+------------Inquiry/Report Procedures-------------+ | | | Membership Inquiries/Reports | | ... | | | | Other Inquiries/Reports | | BILLTRANS Billing Transaction Inquiry | | AFFINQ Affiliate Inquiry | | AFFROSTER Member Roster with Address | | SUMAFFINQ Summary Affiliate Inquiry | | OPTIONS Reports, Letters, Labels | | MEMLTRLAB Member Letters and Labels | | DAYBOOK Day Book Report | | TRSTEEDB Trustee Day Book | | CHRGPAY Charges & Payments Report | | FUNDALLOC Dues Fund Allocation Report | | QTRFUNDALLOC Quarterly Dues Fund Allocation | | PERMITSINQ Traveler Inquiry | | PRINTOBLIFORM Reprint Obligation Form | | EMPBILL Employer Billing for Dues | | DUESPAID Dues Paid Statement Letters | | ESTDELEGATE Convention Delegate Estimate R | | AFFREPLAB Affiliate Report and Labels | | FINADJUST Financial Adjustments Report | | 10YRSTATS 10-Year Statistics Report | | 12MOSTATS 12-Month Active Membership | | GROWTH Growth Reporting | | CERTIFICATE Delegate Goodstanding Certific | | USERAUDIT User Audit Report | | LM2_REPORT LM2 Report | +--------------------------------------------------+

You can create a day book report for one or more days by selecting the DAYBOOK menu option on the local processing menu. The report can include payments, charges, etc. for all of the finance codes (i.e. dues, fees, etc.). This report can be used to report on daily receipts, and also to produce a monthly day book report.

This report is used to reconcile to local/branch bank deposits, and for audit purposes. Detail reporting shows members who paid dues and for which months. If the local has branches, this process will allow you to report on all or selected branches.

The report also shows other affiliate financial transaction activity. Separate totals are shown on the summary report. There are two separate detail reports --- one shows membership activity, and the second shows other financial transaction activity.

This chapter explains how to create day book reports.

58.1 Day Book Report Input Screen

ULTRA United Brotherhood of Carpenters and Joiners of America (date) Tucson Local UBC01444 Affiliate ID: UBC01444 -- Tucson Local Branch ID : Start Date : End Date : Report Type : Tran Type : Entered by : Counc/Locals: Sort Order : +--------------Select Branch--------------+ | all | |-----------------------------------------| | NOTUCSON North Tucson | | SOTUCSON South Tucson | | MAIN_OFF Tucson Local - Main Office | +-----------------------------------------+ <ESC>=Exit DAY BOOK <F2>=Back <F1>=Help

58.2 Prompts and Responses

Affiliate ID

You are asked for the affiliate ID.

Note: If you are a local affiliate user, the affiliate ID and name are displayed, and this prompt is skipped.

Affiliate ID? ________

If a default affiliate ID is provided and it is correct, you can press [Enter] to accept the default. Otherwise, enter the appropriate affiliate ID.

You can enter the affiliate number which is a number from 1 to 99999, or enter the entire affiliate ID.

After the affiliate ID is entered, the affiliate name is displayed.

Note: If you are a council user, and enter the council's affiliate ID at the affiliate ID prompt, you can elect to report on only council activity, or include activity for the council and all locals in the council.

Branch

If your local has branches, you are asked which branch you want to create a day book report for.

+--------------Select Branch--------------+ | all | |-----------------------------------------| | NOTUCSON North Tucson | | SOTUCSON South Tucson | | MAIN_OFF Tucson Local - Main Office | +-----------------------------------------+

You can select one, several or all branches.

Select "all" to include all branches on the report.

To select one or more branches, select each branch you want to include, from the list of branches - one at a time. As each branch is selected, the branch code is displayed in the top portion of the screen.

Should you wish to remove one or more of the selected branches, you can use the "Remove Branch" option to remove the branch codes. When you select "Remove Branch", a list of the selected items is displayed. You can then select the branch code to remove. As each branch code is removed, it is erased from the list shown in the top portion of the screen.

Select "accept current default" when you are done selecting and removing branch codes.

Use the "reset" option to erase the current selections and start over.

Start and End Dates

You specify the time period you want to include on this day book report. For example, you might want to report on a day's activity, or for a week, or for a month.

First, you are asked for the start date of the time period you want to report on.

Start date (MMDDYYYY)? ________

Enter a start date in the format of MMDDYYYY.

After you enter the start date, you are asked for the time period end date.

End date (MMDDYYYY)? ________

Enter an end date in the format of MMDDYYYY.

Report Type

You are asked for the type of day book report that you want to create.

+---------Report Type---------+ | Summary | | Detail | | Payments/Receipts Only | | Combine Detail + Summary | +-----------------------------+

Select "Summary" to create a report that shows totals by transaction type (payments, charges, etc.), and finance code (dues, NSF fee, etc.).

