To install Mibase version 6 insert the MiBase install CD into the CD ROM. The install wizard will be launched. If this doesn’t happen then go to “My computer” on the desktop double-click on the CD drive and then run the setup.exe file.

The Welcome Wizard is launched press NEXT

Select your Install Folder the default is “C:\MiBase” select “Browse” on the right had side of this text box to select another location.

Type the name of the shortcut folder to be inserted in the Start Menu folder or accept the default MiBaseV7. Below is what will appear in the menu bar if you select the default name

Press install to begin the install process. The MiBase library files will then be Installed and the mibase install process will then launch the Microsoft Access Runtime Setup program.

IMPORTANT: If you already have MS Access 2000 installed on your computer then it is advisable to cancel the MS Access Runtime install process by selecting CANCEL

If you have no other versions of Access then press “Install Now”.

Select OK to above message and Finish to end Mibase setup program.

If you intend to use the picture catalogue, you also need to run OCONVPCK.EXE, this is in the Support Programs folder of the CD. It is called the MS Office Converter Pack.

To run MiBase select Mibasev7 from the start menu (see notes above) or double-click on icon on desktop.

Daily Operating Procedures

1.2 Computer Startup

· Turn the computer power switch on. The system will automatically startup and present a login screen.

· Click on the MCTL button and type in password, the system will then load ‘Windows XP’ and the relevant settings.

Note:

Key programs the Librarian’s position will use are:

Mibase 4, Word, Explorer, Backup Software

1.3 Mibase Login

· Double click on the following screen will appear:

As you can see, this is the Main Menu for the Mibase software.

1.4 Registering MiBase

MiBase software by default is installed in Demo Mode. To Utilize all the MiBase functions the product needs to be registered. Any information that has been entered in the software whilst in demo mode is not lost, just temporarily locked away.

When you purchase Mibase you are supplied with a Registration Key (a six letter registration number) that is linked to your Toy Library Name – Registered Name.

To enter these details go to Main Menu – Setup – Registration Details.

Enter the name of the Toy Library in UPPER CASE (Capital Letter – NOT Belgrave South Toy Library) as above

e.g. Name: BLEGRAVE SOUTH TOY LIBRARY

rego: 123456

Press the Save button – this saves the registration information to a file called setup.ini, which is retrieved at startup. After Changing the registration information you must EXIT out of MiBase then startup again.

If this banner is loaded after you startup:

Then your product has not been registered properly. Make sure you have the EXACT Letter sequence for the Toy Library, if all else fails then Email Michelle@mibase.com.au to double check your registration number.

Other settings include:

Library phone – To Print on Bag labels, Barcode stickers and Reports

Re Use Toy No – Will use an old Toy number that has been deleted from the database

Last Archive – Query Screens will filter all History and Payments from before this date.

Purge Records over 3 years old – Will delete old returns from greater that 3 years ago. This information becomes obsolete and purging and compacting the database will make it smaller.

1.5 Setup.ini and backup.ini.

The Setup.ini file also provides extra information for customized code. If your Toy Library has been provided with extra functions that support the unique way your Toy Library operates, then this extra information is stored in this file. You MUST have this setup.ini file in the same folder as the MiBase data file mibasev6.mde, for your extra functions to work. There is also a backup.ini file that is used in the backup program, this must also be stored in the same folder as the backup program.

2 Returning Toys

Loans / Returns will be the main area in which one works to record the lending and returning of toys, see the below screen:

At the Masterton Community Toy Library, the logical flow of control is to ensure all toys are checked thoroughly at the Returns Table. The toy contents (as printed on the bag label) are checked to ensure no contents are missing or broken. The Rostered ‘Helper-Member’ signs off returned toys on the Loans Issue Receipt, detailing any discrepancies, i.e., newly "lost" pieces, or new breakages. The receipt gets passed to the Librarian, who will update the computer accordingly. Toy details need to be updated as regards to missing or broken pieces.

2.1 Returning a Toy using Keyboard

· To RETURN a toy, select Loans/Returns from the main menu (the above screen should appear), enter the borrower code in the right hand Member entry box. Should you not know the borrower ID, you can click on the arrow next to Member, and choose the appropriate surname from the pick list.

The member's current toys on loan and statement details are displayed. Type directly into the ‘Toy’ text box the Toy ID and click on the ‘Return Toy’ button if you wish to return each toy individually, the individual toy will disappear from the ‘On Loan’ display. If all toys are to be returned, you can select the ‘Return All’ button on the right side of the screen.

2.2 Returning a Toy using Mouse

Select a member from the pick list on the RHS of the word “member” by clicking on the down arrow . Members are in order of family name, mothers first name then partners name. The member's current toys on loan and statement details are displayed. Left click on the Toy number (inside the circle) from the toy list that you would like returned, in this case E746

The toy name should appear next to the Toy pick list, and the toy number (E746) will appear in the Text Box (Last returned Toy) above the “Loan Toy” button. Click “Return Toy” and the toy should disappear from the list of toys on loan.

2.3 Returning a Toy using the Barcode Reader

Place cursor in Member ID text box scan member barcode. If your Library does not have member barcodes, then select the member by tying the member ID or picking the member from the pick list as described in 2.3.1 and 2.3.2.

The cursor will automatically move to the Toy Text Box (left hand side of text “Toy”)

Scan the toy barcode and the toy should disappear from the toy list.

When the member has been processed press the “Clear All” button or select the next member.

2.4 Toy Status Enquiry in Loans/Returns

An Enquiry can be done on any toy by Clearing the screen “Clear All” and scanning or typing the Toy code in the Toy Text box WITHOUT selecting a member.

