MASS User Guide - Membership Management Software
Contents
1. Not invoiced Tax name eq GSTAMAT leave blank for EST The names of the labels can be changed to a more suitable name to meet your requirements These are variable field names appearing in the Invoicing System Type a new label to change throughout application Soft Sys 35 2008 MASS User Guide v5 02 Label names Enrolments Subscriptions il System Settings User Information Environment Options Defaults Label names Batch number Customisation After making changes RESTART this application for the new value or setting to take effect System Contact Codes Checkboxes Personal Activities ll Invoice Enrolments Subscriptions Attendance Company Enrolment Category The names of the yaniged to a more suitable name to meet your requirements These are variable field na g in the member Enrolment tab Type a new label to change throughout the appli Label names Attendance Wl System Settings User Information Environment Options Defaults Label names atch n fa Customisation After making changes RESTART this application for the new Por sel pr take ect System Contact Codes Checkboxes Personal Activities Inagi EnrolmeniggSubscripiaie Attendance Company Code Hours 1 Hours 2 j The names of the labels can be chang2. Both Member Type and Category offer this Free Subscription functionality Classifier 1 2 and 3 ES Classifier 1 Code Ausiliary mi Description records counted on 16 04 2003 These codes can be used as a general means of classifying Soft Sys 42 2008 MASS User Guide v5 02 Occupation Allows the user to set up a number of different occupation codes to be used for a Member Titles Titles Lookup Titles Hon Lady Master eS SO ha ge E Special Interests MS Special Interests Code Book Club G Short description E ook reading Wf Convenor David Abbey l EJ Description A social group who meet once a week to dis a b e Comment Aim MASS allows multiple special interests to be assigned to a member in Special Interests Tab Each interest can be assigned a Convenor and have some descriptor text added The convenor s name is either found from the members table or typed in This functionality may be used for other purposes such as recording Committees and their members Certificates members hold Soft Sys 43 2008 MASS User Guide v5 02 History code E History Codes Bridgement H esi Description Ace cleared but still owes money These codes are used in the History Tab of the Members screen to categorize the recorded history events History events are either generated automatical
3. By clicking the cursor onto the required word a pull down menu will appear Alternatively press the Alt key the underlined letter of the required word to access the pull down menu Pull down Menu Linked to each of the sev n w of the menu bar is a pull down menu Each pull down menu Message Line IS line for relevant helpful messages A At the bottom left of the main Soft Sys 15 2008 MASS User Guide v5 02 Keyboard Keys Keyboard Up Down Arrow Keys Left Right Arrow Keys Enter Tab Backspace Shift Tab ESC PgUp PgDn Home End Ctrl Home Ctrl End Ctrl D Ctrl P Ctrl S Ctrl R Ctrl M Ctrl P Ctrl B Ctrl I Ctrl T Ctrl 1 Ctrl 2 Ctrl 4 Ctrl 5 Ctrl 6 Ctrl 7 Ctrl 8 Ctrl 9 Alt H Alt number Alt home Soft Sys Description Move to previous next field Move to previous next character Accept a value for a field and move to next field Moves between fields on screens Move back a character Move back a field Close window Exit program Scroll back to prior area page Scroll forward to next area page Move cursor to beginning of line ursor to end of line ove first record in the file ve to last record in the file ert t Date in any date fields in Members Activities and Cash Receipts Professional version sional version Switch to Member System Switch to Activity System Switch to Enrolment by Activity Switch to Mass Enrolment sub system Switch to Team Enrolme
4. Contact Position on Contact Screen Position on Code Screen Personal Enter the order you would like to see these fields appear on the Contact page Enter a zero to hide the field fo SE Preferedname i Checkbox associated with Classifier 1 0 Registration E Occupation Wa Registration Expiry Date E 0 Gender L EH Title i 2 Related members Hz Category P J T Balance Tis Member Type 4 4 Attendance Uz Classifier 1 DEZ Birth date H EM Join date E A Subscription Uz WebPage DZ DE heckbox H sncessiofmeheckbox 3 gt Same line as above fetumed 10 2 Checkbox d 10 S ame line as above Allows the user to design explanatory Options Members Position 6n Code Scre kempers gt Contact_Tab screen layout these are all self B i System Settings User Information Environment Options Defaults Label namesg BN BEE E e Customisation After making changes RESTART this application tor the new w or setig System Members Enter a zero to hide the field Title 0 Registration Registration date L Preferred name L Date lett Join Date Spare number 1 6 0 L Spare number 2 8 2 l Rial kil hiatal tal SO Oo o ol oo ol ol ulol al aol all el aol G il oo AU a Year joined Category l Member Type L Classifier 1 akiak
5. Default the Invoice Statement Receipts Logo bitmaps to be on Record and show the most recent Billing period End date and the Last Pay by date Make Automatic Emailing available in Invoicing Reprint reports Include the Member Type group Soft Sys 27 2008 MASS User Guide v5 02 Options System Reports Invoicing Checkboxes i i oe Re pe oe pe te i cl MIT SOTTO Ti AN ah LE IL Er ics User Information Environment Options Defaults Label names Batch number Customisation After making changes RESTART this application tor the new value or setting to take affect System Members F RE ALE General Invoicing Checkboxes Invoicing Use Other Address in Invoices Default the Title on in the Invoicing Show Employer Name on Invoice Remove Credit Card information from Invoice Turn off the log file in the Invoicing module Do NOT prompt for Invoice on a New Member Save Do NOTshow Member Type on Invoice Do NOT show Category on Invoice Allow Invoices to Span over a year Same member types may pay for more than 1 year Default Mail returned Radio filter to Either Show invoice discount Show EFT op Inv Rolling invoices Allows the user to set option ices many of these are self explanatory Remove Credit Card inform m pice on the invoice tear off slip do not include the option of p
6. Description Hire of Power House Other tenants A facility to record an accounting code that can be applied to your activities Soft Sys 48 2008 MASS User Guide v5 02 Attendance Code only if Attendance module turned on Attendance code lookup E DE Cancel Search Used to assign a status or result to an activity attendance see Attendance System such as good poor excellent pass fail attended not attended Competent Not yet competent Credit Cards E Credit cards J gt d Used to record credit card D es 2 SC merchant name number location and comment details Invoicing Professional Fee Component E Fee Component Description Studen Amount 50 00 Join fee one off Lewy Fee components accumulate to make up a Member Type fee Fee components include such things as joining fees levies newsletter and regular fees Description enter a meaningful description up to 20 characters Join fee stipulates that this particular fee component should only be applied ONCE only MASS includes this in the first invoice for a Member thereafter this fee is not included in an Invoice When the member is invoiced for the first time for a membership which includes a Join fee component this information is recorded in the Member gt Personal gt Fees At that screen it is possible to further manage the Join Fee eg exempt it Levy when invoicing
7. M SS Memb hip A Ini tratlon Software Solution www MergershipAdmin Com Tf gt User Guid Version 5 02 20 02 2008 Copyright 2000 2008 Soft Sys Please address all correspondence to Support info membershipadmin com Internet http Awww membershipadmin com http Awww membershipadmin com au MASS User Guide v5 02 TABLE OF CONTENTS TABLE OF CONTENTS ccccccesccnsecenecensecnsecenecensecasecenscenecenseoasecasesenssonsecasenenesensenaees 1 MASS E 7 SYSTEM REQUIREMENT Ssiccesecevecececececesecevedeecdencedectcedededeceusetesuneevensemeeveeseaceiweeresees 8 Installation ee D Login Dialogue Box 8 User Log in Maintenance 10 Specific User Requirements A Help GETTING STARTED BEE 12 Understanding the different MASS systems 12 NS EEN 12 Employer oyslem em E 12 Subscription Syste lly only Standard version 12 Activity SySte gi 2 A 12 Invoice SysteM ProfeSSional only eeceeccceeeeceeeeeseeeeeeeeeeseeeeeeeeeseeeeeeseeeeeeesseaeaeeeeeeees 12 Cash Receipts Wsie gg 12 Attendance Syste EE 12 Member Message Sys se EEA E A A EN E 12 Reminder System A e EE 12 Family System Add on Bn ON N E E 13 Expenses System Add on model e ccccccccccccccccccccceseeeseeeeeeeeesseaeeeeeeeeeeeesseseaeeeeeeees 13 Special Interests System Add moche W cccccccccccccccceesseceeeceeeeceeeeeeeeeeesesseeeeeeeeeas 13 Reporting Gvetem A 13 Periodi
8. You can enter your Login ID or select a Login ID using the prompt or F4 key to bring up the lookup window which shows Login IDs that have been entered in the user list by the Administrator Password use the TAB or ENTER keys to move the cursor to the Password field and enter your supplied password Press Login to enter otherwise Cancel to abort The password is case sensitive so take careful note of the CAPS LOCK and SHIFT keys when entering your password As Administrator if you forget your password login as Demo and re register MASS Pressing the PDF Help button or F1 key at any time will bring up this help system Soft Sys d 2008 MASS User Guide v5 02 On the first use of mass the system administrator must login as Administrator and enter the password supplied by the software distributor This gives access to the User Login Maintenance where the Administrator can change their password and also set up the list of potential users Only user names entered by the Administrator can subsequently be used to login Each user can then set his her own password Administrator is the only user level able to modify System Settings using the system as a demonstration version you can only input 20 member records The password is Demo To Log off from MASS just exit the application Registration ode applies to the Registration name tered in the menu system defaults The Registration nam
