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Admin Bandit User Manual Sept 09 Part 1-1v7

1. What is a Group Many organisations divide their members into sub sections or groups For instance sports clubs divide members into groups according to age and sex such as Under 10s or Ladies while photography clubs divide members according to specialty or skill such as Slides or A Grade Of course you may have elected to Customise Admin Bandit to call your groups by another name in Options the previous section covered in this manual 30 31 ADD GROUP Add Group and Add Member are the nuts and bolts of the People function Of course if you ve Customised Admin Bandit you won t see group member fees or notices you ll see whatever words your organisation uses instead Select Add Group in the pull down menu and a screen also called Add Group appears which contains a box divided into two parts 1 Group Details 2 Default Fees Group Details The Group Details section is self explanatory it s where you record the specifics of each group which is done in three easy steps Step 1 Enter the Name of new group you wish to create Step 2 If required enter a Memo or note about the new group For example a preschool class might meet in a particular room or a netball team might have a particular coach Step 3 If your organisation has a standard fee across your members enter the amount in the Default Fee space You ll notice this automatically appears in the
2. How to Contact Us For Extra Help Our online Support Desk is your first port of call if you have questions that aren t answered in this manual In fact you might like to jot the link to this on a piece of paper to keep handy or add it to favourites in your web brower http adminbandit com au Support tabid 202 Default aspx This webpage provides all sorts of useful information including _ h A resources page Our knowledge base Information on how to lodge a support ticket 2 3 4 Our phone number What if Forget My Password Not a problem we can solve this with nothing more than a bit of lost time Simply follow these steps 1 Click on the Forgotten Password link in the Please Log In box 2 A new screen appears with a Password Reset box Type in your username and click the Send Email button to notify us that you need a new password 3 We ll send you an email containing a link to reset your password As soon as you ve clicked on this you can log into Admin Bandit with your new password No Bank Accounts If this is the first time anyone in your organisation has logged into Admin Bandit or if no one has recorded a bank account yet a Welcome screen will appear directing you to an Add Bank Account screen to set one up You ll need to do this straight away because obviously you can t do any books without an account See chapter 1 for more instructions on how to set up a bank account
3. 10 Options Logout Account Selection Welcome Welcome to Admin Bandit The first step to using this application is to create the bank account s for your organisation Click here to create a bank account Home Support Terms of Use Privacy Statement Copyright AdminBandit 2009 Bank Account Selection However if your bank accounts are already set up and your organisation has more than one you need to choose which one to work on by clicking the Select button Options Logout Options Bank Accounts Investment Account Westpac 987589 A 4 Select Main Account Westpac 565656 A 4 Select tatement aLe Welcome and Quick Stats Once you select a bank account a Welcome screen appears with Quick Stats on your organisation account balance last log in and members You ll notice seven clickable links on this page Under Welcome you ll find 1 Money In 2 Money Out Under Quick Stats you ll find 3 When you last logged in Your last reconciled date Your number of current members Number of fully paid up memberships 4 5 6 Total member numbers 7 8 Your number of members with outstanding membership payments 9 Manage Members 11 Under Options you ll find 10 Capture User Details 11 Capture Client Details 12 Select Account Categories Deposits Reconcile Reports Options Logout Welcome Robyn Hood s Merry Men Main Account Welcome Maid Options You are currentl
4. 1 January 08 31 March Jos gt 150 Total Fees 150 00 Save amp Add Another Save amp Finish Cancel 33 How to Add Multiple Fee Periods What we ve just done is great for a group that has only one fee period that is to say for example a single annual fee But what if a group has multiple fee periods For instance a tennis club might have social and competition fee periods And a dance school might divide the year into four individual terms See the small icon of a white cross in a green circle in the final column of the Default Fees table Think of this as your green light to keep adding fee periods Click on it and a new row for another period appears You can keep clicking on this icon until you have 11 rows we pity anyone who has to pay that many fees As you add rows you ll notice a new icon appears a white minus symbol in a red circle Click on this whenever you need to delete a fee period or row Add Gang Gang Details Name archery Class Memo in the glen Default Gold 150 Default Fees Fee Start Date End Date Amount Term 1 1 z January o8 31 March 08 150 Term 2 1 z April z 08 29 z June 08 150 O Total Fees 300 00 Save amp Add Another Save amp Finish Cancel If you ve got more than one group to add click Save amp Add Another Admin Bandit will save the first group you ve added and clear the s
5. 23 Capture Client Details Load your logo fo Browse Maximum size allowed 1MB Supported File Types gif jpg png Upload Image Remove Image You have not uploaded any logo yet All About Us Address Community Group Robyn Hood s Merry Men Q Address Line Ghemood Foes Primary Contact Robin Hood SS 2 Address Line 2 Mobi 3 City Nottingham Phon 4 Country Australia Email State ACT Postcode 5699 Financials Licensing ABN 12 345 678 912 Expiry Date 27th Jan 2010 Start of Financial eae January 1 2009 GST Rate fo of All fields marked with an asterisk are compulsory Registered for v GST If you are registered for GST you ll need to set the GST status for your categories according to whether or not your Fund raising activities are GST exempt separate for GST M purposes Save amp Finish Cancel Financials A ha it s time to concentrate because you re about to enter your organisation s key financial data in the Financials box We ll do this in the next five steps Step 1 Enter your organisation s ABN You ll find this on paperwork relating to sales your organisation makes such as invoices or even a letterhead 24 What is an ABN An ABN or Australian Business Number is an eleven digit number that identifies your organisation when you deal with the Australian Tax Office ATO businesses and other organisation
6. 7 What if You Have More Groups You Want to Populate Not a problem all you have to do is click on the red Populate Groups link above and to the right of the Group List this is another way to access the process we ve just been through Group List New Group Popu Bilbys Wallabies Remember the Population Groups Later button from a few paragraphs ago If you selected this the above process is the way to go when you re ready to start adding newly imported members to your groups Congratulations didn t we tell you importing members was a dream come true Well you re now an expert at using every part of Admin Bandit s People function give yourself a pat on the back Even better take a break and grab a Snack preferably something sweet and indulgent And make sure you have a mouthful for us 78 This function is another essential part of customising Admin Bandit to suit your organisation s financial needs one that has to be set up before you can actually start doing any accounts CATEGORIES Let s start by defining a category Think of all your money in a filing system indexed according to exactly where it comes from or where it is spent essentially you ve itemised or categorised your money Fundraising income administrative expenses and operating expenses are examples of categories Of course as with any substantial list you ll need to divide these into sub ca
7. Fee End Date Amount Season1 1 September os gt 31 gt March z o9 gt 150 00 Season2 1 April o9 30 September o9 gt 15000 Total Fees 300 00 Update Delete Cancel Once again we ll spend a few extra moments on the list of Members point 2 where our three icons are repeated next to each person s name the cursor points to this in the sample above These allow you to Examine Edit or Delete information about individual members These are also covered in detail in Member List the next part of this user manual so we ll only give them a few moments here In fact we won t touch the Delete icon the white cross in the red circle at all But let s take a quick look at the Examine and Edit icons respectively the blue magnifying glass and the yellow pencil 42 Click on the Examine icon to go to an Examine Member screen Again this is part of the Member List function of Admin Bandit which is covered next in this chapter So take a quick look and click Done to return to the Edit Group screen Examine Member Member Details Address Member ID simi23 Address Line 1 First Name Bart Address Line 2 Last Name Simpson City Mobile Country Phone State Email Parent Name Homer Simpson Groups Parent Email homer bigpond com Second Contact Name ee Second Contact Email marge bigpond com Galloping Giraffes 1 Third Contact Name Leeping Lions 4 Third Contact Em
8. Remember those three tiny icons we covered not long ago in Group List Well they re back this time in the final column of the Member List table As you know the specific functions of these icons change slightly to suite each circumstance In this instance we ll use them to Examine Edit and Delete records of individual members all that stuff we told to temporarily ignore in the last section To re cap from left to right the icons are 1 Examine Member blue magnifying glass 2 Edit Member yellow pencil 3 Delete Member white cross in red circle Click blue magnifying glass or Examine icon and an Examine Member screen appears which allows you to view an individual member s personal details address and the groups to which they belong 48 Examine Member Member Details Address Member ID simi23 Address Line 1 First Name Bart Address Line 2 Last Name Simpson City Mobile Country Phone State Postcode Email Parent Name Homer Simpson Groups Parent Email homer bigpond com Second Contact Name eae Second Contact Email marge bigpond com Galloping Giraffes 1 Third Contact Name Leeping Lions 4 Third Contact Email Note the Examine icon also appears in the Groups box so you can see in greater detail the groups that member belongs to and the fees they pay If you do this simply click Done to return to the Examine Member screen Examine Member Fees Details Member Bart Simpson Group Galloping
9. Memo Type Miscellaneous Income GST Free Budget 100 Done Click the Done button to return to the Client Categories screen Edit Category The yellow pencil or Edit icon also directs you to a screen of the same name where you can amend the details of a category Edit Category Category Name linterest Memo CS Type Income Expense Sub category of Miscellaneous Income C applies e Free X Non reportable foo Delete Cancel Click the Update button to save your changes and return to Client Categories The Cancel button takes you to the same place without saving any changes of 82 course And the Delete button removes a category taking you to a Confirm Delete screen first to make sure disaster never strikes Confirm Delete Are you sure you want to delete the category Grants State Op g One off _Cancei _ Condi Delete Category The white cross in the red circle or Delete icon is another pathway to removing a category Click this and the same Confirm Delete screen above appears first asking you to Cancel or Confirm your decision Now to protect your accounts there are circumstances in which Admin Bandit will not let you delete a category including 1 The category in question has sub categories In this case you ll need to delete all the sub categories first if you still wish to delete the umbrella category 2 The category is linked
