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TRANSCRIPT
Human Edge Software Corporation Pty LtdLevel 1, 280 Coventry St
South Melbourne Vic 3205
Support Centre:
Web: http://support.humanedge.biz/
Tel: 1300 301 931 (calls from Australia) or +61 3 9690 5044
© Human Edge Software Corporation Pty Ltd, Melbourne 2008
Updated October 2010Screen Images from version 7.0.2538
Table of Contents
PACS Training..........................................................................................................................5Overview.............................................................................................................................5The Training........................................................................................................................6Intended Audience..............................................................................................................7The Training Manual............................................................................................................8
Software Support....................................................................................................................9Overview.............................................................................................................................9How to Contact Support....................................................................................................10Log a Web Support Request..............................................................................................11Screen Capture..................................................................................................................12
PACS Navigation....................................................................................................................13Overview...........................................................................................................................13Getting Around PACS.........................................................................................................14
Searching for Information.....................................................................................................15Overview...........................................................................................................................15Searching for Families and Members.................................................................................16Searching for Groups.........................................................................................................19How Families Relate..........................................................................................................20Searching for Pledge Information......................................................................................21Searching for Given Information........................................................................................23
Entering New Members.........................................................................................................25Overview...........................................................................................................................25Entering New Families & Members....................................................................................26Manually Linking Members to a Family..............................................................................31User Codes........................................................................................................................35
Archiving Members...............................................................................................................38Overview...........................................................................................................................38Archiving Members and Families.......................................................................................39Restoring Members and Families.......................................................................................40Removing a Family Member..............................................................................................42Deleting Members and Families........................................................................................43
Family and Member Reports.................................................................................................45Overview...........................................................................................................................45Reports..............................................................................................................................46
Working with Givers and Pledges..........................................................................................48Overview...........................................................................................................................48Setting Up Givers..............................................................................................................49Family with 2 Givers..........................................................................................................51Changing a Pledge............................................................................................................53
Processing Giving..................................................................................................................56Overview...........................................................................................................................56Balance Forward................................................................................................................57Processing Giving..............................................................................................................58Processing an EFT Schedule..............................................................................................59
Charity Funds........................................................................................................................60Overview...........................................................................................................................60Charity Fund Activities......................................................................................................61
Giving Receipts and Statements...........................................................................................65Overview...........................................................................................................................65Giving Receipts and Statements.......................................................................................66Exporting for Custom Letters.............................................................................................69Giving Reports Summary...................................................................................................73
Registers...............................................................................................................................77Overview...........................................................................................................................77Searching Registers...........................................................................................................78
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Adding Records.................................................................................................................79Register Notifications........................................................................................................83Register Reports................................................................................................................86
Copy and Backup..................................................................................................................91Overview...........................................................................................................................91Copy a Database...............................................................................................................92SQL Database Backup.......................................................................................................96
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PACS Training
Overview
Introduction This training session is a hands-on experience of learning how to enter
Family and Member records and manage People records. It covers setting up Giving details for Members, and processing Weekly Giving. You will learn to produce required reports.
To ensure you gain the maximum benefits from today’s training ask lots of questions, participate, write notes down and enjoy yourself!
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The Training
Duration This training is run from 9:00am to 4:00pm.
Topics Topics covered in this training are:
Overview of PACS The PACS Screen Searching for Records Entering Families and Members records Archiving and removing Members Family and Member Reports Setting up Givers and Pledges Processing Giving Funds Giving Receipts and Statements Giving Reports Registers and Register Reports Copy and Backup your Database
Training Outcomes
At the end of this training you should be able to:
Enter new Family Records. Enter a Member and link them to a Family. Manage and maintain Family and Member records. Flag a Member as a Giver and maintain their Pledge details. Processing Giving on a weekly basis. Produce required reports.
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Intended Audience
Audience The Intended Audience for PACS Training is people who need to manage
Parish Member and Giving records. These may be new PACS users, or people who require a ‘refresher’.
Prerequisites There is no assumed knowledge of working with PACS.
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The Training Manual
The Manual This Training Manual is a ‘Guide’ to steer you through the training process.
It is a series of activities to be followed during the training and is meant to be used with the ‘PACS Members User Guide’ and ‘PACS Giving User Guide’. Make notes and highlight key areas to help yourself retain information, or remember where to refer back to for information.
Format This Training Manual is broken into chapters. Each chapter gives an
overview and training activity to practice on.
Use of Guide This manual is designed to give activities that will be completed during the training. Your trainer may not follow this manual step by step, but will always let you know where the topics can be located so you can take notes and become familiar with the steps.
Please refer to the ‘PACS Members User Guide’ and ‘PACS Giving User Guide’ for step by step instructions.
Conventions In this Training Guide, you will find some of the following conventions:
BLUE TEXT This text highlights PACS keywords.
Text separated by arrows. Example PEOPLE MEMBERS.
This means, from the PEOPLE menu, select the MEMBERS item.
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Software Support
Overview
Introduction If your Parish subscribes to Support and Upgrades you can enjoy unlimited
software support. This may be a quick question or a more involved issue.
Software support queries can be logged via our website, emailed to us or you can call our support centre.
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How to Contact Support
Web Support requests can be made online using our internet based logging
system. Your request will be recorded in real time and our product specialists will be notified immediately. You will receive a confirmation email which will include a reference number.
The web logging system is available at:
http://support.humanedge.biz/
Refer to Log a Web Support Request for more information.
Email Technical support requests can also be emailed to:
Telephone Support
If your Parish subscribes to technical support, you can enjoy unlimited technical support. The technical support contact number is:
1300 301 931
There will be times when your phone call will go through to voice mail. Leave a message with your name, the Parish name, your contact numbers and name of the product you require support with and the support centre will call you back.
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Log a Web Support Request
Introduction Our internet based logging system enables you to make support requests
online. Your request will be recorded in real time and our product specialists will be notified immediately. You will receive a confirmation email which will include a reference number.
Follow the steps in the table below to log a support request.
Step Action1 Access the internet and go to
http://support.humanedge.biz/2 Key in your Human Edge client code and password.
Note: Your code can be found on an invoice issued to you by Human Edge.
3 Confirm that the details shown match your Parish. Select your email address, if listed, or choose NOT LISTED.
4 Provide your name, details of the product you require support for and a description of your request. If you have a preferred call back time please include this in the request description.
Result: After you submit your request the screen will display a link that can be used to email any supporting material that may assist us in resolving your query. The first available product specialist will call you back.
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Screen Capture
Introduction There may be times when you want to print a screen from PACS. This
may be to:
File as a student record Email to Customer Support Attach to a support request logged online
Follow the steps in the table below to do a screen capture.
Step Action1 Open the form that you want to print so you can see it on the
screen.2
Press the i key on the keyboard (to the right of F12).
This copies the screen to the clipboard so you can then paste it into Word.
