time Enter entire name on a single line do not automatically display dialog This option does not automatically display the dialog box Names are entered in the appropriate window To verify the Name Mailing Name Formal 8 Parish Data System Salutation and Informal Salutation formats are correct click EJ after the Name field to go to the name breakdown window Access and Privileges After program security is in place a user name is required to enter the program and only a security administrator with all access to Users amp Passwords can make changes to this section This is the easiest and most reliable way to safeguard your data RELATED TOPICS e Setting Program and Individual Fund Access e Copying Access Privileges Setting Program and Individual Fund Access You can control access to each area of the program as well as to individual funds As you select access privileges for each program category and its subcategories note that a subcategory can have a more restrictive access level than its category name However subcategories cannot have less restrictive access than their category name For example a user can have all access to the Families progra
238. he alphabetical list of family names The first family in the list alphabetically will be assigned the lowest ID envelope number Reorder by ID Env Number Select to order numbers based on the current ID envelope numbers The family that currently has the lowest ID envelope number will be assigned the lowest ID envelope number starting with the new value Reorder Yes No To process the specified group click Yes You will not be able to enter information in the Begin New ID Env Numbers at or the Increase Each By if No is selected Begin New ID Env Numbers at Enter the first number that should be assigned to this group Increase Each By Indicate how to increment the IDs The default is one Family ID Env Numbers When this group is selected under active or inactive families the selected group will be renumbered The first line in the Families window is affected when this group is selected Children ID Env Numbers When this group is selected under active or inactive families members who are entered with a Type equal to Child or Young Adult will be renumbered The program does not check the Relationship field in the Member window The Mem ID Env field in the Member window is affected when this group is selected for either active or inactive families 186 S Parish Data System All Other Members ID Env When this group is chosen under active or inactive families the selected group with a Type equal to Head Spouse Adu
239. he format of the letters or statements printed The second also works with most email programs but the formatting will not be exactly the same as the letters or statements printed The third type of email sends an attachment of the actual letter or statement you created RELATED TOPICS e Types of Email Types of Email 241 S Parish Data System Email as images Select to send the text as an HTML email This has a number of advantages All of the formatting stays intact for margins fonts and graphics It does not require the recipient to have Adobe Reader to view the image Email as Text Select to send the text of the letter without using an attachment The formatting of this email does not look exactly like the letters or statements you send out in the mail Most notably it will not include pictures or bitmaps which means digital letterheads logos and signatures will not display While this choice can be received by most email programs it produces a visually simple email Email with a PDF image of the document as an attachment Select to send a brief note in an email with an attachment that can be viewed and printed with Adobe Reader This will produce an email attachment that looks exactly like the letters or statements you printed However the recipient must have Adobe Reader to view it If you select to email the statement or letter as an attachment click the Attachment Resolution drop down list to select the r
240. he fund You can add an unlimited number of groups to the fund each with an unlimited number of activities You can also add predefined groups and activities to your fund Group Name Activity Name Function of the Activity A P Donations To Church Offering Payment Deductible Holy Days Payment Deductible Easter Donation Payment Deductible Christmas Donation Payment Deductible Total Donations Group Total Misc Activities Non Cash Donation Non Cash Contribution Deductible Fall Dinner Dance 25 Quid Pro Quo Flower Donation Payment Deductible Homeless Shelter Payment Deductible Isf Check Ignore v Transfer to Another Fund EFT Combine Insert Line Delete Reorder Group Name This identifies a group of activities within a fund For example one group might deal with current pledges another with volunteer hours another with ISF fees and another with miscellaneous activities This lets you set up a fund and keep related activities together in a logical order within the fund Activity Name This identifies the activities that are used within a group Each activity must be unique within the field For example for the amount due for a pledge use the Pledges Due activity For making pledge payments use the Pmt Pledge or Pledge Payment activity Function of the Activity What each activity is used for The following items are options in the drop down list for activity functions e Payment Money collected that can be tax de
241. he program sends email even if Send Email Instead of Mail when Possible is not selected in the Families window 3 Click Preview The program builds a list of those who should receive regular mail and those who should receive email When the build is complete it displays the first letter or statement to be printed Email previews do not display Review the first few records for accuracy before you continue This is only a preview and the actual output may differ 4 After you close the preview the Sending the Email dialog box displays Complete the information on the Email Message tab and the Email Server Setup tab 5 To begin transmitting your email messages click Start Email If there is an error connecting or with any single transmission the program will report the problem Print the record and use the program to create a letter or statement for regular mail Useful Information When printing mailing labels or envelopes to match a letter or statement exclude those letters or statements that were sent by email To do this on the Selection Information tab for the label report select Skip the Label Envelope if Email RELATED TOPICS e Sending the Emails Sending the Emails This dialog box is divided into two tabs Email Message and Email Server Setup e Email Message e Email Server Setup Email Message The Email Message tab contains information that will be included in the message 240 S Parish Data System Sending the ema
242. heduler synchronization wizard Enter the path to your Ministry Scheduler Program Click Browse to search the folder structure Ministry Scheduler Ministries Displays up to 15 ministries in Ministry Scheduler Church Office Ministries Displays existing Church Office ministries in the Church Office Ministry column The Ministry Scheduler column allows you to select a Ministry Scheduler ministry from the drop down list to associate with each Church Office ministry Show All Ministers Select to display all Ministry Scheduler ministers Show Only Ministers Not Associated with a Church Office Member Select to display only Ministry Scheduler ministers who have not been associated with a name in Church Office Ministry Scheduler Name Displays ministers currently in Ministry Scheduler Church Office Member Select a Church Office name from the drop down list to associate with each Ministry Scheduler minister Ministry Scheduler Minister Displays the name address and ministries listed in Ministry Scheduler for the selected minister Church Office Member Displays the name address and ministries listed in Church Office for the selected member Add Selected by default if the minister is in Church Office but not in Ministry Scheduler Upon transfer the name will be added to Church Office Update Selected by default if the minister has been associated with a name in Church Office but the data associated with
243. hen add the information You can customize the tab names For more information see Sacrament Tab Names Enter the sacrament Date Status and Addl information Useful Information If you change the status on the Marriage tab to Widowed or Annulled the information on the tab will move to the Date List tab To select the celebrant click Celebrant from List then select a name The celebrant name populates the Performed By field Celebrants are a keyword field To set up celebrants on the Setup Admin tab click Keywords then Celebrant Names Select the Place from the drop down list or click Add to enter a location not in the list You can set up sacrament places To do so on the Setup Admin tab click Setup Options then Sacrament Place Names and Addresses Select Profession of Faith if one was made baptism only and a date Select if the sacrament was Verified and a Certificate is on file You can also note the Volume Number and Entry in the sacramental records where the statement is recorded To add notes about the sacrament under Notes select whether the comments are General or Confidential Enter the notes in the text box To add a sponsor or witness click Insert then add a name type address and phone number To print a sacrament certificate click Print Certificate To delete the sacrament information click Delete lt sacrament gt To save all changes click Save Useful Informati
244. hen click Access and Privileges Under Program Area locate Families Confidential Fam Remarks Select the security option you want to impose No Access View Only Access or All Access For more information see Users and Security S Parish Data System 84 Inserting a Family Keyword To insert a keyword On the Information tab click Families In the navigation pane click Primary Information Locate the appropriate family For more information see Locating a Record Under Family Keywords click Insert To select a keyword from the current list click the drop down arrow To add a new entry enter a description press Tab then click Add to the List Click Save To delete keywords select the description you want to delete Click Line Delete then click Yes To reorder keywords click Reorder In the Reorder Family Keywords window select the keyword you want to move and click the up or down arrow Click Save OK To sort the keywords alphabetically click Sort C gainey jpg i Family Keywords Desgiption Founding Family Gone In Summer Census Card Returned Active In Block Watch x K ROD NOOO gt Ka Insert Line Delete Reorder Sceen Changed 04 27 2008 Primary Information Field Descriptions Consult the following field descriptions for reference when using the Primary Information section of the Families window ID Number Enter the family s primary diocesan number When add
245. his button is only active if a family or fund displays at the top of the window Totals for All Funds Displays the total contributions for this family for the periods specified Click Hide Totals if you do not want to view this information Funds Used Displays a list of all funds used by the family in fund number order Click the fund you want to display Fund Name Displays a list of all funds used by the family in alphabetical order by the fund name Click the fund you want to display Terms and rates grid Set up automatic charges to a family for a particular amount with a charge description Enter as many terms and rates as needed Click Hide Rates if you do not want to view this information Add Rate Click to add a new entry to the terms and rates grid Remove Rate Click to delete any unused or old entries in the family s terms and rates grids S Parish Data System 95 Change Rate Total Click to change the rate or total anytime during the course of the pledge Reorder Rate List Click to change the order of the list Recurring Act Select an activity name for the entry The listed activities are taken from the Fund Setup window Terms Click the drop down arrow to display the list of terms you can use to determine how often a charge occurs The choices include the following Weekly Every Sunday Weekly on Sunday Saturday On the specified day of the week Biweekly Every 14 days Mo
246. his process If you suspect problems also run the Fix Data Discrepancies and the ScanDisk processes To test the program 1 On the Backup Restore Test Fix tab click Test the Program 2 A dialog box displays stating what parts of the program were tested Click each item to see detailed findings To exit the process click Close 3 If messages display that indicate the program has data discrepancies do not continue operating the program or entering data until the problem is corrected Instead view print a list of corrupt files then Close Then close the entire program If you use a multi user system all other users must exit the program 4 Close all other programs running on the computer Use the ScanDisk program to check the computer hard drive for errors 5 lf the hard drive is safe make a backup of your data to a new set of disks Then reinstall the most recent version of the program When the program is reinstalled start it and re test it Once the Test the Program process passes without errors run the Fix Data Discrepancies process to verify that data is correct For more information about restoring your backup see Backing Up and Restoring Data NO Using the Fix Data Discrepancies Process Run the Fix Data Discrepancies process to verify that your data files do not contain discrepancies This process can repair some small problems with the data If severe discrepancies exist you can restore data from a recent backup
247. hool student The program counts members who have one or more occurrences in the Member Keyword list that means school student Calculate Number of Cat RE Students Select to calculate the number of catechetical or religious education students There are two ways to specify whom the program should count as a catechetical religious education student e Calculate based on Students in Formation Office Select if you share a common data file with PDS Formation Office The program counts members who are entered as students in Formation Office and not designated Inactive e Calculate based on Member Keyword If selected you must specify the value you are using in the Member Keyword list to mean school student The program counts members who have one or more occurrences in the Member Keyword list that means Cat RE student Calculate Number of Baptisms Select to calculate baptisms If selected baptisms are included in the calculation if their status is set to Approximate or Yes Since sacrament names can be customized you must also select which sacrament name is used in your PDS program for baptism Specify also the latest age at which a baptized child should be considered an infant The default age is 7 How the program calculates this The program counts a member in this category if they have a sacrament matching the keyword you selected for first communions the Status for the sacrament is Approximate Yes or
248. iate record For more information see Locating a Record In the navigation pane click Individual Letter Label Select the report you want to use then click Add or Copy For more about customized reports see Creating New Reports Double click your new report In the Overview window click Edit to enter a Name and Description for the new report then click Next Enter your selections for printer paper and orientation If you need help with these fields see Printing a Report Click Next 8 Set the options in the Letter Envelope or Label Layout windows For help with these see Setting the Letter Layout Window or Setting the Label and Envelope Layout Windows 9 Click Preview then Print ROWONDM NO Reassigning Members You may need to transfer records if for instance a child goes to live with grandparents or other extended family This feature uses the member s current information to transfer records to a new family To reassign a member On the Information tab click Members Locate the appropriate record For more information see Locating a Record In the navigation pane under Other Tasks click Reassign Member Select Create a New Family Record or Add Member to an Existing Family lf entering a new family enter a new ID Envelope number and make changes to the Family Name if needed If applicable select Copy addresses and phone numbers from the old family Click Reassign Member akRON
249. ick Posting Process window click Options ID Env Number and Name Use this option to identify the contributing family by Family ID Env Number Member ID Env Number Family Name Member Name Second ID and Name This option is available only if you use second ID numbers for families Use this option to identify the contributing family by e Family Second ID Number e Family Name e Member Name ID Env Number Only Use this option to identify the contributing family by Family ID Env Number or Member ID Env Number Second ID Only This option is available if you use second ID numbers for families Use this option to identify the contributing family by Family Second ID Number Name Only Identify the family you want to post a contribution or donation to by entering Family Name or Member Name Select the Other Options You Will Post to Select from the following optional entries Clear the options you do not plane to use and PDS will remove them from the Quick Posting window Post Check Numbers Select if you plan to enter check numbers Cash M O or any other description Default for Check Cash field Enter a default description for each post For example if the majority of your posts are cash enter Cash For entries that are not cash you can edit the default description when you enter the post Post Comments Comments can be used with any financial entry but are commonly used with Non Cash and Quid Pro Qu
250. ick Print OK 4 To process a report of all activities click 2 Print Activities Fund Setup Window The Fund Setup window is divided into two sections Fund Activities and Program Access Each section contains Fund Information fields and a Fund Periods grid The Fund Activities section has an activities grid where you can set up your own activities for a fund or add a predefined list The Program Access section contains checkboxes that let you grant fund access to users of other PDS Office programs RELATED TOPICS Fund Information Fund Periods Fund Activities Program Access Other Commands Fund Information This area of the Fund Setup window controls the fund number name and recurring charge due dates S Parish Data System 36 Fund Information Fund Identifier 1 Fund Name Church Contributions Due Dates for Quarterly Semi Annual or Annus sre Based on Fund Period Recurring Charges x i are Due on the Boma Fund Identifier Enter up to two numbers or letters to identify each fund you want to develop Each fund identifier must be unique Fund Name Enter a name to identify the fund Each fund name must be unique Due Dates for Quarterly Semi Annual or Annual Based on the The program can calculate the due dates based on the fund period billing period or calendar year Fund Period The date range of the fund Enter the fund period in this section For example
251. identifier This value combined with the fund number represents the fund on reports and in postings For example fund 7A for the year 07 displays as fund period 1A 07 Starting Ending These dates indicate the length of the fund period Fund period date ranges cannot overlap or include gaps in the months covered Fund periods are not restricted to a single year or calendar year Fund periods can span three five or ten years They can also be less than a year S Parish Data System 37 Goal This is an optional field It refers to the total amount you wish to attain within the fund period It can also be used in reports to measure what has been accomplished up to a given point in the fund period Combine Click to combine one period with another No data is lost Insert Click to create new fund periods New periods are inserted in the date range order Remember that period date ranges cannot overlap Delete Click to delete fund periods You can select the periods you want to delete PDS recommends that you back up your data before you delete fund periods Make sure to select the correct fund period line before deleting Add to Fams Click to add the selected fund period to all families in the program This is useful if you are creating a new fund and a new period that you want available to all families Fund Activities The fund activities grid displays each Group Name Activity Name and Function of the activity in t
252. if the fund period is set up to run from July to the following June a family s quarterly pledges are due July 1 October 1 January 1 and April 1 e Billing Period The pledging date range of the individual family For example if the family pledges quarterly from May to the following April the due dates are May 1 August 1 November 1 and February 1 e Calendar Year January to December For example if the family pledges quarterly from May to the following April their due dates begin July 1 then follow every three months October 1 January 1 and April Recurring Charges are Due on the The options are First Day Last Day and 15th The recurring charges are applied to a family on the first or last day of the time period selected or on the 15th of the month if the family s billing term is monthly To set another monthly due date select First Day for this field Then select the appropriate choice in the Due Dates for Quarterly field and set up each family s billing date starting on the day you want to bill them For example to bill on the 20th of each month set up the family for 01 20 2008 through 12 20 2008 Fund Periods This section identifies each fund s starting and ending dates and goals Fund Periods Year Starting Ending 04 01 2004 12 2004 03 01 2003 12 2003 02 01 2002 12 2002 gt 01 01 2001 12 2001 Combine Insert Delete AddtoFams Year A two letter or number value that serves as a fund period
253. ight click then click Spell Check This checks the remarks for spelling mistakes You can also password protect remarks On the Setup Admin tab click Users amp Passwords then click Access and Privileges Under Program Area locate Families Confidential Fam Remarks Select the security option you want to impose No Access View Only Access or All Access For more information see Users and Security Funds Used by this Family Lists funds assigned to the family displayed This field is view only Number of Members Lists the number of member records attached to this family This field is view only Screen Changed Displays the date the information in this window was last changed This field is view only Entering Mailing and Alternate Addresses Use this section of the Families window to enter mailing and alternate addresses for a family You can then direct PDS to use the mailing address instead of the physical address listed in the Primary Information section when creating labels or inside addresses for letters Alternate addresses are typically used when a family spends part of the year at one location and part of the year at another You can specify the dates during which the alternate address is in effect for the family To enter a mailing address On the Information tab click Families Inthe navigation pane click Other Addresses Under Mailing Address enter the information Click Save AUN To enter an alternate
254. iles located in the backup file In the Advanced Restore Options window you can view the smaller files included in the backup file and select individual files to restore To select all files select Restore All Files or click Mark All To clear all files select Restore None or click Clear All If you select a db file PDS also selects other files that share the file name Under Reports and Styles PDS displays reports such as Easy Reports added by users If you have not created a backup of your data in the previous day PDS creates a backup before restoring your data amp Be Careful Do not use Advanced Restore Options unless you understand the database If you restore an incorrect set of files the program does not function properly If this happens use the PDS Rescue program to restore all your files Advanced Restore Options Data and Clipart Reports and Styles O Restore All Files O Restore All Files O Restore None Restore None OR OR C Restore Selected Files O Restore Selected Files V Actiontype Db __ Reports Pds Fundrep Pas A v Actiontype Px Reports Pds List Actrecap Actiontype g0 Reports Pds List Allpledges Actiontype g1 Reports Pds List Billingsumt Wv Actiontype g0 Reports Pds List Census Fl Actiontype gl _ Reports Pds List Comm Atn Wv Actstatustype Db _ Reports Pds List Contirm Fl iv Actstatustype Px Reports Pds List Couponbe Actstatustype Xg0 Reports Pds List Couponbe Actstatustype
255. ilitary or Spanish titles if you live in an area where they are not used To delete an unnecessary abbreviation 1 Click Delete Abbreviations 2 Select the check box next to the item you want to delete 3 Click Delete OK Reorder Abbreviations To save time consider reordering abbreviations Move more frequently used titles to the beginning of the list to S Parish Data System 53 quickly find the ones you use most often To reorder abbreviations Click Reorder Abbreviations To reorder the list numerically then alphabetically click Sort To move a single title to a new location click the title Click the up or down arrow to move the title or click a title and drag and drop it Click Save OK aPN Restore Default Values To return to the original list of abbreviations and titles installed with the program click Restore Default Values This option removes changes or additions made to the list Existing family student and catechist name formats will not be changed The name formats affected by restoring the default values will be marked with an to denote that they will no longer update automatically Print a List of Titles To print a list of titles click Print List PDS suggests you provide a copy of this list to all those entering data to be used as a quick reference Unit Name Definition If you track attendance you will use a unit of time such as hour or day To specify a term for describing units
256. ils 12 emails Email Message Email Server Setup From Parish Data System Reply Email Address jason dailey acstechnologies com Subject Line Letter from Parish Data System Other File Attachments Type of Email Email as images This report is sent as HTML email with embedded jpeg pictures JPeg File Quality 100 1 to 100 with 100 best quality but slowest C Adjust the margins on the email to make it print better on some computers O Email as Text This will not have any graphics any signature or special fonts ilt Email with a PDF image of the document as an attachment This can have graphics and a signature but the person receiving this document will have to install the free Adobe Acrobat Reader or already have it installed in order to read it lt Back Start Email Cancel From This defaults to the name of your organization in the license window You can edit this field Reply Email Address This defaults to your email address if you have entered it in the license window If it is not in your license window you can enter it here Subject Line This defaults to Letter from lt your organization name gt You can edit this field Other File Attachments Click and browse to the location of any file you want to send with the email Type of Email There are three types of email The first Email as images works with most email programs and keeps most of t
257. imary Information Locate the family you want to view members for For more information see Locating a Record Click Members A list of family members displays If you want to view details for a particular member click his or her name The record opens in the Members window le Test Fix Data Sync Online Resources Help Support Text for Member Name Search ey a cae Add Family Order by ID Env Num Delete SIGUE IED menage Me Cancel Family Navigation Schinid Jefirey J Jeff Mr Head of Household 2nd ID 120 3 Schmid Lenore R Duarte Spouse Mc Laughlin Shanna M Child Schmid George Edward Jr Child lope User _ Synchroniz Schmid Megan S Child Left Parish Schmid Steven Joseph Child Lanes k M Geog Area 20 49 m Picture File Name Mail when Possible Photo58 jpg 4 Inserting Remarks for a Family To insert a remark NOOR WH a On the Information tab click Families In the navigation pane click Primary Information Locate the appropriate family For more information see Locating a Record Under Remarks select General or Confidential In the Remarks text box enter notes or comments To check spelling right click then click Spell Check This checks the remarks for spelling mistakes Click Save Useful Information You can password protect remarks On the Setup Admin tab click Users amp Passwords t
258. in Fund Date and or Activity 7 Click Next Wait as the matching entries are located and displayed 8 Review the list of records In the Selected column select the check box to mark the record for posting To quickly select or clear all records click Mark All or Clear All When you are ready to post click Next 9 If you do not want a printed report of the posted information clear the check box To post click Finish Useful Information After you close the summary report a dialog box displays Click Yes to display the Move Fund Entries window again This lets you correct a number of errors without returning to the main menu each time Deleting Batches 164 Parish Data System The Delete Batch process deletes an entire batch of fund entries at one time providing a quick and easy way to remove a posting made in error For example if two operators posted the same financial entries duplicate entries of the same contributions would be created They could use this process to remove one of the posted batches The Delete Batch process also deletes batches from the EFT Status process Enter Batch Number The batch number was automatically inserted during quick posting of financial information Batch number to delete 4323 amp Delete OK Cancel To delete a batch On the Information tab click Contributions In the navigation pane click Processes In the list of processes click Delete Batch The back
259. incorrect information From Date Enter a beginning date for the time period To select a date from the calendar click El To select both dates at once click the beginning date hold the left mouse button down and drag it to the ending date Then release the mouse button Thru To select a common date range click L thru This displays a drop down list from which you can quickly pick a commonly used time period such as 1 Week 1 Month Current Week and more Thru Date If you did not use the Thru button enter an ending date in this field To select a date from the calendar click EJ Funds to Print Use the Funds to Print field to customize your report to print one or more funds Only those funds listed in this field will be included in the report If you leave these fields blank the report may have missing or incorrect information Add a Fund to This List There are two ways to indicate funds to print 1 Enter the funds separated by commas For example enter 1 4 9 2 To display a list of possible funds click Add a Fund to This List To select a fund from the list click the fund 238 S Parish Data System Repeat this process to add more funds Specify How to Print the Group As you add funds to the list of funds to print the fund activity groups are included For each financial report you print you can include or exclude fund activity groups For example you can produce a report that prints donations ple
260. information S Parish Data System Program Overview The Ribbon Quick Access Toolbar Shortcut Keys Locating a Record Viewing Information About Your Program Making Your Program Easier to Read Customizing the Program Calculator Ctrl K Year at a Glance Calendar Ctrl Y Print Screen Ctrl P Using the PDS Spell Checker Using Special Characters Changing the View in a Listing Window Program Icons Receiving Program Support and Assistance Program Overview PDS programs are flexible comprehensive and easy to use Passwords are used to protect sensitive data and restrict who can view and change information Communication with families is made easier by recording multiple addresses phone numbers and email addresses There are features that allow you to email members directly from the program You can also send statements and facilitate electronic fund transfers Information including background checks talents ministry history sacramental information and contributions are organized and available for each individual as a custom information list that can be viewed on screen or printed The Quick Posting feature lets you post multiple payments and fees more efficiently than posting one at a time Quick Posting also processes attendance talents ministries and keywords The program includes processes to easily update information about schedules remove members perform year end procedures and other common tasks Customiz
261. information to others click Add Member to List and repeat the process Click Next Review the list of members In the Post Information column select the check box to mark the record for posting To quickly select or clear all records click Mark All or Clear All To edit an individual s background check information click in the grid To add others to the list click Add Member to List When you are ready to post click Next lf you do not want a printed report of the posted information clear the check box To post click Finish Parish Data System Posting Legal Requirements This process is used to post or update legal requirements information You can view the an individual s legal requirements in the Safe Environment section of the Members window Add Member to List lt Back Next gt Cancel Enter the Legal Requirement You Want to Post Enter the Same Information for All Members Description Employment History v Date Result Received v Expires loz22 2008 l Note Select a Member Member Name Cavensugh Linds Mrs v Family Name Cavensugh Raymond Linds M M Address 3420 E Rockwood Dr Relstionship Spouse Age 31 Grade Degree 12 To post legal requirements 137 kRWwOD On the Information tab click Members In the navigation pane click Quick Posting In the list of processes click Safe Environment Legal Requirements Select whether you
262. ing Reports yY Family Recap sd gt Letter Statements Letters Visits Etc Y gt Label Envelope Reports in Upper Case Other Tass gt Label Envelope Reports in Mixed Case Individual Letter Label P Boloceiindex Cards Reasons for Changes gt Data ExportsEnvelope Companies gt Family Easy Reports Listing Screen 4A Stewardship Reports gt Ministry Time and Talent gt Financial Treasure Quick Posting gt Combined Time Talent and Treasure Processes Exit Program Add Delete Copy Reorder User Reports Previewing a Sample Report After you select a report to print you can read the report description located to the right of the list of reports A thumbnail image of a sample report also displays Click the image to enlarge it The report opens in a special report viewer window that contains a section of buttons along the bottom Magnification To increase or decrease the size of the preview click Zoom In or Zoom Out To view the entire width of the report click Full Width or to view the full page of the report click Full Page Page or Page of To scroll through the pages of the report click Prior Page Next Page First Page or Last Page To display a specific page enter the page number in the Go to page field Commands To move back one page in the Report Wizard click Back To print a sample of the report click Print To close the sample report window click Close 2
263. ing letters and statements to them However to mark an email address so that email will be sent instead of regular mail enter the information in any of the following areas 239 S Parish Data System Family Primary Information Enter a family s email address in the Email field in the Primary Information section of the Families window Select Send Email Instead of Mail when Possible Alternate Address If the family has an alternate address enter it in the Other Addresses section of the Families window and select Send Email Instead of Mail when Possible Enter the time period that this address will be active Members Information Enter the member s email address in the Email field in the Phones EMails Addr section of the Members window Select Send Email Instead of Mail Billing Address Adding contacts in the Billing Address section of the Contributions window allows you to send financial statements to people other than the family Enter the member s email address in the Email Address field and select Send Email Over Mail Next indicate when to send statements to this address To send correspondence by email 1 Enter the email address for each family Select Send Email Instead of Mail when Possible 2 Select a report to print After selecting the families to include click the Selection Information tab Click Email the Letter if then select either Preferred is Checked or Has an Email Addr If you select Has an Email Addr t