9. 88 Soft Sys 3 2008 MASS User Guide v5 02 CASH RECEIPTS SYSTEM cca cecesacusenvvesazcannccasasczeausasasenaneecsaseaneventusennsesnserenasuennute 89 Accessing Cash Receipts 89 Cash Receipts Banking accessed from Add Edit Menu 89 INVOICING SYSTEM PROFESSIONAL VERSION cesccssecnseenscnsecnseenseenecesecnseoneeens 91 Introduction 91 Viewing Editing Invoices 91 Member Invoices 91 Invoice Details 93 Payments Received Cash Receipts 93 Audits 95 Julie lei CT He TEE 95 Member Current Balance Aude 95 Al EE 96 REPORTING GvSrEM see RRE Ree Report Button Mail Merge Button Merge file only checkbox Destination Preferred Communication Orientation Report Content Filtering REPORTS EE Member List or Mail Merge 104 Member Individual Details expanded 105 Member Individual History 105 Member Receipt 105 Random Member Number Generator 106 BERGERE 108 Family Members 108 Individual Family Details mail merge file only 108 Soft Sys 4 2008 MASS User Guide v5 02 PEP ORT S EXPENSES acessunavscansntnncsacescecansenuonassetennnsaesneontsamuseavaasenantasansendeeausensa 109 Outstanding Expenses Summary 109 Outstanding Expenses Detail 109 REPORTS SPECIAL INTERESTS ccsccesccnsccnsccnscesscnsecnsecnsecnsecnsensscnsecnsecnssenseens 110 REPORTS SUBSCRIPTIONS s ccsssecensecensecenseeensesensecosecensenoasesoasesonsesensesonseses 111 Subscriptions report 111 Subscribed List Mail M
10. Backup Restore ACTIVE inactivate only if automatic backups are in place Make Import Export ACTIVE recommended to be set to ACTIVE ONLY for the duration of an import export Make Photo Active activates a Photo tab in the Member Screen Constrain member records by you may choose to constrain the members that display in the Member System windows By selecting the appropriate option you can show all members both active and inactive only active members or only inactive members A member is declared Inactive when the Date left field is filled out Soft Sys 25 2008 MASS User Guide v5 02 Active if Date leftfield is blank a green tick appears in the Member System Inactive If Date left field is filled in a red cross appears in the Member System There is an routine to automatically de activate members according to a set of criteria System gt End of Period Preparations gt Update Newsletter Inactive and Date Left Options System Settings other Mi System Settings User Information Environment Options Defaults Label names Batch number Customisation After making changes RESTART this application for the new value or setting to take affect System Members Settings General Settings Active settings other Modules Reports Administrator can only update Codes In Attendance Use Registration number not Member numb
11. F7 to go back one record e F8 to go forward one record or e use the arrow icons in the toolbar along the top of screen you wish to scroll through records from the record you are working on and if you have made any changes to that record you will lose those changes unless you Save and no clear first A warning message is displayed on all searchable fields except Member number Find operation will lose existing changes Press Yes to Save and continue finding new record Soft Sys 13 2008 MASS User Guide v5 02 Searchable fields are designed to appear with a yellow background The Surname field has auto complete functionality i Surname Member number Number amp Street Post Zip Code Preferred Name Occupation Email Employer and Registration scroll through member records Member type Category Classifier 1 Classifier 2 and Classifier 3 fields scroll through their own individual selection lists and not through the member records Read only Fields Member number Values in read only fields appear with a greyed out background They are displayed only they cannot be edited An example is the Member number which is automatically assigned and unique for each member and cannot be written over it is only searchable Caps Lock The upper lower case fo need to worry about w easiest is performed automatically where it is important so there is no er Calas lock is on or not Ho
12. Other Fees Expenges The names of the labels can be changed to a more suitable name to meet your requirements These are the variable field names appearing on the member Personal tab Type a new label to change throughout the application Soft Sys 34 2008 MASS User Guide v5 02 Label names Activities i System Settings x User Information Environment Options Defaults Label names Batch number Customisation After making changes RESTART this application for the new value or setting to take effect System Contact Codes Checkboxes Personal Activites Invoice Enrolments Subscriptions Attendance Company Location Organiser Organisert Category 1 Category A Category 3 The names of the eS anged to a more suitable name to meet your requirements a g These are the variable field new label to change through Label names Invoice Professfona gi SS agpearing in the Setting up of an Activity System Type a dr le OU System Settings User Information Environment Options Defaults Label names patch r lpg ustomisation After making changes RESTART this application for the new se or sel System Contact Codes I Checkboxes Personal Activities ma
13. match the organizations receipt book This number is automatically assigned and incremented for each subscription enrolment in Cash Receipts Last Invoice number states the last Invoice number This number is automatically assigned and incremented for each invoice Last Exp Receipt number states the last Expenses Receipt number This number is automatically assigned and incremented Tax applicable indicates the tax status of the organisation and its activities All fees are entered inclusive of tax Tax rate rate of tax that may be applied to amounts entered in MASS All dollar amounts entered are inclusive of Tax Prefix Member number specifies a prefix to be automatically added to member number 1 character This may be hen more than one member database is being maintained Label Names This tab allows yo names can be confi id System Settings User Information Environment Options iaa Batch number Customisation After making changes RESTART this applicati ting to take effect System Contact Codes ii Checkboxes Personal 4 i i Enrolments ubscriptions lL Attendance Company System name Codes Personal Enrolment History Special Interests Attendance Medical Found in Hotes Tab of Members Activities Reeg The name of the Activity screen eg Evert or Conferen
14. menu allows you to control which tool bars are displayed and how the different membership windows are displayed on the screen ie tile or cascade Window Help Registration Display Options Minimize all windows Restore all Windows E v i Auto Arrange Icons e em Membership Display Options toggles the tool bar status bar on or off It is recommended that they all remain on Soft Sys 18 2008 MASS User Guide v5 02 Cascade automatically places the open windows in a cascade arrangement one behind the other Tile Horizontally automatically places the open windows in a horizontal tile arrangement one beside the other Tile Vertically automatically places the open windows in a vertical tile arrangement one beside the other Minimize all Windows minimises all windows Restore all Windows restores all windows Auto Arrange icons arranges icons within desktop The bottom section of the pull down menu shows the windows systems that are open The window name with the tick beside indicates the active uppermost window Save a Record save Save the record on screen F2 and clear the record i Save amp no dear Whenever you Sav or press ENTER if t the System Settings gt be prompted to confirm the saving see graphic below Click Yes ttongds highlighted Save confirmation is by default turned off in eee Peer rr Data entered in a screen must be saved u
15. the member record by pressing Shift F2 or the aK su icon An on screen message asks you to confirm if you want to delete this record with Yes or No Soft Sys 20 2008 MASS User Guide v5 02 Only if there are no transactions relating to this member such as enrolment history cash receipts and family can their record be deleted in this way The MASS system is designed for long term record keeping and can handle hundreds of thousands of records with ease Therefore it is not designed to allow for routine deletion of member data The member record cannot be deleted without deleting all related records first This may be performed manually or by use of the routine System gt Maintenance gt Delete a member and all their related records a password is required to perform this routine File Organisation MASS files are located on the drive selected during installation The main folder is called Members and consists of several sub folders An example of such a file structure could be Backup availablewior bac of all your Member files if re installing later releases of MASS Bitmaps contains here the start up sound file image files are stored here an graphics files all member photo files should be stored ow background omp and system logo bmp or gif Data contains current data file Demo contains demo data whic system with when familarizing oneself with the Doc