10. Postcode Groups Parent Name Homer Simpson Second Contact Name Varge Simspon Third Contact Name o Third Contact Email 7S m select any Parent Email e m4 a Galloping Giraffes 1 Leeping Lions 4 Cunning Cougars 2 Second Contact Email Terrific Tigers 3 Save amp Add Another Save amp Finish Cancel Please note that all members need to be part of at least one group You see Admin Bandit is set up for members fees to be processed through the system of fee periods that exist in groups So basically no group equals no fee and that s no way to run an organisation So how do you resolve this issue if your organisation doesn t really divide its members up The answer is as simple as creating a single group with one fee period to which everyone belongs Click Save amp Add Another to continue adding members Admin Bandit will save the member you ve just entered and clear the Add Member screen for you to keep working Click Cancel if you don t wish to save the information you ve entered which will take you to the Group List screen Click Save amp Finish if you only need to add a single member in which case you ll also be taken to the Group List screen via a Done message to confirm your work has been successfully saved Done The Member Bart Simpson was added to the database You will shortly be redirected click here if you do not wish to wait Group List is the fourth o
11. logo and the software will automatically place it on your reports invoices receipts and member notices All you have to do is literally click your mouse twice 1 Click the Browse button to find your organisation s logo on your computer 2 Click Upload Image to import it into the software You ll know you ve got it right when your logo appears to the right of the Load your Logo box with a green tick and Success written above it If you make a mistake or your organisation updates its logo deleting it is as simple as clicking Remove Image Having made this all seem so easy there are a couple of things to remember when uploading your logo these are also written in the Load your Logo box Your logo needs to be 1 One megabyte or smaller 2 Saved as a gif jpeg or png If this is not the case you ll need to use image editing software to re size or save your file in an accepted format If you don t know how to do this ask a Savvy person in your organisation to provide you with a logo that meets the above requirements All About Us You ll recognise the format for this box from the last chapter on User Details Obviously the only difference is that we re filling in details about your organisation instead of you As before we ll do this in five steps 1 Community Group 2 Primary Contact that is the person you are responsible to such as the president of your committee or organisation Mobile 4 Phone Email
12. s something really cool you can click on these headings to re arrange how the information is displayed 1 Date from most recent or least recent 2 Member Id ascending or descending order number or alphabetical order depending on what you are using Who ascending or descending alphabetical order by surname 4 Amount from largest amount or smallest amount GST by notices that attract GST or notices that do not this is worked out from what you indicated at the GST setting in Categories and Client Details screen Ul Description ascending or descending alphabetical order Memo ascending or descending alphabetical order Printed from most recent or least recent e Emailed from most recent or least recent How do you know which view the table is currently set for If you haven t altered the arrangement in your current session it will be in default mode However aS soon as you change the view a red arrow appears next to the heading by which the arrangement is set hover your cursor over this for a description of the present layout order 62 When you start re arranging the screen green Restore link appears above the icons in the final column of the table Simply click this to reset the table to its Original order How to Amend Member Notices Now this is going to be easy because by now you re an expert at using Admin Bandit s Examine Edit and Delete icons which are always to be found in the final c
13. s the last thing you want to get wrong Let s head back to Options on the main menu bar and select User Details in the pull down menu A Capture User Details screen appears which contains three boxes for your personal and access information 1 All About Me 2 Address 3 Access All About Me To start add your personal details in the All About Me box There are five spaces to type your 1 First Name 2 Last Name 3 Mobile 4 Phone 5 Email Capture User Details All About Me Address First Name Address Line aid D 1 In the forest g Last Name Marion 2 Address Line 2 D E Mobile City Nottingham Phone E 4 Country Australia Email tealbacktime adminban State acr Postcode 692 Access All fields marked with an asterisk are compulsory Username New Password Confirm Password 18 Address Now in the six spaces in the Address box fill in 1 Address Line 1 Address Line 2 if you need more than one line leave blank if you don t City city suburb or town Country State geographical that is not state of mind Se a Postcode Capture User Details All About Me Address First Name Address Line 9 Maid 1 In the forest Last Name Marion Address Line 2 2 Mobile City Nottingham Phone Country Australia 4 Email ctealbacktime adminban State ACT Postcode 5699 9 Access All fields mar
14. 3 4 have different needs from those of a book keeper pudget SurP i lor accountant for a business more Sign up for a FREE 27 page report Volunteer Treasurer Survival Guide JPMENT PURCHASES Produce Reports Descrintio Report on the financials to your committee so they New home can make well informed decisions more mat _ Customise your accounts munity Grove Tugel oni ARER sawat Customise the most commonly used terms for your primery organisation to make your reports and terms names relevant to you more Sign up for AdminBandit now J To save you a few seconds why not click here to get to the same place our User Log In screen Simply click your cursor in the boxes type in your Username and Password and click Log in Welcome Admin Bandit Welcome Please Log In Username PO Password o Forgotten password What s My User Name and Password Your username and password were sent to you when you first registered to use Admin Bandit If someone else in your organisation did this they have the username and password so you ll need to ask them for the details If for some reason you can t get hold of the username and password submit a ticket through our Support Desk You ll also need to provide a copy of your last committee meeting minutes to show you re the treasurer of your organisation not that impersonating volunteer treasurers is a common crime
15. Add Member Member Details Member ID First Name Last Name Mobile sim123 Bart Simpson Address Line 1 Address Line 2 City 2 Address Line 2 if you need more than one line leave blank if you don t 3 City city suburb or town 4 Country 5 State 6 Postcode Address D d 9 Country Homer Simpson Jhomer bigpond com Marge Simspon marge bigpond com m Postcode Phone State 9 Groups Email Parent Name select any Parent Email RTS Galloping Giraffes 1 Leeping Lions 4 Cunning Cougars 2 Terrific Tigers 3 Second Contact Name Second Contact Email Third Contact Name Third Contact Email Save amp Add Another Save amp Finish Cancel Groups All that s left to do in Add Member is to select which group to which your member belongs Simply click on a selection in the Groups box you ll notice your choice becomes highlighted What if your new member belongs to more than one group Hold down the Control Ctrl key on your keyboard while you click on all the appropriate options again Admin Bandit highlights all your choices 37 Add Member Member Details Member ID First Name Last Name Mobile Phone Email ema Bat Simpson lt Address Line 1 Address Line 2 City Country State Address
16. Amount column in the Default Fees table beneath This process saves you time but you can easily overwrite a default fee amount for individual members if necessary Add Gang Gang Details Name Archery Class Q Memo finthegien SOS 2 Default Gold 49 Default Fees Fee Start Date End Date Amount 1 January 08 31 March os 150 Total Fees 150 00 Save amp Add Another Save amp Finish Cancel 32 Default Fees Speaking of Default Fees this is the name and subject of the table below Group Details It takes just four steps to set a Default Fee Note however that you re not setting a general Default Fee here you re setting one specifically for the group you re in the process of adding Step 1 Enter the Fee type in the first column For instance a sports group might have a seasonal playing fee an art society might have an annual exhibition fee or a garden club might have a once off joining fee Step 2 Enter the Start Date for which this fee applies If there s no start date use the beginning of your financial year Step 3 Enter the End Date for which this fee applies Again if there s no end date use the end of your financial year Step 4 If you didn t enter a fee amount in the Default Fee box now s the time to talk money Nelo Brite Gang Details Name Archery Class Homo fin the glen Default Gold 150 Default Fees 2 wil ee 2
17. Emailed New To sort the list click on the column headings Date Member ID Who Amount GST Description Memo Printed Emailed Galloping Giraffes Please pay by 12 Nov 09 Jethro Gibbs 500 00 0 00 1 Full year rage w Galloping Giraffes Please pay by 12 Nov 09 Hugh Jackman 500 00 0 00 oa pied a in Galloping Giraffes Please pay by 12 Nov 09 Little John 500 00 0 00 Py paar ort theme Galloping Giraffes Please pay by 12 Nov 09 Angelina Jolie 500 00 0 00 ire vane St i Galloping Giraffes Please pay by 12 Nov 09 will Scarlett 500 00 0 00 1 Full year direct deposi Galloping Giraffes Please pay by 1 Full year direct deposi Cancel Change Date Range Bulk Delete Preview and Print Send Email 12 Nov 09 Sim123 Bart Simpson 500 00 0 00 The look of this screen follows a set pattern that you ve probably come to expect in Admin Bandit as you can see there s a table that gives an overview of the groups your members belong to and the fees these attract and above this links for creating new entries This page is amazing you can almost make the information it presents jump through hoops there are just SO many ways you can make it work for you How to Create a New Member Notice Let s start with the basics learning how to create a New Member Notice Click on the link of the same name above the table If you ve set up more than one financial year in Admin Bandit you ll be directed to a Select Fina
18. Google Gadgets My Mobile Device Backups My Received Files SnagIt SQL_LOG_Backup rs aS My Computer M My Network Places Files of type Jal Files 7 File Requirements You ll notice two file requirements in the Upload the Import File box 1 You file size cannot be larger than 3MB 2 Only file names that end with csv and txt are allowed How do I Tell if My File is Too Big Don t wait for Admin Bandit to give you an error message you can check your file size before you try to upload it All you ve got to do is open the file in the program in which it was created and examine the properties which is usually found under the File menu Of course 3MB is absolutely huge so the chance of your file being too big to upload is small However if your file is too big simply divide it into two or three smaller files which you can upload separately 72 What on Earth are csv and txt Files You ve gotta love computer lingo These are file types and the good news is that it s easy to convert Word documents and Excel files to this format these are the most common programs for creating member lists so we re guessing you use one of them Here s what to do 1 Open the document contain your member list in the program used to create it 2 If you re using Word and the list is in a table you first need to convert this to text a Click on Table b Choose Convert c Choose Table
19. Okay if you re not there find your way back in the Edit Member screen where we ll check out the Delete icon in the Group table Click on this to remove a member from a specific group To ensure you re doing the right thing a Confirm Delete screen appears Click Cancel to keep the member in this group and return to the Edit Member screen Or click Confirm to remove the member from this group before also returning to the Edit Member screen 52 Money Categories Deposits Events People Reconcile Reports Options Logout Members Robyn Hood s Merry Men Main Account Done The information for the selected Member was updated You will shortly be redirected click here if you do not wish to wait Phew the Edit Member section is pretty deep but we re done now In fact we re almost done with this rather lengthy lesson on the Member List All you need to do now is click Update to save your changes before going back to the Member List via another one of those Done screens or Cancel to go to the same place without saving your changes Click Delete to remove the member entirely As you ve probably come to expect you ll be directed to a Confirm Member Deletion screen as part of this process Now there is a situation where Admin Bandit won t let you delete a member Check the smiley face over the page for how to resolve this Delete Member Another Way All this power to delete members could go to a person s head Of course
