USER MANUAL - Affordable Database Solutions
Contents
1. CHAPTER 3 DONATION TRACKING MODULE 3 A Adding a new donor To add a new employee click once on the Donors Menu then select Add Donor Then enter all relevant information related to that donor and click the Submit button Make sure to enter a search term in the Search Field text box as this will be what you will use to search for donors when transacting An example is Bank of America John Smith s local branch Note if you also plan to use the Budgeting or Mailing List modules you only have to enter the donor once and it will automatically be made available in all relevant modules 3 B Editing an existing donor To edit an existing donor click once on the Donors menu then select Edit Donor Enter any relevant information and click the Search button On the next page click the View Details icon to edit the donor s information On the screen that appears next update whatever information you need to and click the Submit button If you wish to delete the donor from the database click the Delete button Note It is not recommended that you delete the donor from the database especially if the donor has been used in other tables and reports 3 C Adding a Campaign To add a new campaign click once on the Donors menu then select Add Campaign Enter the description and then click the Submit button Note to make tracking easier it is useful to be year specific w2. T T Add Donation ida Edit DION iii ic CUSTOM REDONS asara ne MEA Soateated cedvatcmwnsidetts cousnaceiiands R eatacadelevsaacesenedzadeunatiddeadenmanceus Chapter 4 Mailings Module ccccooooocccccnonononnnocononanannnoconononononoconnnnnnnn noc onnnnnnnnnccanononann nac cncnnnna nas AA Conta dia EdICONtAC oa io Custom Reports Export cinc liliana rte Chapter 5 Budgeting Module ccccccssssccccccsssssnccceccsssnseeeeecssssaaeeeeecssesaaeeeeeesseeaaeeeeesssssaaeeeeeesseaaaes Ada Otra E rrre Edie dotar Add Budget Account A A iii Edit Budget ACCOUNT A REA oo o e O Add Income Expense Type sanii eeta e a a a ea ai a eee a aae 9 Edit Income Expense TYPC ccccsssccceessceecesscecessseccesseeeecsseecessuecceesseeseesaeecessaeeceeseeseecaeeecessaeecssteeeeeeseees 9 Posta TransacUom ed ee e 9 Edita Transactio Neise i a 9 CUSTOM REPOS aia T eE A EAR A A ose ANAE E O E EEA weer oan Ea A eats 9 Chapter 6 Tasks Module isase enne venacdeaecvevesudace cevevauhenedc chev Aas EE Erea SEY EE S 10 Add New Employees T E A E O T EAE 10 Edit Existing Emploi n a e e Poste atest da das 10 AGT askin O o AN 10 Edi E E S E T E E T ET 10 ASE TS ii a a e aa e a ae a a a e tds 11 EditAsSsiened Task A Ad A EAEE aA 11 GUStOM REPOINS O OO 11 Chapter 7 Shifts Module ecserin ed cots dues did EE ENES E EE CEEE A EERE 12 Add EMP Ad E EET 12 Edit Em Oy E sui ici ia id 12 NN 12 Ei iii A A di 12 Custom Reports is a ii
3. relevant information and click Search To edit or delete the shift click the View Details icon on the same line Then make any necessary changes and click Update or click Delete to permanently remove the entry from the database Page 13 7 E Custom Reports To create a customized report click once on the Tasks menu then select Custom Reports This feature allows you to enter as much or as little information as you wish and is particularly helpful if you are trying to track shift assignments unassigned shifts etc You can also export the data to Excel via a CSV file if you wish to create your own report outside of the database system Page 14 CHAPTER 8 HELP amp RESOURCES 8 A Troubleshooting amp Help Resources The ADS system should work on all browsers as long as you have a valid internet connection If you are experiencing issues please email us directly at support affordabledb com Additionally you can submit a request and or comment form to us The request comment form is located on the right hand side of your screen after you have successfully logged in You can use this form to ask us to fix a specific issue or to provide any general feedback or request Your opinion is important to us so please feel free to submit a comment when you are able
4. Affordable Database Solutions USER MANUAL http www affordabledb com Table of Contents Chapter 1 Managing Your Account ccccsccceccsssssnccceecssscaeeeeccsssaaeeeecesseeaaeeeeeesseaaaeeeesesseaaaeeeeessseaaaes HOW tosien IN A A a eai De ae E Ra ee Ra ORE eia i E EEEE HOW tO register ea aa a e aa a e T NL How to change y r PASSWOMC ccccssesssscsecaeeceeceeeeeeeeeeeeesesseesseeeseseeeeseeeaaaaeeaeeeeeeeeeeeeeeeseeeseessesseeeseegees How to update your SubscriptiON oooooooococcncncnnncnnonnncnnnnonononnnnnannnnnnnnn nono nnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnanennnnnns How to change your log in NAME oooocccccocccccncnnnnnnnnnnnncnnnnnnnnnnonanonnnnnnnno non nono nnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnrnnnnnns Chapter 2 Time Entry Module iii ccciccssccccccacssssccccccacisaatecccdacavvaceccceacavasctceccactsuscttccsecdssssecenceaavuadecccsecasabezees Add New Employee iis ciao SRA denied tiara Edit Existing EMplOyEE neriie kerainan ii dada iaa i Ete aih Add Mime EMT 2 ets ed ii dia Edit Existing TimeEntiV una da View TIMOC O listar acti ta a lia CUSTOM REPO TS uta ii da lei di aii Chapter 3 Donation Tracking Module cccoonoocnnncccnnnnoccnonccnnnononononcnnnnnnnnnnononnnn cnn nnnnnnnnnnnnnncconnnnnnss PAG DON daa A el Gove cauteceseaecsnetieie sav enedeleesdeevitei sd feateneyiadecvesuriietdecnasSeesueedsl abe AE aE aA aeaaeae iS aAa Add Campaig Menores ane naaa olke Taa oT a TT E ETE O