16. your use of these codes amp checkboxes Make a list of the codes currently in use and of any others you would like to have and then match these against the ones available in MASS Before entering a new code record clear the screen F5 This occurs automatically after each F2 save Soft Sys 39 2008 MASS User Guide v5 02 MS Classifier 1 Code Auen LI Description ISS 1 records counted on 16 04 2003 To view any data values that may already be entered press the ES button or F4 and a Look up table will display Initially most codes will have no entered values To enter values from a clear screen just begin typing TAB or ENTER from one field to the next A description is not necessary often only the Code is displayed on the screen or in a report It is therefore advisable to set up meaningful codes The Code and Description can be entered in upper and or lower case Sal Save Press F2 or LN i Member Cod Description Full member Include News Add to Member Type Grou Not Invoiced Total Fee 150 00 T ax included 5 o Background colour eas Fick a color Member Type drives the invoicing process a Member type is a mandatory reference table It categorises members into the different membership groups Includes Newsletter allows the membership to be filtered according to whether or not they receiv
17. 0nnnnnnnnunnnnnnnnnnnnnnnnnnnnnnnnnnrnnnrronneennenne 58 EE 58 SEET 59 EE 59 Notes Tab 61 Enrolments Tab 62 Enrolments Tab Standard version 62 Special Interests Tab 63 History Tab 63 Form Letter Tab 64 DEED 66 Recording Subscriptions Simple Method 66 Recording Subscri Standard Method 67 Subscriptions Geral NA isiin nannan onia aaia ENa aiaiai 67 Subscriptions MB UDMIPTIONN 2 0 0 ccc cccccessseceeceeesseeeeceeseeeeeeeuseceesseaasecessseaaaeeeesseaeseeeeeeas 68 Subscribing i 68 Subscribe by M 69 When a member is subg Ai ed ina Fixed Term Gubecrtotion 70 When a member is sub 70 Part payments mg gem 70 Subscribe by Subscription 71 Subscription Exempt Members ACTIVITY SYSTEM RENE KEEN EN ENER EN SETTING UP AN ACTIVITY EE ENEN ENKEN Activities General Tab Duplicate an Activity cccccscccsssceceeeeeceseeesesseeseeeess Activities Codes Tab Activities Statistics Fees Tab Activities Enrolments Tab 76 Activities Attendance Tab 77 BEN OL RE 78 Enrol by Member 78 Save Enrolment bavment a aaa Ea aA a a S aAa aa eaa ERE 79 Create Invoice Enrolment Professional version 79 Enrol by Activity 80 Multiple Enrolments in an Activity 80 Enrol into Multiple Activities 81 Cash receipts Payment 82 ATTENDANCE SYSTEM sce ccteisewsctecncnsstece rns detnancstndessccdeceserddedeanssdasnensstesuensstecanceale 85 Attendance In 85 Attendance Out 87 Multiple Attendance against an Activity
18. 37 Change Cases in the Member Addresses ccccccceeeeeeseseeeeeeeeeeeuaeeseeeeeeseaeaeeeseeeeeesaaas 138 Set the Preferred communication method to email 139 Update Postal area codes in Member recorde nn 139 Create BPAY NUMberS siscisncezccotcsezsdencsonadcte Sege Sege Edel Seege 139 Bulk change of a Member Category ccccccccccccccssseseeeeceeeeeeeeessceeseeeseeeaeseeeeeessuaaaeseeeeees 139 Bulk change of Family eee ee 140 Bulk Change Of FamilyaQame oennneeennenennnnsnrnnrnrrestnrnsrrrrrrrnnrnrrrsrrtesnnrrrrrernnntnennrnennnneene 140 Delete a Member 208 Bir related recordS nnnnnoannnnoneannneonennnresrnnnnensnnneonnnneresrenenes 140 Un Invoice Profes BOI EE 141 Update Meter Balaiftce afd Invoice Professional version Update Memb r Coden Professional version Import and Expc Import text file s into dlf ase ee Export to a text file s WW mg go ceccccccseccccseseeceeseeecceseecceaeeeceeueeecseaseeessageeessegeesseaes Quick Member Data Im Git GOEN 00 UA Import Zip Postal Codes W 8 WW ANE Upload a File to an FTP Gene d cece ccccccccccccecscseseeeeeeesseesaeeeeeeeessseeaeeeeeeess Backup and Restore data Backup data grees Restore data End of Period Preparation Update Subscription Paid Status and Da lent Update Inactive Newsletter and Dateien Update Shared address amp Newsletter by Family hee Update Shared address amp Newsletter by Addresses Create Direc
19. 4 Code Brooks a imi Description bf d Memberno gt gt Sumame KK Head Type gt wi 1 Brooks eler In this screen you can e add delete members to from a family group e view the members of a family and e edit Head and Family Member Type Look up a member and add to the table If this screen is accessed from the Member s screen the member is automatically added to the family You may optionally assign a Family Member type Don t forget to assign one member as the Head Family members MUST ALREADY EXIST in the system before they can be added in Add Existing Members to Family The Head and Family Member Type are for information only See Reports for the Family Listing report Soft Sys 45 2008 MASS User Guide v5 02 Family Create New Member Details Family create new member details from em A Code Br okale Description Surname First name Existing family members Member Surmame First name Employer Head Topet A 1 Brooks Peter a Enter new members to be ded tN e database Surname rst ri Birth date Gender Head Tope gt gt o e 01 02 2001 F N Brooks lt When a Family is found MASS finds a meer of member showing their Surname and Ft na Member System then that Member becomes thg 4 i at family and uses them as
20. TE AT E AE fal alka a H Hide Related members Hide Subscription Expiry date Hide Checkboxes area alll Show User defined Checkboxes Classifier 2 Classifier 3 Spare Field 1 Special Codes Allows the user to design the Members gt Codes Tab screen layout these are self explanatory Soft Sys 30 2008 MASS User Guide v5 02 Options Members Personal User Information Environment Options Defaults Label names Batch number Customisation After making changes RESTART this application for the new value or setting to take affect System Members a Contact Position on Contact Screen Position on Code Screen Personal Hide Next of Kin Hide Address Hide Other replace with Color code Hide Contact Hide Person HeightAweight A ating Hide Member Suspensions Hide Credit and debit cards and their suspensions Hide Fees Default gendegan asd C Male L remale Totam Ce None E SCH Allows the user to design eilcnmpers gt Personal Tab screen these are largely self explanatory w Default gender on a save predominantly male membership F oic aof default gender type Select Male for a ominantly female membership or leave at d in collecting this data Defaults Gi System Settings e z 7 3 a User Information Environment Options Default
21. ake effect Sg VEER See 2 vm ERC mee ere _ 2 Oo System Contact Codes Checkboxes Personal Activities Invoice Enrolments Subscriptions Attendance Company Address 1 Registration expiry Number amp t Phone Home Phone Business Mobile Fax The names of the labels can be changed to 4 more suitable SZ jremerts L yp CN SS change throughout the application Label names Codes Wd System Settings User Information Environment Options Defaults Label names Batch number Customisation After making changes RESTART this application for the new value or setting to take effect Registrations Ftc eC Number 6 0 Po DH Check boxes Classifier 1 Po Newsletter SS Date Received Shares Address fo Family PF Member Type is Mandatory Tor Invoicing Checkboxes Newsletter and Mail returned used as filters in reporting Concession used in Enrolments Expiry date Shares an address used in end of period processing The names of the labels can be changed to 4 more suitable name to meet your requirements System Contact Codes Checkboxes Personal Activities Invoice Enrolments Subscriptions Attendance Company Soft Sys 33 2008 MASS User Guide v5 02 These are the member code variable names appearing on the member Code tab Type a new label to change throughout the application The
22. aying by credit car Turn off the log file in the Invoicing Moduf MASS writes a text file of any updates that are automatically triggered during the invoicingygrocess mainly for customisation clients Options System Reports Invoicing yp N wg z wegen 7 User Information Environment Uptions Defaults Label names Batch number Cy ipimisation Alter making changes RESTART this application for the new value or setting to ta eae system Members Settings General Settings Active Settings other Modules Reports ln SS a N General Invoicing Checkboxes Invoicing Invoice Message Number of days fi Since joining to display Join date on invoices Invoice Pay by 7 Number of days from Invoice date to pay by Number of days 365 in a biling period 365 for 1 pear Credit Card Label 1 Used on the Invoices Credit Card Label 2 Credit Card Label 3 Credit Card Label 4 Cheque label set default Falling months 0 Invoice Message this message is displayed on all invoices Number of days since joining to display Join date on invoices will include Join date on invoices if the Join date is within the specified number of days from the invoice generation date Soft Sys 28 2008 MASS User Guide v5 02 Invoice Pay by specifies the number of days that the system adds to the Invoice date generation date to get the Pay by date If the val
23. c Payment System Add on Module eecccccccccccssesseeceeeeessseseeeeeeeessaeaaeeeeeeees 13 Bill Pay System Add on Module Profeg pin al Py PSO cccccccccccccccecssssesseseeeeeesseaeeeeeeees 13 Data Entry Searchable Fields Read only Fields RMS LO E Look up Prompts LOOK UP Ee Monu Ee FU ele dief NS DU EE Wl Let Te E EE EE gedet EE eg Stiet EEN eg Tool Bar Symbols Window Display ege EE EE EE 18 Save a Record 19 Setting up a New Member 19 Editing a Record 19 Constraining the viewable Member Records 20 Deleting a Record 20 Deleting a Member Record 20 File Organisation 21 SOT UIP MASS E 22 System Settings 22 Soft Sys 1 2008 MASS User Guide v5 02 Biet et EE 22 SR ee 23 BEE 24 ER ee EN Eier ER Batch NUMDET E 37 CGustomisation nananana nnana PACALA AEAEE PACALA REAA EACEA ARADALAR anaana a anan 38 Set Background On Off 38 ADD EDIT ee 39 Membership Codes 39 Member Codes 40 Member Type Professional version 40 Member Type Standard veraion 41 Category Professional version 42 Category Standard version ccccccsssccecccsssseceeccesseceeeceeesceeeeeeeseceeeseeueceseseeaeeeeessaaeeeeseeeas 42 ASSIS EE o E ENEE 42 Slee sce en EE 43 IR wl e E N E coo A E E E 43 Special arr WW WW EE 43 History code WE E 44 History status WE EE 44 Family codes 44 Famy orreen bk eege EE 44 Family Member Type i EE EE 45 Add Delete Existing Mem Gg 45 Fam