20. boxes and click Continue which activates the Import Members function We ll move onto this in a minute but first What happens if you don t check the boxes or check just one or two A message pops up advising that you have to check all three agreements to continue Want More Information on Privacy Laws The federal government has an excellent website on the Privacy Act which includes information written in plain English that is terminology that we all can understand Uploading Members to Import Clicking Continue takes you to a Step 2 Upload File screen which contains an Upload the Import File box All you have to do to is click the Browse button this opens a window that allows you to choose a file on your computer When you ve found your file simply click Upload 71 Import Members Step 2 Upload File lt lt Previous Step Legal Agreement Next Step CSV Format gt gt Upload the import file Browse Upload Maximum size allowed 3MB Supported File Types csv txt Previous _ Next Import Members Step 2 Upload File lt lt Previous Step Legal Agreement Next Step CSV Format gt gt Choose file Look in E My Documents gt ac FE Fe ACT Temp photos Add in Express O WebEx My Recent Application Folders 5 DS_Store Documents i Default rdp desktop ini i GD Shortcut Bandit Desktop GD Shortcut Shane fa Shortcut Software So B SQLInstall_LogFile txt My Documents My
21. cross in the red circle Don t worry about accidentally deleting an important account a Confirm Delete screen appears which as the name suggests asks you if you really do want to remove the account in question from Admin Bandit If you do hit the Confirm button and if you don t hit the Cancel Confirm Delete Are you sure you wish to delete the selected account This cannot be undone Cancel _Confirm 16 Cancel automatically returns you to the Manage Bank Accounts screen Confirm also takes you back to this screen but via a Done screen Options Logout Options Bank Accounts Done The Bank Account was successfully deleted along with all associated Transactions and Bank Deposits You will shortly be redirected click here if you do not wish to wait Changing Accounts Note that you can also change which account you re working on in the Manage Bank Accounts screen simply by clicking on Select in the last column of the table It s also easy to tell which account you re currently working in as the Select button for this will be inactive that is you can t click on it 17 USER DETAILS For the first time in your life it s okay to be a user Well in one sense of the word anyway This part of Admin Bandit is where you record your personal contact details which let s face it is not rocket science But pay attention because this is also where you learn to re set your password and that
22. depth in the Member List section which we ll look at next in this chapter In the example below however you will note that Ben Affleck is one of our favourite actors we just wish the phone numbers were real Examine Member Member Details Address Member ID sim1i23 Address Line 1 First Name Bart Address Line 2 Last Name Simpson City Mobile Country Phone State Email Parent Name Homer Simpson Groups Parent Email homer bigpond com Second Contact Name Gen Second Contact Email marge bigpond com Galloping Giraffes 1 Third Contact Name Leeping Lions 4 Third Contact Email 41 When you re finished checking out your members click the Done button to return to the Examine Group screen Click Done again to return to the Group List screen where we ll check out the second icon Edit Group To edit or update a group s details click on the small yellow pencil which takes you to an Edit Group screen As you can see the information here is the same as on the Examine Group screen except of course that you can change information about 1 Group Details 2 Members 3 Default Fees Group Details Q Name Cunning Cougars 2 Memo Manager Friar Tuck Default Fee 150 00 Members 2 To add members to Groups use the edit member function There you can also select the participating period for the Matt Damon a Nicole Kidman VF member Brad Pitt Default Fees Start Date
23. for blended families where there is a need to keep more than one parent guardian in the information loop 35 Add Member Member Details Address MemberID gim123 Q Address Line FirstName Bat 2 Address Line 2 LastName Simpson SSS 3 City CSSS Mobile SS 4 Country aaa Phone S S SS State 7 Postcode Email TS 6 Parent Name Homer Simpson g Groups Parent Email omer bigpond com 8 select any Galloping Giraffes 1 Second Contact Name Marge Simspon Leeping Lions 4 Cunning Cougars 2 Second Contact Email marge bigpond com 10 Terrific Tigers 3 Third Contact Name 11 xD Third Contact Email oo 42 Save amp Add Another Save amp Finish Cancel Don t Have a Member s Full Details It s okay to leave some of the spaces in Member Details blank after all not everyone has a mobile phone number or email address In fact you ll note as marked by asterisks that only first and last names are compulsory fields on the entire Add Member screen However your organisation may have a minimum requirement for information about members such as their full names and at least one contact method You might want to check this policy with your committee and if you notice members are reluctant to give out information develop and distribute a privacy policy 36 Address Now let s fill in the six spaces in the Address box 1 Address Line 1
24. fundraising group of a meeting or a sports team of a change in fixtures New Member Member FirstName Last Name Groups Matt Damon Cunning Cougars 2 Jethro Gibbs Galloping Giraffes 1 Hugh Jackman Galloping Giraffes 1 Little John Galloping Giraffes 1 Angelina Jolie Galloping Giraffes 1 Nicole Kidman Cunning Cougars 2 Brad Pitt Multiple 0361616161 will Scarlett Multiple sim123 Bart Simpson Multiple nhoooodooooog PPPPPPPPP P Dd od Naomi Watts Terrific Tigers 3 Send Email New Member Okay so you ve already learned how to add a new member But you re now going to discover a second way to access the Add Member screen See the New Member link above the table and next to the icon of a white cross in a green circle Click on this and you can add new members to your heart s content 47 Add Member Member Details Member ID First Name Last Name sim1 23 Bart Simpson Address Address Line 1 Address Line 2 City Mobile DO O O Phone gt gt Email o Parent Name Homer Simpson Parent Email homer bigpond com Second Contact Name Varge Simspon Second Contact Email marge bigpond com Third Contact Name DOO Third Contact Email SSS a Postcode Groups select any Galloping Giraffes 1 Leeping Lions 4 Cunning Cougars 2 Terrific Tigers 3 Save amp Add Another Save amp Finish Cancel Examine Member
25. marked with an asterisk are compulsory Update Delete Cancel 51 As you can see in the small Group table Bart Simpson belongs to two groups Leeping Lions 4 and Galloping Giraffes Once again our three recurring icons appear For any group click the Examine icon to go to an Examine Member Fees screen In the example below you ll see that Bart is registered for four fee periods in 2009 but tsk tsk hasn t paid a single one Examine Member Fees Details Member Bart Simpson Group Leeping Lions 4 Fees Fee Start Date End Date Amount Paid Seasonl i Jan 09 31Maro9 255 55 Season2 i Apr09 30 Jun 09 259 29 Seasons i Jul 09 30Sep09 255 55 Season4 1OctO09 31 Dec 09 255 55 Total Fees 1 022 20 Done Click Done to finish examining a member s fee and return to the Edit Member screen Now click the Edit icon and you ll be directed to an Edit Member Fees screen This of course is the same as the Examine Member Fees screen except that you can amend the amounts due and the fee periods a member is participating in and mark any fee payments received Note that when you mark a payment as received you re directed to an Add Member Fee screen where you can record the details We ll look at this in a Subsequent chapter Let s return to the Edit Member Fees screen for a moment Click Cancel to return to the Edit Member screen or Update to save your changes and return to the Member List screen
26. once No Match Skip Member ID E First Name Last Name Mobile Phone Email Parent 1 Name LiParent 1 Email Second Contact Name Second Contact Email dThird Contact Name No Match Skip Rudd Swem Gillerd Hodkey Turmbull Howerd Cootello Stephemo No Match Skip 0508 302553 0522 052 757 0502 555 288 0522 867 687 0506 233 982 0526 278 650 0537 307 225 0522 522 299 No Match Skip 0509 252 026 0503 662 952 0502 528 099 0502 302 970 6229 2252 6253 7263 0500 575 225 6222 3887 N NUL NUL NUL 4 Third Contact Email Address Line 1 Address Line 2 City Country State Postcode meon Populate Your Groups Congratulations If you chose Import you ve now successfully transferred your members from an existing document into Admin Bandit Think about the enormity of what you ve just done you ve not only saved yourself hours and hours of mind numbing data entry work you ve also done something that officially makes you a computer geek Import Members Step 5 Import Results Woohoo You ve saved yourself some re typing time The member list has been uploaded Summary You uploaded 35 records from a total of 35 submitted You can Populate your Groups now or later Populate Groups Now Populate Groups Later 75 Okay we ve got a confession it s not all over yet because aS you can see on the Populate Groups
27. quick snapshot of any account An Examine Bank Account screen appears which shows 1 The Account name 2 A Memo if you ve made one 3 Opening Balance 4 Current Balance Examine Bank Account Account Working Account Opening Balance 0 00 Current Balance 4 304 43 aa Click the Done button to return to the Manage Bank Accounts screen 15 Edit Account To update details for any account click on the yellow pencil and an Edit Bank Account screen appears which shows the same particulars as the Examine Bank Account screen we ve just looked at The difference however is that you can 1 Amend the Account name Add or change a Memo 3 Change the Opening Balance if it hasn t already been reconciled that is see chapter 7 for more on this Edit Bank Account Account Memo PO Opening Balance 5000 00 Current Balance 4 613 00 pat Dette conc Click the Update button to save your changes and return to the Manage Bank Accounts screen or the Cancel button to return to this screen without making changes The Delete button performs the exact same function as the icon of the white cross in the red circle which we ll look at next Delete Account There are a number of reasons why you might want to delete an account including changing your financial institution or setting up an account for a temporary purpose such as a fundraising event To delete an account click on the white
28. simple overview of all the groups in your organisation showing each by 1 Name 2 Memo 3 The number of Active Members In the fourth column you ll recognise those three icons that recur throughout Admin Bandit As you know by now they may be tiny but they re the keys to examining editing and deleting pretty much everything in the software Here s a quick reminder of what they do 1 Examine Blue magnifying glass 2 Edit Yellow pencil 3 Delete White cross in red circle In this case clicking on the blue magnifying glass takes you to an Examine Group screen where you can view more detailed information about the group in question such as 1 Group Details including a Name b Any Memo you ve noted 2 Members a By Name 3 Default Fees including a Period Name b Start Date End Date d Amount 40 Gang Details Name Fourth Group Memo two periods Outlaws Name Matt Damon A Daniel Craig A Mr Ed a Default Fees Period Name Start Date End Date Amount Cents Period 1i Sep 08 31 Dec 08 80 50 Second cents Jan 09 1 May09 80 50 Total Fees 161 00 Done Let s take a closer look at that list of Members Notice the Examine icon the blue magnifying glass also appears next to each member s name Click on this to go to an Examine Member screen where you can view information about an individual member We won t go into detail about this here because it s covered in more
