




         5.3    Date Processing                            Page 5.3.1
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         With CMS, you can track dates that are either important to
         your Church or to the individual Church members.  You can set
         up standard date categories for future use throughout the CMS
         system.  You can even print mailing labels by dates, e.g.
         for birthday cards, etc.

         To begin with "Date Processing" from the "Groups Menu":

         Press <D> and then <Enter>.

         The first time you select this option the "Date Processing"
         screen may look like this:


         =============================================================
         |                        Date Processing
         =============================================================
         | Date
         -------------------------------------------------------------
         | Birthday
         | Church Membership
         | Wedding Anniversary
         |
         |

         As you see, three date categories that are most common have
         been already filled in for you.

         Let us take a look at the options available from the "Options
         Menu" at the bottom of the screen.

         Note: The <F> and <R> options are not available from the
               "Options Menu" on the "Date Processing" screen.


              5.31   Help
              ========================================================

              Notice the <?>-Help option on the left side of your
              options menu.

              Press the <?> key now and you will see a Help window
              appear.  It explains all the options available to
              process SIGs.  Use the <PgDn> and <PgUp> keys to see
              the next or previous Help screen.
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         5.3    Date Processing                            Page  5.3.2
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              To exit Help press <Esc> and the Help window will
              disappear again.

              Note: All options presented in the options menu, except
                    the <Enter>-Choices option, will act on all the
                    dates in the list. The choices presented after
                    selecting the <Enter>-Choices option will act on
                    the pre-selected date category only.


              5.32   Add New Date Categories
              ===================================================
              Adding a new date is easy.

              To add a new date category follow these steps:

              A. At the "Date Processing" screen press <A> and a
                 window will appear:

                 ========================
                 | Enter new date name: |
                 |[                    ]|
                 ========================

              B. Fill in the name for the new date category to be
                 added (up to 20 characters long).  Duplicate
                 names for dates cannot be used.

              C. Press <PgDn> or <Enter> when you filled in the
                 name. The name for this new date category is
                 saved and the newly added date category will
                 show on the "Date Processing" screen in
                 alphabetical order.

              To add more date categories now repeat steps A
              through C if you are not sure if you already
              entered a date category into CMS don't worry.
              CMS will warn you and not let you fill in a name
              that is already in use by another date category.






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         5.3    Date Processing                            Page  5.3.3
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                   5.33   Date Specific Choices
                   ================================================

                   While the options presented in the options menu
                   affect the list of date categories as a whole, it
                   is possible to work with individual date
                   categories by choosing the <Enter>-Choices option.

                   To see what options are available to work with an
                   individual date categories:

                   A. At the "Date Processing" screen move your cursor
                      to the date category you want to work with.

                   B. Press <Enter> from the "Date Processing" options
                      menu and the "Choices" menu will appear.

                          ============Choices============
                          | Edit Date Category          |
                          | Delete Date Category        |
                          | Print Date List             |
                          | View Date List              |
                          | Write Date List to File     |
                          | Print Labels                |
                          | View Labels                 |
                          | Write Labels to File        |
                          | Generate Merge File         |
                          ===============================


                   C. To exit the "Choices" menu again press <Esc>.














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         5.3    Date Processing                            Page  5.3.4
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                        5.331  Edit a Date Category
                        ===========================

                        Choose "Edit Date Category" if you want to
                        change the name of a date category or if you
                        made mistakes when you added that name to the
                        date list.

                        To change a date category's name:

                        A. At the "Date Processing" screen move your
                           cursor to the date category who's
                           information you want to change.

                        B. Press <Enter> to get to the "Choices" menu.

                        C. Press <E> to select "Edit Date Category",
                           and press <Enter>.

                           A window will appear:

                               =========================
                               | Enter new date name:  |
                               |[                     ]|
                               =========================

                        D. Type in the new name, and press <Enter>
                           when you are done.

                        You will be returned to the "Date Processing"
                        screen and the changed name will appear there.