264. ing new families if so configured using Setup Options on the Setup Admin tab the program automatically assigns this number Envelope Enter the envelope number used by the family at their local parish 2nd ID Enter a second ID if you track this You might use it as an alternate identifier or to insert diocesan IDs This field is only displayed if configured using Setup Options on the Setup Admin tab Inactive Select if the family is inactive The family s record will remain in the database but they will be ignored by the program during processing Family Name Enter the family s name here Also Visible In If you own and share data with other PDS office programs changes to this record will affect the matching record in the program indicated S Parish Data System 85 Registered Enter the date MM DD YYYY the family registered or click to select the date from a calendar Envelope User Select if the family uses envelopes for contributions Synchronize with Diocese Select to include this family when you synchronize your data with the diocese Status Select the status of the family Examples include Married Couple or Individual Left Parish When a family is no longer a member of your church enter the date they left or click to select a date Select Inactive as well Street Addr Enter the address of the family residence If the mailing address is different from the home address enter i
265. ing the Selection Window Click Next If you need to assign different keywords within the group of families you selected click the first option If you want to assign the same keyword to all of the families you selected choose the second option and enter the keyword Click Next Skip to step 8 If you chose the individual method enter the area and select a family either by ID or name For each family you are posting click Add Family to List and repeat the process When finished click Next Review the list of families In the Post Information column select the check box to mark the record for posting To quickly select or clear all records click Mark All or Clear All When you are ready to post click Next If you do not want a printed report of the posted information clear the check box To post click Finish Posting Family Pictures This process is used to post family pictures You can view a family s photo in the Primary Information section of the Families window In order to display family pictures in the program the pictures must be in a digital format and accessible to your computer PDS recommends that you create a folder or directory on your hard disk in which to store picture files This will 119 S Parish Data System make it easier to share the pictures if you are running the program on a network If you want to include picture files in your regular data backup create the picture folder as a subfolder of
266. ini for the current year When you run the Kenedy report process next year it will be displayed in the columns on the left side of the pages RELATED TOPICS Calculation Pages Visible for Option One Only Corrections and Additions Pages Comparing Data with Mailing List Select this process to compare your existing data for family names and addresses with similar information in another database like the one used by a newspaper or diocese The comparison identifies families where names and addresses match exactly families where part of the information is different or families in your internal or external data that are not in the comparison list In addition this process can be used to Create an external mailing list Add second ID numbers from the external list to the matching families in your data Accept changes to the families names and addresses from the external file Add new families that are in the external list but not in the data Create and print a list of the differences including changes to addresses families who have moved away and new families To compare information 1 On the Information tab click Families 184 S Parish Data System 2 In the navigation pane click Processes 3 In the list of processes click Compare Parish Data with Diocese Mailing List 4 Under Describe the Diocese External Mailing List File click to locate the file with which to compare your data Select all check boxes that appl
267. inistry is equal to Minister to the Sick Finally save the new selections The name appears in the List of Selections To create a new report selection Inthe List of Selections pane click Add Give the new selection a Name and Description Specify on the various tabs any other criteria to be used Click Save AUN RELATED TOPICS e List of Selections List of Selections The list of selections displays a list of all selection criteria created and saved Save After you add or change family selections or additional selections you must click Save to save the criteria for future use The new name appears under List of Selections If you are working on an existing selection it will be saved under the same name If you are working on a simple selection it will be saved as New Selection You can rename new selections To remove changes you made without saving click Cancel 213 S Parish Data System Add To insert a new blank selection in the list click Add Give the new item a name and description on the Selection Information tab Remember to save changes you make to the criteria Delete To remove the item indicated by the right pointing arrow click Delete Clear Click to remove any changes you have made in the selections tabs to the highlighted item Copy To make a copy of the highlighted selection click Copy A new selection will display the word Copy Any changes that were made to the original
268. inistry or talent OaRWNDN On the Information tab click Members Locate the appropriate record For more information see Locating a Record In the navigation pane click Ministries Talents Select the ministry or talent you want to delete then click Line Delete To delete the information click Yes To keep the current listing click No Click Save To reorder listed ministries or talents aRWN NO On the Information tab click Members Locate the appropriate record For more information see Locating a Record In the navigation pane click Ministries Talents Click Reorder Select the ministry or talent you want to reorder and click the up and down arrows to change its position in the list To sort all ministries or talents alphabetically click Sort Click Save Tracking Member Attendance Use the Attendance section of the Members window to track details about a member s attendance To print the information click Print To insert an entry on ARAON oO ON 10 On the Information tab click Members Locate the appropriate record For more information see Locating a Record In the navigation pane click Attendance Click Insert Enter the date of attendance DD MM YYYY or click to select one from the calendar Inthe Attendance For field click the drop down arrow to select an option from the list This list uses entries from the Attendance For Names k
269. int Left arrow Right arrow Up arrow Down arrow Home End Tab Shift Tab Left one character or unit Right one character or unit Up one line or unit Down one line or unit Beginning of line End of line Next field Reverse tab order Ctrl Key Moves Left one word or larger unit Right one word or larger unit Up one larger unit Down one larger unit Beginning of data End of data S Parish Data System PgUp Up one window at a time PgDn Down one window at a time Locating a Record Use the Navigation group on the ribbon to locate the record of a particular family or individual You can do this by searching for a single record based on a family or individual s name an address phone number etc Or you can scroll through each record until you see the one you want To search for a specific record 1 On the Information tab open any window other than the Dashboard 2 On the ribbon locate the Navigation group Search by Text for Family Name Search BiN Order by ID Env Num X k a gt H Members 7 Navigation 3 Click Search by and select the type of record for which you are searching ee Text for Family Name Search e e Searth By Family Name Search By Member Name Search By Family or Member Name Search By Family or Member Partial Name Search By Family ID Search By Second ID Search By Family or Member ID Eny Search By Address Search By Partial Address i Memher Phone 4 Cli
270. ion includes parents whose children are not listed in the program Only Include Parents with the Following Marital Statuses Select to include parents with a specific marital status then select one or more Martial Status check boxes This option includes parents whose children are not listed in the program Include Parents of All Ages Select to include parents with no age restrictions Include Parents of the Following Ages Select to include parents within a specific age range then enter values in the Start with Age and End with Age fields Only Include Parents with Children Select to limit your search to parents who have children listed in the program Ministry List This easy list searches for and displays individuals based on a ministry keyword and optional status Ministry To select a ministry keyword click the drop down list then click the ministry type Include Members with All Status Values Select to include all status values Only Include Members with the Following Statuses Select to limit ministries to a specific status such as Needs or Volunteered Useful Information On the Information tab click Members In the navigation pane click Ministries Enter a member s ministry and include the status For example under Ministry enter Ride to Doctor s Office then under Status enter Needs When you print an easy list you can designate the status as Needs to view daily or weekly ministr
271. ipts Receipts Keep this for your records Keep this notice as a receipt for tax purposes To meet this requirement the word tax does not display on the preprinted Charitable Report Statement form The mail also cannot contain an explicit solicitation for a donation Instead use wording such as Thank you for your continued support or Thank you for being a generous supporter Bulk Mail Requirements Before you mail in bulk you must complete USPS forms and pay necessary fees Ask your post office for current regulations The following is a list of general guidelines Permits Decide if you can use First Class or Standard Class rates Standard Class rates are less expensive but be aware that some types of mail can only be sent First Class You must renew permits annually The USPS bulk mail department can help you determine which permit is best for you Bar Codes Bar codes must be on every piece of mail in a bulk mailing The readability of the bar code is dependent upon the type of printer you use Before investing in bulk permits verify that your printer can print bar codes that are accepted by the post office To be sure take a sample of your bar codes to the post office for approval Also when printing your bulk mailing select a report label letter or statement that prints a bar code If there is an option to print the bar code select it If you print labels select a label style that is large enough to accommodate the bar co
272. ish If you selected to print the report the Print List dialog box opens Change the print options if needed and click Preview to view the report on your screen or Print to send the report to your selected printer For more information on the Print List options see Printing an Internal Report Option Three Start with Blank Form You might prefer this option if you did not use PDS to compile your data the previous year and you do not want the 179 Parish Data System program to make your calculations for you You will need to enter all data manually Select what you want to do Generate Information for Kenedy Directory Use the Data in the program to calculate statistics O Start with information used last year Start with blank form and enter all information To run the process oA 1 On the Information tab click Families 2 3 In the list of processes click Kenedy Directory Information The Kenedy Directory wizard opens to guide In the navigation pane click Processes you through the process Select Start with blank form I will enter all information then click Next Enter Information for the Kenedy Directory This information will be printed at the top of the final report and typically does not change from year to year Use the column on the right to make changes additions or new entries for the current year Click Next to move to the next page of the wizard When you finish the wi
273. ist Family keywords are located in the Primary Information section of the Families window To search for families based on a fund keyword select Families in this category have a special fund keyword of Then select a fund keyword from the drop down list Fund keywords are located in the Rates History Keywds section of the Contribution window Other Member Selections To filter or restrict members already included in the member types select keywords from the drop down list adjacent to each option These restrictions can be based on a member keyword grade level or age Terms and Rates to Assign To set the payment frequency select an option from the Terms for Payment drop down list If you want all families with this fund to have the same terms select Reset All Terms To add families who were either not in the fund previously or who have an empty Terms for payment field select If No Current Terms Combine rates for all members into a single total To sum the individual member rates and assign multiple rates to a single family select Each member should have a separate rate For example a family with three qualifying members has three rates of 100 75 and 50 If these rates are combined the family will be assigned a single rate of 225 If these rates are separated the family will be assigned three different rates of 100 75 and 50 Useful Information If you have a rate that involves a flat fee for one or more children
274. ist of members In the Post Information column select the check box to mark the record for posting To quickly select or clear all records click Mark All or Clear All To remove the letter details from the member s window click Erase This Line You can edit the Date Description Type and Note columns When you are ready to post click Next If you do not want a printed report of the posted information clear the check box To post click Finish Activating or Inactivating Members Select this process to change a group of members statuses to Active or Inactive For example if some members visit in the summer months you can place them on an Inactive roster for the winter months Alternatively you can manually change a member s active status in the Members window This process does not delete a group of inactive members For more information about deleting members see Quick Delete 198 Parish Data System Enter Members By Name Member Name Banning Brison Mr v Family Name Banning Theodore Ann M M Relationship Child Age 15 Address 13638 N Newcastle Dr Apt 309 Sun City AZ 85351 5501 Note Only inactive members are shown in the list Add Member to List lt Back Next gt Cancel To change a member s status On the Information tab click Members In the navigation pane click Processes In the list of processes click Activate Inactivate The backup dialog box displays if you have not performed
275. ist with certain types of reports You can create files with the following extensions UDR CR RTF INI and RTM The CR file is the primary file and the only one displayed The UDR RTF and INI files are related to the CR file e The CR file is only saved as a custom report The CR file is the primary file and the only file displayed e The INI file contains settings from the last time you ran the report It does not exist until you run the report again e The UDR file contains default information e The RTF file is only used when you use the letter editor or label e The RTM file only exists for Advanced Reports Installing a Custom Report You can install Easy Reports written by other users on your computer To install an easy report In the Select Report window click Add In the Add Report dialog box click Custom Report The Browse dialog box displays In the Look In drop down list select the appropriate storage drive A list of custom reports displays Select the file name you want to add then click Open The report is added in its proper category ROMs Reordering Easy Reports After you create several Easy Reports you can reorder them in the Select Report window You can also create new subgroups to use for further organization of your reports 227 S Parish Data System Reorder User Defined Reports User Defined Family Reports Family Easy Reports Family Census Letter II New Form New Export New Lis
276. ither Reorder by Family Name or Reorder by ID Env Number Click Next For more information see the field descriptions that follow this procedure Under Active Families Members and Inactive Families Members select Yes or No for each type For each type that you want to reorder enter the starting ID envelope number and the increment by which to increase the ID For example you can enter a 10 for the new ID envelope number and select to increase the next ID by 5 The next ID would be 15 Click Next 8 Select Process All Families or Process Selected Families To add more conditions to the family selection click lt Click here to add a new condition gt For more information see The Family Selections Tab Click Next 9 Review the list of records In the Post Information column select the check box to mark the record for posting To quickly select or clear all records click Mark All or Clear All You can edit the New ID Env column When you are ready to post click Next 10 If you do not want a printed report of the posted information clear the check box To post click Finish arkWND NO Useful Information PDS does not recommend the use of letters or decimal values as part of the family s ID envelope number Unless entered consistently reports do not sort as you may expect This process cannot assign non numeric values or leading zeros to the ID envelope number Reorder by Family Name Select to order numbers based on t
277. ities clear the Mark to Use check box beside each activity or to remove all activities click Clear All 3 To add the selected groups and activities to the fund click Use OK Predefined Fund Setup Your Choices of Predefined Groups are Church Contributions in Ue Group Name Activity Function Donations to Church v Misc Activities r iw 7 z 7 r 7 7 7 r ra r M ark All RELATED TOPICS 40 Clear All Offering Holy Days Easter Donation Christmas Donstions Total Donstion Non Cash Donation Fall Dinner Dance 20 Flower Donation Homeless Shelter ISF Check Payment Deductible Payment Deductible Payment Deductible Psyment Deductible Group Total Non Cash Contribution Dedu Quid Pro Quo Payment Deductible Psyment Deductible Ignore Use OK Parish Data System 41 e Predefined Group Options Predefined Group Options Church Contributions A group of basic payment activities including offering holy days Christmas and Easter It also includes a group of miscellaneous activities including non cash contributions quid pro quo and ISF Ignore Church Contributions and Extra Contributions A combination of the Church Contribution and Extra Contributions predefined lists Stewardship A combination of the Church Contributions and Pledge Drive predefined lists School Tuition Includes school related groups and activities such as tuition book fees gradua
278. ity you need to track donations gifts pledges miscellaneous payments charges refunds and more The program provides the capability of customizing funds to meet your individual needs You can create your own groups and names for fund activities as well as determine their function You can define the length of each fund period and customize recurring charges and fund periods This section contains the following information About Fund Setup Predefined Fund Setup Posting Fees Posting Late Fees Stewardship ISF Checks and Fees Credits Refunds Volunteer Hours About Fund Setup To display the Fund Setup window on the Setup Admin tab click Fund Setup Notes on the Fund Setup window You can set up as many groups and activities in a fund as necessary Group titles and activity names must be unique within the fund Each fund has an unlimited number of fund periods Each fund period must have a starting and ending date that includes a month and year All entries made to a fund for a family s fund period are tracked in the Rates History Keywds section of the family s Contributions window You can view the totals for each fund period in the Recap Totals section of the family s Contributions window A fund period can include any length of time but PDS recommends that fund periods be at least one year long at full year intervals It is helpful to assign a fund identifier for a fund period by using the month and year of the starting
279. ivities defined for the selected fund display under Activity Details for Fund Make the appropriate selections To proceed click Next Select the fund period from the Transfer Amounts from Old Fund Period drop down list In the Date to Post These Entries to in the New Period field enter a post date This date must be within the date range of the new fund period To include inactive families and to add a new fund period when a family does not have a balance or prepayment select Yes for each S Parish Data System 9 To select activity names for each group title refer to your printed worksheet To proceed click Next 10 If you do not want to print a summary clear the check box To begin processing click Finish RELATED TOPICS e Carry Forward Balances Field Descriptions Carry Forward Balances Field Descriptions The following sections detail many of the options in the Carry Forward Balances wizard Date to Post These Entries to in the New Period When you select a fund PDS selects the second newest fund from which to transfer information It always transfers the information to the newest fund period available and selects the first day of the current fund period You can change this date to any date within the fund period Useful Information This process cannot be used on funds that have fewer than two fund periods available Include Families That are Marked Inactive To carry forward amounts for families who are cur
280. k Erase this Line When you are ready to post click Next 10 If you do not want a printed report of the posted information clear the check box To post click Finish akRON Registering Families via Email This feature contains two options The second option Create Web Registration Form creates a registration form page for your church s Web site You can give this html file to the person who maintains your site for posting When users complete the form their registration information is sent to you by email If you select the first option Register a Family via Email Church Office converts the email generated when a new family fills out the online registration form The process creates a new family record in Church Office and populates the data fields for which the family provided information 190 Parish Data System Confirmation e mail p eT G Create Web New family fills out Form s submission Register a Family Registration Form registration form at generates via E mail process process generates html your church s Web e mail containing turns e mail into new form for your church s site family s information family record in Web site Church Office Registering a Single Family via Email To register a single family via email aOoahWND 12 Inthe Confirm dialog box select Yes or No to register another family 14 15 On the Information tab click Families Inthe n
281. k Process For certain reports to work as expected Religion and Disability need to be in their default positions Because of this a warning message displays if you select Religion or Disability as fields to move Otherwise the program displays a simple confirmation message Click Yes A list of records displays in the third pane as they are edited by the program 9 Click Close S Parish Data System User Keyword Exchange Swap Two Member User Keywords Swap this Keyword With this Keyword Useri Religion Useri Religion Disability User2 Disability User3 Occupation User3 Occupation User4 School User4 School User5 District UserS District User User6 User User6 User User User User User User User Userd Userg User9 User9 User9 User10 User10 User10 User10 User11 User11 User11 User11 E Show Name Form Relationship Child w Type Child Grade Degree 5 v Gender Female Marital Status Single v Birth Date 1173071 Language English v Deceased Ethnicity White v Religion Catholic v Disability Hearing Impaired v Occupation Student v School Glendale Unified v District Glendale Unified v Picture File Location St Ma Remarks Keywo gt General oO Confidential O Special Circumstances Ins CASS Certification and PDS EZ Mail Having your addre
282. keyword selections on the menu Command buttons unique to a list are described within a particular keyword description RELATED TOPICS e Common Keywords e Individual Keywords Common Keywords The following keyword types relate to contact information and are common among most PDS programs City State Names This keyword list contains the city state country code and default city state names used in the dataset The default city state entered in the License Information window is inserted whenever you press Enter on a blank City State field Default values can be overwritten when entering information You can include cities in different countries using their appropriate postal code format You can also add new city state keywords when adding families Email Description Names This keyword list contains location descriptions for various types of email addresses used by family members Examples include Home Email and Work Email Family Keyword Names This keyword list contains family descriptions or terms used to enter information that is not covered by other family fields Examples include Founding Family or Active in Block Watch Family Status Names This keyword list contains descriptions for the nature of the relationship of the family members in a particular household This information is named Status throughout the program Examples include Multi Generational Family Blended Family and Relatives Fund Keywords S Parish Data Syst
283. kups Weekly 10 backup files 28 days Monthly 4 backup files 90 days Quarterly 6 backup files 360 days Yearly 7 backup files 2555 days Planning a Backup Strategy To help you plan a backup strategy PDS recommends the following e Commit to a plan that includes a schedule for making daily or weekly backups e Test your backup process and restore your data monthly or quarterly e Store at least one month s worth of data on multiple sets of backup media Multiple backup sets gives you extra protection Also if you restore data but then discover that the most recent backup contains data discrepancies you can revert to the next most recent backup set e Keep a log to record dates and details about your backups Include when the backup happened who made the backup and which backup set was used e Each month run the Test the Program and the Fix Data Discrepancies processes These can help identify and repair small problems If your data has severe discrepancies these processes can also ensure that you have a reliable backup to restore RELATED TOPICS e Rotating Backup Sets Rotating Backup Sets PDS does not recommend using the same set of disks each time that you create a backup Both the data on the hard drive and the data on the backup disk can contain data discrepancies or corrupted data To reduce or eliminate the chance of these problems use different sets of disks every time you back up your data For example if you back up
284. l be printed at the top of the final list and labeled for tray 0 These items cannot be included in bulk mailing and should be sent as regular mail If this applies to your mailing you would have been notified by a popup window when creating the list in Step 2 Build the EZ Mail List Post Office Information You can set up or make changes to postal rates and specifications on this tab Default values are provided However if the postal system changes the values you must update these values There are separate tabs across the top of the window for First Class Standard Class For Profit and Standard Class Nonprofit Parish Data System 79 Useful Information PDS program updates modify this information as the post office adjusts rates You only need to modify manually if you produce a bulk mailing after new rates take effect but before the next scheduled program update from PDS Mailing Size This value is the minimum number of pieces that qualify for a discount rate under the mailing class displayed Carrier Route Group To qualify for a discount rate for carrier route sort ten pieces must be bundled together in each carrier route group or bundle 5 Digit Tray A minimum of 150 pieces constitutes a full tray of 5 digit presorted mailing pieces 3 Digit Tray This contains envelopes that are not 5 digit sorted Enter the number of pieces remaining to make a full tray of 3 digit scheme presorted mailing pieces A
285. l records click Mark All or Clear All When you are ready to post click Next If you do not want a printed report of the posted information clear the check box To post click Finish Removing Families Select this process to remove families from your database Your program offers three methods for doing this Method of Removal Use to Use the Automatic Updating Create a group of families based on shared characteristics whose records can method to select a group of then be deleted simultaneously families Use the Individual Entry method Create a group of families whom you select one at a time The group is then to select one family at a time deleted simultaneously Remove all family records not in Let the program present you with a list of families who are no longer visible in use by any program the program and are not being used by any of your PDS office programs To remove families 187 akRWND On the Information tab click Families In the navigation pane click Processes In the list of processes click Remove Families The backup dialog box displays if you have not performed a daily backup To make a backup click Yes Select a method of removal as described in the table above For the first two methods if you are sharing data also specify if you want to allow the removed records to be available to other PDS programs or whether to delete them permanently from your database and hard drive If you are not sha
286. lationship is useful when you want everything other than a specific value Is less than Field lt Value Example Fam ID Env Number is less than 3000 Is less than or equal to Field Value Example Famy ID Env Number is less than or equal to 3000 Greater than Field gt Value Example Fam ID Env Number is greater than 3000 Greater than or equal to Field Value Example Fam ID Env Number is greater than or equal to 3000 Is not in list The field is within a list of values Each value must be contained in quotation marks and separated by commas Example Fam City is in list Phoenix Glendale e Starts with The field has the same beginning character or characters as the value in question Example Fam Name starts with A e Does not start with The field has a different beginning character or characters than the value in question Example Fam Zip does not start with 85 e Contains The field includes the value Example Fam E Mail contains hotmail This returns a list of all family email addresses that include the word hotmail Is not between The field falls outside of two values Example Fam ID Env Number is not between 300 and 800 e Is between The field falls between two values Example Fam ID Env Number is between 300 and 800 e Is ever equal to The value in the field is equal to at least one of the fields entered For example three conditions are entered Ministry is ever equal to Ch
287. le To edit an existing style select a style name If you inserted a new style enter a unique name in the Style Name field In the Description field enter information about the envelope such as its dimensions Under Envelope Dimensions enter the height and width of the envelope in inches Under Text Margins enter the top and left margins in inches Click Save OK If you edited an existing style the Saving Style dialog box indicates that all reports currently using this style will change To save the style as a new style name so existing reports are not affected enter the New Style Name then click Save As NOORWNh Useful Information For envelope reports select the appropriate paper size in the Select Printer window 254 S Parish Data System Return Address Style Return address style determines how and where a return address prints on an envelope To select a style click the Style Name drop down list Return Address Style Style Name Simple Return Address Edit Style To insert or edit a return address style In the Envelope Layout window under Return Address Style click Edit Style To insert a new style click Insert Style To edit an existing style select a style name If you inserted a new style enter a unique name in the Style Name field To modify the return address layout click Edit Layout Modify the return address text To insert a field click Insert Field select a
288. lect the new report and click Next The Overview window displays Edit the report s name and description default settings click the Printer drop down list to select a printer Under Paper click the drop down list to select the size source for the first page and source for other pages Select Portrait 8 1 2 X 11 or Landscape 11 X 8 1 2 Click Next Depending on the type of report copied or added the next page in the report wizard displays layout settings These settings include one or more styles that can be edited For additional help with styles specific to report types see Letters and Statements Listing Reports and Certificates Labels and Envelopes or Rolodex and Index Cards If you customize a letter statement or other document and you want to edit its text click Modify the Body of the Letter This opens the text editor You can make changes to the report and insert data fields as needed See Inserting Data into Your Letter When finished click OK lf you customize other reports the report wizard displays the List of Fields to Print To select fields to add to the report under Fields Available to Print click to select a field then click the right arrow to move the field to Fields you want to Print Under Properties of the field selected above enter the position width heading and left label Click Save OK For more information on printing fields see Fields Available to Print Click Next Select the famili
289. lect to limit the member types then select Head of Household Spouse Adult Young Adult Child or Other General Remarks List This easy list searches for individuals who have specific text in their General Remarks memo box You must enter the word or exact phrase you are looking for Only two lines of the General Remarks display in the list To see the entire contents of the Remarks memo point your cursor to the Remarks column Keyword List This easy list displays members based on a selected member keyword To select a Keyword from the list click the drop down arrow List of Children This easy list searches and displays members with a Member Type equal to Child or Young Adult You can also specify an age range A member s age is displayed in the Personal section of the Members window 112 S Parish Data System Gender Select the gender you want to search for Include Children of all Ages Select to include all children Include Children of the Following Ages Select to specify an age range then enter values in the Start with Age and End with Age fields List of Parents This easy list searches and displays members with a Member Type equal to Head Spouse or Adult You can specify marital status and age range Gender Select the gender you want to search for Include Parents with All Marital Statuses Select to include parents with any marital status Married Separated Single Widowed Divorced This opt