29. to Text d Choose how you wish to separate the text tabs or commas are most common e Click OK 3 Save a copy of your document There ll be a scroll down menu that allows you to choose what type of file you wish to save it as a Choose Plain Text for a Word document b Choose CSV Comma delimited for an Excel document Uploading Your File Once you ve chose your file click Upload If everything is okay a File Successfully Uploaded message appears which means you can now click Next to proceed Of course you can also choose Previous which will return you to our policies and service agreement Import Members Step 2 Upload File lt lt Previous Step Legal Agreement Next Step CSV Format gt gt Upload the import file C GGG Documents and Settings A Browse Supported Fil Types csv txt eo File successfully uploaded Previous C Nea 73 Choose Your Parameters When you click next a Step 3 CSV Format screen appears which contains a CSV Format Parameters box Basically this asks you to tell Admin Bandit how the information in your document is set out so it can be easily transfer it into the database There are three types of information to set 1 Field Delimiter how is the information separated remember how we Said tabs or commas are the most common in Word 2 Text Qualifier is the information set within quote marks Text starts at row does the information start immediately or is the
30. we don t encourage volunteer treasurers to become megalomaniacs but here s another way to electronically remove people Make sure you re back in the Member List For any member click the Delete icon in the final column The now familiar Confirm Member Deletion screen will appear As we ve outlined previously click Cancel to return to the Member List or Confirm to remove the member in question and also return to the Member List Money Categories Deposits Events People Reconcile Reports Options Logout Confirm Member Deletion Robyn Hood s Merry Men Main Account Confirm Member Deletion Are you sure you wish to delete the Member Wonder Woman 53 Why Won t Admin Bandit Let Me Delete a Member There is also one instance when Admin Bandit simply won t let you delete a member if they have fee receipts recorded against their name this task is covered in chapter 4 on Money In this case you need to access the Add Member to Group screen through the Edit Member screen and uncheck that member s activities in the Participating column Then you re free to delete 54 MEMBER NOTICES LIST Fast and convenient the Member Notices List is your way of communicating with members about their fees What is a Member Notice A member notice is somewhere between a memo and an invoice Essentially it s a piece of communication that you email or post to members to keep them up to date about their fee status For exampl
31. Giraffes 1 Fees Fee Start Date End Date Amount Paid Full year i Jan 09 31Dec09 500 00 Total Fees 500 00 Done Click Done again when you ve finished reviewing a member s details to return to the Member List table 49 Edit Member Click on the small yellow pencil icon and an Edit Member screen appears which contains three boxes that allow you to edit or update 1 Member Details 2 Address 3 Groups Edit Member Member Details Address Member ID lsim123 i ss sS Address Line 1 SS First Name Bat i sts Address Line 2 PO Last Name Simpson ts s City Mobile PO Country Phone PO State Email PO Parent Name Homer Simpson Parent Email omer bigpond com Add Member to Group Cunning Cougars 2 Second Contact Name Group Second Contact Email arge bigpond com Galloping Giraffes 1 A 4 Leeping Lions 4 A 4 Third Contact Name Third Contact Email All fields marked with an asterisk are compulsory Update Delete _ Cancel As you can see editing the Member Details and Address boxes are easy but the Groups box requires more effort In summary this box allows you to add a member to additional groups indicate which activities they are participating in and when and amend additional details Let s start with how to add a member to a group using the pull down menu Select the appropriate group and you ll automatically be taken to an Add Member to Group sc
32. Robyn Hood s Merry Men Sherwood Forest Nottingham ACT 2602 ABN 12345 678 912 18 Aug 2009 Will Scarlett nsgill actewagl net au Member Fees for Will Scarlett for Galloping Giraffes 1 Full year 01 Jan 2009 to 31 Dec 2009 Amount 500 00 GST Included 0 00 Amount owing 500 00 Produced by Maid Marion Finally the Email button sends selected notices directly to the members in question Click this and a Send Notices by Email screen appears which contains a box comprised of two sections 1 2 Recipients Email Message Let s start with the Recipients section 1 2 3 4 5 The name s of the Member s you re emailing The Groups to which they belong Their Email addresses Parent Name if your member s are under 18 Parent Email again if your member s are under 18 Now you won t have a thing to do here if you ve already entered email addresses parent names and parent emails when you set up members details 66 in our Add Member section Admin Bandit will automatically fill the spaces for you Unfortunately you ll have to add these details manually if you haven t previously set them up However the good news is that you can check the Update Member Information on Send button 6 to save them for future use How nifty is all this The stuff that Admin Bandit remembers for you gets even better in the Email Message section 7 Subject is automatically generated from informatio
33. ail Now that you re back in the Edit Group screen lick on the Edit icon to go to an Edit Member screen Yet again we re only allowing you a sneak peak here because we ll cover this material in the next section For now click Cancel This automatically redirects you to the Member List screen so go back to People on the main menu and choose Group List to get back to where we were originally We know it s confusing while you re learning but stick with us 43 Edit Member Member Details Member ID First Name Sim 123 Bart Address Address Line 1 Address Line 2 LastName Simpson P Mobile DOO Phone PO Email hat bigpond com Parent Name Homer Simpson DO Postcode Groups Parent Email lhomer hotmail com Add Member to Group Cunning Cougars 2 Second Contact Name r kaal Second Contact Email marge bigpond com Galloping Giraffes 1 A 4 ge bigpond Leeping Lions 4 A 4 Third Contact Name Third Contact Email All fields marked with an asterisk are compulsory Update _Delete _ Cancel Okay to refresh you re memory here s a picture of the Group List screen again We re looking at those three icons in the fourth column and have already covered the first two which allow you to Examine and Edit details of groups in your organisation Group List New Group Populate Groups Cunning Cougars 2 Manager Friar Tuck Galloping Giraffes 1 Ma
34. amount hasn t been allocated but you really should discuss this with your committee and update it later in the name of good financial management Plus if you don t include a budget amount the category will not display on your Budget Report you can learn more about this in chapter 8 on Reports Add Category Category Name Renovations D Memo DO 2 Type Income Expense Sub category of Miscellaneous Expenses Applies Y 4 Free X Non reportable Budget hooo 9 Sme arian Cones Click Save amp Finish to return to the Client Categories screen or click the Save amp Add Another button to continue creating new categories Admin Bandit will save the category you ve just added and clear the spaces for you to add another Cancel takes you back to Client Categories with no changes saved Examine Category 81 Hopefully you re working through this user manual in the order we suggested in How to Use this Manual If so you ll been familiar with what we re about explore from what you read in the section on People If you re not already there return to the Client Categories screen Let s look at those familiar three icons in the sixth far right column In any row click on the blue magnifying glass or Examine icon This directs you to a screen of the same name where you can review the details of the category in question Examine Category Category Name Interest
35. be tricked by the word client in this case it refers to your organisation which means this section is for storing key contacts and financial information for your group or club Click on Client Details in the Options pull down menu and a Capture Client Details screen with five boxes appears These are 1 Load your Logo 2 All About Us 3 Financials 4 Address 5 Licensing Capture Client Details Load your logo Oo Brows e Maximum size allowed 1MB Supported File Types gif jpg png Upload Image Remove Image You have not uploaded any logo yet All About Us Address Community Group Robyn Hood s Merry Men Address a Sherwood Forest Primary Contact RobinHood Address Line Mobile 7 SS City Nottingham Phon Country Australia Emaii 0 State acT Postcode 692 Financials Licensing ABN j2 fas ers 12 Expiry Date 27th Jan 2010 Start of Financial Geis January 1 2009 gt GST Rate All fields marked with an asterisk are compulsory Registered for If you are registered for GST you ll need to set the GST GST status for your categories according to whether or not your Fund raising activities are GST exempt separate for GST purposes Save amp Finish Cancel 22 Load your Logo Get ready for your first peek into Admin Bandit s amazing behind the scenes abilities All you have to do is take a few seconds to upload your organisation s
36. bra pi 1 Expiry Date 27th Jan 2010 Start of Financial January 1 2009 2 GST Rate ho a 3 All helds marked with an asterisk are compulsory ee ic 4 lf you sre registered for GST you ll need to set the GST status for your categories according to whether or not your Fund raising f activities are GST exempt separate for GST V purposes Save amp Finish Cancel Address Again you ve already filled out a similar box but the difference here is that we re entering your organisation s address not yours As before we ll do this in Six steps Address Line 1 Address Line 2 if you need more than one line leave blank if you don t City city suburb or town Country State O um A W N e Postcode 26 Capture Client Details Load your logo 0 Browse Maximum size allowed 1MB Supported File Types gif jpg png Upload Image Remove Image You have not uploaded any logo yet All About Us Address Community Group Robyn Hood s Merry Men Address Sherwood Forest 9 Primary Contact RobinHood Address Line 2 PO 2 Mobil City Nottingham Phon Country Australia 4 Email State ACT Postcode 5699 9 Financials Licensing ABN 7245678 12 Expiry Date 27th Jan 2010 Start of Financial art of Financial January i z 2009 GST Rate fo o All fields marked with an asterisk are compulsory Registered for m GST If you are
37. ces List and for any row click the red circle containing the white cross This performs the same function as Delete on the Edit Notice screen that we just looked at again a message appears asking you to choose Okay or Cancel Okay will permanently remove the member notice in question from Admin Bandit while Cancel will keep the member notice intact Member Notices List New Member Notice New Fee Receipt Check All None Printed Not Printed Not Emailed New To sort the list click on the column headings Date Member ID Who Amount GST Description Memo Printed Emailed z Galloping Giraffes Please pay by 12 Nov 09 Jethro Gibbs 500 00 0 00 1 Full year lack capil 12 Nov 09 Hegh E Windows Internet Explorer 12 Nov 09 Little John YQ You are about to delete this Notice Continue ve 12 Nov 09 Angelina Jolie cme Galloping Giraffes Please pay by 1 Full year direct deposi Cancel Change Date Range Bulk Delete Preview and Print Send Email 12 Nov 09 will Scarlett 12 Nov 09 Simi23 Bart Simpson 500 00 0 00 64 How to Process Member Notices You re doing well we know getting through all this information is taking a bit of stamina but you re about to actually see what a member notice looks like when it s printed or emailed Okay let s play with the buttons below the table starting with Cancel which takes you to the Transactions List we ve mentioned this screen before it s pa
38. creen for you to keep working Click Save amp Enter if you just have the one group to add and Cancel if you don t wish to save the data you ve entered In these two situations you ll be directed to the Group List screen Don t worry about this for the moment it s the third option in the People pull down menu and we ll cover it shortly in this chapter But first let s learn how to add members to Admin Bandit Read on 34 ADD MEMBER Like Add Group the Add Member function is another essential piece of groundwork for setting Admin Bandit up to cater for your members Select Add Member in the People pull down menu and a screen also called Add Member appears This is divided into three boxes 1 Member Details 2 Address 3 Groups You re probably familiar with the format of the first two from other parts of this user manual but we ll briefly go through the process anyway to explain a couple of notable items Member Details There are 12 spaces to add information in the Member Details box 1 Member Id 2 First Name 3 Last Name 4 Mobile 5 Phone 6 Email 7 Parent Name 8 Parent Email 9 Second Contact Name 10 Second Contact Email 11 Third Contact Name 12 Third Contact Email The final six of course apply to organisations with members under the age of 18 where it is valuable and often necessary to have names and contacts for parents or legal guardians The extra contact details also cater