If the Toy is on Loan, then the member's current toys on loan and statement details are displayed. If the Toy is in the library then the name and Toy number will be displayed.

2.5 Overdues - Fines

The system will automatically calculate when a toy is due, using the Return Period Field on the Toy Setup Screen (Setup Fines), and will issue appropriate messages when a toy is returned late. If the member has any amnesties, these are "used up" first, in place of fining the member. The Masterton Community Toy Library has a default setting to 0 (click on ‘File’ - ‘Setup Fines’ in the Loans/Returns screen):

In the event where a member has a genuine excuse and you wish to void any fines for late returns. You can delete the Debit transaction by highlighting the row and clicking delete on the keyboard.

Fines get calculated automatically. Debit entries get created automatically in the Statement table for each overdue Toy.

2.6 Add Fine For Missing Part

VERSION 7

When a toy is returned with a missing or broken piece, the database needs to be updated accordingly, and the member may need to be fined.

The standard fine is set in the Fines setup screen (refer to 2.5). To apply the fine, select toy, go to Payments button on the bottom of the screen, select “missing part” click on ‘Add Fine’, confirm the toy id buy clicking OK. A debit entry will appear on the statement.

Or alternative, you can add the missing part to the toy by using the ‘Alert Part’ on the Loans/Returns Screen:

Ensure the toy has been selected ‘Last Return Item’ box has the Toy number entered, then select the ‘Alert Toy’ button and type in the missing item or broken item, ensure the Part missing is entered i.e. “Head is missing” and the ‘Add Fine’ box is ticked, once you click ok, this will automatically add a fine in the statement details.

2.7 Add Refund For Missing Part

When a part is found, and a fine is needed to be refunded, select toy, click on Payments,

Pick “Missing Part” (default value) then press “Refund”.

**Don’t forget to alter the toy details to show that the missing piece is now found.

2.7.1 Update Toy Details On Missing/Broken Pieces

To ensure a missing piece is recorded once the toy is returned. Select the

Toy (ensure that the last return box is filled in) e.g. E570.

Go to Toy details screen – press Toy button – Bottom RHS of Screen

Select the ‘Toy Alert’ in Toys. Refer to section Missing Pieces 4.2.12 for details on how to edit the missing part.

In the event where the borrower returns the missing piece, you can select edit in the ‘Alert Toy’ section on the Toy screen and you can change the status of the part, e.g. from missing to found, and uncheck the alert.

To delete an entry from this table, place the cursor in the margin to the left of the entry to be updated. Press the Delete key on the keyboard. You will be asked for confirmation.

2.8 Buttons on Loans/ Returns Screen

2.8.1 BUTTONS ON BOTTOM OF SCREEN

A shortcut to the Toy Screen.

A shortcut to the Members Details Screen.

adds a new Event / Roster to the selected member

A shortcut to the member loan History (Toys previously loaned by member)

Exits Loans Returns and returns to main menu.

Allows member to borrow for free, when the “Free Rent” text next to the totals all borrowing will be for free.

Shortcut to Member payments screen

2.8.2 Menu Bar

Alert Member – A shortcut that Edits the single Alert in member details. This message will appear when the member is selected in Loans/returns.

Alert Toy – A shortcut to edit the single Alert in toy Details. (refer to section 4.XXX) This message will appear when the toy is loaned or returned.

Print Receipt – A shortcut to send loan receipt directly to printer (without preview).

Renew Toy – Renews a Single toy. Adds the return period to the due date. E.g. adds 14 days to the due date.

2.8.3 Buttons on RHS of screen

Current toy Text Box

Loan a toy

Return a Toy

Clears member/toy loan details from screen

Returns all toys

Clears toy details from screen

Adds return period to due date of all toys on loan

3 Loaning Toys

To LOAN a toy, select Loans/Returns from the main menu, enter the borrower code in the Member entry box, and then enter or scan the barcode of the toy number in the next box. Should you not know the borrower ID, you can click on the arrow next to Member, and choose the appropriate surname from the pick list. Next click on the Loan button to the right of the screen.

The toy will be added to the On Loan box in the lower half of the screen.

If the rental of this toy is not zero, a debit journal entry will be added to the Statement for the borrower. A running total of the outstanding balance is displayed just below the Statement window.

3.1 Warning Messages:

The following warnings can be received at loan time:

3.1.1 This Toy is On Loan

The database has the toy still registered as "on loan" on the computer. The previous borrower has not “returned” it or the computer has not been updated with the return. The toy cannot be loaned until it is registered as "returned" on the system.

3.1.2 This Toy is locked

The Locked checkbox in the Toy screen is checked specially for that toy. The reason maybe because the toy requires repairs or locked for stock take purposes. The toy cannot be loaned until the Locked checkbox is unchecked on the Toy screen.

3.1.3 This Toy has missing pieces

There are missing pieces listed in the missing parts table for this toy. The message is displayed for each missing part whose alert box has been checked. Descriptions of the missing parts can be viewed on the Toy Detail screen. The toy can still be loaned.

3.1.4 Gold star – this toy is value over $150

Alert message indicating the toy is worth over $150, it may also have an age limit on it. Therefore, it is up to the Librarian to disallow the borrowing of the toy, if appropriate.

3.1.5 This Toy has been withdrawn

This toy cannot be loaned. The Toy has been withdrawn/deleted.

3.1.6 This member has returned this toy today

This is a warning message to inform the Librarian that the member has returned the toy on the same day. It is up to the Librarian to disallow the borrowing of the toy. The Toy can still be loaned.

3.1.7 You have exceeded the maximum number of Toys allowed

This message is displayed when a borrower tries to loan more toys than their membership category allows.