290. led General Information Fonts and Lines and Shading To set options for these tabs click the tab name To insert a new style 1 In the Layout window click Edit Style 2 Click Insert Style Enter a style name 3 Select each style option you want If there are tabs available such as Fonts click each tab name to select style choices 4 To save the new style and add another one click Insert Style To save and exit click Save OK then Close The style list is sorted by name after a style is added However the default style marked with an asterisk is always first in the list To edit an existing style Inthe Set the Layout dialog box click Edit Style Under Style Name click the style you want to edit Edit the available style options To save the changes click Save OK The Saving Style confirmation dialog box displays To save the file with its original name click Save To save your changes as a new style click Save As If you click Save As enter a name in the New Style Name field Click Close akWON Oo To delete a style Inthe Set the Layout dialog box click Edit Style Under Page Style Name click the style name you want to delete Click Delete Style Inthe Confirm dialog box click Yes to delete the style Click Close akrWND Using the Selection Window Family and member information can be combined in various ways to produce reports EZ Mail lists and Quick Posting list
291. lick Browse Use the Following Attendance Information Post Member Attendance Select to post member attendance If a member name or ID Env number is used attendance posts to the member s attendance dialog box Otherwise attendance posts to the first member in the family the Head of Household Mark Attendance for Every Entry Select to automatically post attendance for members who contributed Attendance For Enter the name of the meeting or class or click to select one from the drop down list Units Enter the number of units hours days for the attendance Typically you enter 1 in this field Type To select a type click the drop down list In most cases select Present for the type since you are assuming that a contribution made by the family or member means that a member was present not absent Reason Enter a descriptive word or phrase to post with the attendance For example enter Received donation 141 Parish Data System Contribution made or Payment received Additional Options Only Active Families Select to include families who are active those who have not been marked inactive Only Inactive Families Select to include families who are inactive Both Active and Inactive Select to include all families Payments Donations Quick Posting Window The Quick Posting window for payments and donations displays each contribution in a grid Information for the selected family displays at the t
292. lick Close RELATED TOPICS e Planning User Names and Passwords Planning User Names and Passwords Before you set up users and passwords you can print the User Access and Privilege form to plan access privileges and passwords for each person in your organization To print a copy of this worksheet click the Setup Admin tab then Users amp Passwords In the navigation pane click Print Worksheet While planning user access privileges and passwords consider the following points 16 Parish Data System 17 e Although it is not required PDS recommends that more than one user function as a security administrator Security administrators should have a security setting of All Access e A user who is also a security administrator exercises authority in assigning editing and deleting other users and their access privileges e Users need a security setting of All Access or View Only Access to the Users and Passwords area of the program in order to change their user name password or phone number or to edit fields on the User Preferences tab For example a user may need to change the way he enters names in the program e A user who has a security setting of All Access to the Users and Passwords area of the program cannot open the Access and Privileges window unless the user is also set up as a security administrator e A security administrator who should have a security setting of All Access in all program areas may also make changes to i
293. lick Save OK then Close Finally define sacrament register options This is only necessary if you need to track the sacrament records of other churches in a multi church situation Suppose for instance your church maintains sacrament data for smaller churches in the same cluster or for missions Follow this procedure to specify those churches To set up sacramental data for more than one church E OM Do Click the Setup Admin tab Click Setup Options then Sacrament Tab Names Click the Sacramental Register Options tab Select the second option Our Data Contains Sacramental Register Information for More than One Church Select up to five churches whose sacramental records are included in your database Click Rebuild Sacramental Registers S Parish Data System Caution 59 When you select Rebuild Sacramental Registers it will remove all existing member information and will rebuild it Non member information will not be affected If you click Cancel before the process is completed all sacramental register information for existing parishioners will be lost and you will have to run the process again Creating Sacramental Registers Create your sacramental registers by opening the Sacramental Registers system process To create your sacramental register 1 5 6 If you haven t already done so follow the instructions in Preparing to Use Sacramental Registers for the First Time 2 Click the Setup Admin t
294. lies These options do not affect the way amounts that are not overpayments are printed All other amounts and underpayments when a family has paid less than the amount charged will print normally To select how overpayments will print click the drop down list to display the following options Zero 0 00 for the Balance Due Select to print 0 00 for the balance due even if there is an overpayment on the account The balance due is a calculation of the amount due minus the amount paid Underpayments when the family has paid less than the amount charged will still print Actual Amount Overpaid Select to print the amount of the overpayment On some reports this prints in an Overpayment column as a positive number On others it prints in the Balance Due column as a negative number Miscellaneous Options The following options are available with some reports such as billing statements Include Terms and Rates on Top of the Monthly Breakdown Select to print the terms and rates entered on the Contributions window Combine Months Older Than 12 Months Into a Single Prior Years Entry on the Monthly Breakdown Select to print one total for all amounts older than 12 months Sending Letters and Statements by Email You can send letters or statements by email instead of regular mail Email addresses are found on a number of windows and tabs throughout the program You can enter email addresses for your reference without send
295. ligent mail barcodes Barcode Options Print Intelligent Barcodes O Print USPS POSTNET Barcodes To create Intelligent Mail barcode labels 1 Select a mailing label report with the description Barcode on Top or Barcode at Bottom For help selecting reports see Selecting a Report to Print 2 Proceed through the Overview and Select Printer windows These windows are described in Printing Reports 3 In the barcode options window select Print Intelligent Barcodes 4 Complete the report wizard To create Intelligent Mail barcode envelopes 1 Select an envelope report that includes Intelligent Barcode in its description For help selecting reports see Selecting a Report to Print 2 Proceed through the Overview and Select Printer windows These windows are described in Printing Reports 3 Complete the report wizard 252 Parish Data System Setting the Label and Envelope Layout Windows After you view and edit the Overview and Select Printer windows the report wizard displays either the Label Layout or the Envelope Layout window Use the options in the displayed window to select a label envelope or return address style You can also modify the address text and select options for how addresses and unlisted phone numbers print A list of fields selected to print displays in the right side of the window Label Layout Label Style Fields Style Name Avery 2163 w Edit Style Desciption s 2 Hx4 W
296. list to select a name for the electronic payment To select a checking savings or credit card account click the Account Type drop down list Depending on the account type you selected enter Checking or Savings Account Information or Credit Card Information If you previously set up Electronic Fund Transfer information on the family s Contribution tab click the EFT Information for All Funds and Rates tab and double click the account information you want to use This will automatically complete the account information on the previous tab Click Save OK to save the EFT information and return to the wizard Parish Data System EFT Information for this One Time Entry EFT Information for All Funds and Rates Km Note Double click to use the information for this rate In order to post payments to sub accounts you must first set up terms and rates for the family in the Rates History Keywords section of the Contributions window For assistance see Contributions and Other Funds In the example shown the bookkeeper added rates for Tuition Registration Book Fees and Late Charge Fees to the family s Contribution window prior to processing an EFT Josh Smith owes a monthly tuition rate of 100 a one time registration fee of 50 and quarterly book fees of 250 When the EFT is processed using sub accounting out of the 250 total payment PDS will apply 100 to tuition 50 to registration and the remaining money to book fees If th
297. lowing types Payment Additional Gift Hours Completed Payment from Last Yr Credit or Ignore Prepayment Select an activity name from the Put Prepayment into Which Activity drop down list The activity 173 Parish Data System must be one of the following types Payment Additional Gift Hours Completed Payment from Last Yr Credit or Ignore Prepayment amp Precharge Select an activity from the Put Prepayment into Which Activity drop down list The activity must be one of the following types Payment Additional Gift Hours Completed Payment from Last Yr Credit or Ignore Next select an activity name from the Put Precharge into Which Activity drop down list The activity must be one of the following types Charge Hours Pledged Refund or Ignore Archiving Credit Card Account Information The Archive Credit Card Account Information process allows you to securely archive credit card account information to an encrypted WinZip file This process will create a file named EFT CSV which will be a comma separated values file you can open in Excel That file will be encrypted into a password protected WinZip file named EFT ZIP Choose a password for accessing the file and remember it General Format O QuanComm Format Vanco Format File Path CAPDSChurch Backup Browse Password Confirm Password Include Checking amp Savings Accounts ACH Note If you use QuanComm or Vanco Auto Connect
298. lt or Other will be renumbered The program does not check the Relationship field The Mem ID Env field in the Member window is affected when this group is selected Activating or inactivating Families Select this process to change the Active Inactive status of a group of families To change a family s status akRWON NO 9 10 On the Information tab click Families Inthe navigation pane click Processes In the list of processes click Activate Inactivate Families The backup dialog box displays if you have not performed a daily backup To make a backup click Yes Select whether you want to use automatic updating or individual entry For more information see Automatic Updating vs Individual Entry Click Next Select Make Families Active or Make Families Inactive If you selected the automatic updating method select Activate Inactivate All Families or Activate Inactivate Selected Families To add more conditions to the family selection click lt Click here to add a new condition gt For more information see The Additional Selections Tab Click Next If you selected the individual entry method select a family from the Family Name drop down list Click Add Family to List and select another name Repeat this process to add as many families as needed Click Next Review the list of families In the Make Active column select the check box to mark the record for posting To quickly select or clear al
299. luding report names and descriptions The following settings are saved on each computer e Screen settings e Grid settings e Report settings including the printer paper size paper source orientation letterhead style margin gray heading S Parish Data System e Auto spell in the report editor e The option to show paragraph and space markers in the report editor The following settings are saved to each user s name e User names passwords and access privileges including security administrator access e The option to use the name breakdown method to enter names Calculator Ctrl K To display the calculator press Ctrl K or click A on the quick access toolbar To use the calculator To enter the total in an amount field click Apply OK or Enter To switch between displaying or hiding the tape click Tape then select Visible To erase all calculations and commands click Clear Tape To print the tape click Tape then select Print To paste the tape to the clipboard click Tape then select Copy to the Clipboard To close the calculator click Cancel OoahWND Calculator Mode Tape Clear Tape Cancel 0 00 oonan oone ponn JIJI LJ Apply OK Cancel Year at a Glance Calendar Ctrl Y To view a yearly calendar at any time press Ctrl Y or click E Today s date will be circled To move through the calendar 11 S Parish Data System 1 To move forward
300. lue under Member To select all red items for a member click Mark All Red This selects the check box for all red items under the member To remove the member from the data file along with their members and financial information click Delete First Member To remove the matching member from the data file along with their members and financial information click Delete Matching Member To combine the two families click Combine Members then Yes To combine the members of the family click Yes Useful Information If you need to conduct additional research about a family in order to determine which data set contains the correct information click Print Worksheet User Keyword Exchange Use this process to change the positions of the user keyword drop down fields in the Personal section of the Members window Typical user keywords include Religion Disability and Occupation among others User keyword field names and values are set up using the User Keywords command on the Keywords menu of the Setup Admin tab To switch user keyword positions NOORWHY 00 On the ribbon click the Setup Admin tab Click System Processes then User Keyword Exchange Click Yes to back up the data before proceeding or No to proceed without making a backup Under Swap this Keyword click the first keyword field you want to move Under With this Keyword click the keyword whose position you want to swap with the first Clic
301. m area but have no access or view only access to Family Screens amp Reports E ee CA i o o Femivvenersitcic Ta MEMES M Cortivuionstaiic SCCSCSCSC Y UE E r r e SM MMVI Faniywindewsanepot TOS contidentiatramRemais SSS ORO EO E papoa EPE E E weapon OOO RP ror a a o a a Sa aa sc To assign access levels to program areas 1 Click Users amp Passwords 20 S Parish Data System 21 2 In the navigation pane click Access and Privileges 3 For each program area listed select the No Access View Only Access or All Access option No Access Select to deny access to the windows processes or reports for the program area indicated If a user should not have access to most programs click Mark All No Access to set all program areas to No Access Then clear and reset the options for the categories and subcategories that should be View Only Access or All Access View Only Access Select to allow users to view windows and view and print reports related to the program area indicated The user can use the Navigation tools but cannot add or delete information If a user should have view only access to most program areas click Mark All View Only Then clear and reset the options for the categories and subcategories that should be All Access or No Access All Access Select to allow users access to the windows processes or reports for the program area indicated A security administrator should have all access t
302. made the date will default to today s date To select a date from the calendar click EJ If you enter a date that is outside of the fund s date range you will see a warning However the program allows flexible dates so that you can post entries for occasions such as payments made to a pledge drive before it begins or after it ends Flexible date entries differ from prepayments which are made in a prior fund period but apply to something due in the next fund period Activity This identifies the fund activity that the payment or donation will be posted to You can only select from fund activity names that have been set up in the Fund Setup section for the fund being used If you leave this field blank the program defaults to the first payment type in the drop down list ID Env or Name The column varies depending on the selection you made in the options dialog box for entering families or members Enter or select Id Env Number Second ID or Name Amount Enter the dollar amount of the contribution donation or payment Non cash donations usually do not have a dollar value entered Enter zero for the amount and use the comment field to describe the item Check Cash If the contribution was made with a check enter the check number up to 10 characters If the contribution was made with cash enter CASH or enter the shortcut C and press the Tab key For a money order enter M O If the contribution was made with a credit card you ca
303. mbers with letters first always enter the same number of letters and numbers If the highest number has three digits then all numbers must have three digits ex 001 Otherwise 1 will process as 100 If you enter numbers first it is not necessary to lead a single digit number with zeros Email Enter the family s email address Click to open your default email application Send Email Instead of Mail when Possible Select if the family wants to receive letters and statements via email instead of mail Phones Enter the family phone numbers There is no limit on the number of phones you can enter Phone number extensions accept up to six numbers but can be left blank You can select or add a description keyword to identify the phone number Examples include Home or Cell This field may be left blank Select Unl to indicate an unlisted number Picture File Name Click and select a digital image file such as jpg or omp then click Open to insert a family picture S Parish Data System 86 Family Keywords Use this list to enter miscellaneous information that describes the family You can select from keywords that were set up in the family keyword lists For more information see Common Keywords If you enter keywords not in the predefined list the Not in the List dialog box opens in which you can add them Remarks You can enter either General or Confidential remarks in this text box To check spelling r
304. mm to obtain a company ID and password 2 Enter your bank account information company ID and password in the Electronic Fund Transfer Setup window For more information see Electronic Fund Setup The family s terms and rates for payment must be entered before you can obtain the family s bank account or credit card information Enter this in the Rates History Keywds section of the Contributions window Select Electronic Fund Transfer then click EFT Info For each family using the EFT feature enter their payment schedule in the Rates History Keywds section of the window Enter the Recurring Act Terms and Rate To transfer funds on the Information tab click Contributions Then in the navigation pane click Quick Posting and Do Electronic Fund Transfer A process wizard will take you through the steps If you want to check the status of prior transfers return to the list of Quick Posting processes and click Check EFT Status This particular process can be protected in the Access and Privileges section of the Users amp Passwords window Look for the Check Status of EFT program area Electronic Fund Setup If money from family bank accounts is to go directly into your organization s bank account you need to enter electronic fund transfer information To set up EFT information 1 On the Setup Admin tab click Setup Options gt Electronic Fund Transfer Setup 2 If you want to ensure that EFT processes do
305. mpanies Company Contact Cathedral Corporation ACT Online Giving Phone 800 698 0299 E mail info cathedralcorporation com Web www cathedralcorporation com Diversified Check Solutions Phone 866 632 5415 308 TCW Court Suite B Lake St Louis MO 63367 Web www diversifiedchecksolutions com e Contributions Paluch Electronic Giving Phone 877 725 8241 Web www e paluch com Faith Direct Inc Phone 866 507 8757 601 S Washington St Alexandria VA 23314 Web www faithdirect net FACTS Management Company Phone 877 606 2587 121 South 13 St Suite 201 Lincoln NE 68508 E mail info factsmgt com Web www factsmgt com First Payment Systems Phone 877 687 0884 7750 SW 117th Ave Suite 306 Miami FL 33183 E mail contact firstpaymentsystems com Web www firstpaymentsystems net 149 S Parish Data System GFTS eGiving Solutions Good Shepherds Bank NCS E Giving Our Sunday Visitor Parish Giving ParishPay LLC PledgeConnect QPay QuanComm Sage Smart Payment Solutions SMART Tuition Management Service 150 Phone 856 412 8204 215 Cuthbert Blvd Suite 200 Cherry Hill NJ 08002 E mail info gfts us Web www gfts us Phone 888 472 7468 3320 Holcomb Bridge Rd NW Norcross GA 30092 E mail info goodshepherdsbank com Web www goodshepherdsbank com Phone 800 627 9900 2670 Pyramus Rd Chester WV 26034 E mail egiving envelopeservice com Web www e giving org Phone 800 348 2440 200 Noll
306. n a memo field is selected from the from list Destination Move Data To Which Field Deceased Date v These options are available when a memo field is selected from the to list lt Back Move Fields Cancel To move member information On the Information tab click Members Inthe navigation pane click Processes In the list of processes click Move Member Information The backup dialog box displays if you have not performed a daily backup To make a backup click Yes Select Move Fields for All Members or Move Fields for Selected Members To add more conditions to the member selection click lt Click here to add a new condition gt For more information see The Additional Selections Tab Click Next 6 Click Move Data From Which Field to select the source data you want to move If you move a memo field a large text box select one of the following options e To move the entire memo select Move Entire Field e To move a single line within the memo select Move Specific Line Next specify the number of the line to move For example enter 1 to move the first sentence or 2 to move the second sentence 7 To remove the original data and leave the source field empty select Blank out lt Source Field gt If you do not select this the field retains the original value and a copy will be placed in the destination field 8 Click Move Data To Which Field to select the destination of the data to move If you move
307. n enter MC Visa Am EX or other description You may also leave this field blank Print Receipt Select to print a receipt for the entry Receipts are printed at the end of the process after all entries have been posted and the summary report s have been printed Comment Enter additional descriptions such as 50 shares of Company X stock or 15 cans of paint for the chapel Click OK To open an edit window double click the Comment field Set Attendance To record a member s attendance select the attendance option Posting Loose Collections To keep track of the total loose collection amount that was donated without identification to a particular family or member PDS recommends that you create a family with an ID number of Loose and a name of Loose collection Then to post the loose collection amount enter Loose in the ID Env or Name field and the amount The reports printed during this process report loose collections separately from other contributions 146 Parish Data System Quick Posting Reports There are two reports you can print for quick posting information These are available for certain quick posting processes using the Print button before posting occurs or after posting when prompted by the program The Detailed List Contributions and payments are listed in the order they were entered in ID Envelope number order or in alphabetical order by name The Summary The summary prints the total amou
308. n the title of their name e Calculate based on Member Keyword If selected you must specify the value you are using in the member keywords to mean sister The program counts members who have one or more occurrences in the list of member keywords that mean sister Calculate Lay Teachers Select to calculate the number of lay teachers There are two ways to specify whom the program should count as a lay teacher e Calculate based on Teachers in School Office Select if you share a common data file with PDS School 181 S Parish Data System Office The program counts members who are entered as teachers in School Office and not designated Inactive e Calculate based on Member Keywords If selected you must specify the value you are using in the Member Keyword list to mean lay teacher The program counts members who have one or more occurrences in the Member Keyword list that means lay teacher Calculate Number of School Students Select to calculate the number of school students There are two ways to specify whom the program should count as a school student e Calculate based on Students in School Office Select if you share a common data file with PDS School Office The program counts members who are entered as students in School Office and not designated Inactive e Calculated based on Member Keyword If selected you must specify the value you are using in the Member Keyword list to mean sc
309. n the Sacrament Place Names and Addresses window click Combine 2 Inthe left column select a sacrament place to reassign 3 In the right column select the sacrament place you want to keep The left column names will be reassigned to this sacrament place 4 Click Add to List of Changes Below The item selected in the left column is removed from the list and entered in the List of Changes to be Made window The item selected in the right column is not removed It can be selected again 5 Repeat steps 2 3 and 4 for all places to combine Parish Data System 6 Review the list of changes To remove an item from the list click the change then click Remove a Change To remove all items click Remove All Changes 7 Click Combine OK to process the items selected Click Cancel to stop without processing Useful Information Regularly review the list of sacrament places for possible duplicates Print a List of Places To print a list of sacrament places addresses preferred method for receiving mail regular mail vs email and the email address click Print List Select printer settings then click OK Add Place Before adding a new sacrament place check the View Listing window to see if it has already been entered Useful Information New sacrament places can be added on a member s Sacraments window To add a sacrament place click in the Place field to enter a new name If the name is not found in the list click Add the
310. nal archive folders see Maintaining Internal Archive Backup Files To restore data from a folder 1 oR Oo On the Backup Restore Test Fix tab click Restore Data The Restore Data from a Prior Backup Wizard window displays Under Select Location of Backup select Internal Archive Folder and then select the internal archive folder that contains the backup file you want to restore In the list of backup files select the file that you want to restore Click Next Make sure that the displayed information is correct Click Advanced Restore Options to select individual files if necessary For more information see About Advanced Restore Options Click Start Restore This process overwrites the data files on your computer with the backup files that you selected Restoring Data from an Internet FTP Server If you store your backup files on an Internet FTP server you can use them to restore your data You must have an Internet connection to do this If you select this restore method PDS copies the backup file to a local location before restoring the data To delete a backup file from an Internet FTP server click Delete this FTP Backup To restore data from an Internet FTP server you must enter your FTP server information After you enter this information you can save it for future restore processes To set up your FTP server information 1 NOOR WD 8 On the Backup Restore Test Fix tab click Restore Data
311. nal data description 6 7 Click Log OK In the New Value data field enter the new data description For information on automatic logging of information changes see Initial Setup Fields and Options Viewing the Families Listing Screen The Listing Screen window displays a list of family members grouped by family You cannot edit information in this window but you can customize the columns that display To view the listing on the Information tab click Families then in the navigation pane click Listing Screen S Parish Data System 90 E R E Pe en eA A nan re rr TIRA o Abbott HaroldRuperHamaMr Head E Abbott Connie Mis OO E Abbott ConniefLynn Vasser oooi Marquis Gabriella Gabe pi a AdlenPatricia Rosen Mis Head E EE Austin Harold Donna Mr amp 124 Austin Harold hr Father 9828 E Pueblo Ay Austin Donna Chase Mis Austin Jessiea P E Siena __ Bakers Ronald Mr Father 13402 N 100th Av E Bakers Mara Clarke Mis Bakers Juliet Miss child 36 Baxter John hr Father 7062 N Via De La Coo y Baxter Mary Johnson Mis Customize View Click to customize the listing screen For more information see Changing the View in a Listing Window Print List Click to print the list of families Active Only Select to display only active families in the list Inactive Only Select to display only inactive families in the list Both Active and Inactive Select to displa
312. nd enter the information for the ACH File Offsetting Entry to create an offsetting entry If this information is not required leave the fields blank Click Save OK then Close System Processes The System Processes menu contains commands for processes that can affect many records at once This section covers the following information e Sacramental Registers e Mass Attendance e Change Area Code Wizard S Parish Data System 57 Change Case of All Information Change Names Combine Families and Members Processes User Keyword Exchange Sacramental Registers The Sacramental Registers feature is used to locate view manage and print member sacrament records all from one window This feature is purchased separately For more information visit www parishdata com sacramental_register The sacramental registers are operated from the System Processes menu after briefly defining some keyword associations on the Setup Options menu Changes made to the Sacramental Registers tabs will be reflected in the Sacraments section of the Members window and vice versa If this is the first time you have used Sacramental Registers see Preparing to Use Sacramental Registers for the First Time RELATED TOPICS Preparing to Use Sacramental Registers for the First Time Creating Sacramental Registers Adding Sacramental Records Deleting Sacramental Records Locating Sacramental Registers Editing Sacramental Records Preparing to Use Sacrame
313. nd fix data discrepancies e Data Sync Exchange data between compatible PDS programs e Online Resources Get program updates and find out the latest news and offers for other PDS programs e Help Support Search the help guide for your program Contact PDS support representatives or search the PDS Knowledge Base Buttons and Button Groups Some buttons open a specific window The Families button for instance opens the window on which you can add or edit information about a specific family Other buttons such as Keywords or Setup Options open one or more dialog boxes The selection of buttons differs on each tab Buttons are divided into groups on the tab based on related functions Favorites The Favorites button allows you to create shortcuts to sections of the program that you use frequently To view a favorite section click the favorites button in the upper left corner of the screen In the dialog box shortcuts to your favorite sections display Click a favorite to go to that section If you want to add a new favorite go to the screen for which you want to create a shortcut and click the Favorites button In the dialog box that displays click Add Favorites A shortcut is added for the section Right click a favorites item to move delete or rename it Quick Access Toolbar The quick access toolbar contains buttons for some commonly used features By default all available buttons are displayed but you can choose to hide
314. nformation displayed Click Save AUN Delete i Cancel Family Tasks Inserting a Family Picture To insert a picture On the Information tab click Families In the navigation pane click Primary Information Locate the appropriate family For more information see Locating a Record In the Picture File Name field click 5 locate the family s digital image file jpg bmp etc then click Open gt A ON F Inactive ici 3 da k Also Visible In a 4G Picture File Name EAgainey ipg amily Keywords Description gt Founding Family Gone In Summer 5 Click Save Useful Information Family pictures can be installed as a sub directory The path to the directory is pdschurch data pictures If you save pictures to this directory they are backed up each time the program makes an automatic backup Because picture files are large they take up more space on your hard drive and make the backup files larger than ordinary text files If backing up large files is a concern consider creating a sub directory outside the PDS program folder in which to store your picture files They will no longer be backed up automatically since they are not in the pictures sub directory In this case you can back them up manually 82 S Parish Data System Viewing Family Members 83 To view family members akRWNM On the Information tab click Families In the navigation pane click Pr
315. nformation in any User Detail window e A user with access to enter data should also have access to the Fix Data Discrepancies window in order to run this utility to repair a damaged database Setting the Security Method When you initially access User and Passwords you must select a security method To select a security method on the Users and Passwords navigation pane click Set Security Method Then select one of the following security methods The first time you access the Users and Passwords window you must select a security method To do so in the left navigation pane click Set Security Method then select one of the following methods Security Method The Security Method defines what the user will be asked for before they are alowed into the program There are 3 levels None The user is not asked for anything The user is asked for a name O The user is asked for both a name and a password None The user is not asked for anything Users do not enter a user name or password to access the program The user is asked for a name Users must enter a name but not a password The name must be set up under Users amp Passwords The user is asked for both a name and a password Users must enter a name and a password If the security method is set for both a name and password then each user is required to have a user name set up under Users amp Passwords Once security is set up only a security administrato