39. d into Admin Bandit It s a huge time saver because you can add members in bulk to any of your groups in a few simple steps For the time being this is going to be the fastest tutorial in this user manual You see we re going to cover Populate Groups fully in Import Members which is the last option in the People function All you need to know for the moment is that you can access Populate Groups in two ways 1 Selecting Populate Groups the fourth option in the People pull down menu on the main menu bar 2 Through the red Populate Groups links on the Group List which we ve just covered So consider yourself let off for the time being 46 MEMBER LIST Select Member List in the pull down menu of the People function and a summary table of all your members appears This provides an overview of your members their contact details and where they fit into your organisation Like Group List this is a one stop shop one that lets you send group emails and to examine edit and delete information about your members Group Email Say goodbye to frantically hunting for email addresses and hello to contacting multiple members at once with a couple of mouse clicks Admin Bandit s group email function is a dream come true simply tick the boxes in the Email column fifth from the left to select recipients and then click the Send Email button to send a bulk email You might use this handy function for example to notify a
40. dit or delete the categories we ve provided to further customise Admin Bandit to your needs What is a Chart of Accounts It s a fancy name but a Chart of Accounts is simply a list of names and or numbers used to classify financial transactions by type Having each item of income or expenditure in your accounts accurately classified and recorded helps you produce more meaningful reports its easy to see where your money is going and coming from and to compare these amounts across financial years This enables you to monitor performance and identify trends which means you re better positioned to make budgetary and strategic decisions for the future How to Create a Category So let s learn how to create a category 80 See the New Category link above the table and next to the icon of a white plus in a green circle Click on this and you ll be directed to an Add Category screen which contains five spaces for you to fill 1 Enter the new Category Name 2 Add arelevant Memo or note about the category if you need to 3 Tick the general category Type a Income b Expense c Sub category choose from the categories in the pull down menu either income expense or a sub category of course you ll need to have set up at least one category already to create a sub category 4 Tick the GST status of the category How much money has your committee set for this category in your Budget You can leave this blank or at zero if an
41. e is the next round of fees due soon Do some members have overdue fees Do you want to give others a single record of all paid fees this financial year See the example below Member Notices provide a snapshot of members obligations at the time you generate them 55 Member Notice Robyn Hood s Merry Men Sherwood Forest Nottingham ACT 2602 ABN 12345 678912 18 Aug 2009 Will Scarlett nsgill actewagl net au Member Fees for Will Scarlett for Galloping Giraffes 1 Full year 01 Jan 2009 to 31 Dec 2009 Amount 500 00 GST Included 0 00 Amount owing 500 00 Produced by Maid Marion Click on Member Notices List the final option in the People pull down menu and a Select Date Range screen appears Select Date Range Start Date End Date 1 gt Jan 2009 gt 13 Oct 2009 gt Cancel _Contim Choose the period for which you wish to examine or generate member notices Most likely this will be either the financial year to date or a specific fee period For instance a sports club might have a summer season or an arts centre might follow terms If you don t wish to continue click Cancel and you ll be redirected to a Transaction List screen we ll cover this in the Money section of this user 56 manual To proceed click Confirm which takes you to a Member Notices List screen Member Notices List New Member Notice New Fee Receipt Check All None Printed Not Printed Not
42. e client s information was successfully updated You will shortly be redirected click here if you do not wish to wait Psst Short Cuts to User Details and Client Details Back in the not so distant past we pointed out a couple of links on Admin Bandits Welcome amp Quick Stats screen At the time we told you not to worry about them but now they ll come in handy To see these again log out using the Logout button at the end of the main menu bar Log back in and select a bank account and you ll find yourself once again at the Welcome screen See the three links in the Options column Options in grey that is not the one on the main menu bar These are 1 Capture User Details 2 Capture Client Details 3 Select Account Well these are short cuts to the pages we ve covered so far In Options on the main menu bar they correspond to 1 User Details 2 Client Details 3 Bank Accounts 28 CUSTOMISE Some organisations call them members Some call them players And some call them names we can t re print here The fact is they re your people and you can customise Admin Bandit to match the term your organisation uses Click on Customise in the Options pull down menu and a screen also called Customise appears This contains a box that allows you to choose both in singular and plural form the names your organisation uses for your Members Groups Fees and Notices Thanks to the magic o
43. eipt link we ll cover this in the chapter on Money Tips for Viewing Member Notices Let s delve into the table instead which provides an overview of all the member notices you ve created Specifically it shows 1 The Date the notice was created The Member Id for the member Who the notice was created for The total Amount of fees accumulated Any GST that applies to these fees as SS A Description of the groups and fee periods in question 61 7 A Memo if noted 8 Whether the member notice has been Printed 9 Or Emailed Member Notices List New Member Notice New Fee Receipt Check All None Printed Not Printed Not Emailed N To sort the list click on the column S ID Who oOo 5 Jescriptic Oo Galloping Giraffes Please pay by 12 Nov 09 Jethro Gibbs 500 00 0 00 1 Full year direct deposi Galloping Giraffes Please pay by 12 Nov 09 Hugh Jackman 500 00 0 00 SjF ai yaar liemct claposi Galloping Giraffes Please pay by 12 Nov 09 Little John 500 00 0 00 1 Full year direct deposi Galloping Giraffes Please pay by 12 Nov 09 Angelina Jolie 500 00 0 00 cul sane Lienct clases Galloping Giraffes Please pay by 12 Nov 09 will Scarlett 500 00 0 00 1 Full year ieact deposi Galloping Giraffes Please pay by 1 Full year direct deposi Cancel Change Date Range Bulk Delete Preview and Print Send Email 12 Nov 09 Sim1i23 Bart Simpson 500 00 0 00 Now here
44. estpac 432 234 D Opening Balance A 2000 Date 93 Aug 2009 H 4 Save amp Add Another Save amp Finish Cancel Click the Save amp Finish button if this is the only account you wish to add However click Save amp Add Another to add more accounts Admin Bandit will save the information you ve entered and refresh the screen for you to keep working If you make a mistake or are just practising like right now hit Cancel 14 Manage Bank Accounts Now that you ve learned how to add bank accounts to Admin Bandit let s look at how to examine edit and delete accounts Notice you automatically return to the Manage Bank Accounts screen when you hit the Save amp Finish or Cancel buttons Well that s perfect because this is the place we need to be Remember those three recurring icons we told you about in the section on How to Use This Manual Well this is your first introduction to them As you know the Manage Bank Accounts shows all the bank accounts you ve recorded for your organisation For each one you ll see our three icons in the third column of table From left to right these are 1 Examine Account a blue magnifying glass 2 Edit Account a yellow pencil 3 Delete Account a white cross in a red circle Manage Bank Accounts New Bank Account Account Memo 2 Working Account on 4 OQ Select Savings account A j Examine Account Click the blue magnifying glass for a
45. f Admin Bandit the terms you choose will not just be used throughout the software but also in any messages you send through the system and reports you generate Simply fill in the eight spaces and your terms will be set on default Customise Customise Admin Bandit to fit your organisation by choosing terms you use to describe Members Groups Fees amp Notices Your terms will be used for the menus in messages on notices and reports Singular Plural Members Member Members Groups Group Groups Fees Fee Fees Notices Notice Notices Update Click the Update button to save these terms and return to the Welcome screen Congratulations You now know all about Admin Bandit s Options function If you haven t already why not take a few minutes to put what you ve learned into action start entering and saving some data 29 Your organisation is only as good as its people the saying goes So this section of Admin Bandit is dedicated to your most important asset your members This is another of the house keeping parts of the software the place to keep records of membership fees as well as members names and contact details and where they fit into your organisation On the main menu bar hold your cursor over People and seven options appear in a pull down menu 1 Add Group Add Member Group List Populate Groups Member List Member Notices List N OO O89 FB W DN Import Members
46. h in this case are All or None 58 Add Member Notices Financial Year Start Date 01 Jan 2009 End Date 31 Dec 2009 Change Select Groups and Periods Check All None 2 Cunning Cougars 2 Start Season1 End Season2 gt Galloping Giraffes 1 Start Full year End Full year Leeping Lions 4 Start Season1 End Season4 gt Terrific Tigers 3 Start Season1 End Season3 You have to check at least one group in order to filter the members in the next step After confirmation you will be able to define which members will receive notices Cancel Confirm selected groups Second for each checked group you need to select fee periods to Start and Finish in the adjacent pull down menus Click Cancel to return to the Member Notices List screen or click Confirm Selected Groups to proceed Hey Admin Bandit Won t Let Me Continue This is for one of two reasons 1 You must check at least one group Please remember that checking one or more groups does not mean you re about to create a member notice for every single group you ll select individuals in the next step 2 You ve reversed the start and end fee periods In the same way that you can return from a holiday before you leave home you can t start a fee period with the last season of the year and finish with the first unless of course you ve got a time machine 59 Of course you don t have to select two fee periods
47. he conditions under which Admin Bandit allows you to use this function in the database Import Members Please read carefully before proceeding Data Import The use of purchased rented or harvested mailing lists is strictly prohibited Policies All contacts on your list must have directly agreed to receive email from your organisation Terms of Customer represents covenants and warrants that Customer will use the Services only in compliance with Admin Service Bandit s privacy policies as published at the www adminbandit com au or otherwise furnished to Customer the Policy and all applicable laws including but not limited to policies and laws related to spamming privacy obscenity or defamation Customer may not access or otherwise use third party mailing lists in connection with preparing or distributing unsolicited e mail to any third party Customers found to be in violation of these Terms or who have engaged in abuse of service spamming will have their account terminated immediately and are not eligible for a refund Customer hereby agrees to indemnify and hold harmless Admin Bandit against any damages losses liabilities settlements and expenses including without limitation costs and reasonable attorneys fees in connection with any claim or action that arises from an alleged violation of the foregoing Although Admin Bandit has no obligation to monitor the content provided by Customer or Customer s use of the Services Ad