                        5.332  Remove a Date Category
                        ==================================== =========

                        Just as date categories can be added to the
                        date category list they also can be removed.
                        For example, you discovered after you entered
                        a date category, that you use a different name
                        for essentially the same date category, and
                        you want to remove this duplicate name from
                        your CMS program.


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         5.3    Date Processing                            Page  5.3.5
         =============================================================

                        NOTE: Beware of removing a date category.
                              Once a category is removed all date
                              entries for that category will be lost.
                              E.g.  If you have 5000 Church members
                              and all their birthdays entered in the
                              CMS system, then deleting the "birthday"
                              date category would eliminate all the
                              birthday information from all the
                              members.  So, before removing a date
                              category ask yourself: "Do I really want
                              to do this?" Also remember, you can
                              always first make a backup of your CMS
                              data before initiating such a drastic
                              change.

                        To delete a date category with all its date
                        information:

                        A. At the "Date Processing" screen move your
                           cursor to the date category you want to
                           remove.

                        B. Press <Enter> to get to the "Choices" menu.

                        C. Press <D> to select "Delete Date Category",
                           and press <Enter>.

                        To prevent you from inadvertently making a
                        mistake and remove the wrong date category a
                        window will be displayed:

                   ================================================
                   | This will remove all <name> date information |
                   | from your membership records. Continue [y/N] |
                   ================================================

                        D. Press <Y> to confirm the removal of this
                           date category and all its date information,

                           or

                        Press <N> if you don't want to remove the
                        selected date category at this time.


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         5.3    Date Processing                            Page  5.3.6
         =============================================================

                        If you pressed <N> you will be returned to the
                        "Date Processing" screen and no deletions will
                        have been made.

                        E. If you pressed <Y> the date category will
                           be removed from the dates list and all date
                           entries for this category will be removed
                           from your membership records.


                        F. You will be returned to the "Date
                           Processing" screen, and if you confirmed
                           the removal of that date category its
                           information will have disappeared from the
                           "Date Processing" screen.


                        5.333  Date Lists
                        ==============================================

                        You can create lists of Church members by date
                        criteria with the date list options.  Output
                        can be sent to the screen, or printer, or be
                        written to a file.


                             5.3331 View Date Lists
                             =========================================

                             To view a list of members with a common
                             date category:

                             A. At the "Date Processing" screen move
                                your cursor to the date category you
                                want to get a listing of.

                             B. Press <Enter> to get to the "Choices"
                                menu.

                             C. Select "View Date Lists" and press
                                <Enter>.

                             A date range prompt window will be
                             displayed.  It may look like this:

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         DATES PROCESSING                                  Page  5.3.6





         5.3    Date Processing                            Page  5.3.7
         =============================================================

                   =======================================
                   | Enter date range for report:        |
                   | From: 04/22/91  To: 05/22/91        |
                   | (leave year blank to ignore years)  |
                   =======================================

                             By default the date range will cover the
                             next month starting with the system date.


                             D. Type in the appropriate dates, and
                                press <Enter>.

                             If you type in only the day and month but
                             leave the year blank, then the date range
                             will ignore years.

                             The list will be generated and another
                             window will appear:

                   ================================
                   | Sort by Date or Name? [D/N]  |
                   ================================

                             E. Press <D>, if you want the list sorted
                                in date order,

                                or

                                press <N>, if you want the list sorted
                                alphabetically by the members last
                                name.

                             The list of members with this date
                             category and within the specified
                             date range will now appear on your screen
                             in the "View Report" window.

                             F. Press <Esc> when you are done, and you
                                will be returned to the "Date
                                Processing" screen.




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         DATES PROCESSING                                  Page  5.3.7





         5.3    Date Processing                            Page  5.3.8
         =============================================================

                             5.3332 Print Date Lists
                             =========================================

                             To print a list of members with a common
                             date category:

                             A. Make sure your printer is ready to
                                print.  See the instructions in
                                Appendix 10.1, chapter "Preparing Your
                                Printer".

                             B. At the "Date Processing" screen move
                                your cursor to the date category you
                                want to get a listing of.