3.1.8 Sorry this Toy is reserved and there are no other TOYS in the library

This Toy has been reserved. Only the first person on the waiting list for this toy may borrow it.

3.2 Outstanding Balance and Membership Expiry Date

This is displayed under the member name. This balance takes into account debits, credits, fines, Overdues, refunds and subscriptions see below:

3.2.1 Making a Payment

To reflect any payment in the statement datasheet of this screen, click the payments button on the bottom of the screen refer to section XXXXX for a more detailed explanation of this form.

3.2.2 Calculation of fines

Fines get calculated automatically as per specified on the Setup Fines and Amnesties screen (see 2.5). Note in the Masterton Community Toy Libraries case a $1.00 per week will be charged for Overdues. If you don't want to implement any fines at all, set the fine amount to $0.00. Debit entries get created automatically in the Statement table for each overdue Toy.

3.2.3 Loan Issue Receipt

This prints the toys on loan for each borrower, with the due date, the number of pieces, descriptions of missing or broken pieces, plus two customized messages which have been edited for the Masterton Community Toy Library purpose. In addition, the number of duties expected, and the outstanding balance are printed. Select Loan Receipt from the upper menu bar. The receipt will be printed immediately. If a preview is required don't use the shortcut button on the upper menu bar, but the selection under Reports.

3.3 Reservations

A reservation screen is accessible from the main menu. To reserve a toy,

Step 1: Select a Toy from the pick list

Step 2: Select the member to reserve the Toy

Step 3: Select the date range that the member would like to reserve the toy.

To do this left-click on the start date, hold down the left mouse key and drag until the end date

The selected area will appear with a gray background.

Step 4: Press the button and a Reservation entry will appear in the list and the reservation period will appear in bold on the reservation calendar.

The Toy will only be allowed to be borrowed by the member who reserved that toy during that start date - End date period.

3.3.1 Notifying the Borrower

When a member who has toys on reserve and choices to return or loan toys, a message is displayed saying the member has reserved Toys.

3.3.2 Reserve list

The Reserve List button will give you a list of toys that have the same reserve code. I.e. they are copies of the same toy. If the Toy is reserved for the required period then this list will give you an alternate Toy number for the same toy.

3.3.3 Canceling a reservation

The reservation can be deleted by selecting the toy (left-click on the arrow) and pressing the delete key

3.4 Overdues

The system will automatically calculate when a toy is due, using the Rental period field on the Setup Fines and amnesties screen (or on the Toy Detail screen), and will issue appropriate messages when a toy is returned late.

It is important to check this screen to ensure Overdues are not more than a month old.

4 Maintaining Members

This screen represents the borrower’s screen and all the relevant information that can be stored:

4.1 Member Setup Requirements

To utilize the borrowers screen and default settings, the following setups are required:

4.1.1 Membership Categories

Member Screen - Edit menu – Member Categories

Insert an entry by going to the bottom line, and overtyping the blank line there. You can set your own membership category name, description, maximum number of toys allowed to be loaned per session, annual subscription, and number of duties to be done.

Member Category: Name for Member Category

Category Description: Long Description of member Category

Max Items: Maximum number of Toys allowed to be borrowed per return period

Fee: Annual Subscription

Duties: No Duties required per membership period

Units: Same as Max Items, however some popular Toys may be rated as 2 or 3 units to reduce the total value of toys borrowed

Bond: Not Used yet, but will be bond required to be paid by this membership category.

Rent: Not used yet, however will use to charge rent per membership category

To delete an entry, click in the gray left-hand margin of the entry to delete and press the Delete key on the keyboard. You will be asked for confirmation. To close the box when you’re finished editing, click in the X in the upper right corner of the member category box.

4.1.2 Roster Preferences

The purpose of roster preferences is to aid a Roster organizer. They indicate which type of duty the member prefers doing. This can be session times, or things like stock take, working bee, fundraising etc. Insert an entry by going to the bottom line, and overtyping the blank line there. Below displays the Masterton Community Toy Library preferences:

4.1.3 City Names

A pick list can be created and maintained for these by clicking on City Names on the upper menu bar on the member screen. Insert an entry by going to the bottom line, and overtyping the blank line there. To delete an entry, click in the gray left-hand margin of the entry to delete and press the Delete key on the keyboard. You will be asked for confirmation. To close the box when you’re finished editing, click in the X in the upper right corner of the city names box.

4.2 Adding New Members

To add a new member click on the New button on the member screen. A member details screen will be displayed with blank or default value fields. The default values for members are held on the membership category record.

Enter details for the new member. PLEASE ENSURE SURNAME IS TYPED IN CAPITALS and that other information has title case. See example below:

Use the pick list where provided to save on typing, e.g. Member type. Fields with pick lists will have a small square to the right of the field, with a black arrow in it. Click on the arrow to display optional values for the field. Click on the appropriate value.

When you have captured all the details, click on the button with the picture of a floppy disk on it – this will store the details.

Note that once a member has been added, their surname cannot be changed, as an index is built with the value entered. Should you have made a spelling mistake, or their surname changes, you will have to add a new member to effect a change in surname and delete the old one.

4.2.1 Email address

This field is for storing the member's email address. To email one or more members.

4.2.2 Alert Notes

The contents of this screen are displayed when this member does a loan/return. It is useful for passing on messages, individual reminders, etc.

4.2.3 Notes

This is a free format text field used and can record important information like License ID or referee. The roster organizer could also use by recording information to remember things like “member has new baby – unable to do duties for 3 months”, “skipped duty on 1/2/2001”. The field gets printed on a roster report.