24. ce Subscriptiors The names of the labels can be changed to a more suitable name to meet your requirements System Name this name is used to label the system as appearing in the upper left corner of the main window The words system for cannot be edited The label after the for is the Registration Name as supplied by the purchaser to the MASS distributor Codes variable name for the member Codes tab Personal variable name for the member Personal tab Enrolment variable name for the member Enrolments tab History variable name for the member History tab Special Interests variable name for the member Special Interests tab Attendance variable name for the Attendance tab in the Activity system and related buttons Soft Sys 32 2008 MASS User Guide v5 02 Medical variable name for the Medical section of the member Notes tab Activities variable name for the Activity System and related buttons Subscription ignore used in Periodic Payments module Sei Save In all tabs press F2 or icon to save entered values After making changes RESTART the application for the new value or setting to take effect Label names Contact i System Settings User Information Environment Options Defaults Label names Batch number Customisation After making changes RESTART this application for the new value or setting to t
25. corded in the Attendance In screen Soft Sys 26 2008 MASS User Guide v5 02 Options System Modules Use this facility to activate and de activate modules of MASS If a Module is grayed out it is because it is not available in the version you have registered Contact info membershipadmin com to discuss the un graying of particular modules User Information Environment Uptions Defaults Label names Batch number Customisation eee ce es ee ee e E E e el Sys e os eae eee mn ae en es ee ee et ree ze ne After making changes RESTART this application for the new value or setting to take affect System Members Settings General Settings Active Settings other Modules Reports Switch onoff Modules Make Attendance Active Make Family Active Make Expenses Active Make Special Interest Active Y Options System Reports Gene Use this facility to activate and de activate port sangs of MASS User Information Environment Options Defaults Label name After making changes RESTART this application for the new vg System Members _ settings General Settings Active l settings other Modules Reports General Invoicing Checkboxes Invoicing Turm on colors in report headings In Mail Menge include ALL words of the First name by default only the first word of the First Name appears
26. cription additional ones Adjustment Code The adjustment code allows invoice transaction adjustme dishonoured cheque refund overpayment se be categorized eg It is used in both the Invoice Details and Member Invoices screens Billing Period E Billing period From date 19 05 2005 J To date 30 09 2006 Description e Exclude levies Sets up the billing periods used in the Invoicing System Whenever an invoice is generated either individually or bulk it must be assigned to a billing period Most commonly the billing period will be 12 months Dates are inclusive Description use a meaningful statement eg Billing for 2005 Soft Sys 51 2008 MASS User Guide v5 02 Exclude levies you can elect to exclude all levy components from all Fee Component for a particular billing period Alternatively you can exclude levies for individual batch runs at the Invoicing Screen Employer Segments Segment lookup Advertising Provider Hires Hall Equipment Materials Provider Scout Organistation Service Provider Speaker Provider Sponsorship Provider A method by which Employer records can be segmented eg industry segments public private primary secondary Other Codes Postal codes jookups MASS contains a look up table of most Austra allow for bulk postage discounts by Australia R imported into this file Batch numbers a
27. e a newsletter for example useful for the generation of newsletter address labels in Member List or Mail Merge Add to Member Type Group allows the grouping of Member Types so that they can be reported as one group Not invoiced when this is checked MASS will not allow an invoice to be generated for any member with this Member Type Soft Sys 40 2008 MASS User Guide v5 02 invoices CANNOT be generated for Inactive members or those whose Member Type is NOT invoiced Total Fee shows the total of the fee components Tax included in System Settings gt Defaults you can set Tax Applicable ON and specify a tax rate When this is turned on MASS automatically calculates the tax included in a fee Background colour assign a background colour to a Member Type which displays in the Contact Tab Fee components click this button to see the different Fee components which have been assigned to this Membership Type or to go to that screen to set them up Member Type Standard version a Member Type el les Code T El Des S EN Free Subscription Include Newsletter A Member Type Group Background colour Free Subscription during End of Period Preparation gt Upd QS otion Paid Status and Date left this category of members automatically get the subs hiptien period allocated to them without having to pay a subscription Both Member Type and Cate
28. e and time Record changes of addresses and codes in history both versions and audits for payments Professional when such a change is made in the Member System the old and new code with date and time is recorded in the History Tab of that member Use word Payments instead of Cash Receipts use Payments as the label rather than Cash Receipts through out the application Use the in built calendar not the operating system calendar use the MASS pop up calendar Otherwise the application will use the operating system calendar Stamp the Member Notes with date and user name to save the user name ie person who edited and date of modification each time a member record is edited in the comments field at the bottom of the Member System main window Soft Sys 24 2008 MASS User Guide v5 02 Do NOT display warning about Activity Subscription Finished status when enrolling subscribing when enrolling subscribing no system comment is made about the Finish date of that activity or subscription Allow Finds from a non searchable field enables the use of F7 or F8 to move through records in surname order even when in non searchable fields When Mail Merging make the Merge File Unique to the logon Multi User MASS personalises generated merge files to the identity of the user according to their logon unique number the name of the merge file contains the user s log on identifier Us
29. e is recorded in the Information facility when initially setting up MASS This name is displayeg blank if no Registration name has been recorded Distributor ID the ID of the distributor from whom the e purchased tributer This will allow work in demonstration Registration code enter the release code as supplied to yo your software to be registered Without a legitimate entry MAS mode Note that the Registration code is case sensitive and must be typed in exactly as it has been given to you Press Register to accept entry or Cancel to abort yt When registration is successful an information box appears which states the version type eg single user multi user enterprise Soft Sys 9 2008 MASS User Guide v5 02 User Log in Maintenance il Wiser Login Names and Passwords Login ID and name ceny i User name Constrain Code i Li Administrator Read only privileges Password confirmation Old password Only enter if exists Hem passion Validate and Save Confirm p f baucrd A user may be an Aaministraig Or a Read only User The User Login Names and Pa e the Administrator sets assigning e an initial password and y login for the first f their own choice e the user changes their Password they may time changing the Administrator assigned passw id to The last login date for each user is also displayed The Administ
30. ed in a multi user environment Hide Save Enrolment Payment button in Enrolments in this case ALL enrolments will result in an invoice being generated Use Biometrics for scanning Members users may scan in their Member number via an external device Use Activity in Payments Received allows the user to specify an Activity against a payment This is then reflected in the Cash Receipts Use Login constraint on d i maber records using Classifier 3 switches this constraint option on in the Login Name d Passwords screen see User Log in Maintenance Options System GettingSActive gt A a ae E r User Information Environment Op ef La After making changes RESTART this SG for system Members mes Batch number Customisation or setting to take affect eA ELE ENEE Settings General Settings Active Settings other Make the Subscription ACTIVE Make Activities amp Enrolments ACTIVE Make Cash Receipts ACTIVE This ts for banking Make Backup Restore ACTIVE Make Import E sport ACTIVE al Make Photos Active Constrain member records by None O Active only Inactive only Make the Subscription System ACTIVE not generally applicable to Professional version Make Setting up an Activity ACTIVE turns on this functionality Make Cash Receipts System ACTIVE turns off this functionality Make
31. ed to a more suitable name to meet your requirements These are variable field names appearing in the Attendance System Soft Sys 36 2008 MASS User Guide v5 02 Label names Employer Company il System Settings User Information Environment Options Defaults Label names Batch number Customisation Alter making changes RESTART this application for the new value or setting to take effect System Contact Codes d Checkboxes j 5 z i 7 ii J ii e en 7 ij EEEE Personal Activities Invoice Enrolments Subscriptions Attendance Company Segment code Checkbox 1 anged to a more suitable name to meet your requirements These are variable field n e Employer System Type a new label to change throughout the application Or Batch number id System Settings User Information Environment Options Defaults Label nig igation i Batch Current batch number Batch creation date The Current batch number this is one of three places where you can set up a batch number Additionally in this System Setting you are assigning this batch number to be the current batch number The current batch number is always displayed here but can be overwritten Batch numbers are user defined they are not automatically generated nor incremented Users commonly set batch number to a date yyyymmddqd Batch creation date a
