United Brotherhood of Carpenters
and Joiners of America
Affiliate User's Guide

Chapter 59
TRSTEEDB - Trustee Day Book

The TRSTEEDB - Trustee Day Book menu option is used to create a report of the total of all the payments/receipts for each day of a specified month with a grand total for the whole month.

The user selects the affiliate(s) to report on. A local user can report on their local; a council user can report on the locals in their council, etc.

This chapter explains how to create trustee day book reports.

59.1 Prompts and Responses

The following sections describe the prompts displayed and responses entered when you create trustee day book reports.

59.1.1 Council User Entry Screen

If you are a council user, when the TRSTEEDB menu option is selected, the following screen is displayed:

ULTRA United Brotherhood of Carpenters and Joiners of America (date) Arizona State District Council UBC04003 Include Affiliates: Report Month : +-Include Affiliates--+ | Specific Council | | Specific Local | +---------------------+ <ESC>=Exit Trustee Day Book Audit <F2>=Back <F1>=Help

Affiliate Selection - Council/Local

Select "Specific Council" to include a council and all of the affiliates in that council.

+-Include Affiliates--+ | Specific Council | | Specific Local | +---------------------+

If you select "Specific Council", you are asked which council that you want to include.

Council ID? ________

Enter the affiliate ID of the council that you want to include.

Select "Specific Local" to include a local affiliate.

+-Include Affiliates--+ | Specific Council | | Specific Local | +---------------------+

If you select "Specific Local", you are asked which local that you want to include.

Local ID? ________

Enter the affiliate ID of the local that you want to include.

59.1.2 Local User Entry Screen

If you are a local affiliate user, when the TRSTEEDB menu option is selected, the following screen is displayed:

ULTRA United Brotherhood of Carpenters and Joiners of America (date) Pala Mesa Valley UBC01111 Include Affiliates: local UBC01111 -- Pala Mesa Valley Report Month : Report month (MM/YYYY)? 10/2001 <ESC>=Exit Trustee Day Book Audit <F2>=Back <F1>=Help

59.1.3 Common Prompts

The following prompts are displayed for both council and local users.

Report Month

You are asked for the month and year that you want to report on.

Report month (MM/YYYY)? 10/2001

The previous month is the default month and year.

Enter the report month and year as MM/YYYY. For example: 10/2001

Proceed

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

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

Select "Yes" to generate the report.

Select "No" to return to the previous prompt.

If "Yes", the report is generated.

Report Example

The following is an example of a Trustee Day Book report.

05-Aug-2011 United Brotherhood of Carpenters and Joiners of America Page 1 Trustee Official Day Book Audit Report UBC01111 -- Pala Mesa Valley Payment Types Deposit : Cash, Check, Fund, Money Order Non-Deposit: Credit Card, Electronic Payment, Other Pay Method Employer : Employer Remit August 2011 Deposit Non-Deposit Employer Day Book Total Day Book Date Receipts Receipts Receipts All Receipts -------------- -------------- -------------- -------------- -------------- Mon, Aug 1 Tue, Aug 2 Wed, Aug 3 Thu, Aug 4 Fri, Aug 5 100.00 40.00 140.00 Sat, Aug 6 Sun, Aug 7 Mon, Aug 8 . . . . Sat, Aug 27 Sun, Aug 28 Mon, Aug 29 Tue, Aug 30 Wed, Aug 31 ============== ============== ============== ============== 100.00 40.00 140.00

Chapter 60
CHRGPAY - Charges & Payments Report

The CHRGPAY - Charges & Payments Report menu option is used to report or inquire on charges and payments by finance codes. The information on the report comes from data that has been created by Member Payments, Charges Entry and other procedures.

You select the type of report, either payments or charges, and the finance codes, date range, etc. that you want to include on the report.

You can create reports for a single local, or for all locals in a council.

The report breaks and prints sub-totals if the first sort selection is by local, finance code or paid/charged by.