316. nnects records 1 In PDS Church Office click the Data Sync tab then Synchronize with PDS Connects 2 The Organization ID and User Name default based on your PDS Church settings Make one or more of the following additional selections e Select Get Contributions Made Online in PDS Connects to import contributions recorded by PDS Connects users e If you want the program to automatically check for changes that have been made to data since the last transfer select Get Updated Data from PDS Connects This is not necessary for your first log in but typically you should select this option Select Upload Fund Financial Information to PDS Connects to upload to the secure web server any fund changes made in Church Office From there they can be viewed by PDS Connects users 3 Click Next If you chose the first option in step 2 the Choose Contributions to Post window opens Use the grid fields to manually add any contributions that were not downloaded from PDS Connects You can also change contributions that need to be updated Click Next The Post Selected Contributions window opens Post and or print contributions Click Next If you selected the second option in step 2 the Review Changes window opens The List of Requested Changes tab displays records that have altered since you last transferred data To see the details of a record click the Details of the Current Item tab Use the left and right arrow buttons to scroll to of 283
317. not specified in this process Click Next If you selected the individual method skip to step 10 If you selected the automatic updating method use the tabs in the Select Members window to build a list of individuals For more information see Using the Selection Window Click Next Select the sacrament from the drop down list Add a Date Status required and other information as available Select Profession of Faith if one was made baptism only and a date If the sacrament was verified and a certificate is on file select those check boxes as well Click Celebrant from List to select the name of the sacrament s presider Celebrants are a keyword field To set up celebrants on the Setup Admin tab click Keywords then Celebrant Names Click Next and skip to step 14 If you selected the individual entry method select the sacrament name from the drop down list Add a Date Parish Data System 11 12 13 14 15 Status required and other information as available Select Profession of Faith if one was made baptism only and a date If the sacrament was verified and a certificate is on file select those check boxes as well Click Celebrant from List to select the name of the sacrament s presider Celebrants are a keyword field To set up celebrants on the Setup Admin tab click Keywords then Celebrant Names You can also note the Volume Number and Entry in your sacramental registry where the sacrament is re
318. ntal Registers for the First Time First while not required you should update your list of sacrament place names to get rid of duplicate entries Whenever a keyword is entered manually instead of being chosen from the drop down selections it is added to the list of available keywords even if the item is already in the list Furthermore a place might have been entered with one or more spellings St Mary s for instance might exist alongside St Marys and Saint Mary s To combine duplicate sacrament place names On the Setup Admin tab click Setup Options then Sacrament Place Names and Addresses Click Combine In the first pane select the place names you no longer wish to use Hold down the Ctrl key while clicking to select more than one name In the second pane select the place name that should replace them after combined Click Add to List of Changes Below Review the list of changes now in the third pane Click Combine OK On NOL S Parish Data System 58 Combine Sacrament Places Select a sacrament place to change Change it to this sacrament place Our Lady of Mt Carmel t Nv Rushmore Lexington KY 49Ra four Lady of Mt Carmel 823 WW Rushmore Lexington KY 49 A Our Lady Of The Lake Our Lady Of The Lake Parish Data System Inc 14425 N 19th Avenue Phoenix AZ Parish Data System Inc 14425 N 19th Avenue Phoenix AZ Resurrection 201 E Lakeview Baton Rouge LA
319. nter a phrase to describe the families such as New Registrants Export Newly Registered Families Includes families that recently registered with your organization Export the List of Deleted Families Includes families that recently left the parish Export Families in both the Parish and the Diocese Mailing List Compares the families and exports the ones found in both lists Include headers in export file Includes the column headings in the text file created Export Column Click the drop down list for each column and select the name of each column you plan to export Only the columns selected will be included in the file Reordering ID and Envelope Numbers Select this process to change ID Envelope numbers for families or members or otherwise reorganize the numbers in your database This process can help you free up unused numbers by identifying the ones being used by inactive individuals so you can reassign them You can also reorganize your numbers to comply with the needs of your envelope company 185 Parish Data System Useful Information This process cannot be run when other users are in the program To reorder ID envelope numbers On the Information tab click Families In the navigation pane click Processes In the list of processes click Reorder ID Envelope Numbers The backup dialog box displays if you have not performed a daily backup To make a backup click Yes Select e
320. nthly Every month Bimonthly Every two months Semimonthly Twice a month Quarterly Every four months Semiannually Twice a year Annually Once a year Special Other than the choices already listed When the terms are Monthly Bimonthly Quarterly Semiannually or Annually the program uses information from the Fund Setup window to determine which date the charge will be assigned Billing Period Enter the date range for the charge It cannot exceed the range of the fund period Click to select the start date and the finish date of the pledge To select how long the pledge will last click Thru For example two weeks one month or fund period after entering the start date Rate Enter the recurring amount of the charge Click to figure out how much is pledged Total The total is automatically calculated based on the billing period and the rate You can edit this field Associate with Member Select to enter the name of the family member you want to connect these charges with Electronic Fund Transfer Check this box if the family wants to have funds automatically withdrawn from an account or charged to a credit card To enter the bank and financial information for the transfer click EFT Info If you have an account with either Vanco or QuanComm you can click EFT Info to enter data directly onto the Vanco or QuanComm Web sites Keyword 1 and 2 Select one or two keywords if desired to asso
321. ntly using the program by viewing the list of users currently in the program To access this list click amp on the toolbar Along with the advantages of requiring a user name passwords e Further restrict who can access your program data A user name may not provide enough security to prevent someone from entering the program e Allow you to set which users have access to performing specific processes Additionally PDS program automatically maintain a log of user activity whether or not user names are required to enter the program Each time someone enters or exits the program or changes data an entry is recorded in the log The log displays the date time user name and activity performed When users are not required to log in all actions by all users are logged as PDS User However this makes it difficult to know who performed each activity in the log If a user s name is required to log in it is easy to identify who added a record who deleted a keyword or who changed area codes All users have access to the user activity log To view the user activity log 1 Click the Setup Admin tab then View User Log 2 To reorder the columns click Order by then select Logged Date Time User Name or Activity 3 To delete a log entry click Delete Log Entries In the Confirm dialog box enter a date in the Delete Entries Before field All entries prior to this date will be deleted 4 To print the log report click Log Report then Print 5 C
322. ntributions of what amount or more enter the beginning amount at which the IRS requires substantiation 4 In the field labeled The IRS requires substantiation for Quid Pro Quo contributions above what amount enter the amount above which the IRS requires substantiation for Quid Pro Quo contributions 5 In Should tax deductible cash contributions made to one or more funds on the same day be combined select Yes or No For example should a 150 contribution to the church and a 150 contribution to the Building Fund Drive made on the same day be combined as a 300 contribution and then require substantiation Electronic Fund Transfer Setup A company such as QuanComn in collaboration with Parish Data System PDS can process one time or recurring collections to major credit cards checking and savings accounts electronically Use this feature for weekly monthly or periodic contributions pledge drive payments or tuition and fee payments Useful Information The EFT setup windows have a privacy feature They close automatically when not in use after 90 seconds RELATED TOPICS e Setting Up and Using the EFT Feature e Electronic Fund Setup Setting Up and Using the EFT Feature There are several steps you must complete prior to using the Electronic Fund Transfers EFT feature with PDS Church Office To set up and use the EFT feature 55 S Parish Data System 56 1 Contact a clearing house company such as QuanCo
323. nts for each fund the total amounts for each fund group and activity name and a summary of payment type such as check cash or other which includes M O Visa MC or other payment descriptions entered For the Quick Posting Payments Donations process the list of report choices includes an option to omit the summary report Electronic Fund Transfer Use the electronic fund posting process to post electronic transfers made directly from the accounts of families into your organization s account Transactions posted to the Family window will be marked with one of the following values in the Check field EFT Pend Transactions posted with QuanComm or ACH file types will be marked with EFT Pend Electronic Fund Transfer Pending This is similar to an entry for a check that has not yet cleared the bank You believe that the funds are available but you will not know for sure until the check clears the bank If you use QuanComm for your fund transfers use the Check Status of Electronic Fund Transfer process to have the program automatically check the status of the posted entries and mark them EFT ISF or Error If you use another company use the report they send you to manually change the status of any EFT entry that is error or denotes insufficient funds e EFT Transactions posted with ParishPay Vanco FACTS or SMART types are supplied to you only after the funds have been received Transactions posted are marked with EFT Electronic
324. o Ministry Scheduler select a corresponding ministry from the drop down list in the Ministry Scheduler column to its right 5 Click Next A new page opens displaying a list of ministers names If you have added members to Ministry Scheduler that have not been associated with names in Church Office the program displays a dialog box If 281 S Parish Data System you want Church Office to attempt to match the new minister with a name click Yes If you prefer to make the match manually click No 6 To display the names of all ministers in Ministry Scheduler who have been associated with a name in Church Office click Show All Ministers To display the names of ministers in Ministry Scheduler not associated with a name in Church Office click Show Only Ministers Not Click Next The program searches for new ministers A dialog box notifies you of the results Click OK A new page opens By default the program selects Add next to any minister who exists in Church Office but not Ministry Scheduler If Update is selected that minister exists in both programs but there are differences in his or her data between the two programs If neither check box is selected the data for that minister is the same in both programs or the minister has not been associated with a name in Church Office 9 To complete the process click Transfer CON Field Descriptions Below is a detailed list of the fields and options on each page of the Ministry Sc
325. o all program areas If a user should have access to most program areas click Mark All Access Then clear and reset the options for the categories and subcategories that should be View Only Access or No Access Useful Information If you want to give a user the same access to every program area click Mark All No Access Mark All View Only or Mark All All Access Copying Access Privileges When you set up multiple users you can copy an existing user s access and privileges for a new user To copy access and privileges In the navigation pane click Copy Existing User then select the user you want to copy Inthe Copy an Existing User window select the user you want to copy then click Copy User Copy of user name appears in the User Name field Enter the new user name If the user access is password protected enter a password Click Save akWND Deleting a User When an employee resigns retires or is otherwise terminated from your organization PDS recommends removing the user s name and password from the program To delete a user 1 In the Users amp Passwords window display the user you want to delete For more information see Locating a User 2 In the Tasks group on the ribbon click Delete User 3 When the Confirm dialog box displays click Yes to delete the user To cancel the process click No Locating a User In offices where many users are set up in the program you can use the Navigation to
326. o contributions Print Receipts Select if you plan to print receipts for every entry This option creates a Print Receipt column on each ledger line when you post payments Select the Items to Repeat from the Previous Entry These options default the value of the previous entry to the next entry to save time You can type over the default value to change it Fund Number Select if the majority of entries post to the same fund Fund Year Select if the majority of entries post to the same fund period Date Select if the majority of entries post to the same date or if you intend to sort the entries in date order before entering them 140 S Parish Data System Activity Select if the majority of entries post to the same fund activity such as Offering Donation Pledge Payment or Tuition Amount Select if the majority of entries post with the same amount or if you intend to sort the entries in amount order before entering them Select the Following Check Boxes if You Want to Print Receipt for Every Entry Select to print a receipt for each entry Unlike the Print Receipts option this option does not create a column in the ledger Receipts for all entries are printed after posting and summary reports print Total ID Numbers Select to display a total of ID Numbers This is not the total number of ID numbers but a total of the ID numbers themselves For example if you had two families using ID numbers one
327. o insert a new style click Insert Style To edit an existing style select a style name If you inserted a new style enter a unique name in the Style Name field To edit the text of the letterhead click Edit Text The text editor displays Enter the text then format it as necessary To insert a field click Insert Field select a field name then click OK You can also double click a field name to insert it into the text To insert a graphic on the menu bar click Insert then select Graphic Image Select the file location and name then click Open To close the editor click OK Select Print the Letterhead Inside the Margins or Print the Letterhead Outside of the Margins To determine where to start printing in the Minimum Top Margin field enter a number in inches Click Save OK If you edited an existing style the Saving Style dialog box indicates that all reports currently using this style will change To save the style as a new style name so existing reports are not affected enter the New Style Name then click Save As Edit Letterhead Style Letterhead Style Names Fancy Letterhead D First custom style No Letterhead Simple Letterhead Style Name First custom style Letterhead E Print the Letterhead inside the margins Print the Letterhead outside of the margins 233 Min Top Margin in Inches 0 000 E Insert Style Delete Style S Parish Data System Lett
328. o move it To remove a field name select its name then click the left arrow lt to return it to Fields available to print To rearrange the field names under Fields you want to print select a field name then click the up and down arrows to reorder the columns or drag and drop field names to rearrange them To set the print location of each field name select the field in Fields you want to print Then under Properties of the field selected above select a position from the drop down list To adjust the width of the column adjust the number in the Width field Select Word Wrap to wrap the content of columns with long entries and avoid cutting off words In the Heading field enter a title for the selected field name To create two line headings enter the first line then press Ctrl Enter The cursor goes to a new line Then enter the second line of your heading on the new line To print a label in each field of the selected column enter text in the Left Label field PDS prints a blank line after each list item by default To print without blank lines between list items select Try to Merge Lines Together To save your settings click Save OK How Should Addresses be Handled If the report includes family addresses you can select which of the three addresses will be printed on the report 247 S Parish Data System Use the Street Mailing or Alternate Address If selected the active alternate address
329. o post a change to the Send No Mail option for a family The Send No Mail option is located in the Primary Information section of the Families window 121 Parish Data System Enter the Geographical Area You Want to Post Geographical Area 420 Note To remove the existing ares leave this blank Select a Family ID Env p3 v Family Name Babbett Joseph Agnes M M v Address 8318 N 8th St Phoenix AZ 85020 3444 Current Ares Add Family to List lt Back Next gt Cancel To update the Send No Mail option On the Information tab click Families In the navigation pane click Quick Posting In the list of processes click Send No Mail Select whether you want to use automatic or individual updating For more information see Automatic Updating vs Individual Entry Click Next If you selected the individual method skip to step 7 If you selected the automatic updating method use the tabs in the Select Families window to build a list of families For more information see Using the Selection Window Click Next 6 If you need to assign different mail statuses within the group of families you selected click the first option If you want to assign the same status to all of the families you selected choose the second option and check or clear Send No Mail Click Next Skip to step 8 7 If you chose the individual method select the Send No Mail status and the family For each family you are posting click A
330. o remove and replace information currently located in the destination memo field e Append to End Select to add the source memo field to the destination memo field without overwriting information already contained in the destination memo field 9 Click Move Fields To move the data click Yes To cancel click No 10 In the Print dialog box click Preview or Print to view the data moved Changing Letters Visits Calls Select this process to make changes to the Letters Visits and Calls data Description Type and Date fields can be viewed in the Letters Visits Etc section of the Families window Suppose for example while conducting a pledge drive you mailed two letters the second with a pledge card Within a short period of time you begin receive pledge cards from the families and you want to update the records In this case you need to change the Type for the letter sent to Positive Response This makes it possible to locate and follow up on those who have not responded by a certain date To change letter information On the Information tab click Families In the navigation pane click Processes In the list of processes click Change Ltrs Visits Calls Etc The backup dialog box displays if you have not performed a daily backup To make a backup click Yes In the first group of options to include all families that have a description in the Letters Visits Etc section of the Families window select Includ
331. o use Your Permit Number for this Class Enter the permit number assigned for the mailing class you are processing Date of the Proposed Mailing Enter the date you plan to make the mailing This date prints on all forms and helps track the date of the last CASS certification Review the date before each mailing Click to select a date Merge SCF into One Tray Select Yes or No Postal regulations suggest separating mail trays for each SCF even if there is only one mail piece per tray If you place all SCFs in one tray select Yes Use 5 digit Schemes Select Yes or No See USPS regulations for details Number of Pieces of Mail That Would Fit in a 2 Inch Package Place a rubber band around a two inch stack of mailing envelopes Count the number of envelopes and enter it Your program can estimate the number of mail pieces to place in each tray Weight of a Single Piece The weight of a single piece is difficult to determine unless you have special weighing equipment that can measure in fractions of ounces up to three decimal places If you do not have the equipment S Parish Data System 77 you can estimate the weight by weighing ten pieces and dividing the total weight by ten PDS recommends that you ask your local post office to weigh samples of various types of mailings Postage Payment Method Select your payment option from the drop down list Postage Already on Each Piece If you use a postage meter or
332. oir Ministry is ever equal to Hospitality and Ministry is 220 S Parish Data System ever equal to Baby Sitting When the report is run if Ministry is ever equal to Choir Hospitality or Baby Sitting the member s name will be placed on the report e Is never equal to The value in the field is not equal to one at least one of multiple fields entered For example two conditions are entered Sac Confirmation is never equal to Yes Sac Confirmation is never equal to Approximate When the report is run if Sac Confirmation is never equal to Yes or Approximate the member s name will be placed on the report Value This is a variable or the value you use to test the field Do not use dollar signs commas asterisks or question marks Example Fam City is in list Phoenix Glendale e Ifthe relationship is Is in list or Is not in list enter the value in quotes and separate items with a comma e Ifthe field is a keyword or table field such as City or a program controlled list such as Month of Birth click the Value hyperlink to select a variable To add report criteria 1 In the Selection Information window click the Additional Selections tab 2 To select a Conditional Relation click the All hyperlink in the Choose records where All of the conditions in the following subsection are true statement Insert conditions and subsections if any 3 To add a new condition click lt Click here to add new conditions or
333. ols to locate a specific user in S Parish Data System order to change or delete security settings To locate a user 1 In the Users amp Passwords window locate the Navigation group 2 In the Text for User Name Search box enter a few letters of the user s name or click the drop down list to select the user from the list 3 Click gt The program displays the user s information Disabling Program Security A security administrator is the only user who can disable program security A change to the Security Method window does not take effect until the program is restarted To disable program security for a user On the Setup Admin tab click Users amp Passwords Locate the appropriate user In the navigation pane click Set Security Method In the Security Method dialog box select None Click Save OK then Close Exit then re enter the program OORUN Disabling Passwords Occasionally a security administrator forgets the administrator password or some other emergency occurs that warrants an occasion to disable passwords in order to enter the program Ideally another security administrator can enter the program and reset the password If this is not an option use the Rescue program on the installation CD It contains an option to Disable Passwords You may then enter the program change the passwords and enable user security again Use the Rescue program as a last resort To run the Re
334. on If you purchased Sacramental Registers additional features are available to you For more information see Sacramental Registers To delete sacrament information OORUN On the Information tab click Members Locate the appropriate record For more information see Locating a Record In the navigation pane click Sacraments Click the appropriate tab Click Delete lt Sacrament gt Confirm the deletion Updating Ministries and Talents The Ministries Talents section of the Members window details a member s experience as a minister or person with special skills The status indicates a level of involvement or interest 103 S Parish Data System To insert a ministry or talent OoahWON On the Information tab click Members Locate the appropriate record For more information see Locating a Record In the navigation pane click Ministries Talents Below the Ministries or Talents grid click Insert In the first column click the drop down arrow and select a Ministry or Talent from the list If the ministry or talent is not on the list enter it in the field If the Not in the List dialog box opens click Add to the List to enter the item Or select an alternative from the list and click Select From the List Enter the Status Start Date and End Date if known then click Save Statuses are a keyword field To add or delete entries to the list of statuses click Manage To delete a m
335. on The Sacraments section of the Members window contains multiple tabs reflecting special date related information For each tab enter information about the sacrament You can customize the tab names For more information see Sacrament Tab Names The General Information tab contains information about the member that is common to most sacramental certificates The Date List tab displays a list of sacrament dates It includes the Name Date Status Place Address and Country where each sacrament occurred To print a brief report of sacramental information click Print To enter another sacrament click Insert To delete sacrament information select the sacrament then click Line Delete To move the sacrament information click Reorder To reorder alphabetically click Sort To enter information on the General Information tab 1 On the Information tab click Members 2 Locate the appropriate record For more information see Locating a Record 3 In the navigation pane click Sacraments 102 Parish Data System 4 5 Click the General Information tab To use information already entered about the member click Use Default Values otherwise enter information in the fields displayed Click Save To update sacrament information APUN On the Information tab click Members Locate the appropriate record For more information see Locating a Record In the navigation pane click Sacraments Click the appropriate tab t
336. ons For more information see Initial Setup Fields and Options 5 Under Sharing Data Options select one or more of the options For more information see Initial Setup Fields and Options 6 Under Fund Recap Defaults select one of the options to specify how fund totals are reported in the Recap section 7 Under Family Information enter the appropriate text For more information see Initial Setup Fields and Options 8 Click Save OK then Close Initial Setup Do Not Use Filters 0O Default Picture Subdirectory CAPOSChurchs Federal ID for Statements Optional Program Options Weekly is Weekly on Sunday Disable Add Head Spouse when Add Family Disable Family Member Name Change Help Default to Show Totals for All Funds Processes Should Affect Member Date Changed Rates can be Charges or Payments Warn if Change ID or Name Save Orderwhen Exit Program Processes Should Affect Family Date Changed Ask for Reason on Significant Changes SSIES KS KSI SSIES KS KSI Default Synchronize with Diocese to True Default Envelope Userto True Sharing Data Options Share Inactive Flags wOther Office Programs Share Date Registered wOther Office Programs Share Family Remarks wOther Office Programs KK Share Family Keywords wOther Office Programs Fund Recap Defaults Fund Recap Defaults to Totals to Date Fund Recap Defaults to Grand Totals Family Information The 2 terms below are used forthe Family Name
337. ons tab is used to select for the EZ Mail list families who have balances past due You can select up to five categories to search and you can set a minimum balance due based on the categories 217 Parish Data System Selection Family Delinquency Additional Information Selections Selections Selections Delinquency Day Categories Category 1 Morethan 30 Days PastDue Note A zero for Category 1 is considered to be zero or more days rather than more than zero days A Category 2 Morethan 60 Days Past Due Category 3 Morethan 90 a Days Past Due Category 4 Morethan 0 Z Days Past Due zero in Categories 2 thru 5 will be skipped Category 5 Morethan 0 Days Past Due Delinquent Every Selected Family Families with an outstanding balance of more than 500 00 fy that is more than 30 days old v that is more than 30 days old that is more than 60 days old thst is more than 90 days old To select delinquent accounts 1 Under Delinquency Day Categories in each of the Category drop down lists enter or select the number of days past due you want to include 2 Under Delinquent to include all families with any balance select Every Selected Family To restrict families to a minimum balance due select Families with an outstanding balance of more than and click the drop down list to enter an amount For example if you want to avoid printing delinquent statements for accounts less that 5 00 ent
338. oo To ensure you do not add a record already in the database use the navigation tools to make sure the member does not already exist For more information see Locating a Record 2 On the Information tab click Members 3 4 Inthe Tasks group click Add Member In the navigation pane click Personal Church Office ar Ele Online Resources Help Support WM Save Add afete i Cancel Member Tasks The Adding a Member dialog box displays Select Create a New Family or Add to This Family If adding the member to the current family enter the member s name in the Name field An automatic dialog box displays member information Click tJ to display member name fields Enter name information and click Apply OK If creating a new family see Using Primary Information Click Save Useful Information To view a flow chart for adding a new record click here Deleting a Member To delete a member OoahWON On the Information tab click Members In the navigation pane click Personal Locate the record you want to delete For more information see Locating a Record Inthe Tasks group click Delete Member To confirm the deletion click Yes To cancel the process click No If so configured an additional dialog box displays where you can select from a pre defined list of Reasons for Deletion and supply More Info as needed This option is configured in the Initial Setup window Cli
339. op of the window This information includes the member s ID Env number an optional second ID name address and phone number Inactive families appear in the grid in red You can resize and reorder the grid columns Click the column heading you want to move and drag and drop it in the new location The Running Total is located in the upper left corner of the window and the Batch Numbers is in the upper right corner of the window If the family has never used the fund you are posting to the program may warn and ask if you want to continue posting the entry To continue click Yes and the fund is added to the family To add funds to families without displaying the confirmation message clear Display Message when Family does not have the Fund Setup You will continue to see the fund warning in the window 142 Running Total 25 00 Enci i Batch Number 416 5 Total Entries 2 2nd ID 84828 21 1 Van Loon JeffiJeane Mishi This family does not have 14430 N 19th Ave Apt 30 this fund period set up Phoenix AZ 85023 6707 The fund will be added 602 278 9932 Number of Members 7 6 Add Change Rates View History Change Address View Mems Fund Fund Aer Chek A Honka yaa Date Activity ID Env or Name Amount con gt 1 03 06 27 2003 Offering 1 10 00 1 03 05 27 2003 Offering 4 15 00 v lt 4 gt EFT Display Message when family does not have the fund set up Insert Line Delete Line Options Print Save Post to Families amp Members Finish Later
340. ormation About Your Program You can view the following information from inside the program License Information Screen Information Dashboard View Log of User Activity List of Users Currently in Program License Information If you call customer support have your site number or registration code available To locate this information click the Setup Admin tab then License Information The Registration Information tab displays the licensee name site number and registration code along with your organization s address and other contact information Information entered here can be used when you print reports The Dealer Information tab displays contact information for the dealer who sold your program to you If your dealer provided a data file at the time of purchase you can import the dealer information Click Import Dealer Browse to the Dealer ini file and click Open Screen Information You can customize special effects screen colors and window size To change screen options click b on the quick access toolbar S Parish Data System Screen Information Special Effects Fade Text on Screens that are Not Active Animate Hover Over Tabs and Buttons Use New Method to do Screen Maximize Sound when Messages Pop Up Default Beep v Test Color Background Color Scheme Powder Blue vi Adjust Colors Screen Size Current Width and Height 798 x 599 Default Font Maximum Width and Height 1152 x 864 10 L
341. ortunity to archive credit card account information before it is removed you can use the Archive Credit Card Account Information process For more information see Archiving Credit Card Account Information To process electronic fund transfers 148 DateRange 04 07 2011 Thru oam72011 E Funds Use Fund Fund Fund Name A gt B 4 Church Contributions 2 School Tuition Bus r 3 Formation E 4 Pledge Drive v Mark All Clear All Transfer Batch Totals to PDS Ledger C Transfer to PDS Ledger Path Browse EFT lt Back Next gt Cancel 1 On the Information tab click Contributions 2 In the navigation pane click Quick Posting 3 In the list of processes click Do Electronic Fund Transfer 4 The EFT Wizard guides you through each step of the process Complete each field with your information and click Next to proceed To return to the previous window and make changes click Back For more information about the fields see EFT Fields 5 When you complete the wizard review the list of transactions you intend to process If you want to skip a transaction clear Post Info Review the list then click Next 6 To begin transmitting click Process Electronic Fund Transfer The program processes each transfer and displays a progress bar During this time the program builds and transmits the file to the company of your choice and posts the transactions to the Family window 7 When processing is complete select the reports yo
342. ose the editor click OK Click Save OK If you edited an existing style the Saving Style dialog box indicates that all reports currently using this style will change To save the style as a new style name so existing reports are not affected enter the New Style Name then click Save As Edit Closing Style Closing Style Names P Formal Mr Robert Jones Informal Bob No Closing Tina s Closing Style Name Formal Mr Robert Jones Closing Edit Text Layout Insert Style Delete Style Margin Style The margin style sets top bottom left and right margins for the report You can insert new margin styles or change or delete existing ones If an existing style changes the changed style applies to all reports using it Each margin style name must be unique 236 S Parish Data System Margin Style Style Name Smallest Margins w Edit Style Top 0 162 Left 0 162 Bottom 0 162 Right 0 160 To insert or edit a margin style In the Listing Layout window under Margin Style click Edit Style The Edit Margin Style dialog box displays To insert a new style click Insert Style To edit an existing style select a style name If you inserted a new style enter a unique name in the Style Name field Enter or edit the top bottom left and right margins Click Save OK If you edited an existing style the Saving Style dialog box indicates that all reports currently using this
