MEMBERS.TXT 11/27/91 The Members database keeps track of membership for organizations. It records general member information, meetings attended, contributions, and family relationships. The database is designed for use with DataPerfect 2.2. The Members database is useful for churches, community groups, volunteer associations, and other organizations that need to organize and list information about people. You may copy and modify the databases for your own or your company's use. You may not copy or modify the databases and resell them. Please be aware that while WordPerfect Corporation provides support on DataPerfect questions, only limited support is available for these predefined databases. No support is available for the databases if they have been modified. PANELS You will enter information in all panels except the Contribution Summary panel, which displays contribution totals for each member. As you tab through each field, a help message at the top of the screen explains what to do while in that field. Press Help (F3) twice for further information about the field. MEMBERSHIP The Membership panel is the main panel. This is where you enter general information about each member, such as name, address, phone number, birth date, comments, and spouse's name. This panel has links to the Contributions and Contribution Summary panels. ATTENDANCE RECORD The Attendance Record panel records events attended by each member. The panel has fields for date, event, and name. FAMILY GROUPS The Family Groups panel allows you to establish family relationships between members. You enter the father's and mother's names in the appropriate fields to establish the parental relationship. From this panel, you also access the Children panel, where you create a record for each child. When there are children's records in the Children panel, those names are displayed in the Family Groups panel. CHILDREN The Children panel relates children to a parent or parents. When you need to enter information in this panel, you should access it from the Family Groups panel. CONTRIBUTIONS The Contributions panel records contributions for each member. For every contribution, the date, amount, and category are recorded. CONTRIBUTION SUMMARY The Contribution Summary panel displays the total contribution for each member. The individual contributions for each member are also listed. This is the only panel where you are not required to enter any information; the totals are created for you through links. EVENT NAMES The Event Names panel records all possible event names to be used in the Attendance Record panel. When entering records in that panel, you may look up all events in the Event Names panel and select the desired event. CONTRIBUTION CATEGORY NAMES The Contribution Category Names panel records all possible contribution categories to be used in the Contributions panel. When entering records in that panel, you may list all categories in the Contribution Category name panel and select the desired category. REPORTS Members provides four custom reports in addition to Built-In Short Reports. These custom reports print information about members, attendance, and families. Using DPPrint when running reports is recommended. For more information about DPPrint, see Appendix M: Utilities--DPPrint in DataPerfect Reference. ATTENDANCE REPORT This report prints the names of members who attended a certain event. As the report begins, you are prompted to enter the event, starting date, and ending date to search for. You are also asked to enter the number of event periods. This is the number of times that particular event was held, and is used to calculate the attendance percentage for each member. LIST OF MEMBERS This report will print a list of all people entered in the database, or a list of members only, depending on what information you enter in answer to the prompt given as the report begins. BIRTHDAY LIST This report prompts you for the month to search. It then lists the name and birth date for each member who has a birthday in that month. FAMILY GROUPS REPORT This report lists the father, mother, and children for each family in the database. USING THE DATABASE To use the database, the first thing to do is set up the events and contribution categories you will need. In the Event Names panel, press Create (F9) to create a new record and enter the event name (for example, Sunday School). Continue creating records until you've established the events you'll need. If you need to add another event later, you may do so by following the same process. When finished, press Exit (F7) to leave the Event Names panel and return to the panel list. In the Contribution Category Name panel, press Create (F9) to create a record. Enter the contribution category (for example, Dues). Continue creating records until you've established the contribution categories you'll need. If you need to add other categories later, you may so by following the same process. Press Exit (F7) to leave the Contribution Category Names panel and return to the panel list. Now that you have your events and contribution categories set up, you are ready to enter information in the database, beginning with the Membership panel. In the Membership panel, press Create (F9) to create a record. Enter the general information about the member, pressing Tab to move from field to field. After you have entered information in all of the fields, you should be on the Contributions panel link. Press Down Panel (F5) to go through the link into the Contributions panel. The name and date will be filled in for you; however, you can replace the date if you wish. Enter the amount of the contribution as well as the contribution category. If you don't remember which contribution category to use, press Lookup (F8) or Up Arrow to see the list of categories. Highlight the desired category and press Enter, and the