                             C. Press <Enter> to get to the "Choices"
                                menu.

                             D. Select "Print Date List" and press
                                <Enter>.

                             A date range prompt window will be
                             displayed.  It may look like this:

                   =======================================
                   | Enter date range for report:        |
                   | From: 04/22/91  To: 05/22/91        |
                   | (leave year blank to ignore years)  |
                   =======================================

                             By default the date range will cover the
                             next month starting with the system date.


                             E. Type in the appropriate dates, and
                                press <Enter>.

                             If you type in only the day and month but
                             leave the year blank, then the date range
                             will ignore years.

                             The list will be generated and another
                             window will appear:


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         DATES PROCESSING                                  Page  5.3.8





         5.3    Date Processing                            Page  5.3.9
         =============================================================

                   ================================
                   | Sort by Date or Name? [D/N]  |
                   ================================

                             F. Press <D>, if you want the list sorted
                                in date order,

                                or

                                press <N>, if you want the list sorted
                                alphabetically by the members
                                last name.

                             The list of members with this date
                             category and within the specified date
                             range will now be printed on your
                             printer.


                             5.3333 Write Date Lists to File
                             ========================

                             To write a list of members with a common
                             date category to a file:

                             A. At the "Date Processing" screen move
                                your cursor to the date category you
                                want to get a listing of.

                             B. Press <Enter> to get to the "Choices"
                                menu.

                             C. Select "Write Date Lists to File" and
                                press <Enter>.

                             A date range prompt window will be
                             displayed.  It may look like this:

                   =======================================
                   | Enter date range for report:        |
                   | From: 04/22/91  To: 05/22/91        |
                   | (leave year blank to ignore years)  |
                   =======================================


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         5.3    Date Processing                            Page 5.3.10
         =============================================================

                             By default the date range will cover the
                             next month starting with the system date.

                             D. Type in the appropriate dates, and
                                press <Enter>.

                             If you type in only the day and month but
                             leave the year blank, then the date range
                             will ignore years.

                             The list will be generated and another
                             window will appear:

                   ================================
                   | Sort by Date or Name? [D/N]  |
                   ================================

                             E. Press <D>, if you want the list sorted
                                in date order,

                                or

                                press <N>, if you want the list sorted
                                alphabetically by the members last
                                name.

                             F. When the "Filename" window appears
                                follow the instructions on the screen
                                to generate the list. For more details
                                refer to Appendix 10.2, chapter
                                "Generating Standard Reports in CMS".

                             G. Once the list of members with this
                                date category and within the specified
                                date range has been generated, and you
                                will be returned to the "Date
                                Processing" screen.








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         5.3    Date Processing                            Page 5.3.11
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                        5.334  Mailing Labels
                        ==============

                        When you want to send letters or statements to
                        all members that have a particular date
                        category in common this choice lets you
                        generate the necessary mailing labels.  Output
                        can be sent to the screen or printer, or can
                        be written to a file.


                             5.3341 View Mailing Labels
                             ==========================

                             To view the mailing labels for members
                             with a common date category:

                             A. At the "Date Processing" screen move
                                your cursor to the date category for
                                which you want to generate the labels.

                             B. Press <Enter> to get to the "Choices"
                                menu.

                             C. Select "View Labels" and press
                                <Enter>.

                             A date range prompt window will be
                             displayed.  It may look like this:

                   =======================================
                   | Enter date range for report:        |
                   | From: 04/22/91  To: 05/22/91        |
                   | (leave year blank to ignore years)  |
                   =======================================

                             By default the date range will cover the
                             next month starting with the system date.

                             D. Type in the appropriate dates, and
                                press <Enter>.

                             If you type in only the day and month but
                             leave the year blank, then the date range
                             will ignore years.
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         5.3    Date Processing                            Page 5.3.12
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                             E. When the "Label Message" window
                                appears follow the instructions on the
                                screen to generate the labels. For
                                more details refer to Appendix 10.3,
                                chapter "Viewing Mailing Labels in
                                CMS".