343. ou have the option of sharing the family keywords list with other PDS programs 48 S Parish Data System Share Date Registered with Other Office Programs When selected you have the option of sharing the registration date with other PDS programs Share Family Remarks with Other Office Programs When selected you have the option of sharing the remarks entered in the Families window with other PDS programs Fund Recap Defaults Totals to Date vs Grand Totals Select one of these options to specify how fund totals are reported in the Recap section Family Information 1st Name in Family Name Enter a description for the first name entered in the Family Name dialog box such as Head of Household 2nd Name in Family Name Enter a description for the second name entered in the Family Name dialog box such as Spouse Program Name On the Setup Admin tab select Setup Options then Program Name Enter the name that you want to display in the title window Program Name Church Program Name Church Office Program Name window SYSTEM Church Office Title window Sacrament Place Names and Addresses 49 S Parish Data System 50 The Sacrament Place Names and Addresses window is used to add view and maintain the locations where sacraments have been or are generally performed An unlimited number of places can be added By default your organization s name and address is adde
344. ou use the Check EFT Status process with QuanComm this displays if the transaction was rejected You may also manually change any EFT entry to EFT ERROR This transaction will be ignored and is not included in the totals Member To tie a particular entry to a specific family member enter the member s name here Click the drop down arrow to display members If the member you choose has Use Separate Statement selected then a separate statement will print for the member with only the entries related to the member name Comment Enter comments If the comments are lengthy the entire comment may not display Point your mouse to the comment for several seconds to view the entire comment or click tJ to open the comment in a larger text window Batch The program automatically enters the batch number when an entry is made in this window by one of the Quick Posting processes or other financial processes C O a Member Select to indicate that the member name selected will handle the correspondence on behalf of the addressee Recaps and Totals Show Recap Totals Through Today Select to display the totals through today s date This will not include future postings Show Recap Grand Totals for All Dates Select to display the grand total including future postings For example if you enter a pledge with a date sometime in the future the total amount due rather than the amount due to date would display Billing Address
345. ount and password information in the Add New Account dialog box and click Save Close To confirm if you want to set the default account click Yes To create other accounts click Add To remove an account from the list select the account and click Delete To edit account information click Edit Click Next The program checks the account s validation The Contact Lists Name dialog box then opens for you to view the list of contacts on your Constant Contact account To create a new contact list click New To ensure that your Constant Contact list is up to date click Refresh To access the Constant Contact website click Log on In the Contact Lists Name dialog box select a contact list then click Next After the data transfer click Yes to access the Constant Contact website If you click No the Confirm dialog S Parish Data System box immediately opens In the Confirm dialog box click Yes if you want to transfer another list to Constant Contact and the wizard will then start over at step 6 in this process If you click No the Create Constant Contact Email List wizard closes Deleting Family Remarks Select this process to remove the general or confidential remarks in the Primary Information section of the Families window To delete family remarks akRWND N O 10 On the Information tab click Families In the navigation pane click Processes In the list of processes click Delete Family Remarks The backup
346. ource drop down list Your settings depend upon the capabilities of the selected printer Orientation Select Portrait or Landscape This setting determines how the image is printed on the page If the printer selected is not capable of printing in Landscape mode 11 x 8 1 2 this option does not display Margin Style Select a style from the Style Name drop down list The margin style controls the top bottom left and right margins for the page The default margin setting is marked with an asterisk To use the smallest possible margins or printable area for the selected printer select Smallest Margins To add a new margin style or to modify or delete an existing style name click Edit Style Style names can be a maximum of 40 characters When a new margin style is added it is available for all reports Page Style Select a style from the Style Name drop down list The page style controls the layout for the printed page The default setting is marked with an asterisk Use the page style options to change the print location of the page number today s date and notes You can also edit the font the options for printing horizontal and vertical lines the line spacing and the shading of the heading or alternate bands Edit Style Click to modify or delete an existing style name If you add a new page style it will be available for all reports that use a page style Notes 255 characters max Enter comments about the report The
347. p the same terms and rates based on current values In the New Year Fund Setup Process window click New Rates Click Insert Enter the old rate To advance to the second column press Tab or Enter Enter the new rate To advance to the next row press Tab Enter or Insert Enter as many rates as you need 5 To remove the selected line click Line Delete 6 To save the table of rates click Save To remove all rates and exit the window click Cancel You may return to this table to make changes until you click Process or Cancel in the New Year Fund Setup Process window ROWOND Set Up New Terms and Rates Based on Members When Set Up New Terms amp Rates Based on Members is the option selected for Transfer Change Rates new rates can be posted based on the member or family criteria you select This option is typically used when setting up rates for school or religious formation tuition For example you might have on set of rates for members in grades K 8 and another for those in high school You can also have different rates for contributing parishioners versus non members Finally you can vary rates based on how many children in the family are attending Useful Information With the exception of the following steps all other fields are optional when setting up a rate based on member criteria They should be used when they apply to the rate you are assigning To set up terms and rates based on member information 1
348. p your data before deleting fund information The program will ask you to confirm that you want to delete the fund from this screen as well as from every family using it Once begun the process cannot be halted S Parish Data System Print Click to print fund information For more information see Printing Keyword Lists Consolidate Amounts Click to conserve storage space by consolidating the financial entries into monthly quarterly or yearly totals A new dialog box opens Choose whether totals should be monthly quarterly or yearly Then select the checkboxes next to the periods you want to consolidate Usage Reports Contains two reports that print statistical information about the fund activities These reports can help you determine if an activity is rarely used or not used at all Predefined Fund Setup When adding a new fund or activity you can select from a predefined list of groups and activities The predefined lists contain some most used fund types Bishop s Annual Appeal and Capital Campaign To select a predefined group 1 In the Fund Activities grid click Insert 2 To back up your data click Yes Then to view the predefined group options click Yes 3 To select a predefined group click the drop down list To select predefined activities 1 To select activities to link to the fund select the Mark to Use check box beside each activity or to select all activities click Mark All 2 To remove activ
349. pes Date To search for a specific date enter a date To see all dates leave this field blank 111 S Parish Data System Attendance For To select an attendance keyword click the drop down list Include Members with All Attendance Types Select to include all attendance types Attendance types include Absent Present Tardy Excused and Unexcused Only Members with the Following Attendance Types Select to select a specific attendance type then click the drop down list to select the type Birthday List This easy list produces a list of members based on birth month and age Useful Information You can send personalized birthday letters each month to your members using Easy Lists Month To select a month click the drop down list Leave this field blank to print all months Include Members of All Ages Select to include all ages Include Members of the Following Ages Select to set an age range Enter the beginning age in the Start with Age field then enter the ending age in the End with Age field Different Last Names List This easy list produces a list of individuals whose last name is different from the family name The list can be based on specific member types A yellow flower PAG on an individual s record indicates that the family has a member with a different name Include Members with All Member Types Select to include all members Only Include Members with the Following Types Se
350. post all electronic fund payments that are scheduled to occur between the first of the month and the 15th enter those dates 4 Be Careful You should never choose an ending date beyond today s date Doing so can trigger transactions that are not scheduled until some time in the future and can result in insufficient funds The Date Range fields are only used with QuanComm and ACH file format Override Batch Date Used with Direct Debit File Enter the date you want to display as the post date instead of the scheduled payment date Click to select the date from a calendar File Name Used with selections other than QuanComm and ACH file format Enter the name of the file provided to you or click You must also enter the path name For example enter X StMary dat where X is the drive and StMary dat is the filename Transfer Batch Totals to PDS Ledger To transfer the total amounts from the summary report for the batch you are entering to the PDS Ledger program select this option and enter a valid path name The program creates a file that contains the batch number being posted For example if the batch is 411 the file created will be named Batch411 PFB The operator of the PDS Ledger program can run a utility to import the information in the file Save One Time Account Info Select to save account information in the One Time Electronic Fund Transfer Information window to a family s fund record To access the window click
351. posting To quickly select or clear all records click Mark All or Clear All When you are ready to post click Next If you do not want a printed report of the posted information clear the check box To post click Finish Quick Delete 200 Parish Data System Select this process to delete a member or group of members If you want to delete members from view but keep them in the database you should make them inactive instead For more information see Activating or Inactivating Members Select a Member Member Name King Joseph Mr v Grade Degree AA Age 31 Family Name King Joseph Mable M M Address 1603 W Denton Ln Apt 6 Phoenix AZ 85015 3068 Add Member to List lt Back Next gt Cancel To delete members 201 akRWN On the Information tab click Members In the navigation pane click Processes In the list of processes click Quick Delete The backup dialog box displays if you have not performed a daily backup To make a backup click Yes Select whether you want to use automatic updating or individual entry For more information see Automatic Updating vs Individual Entry Also select whether you want the deleted members to remain available for other programs or whether you want to delete them from the hard drive permanently deleting them from all programs Click Next If you selected the automatic updating method select either Remove All Members or Remove Selected Members To add
352. procedures you can perform in the Contributions window After you read a procedure if you need additional help see Contributions Window Field and Button Descriptions Adding a Fund to a Family s Record To add a fund to a family s record 1 On the Information tab click Contributions 2 Locate the appropriate family For more information see Locating a Record 91 S Parish Data System 3 7 8 9 View the finished entry Click Recap Totals for another view In the Tasks group click Add Fund es Totals for All Funds Show Totals Click the first drop down list next to Fund to select a fund Then click in the second field to select the appropriate period If you want to charge the family a particular amount automatically you can add terms and rates Click Add Rate then select the terms using the fields to the right To add a keyword phrase such as On Fixed Income click the drop down arrow next to Keyword 1 The keyword helps to quickly identify this fund or family If a transaction has been made you can enter it now For example a family made an offering of 20 00 on January 1 2008 using check number 100 Click Save Recording a Contribution To record a contribution OoahWNDM On the Information tab click Contributions Locate the appropriate family For more information see Locating a Record Click Funds Used then select the appropriate fund Inthe bottom grid click In
353. process to run without scheduling a Windows scheduled task It will run when you first open the program on the day or days you schedule 263 S Parish Data System Setup Automatic Backup Options Select Backup Day s Sunday v Monday Automatic backups are performed by the program as an extra precaution v Tuesday They do not require input on your part Select the day s you wish this to Wednesday happen and the program will do it automatically when the program is started Thursday on the scheduled day The program will also backup the data if it has been Friday longer than one week since your last backup Saturday Internal Archive Folder CAP DS ChurchiBac kup wWeek a 7 Browse Note All users must have Read Write Create and Delete privileges for the folder selected Internal Archive Files O Minimum Low level of protection Data iskept for 1 year This uses the least amount of hard disk space Moderate Recommended level of protection Data iskeptfor3 years This uses a moderate amount of hard disk space O Maximum High level of protection Data is kept for 7 years This uses the most amount of hard disk space Close To schedule an automatic backup 1 2 3 On the Backup Restore Test Fix tab click Backup Options The Setup Automatic Backup Options dialog box displays Under Select Backup Day s select the days of the week on which you want to create an automatic backup To select
354. processes throughout the program This section covers the following information The Setup Options Menu ID Num and Env Num Options Initial Setup Program Name Sacrament Place Names and Addresses Sacrament Tab Names Title Definitions Unit Name Definition E Mail Setup Batch Number and Tax Limit Information Electronic Fund Transfer Setup The Setup Options Menu To access the Setup Options menu on the ribbon click the Setup Admin tab S Parish Data System Setup Admin Backup Restore Test Fix Data Sync E ah E a1 t View User System 7 Bulk Mailing Log Processes amp CASS ID Num Eny Num Options Initial Setup Program Name Sacrament Place Names and Addresses Sacrament Tab Names Title Definitions Unit Name Definition E Mail Setup Batch Number and Tax Limit Information Electronic Fund Transfer Setup ID Num and Env Num Options This window is used to set up display and assignment options for ID Envelope numbers Selections made to this window affect the Families Primary Information window To customize ID Envelope numbers 1 On the Setup Admin tab click Setup Options then click ID Num Env Num Options 2 Under Family Information select an option for displaying second IDs in the Families window You can select one of the following options e Display Second ID numbers e Do NOT display Second ID numbers To allow the user to view the second ID number in the Families window but not chang
355. r ID field enter your host server user ID In the Password field enter the password for your host server user ID Inthe Maximum Number of Backups to Keep on Internet FTP Server field if necessary enter the number of backups that you want to store on the server Click Start Backup ONOO o Restoring Data from a Previous Backup Sometimes it s necessary to restore data from a backup file If for example you enter a large amount of incorrect data you can restore a previous version of the data and enter the correct information Restoring data can be a better option than fixing the multiple incorrect entries in your current files You can use restore functions to move data to a newly purchased computer on which you install PDS You can also use a backup to replace files lost due to hard drive failure or file damage You cannot restore backup data from read only media such as CD ROM disks To restore data included on read only media copy the file to a rewritable drive and then clear the Read only option in the Microsoft Windows file properties dialog box For more information see your operating system documentation 4 Be Careful When you restore data from a backup you overwrite data entered after the backup was created Restore Data from a Prior Backup Wizard Warning This will restore data for all programs sharing the same data file Select Location of Backup i PPPS rs eee Folder Browse QO Dive Bie O Specific
356. r can change the method User information is not erased when security is turned off Parish Data System 18 Useful Information Changes to the security method do not take effect until you exit the program and re enter it Setting Up Users and Passwords After planning user names and passwords begin the process of setting up your organization s users in the program ox HRY BSB amp o x Parish Data System Church Office rome m e lt Information Setup Admin Backup Restore Test Fix Data Sync Online Resources Help Support a amp amp A Text for User Name Search Msave aad j poa Order by User Name X Utili License Fund Users amp K ae Setup hk A i Cancel Q Delete ty Information Setup Passwords YWOr Options H gt User Setup Navigation Tasks 7 k User Name Eob i C inactive z Password XXX Access and Privileges _______ Individual Fund Access Security Adm Oys No User Preferences Phone Number Fl unlisted Ae No View Only All a Copy Existing User Access Access Access Program Area Set Security Method gt Vv E i Dashboard E Print Worksheet Vv a E Family Member Statistic Exit Vv E r Contribution Statistic aLi VeL Vv i E Dashboard Setup E vi Vv Families E i Vv Family Windows amp Reports E I Vv Confidential Fam Remarks IV T E Family Posting v E Area Posting Vv ri Post Family Keywords IV E r Family Pictures v r E Synchronize With Diocese Vv a x
357. r individual updating For more information see Automatic Updating vs Individual Entry Click Next If you selected the individual method skip to step 7 If you selected the automatic updating method use the tabs in the Select Families window to build a list of families For more information see Using the Selection Window Click Next If you need to manually select which families to synchronize within the group of families you selected click the first option If you want to assign the same synchronization status to all of the families you selected choose the second option and check or clear Synchronize with Diocese Click Next Skip to step 8 If you chose the individual method select the Synchronize with Diocese status and the family For each family you are posting click Add Family to List and repeat the process When finished click Next Review the list of families In the Post Information column select the check box to mark the record for posting To quickly select or clear all records click Mark All or Clear All To edit the family s synchronization status select or clear the check box in the Synchronize With Diocese column To add another family to the list click Add Family to List When ready to post click Next In the Ready to Post Information window select the check box if you want a printed list of the posted information To post click Finish Posting the Send No Mail Option This process is used t
358. r more funds Only those funds listed in 250 S Parish Data System this field will be included in the report If you leave these fields blank the report may have missing or incorrect information Add a Fund to This List There are two ways to indicate funds to print 1 Enter the funds separated by commas For example enter 1 4 9 2 To display a list of possible funds click Add a Fund to This List To select a fund from the list click the fund Repeat this process to add more funds Specify How to Print the Group As you add funds to the list of funds to print the fund activity groups are included For each financial report you print you can include or exclude fund activity groups For example you can produce a report that prints donations pledge payments and extra contributions but does not print miscellaneous activities such as special collections and ISF checks There are four choices for billing statements 1 To exclude activities in the selected fund group select Don t Include Group in the Report The report will not print the activities in that group even if the family record has entries for them 2 To place the total amounts for the group in the monthly breakdown at the top of the statement select Use in Monthly Breakdown and Recap One line of totals will also print for the group in the recap at the bottom of the statement 3 To exclude the group in the monthly breakdown at the top of the statement select Gro
359. r the rectory unless it is the same as the parish address Select Suppress from print to notify Kenedy that you do not want this information included in the directory School Address If your organization is a school or has a school enter its address information here If you chose to calculate the number of sisters brothers and school students those figures are also displayed on this page Select Suppress from print to notify Kenedy that you do not want this information included in the directory Catechesis Religious Program Formation information should be entered here If you have chosen to calculate the number of catechetical or religious education students that figure is also displayed on this page Select Suppress from print to notify Kenedy that you do not want this information included in the directory Mission and Nursing Home If you have a mission or nursing home enter the information here Additional Addresses Enter any addresses that you have not yet specified Select Suppress from print to notify Kenedy that you do not want this information included in the directory Sales Kenedy requests but does not publish this information Statistical Overview If you chose to have the program calculate statistics the totals show here based on the data entered in the program At this point you can still overwrite the values in the fields manually if you believe they are not accurate Vital Statistics Similarly thes
360. rently marked inactive select Yes To exclude families that are marked inactive click No Should a New Fund Period be Opened If a family does not have any balances overpayments prepayments or precharges in the fund activity groups you specified you can add the new fund period to the list of family funds To add the new fund period to the list of family funds select Yes To prevent the new fund period from being added to the list of family funds select No Specify Activity Names for Group Title As you select each fund in the upper section of the window the group titles update in the lower section of the window Select an option from the How to Carry Forward drop down list for each group title Depending on the option you select you might also need to select an activity to place the balance in Skip Group You must select an activity Use this option when you do not want to carry forward any amounts from the group Balance Select an activity name for the balance from the Put Balance into Which Activity drop down list The activity must be one of the following types Charge Hours Pledged Refund or Ignore Balance amp Overpayment Select an activity name from the Put Balance into Which Activity drop down list This activity must be one of the following types Charge Hours Pledged Refund or Ignore Next select an activity name from the Put Overpayment into Which Activity drop down list This activity must be one of the fol
361. rform an automatic backup on the same day as your Windows backup This prevents the PDS backup from occurring when the program opens because the backup is previously performed by Windows For more information on setting automatic backups in PDS see Scheduling an Automatic Backup in Your PDS Program 17 Enter your email address if it is not already entered in the License Information window You can do this by clicking License Information on the Setup Admin tab If the program cannot perform a backup because someone left a computer on an e mail is sent to the person s address to report the problem Manually Backing Up Your Current Data The Backup Restore Test Fix tab is located on the ribbon In the Back Up Current Data dialog box you can view the date and time of and the reason for the previous backup Information about the previous backup displays as in the dialog box below 268 S Parish Data System Back Up Current Data Warning This will back up data for all programs sharing the same data file Last Backup Sat Jun 7 2008 at 9 22 AM User Requested Backup You should back up your current data periodically for safety reasons This process makes an exact copy of your data that you can restore later For further protection the program automatically saves another copy of the backup into an archive on your hard disk Backup Reason ser Requested Backup Backup Method Back up to a selected drive Erase prior backups on tha
362. rge is a fee or other charge that is not recurring such as a late fee or registration fee If the fee has been paid but needs to be refunded the action of refunding the fee in effect brings back the charge An additional entry is needed to correct the charge For example a family paid the bus fee for their child s field trip However the trip must be cancelled so the family is entitled to a refund of the fee To refund a fee 1 Check to see if the group includes a refund activity If not add it 2 Post a refund entry in Rates History Keywds 3 Change the fee amount to 0 00 Refund with a Recurring Charge Refunding a payment that is part of a recurring charge such as a pledge drive is handled differently than a one time charge In a recurring charge you should post the refund but you should not change the amount due to zero Because this is a recurring charge the family is still obligated to pay the amount for the time period If you need to refund money and stop the pledge you should not only post the refund but also use a Rate Change to set the rate to zero effective on the date of the last fully paid period For example a family pledged 100 per month for one year It is March but they paid through April Because they are leaving the church they requested a refund of April s payment To refund the money and stop the pledge 1 Issue a refund activity in Rates History Keywds after the pledge payment activities 2 Post
363. ring Chg Offering Terms Weekly History Rate 25 00 z Mambhar Add Member to List lt Back Next gt Cancel To post member fees APUN o On the Information tab click Contributions In the navigation pane click Quick Posting In the list of processes click Post Member Fees Select whether you want to use automatic or individual updating For more information see Automatic Updating vs Individual Entry Click Next If you selected the individual method skip to step 7 If you selected the automatic updating method use the tabs in the Select Members window to build a list of families For more information see Using the Selection Window Click Next Enter the Date Posted to and select a Fund Identifier and Fee Name from the drop down list Enter an Amount and a Comment if any If you selected the automatic method click Next and skip to the next step If you selected the individual entry method also select a Member Name from the drop down list To add another member to the post click Add Member to List Click Next Review the list of records In the Post Information column select the check box to mark the record for posting To quickly select or clear all records click Mark All or Clear All When you are ready to post click Next lf you do not want a printed report of the posted information clear the check box To post click Finish Entering Pledge Cards The Quick Posting process
364. ring data this option is not displayed Click Next S Parish Data System 6 7 8 9 If you selected the automatic updating method select either Remove All Families or Remove Selected Families To add more conditions to the family selection click lt Click here to add a new condition gt For more information see The Family Selections Tab Click Next If you selected the individual entry updating method select a family from the Family Name drop down list Click Add Family to List Repeat this process until you finish adding families Click Next Review the list of families In the Delete Family column select the check box to mark the record for posting To quickly select or clear all records click Mark All or Clear All When you are ready to post click Next If you do not want a printed report of the posted information clear the check box To post click Finish Creating a Constant Contact Email List PDS has a parternship with Constant Contact to help you build and maintain effective email lists for your parish Select the Create Constant Contact Email List process to create and update Constant Contact email lists Useful Information You must have a Constant Contact account before you can create edit Constant Contact email lists from within PDS programs To create a constant contact account please visit www parishdata com groupreach To create a new Constant Contact email list af 11 12 13 14 15
365. rname Entries ET epson ___ E Er E Unposted batches E an Bf seoza pos x o oo o sejo ae Payments in batch 512 Delete from List Add New Batch Use Existing Batch To delete an unposted batch 145 AUN ou On the Information tab click Contributions In the navigation pane click Quick Posting Click Payment Donation Entry If one or more batches have been started but not yet posted the List of Quick Posting Batches displays In the top grid select the batch to be deleted Click Delete from List To confirm click Yes To cancel click No S Parish Data System Quick Post Field Names and Descriptions Fund Number Enter a fund number or click the drop down list to select the number of the fund you want to post the information to A fund must be set up in the Fund Setup window before it can be used in this quick posting process If you want the fund number to repeat automatically for each entry select Fund Number in the Options window You can restrict which funds a particular user of the PDS Church Office program can post to by limiting his or her access rights in the Users amp Passwords section of the Setup Admin tab Users can only post to funds to which they have All Access For more information see Access and Privileges Fund Year Enter the fund period or click the drop down list to select a fund period Date Enter the date the entry should post If no entry is
366. rocess overwrites the data files on your computer with the backup files that you selected Restoring Data from a Specific Folder You can restore data from backup files located in specific folders If you use this restore method you must select the folder that contains the backup files To restore data from a folder 1 oot On the Backup Restore Test Fix tab click Restore Data The Restore Data from a Prior Backup Wizard window displays Under Select Location of Backup select Specific Folder In the Folder field enter the file path to the folder that contains the backup file To select the file location click Browse In the list of backup files select the file that you want to restore Click Next Make sure that the displayed information is correct Click Advanced Restore Options to select individual files if necessary For more information see About Advanced Restore Options Click Start Restore This process overwrites the data files on your computer with the backup files that you selected Restoring Data From an Internal Archive Folder When you create backups of data PDS also stores copies of the files in internal archive folders on your hard drive PDS maintains backup files in the following internal archive folders e Weekly e Monthly 272 S Parish Data System e Quarterly e Yearly You can restore data from backup files located in internal archive folders For more information about inter
367. ronic Funds Transfer information can be allowed if you set term rates because EFT information is attached to a specific rate To transfer the EFT information from the current fund to the new fund select Yes How is the Last Period to be Handled The oldest fund period can be deleted combined or left untouched You can select an option for handling the last fund period from the How is the Last Period to be Handled drop down list Delete Oldest Fund Period Select to remove the oldest fund period from the Fund Setup window and from all Family Fund windows Combine Two Oldest Fund Periods Select to combine the two oldest fund periods into a single fund period No information is deleted This option extends the oldest fund period to include the next oldest period For example if the oldest fund periods are 1 07 01 2007 12 2007 and 1 08 01 2008 12 2008 this produces one fund period 1 07 01 2007 12 2008 Leave All Fund Periods Unchanged Select to leave all fund periods in the data 169 S Parish Data System Set Up Terms and New Rates Based on Current Values When Set Up Same Terms amp New Rates Based on Current Values is the option selected for Transfer Change Rates you must store a table of old and new rates Only families who have an old rate for the current fund period will have their rates changed to the new rate If a family does not have an old rate their new rate will be set to the current period value To set u
368. rt wizard select Include Billing Copies Logging Your Letters and Statements You can keep a record of each financial statement or letter sent to families or members After letters or statements are printed the Log the Letter Label dialog box opens The information about letters and financial statements is logged in the Letters Visits Etc section of the Families window for families and the Members window for members 244 S Parish Data System Log the Letter Label On the Family Detail screen there is a place to record Letters Visits Calls Etc Fill in the following information and click on the Log the Letters button if you wish to enter a record that this letter was sent Click the Don t Log the Letters if you do not wish to keep a record of this letter Description Monthly Donor Substantiation Log the Letters Labels and Mark Them as Don tLog the Letters Labels To log correspondence 1 Create your letter using the applicable report process At the end of the process the Log the Letter Label window opens 2 Enter or edit the Description 3 Select Log the Letters Labels and Mark Them as and or Log the Emails and Mark Them as To select a Description such as Final Reminder or Follow Up Thank You click the drop down list 4 Click Log the Letters Labels To exit without logging correspondence click Don t Log the Letters Labels Listing Reports and Certificates Listing