4.2.4 Children Details

Select the Children ‘tab’ button in the middle of the screen. Enter the children’s details, the birth dates use “/” as a delimiter. The ages are automatically calculated. These details are used in statistical analysis.

4.2.5 On Loan

Those toys currently on loan by the member can be displayed by clicking on the loan button on the member details screen. All toys are displayed, together with their loan date and return date.

4.2.6 Skills

This field is also free format, and could be useful to record any particular skills a member has like plastic welding, woodwork, painter, computer business, and so on. There is a Special Skills report which will print out these values.

4.3 Member Features:

4.3.1 Finding A Member

A member's details can be located in a number of ways. If the member ID is known, this can be typed in the ID field in the green box at the top of the member details screen and press Enter. Alternatively, type in the surname, of click on the pick list arrow to the right of the surname field in the green box at the top of the member details screen. Select the correct surname by clicking on it. The details of the member you have selected will be displayed. It is also possible to scroll though the set of members by using the black scroll arrows in the gray line at the very bottom of the screen display. The leftward pointing arrow will scroll one record back, and the rightward pointing arrow one record forward. The other arrows scroll to the very end or very beginning of the record set. The sort sequence can be altered by clicking on the A-Z or Z-A buttons on the upper menu bar.

4.3.2 Deleting A Member

To delete a member click on the Delete member button near the top of the member detail screen. The member plus all member and children details are deleted. A member cannot be deleted if he/she has Toys on loan, or if there is a non-zero statement balance. The default password to delete a member is “mibase”.

4.3.3 Missing Parts

To see which parts a member has lost, click on View on the upper menu bar of the member details screen. Then select Missing Parts. A window will be displayed with details of pieces lost by the current member. To close the missing parts window, click on the X in its upper right corner.

4.3.4 Filtered View

It is possible to filter the member records to provide a sub-selection of the entire member database. At the bottom of the member detail screen is a Month Expired field. Selecting a month from the pick list will reduce the scrollable member set to just those members whose membership was renewed in the month you selected. To revert to the entire dataset click on the Show All button.

4.3.5 Locked Members

At times it may be necessary to lock certain members without deleting them off the database. This could be in the instance of their membership has not been paid, they have resigned or been blacklisted, or their details are on the database but they are on the waiting list. First, select the appropriate membership category for the member. Next, check the Locked box at the bottom right of the member detail screen. Locked members will no longer appear in the pick list of members to select on the Loans/Returns screen. To display a data view of the locked members, select View from the upper menu bar on the member details screen. Click on Locked members. A filtered display of locked members is displayed. This can be printed by clicking on the printer button. To close this screen, click on the lower X in the upper right corner of the screen. A listing of locked members can also be obtained from the report submenu, Member lists, locked members.

4.3.6 Renewing Memberships

Find the member to be renewed (see 3.7.1) To renew a member’s annual subscription, go to the Payments Tab Press the “Debit Annual Fee” button, if your membership categories have been setup up correctly this should create a Debit Journal Entry.

The annual subscription fee, as defined for the membership category to which the member belongs, is debited to the member’s statement.

Accept payment from the Member, and enter the details of this payment in the blue section of the form and press “Add Record select the type of payment e.g. Cash, Cheque once the transactions has been recorded.

Note that if the member has previously been locked, you would first have to go the member screen and “unlock” the member by unchecking the Locked checkbox.

You may also alter the new expiry date to suit. The default is to set it to a year from the previous term's expiry date. To do this go back to the General Tab and press the “Renew Duties” button. Check dates are OK before proceeding.

If your Library is using the Roster System then you will need to update Duty information. (see 3.8 Roster and Events)

4.3.7 Renewing Membership with Renew Duties Button

If you are using the Roster System and keeping tabs on the number of duties done in a particular membership year, then you may like to use the “Renew Duties” button. A method developed and used by the Caulfield Toy Library to fast track the renewal process.

Go to Members – Rosters Tab press “Renew Duties”.

Debit Duty Fees - If the Member has not completed the required number of duties for that membership year, then you have the option to debit a Duty Fee.

The Debit fee amount is detailed in the Payment Options Table, Payment Type is “Duty Levy”. If the member has 3 duties required then the Duty Levy is 3* Duty Levy amount. When Pressing this button you get “An invalid use of Null” then make sure you have an entry in the Payment Options (Edit – Payment Options) as shown below

Renew Dates and Debit Annual Fee – Automatically renews dates and adds a debit entry into the Statement

Carry Over Duties – Adds outstanding duties to the current membership period.

Delete Last Years Duties – Deletes all Rostered Events from last year that have been completed

4.4 Rosters and Events

An event can be a Rostered duty, an alert, or an amnesty. There are many Events for a single member.

To add or edit the type of event go to Edit – Type Event

An Event Type “Rostered Duty” is used in the Roster Report. A report detailing the members on duty for a particular month.

4.4.1 Adding a Roster Event

To add a Roster Event select New

Select Type “Rostered Duty” enter the date of the Duty Day, check no Hours then press OK. When the member has completed the above duty, then Tick the Complete/used box. If the Roster requires a reminder when loaning/returning toys then tick the “Alert user” box. This record can be edited by selecting the row of the record to bed edited and press the “Edit” button.

4.4.2 Duty Stats:

Completed – The sum of hours of Rostered duty that has been flagged completed with the complete/used flag.

Required – The required no of duties as defined by the Member Category

Not Completed – the sum of Rostered duty hours that has NOT been flagged as complete, however a roster event has been set, usually to occur as a future event. E.g. Michelle Baird is Rostered to do duty on the 1^st Feb 2007 (today is the 19 march 2006.