48. hich contains a Select Members box comprising all your members in alphabetical order by surname who are not in this group 76 There are two ways you can select those you wish to add to the group in question 1 Individually check members using the boxes in the first colum 2 Use the links at Check above the table of member names to select a All members b None c Only those members who are Ungrouped Populate Groups Select Group Group Bilbys x Default Fee 120 00 Select Periods Check All None Period Name Start Date End Date Amount Season i1 i Jan 2009 31 Mar 2009 120 00 Season 2 1 Apr 2009 30 Jun 2009 120 00 Select a group and at least one period then confirm to select who you will associate If a member pays a different amount you can edit it later on Member List gt Edit Member Click Populate Groups when your members have been selected This takes you to another screen that advises the group has been successfully populated before directing you to the Group List While you re here why not examine the group using the blue magnifying icon to see how your new members have been added Alternatively if you ve made a mistake click Change Group to return to the screen listing your organisation s groups and fee periods Or Click Cancel to return to the Group List Populate Groups Group population has completed You will redirected in 5 seconds Click here if you do not wish to wait
49. ise settings The Options function is second from the right on the main menu bar When you click on this a pull down menu appears which contains four selections 1 User Details 2 Client Details 3 Bank Accounts 4 Customise BANK ACCOUNTS This is where you manage your bank accounts the nitty gritty of adding editing and even deleting accounts Click on Bank Accounts in the Options pull down menu and a screen called Manage Bank Accounts appears which contains a box showing your current accounts 13 Manage Bank Accounts New Bank Account Account Memo Working Account Kh O Select Savings account Q LO Select New Bank Account As we ve said before you can t start using Admin Bandit until you ve set up at least one bank account so let s start by learning to do this Click on the New Bank Account link you ll find this above the box next to an icon of a white cross in a green circle A new screen called Add Bank Account appears which contains a box with four spaces for you to fill 1 Account enter the account name 2 Memo for any notes you wish to add such as the account s purpose or type Opening Balance 4 Date enter manually or click on the icon immediately to the right of this Space to see and set the date by a calendar Money Categories Deposits Events People Reconcile Reports Options Logout Options Bank Accounts Add Bank Account Account investment Account 9 Memo W
50. ked with an asterisk are compulsory Username New Password Confirm Password Cancel Finish Access Okay this section has been child s play so far but you need to concentrate now because you re about to learn how to re set your password The Access box automatically shows your username which just leaves two spaces to fill 1 New Password this must be at least six characters long 2 Confirm Password 19 Capture User Details All About Me Address First Name aid Address a in the forest Last Name Marion Address Line 2 Mobile City Nottingham Phone Country Australia Email stealbacktime adminban State ACT Postcode 5602 Access All fields marked with an asterisk are compulsory Username demo New Password ZOTIT 9 Confirm Password lececccccccs 2 cane Fa One Final Thing Why should you record your personal details in Admin Bandit After all you know your name and where you live Plus we live in an age where this little issue called privacy is important Well first let s remember no one can access your private information unless they know your user name and password If you ve given these to someone such as another committee member or the CEO of your organisation not that we suggest this is a good idea we re assuming your trust them Second situations may arise when another person from your organisation needs to contact y
51. m aMn iit software for volunteer treasurers USER MANUAL Part 1 Intro Options People amp Categories Software for the benefit of community group treasurers and the peak bodies supporting the PART ONE Welcome to Admin Bandit This software has been designed especially for you the volunteer treasurer It guides you step by step through everything you need to do to manage your organisation s money That s right every single thing is covered so you know you re doing it correctly even if you ve never done accounts before in your life To make your journey with Admin Bandit even easier we ve put together this handy user manual for you We ve explained every function of the software in detail and from the perspective of a new user complete with lots of pictures That s the good news Of course good news usually comes with bad news In this case the bad is teeny tiny our attention to detail makes this manual a tad long so we ve divided it into three parts for you to download and work through separately See that wasn t so bad In fact if this is the worst thing that has happened to you today then we want your life Conveniently the software s functionality divides into five neat parts Having said this there are eight sections to download we ve included samples of every report in Part 4 there s so much information that we had to break it up further 1 Setting u
52. min Bandit may do so and may remove any such content or prohibit any use of the Services it believes may be or alleged to be in violation of the foregoing Q Ihave read and agree with the Data Import Terms of Service 2 D i agree not to use purchased rented or harvested mailing lists C1 agree that the list members I am about to import have agreed to receive email from my organisation Cancel _ Continue 70 Step 1 Legal Agreement Reading Admin Bandit s Data Import Policies and Terms of Services is the first step of the Import Members process We realise a page of small print is probably the last thing you expected in an accounting software program but it s vital for you to understand what you legally can and can t do with this function Australia has tough privacy laws so we want to make sure Admin Bandit and our users are protected from potential problems There are three boxes to check once you ve read this page 1 I have read and agree with the Data Import Terms of Service 2 I agree not to use purchased rented or harvested mailing lists 3 I agree that the list members I am about to import have agreed to receive email from my organisation You have two options for how to proceed The first is to click the Cancel button and well not proceed at all This will take you to the Transaction List and means you will not be able to access the Import Members function The second is to check all three
53. n entered in Client Details 8 Text a form letter automatically loads which is signed using the name you entered in User Details Of course you re welcome to adapt the Subject and Text we ve provided to suit your individual needs All you need to do is click your cursor in either space and start making changes 67 send Notices by Email Recipients ember ld croup D Email meanen SOD Parent nom E Parent Email O Jethro Gibbs Galloping Giraffes 1 Hugh Jeckrman Galloping Giraffes 1 frunkatipunag gmnale corn Little Jo n Galloping Giraffes 1 Angelina Jolie Galloping Giraffes 1 Will Scarlett Galloping Giraffes 1 Bart Sempson Galloping Giraffes 1 pangrigecna com femer Simeson fore hotmail com 6 U date Member information on send D Email Message Subject Notice from Robyn Hood s Merry Men his is a friendly reminder thas you have pending member fees Find the details in attachment Please contact me for any clarification To finish click Cancel to go back to the Member Notices List or Send to email your member s When you Send a Notice Delivery screen appears advising that you re messages are on their way before directing you back to the Member Notices List Money Categories Deposits Events People Reconcile Reports Options Logout Send Notices by Email Robyn Hood s Merry Men Main Account Notice Delivery The emails are being delivered It could take some minutes for the messages to reach
54. n three ways 1 Records your organisation s financial information all you have to do is follow the prompts and fill the boxes provided with data of income and expenses 2 Arranges your organisation s financial information in a way that s easy to read and understand which is useful for making budgets and other plans 3 Automatically generates a stack of really valuable reports again these are easy to read and understand What s more they make your life as a volunteer treasurer fast and simple which means you ll always be prepared for your treasurer s report at committee meetings The first thing Admin Bandit does is ask you to log in and choose a bank account to work on in your current session If your organisation has just one account well we won t insult your intelligence this early into the user manual But if your organisation has multiple bank accounts the software will ask you to select one When you do a welcome screen appears which contains a main menu bar of nine pull down options e Money e Categories e Deposits e Events e People e Reconcile e Reports e Options e Logout Of course without the software actually open what we ve just said probably doesn t make a whole lot of sense right now we ll go into full detail complete with sample pictures in How to Set up Admin Bandit on page seven Our point is that once you re logged in and have chosen a bank account to
55. nager Little John Leeping Lions 4 Manager Guy of Gisbourne Manager Will Scarlett Terrific Tigers 3 Delete Group While the first two icons on this screen lead you on a merry little jaunt to the Member List the third one the Delete icon definitely does not What it does do is delete a group from your organisation 44 Click on it and you ll be taken to a Confirm Group Deletion screen which asks you to Cancel or Confirm that you really do want to delete that group After all you don t want to accidentally delete a whole section of your organisation Confirm Gang Deletion Are you sure you want to delete the Gang Third Group There are 2 Outlaws in the Gang Cancel _ Confirm Click Cancel if you ve made a mistake phew which will take you back to the Group List screen However if you really do want to delete the group in question click Confirm which will take you to a Done screen to verify your Success and then automatically back to Group List Money Categories Deposits Events People Reconcile Reports Options Logout Groups Robyn Hood s Merry Men Main Account Done The Group has been deleted You will shortly be redirected click here if you do not wish to wait Okay that s it for Group List We re sure you re curious about Member List now so let s tackle that next 45 POPULATE GROUPS Populate Groups is an amazing tool for assigning members to groups after they ve been adde
56. ncial Year screen and asked to choose a date range Select Financial Year Start Date End Date 01 Jan 2009 31 Dec 2009 gt Cancei Covi Click Cancel to return to the Member Notices List or Confirm to proceed to an Add Member Notices screen 57 Add Member Notices Financial Year Start Date 01 Jan 2009 End Date 31 Dec 2009 Change Select Groups and Periods Check All None Cunning Cougars 2 Start Season1 End Season2 Galloping Giraffes 1 Start Full year End Full year Leeping Lions 4 Start Season1 End Season4 Terrific Tigers 3 Start Season1 hd End Season3 You have to check at least one group in order to filter the members in the next step After confirmation you will be able to define which members will receive notices Cancel Confirm selected groups This screen is divided into two parts 1 Financial Year 2 Select Groups and Periods The Financial Year box is easy there s nothing more to do than hit the Change button to return to the Select Financial Year screen where you can choose a different year The Select Groups and Periods box is more complex As you can see this lists every group and fee period in your organisation First you need to select each group for which you wish to create a member notice You can do this in two ways 1 Individually check the boxes on the far left of the box 2 Click on one of the two links at Check whic
