datABBank version 1.1d Readme File All Rights Reserved Copyright (C) 1998 Adelaide Business Bureaux Year 2000 Compliant (in accordance with SAA/SNZ MP 77) * * * * * * * * * * * * * INTRODUCTION * * * * * * * * * * * * * 'datABBank' is an easy-to-use ready-made database application for recording and controlling lists of names and addresses and other customer/client details. The Application's 'forte' is its ability to provide consistent data entry. That is, each Data Entryfield has a 'Speed Tip' which gives an example of how the data should be entered. Some fields must have an entry before the user can move to the next field, e.g., Surname, which will automatically provide a Salutation based on the Title & Surname fields. Some Entryfields provide a list that the user must choose from, e.g., Title, Qualification, & StreetEnd fields. The Suburb field provides a list of Australia Post Suburb/State/Postcodes. The user has only to start typing the suburb and the indexed list follows the characters input by the user. When the wanted suburb is displayed in the list, the user just 'Tabs' in & out of the list to have the correctly spelt Suburb, appropriate State, and correct Postcode inserted into the required fields. Membership Numbers are provided automatically by the application, so that duplicates cannot occur. New members are automatically given the 'System Date' as their date of joining, likewise the transaction date is automatically entered and a list of 'Methods of Payment' appears for the user to choose from. The application provides a Browse picture of the records, so that a small number of records are visible at one time, with the highlighted record appearing in the 'Profile Page'. This Browse picture can be resorted by selecting an appropriate 'Sorting Field', and the user can navigate the records by using the Alphabetical Tabs, the VCR buttons, Scroll Bars, or the Cursor/PageUp/PageDown keys. All Additions or Edits must be confirmed by the user before any changes are made to the database, to ensure correct data is saved. The Address Label picture is updated after saving the record so that the user may have a visual picture of the how the data would be printed on labels or envelopes. Any data entry of unusual addresses can therefore be confirmed or edited accordingly. A 'Search Page' is included for locating a particular record. A 'Search Word' is entered and a choice of fields is provided in which to conduct the search. This utility is also used when a new record is to be added to ensure duplicate records are not appended to the database. A 'Subset View Page' is available to view and output all the records which meet a required criterion. Selecting the criterion is done by highlighting a Membership type, selecting a field of the database from the provided list, and following the 'SpeedTip' on how to enter the required criteria for that particular field. Certain provisos must be met for accurate criterion entry, and helpful 'Message Boxes' appear to assist the user if the criterion entered is invalid. Using years of Database Management experience, this application has been designed and developed to overcome the old computer adage, "Garbage In, Garbage Out". The inbuilt safety measures provided help the user to input accurate and consistent data into the database and thus provide correct output results. * * * * * * * * * * * DEMONSTRATION VERSION * * * * * * * * * * * The demonstration version has a 2000 sample database which the user can add to, amend, or delete. The profile database can be - .sorted on a variety of fields, .searched for an individual record, .browsed with the ability to navigate the records using several methods, .used to produce quick statistics and statistical reports on membership financial details. Selections can be made from the database and sorted in a combination of ways for viewing. These subsets can be - .edited if required, .output to disk, .saved as a data file and merged using a word processor (MS Word used), .sent to the printer to produce listings or 16/page laser labels. * * * * * * * * * * * * * SYSTEM REQUIREMENTS * * * * * * * * * * * * * Pentium PC or higher 8 Mb RAM recommended 12 MB free disk space for complete installation 800 x 600 screen resolution HiColour (16 Bit) with Large Fonts Windows 95, Windows 98, NT4.x, NT5 B1 * * * * * * * INSTALLATION * * * * * * * Install the program by inserting Floppy Disk 1, choose 'Run' from the Start Menu and type A:\setup.exe. Insert remaining disks as prompted. * * * * * * * * * * FEATURES * * * * * * * * * * Adding New Members - A search for the new member is applied, when the 'Add' button is pressed, to negate the possibility of duplicate records being added. Drop-down pick-lists are supplied for Title, Qualification, and Street-endings, and the Suburb pick-list ensures correct spelling of the suburb and automatically fills the State and Postcode fields with data from the Australia Post Suburb/State/Postcode database which is included in the application. Updates to which, will be supplied as new data becomes available from Australia Post. The next consecutive Membership Number is automatically provided, as is the Salutation, based on the member's Title & Surname. The Salutation field is also editable for the purpose of Forename or Nick-name entries in lieu. Editing - The 'Edit' button activates the member's Profile screen for any record editing required. A 'Save' or 'Abandon' button requests confirmation of any alterations. Deleting - A warning is given when the 'Delete' button is clicked, and the user must confirm the deletion before the record is erased permanently. A 'Hold' field exists where the Customer record requires a temporary 'Hold' situation. For example, where permanent erasure is not required but the customer is not to be mailed to, either due to unfinancial status or waiting correct mailing details etc. Flagging the 'Hold' field of a particular record ensures it cannot be selected in a 'sub-set' selection, nor included in any financial statistical feedback. Sorting - To sort the records, for viewing within the 'Browse' window, click the 'Sort By' button and select a field. Searching - Individual records can be searched for by entering the Starting Word(s) in the first entry box, and selecting a field on which to search. Clicking the 'Start Search' button will process the search. The 'Browse' window on the Profile screen will show the Exact or Nearest record found. The records will be sorted on the search-field order selected. Browsing - The 'Browse' window displays the member's number, name, address and suburb, state, postcode. 