You can also create an export file.

This chapter explains how to create charges and payments reports.

60.1 Charges, Payments Report Input Screen

After CHRGPAY is selected from the menu, the charges and payments report entry screen is displayed.

ULTRA United Brotherhood of Carpenters and Joiners of America (date) Arizona State District Council UBC04003 Affiliate ID : Report Type : Include Class : Include Status : Current Employer: Finance Codes : Affiliate ID? ________ <ESC>=Exit Charges & Payments Report <F2>=Back <F1>=Help

60.1.1 Prompts and Responses

The following sections describe the prompts displayed and responses entered when you create charges/payments reports.

Affiliate ID

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

You are asked for the affiliate ID.

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 council's affiliate ID, or the ID of any local in the council.

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

Report Type

You are asked what type of report that you want to create.

+-Report Type-+ | Payments | | Charges | +-------------+

Select "Payments" to create a report of payments that were processed during a specified time period.

Select "Charges" to create a report of charges that were processed during a specified time period.

Select one of the report types from the menu.

Select Class

You are asked for the classes that you want to include.

+----------------Select Classes-----------------+ | all | |-----------------------------------------------| | HONORARY 50 Yr Honorary Member | | AGENCY Agency Shop | | APPRENTICE Apprentice | | APPRENTAPP Apprentice Applicant | | APPRENTIC1 Apprentice level 1 | | . . . . . . . . . . . | | APPRENT12 Apprentice level 12 | | BECK Beck Objector | | INSERVICE Called Military Service | | CONTRACTOR Contractor Member | | DISABLED Disabled Member | | EARLYRET Early Retired | | LIFE Life Member | | MEMBER Member - Regular | | APPLICANT Membership Applicant | | PREAPPREN Pre-apprentice | | RETIRED Retired Member | | 50DISABLED Section 50 Disabled | | WALKAPP Walkin Apprentice - non member | | WALKIN Walkin Journeyman - non member | +-----------------------------------------------+

You can select one, several or all classes.

Select the classes that you want to include.

Select Status

You are asked for the statuses that you want to include.

+----------------Select Statuses----------------+ | all | |-----------------------------------------------| | ARRSASSESS Arrears - Assessments Due | | ASSESSDUE Assessments Due - Suspended | | CONWITH Conditional Withdrawal | | DECEASED Deceased | | DELETED Deleted Member Record | | DROPPED Dropped - non suspension | | GOODSTANDG Good Standing | | WITHDRAWN Honorary Withdrawal | | ARREARS In Arrears on Dues | | RESIGNED Resigned Membership | | SRESTRICT Suspend/Restricted | | SUSPENDED Suspended | | TRANSFER Transfer Out Taken | | DISBANDED member from disbanded affiliat | +-----------------------------------------------+

You can select one, several or all statuses.

Select the statuses that you want to include.

Select Employer

You are asked for the employer that you want to include.

Employer? __________________________________________________ Enter a space and press Enter if you do not want to enter a employer

Enter a space and press [Enter] to skip this prompt.

Enter one or more characters of the employer ID or short name.

If more than one employer ID begins with the entered characters, a menu of employers is displayed. You can then select an employer from the list.

Select Finance Code

You are asked for the finance codes that you want to include.

+-----------Select Finance Codes-----------+ | all | |------------------------------------------| | ARRS_LTR_1 Arrears Letter 1 | | ARRS_LTR_2 Arrears Letter 2 | | ARRSLTRFEE Arrears Letter Fee | | BOOKS Carpenter books | | CHARITY Charity donation | | CORRECT Correction Entry | | COUN-SUPP Council - Supplies | | COUN-MISC Council miscellaneous | | COUN-POST Council postage | | LTR_DUES Dues statement ltr charge | | INITFEE Initiation fee | | JACKET Jackets, patches | | MEETING Meeting non-attendance | | REFUNDMBR Member Refund | | ... | +------------------------------------------+

You can select one, several or all finance codes.