3 Open Microsoft Word
Click on the Edit menu and Paste OR
Press bV4 The screen is now pasted in Microsoft Word and can be printed
or emailed.
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PACS Navigation
Overview
Introduction PACS is a windows based software package that is easy to navigate. It
makes use of the mouse and keyboard, and provides menus to give access to forms, functions and reports.
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Getting Around PACS
Document Reference
Document: Family and Members User GuidePages: 6-14
Activity Document: PACS Installation GuidePages: 41
Log into PAC using the training ‘ADMIN’ login.
Select PEOPLE FAMILIES.
Note: Notice the tabs at the top of the form. Click on each tab to view the appropriate form.
Questions Where are the version number and database name located on PACS?
__________________________________________________________________________
__________________________________________________________________________
Under which menu are FAMILIES and MEMBERS?
__________________________________________________________________________
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Searching for Information
Overview
Introduction The most common forms you will use searching in, are FAMILY and
MEMBERS.
These are both located under the PEOPLE menu.
There are several search methods that can be used. The end result of the search methods is the same, so it is purely personal preference as to which you use. The search methods are:
Searching for ALL families or members Using Form view or Table view Using binoculars for Family Lookup or Members Lookup Searching by name
These search methods apply to both the Family form and the Members form and in fact 90% of the forms within PACS.
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Searching for Families and Members
Document Reference
Document: Family and Members User Guide Pages: 15-21
Find ALL Members
Find all members in our database. How many do we have?_______________
Page number in Family and Members User Guide:____________________
Use the NAVIGATION BUTTONS on the toolbar to scroll through the Member names.
What is the keyboard shortcut to view the NEXT record:__________________
What is the keyboard shortcut to view the PREVIOUS record?_____________
Table View Page number in Family and Members User Guide:____________________
Click on the Table View button to swap from Form view to Table View. This button is a TOGGLE. If you wish to go back to form view, either:
Click on the table view button again, OR Double click on the required Member name.
Sorting in table view
Page number in Family and Members User Guide:____________________
Use the quickest method to sort the table view alphabetically by Surname.
Display Richard Hoffman’s record in Form view.
Continued on next page
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Searching for Families and Members, Continued
Binoculars Page number in Family and Members User Guide:____________________
Use the binoculars to locate and display Christine Collins in the form.
CLEAR the form.
Use the binoculars to locate and display Peter Hoffman in the form.
CLEAR the form.
Use the binoculars to locate and display Allan Steele in the form.
Search by FULL Name
Page number in Family and Members User Guide:____________________
Tip:
1. Enter the Member’s FULL name (first and last name).2. Click on the FIND button, or use the find keyboard shortcut.
What is the keyboard shortcut for FIND?_________________________________
Search for James Collins.
CLEAR the form.
Search for Mary Harris.
CLEAR the form.
Search for Alphonso Carr.
CLEAR the form.
Continued on next page
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Searching for Families and Members, Continued
Search by LAST Name
Page number in Family and Members User Guide:____________________
Tip:
1. Enter the Member’s LAST name.2. Click on the FIND button, or use the keyboard shortcut.
Search for Members with the Surname Dexter.
How many members are there with the surname Dexter?________________
1. View the list in TABLE VIEW.2. Swap back to FORM VIEW.3. CLEAR the form.
Search by FIRST Name
Page number in Family and Members User Guide:____________________
Tip:
1. Enter the Member’s FIRST name, and space and then an asterisk (*) i.e. Mary *
2. Click on the FIND button, or use the keyboard shortcut.
Search for Members with the First Name Catherine.
CLEAR the form.
Search for Members with the First Name Susan.
CLEAR the form.
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Searching for Groups
Document Reference
Document: Family and Members User Guide Pages: 22
Searching for GROUPS
You can search not only for individual Members or records, but also for groups of Members or records, such as all families in a particular street, or members in a particular group or with a particular flag.
Activity 1 We want to search for all the married female members.
1. From a cleared MEMBER form, select the criteria of:
Female Marital Status: Married
2. Click on FIND or use the keyboard shortcut.3. View the list in TABLE VIEW.4. Swap back to FORM VIEW.5. CLEAR the form.
Activity 2 We want to search for all families that live in Banks Drive.
1. From a cleared FAMILY form, click on the ADDRESS… Button.
2. Enter * Banks * in the STREET: field
3. Click on OK.4. Click on FIND or use the keyboard shortcut.5. View the list in TABLE VIEW.6. Swap back to FORM VIEW.7. CLEAR the form.
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How Families Relate
Document Reference
Document: Family and Members User Guide Pages: 23-25
Viewing Family and Members
Activity 1
Click on the FAMILY tab.
Search for the Hoffman Family.
How many Hoffman families are there? _________________________________
Who are the Members of the first Hoffman family, and how are they linked to the second Hoffman family?
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
Activity 2 Look up the Dexter Family.
Who are the MEMBERS of this Family?
View the mobile phone number for Paula Dexter.
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Searching for Pledge Information
Introduction When a MEMBER has been flagged as a GIVER, PLEDGE information is
entered for them on the PLEDGE tab. You can search for records that contain specific pledge details.
Activity 1
Step Action1 Click on the MEMBER major tab, and the PLEDGE minor tab.
Result: The empty Pledge form is displayed.
Continued on next page
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Searching for Pledge Information, Continued
Activity 1 (continued)
Step Action2 Enter the required Pledge criteria.
Activity:
Select the following Criteria:
PLEDGE PERIOD – MonthPAYMENT TYPE – Credit Card
3 Click on FIND, or F3.4 How many people are paying by cash on a yearly basis?
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Searching for Given Information
Introduction When viewing a Giver Record, you can view the amount they have
donated on the Given tab.
These can be filtered to see Given amounts for a specific date range.
Activity 1
Step Action1 Locate the GIVER Richard Hoffman.2 Click on the GIVEN tab on the right side of the form.
This shows all amounts given for the last 12 months.3 Enter the following dates in From: and To: on the Given tab.
FROM: 01/04/2010TO: 30/04/2010
Tip: When you have entered the TO: date, press the tab key on the keyboard to update the details displayed.
Continued on next page
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Searching for Given Information, Continued
Activity 2 Search for Giver Michael Evans.
Filter the date for the amounts given for this year only.
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Entering New Members
Overview
Introduction There are 2 main scenarios for entering new MEMBER records. You can
enter a:
New Member for an existing Family. New Family and Members.
You can also add further details for a Family or Member, as well as linking a Member to a Family.
Keyboard Shortcuts
Keystrokes for multi select lists:
DOWN ARROW to highlight SPACE BAR to select ENTER to finish
Save = ALT + SCheckbox = use SPACE BAR to selectCancel Link = ALT + N
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Entering New Families & Members
Document Reference
Document: Family and Members User Guide Pages: 26-38
Entering a Family
Page number in Family and Members User Guide:____________________
Tips:
Select PEOPLE FAMILIES Don’t forget to click in ADD mode. Enter the data Use the tab key on the keyboard to move from field to field
Activity 1:
Enter the following Family details:
Field DataFamily Surname SayersAddress 56 Nepean Highway
Mount Eliza VIC 3930Phone 9787 8888Remarks New Family
SAVE the Family record.