Amnesties – No of Amnesties available to that member. The default number of Amnesties is set in Setup – Fines and Amnesties.

To Do – A calculated value of Required – Completed.

Recalculate – sometimes the calculated value doesn’t seem correct, to check press the Recalculate button.

4.4.3 Amnesties – NO LONGER IN VERSION 7

An Amnesty event allows the librarian to waver X number of fines in the membership period. To add a single amnesty, select new event with type “amnesty” then press OK. Do not edit or record any other details. The Amnesty entry will be deleted when the amnesty has been used up.

4.5 Toy Setup Requirements:

The following details outlines the toy setup requirements that need to be updated to ensure toy information is correct, below highlights the toy screen:

4.5.1 Toy Categories

First thing that should be setup and maintained is the Toy categories list. The option for this is on the upper menu bar of the Toy screen. Insert an entry by going to the bottom line, and overtyping the blank line there. You can set your own toy category code, and description. Below illustrates the Masterton Community Toy Library setups and it is important to obtain Committee signoff prior to creating any more categories:

To delete an entry, click in the gray left-hand margin of the entry to delete and press the Delete key on the keyboard. You will be asked for confirmation.

To close the box when you’re finished editing, click in the X in the upper right corner of the toy category box.

4.5.2 Age Category

When adding a toy, a pick list is available for this field. The Age Categories list is on the upper menu bar of the Toys screen. It simply holds a description of the category. A report is available listing all toys in each defined age category. The Masterton Community Toy Library have setup approximately 45 different age groups, this can be added to as and when needed by the Toy Cataloguer.

To add, insert an entry by going to the bottom line, and overtyping the blank line there. You can set your own toy category code, and description. To delete an entry, click in the gray left-hand margin of the entry to delete and press the Delete key on the keyboard. You will be asked for confirmation. To sort enter numbers from 1 to whatever to change the sort sequence to whatever you define numerically.

To close the box when you’re finished editing, click in the X in the upper right corner of the toy category box.

4.5.3 Manufacturers

When adding a toy, a pick list is available for the manufacturer field. To update this list press on the Manufacturer option in the upper menu bar of the Toy screen. Press on New to add a new manufacturer. Add the relevant details.

To close the box when you’re finished editing, click in the X in the upper right corner of the manufacturer box.

A Manufacturer report is available from the Toy Reports program.

4.5.4 Suppliers

When adding a toy, a pick list is available for the supplier field. To update this list press on the Supplier option in the upper menu bar of the Toy screen. Press on New to add a new supplier. Add the relevant details.

To close the box when you’re finished editing, click in the X in the upper right corner of the supplier box.

A Supplier report is available from the Report submenu.

4.5.5 User Defined Fields

There are 2 user Defined Fields, the descriptions of these can be changed in Main Menu – Setup – Registration Details as shown below. User defined fields are used when the standard mibase fields do not apply. E.g. some toy libraries record the sponsor of the toy.

4.6 Adding Toys

Click on the New / Edit button in the upper right hand corner of the Toy screen. You will be asked to select a toy category from a pick list. The first available number in this category will be displayed. Type in the name of the Toy, and click Add New.

Description

This is where you add the piece-by-piece description of the toy contents. Two columns are provided, which scroll downwards as you fill them up. Ensure that you following a title case format (refer 4.5)

4.6.1 Purchase fields

These are self-explanatory. The purchase date field uses “/” as a delimiter. The purchase cost field is generally used to indicate the actual cost paid by the toy library, while the replacement cost records what was the retail cost would be without any discounts. The replacement cost is the one printed on bag labels.

4.6.2 Number of bits

Enter the total number of pieces of this toy, as listed in the toy description, in this field.

4.6.3 Reserve ID

Should there be duplicate toys in the library, they can be added with the same Reserve ID. When a member reserves a toy, this is the ID that should be used. i.e. any one of the toys with the same reserve id could satisfy the reservation.

4.6.4 Return field

The default return value for toys is 14 days. If you wish to override this for a particular toy, the return field on the Toy screen will accomplish this per individual toy. If you’re wishing to change the return period for all toys (e.g. to accommodate Christmas Holidays), select Edit on the upper menu bar on the Toy screen, select Edit Return Period, and enter the required value. If you want to change the default return period then go to Setup – Fines and Amnesties - refer to section 2.3.1.

4.6.5 Grant

Sponsor details can be added for each toy. Please note these should be TYPED IN UPPER CASE. The sponsor name and logo can be printed on bag labels if you copy the picture to the Mibase 4 directory.

4.6.6 Rent

To charge a rental for a toy, don’t forget to fill in the rental amount. The rental value is the amount charged per rental period, i.e. for the default 14 days, or defined period.

4.6.7 Condition

A pick list is available to describe the condition of the toy, in most cases when adding a new toy it is likely to be excellent, but during stock take the toy may need to be updated to fair/good or poor.

4.6.8 Warnings

A free format scrollable text field is available for warnings. These warnings get printed on bag labels.

4.6.9 Comments

A free format scrollable text field is available for comments. This can hold information regarding the status or condition of the toy. Comments are not printed on bag labels.

4.6.10 Locked

If you wish to lock this toy for stock take or repair, check this box on the bottom right of the Toy screen. You will be prompted to enter a reason for locking the toy. This is useful information that gets displayed on the Locked Toys screen. The date it is locked will appear to the right. The date and reason for locking also get written to the toy history file. If you wish to lock all toys for stock take, the Stock take screen (navigated to from the main menu) provides this function.