Select "all" to include all finance codes.

Select one or more finance codes from the menu.

Payments Posted By

If you are creating a "Payments" report, you are asked for the posted payments that you want to include.

Select "All" to include all posted payments.

Select "Local Payments Only" to include only the payments posted by the local.

Select "Council Payments Only" to include only the payments posted by the council.

Charges Posted By

If you are creating a "Charges" report, you are asked for the posted charges that you want to include.

Select "All" to include all posted charges.

Select "Local Charges Only" to include only the charges posted by the local.

Select "Council Charges Only" to include only the charges posted by the council.

Payments Date Range

If you are creating a "Payments" report, you select the date range of the posted payments that you want to include on the report. For example, you might want to report on a day's activity, or for a week, or for a month, etc.

First, you are asked for the beginning date of the date range.

Include Payments Posted From Date (MMDDYYYY)? FIRST___ Enter FIRST to start at the earliest date

Press [Enter] to accept the default of "FIRST" or enter "first" to start with the earliest date.

Enter a start date in MMDDYYYY format.

Next, you are asked for the ending date of the date range.

Include Payments Posted Thru Date (MMDDYYYY)? LAST____ Enter LAST to read to the end of the records

Press [Enter] to accept the default of "LAST" or enter "last" to end with the latest date.

Enter an end date in MMDDYYYY format.

Charges Date Range

If you are creating a "Charges" report, you select the date range of the posted charges that you want to include on the report. For example, you might want to report on a day's activity, or for a week, or for a month, etc.

First, you are asked for the beginning date of the date range.

Include Charges Posted From Date (MMDDYYYY)? FIRST___ Enter FIRST to start at the earliest date

Press [Enter] to accept the default of "FIRST" or enter "first" to start with the earliest date.

Enter a start date in MMDDYYYY format.

Next, you are asked for the ending date of the date range.

Include Charges Posted Thru Date (MMDDYYYY)? LAST____ Enter LAST to read to the end of the records

Press [Enter] to accept the default of "LAST" or enter "last" to end with the latest date.

Enter an end date in MMDDYYYY format.

Charges to Include

If you are creating a "Charges" report, you are asked which charges that you want to include.

Select "All Charges" to include all the charges regardless of whether they have been paid or not.

Select "Only Charges Still Owed" to include only the charges that are not fully paid.

Select "Only Charges Fully Paid" to include only the charges that have been paid in full.

Payments/Charges Sort Order

You are asked how you want to sort the selected payments/charges data.

If you are creating a "Payments" report, the sort options are:

If you are creating a "Charges" report, the sort options are:

You can sort the selected transactions by two fields. For example, you might want to sort by transaction date, and within the date, by member name. In this case, you would select "Date of Payment/Charge" as the first sort option, and then select "Member Last Name" as the second sort option.

Note: The report breaks and prints sub-totals if the first sort selection is by local, finance code or paid/charged by.

Select the first sort option from the sort options menu.

You are then asked for the second sort option.

+-----2nd Sort By-----+ | none | |---------------------| | Local | | Member ID | | Member Last Name | | Paid/Charged By | | Finance Code | +---------------------+

Select the second sort option from the sort options menu.

Output Option

You are asked for the output option. You can create a report or an export file.

+Select Output Option-+ | Create Report | | Make Export File | +---------------------+

Select one of the options from the menu.

If you elect to create an export file, you will be asked for the export file name. For example:

Export File Name? _______________ The ID makes the file name unique - Please use only letters and numbers

After the file is created, you can load the file down to your PC.

Export File USER:[TESTER.WWW]PMTS.TXT Created Use Web Browser to Save to Your PC from the UBCJA.ORG Web Page (File Name Will be Listed Under "Your Personal Download Files") Press the RETURN key to continue

Contents

Index

United Brotherhood of Carpenters and Joiners of America Affiliate User's Guide

Chapter 59TRSTEEDB - Trustee Day Book