category will be inserted in the field. If you have more contributions for this member, continue creating records until you've entered them all. If you need to add other contributions later, you may do so by following the same process. When finished, press Exit (F7) to return to the Membership panel. With your cursor on the Summary link, press Down Arrow to move to the Contribution Summary panel. That particular member's summary will be shown, displaying the total contribution as well as listing each individual contribution. When finished, press Exit (F7) twice to return to the panel list. The next panel to enter information in is the Attendance Record panel. In that panel, press Create (F9) to create a record. Enter the date of the event, then enter the event name. If you don't know which event to enter, press Lookup (F8) or Up Arrow to see a list of events. Highlight the desired event and press Enter, and the event name will be inserted for you. Enter the member's name in the same way you entered the event name. If you have more attendance records for this member, continue creating records until they've all been entered. If you need to add other records later, you may do so by following the same process. Press Exit (F7) to return to the panel list. The next panel to enter information in is the Family Groups panel. While in that panel, press Create (F9) to create a record and enter the father's name. If you don't remember the father's name, press Lookup (F8) or Up Arrow while you are on the first name field to see a list of members. Highlight the correct name and press Enter, and the name will be inserted in the field. If you do not have the father's name, leave the field empty. Enter the information in the mother's name field in the same way. Move to the Children panel link, and press Down Panel (F5) to move to the Children panel. Enter the name of the first child for this family in the same way you entered the names for father and mother. If you have more children for this family, continue creating records until they've all been entered. If necessary, additional names may be added at another time. Once you have entered all of the children for this family, press Exit (F7) twice to return to the panel list. FIELDS The following tables outline the type and format of the displayed fields in each panel. Hidden fields are not listed. For more information, see Field Format in DataPerfect Reference. MEMBERSHIP FIELD TYPE FORMAT First Name Alphanumeric A15 Middle Name Alphanumeric A15 Last Name Alphanumeric A20 Address Text A32A2 City Alphanumeric A15 State Alphanumeric U2 Zip Numeric N99999-9999;;B Comments Text A22A3 Birthday Date D99/99/9999 Home Area Code Numeric N(999) Home Telephone Numeric N999-9999 Work Area Code Numeric N(999) Work Telephone Numeric N999-9999 Member Alphanumeric U1 Spouse First Name Alphanumeric A15 Spouse Middle Name Alphanumeric A15 Spouse Last Name Alphanumeric A20 ATTENDANCE RECORD FIELD TYPE FORMAT Date Date D99/99/9999 Event Alphanumeric A20 First Name Alphanumeric A15 Middle Name Alphanumeric A15 Last Name Alphanumeric A20 FAMILY GROUPS FIELD TYPE FORMAT Father First Name Alphanumeric A15 Father Middle Name Alphanumeric A15 Father Last Name Alphanumeric A20 Mother First Name Alphanumeric A15 Mother Middle Name Alphanumeric A15 Mother Last Name Alphanumeric A20 CONTRIBUTIONS FIELD TYPE FORMAT Name Alphanumeric A35::N Date Date D99/99/9999 Amount Numeric G-$ZZZ,ZZ9.99 Category Alphanumeric A20 CHILDREN FIELD TYPE FORMAT First Name Alphanumeric A15 Middle Name Alphanumeric A15::N Last Name Alphanumeric A20::N CONTRIBUTION SUMMARY FIELD TYPE FORMAT Name Alphanumeric A35::N Total Contributions to Date Numeric G-$ZZZ,ZZZ.Z9 EVENT NAMES FIELD TYPE FORMAT Event Alphanumeric A20 CONTRIBUTION CATEGORY NAMES FIELD TYPE FORMAT Contribution Category Alphanumeric A20 LINKS The main links in this database are panel links which take you from the Membership panel to the Contributions and Contribution Summary panels, along with a panel link from the Family Groups to the Children panel. The data links are used to view and retrieve information from other panels. * Panel link from Membership to Contributions. * Panel link from Membership to Contribution Summary. * Data link from Event field of Attendance Record to Event Names panel. * Data link from First Name field of Attendance Record to Membership panel. * Data link from Father First Name field of Family Groups to Membership panel. * Data link from Mother First Name field of Family Groups to Membership panel. * Panel link from Family Groups to Children. * Data link from Category field of Contributions to Contribution Category Names panel. * Data link from First Name field of Children to Membership panel. FORMULAS AND KEEP-A-TOTALS The Members database contains many formulas, as well as one keep- a-total. MEMBERSHIP The Spouse Last Name field formula places the last name of the member if anything is entered in the Spouse First Name field. Otherwise, it leaves whatever last name was entered in the Spouse Last Name field. ATTENDANCE RECORD The Date field formula places the current date in the field when a record is created. The date can be overwritten. The Name field formula concatenates the first, middle, and last names of that member from the Membership panel. FAMILY GROUPS The Mother and Father Middle Name field formulas pull the middle name from the Membership panel. The Mother and Father Last Name field formulas pull the last name from the Membership panel. CONTRIBUTIONS The Date field formula places the current date in the field when a record is created. The date can be overwritten. The Amount field has a Keep-A-Total which totals the amount entered to the Total Contributions to Date in the Contribution Summary panel. The Name field formula concatenates the first, middle, and last names of that member from the Membership panel.