4.6.11 Missing Pieces

Note the missing pieces query screen is now available from the Toy Reports Program

The ‘Parts’ table holds information about missing parts, broken pieces, found pieces etc. To add an entry, click on the New button in the ‘Toy Alert’ Tab of the toy screen. Enter details about the relevant piece, select from the pick list what the status of the part is, e.g. broken, missing, replaced, etc. Some of the fields will be filled in automatically for you – the toy and toy number, and the date. As you will generally be updating this field when you are dealing with returns, the name of the current borrower on the loans/returns screen is filled in. This can be blanked out if incorrect.

To edit an existing entry, place the cursor in the margin to the left of the entry to be updated, and click the Edit button to the right of the missing parts section. You will be able to change the status of the part, e.g. from missing to found, etc.

To delete an entry from this table, place the cursor in the margin to the left of the entry to be updated. Press the Delete key on the keyboard. You will be asked for confirmation. You will want to do this once a found part has been reunited with the toy it comes from.

4.7 Toy Features

4.7.1 Copying A Toy

It is possible to replicate a toy description, when you are adding a new toy that is the same or similar to an existing toy on your database. To do this, first select the toy you wish to copy. then click on the Copy button towards the top of the screen. You may select an ID other than the default supplied (which is the next available ID). A duplicate entry is created for you, which you may then edit appropriately. Reserve ID is the same as for the original toy, since this is for reservation purposes.

4.7.2 Withdrawn Toys

Check the checkbox near the bottom right of the screen if you wish to withdraw the toy, but keep its information in the database. This is useful if you intend replacing a broken toy, and want to reuse the same number and carry forward the statistics.

4.7.3 Deleting A Toy

To delete a toy click on the Delete button near the top of the toy details screen. A toy cannot be deleted if it is on loan. All missing/spare parts associated with the toy are deleted too. ONLY use this if the toy has not been circulated, otherwise you will lose all the statistical information.

4.7.4 Pictures

Pictures are in jpg format. They need to be in a sub folder called pictures of the install directory:

C:\MIBASE\pictures

Each picture should be saved as the same name of the toy i.e. IP48, BA2. should be named IP48.jpg, BA2.jpg.

To view the picture all you need to do is go to the Toys screen and then select the pictures Tab, if this doesn’t display the picture try pressing “Show Picture”

4.7.5 Selecting A Toy To View

To select a toy, type its ID in the SelectID text field at the top of the screen and hit Enter or click your mouse. The details of your selected toy will be displayed. Alternatively you can use the black arrow to the right of the Select ID field to scroll through the Toy pick list. Typing the first letter of the Toy name will take you to the part of the list with toys starting with that letter. You can navigate though all the toys in the database by using the black record navigation arrows at the bottom of the screen.

4.7.6 Selecting A Category To View

To select a toy category to navigate, use the category pick list in the Filter Tab This will filter the toy database by category. To navigate though all the toys in the selected category use the black record navigation arrows at the bottom of the screen. To restore the entire view of the records, click on the Show All button

It is easy to find out who has a particular toy on loan, who the latest borrower was. The name of the member is displayed at the bottom of the Toy detail screen, together with the return date or due date, and whether the toy is still on loan or not.

4.7.7 History

To view the toy history click the History Tab. This will display the borrowing history of the selected toy, with the borrower name and the loan and return dates.

5 Ongoing Support:

5.1 Mibase Database Support:

Mibase Contact details are:

Michelle Baird

27 Matong Road, Mt Eliza Victoria 3930

Email: michelle@mibase.com.au

Website: www.mibase.com.au

In the event the database needs upgrading or a bug is found, the Committee Member responsible needs to take a copy of the database, zipped both the mibasev7.mde (Access File) and the baglabel.mdb files and email off to Mibase support between Library sessions.

Note:

It is important to thoroughly test the new database prior to overwriting the old database. Standard Testing procedures should be followed.

6 Backup

6.1 Backing up and Restoring MiBase Data files using WINZIP

The Pictures below refer to mibasev4.mde, for version 6 the data file is MIBASEV6.MDE

MIBASEV6.MDE is the file that contains all your recent data AND the code, this file should be backed up after every session In most cases you will the file in the default install Folder c:\Mibase.

There are a number of ways to backup you data files.

The simplest way is to copy to a floppy or Write to a CD. The problem with this is the mibasev7.mde file is 3MB or larger, too large to fit on a single floppy disk. In most cases the file can be compressed by a program called WinZip to just under 1.44 MB. WinZip can be downloaded for free from www.winzip.com.

Creating a WinZip backup on A:\

Creating a WinZip backup on C:\ with windows explorer

Setting up an Automatic Backup with Icon on desktop

6.1.1 Restoring from WinZip

Restoring data file from WinZip

Restoring from a backup zip file using Windows Explorer

Emailing the zip file to be upgraded using Windows Explorer

6.1.2 Contingency plans

It is not impossible for there to be a power failure one day, or your printer might not be functioning, or your screen may have blown. Can you still have a session?

It is still feasible to operate manually for the day, and catch up the computer details at a later stage.

Returned toys must be checked against their bag labels and any discrepancies noted.

A handwritten list of member name - item borrowed will suffice.

The rental fee can be paid (as it is printed on the bag label), or can be left as a debit on the computer to be paid the next time the member comes in.

Fines for missing pieces and refunds can be noted, or left for the computer to calculate once it "catches up".

Once the computer is up and running again, make sure the computer date is set to the day the session took place, and perform the transactions from the list made.

Receipts can always be printed at a later stage and left at the library for members to collect upon their return.

If it is just the printer that is not functioning, everything else can be done on the computer, but the receipts left till another day to be printed.