Select "Detail" to create a report that shows detail information for each transaction.

Select "Payments/Receipts Only" to create a detail report which includes only payment/receipt transactions.

Select "Combine Detail + Summary" to create a report which consists of both a detail report and a summary report.

Select the report type you want to create.

Note: If you select the "Payments/Receipts Only" option, you are not asked for the transaction types.

Transaction Type

You are asked for the transaction types that you want to include on the report.

+----------Select Transaction Type-----------+ | all | |--------------------------------------------| | PAYMENT Payment | | CHARGE Charge | | REVPAY Payment Reversal | | REVCHARGE Reversed Charge | | REFUND Refund | | RECEIPT Other Affiliate Receipt | | DISBURSE Other Affiliate Disbursement | +--------------------------------------------+

You can select one, several, or all transaction types.

Select the transaction types you want to include on the report.

Select User

You are asked for the users you want to include on the report.

+------------Select User------------+ | all | |-----------------------------------| | AAPPLE ALEX APPLE | | BBYER BOB BYER | | BCOAT BRYAN COAT | | CCARTON CARL CARTON | | DDOCKER DALE DOCKER | | EEITHER EVAN EITHER | | FFRANKS FRED FRANKS | | ... | +-----------------------------------+

You can select one, several, or all users.

Select the users you want to include on the report.

Locals and/or Council

If you are a council user, and enter the council's affiliate ID at the affiliate ID prompt, you can elect to report on only council activity, or include activity for the council and all locals in the council.

You are asked which activity you want to include on the day book report.

+--Council Only or Locals Also--+ | Council Daybook Only | | Include All Local Daybooks | +-------------------------------+

Select "Council Daybook Only" to only include activity for the council.

Select "Include All Local Daybooks" to include activity for the council and for all the locals in the council.

Sort Order

If you are creating a detail day book report, you are asked how you want the report data sorted.

+-----Sort Order------+ | Transaction Date | | Member Last Name | | Member ID | | Receipt Number | | Member Class | | User | +---------------------+

Select the appropriate sort item from the menu.

Notes: "Transaction Date" is displayed as a sort option when the report date range is more than one day. If "Transaction Date" is selected, summary totals are printed for each day, as well as final totals for all days.

If "User" is selected, summary totals are printed for each user, as well as final totals for all users.

"Local Number" is displayed as a sort option when a council user enters the council's affiliate ID at the affiliate ID prompt, and elects to report on activity for the council AND all locals in the council. If "Local Number" is selected, summary totals are printed for each local, as well as final totals for all locals.

If the "Payments/Receipts Only" report type option is selected, "Check/Card Number" is displayed as one of the sort options.

Proceed

You are asked if you want to proceed with creating the day book report.

+Proceed-+ | Yes | | No | +--------+

Select "Yes" to generate the report.

Select "No" to return to the previous prompt.

Press <ESC> to abort this report procedure.

If "Yes", the day book report is generated.

58.3 Sample Report

14-Mar-2002 United Brotherhood of Carpenters and Joiners of America Page 1 Day Book Reporting - Affiliate ID UBC01444 Branch ID: All 03/14/2002 - 03/14/2002 Member ID Member Name Tran Date Entry For Type Months For Amount Ck/Cd# Receipt# User ----------- ------------ ---------- ---------- ---------- ----------------- --------- ------ -------- ---- U-6770-3845 Coons, Wayne 03/14/2002 DUES REVCHARGE Mar/2002-Mar/2002 26.00- TEST Wrong class assigned U-6770-3845 Coons, Wayne 03/14/2002 DUES CHARGE Mar/2002-Mar/2002 20.00 TEST Wrong class assigned U-2770-4488 Dawn, Dale 03/14/2002 BOOK_MEM CHARGE 8.25 TEST U-2770-4488 Dawn, Dale 03/14/2002 PAYMENT 15.25- 2304 10000919 TEST DUES Apr/2002 11.25 unapplied 4.00 U-2770-4649 Evans, Bill 03/14/2002 INITFEE CHARGE 225.00 TEST U-2770-4649 Evans, Bill 03/14/2002 DUES CHARGE Feb/2002-Feb/2002 26.00 TEST U-2770-4649 Evans, Bill 03/14/2002 DUES CHARGE Mar/2002-Mar/2002 26.00 TEST U-2770-4649 Evans, Bill 03/14/2002 PAYMENT 251.00- 2101 10000918 TEST INITFEE 225.00 DUES Feb/2002 26.00 U-2770-4649 Evans, Bill 03/14/2002 PAYMENT 35.00- 10000920 TEST DUES Mar/2002 26.00 REFUNDMBR 9.00 U-2770-4649 Evans, Bill 03/14/2002 REFUND 9.00 TEST U-2770-4649 Evans, Bill 03/14/2002 CHARITY CHARGE 3.00 TEST U-2770-4649 Evans, Bill 03/14/2002 PAYMENT 3.00- 10000921 TEST CHARITY 3.00 U-2770-4649 Evans, Bill 03/14/2002 REVPAY 3.00 TEST Applied to wrong member CHARITY 3.00 U-2770-4649 Evans, Bill 03/14/2002 CHARITY REVCHARGE 3.00- TEST Charged to wrong member