57. oftware s main menu bar Why the difference Well the order in the actual software is efficient and easy to use when you re doing your accounts But you have set the program up first and this means completing a series of administrative or house keeping tasks before you do anything else For this reason we strongly recommend you work through this manual in the order it s presented Okay let s get going To start turn the page to find out how to set up Admin Bandit Actually no If you haven t got one already why don t you make a cup of tea or coffee before we continue because that s about the only thing this software doesn t do for you HOW TO SET UP ADMIN BANDIT Setting up Admin Bandit is a breeze The software is fully accessed online which means you don t have to install it on your computer before you get started Instead all you have do is go to the Admin Bandit website and get straight to work Log In Opening Admin Bandit is as easy as clicking on the Log in link on the home page of our website Home Features Pricing Support Blog Buy MEL diate pital erst ncoleiscoyir lexexolUlaldiare for volunteer treasurers Easily manage your organisations books produce reports with ease manage membership and fundraising money save Try the FREE DEMO gt time and money _ Manage the books with ease et l a income Budd i s240 Volunteer treasurers of community organisations expense
58. olumn of a table As usual let s start with Examine For any row click this icon to go to an Examine Notice screen As you can see in the example below for the notice in question this provides a full view of the same information provided in the Member Notices List Click Done to return to this screen Examine Notice 9 Oct 2009 Who Jethro Gibbs Description Galloping Giraffes 1 Full year Amount 500 00 Owing 500 00 Includes GST j GST 0 00 Memo Please pay by direct credit Done The Edit icon takes you to a similar screen called Edit Notice which allows you to amend two fields 1 Date by manual entry or clicking the yellow calendar icon 2 Memo by manual entry 63 Date Free 3 Q Group Name Galloping Giraffes 1 Who Jethro Gibbs Period Name Full year Amount 500 00 Owing 500 00 Includes GST A GST 0 00 Memo Please pay by direct credit 2 Delete Cancel Click Update to save your changes and return to Member Notices List or Cancel to return to this screen without saving changes Click Delete to remove the notice from Admin Bandit a message will appear asking you to choose Okay or Cancel Okay will permanently remove the member notice from the database before returning you to Member Notices List whereas Cancel will leave you on the Edit Notice screen to choose another option Only one more icon to go and that s Delete Make sure you re on the Member Noti
59. ou For instance someone might be filling in for you while you re ill or on holidays But to prove we re not stalkers you don t have to divulge everything about yourself unless you want to We ve only made it compulsory to enter the really important stuff which is marked with an asterisk Please note that entering your email address is compulsory if you forget your password we need the right address to send you a reset password email 20 How to Choose and Maintain a Secure Password 1 Use a mix of numbers and letters ideally 6 to 8 characters long Avoid using obvious words such as your name or the names of loved ones and pets 3 Avoid calendar dates and easy to guess numbers such as your birthday anniversary or address 4 Don t write down your password 5 Log out of Admin Bandit when you computer is unattended Change your password every six months You ve now finished entering your User Details Click the Cancel button to return to the Welcome screen without saving any changes or click Finish to Save your work which takes you to a Done screen before automatically redirecting you back to the Welcome screen Money Categories Deposits Events People Reconcile Reports Options Logout Options User Details Robyn Hood s Merry Men Main Account Done Your user details were successfully updated You will shortly be redirected click here if you do not wish to wait 21 CLIENT DETAILS Don t
60. ows you to Edit something The white cross in the red circle which allows you to Delete something A Helpful Tip Smiley Face This little square smiley face is scattered throughout this manual We ve used it to give you all sorts of information ranging from tips on using Admin Bandit to explaining various accounting terms Pictures The pictures in this user manual are exact copies of what you see on your computer screen when you use Admin Bandit We ve made them nice and large and numbered key things for you to look at Warning We ve also filled our pictures with sample information The good news is that this strengthens our explanations of how the software works The bad news is that we have a sometimes odd sense of humour by the end of this manual you ll know the names of our favourite movie stars Red Words Words in bold and red refer directly to titles and functions within the software Links We inserted links to useful websites throughout this user manual just look for words or phrases underlined and in blue Hover your cursor over one of these and pop up appears advising the address of the link and instructing you to hold down the control key on your keyboard and click on the link to open the website in question in a new Internet browser Where to Start Finally and perhaps most importantly you ll notice this manual does not list Admin Bandit s eight major functions in the same order as the s
61. p administrative or house keeping stuff to do before you can actually get onto the accounts 2 Entering data this is the hard yakka of actually doing the accounts including typing in details of money your organisation has earned and spent 3 Reconciling this is where you make sure your accounts are correct 4 Generating reports this is where you get to sit back and relax while the software does some work for you We ve divided Admin Bandit s 16 reports up by broad type a o 20 5 Treasurer s Report Money Report Membership Reports Fundraising Event Reports End of Year Reports Well let s get on with number one the first part of this manual CONTENTS INTRODUCTION HOW ADMIN BANDIT WORKS FOR YOU HOW TO USE THIS MANUAL HOW TO SET UP ADMIN BANDIT OPTIONS BANK ACCOUNTS USER DETAILS CLIENT DETAILS PEOPLE ADD GROUP ADD MEMBER GROUP LIST POPULATE GROUPS MEMBER LIST MEMBER NOTICES LIST IMPORT MEMBERS CATEGORIES CATEGORIES Let s us put you in the picture That s right the introduction to our user manual aims to give you an overview of Admin Bandit how it works how to use this manual and how to get started So let s do it HOW ADMIN BANDIT WORKS FOR YOU Before you hit the books let s have a look at the big picture of how this software works Admin Bandit is a database that simplifies your job as a volunteer treasurer It does this i
62. ption in the People pull down menu which we ll cover on the next page 38 GROUP LIST As the name suggests the Group List is a summary table of all your groups which provides a convenient single location for viewing editing and even deleting information about them Select Group List in the pull down menu of People and a screen of the same name appears which comprises a table of four columns Let s start by looking at the New Group link above this table Group List New Group Populate Groups Cunning Cougars 2 Manager Friar Tuck Galloping Giraffes 1 Manager Little John Leeping Lions 4 Manager Guy of Gisbourne Terrific Tigers 3 Manager Will Scarlett New Group You ve already learned how to add a new group in this user manual However here s a second way to get to the Add Group screen Click on New Group to go to this familiar screen Add Group Group Details Name 7th Group Memo o Default Fee 60 Default Fees Start Date End Date rch Fee list Fee E January 09 31 Ma Amount z o9 60 Ti Fees otal 60 00 Save amp Add Another Save amp Finish Cancel 39 Populate Groups The Populate Groups link appears next to the New Group link on the Group List screen Don t worry about it for now we ll cover it later in this chaper Examine Group Back in the Group List screen let s get cosy with that table As you can clearly see it provides a
63. re a row of headings first Click Continue to proceed or Previous to go back to the Upload the import file box Import Members Step 3 CSV Format lt lt Previous Step Upload File Next Step Preview amp Match gt gt CSV Format Parameters Field Delimiter Tab Semicolon Space None Other Symbol Text Qualifier None Data starts at row 4 _ Previous _ Continue C C Comma C C C Match Your Data If you chose Continue the next screen Step 4 Preview amp Match allows you to insert the information in your imported file into the right fields in Admin Bandit that is you want people s surnames phone numbers and so on to go in the right spots If you don t have columns to match then go back to the previous screen and try a different Field Delimiter until you get the one to match the file you re importing This screen is easy the database has arranged your imported member details into columns and all you need to do is choose the column heading that matches in the pull down menus 74 It will be a matter of seconds before you re ready to hit Import to continue or Previous to go back a step Step 4 Preview amp Match Import Members lt lt Previous Step CSV Format Next Step Import Results gt gt i This is a preview of the first 20 rows Match the columns to their meaning with the header lists Fields with an asterisk are compulsory Each field can be selected only
64. reen where you can select 1 The Fee that applies to this group 2 If the member is Participating in this particular fee period 50 Add Member to Group Details Member Naomi Watts Group Leeping Lions 4 Fees for this Member Fee Start Date End Date Amount Seasonl i Jan 09 31 Mar09 P55 55 Season2 1AprO9 30Jun09 255 55 Season3 i Jul 09 30Sep09 255 55 Season i Oct 09 31 Dec 09 255 55 Total Fees 0 00 Save amp Add Another Save amp Finish Cancel Click Save amp Add Another if you wish to update this member s activity Save amp Finish to move onto another activity or Cancel if you don t wish to save any information you ve entered All three buttons will return you to the Member List screen Of course we haven t finished exploring the functions of the Groups box so let s click the Edit icon again to return to the right spot Let s also take another look at our sample Edit Member Member Details Address Member ID bim23 Address Line 1 fo First Name Bat Address Line 2 Last Name Simpson ists s City fo Mobile o Country oao Phone PO State Postcode i Email DO Parent Name Homer Simpson Groups Parent Email homer bigpond com Add Member to Group Cunning Cougars 2 gt Second Contact Name Group Second Contact Email arge bigpond com Galloping Giraffes 1 A 4 Leeping Lions 4 A LO Third Contact Name Third Contact Email All fields
65. registered for GST you ll need to set the GST status for your categories according to whether or not your Fund raising activities are GST exempt separate for GST M purposes Save amp Finish Cancel Licensing This box simply tells you when your Admin Bandit license is due for renewal Not that you have to worry about this we ll automatically email you a renewal notice when it s due We re Not Quite Done As with User Details while you don t have to fill in every single detail in this section some information is compulsory Again this is marked with an asterisk You ll also see a note about GST under the Licensing box If you are registered for GST you ll need to set the GST status for your categories according to whether or not your activities are GST exempt 27 This means that simply filling in the GST settings in the Financials box is not enough to ensure you correctly manage your organisation s money for GST purposes You will still need to note if areas of income and expenditure attract GST in the Categories function of this software Okay we re now done with Client Details Simply click Save amp Finish to save your work and return to the Welcome screen via the Done screen or Cancel to return directly to the Welcome screen without saving changes Money Categories Deposits Events People Reconcile Reports Options Logout Options Client Details Robyn Hood s Merry Men Main Account Done Th
66. rt of the software s Money function that we ll cover later Click Change Date Range for another way to go to the Select Date Range screen we ve already shown you two other ways Before you Bulk Delete you need to select the relevant notices There are two ways to do this as when we learned to create new member notices 1 Individually check the boxes on the far left of the box 2 Click on one of the six links at Check which in this case are All None Printed Not Printed Not Emailed or New When you click Bulk Delete a message will ask you to choose Okay or Cancel Okay will permanently remove the notices while obviously Cancel will retain them In both cases you ll remain on the Member Notices List screen To Preview and Print notices make your selections as outlined above Clicking this button takes you to a Print Notices screen within seconds your notices will be ready to download in PDF format Click the Here link to Download we also recommend saving a copy on your hard drive and print your document in Adobe Acrobat Money Categories Deposits Events People Reconcile Reports Options Logout Robyn Hood s Merry Men Main Account Print Notices The notices have been successfully generated Click here to download and print the file Once a notice is downloaded and open Admin Bandit will return you to the Member Notices List So let s check out a sample member notice 65 Member Notice
67. s It s only compulsory to have one if your organisation is registered for GST but if you don t other groups you deal with could withhold 46 5 percent of payments they owe you for tax reasons For more information contact the ATO Step 2 Enter the start date of your financial year including the month day and year If you re unsure check because this varies between organisations this is important because it is contained in your reports It s also important come back here when each financial year is over and update the start date so your reports pick up information for the right year Step 3 Enter the amount of GST that applies In Australia this is 10 per cent but your country may be different Step 4 Tick the box if your fundraising is separate for GST purposes If so you ll have to tick the Registered for GST box in the next step first to activate this control Step 5 Tick the box if your organisation is registered for GST 25 Capture Client Details Load your logo Browse Naximum size allowed ING Supported File Types gif fog pag You have not uploaded any logo yet Upload Image Remove Image All About Us Address Community Group Robyn Hood s Merry Men Address ma Sherwood Forest Primary Contact Rabin Hoad t S Address Line 2 n Mobile 7 City Nottingham SOS Phone p Country Australia Email p S State jior Postcode Pega Financials Licensing asn z Gs
68. screen you can go the next step and add all the members you ve just imported into the groups to which they belong If any of the records you wish import contain errors they will not be imported If this happens you ll be notified at Step 5 and given a link to an error file Below is an example of what would happen if you tried to import the same file a second time Import Members Step 5 Import Results Unfortunately no records were uploaded from a total of 35 Please note the error causes below so you can correct the file and try again The file you uploaded contained 35 Duplicate records Download the file with invalid records here Deci SL hl An invalid email address will also reject but the rest of the record will be uploaded Of course if you ve had enough for now click the Populate Groups Later button to go to the Transaction list We ll cover what to do in this situation Shortly However if you do wish to forge ahead lucky for you populating your groups is as easy as pie To start click the Populate Groups Now button which takes you to a Populate Groups screen This contains a box divided into two parts 1 Select Group choose the group you d like to populate first from the pull down menu 2 Select Periods select the relevant fee periods you wish to populate in the table Note that you must select at least one fee period Click the Confirm now select members button to proceed to the next screen w
69. tegories For example your organisation s operating expenses might include postage stationery insurance and rent So let s get started No pull down menu appears when you click on Categories on the main menu bar Instead you re directed straight to a Client Categories screen which contains a scroll down table of categories Some will appear even if you haven t actually set them up yourself that s because we ve already set up some of the most common ones to give you a head start especially if you re new to accounting 79 Client Categories New Category Income 0 s 0 o s io s 0 s 0 s o s 0 Miscellaneous Income Income 0 Donations Non Tax Deductible D GST refunded eo Interest ea Other Income ie Operating Income Income 0 amp Grants C W Capital Grants Local Capital Grants Local Op g One off Grants Local Op g Recurring Grants State Op g One off Grants State Op g Recurring Grants State Capital A i lt i ee A ee Grants Other e008 lt E E gt E lt E S 8 8 8 8 Income Budget 5 000 Expenses Budget 1 000 Budget Surplus 4 000 Update You may recognise the above set up by another name Chart of Accounts In fact we ve based our system of categories on the Standard Chart of Accounts developed at Queensland University of Technology for not for profit organisations It s important to note that you can add to e
70. that are immediately consecutive for instance if you select fee period 1 and fee period 3 the notice generated will automatically cover fee period 2 You re now at the Select Members screen where as the title suggests you can choose individual members to create member notices for Let s start by going through some of the basic components of the table on this screen In the cream coloured title bar you can see 1 The group s from which you are selecting members 2 The fee period s in question 3 The number of fee periods Within the table you can see 4 Each member of the group s by name 5 The fees they have Paid 6 The Total fees 7 How much is still Owing Select Members veriod Seasoni 1 Sep 08 to 31 Mar 09 To period Season2 1 Apr 09 to 30 Sep 09 Check All None Unpaid Fully Paid Set Memo for checked 4 Member Name Paid Total Owing 0 Matt Damon 150 00 300 00 150 00 Memo _ Nicole Kidman 0 00 300 00 300 00 Memo C Brad Pitt 150 00 300 00 150 00 Memo Cunning Cougars 2 Let s take a look at our example above 1 We re selecting members from the group Cunning Cougars 2 The fee periods are from Season 1 to Season 2 These comprise two fee periods The group has three members Of these Matt Damon has paid 150 in fees Yet his total fees are 300 as 2 60 7 Which means he still owes the organisation 150 Now let s look at the nift
71. the destinations depending on server workload and network traffic You will redirected in 5 seconds Click here if you do not wish to wait So why not practise sending a member notice to yourself right now But first check out our examples below 68 Member Notice Robyn Hood s Merry Men Sherwood Forest Nottingham ACT 2602 ABN 12345 678 912 Date 18 Aug 2009 To Will Scarlett Email nsgill actewagl net au Address Member Fees for Will Scarlett for Galloping Giraffes 1 Full year 01 Jan 2009 to 31 Dec 2009 Amount 500 00 GST Included 0 00 Amount owing 500 00 Maid Marion 69 IMPORT MEMBERS You learned how to add members to Admin Bandit earlier in this chapter Well now be prepared to be amazed because we re about to introduce you to a function that allows you to import member details in bulk from pre existing files on your computer That s right Import Members is one of our favourite functions because it allows you to transfer lists of your members made in other programs into the exact right spots in the database It probably sounds like impossible magic but in a few minutes you ll be clapping your hands in glee because this function saves you hours and hours of data entry Under People on the main menu bar choose Import Members This takes you to a screen also called Step 1 Legal Agreement the heading is on the upper right side which carries a very important message about t
72. to an Event these are covered in chapter five In both cases you ll be will directed to Sorry screens which explain why the software won t let you delete the category at this time Sorry You cannot delete this Category because it has 10 sub categories to delete the Category the Sub categories must first be removed Back Sorry You cannot delete this Category because it is used by the Event Chocolate drive Back Well that s it for this short chapter on Categories and it s also the end of Part One of this user manual Let s continue with Part Two where we get into some serious hands on action with your accounts 83
73. work on the software s guts or major functions are completely accessible This user manual thoroughly explains each one If you re computer savvy you might find our explanations a little too detailed or repetitive at times but please be patient after all Admin Bandit is made for volunteer treasurers of every level and we want to make sure everyone becomes a pro We d wish you luck at this point but with Admin Bandit you simply don t need it Three Ways Admin Bandit Helps In summary Admin Bandit software makes doing the accounts super easy by 1 Asking you to enter data of your organisation s income and expenses 2 Arranging this in really useful ways 3 Using it to automatically generate all sorts of valuable reports for you and your organisation HOW TO USE THIS MANUAL The Admin Bandit user manual is pretty straight forward it s written in everyday language and we ve used plenty of pictures to guide you through the information We ve also tried to make it friendly which means we ve avoided using jargon but couldn t resist the odd corny joke Having said this here are a few tips to help on your journey Icons Admin Bandit contains few icons These however are repeated often with Slight variations in role depending on the task you re doing The three most common icons are A The blue magnifying glass which allows you to Examine something The yellow pencil which all
74. y managing Last login 12th Oct 2009 a Capture User etait OD Client Robyn Hood s Merry Men Reconciled to 8th Jan 2009 4 a Capture Client Details a i A Account Main Account Ticks cavers Menken lt 9 a Select Account 12 Total Money In 4 148 00 Total Memberships 11 6 Total Money Out 4 227 27 rial aly E o Ej Balance 1 420 73 Outstanding 9 Manage Members 9 Now that we ve drawn your attention to these we re going to ignore all but one The reason is that they re quick pathways to functions that we ll cover later on For the moment however let s look at number twelve Select Account This is the place to click if you want to return to the Bank Account Selection screen and choose a different account to work on Okay let s get onto some serious to work Time Out No this isn t an invitation to go and lounge by the pool for a couple of hours For privacy and security Admin Bandit automatically logs off after 30 minutes of inactivity When you try to use it again you ll be directed back to the Admin Bandit Welcome screen where you ll need to log in again and make you re way back to where you were previously working 12 Your organisation is individual so Admin Bandit lets you choose you preferences and personalise your details Essentially the Options function is for house keeping providing a place for you to store important contact details manage bank accounts and custom
75. y things you can do on this screen Obviously you can select members to create member notices for which can be done in two ways 1 Individually check members in the boxes to the left of each name 2 At Check above Member Name click on one of the four links to select a All b None c Unpaid d Fully Paid Next you can write memos for member notices which can be done in three ways 1 Write individual memos for each member notice in the Memo spaces 2 Write the same memo for every member notice by typing in the Set Memo for Checked space and then clicking the Set Memo for Checked link 3 Write a single memo in the Set Memo for Checked space but personalise any required by individually editing in the Memo spaces Now let s generate some notices Well actually if you ve made a mistake or you don t want to do to this after all click Cancel which takes you back to the Member Notices List Click Change Period to return to the Add Member Notices screen and make amendments note that Admin Bandit hasn t saved your data so you ll need to enter it all again And click Create Notices to generate the beasts this takes you to an Add Notices screen which advises you to wait five seconds while the software does its magic before taking you back to the Member Notices List Back on this screen and after all the effort of learning to create new member notices you ll be pleased to hear that we re going to skip the New Fee Rec

Admin Bandit User Manual Sept 09 Part 1-1v7

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