6.1.3 To create a WinZip backup on A:\

Start WinZip (Classic), then select the new button.

In the "Save in" box select 31/2 Floppy (A:)

Type "Backup010904" in the File name box

Select OK

In the Look in box select C:\Program Files\mibasev6. then select the file mibasev6.mde.

The filename should appear in the File name box.

Press the add button.

You may need to insert a second disk if the compressed file is larger than 1.44MB.

6.1.4 To Create WinZip backup on C:\, with windows explorer

Open windows Explorer (Right-click start button - Explore) or find this icon

Locate the folder C:\Program File\mibasev6

Left-click mibasev6.mde file

Right-click WinZip

Left click "Add to mibasev6.zip" as shown below.

6.1.5 Setting up an Automatic Backup with Icon on desktop

For the experienced user there is a product on the WinZip website available to licensed users of WinZip called WinZip Command Line Support Add-On 1.1. It can be downloaded from http://www.winzip.com/prodpagecl.htm.

Once installed you can run this batch file MiBase from the desktop (i.e. save this file to your desktop). This file can be edited using Notepad if you have installed in a different folder.

6.1.6 Restoring from a backup zip file using Windows Explorer

Left-click the mibasev6.zip file

Right-click WinZip

Left-click Extract to here

6.1.7 Restoring data file from WinZip

Open Mibasev4.zip file in WinZip

Press Extract button from toolbar

From the folders and drives box select C:\Program Files\mibaev4

then press the extract button

choose to overwrite the existing file

6.1.8 Emailing the zip file to be upgraded

Left-click the mibasev6.zip file

Right-click Send To

Left-click Mail Recipient

Your Email software will start up - send to michelle@mibase.com.au

6.2 Backing Using Mibase Backup Program

Version 6 install CD automatically installs the “MiBase Backup Program” To run Got To Start – Program files – mibasev6 – Backup Mibase

Make sure you enter the following details

1. Data file Location – to browse select button

2. Memory stick drive (or if you don’t have one, select c:)

Once details above have been entered then

If the message appears that the data has been successfully saved then Exit.

7 Stock take

Once a year it is expected that the Masterton Community Toy Library perform a Toy Stock take. The Mibase Software can assist processing during this time. The following steps should be taken:

1. Select ‘Catalogue Query’ from the ‘Main Menu’.

2. Select a Category, then “Apply Filter” then “Lock Toys in Filtered View” By doing this, all toys in the selected category will be locked until they have been checked through the Stock take.

3. Go into the ‘Reports – Report – Toy Filtered Report’ and print out the list on the Filtered View.

4. Utilize this report to check off each toy.

Note:

If you wish to change the Stock take Questions, go back into ‘Locked Toys’ screen and select ‘Setup’ on the top bar and change the questions to that required:

5. Once each Toy is checked, you can then go back into the ‘Locked Toys’ screen and unlock each item individually.

Note:

A record will be recorded in each Toy History file indicating it was locked for Stock take. Key for Statistical Purposes.

8 Reports

There are numerous reports within the Mibase Database that can provide statistical information as and when required.

Reports are available in the Toys, Members and query forms and can be accessed via the Reports Pull-down menu at the toy of the page.

Daily Reports can be printed from the main menu screen - shutdown menu – Daily Reports as below

To view the daily reports select a day from the Date to print, then either select print or preview to print or view the selected report.

Edit member duties and member Expiry dates can also be update in this screen, Double-click on the member name and change accordingly.

NOTE:

Standard Reports are not longer accessed via the MemberReports.mdb and ToyReports.mdb files, they can be found in the main program. Below is a table listing the most commonly used reports and where in the program they can be accessed. They are in different areas to facilitate the filtering of information

Loans - Loan Filtered Report	Loan query Form
Member - Filtered Report	Member Query Form
Member - Childrens Birth Month	Member Query Form
Member - Mailing Labels - Officeworks	Member Query Form
Member - Mailing Labels - Officeworks 24	Member Query Form
Member - Member Listing - AZ	Member Form
Member - Members with Children	Member Form
Member - Roster Report - Member List	Member Form
Member - Telephone List	Member Query Form
Members - Barcodes	Member Query Form
Payments - Filtered Report	Payments
Toys Borrowed Today	Shutdown – Daily Reports
Toys Returned Today	Shutdown – Daily Reports
List Payments for Bank Statement	Shutdown – Daily Reports
Monthly Report - Transactions	Shutdown – Daily Reports
Monthly Summary Report	Shutdown – Daily Reports
Master Stocktake List	Toy Query form
Bag Label	Toy Query form
Toy - Barcode Labels	Toy Query form
Toy - Buyers Report - Usage Statistics	Toy Query form
Toy - Filtered Report	Toy Query form
Toy - Overdues	Toy Query form
Toy - Pictures Catalogue	Toy Query form
Toy - Unpopular Toys	Toy Query form

Custom Reports can be accessed in the Custom Reports file Baglabel.mdb this is unique for each Toy Library if special reports are requested.

Reports in these files can be deleted if not used, just make sure you backup the Baglabel.mdb file. For these reports to work they MUST be in the same folder as the Mibasev7.mde data file, the contents of the c:\mibase folder is shown below.

This report file can also be access from windows explorer, or opening MS access 2000 and loading the files

To access this file press the “Custom Reports” menu in the main menu.

The above menu buttons open a new database file which is Open Source (code is available to be changed by users). The reports in these files can be edited, and new reports can be written to suit individual Library needs. Bag Labels can be customized, i.e. Logos etc can be inserted into the label. . If you don’t have the expertise to edit the reports and would like some changes feel free to Email Michelle@mibase.com.au and I can edit the reports and email the modified report files.