32. er In Attendance Redesign layout make Invisible Activity Times and Buttons Administrator can only update Codes o of the Add Edit gt Member Codes dministrator rights can update any In Attendance System Use Registratio nu attendance via the Registration number ember number records In Attendance System Redesign layout make invisible gives a minimalist attendance screen suitable for gyms es and Buttons In Attendance System If Attendee is NOT enrolled di Warning and prevent Attendance the user is forced to enrol the member in the activity before they can be marked as attended In Attendance System Allow for an Attendance out screen activates the Attendance Out screen in Add Edit gt Attendance gt Attendance Out is this in the manual In Enrolment by Member activate Inventory adds an extra field to the Enrol by Member screen and uses Enrolment values to record stock levels Update banking details from a Payment controls the behaviour of the Members gt Personal Tab gt Payment defaults gt gt Direct debit details f box is checked any banking details entered in Payments received are transferred to the Members screen Use Ticketing with Attendance introduces a new field called Tickets to the Member Screen gt Codes Tab which allows a user to allocate a fixed number of tickets to a member this number then decrements every time the member attends as re
33. erge 111 REPORTS ACTIVITIES sccescencenscenccnscenecnscnseonsenseensonscnssonsonseonsonsenseonssnseonsoneses 112 BERGERE 113 Enrolled List Mail Merge 113 REPORTS ATTENDANCE sorosiane aa aaa aaa aaa 114 Actual attendance r Summary attenda Hours of Attemgianc REPORTS EMPL eege 116 Employer report Mai REPORTS CASH RECEIP RT APENE VEEE duet uous EEE EE E 117 Cash Receipts Mail Merg CASH RECEIPTS BULK PAYMENTS CHEQUE 0p cssccccssccceseceseensesensesesesenseeeees 118 Cash Receipts for an Activity or 118 Cash Receipts Individual Member y 119 Cash Receipts Bulk Receipts IN de 119 Financial Monthly Breakdown 120 REPORTS INVOICING PROFESSIONAL VERSION Dn as Beauties eiaaeantn ees 121 Invoicing Screen 121 Invoicing Reprint 124 Statements 124 Invoice Receipt 126 Outstanding Current Balances 127 Balance History Report 128 Invoice Summary Report 129 Audit Fee Component Summary 130 Previous Audit Summaries Report 130 Member Transactions Report 131 Member Type Fee Components 131 REPORTS QUERY THE DATABASE 2 2sseeccccenseeeeccennseeececnsseeecconsseeeeeonnseesseoaaes 132 Query Fields Tab 133 Query Selection Tab 133 Soft Sys 5 2008 MASS User Guide v5 02 Query Ordering Tab 134 Query Texts Tab 134 Query Miscellaneous Tab 135 HL ER Let 136 System Defaults 136 Maintenance 136 Brel EE 136 Ca E Silent 136 User Login Names and KEE e te EE 1
34. gory offer this Free Subscription functionality Includes Newsletter allows the membership to be filtered according to whether or not they receive a newsletter for example useful for the generation of newsletter address labels in Member List or Mail Merge Add to Member Type Group allows the grouping of Member Types so that they can be reported as one group Background colour assign a background colour to a Member Type which displays in the Contact Tab Soft Sys 41 2008 MASS User Guide v5 02 Category Professional version Code Ful Description Ful Member Add to Category Group Background colour d Another way of categorising classifying members Add to Category Typ roup allows the grouping of Categories so that they can be reported as one gro Background colouf ass Tab Category Standard versio a Background colour to a Category which displays in the Contact il Category Code Description 8 Free Subscripticl eo OF update 365 d Add to Category Group Background colour o ol Pick a color As per for Professional with added functionality Free Subscription during End of Period Preparation gt Update Subscription Paid Status and Date left this category of members automatically get the subscription period allocated to them without having to pay a subscription
35. ick on the mouse over the highlighted text and select cut or copy Click cursor into the field where you want the text placed right click on the mouse and select paste When finished editing the member details save a record A list of the ten most recently edited Member Records is available from the File menu a File Add Edit Reports System S Recent modified Members E Clear Add F5 L Clear all Navigate Window Help i Brooks Peter 1 Ti Exit Records e two options Constraining the viewah en To constrain the number of records on disg you h gs General and specify Use sifier 3 which means viewable ers gets as set using Classifier 3 e Goto System Settings gt Options gt S rem Eii Login constraint on Member recof s Ge Member Records are filtered accord in User Log in Maintenance e Goto System Settings gt Options gt System gt sett Member Records by Active only which mea OR and specify Constrain embers are displayed Deleting a Record E Delete Icon Generally when you want to delete data use Shift F2 or the To confirm deleting a record click Yes or press ENTER if the Yes button is highlighted as in graphics below Confirm K Delete this record Deleting a Member Record Look up or find the member on the Surname field or any other searchable fields 36 Delete Delete
36. id partially paid as yet unpaid this information can be found out other ways but some users find it useful to display this information on this screen Enrolment Codes Enrolment Category irolme Cater y lookup bl Search Enrolment Category 1 and Enrolment Category aye yorize a member s enrolment yet unpaid this it useful to display e designate an enrolment which is fully paid pQ information can be found out other ways but som this information on this screen or e assign an activity result after the activity this is use vU Attendance module is not activated For instance pass fail attended not attended Competent Not yet compeient Activity Codes Parent Activity code Parent Activity lookup CAMPZO000 Lord Somers Camp 2000 Mens Camp Cub Scout Program Joey Scout Program Leader Program Rover Program Scout Program Subscriptions VENTURER Venturer Scout Program Add Edit DK Cancel Search Used to designate a cluster of activities linked under this parent code Used in reporting to select a cluster of related activities Soft Sys 47 2008 MASS User Guide v5 02 Activity Location PA Activity locations Code Desertion Address Code Post Area a gt Category ih up gl A Code EEN WI Ree ee Further methods by which your activities could be categorised y Activity Accounts code WW Activity Accounts Code Fee
37. ily Create New Memb Deis IID cccccccccccccccsesseceesceeseeceeeseseceesteeeeeeeesaeaeeess 46 Subscription Category generally o in Standard version 47 Enrolment Codes 47 Enrolment Category nn A OTa aaaeeeaa aeoo aenneren 47 Activity Codes 47 Parent Activity Code E Bb Eaa 47 PCUVILY LOC AN OM enn E 48 Activity Category 1 2 and 3 dE e W 48 Activity ACCOUNTS code nesensenseneesennensnnrerrnrersnrrernnenne i See eee 48 Attendance Code only if Attendance module turne on 49 Invoicing Professional version 49 Selten 49 Member Type Fee COMpOne ns ccccccccceeeeeeeeseceeeeeeeeeeeseeeeessaeeaeeeeeeeeeesaeaaeeeeeeesessaas 50 Member Type Current Balance range cccccccccssseseeeeceeeeeeeeeeseeeseeeseeaeeeeeeeeeaeeeesessaaeeeess 50 VITO IN ee EE 51 PATS WYN TM ele tc see ees ce ss sage ns nc Seinen ta se See wens dws Soe ees aed eee eee 51 BIIMO Porod WEE 51 Employer Segments 52 Other Codes 52 Detna TEE 52 Cash Receipts Batch Numbers nn enannnnnnnannnnnnnnnnnesennrrnosnnrrrsnnrrrernnnrrrrsnnnrrrsnnrrrerennrrrennni 52 E ERESI A E E E E E 53 Contact Tab 53 PUES EE 55 Codes Tab 56 Related Member s Family cccccccccccccceesseeeeceeeeseeeeeeeeeceeeeseeseeeeesseaeeeeeesseaseeeeesaaeeeeesesaeseees 56 Codes Tab Standard version 57 Soft Sys 2 2008 MASS User Guide v5 02 Personal Tab 57 Fees generally only Professional version nnn0nnn
38. ivided into several areas Tick to activate a setting or leave blank to deactivate Save In all tabs press F2 or icon to save entered values Options System Settings General User Information Environment Options Defaults Label names Batch number Customisation After making changes RESTART this application for the new value or setting to take affect System Members E E os 5 ethings General Set Turn of Allow _ Record letters Record changes of ad Allow Finds from a Non S earchable _ When Mail Merging make the Merge File Ung Hide Save Enrolment Payment button in Enrolments Use Biometrics for scanning Members Use Activity in the Payments Use logon constraint to Member record using Classifier Turn off the Save prompt in most screens turns off pnfirmation box which usually appears automatically when a save is required Allow Multiple copies of this software to run at the same tim On the same PC allows the program to start up multiple times It is not recommended to allow this but it may be applicable if you want to have the demonstration data loaded at the same time as your data Show REMINDER on start up the Reminder screen appears whenever you start MASS Record letters sent in history when a mail merge is done it is recorded in the History Tab of that member dat