6 records are displayed at a time, and the entire database can be navigated in three ways. .Alphabetically - by clicking an A-Z tab (when sorted by character fields). .First record, Previous page, Previous record, Next record, Next page, Last record, according to the field searched on - by clicking the 'VCR' buttons. .Scrolling - using the vertical scroll bar. Subscription Statistics Feedback - Clicking the 'QStats' button opens the Quick Statistics window. Entering the date range and clicking the 'Outstanding Renewals' button produces the number of members with outstanding subscriptions. Fiscal Statistics Reports - The 'Report' button opens the Stats Report window where the choice of either a Weekly or Monthly Statistics report on membership numerics, monies received and method of payment is available for the date range entered (for banking reconciliation use). Notes - A Notes or Memo window is provided for entering ancillary information for each member. This facility is 'dynamic', that is, it can be edited without the use of the 'Edit' & 'Save' buttons. It's contents are automatically saved when you move away from the Memo window. Membership Statistics - Statistics for total members, paid-up members, and number of renewals due in 2 months time (for the mailing of renewal notices) can be updated at any time by clicking the 'Stats' button. These statistics are recalculated when the program closes (if updates have been processed) and the updated figures presented when the application is re-opened. Renewing Membership - A 'Renewal' button allows a simple update of a member's renewal date, by adding one year to the current renewal date, together with a 'Transaction' button to record the date of the transaction and method of payment. Setting a View - Clicking the 'SetView' button opens a new window and allows the selection of a subset of the member's records. The subset is based upon Membership category and a field of the database, with a nominated criteria. The following fields are available in this version: Member No. Surname Street Name Suburb State Postcode Date of Birth Transaction Date Membership Renewal Date Select the Membership category required ( Gold, Silver, or All - in this version), choose a field to base the selection on, and type in the required criteria. Click the 'Next' button to sort the selection, if required, and then the 'Finish' button to produce a Message Box with the number of records found, and a prompt to continue processing if required. A Help Page can be activated for a walk-through of the Set View method. Processing the Selection - The selection is presented in a separate window, where it can be processed in a variety of ways. The 'Edit' button displays the highlighted record in an Edit page, where amendments can be made. If required, a record may be deleted from the selected subset. After returning to the Browse mode, the subset can be output as a merge file (opens MS WORD), as an A4 listing, as 16/page Laser labels, or exported to disk (HardDisk Drive or 3.5" Floppy Disk). The 'Drill Down' button allows the user to select further subsets from the previous selection results. On closing the Subset window, if amendments have been made, the user is asked to confirm if these changes should be related to the master database. Closing the application - On exiting, the program erases deleted records, and rebuilds the sorting indexes.****************NOT AVAILABLE IN DEMO VERSION******************* * * * * * * RE-INDEXING * * * * * * As database-indexes become corrupt as a result of computer 'crashes', a 'Re-Index Icon' is included in the 'datABBank' directory. This easy-to-use Icon guarantees database-index integrity, and ensures a minimum of 'down-time' for the user. * * * * * * * * PERSONALIZATION * * * * * * * * 'datABBank' 1.1 demonstration version has been setup with a 'default' company name and logo. It is envisaged that the purchaser will provide new 'Personal' details (i.e. Company Name & Logo) for inclusion in the application, so that all viewing windows and reports generated by the application will incorporate these personalizations. The two categories of membership, 'Gold' and 'Silver', will also be personalized to reflect the requirement of the purchaser (provided only two types of membership are required). More than two categories will require 'customization' The merge ability of the subset selection must be personalized according to the Word Processor used by the customer. Currently Microsoft Word is opened for merging with the selected subset. The 'personalizing' of the product will be carried out by Adelaide Business Bureaux as part of the setup procedure for the customer, and the cost of the 'personalization' will be included in the cost of the product. * * * * * * * CUSTOMIZATION * * * * * * * 'datABBank' 1.1 demonstration version currently has a sample database of 2000 records to enable the user to become familiar with the application's uses. If the proposed user already has a member's database, its fields will need to be manipulated to 'fit' the Profile structure. For example, Street Address fields will need to be split into separate Street Number, Street Name, Street Ending fields; other Address fields will be placed into Address 1 & Address 2 fields, depending on the nature of the data; and Suburb, State, Postcode must be verified against the Australia Post Suburb/Postcode database. Otherwise, a 'new' database can be created by simply adding new records. The demonstration version has been set up for keeping membership records for two membership types, Gold Membership & Silver Membership. Where more than two types of membership are required, additional categories can be set up to suit the individual user, depending on their requirements. If membership details are not required, the product can be altered to reflect any particular customer detail required. Statistical feedback & statistical reports will also need to be customized to suit the user's requirements. As 'customization' necessitates the inclusion of new programming code in the application, the additions and data manipulations required will be carried out by Adelaide Business Bureaux, as part of the setup procedure, and the cost of the customization will be added to the cost of the product. * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * *