ChurchReg will allow you to track a Member's contributions or the Recipient of a contribution over any period of time. You can then print a report and even sort the data collected for the report before printing. OPENING THE FUNDS DIALOG To open the Funds and Accounting function of ChurchReg click on the Funds menu selection in the main menu. If you have Password Protection enabled you will be asked to enter your password before you can view any financial data. The Funds dialog window appears as shown in Fig.1. Fig. 1 - Funds Dialog Window SELECTING A MEMBER When you enter the Funds dialog window, the name of the Member from the currently opened file is automatically selected. Their name will appear in the listbox at the right under the heading: MEMBER. To select a different name click on the listbox and a dropdown area will open with the names of all Members. Select the name of your choice from the list. SELECTING ALL MEMBERS If you are interested in tracking contributions from all Members and all Categories, you must check the MEMBER: ALL checkbox and the CATEGORY: ALL checkbox. When you do, 2 new checkboxes appear to the left of the headings allowing you to select the method of displaying information - by MEMBER or by CATEGORY. These 2 new checkboxes will appear only if both the ALL checkboxes are checked (as shown in Fig.2 below). Once the Member and Category checkboxes appear, click on either one. If you choose MEMBER then the list will display all Member's names. If you choose CATEGORY then the list will display all categories. Fig. 2 - All Members - All Categories If you un-check one of the ALL checkboxes then the 2 new checkboxes (Member, Category) will disappear as shown in Fig. 3. SELECTING A CATEGORY If you are interested in tracking only one category (or recipient of contributions) from ALL members, you must check the MEMBER: ALL and the CATEGORY: SELECT checkboxes. As soon as you do, the 2 checkboxes to the left of the headings (mentioned above) will close since you are now choosing to display by Category (see Fig.3). Fig. 3 - All Members - One Category SELECTING ALL CATEGORIES If you are interested in tracking ALL categories from only one Member be sure the MEMBER: SELECT and the CATEGORY: ALL checkboxes are checked. Then select a Member's name from the Member list. If you are interested in tracking ALL Categories from ALL Members, see the section above entitled SELECTING ALL MEMBERS. SELECTING A PERIOD, YEAR, MONTH, DAY After the Member and Category checkboxes are correctly set you must choose a Period of time. Under the PERIOD heading are FROM and TO listbox selections. By default the listboxes display the current date. The YEAR listbox displays the current year and all years of data collected in the past. If no data was collected for a year, that year will not show in the year listbox. Beside the year listbox are the Month and Day listboxes. Each has a drop-down that when clicked on, will open to display the range of years, months, or days as shown in Fig.4. Fig. 4 - Date and Category Dropdowns SELECTING A QUARTER You can select the first, second, third, or forth quarter for the current year by using the QUARTER listbox found below the Period section. By default the QUARTER listbox is set to NONE. The current year is always displayed in large numbers to the left of the QUARTER listbox. Notice that the FROM and TO listboxes in the PERIOD section above will reflect the change after you select the quarter period. Fig. 5 - Selection by Quarter SELECTING ENTIRE YEAR If you wish to select the current year from January 1 to December 31, use the YEAR checkbox found to the right of the QUARTER listbox. Notice that the FROM and TO listboxes in the PERIOD section will reflect the change after you check the YEAR checkbox. SELECTING YEAR TO DATE If you wish to select a period from January 1 to the current month and day of the current year, use the YTD checkbox found to the right of the QUARTER listbox. Notice again that the FROM and TO listboxes in the PERIOD section will reflect the change. PERFORMING THE ANALYSIS After you have made all your selections for PERIOD, MEMBER, and CATEGORY, the selected period is displayed in the bottom left corner of the Funds dialog window. You are now ready to begin the funds analysis. Click the BEGIN button and immediately the search begins through all files and folders for the selected period of time. You will notice the word SEARCHING flashing at the bottom of the window. If any errors are found in sums and totals for contribution entries in any files - an error message will appear in red at completion. Normally the analysis is completed in seconds and a