                             F. Once the labels for members of this
                                category have been generated, press
                                <Esc>, and you will be returned to the
                                "Date Processing" screen.



                             5.3342 Print Mailing Labels
                             ====================

                             To print the mailing labels for members
                             with a common date category:

                             A. At the "Date Processing" screen move
                                your cursor to the date category you
                                want to mail to.

                             B. Press <Enter> to get to the "Choices"
                                 menu.

                             C. Select "Print Labels" and press
                                <Enter>.

                             A date range prompt window will be
                             displayed.  It may look like this:

                   =======================================
                   | Enter date range for report:        |
                   | From: 04/22/91  To: 05/22/91        |
                   | (leave year blank to ignore years)  |
                   =======================================

                             By default the date range will cover the
                             next month starting with the system date.

                             D. Type in the appropriate dates, and
                                press <Enter>.

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         5.3    Date Processing                            Page 5.3.13
         =============================================================

                             If you type in only the day and month but
                             leave the year blank, then the date range
                             will ignore years.

                             E. When the "Label Message" window
                                appears follow the instructions on
                                the screen to generate the labels. For
                                more details refer to Appendix 10.4,
                                chapter "Printing Mailing Labels in
                                CMS".

                             F. Once the labels for members of this
                                category have been generated you will
                                be returned to the "Date Processing"
                                screen.


                             5.3343 Write Mailing Labels to a File
                             ==============================

                             To write the mailing labels for members
                             with a common date category to a
                             file:

                             A. At the "Date Processing" screen move
                                your cursor to the date category you
                                want to mail to.

                             B. Press <Enter> to get to the "Choices"
                                menu.

                             C. Select "Write Labels to a File" and
                                press <Enter>.

                             A date range prompt window will be
                             displayed.  It may look like this:

                   =======================================
                   | Enter date range for report:        |
                   | From: 04/22/91  To: 05/22/91        |
                   | (leave year blank to ignore years)  |
                   =======================================

                             By default the date range will cover the
                             next month starting with the system date.
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         DATES PROCESSING                                  Page 5.3.13





         5.3    Date Processing                            Page 5.3.14
         =============================================================


                             D. Type in the appropriate dates, and
                                press <Enter>.

                             If you type in only the day and month but
                             leave the year blank, then the date range
                             will ignore years.

                             E. When the "Label Message" window
                                appears follow the instructions on
                                the screen to generate the labels.
                                For more details refer to Appendix
                                10.5, chapter "Writing Mailing Labels
                                to a File in CMS".

                             F. Once the labels for members of this
                                category have been generated you will
                                be returned to the "Date Processing"
                                screen.


                        5.335  Generate Merge File
                        ===================

                        Sometimes you may want to share the
                        information in CMS with other software
                        packages (e.g. for word processing, mail
                        merge, statistical reporting). CMS lets you
                        create "Merge Records" that you can later
                        import into your other application software.
                        For technical information on the structure of
                        the merge record refer to the Appendix,
                        chapter 10.7 "Merge Record Structure -
                        Technical Information".

                        To generate merge records for members with
                        this date category:

                        A. At the "Date Processing" screen move your
                           cursor to the date category for which you
                           want to generate merge records.

                        B. Press <Enter> to get to the "Choices" menu.


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         5.3    Date Processing                            Page 5.3.15
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                        C. Press <G> to select "Generate Merge File",
                           press <Enter>, and follow the instructions
                           on   the   screen   to  generate the merge
                           records. For more details refer to Appendix
                           10.6, chapter "Generate  Merge  Records in
                           CMS".

                        D. Once the merge records have been  generated
                           you    will    be   returned  to  the "Date
                           Processing" screen.



                        5.336  Exit the Date Choices Menu
                        ==========================

                        To exit the "Choices" menu:

                        Press the <Esc> key, and the choice menu will
                        disappear.



                   5.34   Exit Date Processing
                   ====================

                   Press <Esc> to return to the "Group Menu", and
                   again to return to the "Main Menu".

















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         DATES PROCESSING                                  Page 5.3.15