369. s How Should Addresses Be Handled If the label prints the lt Fam Address Block gt lt Fam Address 1 gt lt Fam Address 2 gt lt Fam City gt lt Fam City Only gt lt Fam State Only gt or lt Fam Zip gt fields you can select which of the three addresses to print 255 S Parish Data System e Use the Street Mailing or Alternate Address If selected the active alternate address will print first If there is no active alternate address the program prints the mailing address If there is no mailing address the program prints the family s street address Use Just the Street Address Select to print the family s street address Use Just the Mailing Address Select to print the family s mailing address Use Just the Alternate Address Select to print the family s alternate address Use Just the Street or Mailing Select to print the family s available mailing address If there is no mailing address the program prints the street address The program does not print an alternate address Date Used in Checking for Alternate Address and Other Date Calculations When Use the Street Mailing or Alternate Address is selected enter the date you expect the correspondence to be mailed The date entered in this field determines if a family s alternate address should be used instead of their mailing or street address For example if a family lives at the coast during the months of June and July of this year you would
370. s For the information to be useful it must be filtered and sorted to meet the necessary requirements 211 S Parish Data System The reporting process begins when you select a report The report wizard leads you through several dialog boxes In the first dialog box you set the name and description and make printer selections In the second dialog box you select various options that affect page layout and formatting styles In the final dialog box you select criteria that determine the families or members to be included in the report The content and look of a report depend upon the criteria selected before the report is printed Since there are so many options it is necessary to organize and save specific selections so they can be reused in other reports This section covers the following information The Select the Families Window The List of Selections The Selection Information Tab The Family Selections Tab The Member Selections Tab The Delinquency Selections Tab The EZ Mail Selections Tab The Additional Selections Tab The Select the Families Window The Select the Families window is divided into two parts e The List of Selections displays previously saved selections that were created for this report Command buttons allow you to add delete copy reorder or save selection types e The tabs contain options and conditions that determine which families will print on the report The following tabs may display depending on the t
371. s P 1 Inch All Around 1 2 Margins 1 4 Margins Coupon Booklet Margins Style Name 1 Inch All Around Margins in inches Top 1 000 fi Left Bottom 1 000 fa Right Insert Style Delete Style Useful Information Use a margin setting of 0 000 to print at the smallest margin for the selected printer Sacramental Certificates To locate certificate reports click Reports in the navigation pane of the Members window You cannot modify existing certificate reports but you can copy them Once copied they can be modified You can select specific individuals to print a certificate for by entering the sacrament date For example to print confirmation certificates for individuals who were just confirmed use the date of confirmation or a range of dates When printing sacramental certificates the report wizard guides you to a selection window in this case called Select the Certificates There are three ways to select individuals who need certificates e Selection Information e Member Selections e Additional Selections For additional information using these selection criteria see Using the Selection Window Useful Information The forms used for printing on the backs of baptismal certificates include Blank Baptismal 2 across Back Page Full Page Baptismal Back Page and Blank Full Page Baptismal Back Page 249 Parish Data System Financial Listing Reports Financial listing reports have
372. s You can usually store an entire backup on one high capacity disk Useful Information The PDS program does not delete older backup files from high capacity disks You must delete old files manually To back up current data on high capacity disks 1 On the Backup Restore Test Fix tab click Backup Data 2 In the Backup Reason field enter a brief description of the backup This can help you to decide which backup to restore in the future 3 Select Back up to a specific folder 4 Inthe Backup Folder field enter the location of the high capacity disk drive on which you want to store the backup or click Browse to select the location 5 Click Start Backup Insert additional disks if necessary Creating a Backup File on an Off Site Server If you have an Internet connection you can create backups of your current data on off site Internet servers To back up current data on an off site Internet server 1 On the Backup Restore Test Fix tab click Backup Data 2 In the Backup Reason field enter a brief description of the backup This can help you to decide which backup to restore in the future 3 Select Back up to an Internet FTP Server 4 In the Backup Folder field enter the name of the destination folder on the host drive To use the default 270 S Parish Data System folder for the ID leave this field blank In the Host field enter the name of the FTP server This can be either a URL or an IP address In the Use
373. s only families assigned an ID Envelope number within this range This option does not work well with ID Envelope numbers that contain non numeric characters e Active and or Inactive Families You must select one of these By default Include Only Active Families is selected The program counts only families with the activity status indicated e Include Church Office Formation Office School Office Families If other PDS Office products share your data you have the option to count families in the program selected Only programs with which you share data are displayed Members to Include in Calculations Use the selections in this section to determine which families should be counted e Active and or Inactive Members You must select one of these By default Include Only Active Members is selected The program counts only members with the activity status indicated e Include Members in Church Office Formation School If other PDS Office products share your data you have the option to count members in the programs selected Only programs with which you share data are displayed Calculate the Number of Registered Parishioner Households Select to calculate the parishioner households You can also limit the search to Only Envelope Users if applicable Calculate the Number of Individual Catholics Select to calculate the number of individual catholics If selected you must select one or more Keywords that mean Catholic This as
374. s an extra line between each family member or fund e Gray Heading Shades the headings area Gray Alt Bands Alternates light gray and white rows 6 Click Save OK If you edited an existing style the Saving Style dialog box indicates that all reports currently using this style will change To save the style as a new style name so existing reports are not affected enter the New Style Name then click Save As 246 S Parish Data System Edit Page Style P Normal Format Compressed Format Condensed Format Internal Report Style Tape For Calculator General Information Fonts Lines and Shading Style Name Normal Format Page Position Bottom Right Today s Date Bottom Left Note Position Bottom Center Insert Style Delete Style Listing Layout Fields to Print The Modify the List of Fields to Print button is not available until a new listing report is added or copied In PDS version 6 products the List of Fields to Print dialog box opens by default when you add a new listing report To select fields to print on a new or copied listing report 1 In the Listing Layout window click Modify the List of Fields to Print 2 Under Fields available to print double click the field names to move them under Fields you want to print 10 or click the field name and drag it into Fields you want to print You can also select a field name and then click the right arrow gt t
375. s field 7 Enter the Total Attendance the Adult Attendance and the Child Attendance Attendance can be gathered by using a sign in sheet These fields are options 8 To enter the name of the Celebrant click the drop down list and select a keyword You can enter a new keyword in this field 9 To indicate there was a choir at the Mass select Choir This is a user defined check box and can be changed to match your needs The default is Choir 10 Enter the Total Collection and Notes 11 Click Save OK Delete Attendance Line To delete an attendance item in the Mass Attendance window click Delete Attendance Line then Yes Filter Mass Attendance You can filter the Mass Attendance list in order to find specific meetings To filter a list for a specific group Click Filter List In the Quick Attendance Filter dialog box in the Mass Name drop down list select a meeting name Select any other options about the meeting you want to use as a filter Click Lookup OK ROD To clear a filter 1 Click Filter List then Clear List 2 Click Lookup OK Graphs Lists and Statistics When you track attendance you generally need a way to produce the results to share with board members or others Prior to creating a graph or printing statistics filter the list so only the meetings you need display Then to display an attendance graph click Show Graph To print a list of meetings and their attendance statistics click Print
376. s that are true for any of the conditions in that section or subsection will print This is the same as a logical OR None If none of the conditions are true in that section or subsection then the family member will be printed This is the same as a logical NOR RELATED TOPICS Condition Elements Condition Elements Conditions have three elements Field Operator or Relationship and Value Field Relationship Value 3 Fam Msiling Address Line 1 is equsl to 1825 Mars Hill Circle Field To select a field click the field hyperlink to view a list of fields pertaining to the type of report you selected Click the triangle next to a group to see the fields within it The fields you select determine the list of values you can then choose from When creating a member report if you clicked the first field expanded the Mem list and chose Is a Parent your choice of values would be limited to Yes or No If on the other hand you chose Ethnicity the list of possible values is much greater The condition statement Mem Is Parent is equal to Yes produces a list of all members who are parents When building conditions right click on the field name to view a popup containing more detail about the field Relationship This is a logical mathematical operator such as lt or gt Is equal to Field Value Example Fam City is equal to Phoenix Is not equal to Field Value Example Fam State is not equal to Arizona This re
377. s window Print Worksheet in the Users and Passwords window All Contribution Processes Family Processes and Member Processes To print an internal program report 1 From one of the program areas listed above click Print 2 To view the report before printing click Preview 3 To print the report click Print Print List or Log Report 4 Select print list options and click Print RELATED TOPICS e Print List Print List 208 Parish Data System Each internal report has a custom Print List dialog box The settings selected in the Print List dialog box are saved on each computer and recalled the next time you print the report Print List Printer Default v Properties Paper Orientation Size A1 594 x 841mm Portrait Source Default Landscape Margin Style Style Name Smallest Margins v Edit Style Top 0 162 Left 0 162 Bottom 0 162 Right 0 160 Page Style Style Name Internal Report Style v Edit Style Notes Printer Select a printer name from the drop down list To add or remove a printer refer to your Microsoft Windows Help or your printer manual for instructions Properties Click to set such items as the number of copies and print quality These items are printer specific Refer to your printer manual for more information Paper Select the size of your printer paper from the Size drop down list Select your paper tray from the S
378. save them Click Next 286 Parish Data System 3 oo 10 If your diocese requires you to indicate one to one matches between your keywords and theirs also known as mapping a window titled What information is being transferred displays if not continue to step 5 For each Keyword to Map on the left select a valid Diocesan Keyword to correspond with each Church Keyword To see the list of diocesan keywords place your cursor in that field and click the down arrow Any keyword not mapped will be sent as other When you have mapped the keywords click Next Useful Information You can synchronize user defined keywords with your diocese as long as the titles of the keyword lists match in both programs For example if you have set up a Religion keyword list if your diocese also has a Religion keyword list you can synchronize that information If you try to synchronize a user keyword list that does not match a list in the diocesan program an error dialog box displays and the program tells you what the user keyword list title should be At this point you may see one of the following windows if not continue to step 5 e Information on Ministries one grid window If you see this page the diocese requests ministry information Select the ministries for which you want to transfer information If you track talents as ministries select the check box to transfer them e Information on Ministries two gri
379. scue program Insert the program CD into your CD ROM drive Click Start then select Run Click Browse Browse to X Church Rescue ResqPDS exe where X is the drive letter of your CD ROM Click Open Click OK When the Rescue program starts click Next If you have more than one PDS program installed on your computer select the option that describes the program for which you need to unlock passwords On the Disable Passwords tab click Disable Passwords then click OK The passwords are now disabled You may enter the PDS program and reset passwords To reset the passwords on the ribbon click Setup Admin then select Users amp Passwords For more information see Setting the Security Method NOOR WD a 00 Keywords Keywords represent data that is used many times in the program Keywords are saved in list groups and simplify data entry eliminating the possibility of spelling errors and inconsistent usage You have control over each keyword list Terms can be added or deleted from the lists as needed and similar terms in the list can be combined Examples of keywords include city state names phone descriptions and types of addresses 22 Parish Data System 23 This section covers the following information The Keyword Menu The Keyword Dialog Box Inserting Deleting and Combining Keywords Printing Keyword Lists Keyword Descriptions The Keyword Menu On the ribbon on the Setup Admin tab click Ke
380. ser Posting Second ID Numbers Posting Geographic Areas This process is used to post or remove existing geographical areas You can view a family s geographic area in the Families window 117 Parish Data System Enter the Geographical Area You Want to Post Geographical Area 42C Note To remove the existing sares leave this blank Select a Family ID Env 23 v Family Name Babbett Joseph Agnes M M v Address 8318 N 8th St Phoenix AZ 85020 3444 Current Area Add Family to List lt Back Next gt Cancel To post or remove geographical areas kRWwOND o On the Information tab click Families In the navigation pane click Quick Posting In the list of processes click Area Posting Select whether you want to use automatic or individual updating For more information see Automatic Updating vs Individual Entry Click Next If you selected the individual method skip to step 7 If you selected the automatic updating method use the tabs in the Select Families window to build a list of families For more information see Using the Selection Window Click Next If you need to assign different geographic areas within the group of families you selected click the first option If you want to assign the same geographic area to all of the families you selected select the second option and enter the area Click Next Skip to step 8 If you chose the individual method enter the area and select
381. sert Style Delete Style Inside Address Style 234 S Parish Data System The inside address style customizes a letter s inside address or salutation Examples of letter salutations include To Whom It May Concern Ladies and Gentlemen Attention Name Dear Name Inside Address Style Style Name Family Formal Name w Edit Style To insert or edit an inside address style 1 of OP NO In the Letter Layout window under Inside Address Style click Edit Style The Edit Inside Address Style dialog box displays To insert a new style click Insert Style To edit an existing style select an inside address style name If you inserted a new style enter a unique name in the Style Name field To edit the text of the inside address click Edit Text The text editor displays Enter the text then format it as necessary To insert a field click Insert Field select a field name then click OK You can also double click a field name to insert it into the text To close the editor click OK To save your settings click Save OK If you edited an existing style the Saving Style dialog box indicates that all reports currently using this style will change To save the style as a new style name so existing reports are not affected enter the New Style Name then click Save As Edit Inside Address Style Inside Address Style Names Family Informal Name Family Informsl Name With C O gt Family Nam
382. sert to add a new line Enter the information in the grid associated with the contribution Click Save Useful Information The history grid is only one way to update fund activity Typically you should enter contributions using Quick Postings For more information see Contribution Quick Posting Deleting a Fund from a Family s Record To delete a fund from a family s record akRWND On the Information tab click Contributions Locate the appropriate family For more information see Locating a Record Click Funds Used then select the appropriate fund In the Tasks group click Delete Fund Click Yes to confirm Viewing and Printing a Family s Fund History To view and print a family s fund history 92 Parish Data System 93 akRWND On the Information tab click Contributions Locate the appropriate family For more information see Locating a Record In the navigation pane click View Print Select the view and filter using the options at the bottom of the window Click Print Entering a Billing Address To enter a billing address OoahWN On the Information tab click Contributions Locate the appropriate family For more information see Locating a Record In the navigation pane click Billing Address Click Funds Used then select the fund this billing address applies to Complete the name and address fields and click Save Click Add for each a
383. ses click Erase Attendance The backup dialog box displays if you have not performed a daily backup To make a backup click Yes Select Erase All Attendance Types or Erase the Following Attendance Type then select a type from the drop down list This list uses entries from the Attendance For Names keyword list To add or delete entries in this list click Manage Select Search for All Attendance Dates or Search for Attendance in the Following Date Range then enter a Begin Search With date and an End Search With date Click to select starting and ending dates Click Next Select Process All Members or Process Selected Members To add conditions to the member selection click lt Click here to add a new condition gt For more information see The Additional Selections Tab Select also whether to include active inactive or both types of members Click Next Review the list of members In the Erase Information column select the check box to mark the record for posting To quickly select or clear all records click Mark All or Clear All When you are ready to post click Next lf you do not want a printed report of the posted information clear the check box To post click Finish S Parish Data System Printing Reports Reports combine and organize your organization s most important information into an easy to read printed format You can then share reports with each other or use them for presentations Many options
384. splays if you have not performed a daily backup To make a backup click Yes Enter the beginning grade in the Begin Promotion with Grade field and enter the last grade in the End Promotion with Grade field To change the member type for graduating students select Change the type for those currently in the last grade listed below from Child to Young Adult To change the member s relationship status select Also change their Relationship to then select a description such as Adult From one of the following options select to promote Only Active Members Only Inactive Members or Active and Inactive members To add a new grade for promotion to the list click Insert To delete a grade from the list select the grade then click Line Delete Click Next Review the list of members In the Selected column select the check box to mark the record for posting To quickly select or clear all records click Mark All or Clear All You can edit the New Grade column When you are ready to post click Next If you do not want a printed report of the posted information clear the check box To post click Promote Members Changing Talents Select this process to update member talents You can update the status or dates and remove talents from the list You can also select members with certain talent names or dates and apply conditions or restrictions to their listing This process does not post new entries to the Talents window Use
385. ss 9708 E Via Linda Relationship Adult Age 27 Grade Degree 13 To post background check information 136 AUN o On the Information tab click Members In the navigation pane click Quick Posting In the list of processes click Safe Environment Background Check Select whether you want to use automatic updating or individual entry For more information see Automatic Updating vs Individual Entry Click Next If you selected the individual method skip to step 7 If you selected the automatic updating method use the tabs in the Select Members window to build a list of individuals For more information see Using the Selection Window Click Next If you need to assign different background information in the group of individuals you selected select the first option click Next and skip to step 8 If you want to assign the same information to all of the individuals you selected select the second option then enter the information The values in the Description field use entries from the Background Check Descriptions keyword list To add or delete entries in this list click Manage Click Next and skip to step 8 lf you selected the individual entry method enter the background check information The values in the Description field use entries from the Background Check Descriptions keyword list To add or delete entries in this list click Manage Select a Member Name from the drop down list If posting
386. ss can be run at night when no one is using PDS For instructions see Scheduling Automatic Backups for Off Hours using Windows To add new sections to the dashboard On the Information tab click Dashboard In the navigation pane click Dashboard Setup Click Add Section and use the drop down list to select the item you want to add Adjust the appearance of the section using the options in the lower half of the window Enter the ID numbers for records you want to display on the dashboard for this section Use commas between the numbers For a range of numbers use a colon To display records for families with IDs between 500 and 1000 for instance enter 500 1000 akWOND View Log of User Activity The log of user activity displays the date time user name and the activity performed or entry made in the program However if user names are not required PDS User is recorded for the name S Parish Data System 10 To view the user log click Setup Admin gt View User Log A dialog box displays containing three options for viewing the activities G Logged tems O Changed Items Deleted tems e Select Logged Items to view all logged user activity in the program e Select Changed Items to view all reasons for changed items in the family information e Select Deleted Items to view all families and members who have been deleted from the program Administrators can use the Delete Log Entries button to delete items
387. sses certified by CASS Coding Accuracy Support System lets you use reduced postal rates for your mailings The U S Postal Service uses standardized and correct mailing addresses from the National Address Database for large quantities of mail PDS is authorized to provide CASS certification service to our program users PDS can process a CASS certification within 24 hours 68 S Parish Data System 69 The EZ Mail features in the program help you prepare First Class and Standard bulk mailings To use EZ Mail you must first CASS certify your addresses This section contains the following information e Understanding Bulk Mail e CASS e EZ Mail Understanding Bulk Mail The USPS provides a discount to organizations that mail in bulk and pre sort envelopes There are several types of mailings but the PDS EZ Mail program complies with automated First Class Mail Standard Mail and Nonprofit Standard Mail regulations Any references to postal regulations or costs in this documentation are subject to change at any time by the USPS Complete regulations printed in the Domestic Mail Manual are available from the USPS at http pe usps com RELATED TOPICS First Class Mail Standard Mail Non Profit Mailing Ruling Bulk Mail Requirements Getting Data Ready for Certification Bundling Traying and Bringing to the Post Office First Class Mail Using First Class Mail is a quick way to send personal correspondence bills financi
388. ssing executes a series of family detail related entries at one time Many of these changes such as moving information from one field to another changing letter information and activating inactivating families can also be made on individual records in the Data Entry sections of the Families window The process is a time saver allowing you to change multiple records at once Other changes such as the Kenedy report or reordering ID numbers rely on multiple records and running the process is the best or only way to accomplish them This section covers the following information Kenedy Directory Comparing Data with Mailing List Reordering ID and Envelope Numbers Activating or Inactivating Families Removing Families Creating a Constant Contact Email List Deleting Family Remarks Moving Family Information Changing Letters Visits Calls Registering Families via Email Kenedy Directory Use your PDS program to compile your data for the annual Official Catholic Directory the Kenedy Directory The PDS Kenedy Directory process offers three options for compiling your data If you used the program to compile your results for the previous year the program using option one or two below displays that information for comparison as you create this year s report No matter which option you choose you can manually overwrite the results You can also move backward to previous pages in the process if you feel you made a mistake Which option should
389. style will change To save the style as a new style name so existing reports are not affected enter the New Style Name then click Save As akRWN Edit Margin Style Margin Style Names Smallest Margins P 1 Inch All Around 1 2 Margins 1 4 Margins Coupon Booklet Margins Style Name 1 Inch All Around Margins in inches Top 1 000 fd Bottom 1 000 fd Insert Style Delete Style Useful Information Use a margin setting of 0 000 to print at the smallest margin for the printer selected Financial Statements Financial reports have an additional window in which you can specify which funds which time period range of dates and which fund activity groups to include when printing the report 237 Parish Data System Select Funds to Print Date Range to Print 01 01 2008 Thru 04 14 2008 Funds to Print 1 Add a Fund to this List w Print Overpayments As Zero 0 00 for the Balance Due v Fund Title Specify How to Print the Group A gt 1 Church Contributions Donations To Church Weekly Totals Misc Activities Group Total v Preview Report Print Report Back to Overview lt Back Next gt Cancel Date Range to Print Financial information stored for each family can cover many years Use this date range to limit your financial listing report to the current year one month week or day Do not leave these fields blank If you do the report may have missing or
390. sumes that User Keyword 1 has been established as Religion For more information see Individual Keywords You must select at least one option to continue to the next page of the wizard The program will count only members who were assigned the keyword indicated Calculate Number of Deaths Select to calculate the number of deaths that occurred during the period The program will count individuals in your database for whom you have entered a date for Deceased Calculate Number of Brothers Select to calculate the number of brothers There are two ways to specify whom the program should count as a brother e Calculate based on Bro or Brother in title If selected no other information is needed in order for the program to calculate The program counts members who are male and have Bro Bro or Brother in the title of their name e Calculate based on Member Keyword If selected you must specify the value you are using in the member keywords to mean brother The program counts members who have one or more occurrences in the list of member keywords that mean brother Calculate Number of Sisters Select to calculate the number of sisters There are two ways to specify whom the program should count as a sister e Calculate based on Sr and Sister in title If selected no other information is needed in order for the program to calculate The program counts members who are female and have Sr Sr or Sister i
391. t Include Members with All Status Values Select to search for members with all status values Only Include Members with the Following Statuses Select to limit your search to members who have a specific status such as Sent Letter then select a status description You may select more than one description User Keywords List This easy list displays members based on the User Keywords fields entered in the Personal section of the Members window For more information about entering user keywords see Individual Keywords A drop down list for each User Keyword you set up in the data displays on this window The drop down list contains descriptions entered when you set up the keyword To print a list that contains all members in the data with their keywords do not filter the list Click Apply OK Match All Keywords Select to search for an exact match of more than one keyword then select descriptions for each keyword The search will only display members who match every keyword description you selected For example if you select Disability Wheelchair and Occupation Counselor the search displays only counselors who use wheelchairs Match Any Keywords Select to search for members with one or more keyword matches then locate keyword descriptions for each keyword This search displays members who match at least one of the keywords For example if you select Religion Catholic and Occupation College Pro
392. t Date Registered Online or Select Date Registered to select the registration date for the family e Select the check box under Envelope user option if the family will be an envelope user e Select the check box under Ready to post the family information if you want to print the information that will be posted Click Finish You can preview and print the report If a possible match was found use the name and address displayed to determine if the family is in fact a new entry If it is click Register as new family to add it to the database If the family is in the database already but the information needs to be updated click Update Information to open the record and make changes Click Next The database is updated with the new information Registering Multiple Families via Email To register multiple families via email 191 S Parish Data System OoahWND 8 9 10 11 On the Information tab click Families Inthe navigation pane click Processes In the list of processes click Register Families via Email Select Register a Family via Email Select Multiple Families from file folder then click Next Select FILE emails pasted to single txt file if you have saved the emails as a text txt file If you select this you must also click to locate the text file Or select FOLDER emails copied to txt files in a folder if you have saved the emails as multiple txt files in a folder If you select this
393. t Report Copy Family Contact Report New List Report Copy Family Detail Contact Report New Label Report New Letter Report New Label Report New Envelope Report New Form New Form New Export Add a Section Name Remove This Seciion Name SavelOK Cancel To order Easy Reports 1 5 In the Select Report window expand the Easy Reports group heading Family Easy Reports Financial Easy Reports etc 2 Click Reorder User Reports The Reorder User Defined Reports dialog box displays 3 4 To create a new section click Add a Section Name then enter the new name in the Current Section Name Click the report you want to move then click the up or down arrows to relocate it in the list field To remove a section name select the name then click Remove This Section Name Useful Information New Easy Reports are automatically added at the end of the Easy Report section You can reorder this section after creating each new report Inserting Data into Your Letter To insert data fields into your reports in the text editor click Insert Field When field names are inserted into a report the fields are framed or bracketed by lt and gt For example use lt Fam Names to print the name of the selected family Use lt Fam Address Block gt to print the family s complete address Use lt Fam Phone List gt to print a list of the family s phone numbers 228 S Parish Data System Editing
394. t a rate option for the new fund period from the Transfer Change Rates drop down list To set up new rates click New Rates and enter the amount you want to apply to the new fund rates Transfer Same Terms amp Rates as Last Period Use to set the rates equal to the values in the current fund period For example if a family paid 100 a month last year the family will pay 100 a month in the new fund period Set Up Same Terms amp New Rates Based on Current Values Use to increase or decrease the rates based on a table of values For example all families who paid 100 last year would pay 125 this year All those who paid 125 last year would pay 150 this year When you choose this option the New Rates button is enabled Click New Rates to enter the table of rates For more information see Set Up Terms and New Rates Based on Current Values Set Up New Terms amp Rates Based on Members Use to set the rates for families based on information about the members For example when setting up a Religious Education fund the family might pay 100 for the first child in the family attending classes 75 for the second child attending classes and 50 each for all other children in the 168 S Parish Data System family attending classes You can use different rate scales for non parishioners or parents of attending children who are catechists or teachers When you choose this option the New Rates button is enabled Click New Rates to enter
395. t drive Back up to a specific folder Old backups in that folder are kept O Back up to an Internet FTP Server Backup Drive E c 0 v Close RELATED TOPICS e About the Backup Methods e Creating a Backup on Low Capacity Disks e Creating a Backup on a High Capacity Disk e Creating a Backup File on an Off Site Server About the Backup Methods When you create a backup of current data you must select one of the following backup methods Back up to a selected drive Select this backup method to store the backup on floppy diskettes or other low capacity disks If the disks contain old backups you must delete them For more information see Creating a Backup on Low Capacity Disks Back up to a specific folder Select this backup method to store the backup on a high capacity drive or to select the location to store the backup High capacity disks include locations such as ZIP disks and network folders The folder must contain enough free space to store several compressed backup files For more information see Creating a Backup on a High Capacity Disk You must delete old backup files from high capacity drives The PDS program does not automatically delete them Back up to an Internet FTP Server Select this backup method to maintain data backup files on an off site drive To use this method you must have Internet access e Backup Folder Enter the name of the destination folder on the host drive or leave