5. Taken or Used time as a negative number A tip we recommend is in the note field entering Accrued for accrued time and Used for used time as this will show up on the calculated reports Page 4 2 D Editing an Existing Time Entry To edit an existing time entry click once on the Timesheets menu then select Edit Time Entry Select the employee and the Fiscal Year optional and click Search A list of the employees time entries will appear To edit one of the time entries click the View Details icon on the same line Then make any necessary changes and click Update or click Delete to permanently remove the entry from the database 2 E View an Employee s Timecard To view a timecard click once on the Timesheets menu then select View Timecard Select the employee and the date range optional and click Search A summary of the employee s time for the date range you specified will then appear 2 F Custom Reports To create a customized report click once on the Timesheets menu then select Custom Reports This feature allows you to enter as much or as little information as you wish and is particularly helpful if you are trying to track accrual balances vacation usage sick usage etc Each report has automatic balances by time category and you can also export the data to Excel via a CSV file if you wish to create your own report outside of the database system Page 5
6. a 13 Chapter 8 Help amp RESQUIECES 0 circa id a a add deed ceed 14 HOW tO BESITOS A iia 14 Page 1 CHAPTER 1 MANAGING YOUR ACCOUNT 1 A How to sign in Sign in to the system by navigating to the Affordable Database homepage and clicking on the log in link http www affordabledb com 1 B How to register Navigate to the homepage link above and click the Register link Choose an email and password and click Submit Then from the homepage click login and enter the email address and password 1 C How to change your password Navigate to the homepage and click the login link Then click the Forgot Password link Enter the email address you registered with and the system will prompt you to change your password 1 D How to update your subscription To pay your subscription navigate to the homepage and click the Subscribe link Then choose whichever subscription you want to and click the Buy Now button next to it to pay for the package You will be taken to our secured credit card processing website where you will process your payment Page 2 1 E How to change your email address user name To change the email address user name send an email to support affordabledb com Page 3 CHAPTER 2 TIMESHEETS MODULE 2 A Adding a new employee To add a new employee click once on the Timesheets Menu then select Add Employee Then enter all relevan
7. enter as much or as little information as you wish and is particularly helpful if you are trying to track annual totals donations by campaign etc Each report has automatic calculated totals and you can also export the data to Excel via a CSV file if you wish to create your own report outside of the database system 3 H Tax Letters To manage and track tax letters for donations go to the Donors menu and click once on Tax Letters Enter the date range you wish to view and click Search Each donation that is entered with the tax acknowledgement required box checked will appear on this list As you submit tax letters for a donation click on the View Details icon update the list to reflect that the tax letter has been sent by clicking on the Acknowledgement Sent box and once completed click Update This will remove the donation from the list Page 7 CHAPTER 4 MAILINGS MODULE 4 A Adding a new contact To add a new contact click once on the Mailings Menu then select Add Contact Then enter all relevant information related to that contact and click the Submit button Note if you add a contact here they are automatically also added to the donor and budget modules If you have already added a vendor or donor in another module then you do not have to add them again here Additionally there are a series of pre set mailing list check boxes that you can use or you can also check any of t
8. he four non specific check boxes to use as you wish 4 B Editing an existing contact To edit an existing contact click once on the Mailings menu then select Edit Contact Enter any relevant information and click the Search button On the next page click the View Details icon to edit the contact s information On the screen that appears next update whatever information you need to and click the Submit button If you wish to delete the contact from the database click the Delete button Note It is not recommended that you delete the contact from the database especially if the contact has been used in other tables and reports Deleting the contact may therefore cause errors that will be irreversible 4 C Custom Reports To create a customized report click once on the Mailings menu then select Custom Reports This feature allows you to select as much or as little information as you wish and is particularly helpful if you are trying to create a mail merge for a specific mailing list Once the results page appears you can export the data to Excel via a CSV file if you wish to create the mail merge outside of the database system Page 8 CHAPTER 5 BUDGETING MODULE 5 A Adding a new vendor To add a new vendor click once on the Budgets Menu then select Add Vendor Then enter all relevant information related to that vendor and click the Submit button Note if you add a vendor