14-Mar-2002 United Brotherhood of Carpenters and Joiners of America Page 2 Day Book Reporting - Affiliate ID UBC01444 Branch ID: All 03/14/2002 - 03/14/2002 Summary Totals Net Payments Net Charges ----------------------------------- -------------- -------------- BOOK_MEM CHARGE 8.25 ============== ============== 0.00 8.25 CHARITY PAYMENT 3.00 REVPAY 3.00 CHARGE 3.00 REVCHARGE 3.00 ============== ============== 0.00 0.00 DUES PAYMENT 63.25 CHARGE 72.00 REVCHARGE 26.00 ============== ============== 63.25 46.00 INITFEE PAYMENT 225.00 CHARGE 225.00 ============== ============== 225.00 225.00 REFUNDMBR PAYMENT 9.00 ============== ============== 9.00 0.00 REFUND 9.00 ============== ============== 0.00 0.00 Unapplied Money 4.00 ============== ============== 4.00 0.00 ============== ============== ============== ============== 301.25 279.25 Summary Pay Method Totals ----------------------------------- CASH 35.00 CHECK 266.25 ============= 301.25

14-Mar-2002 United Brotherhood of Carpenters and Joiners of America Page 1 Other Affiliate Transactions - Affiliate ID UBC01444 03/14/2002 - 03/14/2002 Tran Date Fin. Code Type Amount Check Number Entered By ---------- ---------- ---------- --------------- --------------- ---------- 03/14/2002 COUN-MISC RECEIPT 100.00 CA-202004 TEST note: Received from Council for misc expenses 03/14/2002 COUN-SUPP DISBURSE 55.00 AB-10034 TEST note: Bought misc supplies from Council 03/14/2002 POSTAGE RECEIPT 4.50 22334 TEST note: Member bought postage 03/14/2002 SUPPLIES DISBURSE 11.25 AB-10004 TEST note: Bought jacket for member

14-Mar-2002 United Brotherhood of Carpenters and Joiners of America Page 2 Other Affiliate Transactions - Affiliate ID UBC01444 03/14/2002 - 03/14/2002 Summary Totals Other Affiliate Transactions ------------------------------------- RECEIPT COUN-MISC 100.00 RECEIPT POSTAGE 4.50 DISBURSE COUN-SUPP 55.00 DISBURSE SUPPLIES 11.25 Pay Method Totals Other Affiliate Transactions ------------------------------------- CHECK 104.50

14-Mar-2002 United Brotherhood of Carpenters and Joiners of America Page 3 Day Book Reporting - Affiliate ID UBC01444 Reallocation of Previously Unapplied Money: 03/14/2002 - 03/14/2002 Member ID Member Name Tran Date Entry For Months For Amount ----------- ------------------ ---------- ---------- ----------------- --------- U-2770-4488 Dawn, Dale 03/13/2002 BOOK_MEM 8.25 U-2770-4488 Dawn, Dale 03/13/2002 DUES Apr/2002 14.75

14-Mar-2002 United Brotherhood of Carpenters and Joiners of America Page 4 Day Book Reporting - Affiliate ID UBC01444 Reallocation of Previously Unapplied Money: 03/14/2002 - 03/14/2002 Entry For Amount ---------- -------------- BOOK_MEM 8.25 DUES 14.75 ============== 23.00

14-Mar-2002 United Brotherhood of Carpenters and Joiners of America Page 1 Day Book Reporting - Affiliate ID UBC01444 Branch ID: All 03/14/2002 - 03/14/2002 Payments/Receipts Charity donation 3.00 Membership Dues 63.25 Initiation fee 225.00 Member Refund 9.00 -unapplied- 4.00 Total Payments/Receipts: 304.25 Payment Reversals Charity donation 3.00 Total Payment Reversals: 3.00 Net Payments/Receipts: 301.25 Other Affiliate Receipts Council miscellaneous 100.00 Postage Charges 4.50 Total Other Receipts: 104.50 Total All Receipts: 405.75 Charges Member chg for new book 8.25 Charity donation 3.00 Membership Dues 72.00 Initiation fee 225.00 Total Charges: 308.25 Reversed Charges Charity donation 3.00 Membership Dues 26.00 Total Reversed Charges: 29.00 Net Charges: 279.25 Refunds 9.00 Total Refunds: 9.00 Other Affiliate Disbursements Council - Supplies 55.00 Misc supplies 11.25 Total Disbursements: 66.25 Summary Pay Method Totals ----------------------------------- CHECK 104.50 ============= 104.50