396. t the first option click Next and skip to step 8 If you want to assign the same keyword to all of the individuals you selected select the second option then enter the Member Keyword To add or delete entries to this list click Manage Click Next and skip to step 8 7 If you selected the individual entry method select the Member Keyword from the drop down list To add or delete entries in this list click Manage Select a Member Name To add more members to the list click Add Member to List Click Next 8 Review the list of members In the Post Information column select the check box to mark the record for posting To quickly select or clear all records click Mark All or Clear All To edit an individual s member APUN oO 132 Parish Data System keyword click in the grid To add another member to the list click Add Member to List When you are ready to post click Next 9 If you do not want a printed report of the posted information clear the check box To post click Finish Posting User Defined Keywords This process is used to post user defined keywords such as Language and associated statuses such as Spanish to members or to remove existing keyword entries for individuals User defined keywords are displayed in the Personal section of the Members window Use this process to post information to fields including Marital Status Language Ethnicity Location Any other user defined keywords To manage any
397. t to use and click Reorder To create a backup click Yes Select the activity or group you want to move To move the selected item up or down use the arrow buttons You can also drag and drop items in the window To alphabetize group and activity names click Sort select the appropriate option and click Sort OK To save your changes click Save OK S Parish Data System 35 Consolidating Amounts You can consolidate fund totals To display the Fund Setup window on the Setup Admin tab click Fund Setup To consolidate amounts In the Fund Setup window click Consolidate Amounts in the navigation pane To create a backup click Yes Select the type of total you want to consolidate into Select the periods you want to consolidate Click Consolidate OK akRWONM Printing Usage Reports You can print a usage report to see which families are using which fund activities To display the Fund Setup window on the Setup Admin tab click Fund Setup To print a usage report 1 In the Fund Setup window click Usage Reports in the navigation pane 2 To print activities for all fund periods select All Fund Periods To print activities for a single fund period select Single Fund Period and select the fund period from the Fund Period drop down list 3 To process a report of all families using the activity click 1 Print Families In the dialog box that displays select the activity that you want to print and cl
398. t under Mailing Address in the Other Addresses section Map Click to view a map for the address listed The map opens an Internet mapping service To select another map service click Mapping Preferences at the top of the window You must have an active Internet connection to use this feature Addr Line 2 If a second line is required for the address enter it here If the family has a mailing address such as a P O Box enter it under Mailing Address in the Other Addresses section City State Enter the city state for the street address This is a keyword field and uses names from the City State Names list This field may be left blank If the city state name you enter is not in the keyword list a dialog box displays where you can add it ZIP Postal Enter the postal code To view the CASS Certification information click EJ in this field The Extra Information window opens You can also view or edit the Delivery Point Carrier Route Line of Travel information here For more information see CASS Certification and PDS EZ Mail Send No Mail Select if the family does not want to receive mail Geog Area Enter the geographic area Use this field to group families by address You can use any combination of numbers or you can leave this field blank If you use numbers and letters entry must be consistent or it may seem as though families are not sorted correctly when you print reports sorted by area If you use letters and nu
399. t you can monitor the status A count of the phone numbers changed displays when the process is finished Print the reports For more information see Report Descriptions Click Close Useful Information Save the file on a removable storage device then pass it to other PDS program users in your area who need to make these same changes The file can be used with PDS Church Office Formation Office School Office and Facility Scheduler Process Some Exchanges Enter Them Manually The Change Area Code Wizard also lets you process some of the exchanges instead of an entire batch by entering the exchanges manually To process some of the exchanges and enter them manually akRWN NO 9 On the Setup Admin tab click System Processes then Change Area Code Wizard Select No only some of the exchanges are being changed then click Next Select Enter area code and exchanges manually then click Next Enter the Old Area Code and the New Area Code then click Next Enter all of the exchanges that are affected by the area code change It is not necessary to enter them in order Once all exchanges that require processing have been entered click Next If you do not want to create a file select No don t save To save the area codes and exchanges click Yes save the information to a file Click Next Review your selections before processing then click Finish A progress indicator and a count of phone n
400. ta Mihi Campbell RoberEsther Harcourt Elizabeth Mrs Jeffords Jimmy Joan M Necerro Joseph Ann Mihi Necerro JosephfAnn Mihi Schmid Jeffrey Lenore Smartt Thomas Dr Van Loon JeffiJeane Van LoonJeffJeane Wilson David C athye M Address 5254 W Moham k Ln 8318 N 8th St 13402 N 100th Ave 13402 N 100th Ave 9102 W Oraibi Dr 4545 E Moonlight Way 10194 E Paradise Dr 3322 Mill Ave 930 N Mesa Dr Unit 1048 930 N Mesa Dr Unit 1048 11675 N 104st St 5124 N 31st Pl Unit 547 14430 N 19th Ave Apt 30 14430 N 19th Ave Apt 30 1007 W Beck Ln Note Families not visible in any program display in red 6 Click Finish 176 The list of families with credit card account information displays Fund Year 06 06 08 0s 06 06 06 06 os 0g 06 06 os 06 06 fhEnhShNN KEAN NY HL Activity Pledge Payment Pledge Payment School Bus Payment Tuition Payment Pledge Payment Pledge Payment Pledge Payment Pledge Payment School Bus Payment Tuition Payment Pledge Payment Pledge Payment Tuition Payment Pledge Payment Pledge Payment T Bimont Quarter Monthh Monthh Quarter Monthh Monthh Monthh Monthh Monthh Quarter Quarter Monthh Annual Monthh S Parish Data System 7 Click Yes to confirm removal of credit card account information Confirm The process will now Remove account information 2 Are you ready Processes for Family Information Family Proce
401. tains various languages spoken by family members If there are multiple languages spoken put the primary language first followed by a slash Examples include Spanish English and English Spanish Marital Status Names This keyword list contains terms that describe the marriage status for each member in the family Examples include Church Marriage Civil Marriage Engaged and Widowed Mass Names This keyword list contains the names of specific occasions for Mass You can assign the name for the meetings or gatherings and post information about meetings you want to track Examples include Christmas Easter Sunday or Wednesday This name displays in the Title Bar and on the Church Keywords menu Member Keywords This keyword list contains miscellaneous comments or information not contained in other fields in the Member windows Examples include Bloodmobile Donor Needs Physical Assistance or School Computer Lab Volunteer Ministry Names This keyword list contains types of ministries Examples include Altar Server Choir and Deacon To move a name that would be more appropriate in the Talent Names list 1 Click Move to Talent List 2 Select the items to move 3 Click Move OK Relationship Names This keyword list contains typical relationship descriptions and the default Member Type associated with the relationship Examples include Uncle Adult Wife Spouse and Stepson Child Requirement Descriptions Parish Data System
402. te Information for Kenedy Directory Use the Data in the program to calculate statistics Start with information used last year Start with blank form and enter all information To run the process of 1 On the Information tab click Families 2 3 In the list of processes click Kenedy Directory Information The Kenedy Directory wizard opens to guide In the navigation pane click Processes you through the process Select Start with information used last year then click Next Enter Information for the Kenedy Directory This information will be printed at the top of the final report and typically does not change from year to year In the bottom half of this page and in the next nine pages of the wizard last year s directory information is displayed in the column on the left if you used PDS to compile your directory data the previous year Use the column on the right to make changes additions or new entries for the current year Click Next to move to the next page of the wizard When you finish the wizard displays the report generation options Under Generate the Report select whether you want to print your Kenedy data create a file or save the data for the following year You may choose any or all options If you want to create a file enter the path and file name or click ES select the path and enter the file name For more information see Kenedy Directory Process Field Descriptions Click Fin
403. te change 75 Parish Data System 76 Potential Savings Step 1 Define the Specification for this Mailing Using EZ Mail Zip code of the post office where the f Step 1 Mailing mail is to be taken 37664 JOHNSON CITY TN Specifications Mailer ID Step 2 Build the Move Update Method EZ Mail List Step 3 Print the Qualification Report Your Permit Number for this Class Mailing Class First Class Step 4 Print the Date of the Proposed Mailing 04 30 2010 fal Tray Labels ica Step 5 Print the S Postage Statement Merge SCF into One Tray Yes Step 6 How to Use 5 digit Schemes y Pee MANG Number of Pieces of Mail That Would Post Office Fitin a 2 Inch Package Information Address Change Notification Postage Payment Method Permit Imprint Weight of a Single Piece Postage Already on Each Piece 0 000 Type of Discount Save OK Cancel ZIP Code of the post office where the mail is to be taken Enter the ZIP Code of the post office that handles your mailing typically the office where you obtained your mailing permit It could also be a Sectional Center Facility or a Bulk Mail Center that serves your post office Only make changes to the city if your post office requests that you print a different city on the tray labels Mailer ID Enter your assigned Mailer ID Move Update Method Select the Move Update Method you want to use Mailing Class Select the class of mail you want t
404. te statistics O Start with information used last year O Start with blank form and enter all information To run the process 10 178 1 On the Information tab click Families 2 3 In the list of processes click Kenedy Directory Information The Kenedy Directory wizard opens to guide In the navigation pane click Processes you through the process Select Use the data in the program to calculate statistics then click Next Select the options you want to use to determine what families and members will be included in the calculations For more information see Kenedy Directory Process Field Descriptions Select whether to calculate registered households individuals and deaths If you choose to calculate individual Catholics you must choose at least one keyword in your PDS program that if it has been used in an individual s record designates them as Catholic Click Next Select from the list of groups presented whom you want to include and a method of calculation for each For more information see Kenedy Directory Process Field Descriptions Click Next Check the sacraments you want the program to calculate and select the needed values for each For more information see Kenedy Directory Process Field Descriptions Click Next Enter Information for the Kenedy Directory This information will be printed at the top of the final report and typically does not change from year to year In the
405. tements reports section To select a report click the report name and click Next to advance the report wizard For further assistance selecting previewing and printing reports see Printing Reports Setting the Letter Layout Window When you select a letter or statement report and click Next the report wizard takes you through the Overview and Select Printer windows then if applicable an Options window unique to the report The Letter Layout window follows Use the options here to change the letterhead letter date inside address closing and margin styles You can also use the editor to modify the text of the letter or statement A sample of the letter is displayed on the right Click the sample to enlarge it RELATED TOPICS Letterhead Style Letter Date Style Inside Address Style Body of the Letter 232 S Parish Data System e Closing Style e Margin Style Letterhead Style Letterhead style sets layout and fonts for letterhead To select a style click the drop down list You can insert new styles and change or delete existing ones If an existing style is changed the changed style applies to all reports using it Each descriptive letterhead style name must be unique Letterhead Style Style Name Fancy Letterhead v Edit Style To insert or edit a letterhead style 1 oR WP p In the Letter Layout window under Letterhead Style click Edit Style The Edit Letterhead Style dialog box displays T
406. ter a one or two digit number or letter fund ID Inthe Fund Name field enter a specific name for the fund Select the due date information and the recurring charge due dates from the drop down lists Under Fund Periods enter the two digit year starting date MM YYYY format ending date MM YYYY format and goal To add fund activities click Insert below the fund activities grid You can enter predefined fund activities or customize your own For more information see Predefined Fund Setup To enter your own fund groups enter the group name activity name and function of the activity Click Save Transferring Groups and Activities to Another Fund You can transfer a group or activity from one fund to another To display the Fund Setup window on the Setup Admin tab click Fund Setup To transfer to another fund 1 oR WP In the Fund Activities section of the Fund Setup window locate the fund you want to use and click Transfer to Another Fund To create a backup click Yes Select the group or activity you want to transfer Inthe Transfer to Which Fund drop down list select the fund to transfer the items to Click Transfer OK Reordering Funds You can edit the order fund groups and activities display To display the Fund Setup window on the Setup Admin tab click Fund Setup To reorder funds ROM oo Inthe Fund Activities section of the Fund Setup window locate the fund you wan
407. ter the appropriate information 3 On the Step 2 Build the EZ Mail List tab click one of the three buttons You can build a list choosing from all families in your database from those addresses associated with particular funds or from a list of all members in your database On the Step 3 Print the Qualification Report tab click Print the Qualifications Report to print the report On the Step 4 Print the Tray Labels tab click Print the Tray Label Report to print the labels On the Step 5 Print the Postage Statement tab fill in the information fields with the permit holder s contact information To print the statement click Print the Postage Statement 7 On the Step 6 How to Print the Mailing tab follow the directions in the window to print a report Close EZ Mail and select Reports in the left navigation pane of any window Select the appropriate Letter Statement or Label report to process the selections you made on the Step 2 tab In the report s Sort Order enter EZ Mail oust RELATED TOPICS Step 1 Mailing Specifications Step 2 Build the EZ Mail List Step 3 Print the Qualification Report Step 4 Print the Tray Labels Step 5 Print the Postage Statement Step 6 How to Print the Mailing Step 1 Mailing Specifications This tab is the starting point for each mailing Once you fill in the information in this window you do not need to edit it unless the next mailing contains different specifications or a da
408. th Report Styles Report Groups There are several report groups in PDS that use styles to customize the layout of the report The following list shows the styles that you can edit in different report groups Report Group Styles Available to Edit Listing and Certificate Reports Page Style Margin Style Letters and Billing Statements Letterhead Style Letter Date Style Inside Address Style Closing Style Margin Style 210 S Parish Data System Labels Label Style Envelopes Envelope Style Return Address Style Working with Report Styles Depending on which report you select you can edit or delete existing styles or insert a new style to be used However PDS does not recommend that you edit or delete styles that were installed with the program Instead insert a new style of your own The only limitation on the number of new styles you can add is the hard disk space on your computer Each Edit Style dialog box has an Insert Style and a Delete Style button Some styles may also have an Edit Text button that opens the editor or a Font button that allows you to change the font used to print the report Many style dialog boxes include style options in a drop down list For example Page Position and Today s Date have specific options you can choose from a drop down list Some style dialog boxes contain additional setup tabs For example if you edit the page style for a Quick Listing report the style dialog box contains three tabs cal
409. the Personal section of the Members window his or her Type is set to Child This process may also be used to remove existing grades it can be run for a range of grades Before you use this process review the Grade Degree keyword list to be sure it contains each grade you plan to promote and that the list is sorted in numeric order For more information see Individual Keywords Grades with numeric and non numeric values display in the same order as in the keyword list Last Performed Never Performed in this Version Warning This process promotes members for all programs sharing the same data file Use this process to promote members to the next grade level The grade promotion process only affects those members entered with a type of Child Begin Promotion with Grade Kindergarten v End Promotion with Grade HS v a Change the type for those currently in the last grade listed below from Child to Young Adult Only Active Members C Only Inactive Members Active and Inactive Change Type A Promote From Grade Promote To Grade to Young Adult 9 amp 10 9 Up E 9Up 10 a 10 11 m 11 12 E 12 13 m 13 14 a 14 15 z IHS HS Insert Line Delete lt Back Next gt Cancel To promote to the next grade 1 On the Information tab click Members 193 S Parish Data System oR WP Oo 10 11 In the navigation pane click Processes In the list of processes click Grade Promotion The backup dialog box di
410. the data each Friday using at least four backup sets provides better protection Label these disks Friday 1 Friday 2 Friday 3 and Friday 4 If you reuse tape backup media be sure to replace these regularly to guarantee performance Performing the First Backup Before the first backup you must perform the actions in the following list For more information about creating backups see Manually Backing Up Your Current Data e Review the settings in the Backup Current Data window Make sure to specifically select the drive in which you want to create the backups e Make sure that you have enough disks to complete the backup High capacity drives such as ZIP drives CDs and DVDs can create the backup on one disk However older style diskettes can require multiple 262 S Parish Data System disks PDS backup files require at least 0 5 MB of free space e Format and label all disks To verify that a disk is ready to use copy a small file to it If the computer does not report an error the disk is ready to use For information about formatting disks see your operating system documentation If you select to back up your data to a specific drive the program prompts you to delete the existing backup files from the set Select one of the following options e To delete the indicated files from all disks in the backup set click Yes To keep the indicated files click No and use a different disk e To stop the backup click Cancel
411. the field blank to use the default folder for the user ID e Host Enter the name of the FTP server You can enter either a URL or an IP address 269 S Parish Data System User ID Enter your host server user ID to log on to the server e Password Enter the password for your host server user ID e Maximum Number of Backups to Keep on Internet FTP Server If your FTP account has a disk space limit enter the number of backups you want to store on the server When you reach the limit the PDS program prompts you to delete the oldest backup To disable the limit type 0 Creating a Backup on Low Capacity Disks When you create a backup of your current data you can store the backup on low capacity disks such as floppy diskettes Low capacity disks can require multiple diskettes If the disks contain old backups you must delete them before creating the current backup To back up current data on low capacity disks 1 On the Backup Restore Test Fix tab click Backup Data 2 In the Backup Reason field enter a brief description of the backup This can help you decide which backup to restore in the future 3 Select Back up to a selected drive 4 In the Backup Drive drop down list select your local drive 5 Click Start Backup Insert additional disks if necessary Creating a Backup on a High Capacity Disk When you create a backup of your current data you can store the backup on high capacity disks and network folder
412. the individuals whose names begin with that letter aa ae Customize View Click to customize the listing screen For more information see Changing the View in a Listing Window Choose a List Click to return to the Easy List window where you can change the options or select another list Zoom Click to maximize the listing screen Click again to minimize the listing screen Print List Click to print the Easy List Easy Letter Click to open a list of letters labels and envelopes You can add copy or delete an Easy Report such as a personalized letter addressed to everyone on the Easy List For example you can use this feature to send members a letter in the month of their birthday or thank them for their work in a particular ministry For more information see Creating Easy Reports Customizing the View 110 S Parish Data System Each Easy List displays selected default columns However you can customize the view to display the columns you want to see in the order you want to see them Because the list is wider than the window use the horizontal scroll bar to view the entire list Your customized settings are saved and recalled the next time you run this Easy List To rearrange columns 1 To change a column s width position the mouse pointer on the divider line to the right of the column heading then click and drag The width of a column can not be smaller than its heading 2 To reorder columns click on a
413. the internal archive folder in which you store the automatic backup click Browse To use the default backup folder leave this field blank All program users must have privileges to read write create and delete files in the selected folder Under Internal Archive Files select Minimum Moderate or Maximum Each option includes an explanation If your internal archive folder is on another computer enter the UNC reference to the folder This prevents problems for multiple workstations using different drive letters to access the shared folder For example type ServerName ShareName instead of F Backup Click Close Scheduling Automatic Backups for Off Hours using Windows To use the automatic backup feature you must create a scheduled task in Microsoft Windows to run the PDS program after midnight on the day of the scheduled automatic backup If you create backup files for multiple PDS programs you must schedule a task for each program Make sure that the start time for each program is at least 15 minutes apart from any other previously scheduled task start time If your PDS program is installed on a network you must use the network share name The procedure below is for Windows XP users If you are using another operating system consult its help documentation for directions on scheduling tasks 264 Parish Data System Useful Information You can perform two operations with this scheduled task The only procedural differen
414. the table of rates For more information see Set Up New Terms and Rates Based on Members No Terms amp Rates Use if you do not want to set up terms and rates for families The new fund period will be added to their list of funds without terms and rates Using the New Rates Button The New Rates button is enabled when the Transfer Change Rates field is set to Set Up Same Terms amp New Rates Based on Current Values or Set Up New Terms amp Rates Based on Members Useful Information Select the Include Special Rates check box to include special rates when you are creating a new rate If the check box is cleared then special rates will be excluded Transfer Current Billing Periods Click Yes to transfer families billing period start and end dates on the Terms amp Rates tab New Billing Period The default date range for a new billing period is the same as the date range for the new fund period You can select any date range as long as it lies within the new fund period For example if you are setting up a new fund for School Office or Formation Office set the fund period from July to June and the new billing period from August to May The same billing period is used for all families If you select No Rate for the Transfer Change Rates option you cannot enter a billing period To set the billing start day to the same day of the month in the current fund period select Preserve Billing Day Transfer EFT Information Elect
415. ther automatically when a backup is complete The program moves files from one folder to another in the following ways e Weekly to Monthly e Monthly to Quarterly e Quarterly to Yearly You can customize the internal archive filing options by selecting one of the following options e Minimum e Moderate e Maximum About the Minimum Option If you select the Minimum option PDS stores one backup file in each internal archive folder This option stores data for up to one year Folder Minimum Number of Backup Files in Each Amount of Time Before PDS Discards or Moves Name Folder Backups Weekly 1 backup file 7 days Monthly 1 backup file 30 days Quarterly 1 backup file 90 days Yearly 1 backup file 365 days About the Moderate Option If you select the Moderate option PDS stores several backup files in each internal archive folder This option stores data for up to three years Folder Minimum Number of Backup Files in Each Amount of Time Before PDS Discards or Moves Name Folder Backups Weekly 5 backup files 21 days Monthly 2 backup files 60 days Quarterly 3 backup files 270 days Yearly 3 backup files 1095 days About the Maximum Option If you select the Maximum option PDS stores the maximum number of backup files in each internal archive folder 261 S Parish Data System This option stores data for up to seven years Folder Minimum Number of Backup Files in Each Amount of Time Before PDS Discards or Moves Name Folder Bac
416. this option the license information needs to be re entered when the program opens Erase Files From Clipart Select to erase clipart files from the clipart folder found inside the data folder These files must be erased before reconverting and should be erased if you have data discrepancies Erase Files from Reports Select to erase report files from the reports folders including easy and custom reports These files must be erased before reconverting and should be erased if you have data discrepancies Accessing SQL Data Structured Query Language SQL is commonly used in database programs to access the raw data files To structure query language 1 From the Rescue Program menu select the SQL tab 280 Parish Data System 2 Enter the path in the Data Folder field To easily find the file click Browse 3 Enter the SQL statement and click Exec Open Processes the query and displays results Exec Executes changes made to the data fields Save Results Saves the results in a Comma Separated Value CSV file Useful Information PDS is not responsible for any data changes made using this utility This utility is provided solely for those individuals who are familiar with database manipulation and SQL who need to correct an error in their data or run a specific query Data Synchronization You can sync your PDS Office product data with other PDS programs and services purchased separately This section covers the
417. tion data from a file An agreement with Our Sunday Visitor is required Parish Giving Files generated by Parish Giving can be uploaded directly into the PDS system An agreement with Parish Giving is required ParishPay You will receive a file from ParishPay to use with this process This process reads the information from the file to post the transactions Only valid transactions will be imported from the file PledgeConnect You will receive a file from PledgeConnect to use with this process After entering the file name select a Default Fund and Activity Qpay Online Donations QPay gives you the ability to receive payments and donations from parishioners using secure internet technology directly from your Web site QuanComm Use this process to post the transactions To review and verify transactions use the Check Status of Electronic Fund Transfer process QuanComm assigns two batch numbers e QuanComm CC Batch represents a batch number for credit cards e QuanComm CS Batch represents a batch number for Checking Savings Useful Information Transferring a batch of EFT entries uses the credit card and checking savings account information created on the QuanComm Web site instead of sendint it from the PDS data file QuanComm One Time Entries Use this process to post one time transactions that are not made on a monthly or periodic basis On the Electronic Fund Transfer Total window click Add One Time EFT to insert a single
418. tion fees and registration charges It also includes non deductible payment and credit types Fee groups that consist of charge payment refund and balance activities are also included Formation Includes tuition and fee groups and activities as well as non deductible payment and credit types Fee groups that consist of charge payment refund and balance activities are also included Pledge Drive A group of pledge activities including charges several payment types and a balance It also includes a group of volunteers service hours activities and a group of miscellaneous activities Extra Contributions A group of common extra contributions and miscellaneous activities that are grouped with ISF Ignore Posting Fees One of the most common groups to set up in a fund is a fee group Fee groups contain a charge payment refund and a balance There can be any number of fee groups in a fund Some examples of fee groups include ISF Fees Late Fees Bus Fees and Registration Fees When you charge someone a fee post an entry to the Post Fees section of Quick Postings When the family or individual pays the fee post an entry to the Payment Donation section The balance updates automatically Posting Late Fees When families fall behind on tuition or pledge payments you can use the Post Family Fees process to post a late fee to several families or students at once Prior to posting the late fee the fee group must first be add
419. tion in the field is shorter than the character length the length will be filled with spaces e CSV Without Headings Creates a text file with data items separated by commas and without headings Inthe Filename field enter the name of the file you are creating To open the browse dialog box click ES To select data fields to include in the report click Modify the List of Fields to Export Under Fields Available to Print click to select field names to include Click the right arrow to move the fields to Fields You Want to Print For more information see Fields Available to Print Click Next Make additional selections for inclusion See Using the Selection Window Click Build Saving a Custom Report 226 S Parish Data System You can save Easy Reports to a reusable storage device or to a hard drive so that your information is protected against loss with a backup copy You can also install your Easy Reports on other computers in your office or share them with other churches To save an Easy Report 1 Create or modify a report This process is described in Creating New Reports In the Add Report dialog box select Custom Report 2 In the Select Report window select the report that you created 3 Click Save as Custom Report 4 In the Save Custom Report Files dialog box find a location in which to save the report Enter a file name and click Save Five file types can be associated with an Easy Report but some only ex
420. to Store the Files or click Browse to locate the directory Enter the Receiving Email Address for Your Church This should be an address used by the person at your church who will process registration emails Enter the Returning Email Message to a Family This message will be sent to the family to confirm that their registration information was emailed to your church Click Finish A dialog box confirms that the html file was created Processes for Member Information Member processing executes a series of member related entries at one time For example you can deactivate a number of members move information from one field to another add or delete members in batches or erase attendance Many of these changes such as moving information from one field to another changing letter information and activating deactivating members can also be made on individual records in the Data Entry sections of the Members window In those cases the process is simply a time saver allowing you to change multiple records at once This section contains the following information 192 S Parish Data System Grade Promotion Changing Talents Changing Ministries Changing Letters Etc Activating or Inactivating Members Quick Add from Shared Data File Quick Delete Deleting Member Remarks Moving Member Information Erasing Attendance Grade Promotion Select this process to promote students from one grade to another A member can be promoted if in
421. to the post office with the mailing You also must mail the form which you received with CASS certification CASS Before you send your data to a CASS certification agency you can verify that all addresses are compliant with USPS regulations This is required for your organization to qualify for full bulk mailing rates RELATED TOPICS Cass It Certification Testing Addresses for Errors Exporting Addresses for Old CASS Certification Importing Old CASS Certified Addresses S Parish Data System 72 Cass It Certification In previous years PDS offered CASS certification of addresses through a process in which you sent your records to our Data Services Department for manual cleanup of the address formats This could take days Starting January 1 2009 this service was discontinued in favor of an automated service called CASS It which is built into your PDS Office program and can CASS certify your addresses within hours while you wait To use the service you will need to purchase a registration code and pay a monthly subscription fee The steps below describe using this new feature To use CASS It 1 Purchase a registration code and a monthly subscription by calling 800 892 5202 If you first want to read a CASS It product description and view our pricing structure visit www parishdata com cass_certifications Follow the procedure described in Testing Addresses for Errors Click the Setup Admin tab then Bulk Mailing amp