9. hen naming campaigns e g Annual Benefit Dinner 2015 Summer Event 2016 etc 3 D Editing an Existing Campaign To edit an existing campaign click once on the Donors menu then select Edit Existing Campaign Select the campaign from the drop down menu and click Search To edit the campaign click the View Details icon on the same line Then make any necessary changes and click Update or click Delete to permanently remove the entry from the database Do not delete a campaign if it has been used in donation entries otherwise it will cause permanent errors in transaction reports Page 6 3 E Adding a Donation To add a new donation click once on the Donors menu then select Add Donation Select the donor from the drop down box and enter or select all other relevant information before clicking the Submit button 3 F Editing an Existing Donation To edit an existing donation click once on the Donors menu then select Edit Existing Donation Select the donor and any other relevant information and click Search A list of donations will appear To edit one of the donations click the View Details icon on the same line Then make any necessary changes and click Update or click Delete to permanently remove the entry from the database 3 G Custom Reports To create a customized report click once on the Donors menu then select Custom Reports This feature allows you to
10. here they are automatically also added to the donor and mailing modules If you have already added a contact or donor in another module then you do not have to add them again here 5 B Editing an existing vendor To edit an existing vendor click once on the Budgets menu then select Edit Vendor Enter any relevant information and click the Search button On the next page click the View Details icon to edit the vendor s information On the screen that appears next update whatever information you need to and click the Submit button If you wish to delete the vendor from the database click the Delete button Note It is not recommended that you delete the vendor from the database especially if the vendor has been used in other tables and reports Deleting the vendor may therefore cause errors that will be irreversible 5 C Adding a Budget Account A budget account is an overall description where you will post revenue and expenses An example of a budget account may be Department Budget 2015 or Faculty Summer Budget2015 To add a new Budget Account click once on the Budgets menu then select Add Budget Account Enter the new budget description before clicking the Submit button 5 D Editing an Existing Budget Account To edit an existing budget account click once on the Budgets menu then select Edit Existing Budget Account Select the budget account you wish to edit or delete and clic
11. ick the View Details icon on the same line Then make any necessary changes and click Update or click Delete to permanently remove the entry from the database Note Do not delete a task if it has been assigned otherwise it will cause permanent errors Page 11 6 E Assigning a Task To assign a Task click once on the Tasks menu then select Assign Task Enter amp select all relevant information then click the Submit button 6 F Edit an Assigned Task To edit an assigned task click once on the Tasks menu then select Edit Assigned Task Enter amp select all relevant information and click Search To edit or delete the assignment click the View Details icon on the same line Then make any necessary changes and click Update or click Delete to permanently remove the entry from the database 6 G Custom Reports To create a customized report click once on the Tasks menu then select Custom Reports This feature allows you to enter as much or as little information as you wish and is particularly helpful if you are trying to track task assignments unassigned tasks etc Each report has automatic balances by time category and you can also export the data to Excel via a CSV file if you wish to create your own report outside of the database system Page 12 CHAPTER 7 SHIFTS MODULE 7 A Adding a new employee To add a new employee click once on the Shifts Me
12. k Search Next to edit the budget account click the View Details icon on the same line Then make any necessary changes and click Update or click Delete to permanently remove the entry from the database Note Do not delete a budget account if you have already created transactions from it otherwise you will create irreversible errors Page 9 5 E Adding an Income Expense Type An income or expense type is a specific description for types of revenue and expenses An example of an income or expense type may be Office Expenses or Grant Income To adda new Income or Expense Type click once on the Budgets menu then select Add Income or Expense Type Enter the new description before clicking the Submit button 5 F Editing an Existing Income Expense Type To edit an existing income or expense type click once on the Budgets menu then select Edit Existing Income Expense Type Select the type you wish to edit or delete and click Search Next to edit the budget account click the View Details icon on the same line Then make any necessary changes and click Update or click Delete to permanently remove the entry from the database Note Do not delete an income or expense type if you have already created transactions from it otherwise you will create irreversible errors 5 G Posting a Transaction To post a new transaction click once on the Budgets menu then