Note: When you Save a Family record you are immediately taken to the Contact form to enter the first Member of that Family.
Continued on next page
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Entering New Families & Members, Continued
Entering Members for the New Family
Page number in Family and Members User Guide:____________________
Tips:
Note that it tells you across the top of the form what you are doing. Enter details, click on SAVE, enter the next family member. When you have saved the last family member, click on CANCEL LINK
to stop the process of linking members to a family.
Activity 1 cont.:
Enter details for the following Family Members:
Field DetailsFull Name Mr Kevin SayersDate of Birth 12/05/67Gender MaleGiver NoPhone Number Mobile 0403 555 888Marital Status MarriedReligion CatholicFamily Role HeadMailing List Tick
Continued on next page
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Entering New Families & Members, Continued
Field DetailsFull Name Mrs Jennifer SayersDate of Birth 10/09/72Gender FemaleGiver NoPhone Number Mobile 0403 666 777Marital Status MarriedReligion CatholicFamily Role Spouse
Field DetailsFull Name Tim SayersDate of Birth 23/7/00Gender MaleGiver NoPhone Number Leave blankMarital Status Leave blankReligion CatholicFamily Role Child
Field DetailsFull Name Elise SayersDate of Birth 3/1/2003Gender FemaleGiver NoPhone Number Leave blankMarital Status Leave blankReligion CatholicFamily Role Child
Tip: After saving the last Member (Elise Sayers), click on CANCEL LINK, and you will be returned to the Family form.
Continued on next page
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Entering New Families & Members, Continued
Mail to and Greeting
Page number in Family and Members User Guide:____________________
Edit the Family record and add the MAIL TO and GREETING for the Family.
Tips:
In the FAMILY record, click in EDIT. Right click on the MAIL TO field. Select FORMAT Select your required format.
Family Group View the Family Group in the Family Form.
Activity 2 Enter the following Family and Members:
Family Fields DataFamily Surname McKenzieAddress 45 Baden Powell Drive
Mount Eliza 3930Phone 9787 9899Remarks New Family
Continued on next page
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Entering New Families & Members, Continued
Activity 2 (continued)
Member Details:
Field DetailsFull Name Mr Mark McKenzieDate of Birth 16/08/60Gender MaleGiver NoPhone Number Mobile 0403 876 876Marital Status MarriedReligion CatholicFamily Role HeadMailing List Tick
Field DetailsFull Name Mrs Caroline McKenzieDate of Birth 28/05/62Gender FemaleGiver NoPhone Number Mobile 0403 987 987Marital Status MarriedReligion CatholicFamily Role Spouse
Field DetailsFull Name Jack McKenzieDate of Birth 02/07/85Gender MaleGiver NoReligion CatholicFamily Role Child
Field DetailsFull Name Tom McKenzieDate of Birth 15/05/88Gender MaleGiver NoReligion CatholicFamily Role Child
Mail To and Greeting
Now edit the Family record to add the MAIL TO and GREETING.
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Manually Linking Members to a Family
Introduction There are times when a Member may need to be linked manually to a
family. Examples of this are:
A new baby is born to an existing family. An existing member needs to be linked to a secondary family in which
are a relative.
Document Reference
Document: Family and Members User Guide Pages: 39 - 43
A new Member for an Existing Family
Page number in Family and Members User Guide:____________________
A new baby is born to an existing Family. The Family needs to be located, and the new member added to it.
Tips:
Click on the FAMILY tab to display the family form. Search for the required family.
Click in EDIT to change the form to edit mode. The ADD MEMBER button on the bottom left will become active.
Click on ADD MEMBER.
You are taken to the Member form to add a new Member to that Family. ADD the Member details.
Continued on next page
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Manually Linking Members to a Family, Continued
Member Details
Enter the following Member details:
Field DetailsFull Name Amelia Sayers (Sayers family)Date of Birth 18/01/2010Gender FemaleGiver NoPhone Number Leave blankMarital Status Leave blankReligion CatholicFamily Role Child
SAVE the record. Amelia has now been added as a MEMBER to the Sayers family. Click on CANCEL LINK to stop adding any further members to that family.
Continued on next page
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Manually Linking Members to a Family, Continued
Linking an Existing Member to a second family
Page number in Family and Members User Guide:____________________
Kevin Sayers is a relative of another Family in the Parish. We will link him to that Family.
Search for Kevin Sayers MEMBER record.
Tip:
If Amelia Sayers is still displayed in the Member form, click on Kevin Sayers name in the list of Family Members.
Click in EDIT, and then click on the ADD TO FAMILY button.
Click on the BINOCULARS button on the toolbar and select the family to which the member is to be linked. In this case, it is the Steele family.
Specify FAMILY ROLE of Relative.
SAVE the record. Kevin Sayers has now been added as a MEMBER to the Steele family.
Look at the Family Groups that Kevin is linked to. Does everything look correct here? Do you think we need to make a change?
Note: If a Member is part of 2 different families, one family will be their PRIMARY (main) family, and the second family will be their SECONDARY Family. If they are listed in the wrong order, the priority of the Family can be changed.
Continued on next page
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Manually Linking Members to a Family, Continued
Primary and Secondary Families
Page number in Family and Members User Guide:____________________
Follow the steps in the Family and Member User Guide to change the Sayers family to be the PRIMARY FAMILY for Kevin Sayers.
Tips:
Click in EDIT, and drag the Primary Family to the top of the list. This change does NOT need to be saved.
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User Codes
Introduction Page number in Family and Members User Guide:____________________
Users Codes are also referred to as ‘drop down lists’. Most drop-down lists within PACS can be edited and customized to suit your needs.
Activity 1Residential Structure Field
In the FAMILY form, there is a drop down list called RESIDENTIAL STRUCTURE.
What items could be in this list:
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
Let’s create these items.
Tips:
Click on the required field with you RIGHT mouse button. Select EDIT ITEMS. Don’t forget to click on the ADD button each time to create a new
item.Continued on next page
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User Codes, Continued
Activity 2Source Field
In the FAMILY form, there is a drop down list called SOURCE.
What items could be in this list:
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
Let’s create these items.
Activity 3Group Field
In the MEMBER form, there is a drop down list called GROUP.
What items could be in this list:
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
Let’s create these items.
Continued on next page
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User Codes, Continued
Editing User Codes
Page number in Family and Members User Guide:____________________
In the Member form there is a field called MARITAL STATUS.
We want to do 2 things with this drop down list… Add an item called Divorced Sort the items so they are in alphabetical order.
Tips: Don’t forget to right click on the field and select EDIT ITEMS Click on the PROPERTIES button in the User Codes form. Click on the ADD button to create a new item.