422. to use with this process This process reads the information from the file to post the transactions Only valid transactions will be imported from the file FACTS with Sub Accounting This process works just like the FACTS process described previously except that you can break a single amount into tuition and fees For example a payment of 300 is posted to a fund Instead of posting one 300 amount the user can split the post between two entries Tuition 250 Monthly Fee 50 First Payment Systems You will receive a file from First Payment Systems to use with this process This process reads the information from the file to post the transactions This EFT company includes the fund activity name such as Offering or Christmas Donation in the file Only valid transactions will be imported from the file GFTS eGiving You will receive a file from GFTS eGiving to use with this process This process reads the Parish Data System 152 information from the file to post the transactions This EFT company includes the fund activity name such as Offering or Christmas Donation in the file Only valid transactions will be imported from the file Good Shepherds Bank You will receive a file from Good Shepherds Bank to use with this process NCS E Giving You will receive a file from NCS E Giving to use with this process Our Sunday Visitor Our Sunday Visitor Online Giving is a web based offertory application that transfers contribu
423. ts icon is a red cross Use this to back up restore and run the Test and Fix utilities when you cannot open the program in the usual way You can also use the Rescue program to erase data files and disable passwords Use the Rescue program as a last resort for password information If there are other Security Administrators ask them to set up another password for you RELATED TOPICS Starting the Rescue Program Disabling Passwords with the Rescue Program Test Program Fix Data Using the Backup Process Using the Restore Process Using the Erase Data Files Process Accessing SQL Data Starting the Rescue Program Before you use the Rescue program you should exit all other programs including the PDS program Network users should exit the program in every location To use the program 277 Parish Data System 1 Insert the program CD in the disk drive wait for the menu to open and locate the Rescue program If you downloaded the program instead Rescue is part of the Setup If you saved the program you can run the Setup and use the Rescue If you did not save the program you can download the Setup from the Web site and run it again Click the red cross this time instead of installing anything else 2 After reading the warning message click Next 3 Select your program name and click OK The program attempts to use the default program and data folder Verify the locations Disabling Passwords with the Rescue Program
424. u change a color that element changes to match your selection in the sample window to the right To select a S Parish Data System color not in the drop down lists click When finished click Save OK to apply your new color scheme Useful Information If after applying your color changes you want to revert to one of the pre defined color schemes return to the Screen Information dialog box and in the Color Scheme field select one of the pre defined colors from the drop down list Click Save OK Screen Size This area displays the current width and height of the screen and the maximum and minimum settings To change the size of the program s window click the corners or edges of the window and drag it Adjust for Non standard DPI Select if you are having trouble viewing the entire program on your monitor This option adjusts the height of the program to make the windows fit on your screen For this change to take effect you must exit and re enter the program Set to Minimum Size Reduces the screen resolution to 640 x 510 or the minimum size your monitor allows Set to Maximum Size Enlarges the screen resolution to the maximum size your monitor allows Set to 800 x 600 Sets the program window size to 800 pixels by 600 pixels suitable for many smaller monitor screens Set to 1024 x 750 Sets the program window size to 1024 pixels by 750 pixels suitable for many larger monitor screens Default 10 Larger 20
425. u must export them from your program If you share addresses across multiple PDS programs you can save money by exporting them all at once To export addresses for manual certification 1 On the Setup Admin tab click Bulk Mailing amp CASS then select Export Addresses for Old CASS Certification 2 To begin click Next 3 Select the appropriate option for the data you want to export If you want to select certain families enter conditions by clicking lt Click here to add new condition gt 4 To proceed click Next Your organization s information displays at the top of the window To edit this information click License Information on the Setup Admin tab 5 In the Export Addresses for CASS Certification window enter your name or a supervisor s name in Primary CASS Contact In Backup CASS Contact enter a second name If there are problems with your data the company that certifies your addresses will contact these people 6 In the Export Path field enter the file name for the addresses or click Browse If you send your file to PDS for processing select File is being sent to PDS for processing To proceed click Next An export report displays To print the report click Print To finish exporting click Next To send your document by email select Send CassExport xml file via e mail You can change any portion of the message before you send it To complete the process click Finish oO ON Useful Information Until
426. u want a printed report of the information posted select the appropriate check boxes To post click Finish To exit without posting click Finish Later You can return to Pledge Payments to post them at a later time RELATED TOPICS e Pledge Card Posting Options e Field Definitions for the Quick Posting Process for Pledge Cards Pledge Card Posting Options Once you select to create a new batch for posting pledge card payments the Options window displays Set up default fund and payment date information in this window prior to posting pledges The options you select will display in the posting window At any time during the posting process click Options to return to this window 159 Parish Data System Set Review the Posting Options for Batch 549 Fund Information Fund Identifier 4 J0 wW Batch Date 02 08 2006 Billing Period 01 01 2002 Thru 12 31 2008 Recurring Chg Pledge Payment Due v Default Reminder Monthly v Post by What Value G Post by Name Post by ID Envelope Post by 2nd ID Display Family Information Display Family ID Envelope Field F Display Family 2nd ID Field Initial Offering Post Initial Offering Initial Offering Payment To Reduce Rate v Date 02 01 2006 _ Post Check Numbers Post Comments Entry Order Total Pledge Initial Offering Reminder Initial Offering Reminder Total Pledge O Total Pledge Reminder Initial Offering O Reminder Total Pledge Initial Offering O Initial
427. u want to print For more information see Quick Posting Reports Electronic Fund Transfer Show File Format My Transfer Typeis notin the List Transfer Type QuanComm Account Name v Includes Checking Accounts Savings Accounts and Credit Cards QuanComm is a company that provides a method of automatic electronic fund transfers over the Internet Use of this method requires an agreement for services with that company This method requires no additional steps to transmit the information EFT payments will be inserted matching each recurring charge automatically assigned by the program for those rates marked for EFT Transfer funds for charges assigned within the following date range S Parish Data System amp Be Careful When entering a date never choose an ending date beyond today s date This can trigger transactions that are not scheduled until some time in the future and may result in insufficient funds Useful Information Depending on your Electronic Fund Transfer Setup selections an informational message about your selected transfer type displays for you to read the first time you access the EFT Wizard After you read the message click OK to begin the EFT Wizard To access the message at any time during the EFT process click the EFT button on the first window of the EFT Wizard RELATED TOPICS e PDS Approved EFT Processing Companies e EFT Fields e QuanComm One Time Entries PDS Approved EFT Processing Co
428. ual s attendance information click in the grid To add another member to the list click Add Member to List When you are ready to post click Next RON o 131 Parish Data System 9 If you do not want a printed report of the posted information clear the check box To post click Finish Posting Member Keywords This process is used to assign keywords to one or more members You can view a member s keywords in the Personal section of the Members window Enter the Member Keyword You Want to Post Member Keyword Needs Physical Assistance v Select a Member Member Name Abbott Harold Rupert Harry Mr v Family Name Abbott Harold Connie M M Address 7425 N Via Camello Del Norte Relationship Head Age es Grade Degree 12 Add Member to List lt Back Next gt Cancel To post member keywords On the Information tab click Members In the navigation pane click Quick Posting In the list of processes click Member Keywords Select whether you want to use automatic updating or individual entry For more information see Automatic Updating vs Individual Entry Click Next If you selected the individual method skip to step 7 If you selected the automatic updating method use the tabs in the Select Members window to build a list of members For more information see Using the Selection Window Click Next 6 If you need to assign different keywords in the group of individuals you selected selec
429. umber changes displays at the bottom of the window Print the reports For more information see Report Descriptions Click Close Process Some Exchanges Load Area Code and Exchanges from a File Area Codes and exchanges that you previously created and saved to a file can be loaded into the Change Area Code Wizard 64 S Parish Data System 65 To process some exchanges and load from a file 1 On the Setup Admin tab click System Processes then Change Area Code Wizard 2 Select No only some of the exchanges are being changed then click Next 3 Select Load the area code and exchanges from a file The default file location is A Areacode lst If this is not correct enter the correct path and filename or click Browse to select the file Click Next Review the Old Area Code and New Area Code and edit if necessary Click Next A list of exchanges display Press Tab or Enter to move from field to field as you add edit or delete exchanges When all of the exchanges to process have been entered click Next 6 To create and save to a file select Yes save the information to a file Otherwise select No don t save Click Next 7 Review your selections before processing Click Finish to process the changes A progress indicator and a list of phone number changes displays at the bottom of the window 8 Print the reports For more information see Report Descriptions Click Close of Report Descriptions The following reports are
430. up Totals Only No Itemization One line of totals will print for the group in the recap at the bottom of the statement 4 To exclude this group in the monthly breakdown at the top of the statement select Itemize Each Activity in the Group The group will print in the recap at the bottom of the statement and each activity in the group will have its own line of totals Print Overpayments As Use this option to determine how overpayments will print This can be important when printing different kinds of reports For example you might want to print overpayments as negative numbers so that you can easily see them However to avoid confusion you might want to print them as zeros on other reports These options do not affect the way amounts that are not overpayments are printed All other amounts and underpayments when a family has paid less than the amount charged will print normally To select how overpayments will print click the drop down list to display the following options Zero 0 00 for the Balance Due Select to print 0 00 for the balance due even if there is an overpayment on the account The balance due is a calculation of the amount due minus the amount paid Underpayments when the family has paid less than the amount charged will still print Actual Amount Overpaid Select to print the amount of the overpayment On some reports this prints in an Overpayment column as a positive number On others it prints in the Balance
431. up dialog box displays if you have not performed a daily backup To make a backup click Yes In the Delete Batch window enter the batch number of the entries you want to remove To remove all entries posted with the batch number entered click Delete OK When the warning message displays click Yes to continue or No to cancel the process If you choose to continue each financial entry associated with the batch number will be deleted 7 When the process is complete the Delete Batch Summary displays To print the summary click Print then OK DNAN Year End Checklist This checklist helps ease the strain and worry of closing the year Enter all contributions for current year Print Reports 165 Parish Data System 2 Print End of the Year Donor Substantiation Complete New Year Fund Setup Review Fund structure and make any necessary changes Update Family Member census data Back up data Be Careful Remember to perform a backup before closing the year New Year Fund Setup The New Year Fund Setup process helps you set up the details of a new fund period using existing funds It also determines which families will be transferred to the new fund period or have the fund period automatically added to their record Use this process to Transfer inactive families or skip inactive families Transfer the fund keywords from the current fund period into the new fund period Transfer billing addresses
432. vents Social Events Calenda 06 24 2008 th of July Announcement Calendar of Events E Mailed Fourth Festival To insert an entry ak ON op o N On the Information tab click Families Locate the appropriate family For more information see Locating a Record In the navigation pane click Letters Visits Etc Click Insert Enter the Date of the letter phone call or visit or click to select a date from the calendar Enter the Description Examples include Birthday Letter Excellent Job Performance or Sympathy Letter This field can hold up to 30 characters In the Type drop down list select a type Types are a keyword field To set up types on the Setup Admin tab click Keywords then Letter Types Enter an optional Note This field can hold up to 30 characters Click Save To delete an entry akon On the Information tab click Families Locate the appropriate family For more information see Locating a Record In the navigation pane click Letters Visits Etc Click in the grid to select the entry To delete it click Line Delete then Yes Click Save S Parish Data System 88 Creating a Family Letter While viewing a family s information you may want to write a letter or address an envelope to the family To see a full list of pre defined customizable reports see Letters and Statements If you want to create a quick simple correspondence to one family
433. volved and 2 If ever sil of the conditions in the following sub section are true 2 1 Mem Type is equal to Spouse 2 2 Ministries Status is equal to Actively Involved lt Click here to add new condition gt Creating Easy Reports At times it s necessary to modify an existing report or create a new report With Easy Reports anyone regardless of previous experience can develop new reports or modify existing ones Easy Reports can be created and added to the Family Financial and Member report groups This section covers the following information Creating New Reports Defining and Customizing Your New Report Saving a Custom Report Installing a Custom Report Reordering Easy Reports Inserting Data into Your Letter Fields Available to Print Creating New Reports In the Select Report window there are three command buttons labeled Add Delete and Copy Before adding a new report or modifying an existing report preview the existing reports to determine if there is one similar to what you need It is much easier to modify an existing report than it is to create a new one If you locate a report that is similar to what you need click Copy to duplicate the original report and place it in the Easy Report sub list The report name is preceded by COPY You can edit the report name If you cannot locate a report similar to what you need click Add to create a new report and place it in the Easy Report sub list The report n
434. want to use automatic updating or individual entry For more information see Automatic Updating vs Individual Entry Click Next If you selected the individual method skip to step 7 5 If you selected the automatic updating method use the tabs in the Select Members window to build a list of individuals For more information see Using the Selection Window Click Next 6 If you need to assign different legal requirements information in the group of individuals you selected select the first option click Next and skip to step 8 If you want to assign the same information to all of the individuals you selected select the second option then enter the information The values in the Description field use entries from the Requirement Descriptions keyword list To add or delete entries in this list click Manage Click Next and skip to step 8 lf you selected the individual entry method enter the legal requirements information The values in the Description field use entries from the Requirement Descriptions keyword list To add or delete entries in this list click Manage Select a Member Name from the drop down list If posting information for other individuals click Add Member to List and repeat the process Click Next Review the list of members In the Post Information column select the check box to mark the record for posting To quickly select or clear all records click Mark All or Clear All To edit an individual s legal S
435. ways Do Not Send Courtesy Copy to the Family Always send the billing statement to the name and address listed in the Billing Address section and do not send anything to the family when printing billing statements e Send Statements Only Part of the Year CC the Other Part CC to Family Send the billing statement to the name and address listed in the Billing Address section only during the period of time entered for Bill From and Bill To Send a courtesy copy to the family at their address when this person receives billing statements During the rest of the year the family will receive the billing statement and the name and address listed in the Billing Address section will receive a courtesy copy e Send Simts Only Part of the Year CC the Other Part no CC to Family Send the billing statement to the name and address listed in the Billing Address section only during the time entered for Bill From and Bill To Send the family nothing when this person receives a billing statement During the rest of the year the family will receive the billing statement and the name and address in the Billing Address section will receive a courtesy copy e Send Statements Only Part of the Year no CC the Other Part CC to Family Send the billing statement to the name and address listed here only during the time entered for Bill From and Bill To Send the family a courtesy copy when this person receives a billing statement During the rest of the
436. y To view the itemized totals per activity click More Detail View Monthly Totals Displays each fund and period as seen in the Monthly Totals grid The balance value appears on the last month of the billing period Restrict View Select individual funds or fund periods for each view To exclude recurring charges clear Include the Recurring Charges in the List Refresh List Re calculate all financial field totals S Parish Data System 98 Viewing the Contributions Listing Screen The Listing Screen window displays a list of contributions You cannot edit information in this window but you can customize the columns that display To view the listing on the Information tab click Contributions then in the navigation pane click Listing Screen Customize View Click to customize the listing screen For more information see Changing the View in a Listing Window Print List Click to print the list of contributions Active Only Select to display only active families in the list Inactive Only Select to display only inactive families in the list Both Active and Inactive Select to display both active and inactive families in the list Members The Members window displays information specific to an individual member such as talents ministries attendance and background check information Personal information including addresses phone numbers sacrament and ministry information are also included Inform
437. y both active and inactive families in the list Contributions and Other Funds The Contributions window on the Information tab displays the financial transactions of a family Each individual family can have funds set up that for their particular needs special rates fees or billing periods This section explains how to use funds for individual families or members once the funds have been created in the Fund Setup window To use this window properly you must set up a fund for each category of transactions you want to track For example set up a fund for contributions or one for fund raising events Within each fund you can track individual posting activities such as offerings Christmas pledge payments or service hours This section covers the following information e The Contributions Window 8 Parish Data System e Using the Contributions Window e Loose Collection Setup e Contributions Window Field and Button Descriptions The Contributions Window To access the Contributions window on the Information tab click Contributions There is no limit to the number of individual funds you can set up and each one can have as many fund periods as you need View Print Fund Filter a E ET Using the Contributions Window Before you can work with a fund in the Contributions window the fund must be created in the Fund Setup window with the appropriate group and activity names Listed below are a number of common
438. y keyword fields Fam Letters Family letter fields Fam Phone Family phone number fields Mem Member detail fields Attn General transaction fields Background Chk Member background check information E Mail Member email fields Keywords Member keyword fields Letter Member letter fields Ministries Member ministry fields Other Req Other requirements found on the Legal Req tab Phone Member phone field Sac Sacrament fields Sac List Sacrament date list fields Sac Extra Sacrament extra information fields Sac Sponsor Sacrament sponsor fields Sac General Sacrament General tab fields Talents Member talent fields Fund Detail from the Fund Setup window Fund Hist Information from the Family s History amp Keywords tab Fund Rate Information from the Family s Terms and Rates tab Parish Data System Fund EFT EFT Electronic Fund Transfer information for the fund Fund Bill Information from the Family s Billing Addr tab Member Reports have the following fields available Mem Member detail fields Attendance General transaction fields Background Chk Member background check information E Mail Member email fields Fund Information from the Fund Setup window Fund Hist Information from the Family s History amp Keywords tab Fund Rate Information from the Family s Terms and Rates tab Fund Bill Information from the Family s Billing Addr tab Fund EFT EFT Electronic Fund Transfer information
439. y needs for your congregation Sacrament Information List This easy list searches and displays individuals based on sacrament date name status dates and place Date Name To select a sacrament name click the drop down list then click a sacrament name 113 S Parish Data System Members with Any Info Select to specify additional information such as status dates or sacrament place This option is selected by default Members Without Any Info Select to select all members without specifying additional information then click Apply OK Include Members with All Statuses Select to search for all statuses Only Members with the Following Statuses Select to limit the search to a specific status then click one or more descriptions in the status list Include All Dates Select to search for all dates Only Include Dates within the Following Date Range Select to restrict or set a date range then enter values in the date range fields Include Members with Any Sacrament Place Select to search for members who had sacraments performed anywhere Only Include Members Matching the Following Sacrament Place Select to search for members who had sacraments performed at a specific location then click the drop down list to select a place name Talent List This easy list searches and displays members based on a talent keyword and optional status Talent To select a talent keyword click the drop down lis
440. y to the file 5 Under Select Which Parish Data to Compare enter the IDs or envelopes to compare Leave the entry blank to compare all To limit the comparison select Only Active Families Only Inactive Families or Both Active and Inactive Families For Newly Registered Families and Deleted Families select Display or Don t Display Click Next The Comparison List is displayed To customize the display select one or more of the following options e Show Matching Families e Show Families with Differences e Show New Registrations e Show Deletions 8 Click Next To print the comparison list select Print the List of Comparison Results Next select Print All or Print Only Differences 9 To accept changes from the external mailing list under Do You Want to Make Global Changes to Your Data select one or more conditions of acceptance 10 To create a new file of the comparisons select Create a File with Comparison Results Next select the file name and either Export All or Export Only Differences To customize the exported file click File Options For more information see Mail List Comparison Options 11 Click Finish NO RELATED TOPICS e Mail List Comparison Options Mail List Comparison Options On the Compare Parish Data with Diocese External Mailing List window click File Options In this window specify additional options and descriptions for the exported files For example if you select Export Newly Registered Families e
441. yment Deductible VV Deposit Payment Deductible v Payment To Reduce Rate Pay Down Deductible v Non Cash Donation Non Cash Contribution Deductible Iv Volunteer Credits Credit Non Deductible Iv Fall DinnerDance 20 Quid Pro Quo IV Auction amp Dinner 10 Quid Pro Quo v Click Print Worksheet before continuing with this process The worksheet will help you complete Print Worksheet the required steps in the Carry Fonward Balances amp Prepayments process o Next gt Cancel To print a worksheet for each fund pe a 6 7 To print the worksheet click Print On the Information tab click Contributions In the navigation pane click Processes In the list of processes click Carry Forward Balances and Prepayments Before you begin this process you must back up your data To create a backup click Yes When the backup is complete the process window opens Under Choose the Fund to Use select a fund Under Activity Details for Fund select the activities to review Click Print Worksheet then click Yes To process carry forward balances 172 PONS a On the Information tab click Contributions In the navigation pane click Processes In the list of processes click Carry Forward Balances and Prepayments Before you begin this process you must back up your data To create a backup click Yes When the backup is complete the New Year Fund Setup Process window opens Select the fund to carry forward The act
442. you add new families to the program To access family information on the Information tab click Families This section covers the following information Using the Families Window Locating a Family Using Primary Information Primary Information Field Descriptions Entering Mailing and Alternate Addresses Viewing Family Members and Funds in the Families Window Logging Letters Visits Etc in the Families Window Parish Data System e Creating a Family Letter e Viewing Reasons for Changes to Family Information e Viewing the Families Listing Screen Using the Families Window The Families window stores and displays information about each family including contact information digital images keywords family members and a history of correspondence with the family Use the links in the navigation pane to move between the different sections of the Families window Raynik John Diane M M 11 16 2008 a a Married By PriestDeacon 6246 Blackbird Dr Individual Letter Label aS ee eae Reasons fo Pleasanton CA 94566 5331 EJ ees jravnik PDSDemo com fr 7 Locating a Family Use the Navigation group on the ribbon to locate the record of a particular family You can do this by searching for a single record based on a family s name an address phone number etc Or you can scroll through each record until you find the one you want For more information see Locating a Record Using Primary Information Listed below
443. you create a new batch For each batch determine how you want to identify each family when posting For example if you choose ID Number and Name then you can select the family to post to by either entering their ID Number or by entering their name Click Use OK to save the options you selected Quick Posting Options Select How You Will Enter Postings in the Posting Window ID Eny Number and Name ID Eny Number Only O Name Only Second ID and Name Second ID Only Select the Other Options You Will Post to V Post Check Numbers Default for Check Cash field C Post Comments Print Receipts Select the Items to Repeat from the Previous Entry Hear Vocal Confirmation of Data Entry V Fund Number V Date Amount C For Amount V Fund Year V Activity _ For Name or ID Select the Following Check Boxes if You Want to SiMe Microsoft Sam LC Print Receipt for Every Entry Voice Rate Min J C Total ID Env Numbers Test 10 Transfer Batch Totals to PDS Ledger Transfer to PDS Ledger Path CAcdi Desktop Use the Following Attendance Information a Post Member Attendance G Only Active Families O Only Inactive Families Both Active and Inactive Use OK Cancel Select How You Will Enter Postings in the Posting Window Determine which information you want to use to identify your families when posting To change the option fields at 139 S Parish Data System any time during the posting process in the Qu
444. you edit the dialog box displays either a multiple column list such as the City State Names list or a single column list like the Phone Description list User Keywords display in a single column list with additional features for assigning names to the keyword list and sharing the user keyword with other PDS programs 24 S Parish Data System City State Names 40 Entries x Warning This lis also be used by another program Single column keyword dialog box Inserting Deleting and Combining Keywords 25 S Parish Data System Each keyword dialog box displays the following command buttons Insert Delete Combine Print and Close Insert and Print can be used while multiple users are logged into the program However only one user can be logged into the program to use the Delete and Combine commands Inserting Keywords Follow this procedure to set up new keywords To insert a new keyword On the ribbon click the Setup Admin tab Click Keywords Click the keyword list name you want to edit Click Insert In the Description field enter a name for the new keyword To move to the next field or line press Tab or Enter Do this for each new keyword name you add When you are finished click Save OK NOOR Wh a Deleting Keywords This procedure allows you to delete keywords in keyword drop down lists throughout the program Deleting a keyword removes it from the list and any page where it is used To delet
445. ype of report selected Selection Information Family Selections Member Selections Delinquency Selections and Additional Selections The List of Selections The List of Selections pane is used in conjunction with the other tabs in the selection window to create save and select commonly used criteria for reports so that you do not have to enter them manually each time you run a report To use a one time selection without saving it use Simple Selection Never Saved This item always appears first in the list To choose selection criteria you have used before click the name of the selection under List of Selections When you select an item the tabs to the right update to reflect the options previously saved under that selection name In the example below the first selection in the list was included in the program by default the last two were created by the user 212 Parish Data System List of Selections Simple Selection Never Saved Prime Givers gt Ministers to sick by Zip Save Add Delete cieni Copy Reorder Export Sel to a File Import Sel from a File Suppose you need to create a report of all ministers to the sick The data should be sorted by ZIP Code You plan to run the report monthly so you decide to save the selections for repeated use First add a new name and select ZIP Postal Code as the Sort Order on the Selection Information tab On the Additional Selections tab specify a condition in which M
446. ywords to display the main keywords menu The Keywords menu is divided into two sections The first section includes keywords used for families These keywords are shared in common with other PDS programs if you select to share data with them The second section includes keywords used for individual records These may also be shared with other PDS programs or they may be unique to a single program The second section also includes User Keywords for which you can not only set up the values available but the category name itself Useful Information If you share data with users of other PDS programs you should consider the following Many keyword lists are shared by two or more programs Because of this you should clearly define for all users in your organization either what keywords can be added or what guidelines must be followed when adding them S Parish Data System City State Names E Mail Description Names Family Keyword Names Family Status Names Fund Keywords Letter Types Phone Description Names Attendance For Names Attendance Reasons Background Check Descriptions Celebrant Names Ethnicity Names Grades and Degrees Language Names Marital Status Names Mass Names Member Keywords Ministry Names Relationship Names Requirement Descriptions Sacrament Date Names Sponsor Witness Types Talent Ministry Status Names Talent Names User Keywords gt The Keyword Dialog Box Depending upon the Keyword list
447. zard displays the report generation options Under Generate the Report select whether you want to print your Kenedy data create a file or save the data for the following year You may choose any or all options If you want to create a file enter the path and file name or click E select the path and enter the file name For more information see Kenedy Directory Process Field Descriptions Click Finish If you selected to print the report the Print List dialog box opens Change the print options if needed and click Preview to view the report on your screen or Print to send the report to your selected printer For more information on the Print List options see Printing an Internal Report Kenedy Directory Process Field Descriptions Use these field descriptions for reference as you proceed through the Kenedy Directory process RELATED TOPICS e Calculation Pages Visible for Option One Only e Corrections and Additions Pages e Generate the Report Calculation Pages Visible for Option One Only Starting Ending Date Enter the dates comprising a full year for which you want to compile statistics If your diocese has specified a particular date range enter it here Families to Include in Calculations Use the selections in this section to determine which families should be counted 180 Parish Data System e Use ID Range If selected specify a starting and ending ID number When selected the program count

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