13. nu then select Add Employee Then enter all relevant information related to that employee and click the Submit button Note if you also plan to use the Tasks or Time Entry modules you only have to enter the employee once and it will automatically be made available in all relevant modules 7 B Editing an existing employee To edit an existing employee click once on the Shifts menu then select Edit Employee Select the employee from the drop down menu and click the Search button On the next page click the View Details icon to edit the employee s information On the screen that appears next update whatever information you need to and click the Submit button If you wish to delete the employee from the database click the Delete button Note It is not recommended that you delete the employee from the database especially if the employee has been used in other tables and reports Deleting the employee may therefore cause errors that will be irreversible It is recommended that you simply deactivate the employee by deselecting the Active checkbox and clicking the Update button 7 C Adding a Shift To add a new shift click once on the shifts menu then select Add Shift Enter amp select all relevant information then click the Submit button 7 D Edit an Existing Shift To edit an existing shift click once on the Shifts menu then select Edit Shift Enter amp select all
14. select Post A Transaction Enter amp select all relevant information before clicking the Submit button Note to make the calculations in reports work correctly please make sure to enter income revenue as a positive number and all expenses are to be entered as a negative number 5 H Editing an Existing Transaction To edit an existing transaction type click once on the Budgets menu then select Edit Existing Transaction Enter or select any relevant information and click Search Next to edit the transaction click the View Details icon on the same line Then make any necessary changes and click Update or click Delete to permanently remove the entry from the database 5 G Custom Reports To create a customized report click once on the Budgets menu then select Custom Reports This feature allows you to enter as much or as little information as you wish and is particularly helpful if you are trying to track budget account balances Each report has automatic balances by time category and you can also export the data to Excel via a CSV file if you wish to create your own report outside of the database system Page 10 CHAPTER 6 TASKS MODULE 6 A Adding a new employee To add a new employee click once on the Tasks Menu then select Add Employee Then enter all relevant information related to that employee and click the Submit button Note if you also plan to use the Shif
15. t information related to that employee and click the Submit button Note if you also plan to use the Shifts or Tasks modules you only have to enter the employee once and it will automatically be made available in all relevant modules 2 B Editing an existing employee To edit an existing employee click once on the Timesheets menu then select Edit Employee Select the employee from the drop down menu and click the Search button On the next page click the View Details icon to edit the employee s information On the screen that appears next update whatever information you need to and click the Submit button If you wish to delete the employee from the database click the Delete button Note It is not recommended that you delete the employee from the database especially if the employee has been used in other tables and reports Deleting the employee may therefore cause errors that will be irreversible It is recommended that you simply deactivate the employee by deselecting the Active checkbox and clicking the Update button 2 C Adding a Time Entry To add a new Time Entry click once on the Timesheets menu then select Add Time Entry Select the employee from the drop down box and enter all other relevant information before clicking the Submit button Note So that the balances on reports calculate correctly enter all Accrued or Earned time as a positive number and any
16. ts or Time Entry modules you only have to enter the employee once and it will automatically be made available in all relevant modules 6 B Editing an existing employee To edit an existing employee click once on the Tasks menu then select Edit Employee Select the employee from the drop down menu and click the Search button On the next page click the View Details icon to edit the employee s information On the screen that appears next update whatever information you need to and click the Submit button If you wish to delete the employee from the database click the Delete button Note It is not recommended that you delete the employee from the database especially if the employee has been used in other tables and reports Deleting the employee may therefore cause errors that will be irreversible It is recommended that you simply deactivate the employee by deselecting the Active checkbox and clicking the Update button 6 C Adding a Task To add a new Task click once on the Tasks menu then select Add Task Enter the task description then click the Submit button Note It is recommended that you be specific when entering a new task e g Faculty Budget Report Q1 2015 etc 6 D Edit an Existing Task To edit an existing task click once on the Tasks menu then select Edit Task Select the task from the drop down list and click Search To edit or delete the task cl
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