Ethnicity Field In the Family form there is a field called ETHNICITY. This is used to select an ethnic background for a family. At the moment we can select only one item from this list. A family may have a mixed ethnic background i.e. each spouse may come from a different background.
We want to make this list MULTIPLE SELECT, meaning more than one item can be selected from this list at a time.
How do we do this? Hint: See the Tips above.
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
Is there an alternative location for editing drop down lists?
Which page of the Family and Members User Guide is this on:________
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Archiving Members
Overview
Introduction There are times during the year that a Family or Member may move away from the area, and are therefore no longer a member of your Parish. Their records can either be archived or deleted altogether. If they are archived, their information and history will remain and they may be restored at a later time. If they are deleted, they no longer exist in PACS, and cannot be restored.
Archiving a family will also archive all members of the family. Restoring a family will restore all members for whom this is the current family.
Archiving and restoring can also be done to individual members.
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Archiving Members and Families
Document Reference
Document: Family and Members User Guide Pages: 53-57
Archiving a Member
Page number in Family and Members User Guide:____________________
Emma Holden-Carr is an adult child in the Carr family. She has moved out of the area, so we need to archive her record.
Tips:
Search for Emma Holden-Carr in the MEMBER form. Click in EDIT. Click on ARCHIVE.
Is Emma’s record still displayed as part of the Family:____________________
How do we know that she has been Archived?____________________________
______________________________________________________________________
______________________________________________________________________
Archive a whole Family
Page number in Family and Members User Guide:____________________
The Smyth Jones family has decided to live overseas. We need to archive the whole Family record.
Tips:
Search for the Smyth Jones family in the FAMILY form. Click in EDIT. Click on ARCHIVE.
Do the Family and Members records still exist?___________________________
How can we search for an Archived Family?______________________________
______________________________________________________________________
______________________________________________________________________
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Restoring Members and Families
Restoring a Member
Page number in Family and Members User Guide:____________________
Emma Holden-Carr has moved back to the area, so we need to restore her record.
Search for Emma’s record in the MEMBER form and display it in form view.
Tip:
Don’t forget to select the appropriate filter at the bottom of the form.
We now need to RESTORE the record.
Where do we need to click first to make a change to this record?
______________________________________________________________________
Click on the RESTORE button at the bottom left.
What has happened to this record?
______________________________________________________________________
______________________________________________________________________
Continued on next page
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Restoring Members and Families, Continued
Restoring a Family
Page number in Family and Members User Guide:____________________
The Smyth Jones family has returned, so we need to restore their record.
Search for the Smyth Jones record in the FAMILY form and display it in form view.
Tip:
Don’t forget to select the appropriate filter at the bottom of the form.
We now need to RESTORE the Family and all Members.
Where do we need to click first to make a change to this record?
______________________________________________________________________
Click on the RESTORE button at the bottom left.
What has happened to this record?
______________________________________________________________________
______________________________________________________________________
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Removing a Family Member
Removing a Member from a Family
There are times when a Member is an adult and no longer warrants being a Member of a Family. They may even have a Family of their own. If this is the case, we want to keep their Member/Contact record, but just remove them from the Family.
Step Action1 Locate the appropriate MEMBER. In this case, search for Glenn
Evans.2 Click in EDIT.3 Click on the FAMILY GROUP code that Glenn is linked to on
the GROUP tab.
4 Press the DELETE key on the keyboard.
Result: A confirmation message is displayed.
Glenn Evans is now a CONTACT, a person not connected to a Family.
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Deleting Members and Families
Document Reference
Document: Family and Members User Guide Pages: 58-61
Introduction Members and Families can be deleted from PACS. If you delete a
FAMILY, the MEMBER records will remain, but not linked to a Family at all. If you wish to delete a Family and all its Members, delete the Members first, and then the Family.
If you do delete a Family and/or Members, the records will NOT be able to be restored.
Delete a Member
Page number in Family and Members User Guide:____________________
Gloria Hayes has accidentally been entered into PACS twice.
Locate the most recently entered Gloria Hayes.
Where do we tell which is the most recently entered record?
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
Delete the duplicate Gloria Hayes.
Tips:
Click in EDIT. Click on the DELETE button on the tool bar.
Continued on next page
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Deleting Members and Families, Continued
Delete a Family
Page number in Family and Members User Guide:____________________
The Alexander family was entered accidentally.
Locate the Alexander family.
DELETE the Alexander family.
Do the Family Members still exist?________________________________________
The Alexander family members are now known as ______________________
We can now DELETE the Contacts if necessary.
Remember: If you do delete a Family and/or Members, the records will NOT be able to be restored.
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Family and Member Reports
Overview
Introduction PACS has a wide range of reports available. These reports suit the need of reports on Families and Members. Though reports are predefined, they each provide options that allow you to customise the reports to a degree.
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Reports
Family Member List
Follow the steps below to preview the Family Member List.
Step Action1 Select REPORTS FAMILYFAMILY MEMBER LIST
Result: The Family Member List form is displayed.
2 To view the report for all families, leave SELECT BY blank.3 Leave the default tick boxes ticked.4 Click on PREVIEW.
Result: The report is displayed.
5 In Training we will not print the report. CLOSE the report.
Continued on next page
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Reports, Continued
Families Residential Address
Follow the steps below to preview a Member report.
Step Action1 Select REPORTS FAMILYFAMILIES RESIDENTIAL
ADDRESS
Result: The Families Residential Address form is displayed.
2 We want to run a report for all families that live in Banks Drive.
Click in STREET and enter Banks.3 Click on PREVIEW.
Result: The report is displayed.
5 In Training we will not print the report. CLOSE the report.
Age List Report
Activity: Preview the Family Age List report to show Members that are aged between 15 and 30 years of age.
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Working with Givers and Pledges
Overview
Introduction A GIVER is a person who pledges, or commits to giving to the Parish on a
regular and on-going basis. An amount may be specified at regular intervals. Contributions may be recorded for several payment methods; cash, cheque, credit card and direct deposit.
GIVING RECORDS may be posted to the general ledger if PACS is used for financial record keeping.
Giver records are based on a numerical or envelope system for ease of entry but giving history remains linked to the giver over time, including changes of envelope number, pledge amounts and payment method.
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Setting Up Givers
Document Reference
Document: Giving User Guide Pages: 8-11
Introduction Giver records can be added as a:
Member of a Family who is also a Giver, or Giver, with no Family.
To distinguish between a non-giving member and a Giver, we have a Giver flag or tick box. This allows us to allocate an envelope number and enter pledge details.
Giver Flag When a member is added, they are flagged as a Giver with the Giver tick box.
When the GIVER tick box is ticked, the GIVER is allocated an ENVELOPE NUMBER, and their PLEDGE details can be entered.
Continued on next page
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Setting Up Givers, Continued
Setting up Pledge Details
Page number in Giving User Guide:_____________________________________
We will change 2 members to be givers and enter their pledge details.
Search for MEMBER Kevin Sayers.
EDIT his record and make him a GIVER. The envelope field will display <NEXT>. This will allocate the next consecutive envelope number.
Click on the PLEDGE minor tab.
Tip:
Click in EDIT.
Add the following Pledge details:
Field DetailsNext Pledge Date 04/07/2010Amount $5Pledge Period WeekPayment Type Cash
SAVE the new Pledge details.
More Pledge Details
Search for MEMBER Des Green.
EDIT his record and make him a GIVER.Enter the envelope number 62
Add the following Pledge details:
Field DetailsNext Pledge Date 04/07/2010Amount $3Pledge Period WeekPayment Type Cash
Tip:
The GIVER tick box is on the major tab Click on the PLEDGE minor tab, to add the pledge details.
SAVE the new Pledge details.
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Family with 2 Givers
Introduction At times you may have a Family with 2 separate Givers. This may be a
married couple who give separately or parents and adult children who give separately.
If you do have more than one Giver in a Family, it is important to edit their information on the MORE tab to ensure their receipts are addressed to the correct people.
Giver Mail To & Greeting Activity
Locate the Sheen family. There are 2 Givers in this family. Who are they and what envelope numbers do these Givers have?
_________________________________________________________________________
_________________________________________________________________________
Click on the button to the left of Charlie Sheen to view his MEMBER details.
Click on the MORE tab and locate the MAIL TO and GREETING details.
Continued on next page
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Family with 2 Givers, Continued
Giver Mail To & Greeting Activity (continued)
Click in EDIT.
Enter the following details:
Save the record.
Go to Samantha Sheen’s Giver record and edit the MAIL TO and GREETING to show the following:
The receipts for each Giver will now print with the correct Giver details on them.
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Changing a Pledge
Introduction There are times when a Giver may decide to increase or decrease their
Pledge amounts. These may be changed immediately, or changed for a future date.
Immediate Change
Michael Evans has decided to increase his pledge amount, effective 04/07/2010.
Locate MEMBER Michael Evans.
Change his pledge details.
Tip:
Click in EDIT.
Add the following Pledge detail:
Field DetailAmount $5
SAVE the new Pledge details.
Another Pledge Change
Alphonso Carr wants to change his Pledge amount to $10 per week by Cash payment method, effective 04/07/2010.His new envelope number will be 4.
Tip: Before changing pledge type to Cash, remove all credit card details.
Future Change Changes to pledges can be made to be effective from a future date.
Follow the steps in the table below to make a future pledge change.
Step Action1 Search for the GIVER.
Activity: Search for GIVER Richard Hoffman.2 Click in EDIT in the top left.3 Click on the PLEDGE minor tab.
Continued on next page
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Changing a Pledge, Continued
Future Change (continued)
Step Action4 Click on the button to ADD ONCOMING PLEDGE.
5 Enter the following ONCOMING PLEDGE DETAILS.
Field DetailsStart Date 18/07/2010Envelope Change to 405Amount $100Pledge Period MonthPayment Type Credit CardConfirmed TickedCardholder Name R HoffmanCredit Card Number 4564 8768 7687 6876Expiry 11/12
Continued on next page
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Changing a Pledge, Continued
Future Change (continued)
Step Action5 Click on SAVE.
Another Future Change
Peter Hoffman is decreasing his Giving amount to $15 per week, effective from 25/07/2010.
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Processing Giving
Overview
Introduction Giving is generally processed on a weekly basis.
The process for recording giving depends upon the forms of payment you accept such as cash, cheque or credit card
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Balance Forward
Document Reference
Document: Giving User Guide Page: 18
Process Balance Forward
Balance Forward is normally a weekly process to update the amount of pledge for each giver.
It does a few other vital functions as well.
Creates a pledge for everyone due during that week. Starts any new people who are scheduled during that week up to that
Sunday Creates changes to pledges that may have been made. If you have a whole campaign, and people have been allocated new
numbers in the next campaign screen, it updates all those details. Checks for any EFT payments that are due and creates a schedule as
appropriate.
Process BALANCE FORWARD for next date in PACS.
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Processing Giving
Document Reference
Document: Giving User Guide Page: 19-21
Weekly Giving The Recording is done on a weekly basis. This is where we record the amount given against each envelope number.
Process the GIVING for last Sunday.
Tips:
Select GIVING RECORDING Enter the cash amounts for each envelope number moving down the
list with the down arrow on the keyboard. When complete, click on SAVE.
Note: When you have finished entering the Giving click on POST.
Giving Notes Ensure the correct RECEIPT DATE is displayed or entered.Receipt Date is the actual date the giving is entered into PACS).
Ensure the correct GIVING DATE is displayed or entered.Giving Date is the date for which the giving is being processed (generally the previous Sunday).
Ensure the correct FUND NAME is selected.
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Processing an EFT Schedule
Document Reference
Document: Giving User Guide Page: 24-27
Processing an EFT Schedule
Page number in Giving User Guide:_____________________________________
An EFT Schedule is created automatically by running the Balance Forward process.
Process the EFT Schedule as required up to the current Sunday giving date, 04/07/2010.Date to Process is 06/07/2010
Tips:
Select GIVINGPROCESS EFT SCHEDULE Select the METHOD of Credit Card. Select the appropriate EFT SCHEDULE. Ensure the appropriate EFT OPTIONS are selected. Click on PROCESS on the left side.
When a schedule is processed it carries out two actions:
1. Creates giving records.2. Generates the file to upload to the bank.
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Charity Funds
Overview
Document Reference
Document: Giving User Guide Page: 47-48
Summary of Options
Option 1: Set a % of the planned giving fund as tax claimable (%PG) (eg 40% to school building fund);
a. There is only one tax claimable fundb. Detailed reports not requiredc. Not adding an extra fund in the futured. Not changing to a different funde. Can change the % at any timef. Tax receipts detailing total tax claimed for the person or,g. Tax statements detailing each amount given and the tax portion,
with the totals as well
Option2: Set up details of one or more funds and preset the allocation for each fund (ALLOCATION OF FUNDS), (eg 20% to St Joseph’s SBF and 5% to St Vincent de Paul);
a. More than one fund b. Stop one fund and start another fundc. Details of fund totals in reports as well as on receipts and
statementsd. Use ALLOCATION OF FUNDS setting for recording so the giving is
allocated to the tax fund automaticallye. Change % allocations for different date ranges
Option 3: Transfer funds from the planned giving once a year or on a regular basis (TRANSFER FUNDS), (eg money is banked to one account and each month the accountant transfers funds to the School building fund at the current % rate);
a. Receipt all giving into one bank accountb. Transfer giving in PACS when money is transferred to the tax fundc. After the transfer details of giving is clearly seen on reports as well
as on receipts and statementsd. May be complicated if you have to transfer a % into more than one
fund.
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Charity Fund Activities
Option 1 1. Giving Fund Setup:
Let’s view the Giving Fund details.a. Select GIVINGGIVING FUNDS b. Click on the Planned Giving Fund and view the following details:
i. ABNii. % taxableiii. A change to the % taxable will take affect from next
BALANCE FORWARD.2. Weekly use:
Let’s view recording screena. Select GIVING RECORDINGb. Total amount given by each giver is recorded only against the
PLANNED GIVING fundc. All giving is receipted to the income code for PLANNED
GIVING (if using PACS General Ledger you would need to do a journal to the tax fund).
3. Reporting:a. No details of the tax total show on any reportsb. Let’s run reports
i. Select REPORTSGIVINGGIVING LIST GROUP BY FUND (see only one total)
ii. View the TAX RECEIPT iii. View the PLEDGED FUND STATEMENT
4. Alterations:a. Remember: Always copy the database prior to making changesb. If there is a problem with the tax percentage: eg perhaps
notified by the accountant that the tax % had to be changed but not until after giving had been recorded for a few weeks
c. Can be fixed retrospectively by selecting GIVING GIVING FUNDS Select PLANNED GIVING.Change giving taxable. Carefully select the date range that needs to be fixed eg 1/1/2010 until now. PREVIEW the changes to make sure you have not made a mistake.
Advantages : Set % and forget it Only dealing with the total amount received Only have to think about the % at the setup and when checking the
receipts and statements Receipt options: taxation receipt, total giving statement and
pledged fund statement.
Continued on next page
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Charity Fund Activities, Continued
Option 2 The Tax fund is setup as a separate fund to: Enable separate fund reporting Enable future change of fund or extra fund Maintain details of fund allocation
1. Setup:We will convert the training database tax % on the PLANNED GIVING fund to a separate fund:a. Remove the tax% from the planned giving fundb. Also, remove the tax % from the PLANNED GIVING fund
retrospectively for entire current financial year using CHANGE GIVING TAXABLE to 0%
c. Create a SCHOOL BUILDING FUND as a 100% taxable fund with a separate GL account of 4.305
d. Use ALLOCATION OF FUNDS for the current financial year, which will take effect from the next BALANCE FORWARD.
e. To correct the recording already done, transfer the giving for the entire current financial year from PG to SBF at the 40% rate – this is only required once for setup.
f. Set the default giving setting to ALLOCATION OF FUNDS in MAINTENANCESETUP FORMS.
2. Weekly recording:Let’s view recording screena. Select GIVING RECORDINGb. See the GIVING FUND has defaulted to ALLOCATION OF
FUNDSc. Can enter each fund amount if preferred but ALLOCATION OF
FUNDS setting will allow you just to enter the total amount and it will automatically split the giving based on the allocation %
d. If a correction is to be made it is easier to remove the giving and reenter the correct total
3. Reportinga. Select REPORTSGIVINGGIVING LISTb. View the GIVING LIST report and see the separation into the
two fundsc. Any receipt and statement option can be used
Advantages : Set % allocations in advance when changes are occurring More details in the giving reports More than one fund at a time can be setup Allocation history available for viewing
Continued on next page
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Charity Fund Activities, Continued
Option 3 Transfer giving fund to a tax fund periodically
1. Setup:a. Follow steps 1 a, b, c, from Option 2 to change the setup
retrospectively and setup the new fund.b. Skip step 1 d – there is no allocation of funds setup when
transfer is done periodically.c. Transfer the giving from the PLANNED GIVING FUND to the
SCHOOL BUILDING FUND for the first three quarters of the year (1/7/2010 – 30/9/2010; 1/10/2010 – 31/12/2010; 1/1/2011 – 31/3/2011). For this exercise we are assuming a quarterly transfer of funds. Use PREVIEW to see the report that can be printed at the time of the transfer. No need to set a DEFAULT GIVING FUND – the PLANNED GIVING FUND is the default.
2. Weekly recording:Let’s view recording screena. Select GIVING RECORDINGb. View the RECORDING screen and see the two options for the
GIVING FUND. Note that the PLANNED GIVING is the default and all giving is recorded into that fund
3. Reporting a. Select REPORTSGIVINGGIVING LISTb. View the GIVING LIST report and see the separation into the
two funds – summarize monthly to see the full financial year at a glance
c. Note that the giving will be reported all in the giving fund for any dates that have not been included in a transfer
Advantages :
Receipt total amount into one bank account Use transfer in PACS to match the actual periodic bank transfer to
the taxable fund Reports show details into both funds after transfer Can have more than one tax fund but simultaneous funds may be
more complex to transfer.
Continued on next page
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Charity Fund Activities, Continued
Allocation of Funds
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Giving Receipts and Statements
Overview
Introduction Receipts and Statements can be produced from weekly giving records.
Both these documents are produced from the one form:
REPORTSGIVING RECEIPTS
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Giving Receipts and Statements
Document Reference
Document: Giving User Guide Page: 55-58
Receipts Page number in Giving User Guide:_____________________________________
Where do we enter the receipt comment:________________________________
__________________________________________________________________________
__________________________________________________________________________
We will process RECEIPTS for Giving for the current year.
Tips:
Select REPORTSGIVINGRECEIPTS
Select the date range for the current year. In OUTPUT select Taxation Receipt. Click on PREVIEW.
After previewing the receipts, click on the Back button to return to the GIVING RECEIPT form.
EXIT the form.Continued on next page
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Giving Receipts and Statements, Continued
Changing the Receipt Comment
We will now change the receipt comment and see how this reflects on the receipt.
To change the receipt comment:
1. Select MAINTENANCE SETUP2. Click on the PRINTING 1 tab.
On the bottom of this forms are text boxes for the GIVING RECEIPT comment, the GIVING STATEMENT comment and the RECEIPT Comment.
3. Change the Giving Receipt Comment to:
Received with Thanks.
4. SAVE and EXIT.5. PREVIEW the giving receipts according to the steps on the previous
page to see the new comment.
Excluding a Giver
We will now exclude a Giver from the receipt printing.
To exclude a giver:
1. Select PEOPLE MEMBERS2. Search for GIVER Peter Hoffman.3. Click in EDIT4. Click on the MORE minor tab.5. Remove the tick from RECEIPT REQUIRED at the bottom of the form.6. SAVE and EXIT.6. PREVIEW the giving receipts according to the steps on the previous
page to see this giver excluded.
Continued on next page
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Giving Receipts and Statements, Continued
Statements Page number in Giving User Guide:_____________________________________
We will process STATEMENTS for Giving for the current quarter.
Tips:
Select REPORTSGIVINGRECEIPTS
Select the date range for the quarter 01/01/2010 to 31/03/2010. In OUTPUT select Pledged Fund Statement. In OPTION select Statement Required Only Click on PREVIEW.
After previewing the statements, click on the Back button to return to the GIVING RECEIPT form.
In Option, take the tick OUT of STATEMENT REQUIRED ONLY. PREVIEW this report.
Pledge Amount
Preview the TOTAL GIVING STATEMENT, with SHOW PLEDGE AMOUNT selected.
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Exporting for Custom Letters
Giving Export Page number in Giving User Guide:_____________________________________
PACS has a predefined Giving Export to take the data to Excel to use for reporting purposes or a mail merge.
Tips:
Select PEOPLE EXPORT GIVING EXPORT. Select the Date Range. GROUP BY Giver Complete other details.
What other details could we select:
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
When complete click on PREVIEW. This will show you the export results.
Continued on next page
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Exporting for Custom Letters, Continued
Activity Create and SAVE an export with the following fields:
SELECT BY: Date Range 01/01/2010 to 25/05/2010. GROUP BY: Giver Export the following fields:
Mail to: Greeting: Home Address Current Pledge Amount Current Pledge Period
What sort of letter could these details be used in?
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
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Giving Reports
Givers List There are a number of Giving Reports available that allow you to report on Giving and Givers.
Let’s preview the GIVERS LIST for people who give by Cash.
Where is this report located?
__________________________________________________________________________
Tips:
Ensure you select the PAYMENT METHOD of Cash. Note the variety of OUTPUTS available.
Continued on next page
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Exporting for Custom Letters, Continued
Giving List Let’s preview the GIVING LIST for the current year.
Where is this report located?
__________________________________________________________________________
Tips:
Ensure the DATE RANGE is for the current year. Select GROUP BY Giver. Note that in OPTION you can choose to show the Pledge Amount.
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Giving Reports Summary
Givers List REPORTSGIVINGGIVERS LIST
Produces a list of Givers, their contact detail, Payment Method and Amounts Pledged.
Giving List REPORTSGIVINGGIVING LIST
Produces a list of Givers and the amounts they have Given for a Date Range.
Continued on next page
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Giving Reports Summary, Continued
Receipts REPORTSGIVINGRECEIPTS
Produces Receipts and Statements for a Date Range.
Arrears List REPORTSGIVINGMISCARREARS LIST
Produces a list of Givers and Arrears for a Date Range.
Continued on next page
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Giving Reports Summary, Continued
Card Expiry REPORTSGIVINGMISCCARD EXPIRY
Produces a List of Givers, Contact details and Pledge details for Credit Cards with a specified Expiry Date.
Pledge Changes
REPORTSGIVINGMISCPLEDGE CHANGES
Produces a list of Givers and any Pledge Changes.
Continued on next page
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Giving Reports Summary, Continued
Unused Envelope Numbers
REPORTSGIVINGMISCUNUSED ENVELOPE NUMBERS
Produces a list of Unused Envelope Numbers.
Envelope History
REPORTSGIVINGMISCENVELOPE HISTORY
Produces a list of Givers, their envelope numbers and any change in envelope numbers.
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Registers
Overview
Introduction There are Registers available in PACS that allow you to record:
Baptism Confirmation Marriage Death
These forms are located under the REGISTERS menu.
The methods of searching for records in these registers are the same as searching for people records in the FAMILY and MEMBERS forms.
Which manual is Searching located in?
__________________________________________________________________________
Searching page numbers?
__________________________________________________________________________
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Searching Registers
Baptism Register
How do we find the total number of Baptisms entered?
__________________________________________________________________________
View these in TABLE VIEW.
View Betty Redden in FORM VIEW.
Clear the form and use a different search method to view Elizabeth Hawkins.
Confirmation Register
What is the total number of Confirmations entered?
__________________________________________________________________________
View these in TABLE VIEW.
View Zelda Bickerstaff in FORM VIEW.
Clear the form and use a different search method to view Sarah Kerr. What date was she confirmed?
__________________________________________________________________________
Marriage Register
What is the total number of Marriages entered?
__________________________________________________________________________
View these in TABLE VIEW.
View the marriage details for the Groom Ray Toms in FORM VIEW.
Clear the form and use a different search method to view the marriage details for Michelle Borley. Who did she marry and on what date?
__________________________________________________________________________
Death Registers
How many deaths have been recorded for our Parish?
__________________________________________________________________________
Search for the details for Graham Harrison. How old was he when he died?
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Adding Records
Baptism Registers
Follow the steps in the table below to add a record to the Baptism Register.
Step Action1 Select REGISTERSBAPTISM
Result: The Baptism form is displayed.
Note: This form is opened in ADD mode by default.2 This is a simple data entry form. Fill in as many fields as you
have information for.
Enter the following details:
Field DataDate of Baptism 05/04/2010Place of Baptism St Patrick’s ChurchCelebrant Fr J RyanFull Name Note: This field can either be entered,
or linked to an existing Member.
Click on the binoculars and located Amelia Sayers. This will ink in any relevant information.
Home Parish Aberfoyle Park, The Nativity ParishFather Use the binoculars to link to Kevin
Sayers.Mother Use the binoculars to link to Jennifer
Sayers.Godparents Enter Jackie Peters and Heath SayersWitnesses Enter Libby Donald and Geoff Snooks
3 When all details are complete, SAVE the record.
Continued on next page
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Adding Records, Continued
Confirmation Register
Follow the steps in the table below to add a record to the Confirmation Register.
Step Action1 Select REGISTERSCONFIRMATION
Result: The Confirmation form is displayed.
Note: This form is opened in ADD mode by default.2 This is a simple data entry form. Fill in as many fields as you
have information for.
Enter the following details:
Field DataDate of Confirmation
03/05/2010
Place of Confirmation
St Patrick’s Church
Celebrant Fr J RyanFull Name Enter Alice Conway.Date of Birth 15/8/2001Father Enter Greg Conway, religion
CatholicMother Enter Melissa Conway, religion
CatholicWitnesses Enter Dawn Jakes – Catholic,
Andrew Jakes – Catholic.
3 When all details are complete, SAVE the record.
Continued on next page
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Adding Records, Continued
Marriage Register
Follow the steps in the table below to add a record to the Marriage Register.
Step Action1 Select REGISTERSMARRIAGE
Result: The Marriage form is displayed.
Note: This form is opened in ADD mode by default.2 This is a simple data entry form. Fill in as many fields as you
have information for.
Enter the following details:
Field DataDate of Marriage 08/03/2010Place of Marriage St Patrick’s ChurchCelebrant Fr J RyanWitnesses Enter Jane Rawlings, Tim Rawlings.Groom Enter Tom Rowe
Place of Birth – AlburyDate of Birth – 03/06/1982
Bride Enter Tania ShuttPlace of Birth – WangarattaDate of Birth –
3 When all details are complete, SAVE the record.
Continued on next page
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Adding Records, Continued
Death Register
Follow the steps in the table below to add a record to the Death Register.
Step Action1 Select REGISTERSDEATH
Result: The Death form is displayed.
Note: This form is opened in ADD mode by default.2 This is a simple data entry form. Fill in as many fields as you
have information for.