39. located in the members bitmaps directory The default is WassBack bmp Tile the background check this box if a small image is being tiled to create the wallpaper Attendance colour pick a colour for the Attendance System screen This is to make it look distinctive compared to other windows Users who use the attendance screen frequently may find this beneficial Mail Server out enter the mail server eg mail dcsi net Mail Port out on most PCs this is set to 25 Backup Reminder select the frequency at which you are reminded to back up your database only appears as you exit the application None after each Session Daily Weekly Monthly or Yearly It is recommended you back up your data at least daily Backup date displays the date of the last back up using the MASS back up facility Create a Member text CSV file on Exiting select the frequency at which you will be reminded to create a Member text CSV file only appears as you exit the application None after each Session Daily Weekly Monthly or Yearly Soft Sys 23 2008 MASS User Guide v5 02 i Only one of Backup and Create a Member text file on Exiting can be set at any one time Backup takes precedence Version number Installation Date and Version type are all displayed Options This tab and its sub tabs activates and deactivates program modules and sets up many of the program options or preferences It is subd
40. long the top of this window as Company Name rather than Surname First Name Hide Address 1 Country Fax Photo Post Area Phone Home Other Employer removes these fields from the contact tab of the Member System Default case in the Address select none for no change select Title if you want address to be changed to first letter uppercase remainder lower case select Upper is you want entire address automatically change to uppercase Show Last Attended date and Total attendance displays the most recent date of attendance at any activity and the total number of times the member has attended any activity during the time of their membership Show Copy Button allows the current record to be copied to a new record with a new membership number Show Import Button allows importing from a CSV file to create a new member record Automatically create an Employer record allows free entry into the Employer field and automatic save of this record to the Employer System table on exit from the field Soft Sys 29 2008 MASS User Guide v5 02 Options Members Position on Contact Screen 7 pene hee EST Cee ott PS AE II eege e User Information Environment Options Defaults Label names Batch number Customisation After making changes RESTART this application for the new value or setting to take affect l System Members
41. ly by MASS such as details of letters sent date joined or manually entered by the user MASS has a number of pre programmed values which it writes into the code table when first used Such codes include Join Date Date Left Letter each time their name is used in a merge document Code records change of either Member Type or Category The user can add their own codes to be used against manual entries History status His oy st uslo ups Wage Description Q f An additional means of categorising a member history ent Family codes Family E Family Code Adam Family E Description The Family Module enables members to be grouped as a Family A report can be generated identifying families and their members and you can do a bulk change of a family address at Systems gt Maintenance gt Bulk Change of Family Address This code assigns each Family an identifying name A Family cannot be deleted once members have been linked to it Family members must first be individually deleted from the Family Soft Sys 44 2008 MASS User Guide v5 02 Family Member Type Family Member Type lookup Description hl Specify positions within the family for information only The word Head SHOULD NOT be used as a family member type is a code which has a special meaning within MASS Add Delete Existi g M iabers fi dele existing Members to Family 4 en O A
42. nt sub system Switch to Team Results sub system Switch to Attendance System Switch to Company System Help Moves to membership activity tab number Moves curser to beginning of member surname field 16 2008 MASS User Guide v5 02 Functions Keys Function Keys F1 F2 F3 F4 F5 F6 F7 F8 F9 F10 F12 Alt F4 Ctrl F5 Shift F2 Shift F4 Shift FS Shift F6 Shift F7 Shift F8 Shift F9 Soft Sys Description Context sensitive help Save the record on screen and clears the record Exit Prompt options Clear entry windows Clear Add Switch forward to next area page Go to Previous record Go to Next record Find the nearest match after typing one or more characters Menu action bar Print sc Refresh s Switch back to w i 2008 MASS User Guide v5 02 Tool Bar Symbols The tool bar appears along the top of the main MASS window You can turn it on or off using the Window menu It is recommended that it remain on RER ee aes E e D Move to the first record in the file CtrltHome 4 Move to the previous record in the file F7 Find the closest record F9 z Move to the next record in the file F8 o Move to the last record in the file Ctrl End ai Look pt to see all data entered in this field F4 Sk Clear add zm Clear all Se ze ano d lear i Sk Delete e SS e Icon to bring up the back up system facility Window Display Options The window pull down
43. osts number of enrolments available places cash rece stored and related to both the activity and member databaS s for any activity can be output mity results are all easily Activities can be classified into groups and sub groups using v Invoice System Professional only Invoicing allows you to automatically produce and manage invoices for your members or customers It will automatically generate invoices receipts and statements Cash Receipts System Cash Receipts System keeps a record of all member fee transactions Method of payment bank details credit card details amounts and receipt numbers can all be recorded Bank listings and credit card listings can be automatically generated Attendance System Add on module The Attendance System is used to register the date and time of actual attendance of members into an activity Member Message System The Member Messages System allows you to enter a short message for a selected member It will automatically be displayed when a member attends or whenever a Member s record is displayed Reminder System The Reminder System allows you to enter a date issue description date completed and comments Reminder can be automatically displayed when starting up MASS see System Soft Sys 12 2008 MASS User Guide v5 02 Options Its main purpose is to remind the user of management issues that need to be performed next time the user logs in Family System Add on mod
44. ptions Defaults Label names Batch number Customisation E Mail program lif not cannot be found Wh program SU not cannot be found Sound file Cen Members wav Loga file MASSNew bmo ces Logo bmp Used on logon screen Ei KZ Background file Massback bmp Leg MassBack bmp default Tile the background l U To make the attendance screen stand out against the other screens Mal Server out Attendance color Mad Port out f Backup Reminder Co Weekly C3 Monthly C Yearly Backup date 30 O 200F C Monthly O Yearly Professional version Enterprise This tab sets up related programs thatMASs uses as well as back up details Email Program necessary only if yOu havg Mot s up a default program in Windows www Program necessary only if you haVe not mcdefault program in Windows Sound file enter the wav file located in starting up MASS The default sound is member play bitmaps directory This plays on file iame is given no sound will Ganization s logo within MASS The file may be a GIF JPG or BMP file and must be Je the members bitmaps directory The default logo is MASSWelcome bmp Background file enter the name of the graphics file to appear as the application wallpaper within MASS The file must be a BMP file and must be
45. purposes of these codes are explained in Add Edit look up menu Label names Checkboxes i System Settings Ze User Information Environment Options Defaults Label names Batch number Customisation EE e m ea t Sirana D TT EE Se LEE PR ee TE Alter Deg changes RESTART this application for the new value or setting to take effect System Contact Codes Checkboxes Personal Activities Invoice Enrolments Subscriptions Attendance Company I These checkboxes are special user defined which replaces the other checkboxes in the codes page Checkbox 1 Checkbox 11 Checkbox 2 Checkbox12 Checkbox 3 Checkbox 13 Checkbox 4 o Checkbox 14 Checkbox 5 Checkbox E Checkbox 10 The names of the labels can be hued og Dre suj y y name to meet your requirements I A These are the variable field names amp ppearig new label to change throughout the applica jon On various member Checkbox fields Type a Label names Personal User Information Environment Options Defaults Label names Batch tch mmber L W Syster Settings After making changes FESTART this application fr for the new value or setting to Lok ization Sch WEE System i Contact Codes Checkboxes Personal Activities Invoice Enrolments S D endance I Company Next of Km Address Contact
46. py to negotiate a fee to customise MASS Help MASS comes with a full manual provided in PDF format which can be printed or viewed on screen G Soft Sys 11 2008 MASS User Guide v5 02 GETTING STARTED Understanding the different MASS systems Before you can effectively use MASS you must familiarise yourself with the main systems that make up MASS Member System The Member System appears on starting MASS It stores the personal data of members including name addresses phone and fax numbers email and web addresses There is a facility for comments a photograph of member in BMP GIE or JPG format and keeping notes on individual members Members can be classified into groups and sub groups using various classifications codes and checkboxes The database can be configured to suit your particular purpose Some field labels and all code data are user definable The first Tab of the member screen can also be partially designed to Suit your needs Employer System ith your organization or associated with your members They ors or employers This is a label that can be changed For organizations that could be suppliers example it could be se Subscription System gen subscribed into them Members c payments for any subscription can b Subscriptions can be classified using co Activity System The Activity System stores information about the Members can be enrolled into an activity andMists 6 C
47. rator must set up the Login ID and User name before a Password can be set Login ID enter a Login ID for each user for example their initials User name enter full name Both fields may be the same if you wish Constrain Code if visible as set in System Settings gt Options gt System gt Settings General Look up your selection Administrator only someone with Administrator rights can give Administrator rights to another user This is done by ticking this checkbox If an unauthorized person attempts to do this the following Stop message appears x ou cannot make changes Permission denied must hawe administrator rights Read only priviliges data can be viewed but not modified Soft Sys 10 2008 MASS User Guide v5 02 Old password enter the old password only if a change of password is required ie a password already exists New password enter the new password if setting a password for a new user or a change of password is required Confirm password confirm the new password exactly as entered in New password field if setting a password for a new user or a change of password is required Login Date the system displays the last login date for each user automatically Specific User Requirements Your organization may have specific needs that MASS may not currently cater for An example would be a particular scoring system or member statistics If that is the case we are hap
48. re user defined they are not automatically generated nor incremented Users commonly set batch number to a date yyyymmdq This is one of three places where you can add a batch number You can also do this in Payments Received and Enrol It is the only place where you can add a description to your batch number Soft Sys 52 2008 MASS User Guide v5 02 MEMBER SYSTEM The Membership screen appears on starting up MASS Alternatively clicking Members on the Add Edit pull down menu accesses it It stores the personal data of members including names addresses phone and fax numbers email and web addresses Details are spread over several Tabs After Setting up MASS_ the Members screen could appear in a multitude of ways depending on your chosen selections You may have e changed field label names e changed Tab names e changed the position of some fields either on the screen or to a different Tab e made some fields invisible or e entered your own values into the various classifier codes The Tabs presented below are shown as they are originally set in MASS when it is downloaded before any ahanges to label names or position Contact Tab Surriarne Brooks B Q Contact Codes mbership lt ee j ec 8 7 Personal Notes Ents El Intera Contact History Form Letters 7 MN Address 1 opt 7 D Member number 1 Ae E N
49. read only field displaying the date on which the current batch number was created a changes must be SAVED Soft Sys 37 2008 MASS User Guide v5 02 Customisation So bees Fm be i K j e DEEN Wi L Set to accommodate unique Set Background On O You set the system to display or not ound image directory The file is tiled to fill the background a Soft Sys 38 2008 MASS User Guide v5 02 ADD EDIT CODES Membership Codes MASS has many look up codes that allow you to classify your membership and their activities You do not have to use any or all of these codes but they allow for more detailed analysis of your members activities and companies In the Add Edit menu codes are grouped according to the screen on which they appear It is possible in System Options to make some codes invisible you may decide to do this for a code which has no purpose in your organization Remember you also have access to four checkboxes for recording yes no responses From the Add Edit pull down menu select the code you want figure below illustrates Professional version screen Add Edit Reports System Navigate Window Help Registr Activity photos Employer Member Codes Family codes Enrolment Codes Activity codes Attendance code Credit cards Invoicing codes Titles Employer segments Special Interests Other codes History codes History status it is advisable to PRE PLAN
50. s contains the word processor documen of data uses in mail merging and exporting Help contains the context sensitive help files Lib contains ancillary programs such as related Da he VPE viewer programs Programs contains the MASS program files Reports contains standard report examples Deskbank files used for direct banking if installed Soft Sys 21 2008 MASS User Guide v5 02 SETTING UP MASS MASS comes as an empty database and before beginning to enter data it is necessary to configure it to suit your requirements Enter your membership registration and user information in System user information Enter System environment information and set values in System options Enter System defaults you may not need to do anything in here Configure System label names certain field names and tab labels can be set to suit your organization Set up look up tables in Add Edit drop down menu to suit your organization Set up user Login rights in Login Maintenance System Settings Use this menu selection to set and modify particular system settings Each tab deals with particular areas which cay stomized to suit your needs User Information i E avi wt EE E ES z i User Information Environ Pons Dera Label names Batch number Custornisation el Business number GF _ P Address 1 24 Kay Street Y f Address 2 Mount Waverley 3149 g
51. s Label na Curent Courses BANKING Stores the last Courses entere State WIC Used as the default in the member ad Last Member number 57571 Set the last unique member number when setting u 6 only Last Receipt number PI Set the last unique receipt number in Cash receipts Last Invoice number i 213697 Set the last unigue invoice number Last Exp Receipt no 70 Set the last unique Expense receipt number in Expenses Tax applicable Tarrat 10001 Dau file location M BPaySBRAay Statement bal Ka Minimum card amount 9393 00 Used in the member card report Maximum card amount 20 00 Card valid to date 30 09 2006 Prefix Member number Used in Invoicing Set a character before the Invoice number This facility allows you to set values used by this application Current Activity the system stores the code of the most recently added Activity Used mainly in customised functions State enter up to 3 characters to indicate a state identifier for the most commonly used State This will be the default Soft Sys 31 2008 MASS User Guide v5 02 Last Member number states the last Member number This number is automatically assigned and incremented as each new member is added The initial value will be zero unless specified otherwise in this screen If you want member numbers to begin from 1000 enter 999 Last Receipt number states the last Receipt number which should
52. sing the Sa kog Y s described above Data in a table eg the Expenses screen is saved automa A bu move off the line Setting up a New Member TAB or ENTER your way through the fields beginning with Surname and First Name and continuing through all fields entering details as necessary Some fields require a valid entry and the system may indicate with a message that your input is not correct or missing When finished entering editing the member details save a record When saving a new record a unique Member number is automatically allocated by the system Editing a Record Look up or find the required member on the Surname field or any other searchable field All fields can be edited except read only fields appearing with grey background such as Member number and Current Balance of fees You must actively save the new record to keep these changes Use the backspace key to correct typing errors To remove all the text within one field select the text by clicking the mouse cursor at the start of the field then dragging cursor from left to right until all text is selected Then hit the delete key or right click on the mouse over the highlighted text and select delete Soft Sys 19 2008 MASS User Guide v5 02 In a similar way you can cut and paste field information between records as well as to and from and other applications Just highlight the text you want to cut and paste by click and dragging the mouse then right cl
53. t Address 3 Email contact YT 4 SEH Credit card and Bpay information E Merchant name Ce J Merchant number o COTF merchant id i ol Used for elec Payre Merchant number Used on the top on the cn Biller BPAY mailbox Biller code eas Mote Credit card information is setup via Add E dit Credit cards Bank Dank CBA Debit Debit Bank cade This tab sets up information specifically about your organisation that may be used in automatically generated reports Registration name enter the name for your organization This will appear as the title on the membership window and on standard reports This name should be supplied to the software distributor when you register MASS Business number enter your business or company number if relevant used in invoicing Address 1 3 enter your address You can also include postal address used in invoicing Email contact used in on line module only Phone used in on line module only Credit Card Information enter your credit card merchant name and number These details are incorporated on credit card periodic payment reports Only applicable if Periodic Payment module is installed Soft Sys 22 2008 MASS User Guide v5 02 Bank enter you bank name and account number These details are displayed in Cash Receipt Reports Environment em Weg N a 7 z User Information Environment O
54. t debit payments from Members Create Credit card payments from Members E le REMINDER SYSTEM JE How to Record System Reminders Soft Sys 6 2008 MASS User Guide v5 02 MASS The Membership Administration Software Solution MASS is a flexible management database system designed to maintain membership records and activity management requirements lt is an excellent tool for clubs and associations businesses churches schools kindergartens sporting clubs gymnasiums customer service centres and community service organizations MASS has two versions Standard and Professional Included are many powerful features such as subscription management activities enrolments and attendance special interests billing and cash receipts expenses form letters import and export of data and flexible reporting capabilities There are also several add on modules which can be tailored to your needs for competencies teams direct deposits and conferencing As with any computer management information system it is only as good as the information input into it It is critical that all data be accurate and structured in a consistent manner This manual is written to explain both versions Where a particular functionality is restricted to one or other of these versi his is indicated in the text G Soft Sys 7 2008 MASS User Guide v5 02 SYSTEM REQUIREMENTS MASS runs on Windows 95 98 ME NT NT2000 XP Vista Minimum requiremen
55. the reference f yau activate this screen direct from the Nef The purpose of this screen is twofold e It allows the user to view existin he top table of this screen the lower table of this he contact details of se details are copied e lItcan be used to add another family member screen The advantage of this method is that Tt s each member just enter them for one member into each subsequent member s record This second process Is as follows th e Setup the Family e Enter one family member into MASS with their full contact details e Add this first member to the Family by using either e the Related members function in the Codes Tab OR e Add Delete existing Members to Family stating their Family Member type optional and designating as Head if appropriate e Bring up Family Create New Member Details and add subsequent NEW member s limited details press the Add New Member Records button a new record is created duplicating the first members contact details Address Phone The lower table is used to enter NEW members into MASS whilst also assigning them to the family Soft Sys 46 2008 MASS User Guide v5 02 Subscription Category generally only in Standard version Subscription Category lookup v Add Edit OK Cancel Search Used to categorize a member s subscription For instance in Standard version it may be used to designate a subscription which is fully pa
56. ts are a Pentium PC with at least 32 megabyte of RAM and 30 megabytes spare on the hard drive Installation Double click the downloaded supplied file and follow the instructions This file is a self extracting file and may take up to several minutes to load onto your computer Once the software is installed click the MASS icon shown above on your desktop Alternatively press the start button Start select Programs Membership and then Members This will display the Login dialogue box If you encounter any difficulties please contact info membershipadmin com Login Dialogue You have a respo confidential To se order that only regist r members to keep their personal information private and ember s personal data MASS provides a secure login system in s ag ess data K elme to MASS NASD Membersr Adm stra n Software Solution So Login ID Peter Al Login Type in your Log Password Demo Notes for E valuatuation Users Skip over the Login ID and enter Demo as the password Blot Registered The login window displays your MASS Registration name and your Logo optional as set in System Settings gt User Information and System Settings gt Environment If you intend placing your logo on this screen the logo file should be 501 x 139 pixels in size Login ID your name or your PC name will appear in the login window by default it is taken from your Windows login name
57. ue is zero the Pay by date is set to the day before the start of the Billing Period Number of days in a Billing period billing period length set for the purpose of the pro rata calculations in invoicing Credit Card Label allows the user to specify four credit card company names to appear on the invoice tear off slip By default the invoice has 3 credit cards on it Bankcard Visa Mastercard in that order By entering values into these fields the default values are overwritten Options Members Contact Mi System Settings User Information Environment Uptions Defaults Label names Batch number Customisation After making changes RESTART this application for the new value or setting to take affect System Members Contact Position on Contact Screen Position on Code Screen Personal Show 2nd email address Show Last Attended date and Total attendance Show Copy Button Show Import Button Automatically create an Empouer record Hide Photo Hide Post Area Hide Phone Home Hide Other Hide Employer Default case in the Address None Title C Upper Allows the user to set options around the Member o any of these are self explanatory Interchange Personal name with Employer set up for recording information about individual members or people If you want d company information only then you have the option of setting the main field that appears a
58. ule The Family System allows members to be grouped as a family In Professional there is the ability to bulk change a family s address and associated reporting and mail merge functions Expenses System Add on module The Expenses System records incidental daily expenses and payments showing amounts outstanding Includes associated reporting and mail merge functions This system is quite separate from the Cash Receipts System and the amounts are not included in the Member Current Balance Special Interests System Add on module Special Interests can be set up with a facilitator optional and each member linked to many special interests Includes associated reporting and mail merge functions Also useful for tracking committees and their members Reporting System The Reporting System p The Periodic Paym entered is called a field and is indicated by ad indicated in talics ed until this is done If mation message TER or TAB through the Some fields must have data entered and the user is not afowg wer the data you enter is invalid then the computer will display an difor om Sometimes default values are displayed To accept these pre field Avoid using commas within fields as this can cause errors with mail merging data with your word processor Searchable Fields Surname a A searchable field allows you to scroll through that specific field in alphabetical and numerical order To scroll use e
59. umber amp Street Preferred Name CEE a D et State Code SS Post area p Country Phone Home Phone Business Mobile Title wel Category Fan Ema O O e Mal retained Checkbox 4 moe O a ee t Se Current Balance 0 00 f Comment Concession Many of these fields are self explanatory Some of these fields can be moved or made invisible if desired Active if the Date leftfield is blank a green tick will appear automatically Inactive If the Date left field is filled a red cross H will appear automatically There is an routine to automatically de activate members according to a set of criteria System gt End of Period Preparations gt Update Newsletter Inactive and Date Left Standard version There is a routine to automatically de activate members who have not paid their subscriptions in End of Period preparation gt Update Subscription paid Status and Date Left Standard version In Standard the three buttons pictured above are replaced by Enrol Subscribe Activities screen Soft Sys 53 2008
60. wever working with caps lock off is Look up Prompt The E button in the too F4 table of values to help you s nction key can be used to pop up a look up table or for a prompted field The prompt or look up button e d indicates that you can display a list box of possible values section of this manual The value entere ield must be selected from one of the prompts available When the look up table appears select your chdice or the characters of the word you are searching for To search on a different column click o t Press Ok in the search box to go to the nearest match Fields that have a prompt can be indicated by a range of icons Code gt Click column heading button for look up table prompt Year joined l Click up down arrows to scroll through values Herre Click down arrow to display pull down selections Look up Tables Pressing this prompt a or the F4 key will display a look up table An example of the activity look up table is shown In most cases you are able to click on the column heading and the data will be immediately re sorted by that field Soft Sys 14 2008 MASS User Guide v5 02 Activity Lookup Cooking Might Robert Hash Annual Bowling Competition 2000 Kaami Shah Informal Programming Might Robert Hash Robert Hash Unit Council Mr Puniverse Competition Marty Holt Wave Pool Robert Hash Group Registration BBL Group Death by Chocolate Michael Wickham Menu Bar
61. you can elect to exclude any fee component which is a levy from invoices run over a particular billing period You do this either at the Invoicing screen for that invoice batch run or at the Billing Period screen where you can exclude levies for an entire Billing Periods Soft Sys 49 2008 MASS User Guide v5 02 Member Type Fee Components E Member Type Fee Components Member Type Ordinary m Description Ordinary Membership Date gt gt Description gt gt Join Fee Lery Tavan Apply first Amount 03 05 2005 Join Fee 030572005 Regular 05 05 2005 Tech upgrade levy 03 05 2005 Tsunarn levy VT a4 TAA lat 1 Amount al 500 to Wember Type in this screen You must have set up the Member You assign Fee Co type and the Fee Ca oone bb e Look up the Member optionally record the date of Apply first When a payment is ma g if it iggiMcomplete the Apply first Field specifies which component is paid first it prioritises th More than one component can be selected MASS then awards the fees paid ag Member Type Current Balance range Code Description Balance From Balance To The Current Balance range is used as a filter in some items of the Reports Invoicing and in the Statistical function Calculate Store and Report Statistics Soft Sys 50 2008 MASS User Guide v5 02 Payment Codes Payment codes B es
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