total dollar figure will appear in large black print at the bottom of the window. The table in the middle of the window will display all found data in two columns. You can sort the columns by clicking on the header bar above the column. Each time you click on the header bar the column is sorted either in ascending or descending alphanumeric order (see Fig.6 and Fig.7). Below the table is a line indicator showing the currently highlighted line and the total number of lines in the table followed by an amount in brackets. The amount in brackets is the cumulative sum from the start of the table up to the line with the highlight. Fig. 6 - Final Analysis - by Category Fig. 7 - Final Analysis - by Member OBTAINING A SUM FOR A RANGE OF LINES After the Funds Dialog window displays the results in the table, you can move through the table using the up or down arrow keys. The figures at the right in the second column are the dollar values. If you want to obtain the sum of a range of lines, hold the SHIFT key down while using the up or down arrow keys. Notice that the lines are NOT highlighted when you hold SHIFT down. While the SHIFT key is being held you will notice at the bottom of the table the line indicator and all text beside it turns RED. While the text is RED the sum will be shown for the lines starting at the first line that SHIFT was held down up to the line with the highlight (see Fig.8). When you release SHIFT the line indicator and text returns to black. As mentioned earlier, the amount shown in black beside the line indicator is the cumulative sum from the start of the table up to the line with the highlight. Fig. 8 - Sum of a Range of Lines PRINTING A REPORT After you have made all your selections for PERIOD, MEMBER, and CATEGORY in the Funds dialog, you can print a report.The printout will display your Church name as the heading, with sub-headings for the selected Period, Member, Category, and Total dollar value. All data and figures collected will be printed along with the report date and page number. To begin, click on the REPORT menu selection in the Funds dialog window. The Report dialog appears as shown in Fig.9. Your selections for Member, Category, and Period are shown in the top area and you cannot change these at this point. Directly below this is a section which displays the column headings for the analysis. Fig. 9 - Report Printouts FULL REPORT OR SUMMARY Below this section and to the left is an area with 2 checkboxes for FULL REPORT or SUMMARY REPORT. The FULL REPORT checkbox will be dimmed and cannot be selected if ALL Members has been selected previously in the Funds dialog window. The FULL REPORT checkbox is only available for individual Member printouts. When a FULL REPORT is selected, the SORT checkboxes in the area below this will be dimmed and unavailable. This is because the full report reflects actual periods and dates as they occurred and is not meant to be sorted. SORT BEFORE PRINTING When a SUMMARY Report is selected, the SORT checkboxes become active and available. The SORT checkboxes change to reflect your choices in the Funds dialog window. Previously in the Funds dialog window, if you had selected to display information by Member, then the 2 SORT checkboxes will display the choice to sort by Member or by Amount. If you had selected to display information by Category, then the 2 SORT checkboxes will display the choice to sort by Category or by Amount. PRINT ASCENDING OR DESCENDING ORDER To the right of the SORT checkbox area are 2 checkboxes for ASCENDING or DESCENDING sort order. Make your choice and printouts will reflect the changes. Sorting is performed alphanumerically so that any dollar figures will appear correctly if you sort by amount. SELECT A PRINTER Above the Ascending and Descending checkboxes is an area to make a choice for the printer device connected to your computer. If the check box entitled USE DEFAULT PRINTER is selected then when you click the BEGIN button, printing begins after a short delay in collecting all the data. If the check box entitled USE DEFAULT PRINTER is selected then after you click the BEGIN button the printer dialog window appears and you can then select from one of the different printer devices connected to your printer. You will also be able to set the Printer properties such as Paper choice and Page Orientation (portrait or landscape). In most cases the DEFAULT printer choice is best. By combining the various selections in the Funds and Printer dialogs you can print a number of different report types. PRINTING RECEIPTS There is a separate page devoted to Receipts and Printing Receipts. Refer to the sidebar entry: TAX RECEIPTS