Enter the following details:
Field DataDate of Death 01/05/2010Full Name Cyrus PetersFuneral Place St Patrick’s ChurchCelebrant Fr T ConwayFuneral Director Ted BullFuneral Date 04/05/10 Burial Place Lawn CemeteryPlace of Birth BallaratDate of Birth 14/06/1925Religion CatholicConfidential Note Passed away after short illness.Next of Kin Use binoculars to select Nancy
Adams. Relationship – Next of Kin.
3 When all details are complete, SAVE the record.
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Register Notifications
Introduction If a record is entered for a member for Baptism, Sacraments, Marriage or
Death, away from their Home Parish, PACS can be used to notify their Home Parish of this event.
Parish Name Setup
Page number in PACS Installation and Going Live:____________________
In PACS we can create a list of Parish names to ease communication between Parishes, and to specify the Home Parish, or Parish of Baptism for entries into the Registers.
Let’s look at the list of PARISH NAMES available in this database.
Where do we access Parish Names?______________________________________
__________________________________________________________________________
__________________________________________________________________________
In PARISH NAMES, click on Aberfoyle Park, The Nativity Parish.
What is the NOTIFICATION CORRESPONDENCE METHOD for this Parish?
__________________________________________________________________________
What does this mean for us?
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__________________________________________________________________________
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When we entered the Baptism record for Amelia Sayers, we specified Aberfoyle Park, The Nativity Parish as the Home Parish for Amelia Sayers. This means we can directly fax (or email) notification of that event to the selected Parish.
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Register Notifications, Continued
Notification Follow the steps in the table below to send a Notification of Amelia Sayers Baptism.
Step Action1 Select REGISTERS BAPTISM REGISTER.2 Search for and display the Baptism record for Amelia Sayers.
Hint: You can use the binoculars, or even type in the name and click on FIND or F3.
3 Click on the PRINT button in the bottom left.
4 From the Baptism Register Report, select the following:
OUTPUT – NotificationPRINT ALL – remove tick
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Register Notifications, Continued
Notification (continued)
Step Action5 Click on SUBMIT.
Result: The Notification will be sent to the Correspondence Fax Queue. The correspondence queue is located at
MAINTENANCECORRESPONDENCE QUEUE
Note: If you do not use Fax or email directly from PACS, you can simply print the Notification and mail it to the Home Parish.
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Register Reports
Introduction There are 5 reports available for the Registers.
Baptism Confirmation Marriage Death Sacrament Statistics
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Register Reports, Continued
Baptism Report
Select REPORTSREGISTER BAPTISM
Tips:
Baptisms can be reported on for:
A date range A folio number, or A surname
The following Output Options are available.
This report can be PREVIEWED or EXPORTED.
Activity:Preview the report for:
Date range 1/01/1992 to the current date As a SHORT LIST.
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Register Reports, Continued
Confirmation Report
Select REPORTSREGISTER CONFIRMATION
Tips:
Confirmations can be reported on for:
A date range A folio number, or A surname
The following Output Options are available.
This report can be PREVIEWED or EXPORTED.
Activity:Preview the report for:
Date range 01/01/1993 to the current date As a Full List.
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Register Reports, Continued
Marriage Report
Select REPORTSREGISTER MARRIAGE
Tips:
Marriages can be reported on for:
A date range A folio number, or A surname
The following Output Options are available.
This report can be PREVIEWED or EXPORTED.
Activity:Preview the report for:
Date range 01/01/1993 to the current date As a Full List.
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Register Reports, Continued
Death Report Select REPORTSREGISTER DEATH
Tips:
Deaths can be reported on for:
A date range A folio number, or A surname
The following Output Options are available.
This report can be PREVIEWED or EXPORTED.
Activity:Preview the report for:
Date range 01/01/1993 to the current date As a Full List.
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Copy and Backup
Overview
Introduction There are times when you will need to Copy your database, or Backup
your database.
You will need to copy your database before any upgrades or before you move into the new Financial Year (if you use the financials in PACS).
You will need to backup your database if you wish to take it to another computer to work on, or even to take just secure your data.
Reminder: Don’t forget to change back to your Live database for normal processing of information once you have finished using the copy.
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Copy a Database
Introduction There are 2 simple ways of copying your database.
1. Copy from the list of databases.2. Save a new copy of the database.
We will look at both methods here.
Copy the Database
Follow the steps in the table below to copy your database.
Step Action1 Click on FILEOPEN DATABASE…
Note: This can either be selected from the Login Screen or once you have logged into PACS.Result: The Database Profiles form will open.
2 Click on the database you wish to copy (if it is not already selected).
3 Click on the COPY button on the right side.Result: The Copy Database form is displayed.
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Copy a Database, Continued
Copy the Database (continued)
Step Action4 Ensure the following is entered/selected:
SOURCE field contains the correct name of the database you want to copy
TARGET field is (New database).5 Select the TYPE of Database you want to create.
LOCAL if you want to create a copy on your local drive SHARED if you want to create a Network copy of the
Database.6 Enter the name of the new database in the PROFILE NAME
field.
The Driver, Server and Database fields will be automatically updated with the profile information.
7 Click on COPY.
Result: PACS will make a copy of the selected database with the new name. The new database is list at the bottom of the form.
8 Click on the database that you wish to work in, and click on the SELECT button (or double click on the database name).
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Copy a Database, Continued
Save Database As…
Follow the step in the table below to save a copy of your database.
Step Action1 Log into the database you wish to copy.2 Select FILESAVE DATABASE AS…
3 Enter a new PROFILE NAME.
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Copy a Database, Continued
Save Database As… (continued)
Step Action4 Click on SAVE.
Result: The database has been copied and you are left at the Login Screen.
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SQL Database Backup
SQL Database Backup
Follow the steps in the table below to make an SQL database Backup.
Step Action1 Note the database name that you want to backup.2 Close PACS.3 Close any other Programs.4 Click on StartPrograms Microsoft SQL Server 20055 Select SQL Server Management Studio Express6 Enter server name (if required) e.g. customer-pc\SQLEXPRESS.
Click on Connect.
7 Click on the plus sign (+) next to the Databases folder in Object explorer to display all your databases.
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SQL Database Backup, Continued
SQL Database Backup (continued)
Step Action8 Locate the database name that you noted to backup.
9 Click with your RIGHT mouse button on the database name.
Select TASKSBACKUP
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SQL Database Backup, Continued
SQL Database Backup (continued)
Step Action10 Ensure Destination is Disk
11 Click on Add to specify a new file name and location.12 Click on the Browse button to specify a suitable location and
file name for the backup.
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SQL Database Backup, Continued
SQL Database Backup (continued)
Step Action13
Click on OK, and then OK from the BACKUP DESTINATION form.
14 Click on Options.
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SQL Database Backup, Continued
SQL Database Backup (continued)
Step Action15 Select Overwrite (if required)
16 Click Ok to start the backup.
Click Ok when the backup is completed
17 Close SQL Server Management Studio Express.
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