If this buttons produce an error then make sure all other versions of access are removed and ONLY MS Access 2000 Runtime OR MS Access 2000 is installed.

9 Catalogue Query Screen.

This screen is a dynamic toy query screen, it uses filter boxes at the top of the screen to provide a subset of the toy collection.

String in Name Filter: This provides a filter on any part in the name of the toy with that string.

For example if the input box contained “Thomas” then the resulting toys will be any Toy name with the string “Thomas”, e.g.

Thomas the Tank Engine & Friends

Thomas the Tank Puzzle

My First Thomas Train Set

To use type the word Thomas in the input box and press the “Apply Filter” Button. This list can be printed, by selecting the Reports pull-down menu and select “Toy Filtered Report”.

To reset the collection to see all the toys press the “Show all Toys”

9.1 Category Filter:

This is a simple combo-box selection that filters by category. To filter the toys with the selected category press the “Apply filter” button.

9.2 Age Filter:

This is a simple combo-box selection that filters by Age. To filter the toys with the selected age group press the “Apply filter” button. All toys without an age categorization will also be included in this list. For this report to provide useful information then it is a good idea to have most toys assigned to an age category.

9.3 Lock Toys in Filtered View:

This is used to lock the toys for stock take. Be careful using this facility as if all the toys are locked (without a filter) then each toy needs to be unlocked manually before the toys can be loaned. The best way to apply this locking function is to lock a small category to start with and unlock as the toys are checked and put back in the library fro circulation.

9.4 Export to Excel:

To provide the information in an excel format for further reporting and manipulation.

9.5 Locking Toys

Locking a toy is usually undertaken when the toys are being reviewed or cleaned for stock take. The toys cannot be loaned when the toy is locked. It is then unlocked when the toy has been checked.

9.6 Show Locked Toys:

Displays all the locked toys in the toy collection

9.7 Withdrawn Toys:

Withdrawing a toy is usually undertaken when the toy is no longer used in the library. It may be kept in the database to use as spare parts. It’s record may be retained to keep its useage history. If a toy has been withdrawn or not loaned for more than 3 years and is no longer used for spare parts then it is a good idea to delete it from the collection.

9.8 Show Withdrawn Toys:

Displays all the withdrawn toys in the collection.

9.9 Show New Toys:

Displays all the have been purchased in the last X number of months. X is defined by the user.

9.10 Picture Catalogue and the Print Flag:

The picture catalogue is a list of toys filtered by category in order of Toy Number with its corresponding photo. The pictures in the catalogue can be selected 2 ways. It can be accessed from the Reports pull-down menu.

Using the print flag. Check the “print column” for each toy that will be included in the catalogue.Or left-click the toy number – this will change the print to a tick. As seen below B101, B103, B104 will be printed in the picture catalogue. If B was selected in the category filter then the whole B category will print. In this case the Category is blank so only 3 photos will be printed.

Select a category to print. If the picture of the toy is not in the pictures folder it will display a blank space.

9.11 Picture Catalogue not working??

Make sure all the photos are in the pictures folder. E.g. If the data file mibasev7.mde is installed in c:\mibase. Then the pictures should be stored in c:\mibase\pictures

No records have been selected – make sure that either the category has been selected OR there is at least one toy flagged to print.

There is no blank.jpg file in the c:\mibase\pictures folder. This is used if the report cannot find the corresponding picture.

The extra MS Office library files are no installed. Go to my download page http://www.mibase.com.au/upgrade.htm and run OCONVPCK.EXE program to install these files.

Files named incorrectly. Each picture is named according to its Toy Number. E.g. Toy PZ03 is named PZ03.jpg. Make sure you are displaying the file extension in windows explorer. I have had some libraries call toy photo files PZ03.jpg.jpg.

9.12 Sorting

Any column can be sorted, by placing the cursor in the selected column, and pressing the AZ or ZA button at the top of the screen.

9.13 Finding / Replacing Strings

By Pressing CNTRL-F you can do a general search for a string or value Can search a single column or the whole table.

10 Member Query Screen

This screen is a dynamic member query screen, it uses filter boxes at the top of the screen to provide a subset of the membership.

Name Filters: This provides a filter on the first part of the Surname and or Firstname of a member. For example if Surname filter box contained a W then all members with a surname beginning with W will be displayed. Or if J was in the Firstname filter box then all firstnames beginning with J (that is the first contact –excluding partners name) see examples below

10.1 RESET

is used to show all the members and set all filters to null

10.2 Apply Filter:

After selecting the filter, Apply Filter creates the subset of members.

10.3 Member Type:

Filters all members in the selected Member Type.

Suburb: Filters all members that live in that suburb. The suburb names can be update in the member screen. Edit – suburbs.

10.4 Show All / All Current Members

This button toggles between all the current members (not locked or resigned) and all the members in the database.

After Pressing this button the description on the screen changes to reflect the filter.

This Button can be used in conjunction with the Members with and without Email addresses on the bottom of the screen. Once these filters are in place any emails sent will be sent to the members in the filter screen.

10.5 Export to Excel

Provides the Member information in an excel format for further reporting and manipulation.

10.6 Emailing Members from MiBase

Before trying to email setup a dummy member with your own email address to test. Check the email when it is delivered, then proceed with a bulk Email to members. It is a good idea to Email only around 20 at a time as the process can take some time depending on the status. The status of Emailing progress can be viewed on the bottom left hand cornet above the “Back” button.

The mouse pointer will turn into an hourglass, and when you get a message like the one below you know when the process is complete. Try not to click or use the computer while emails are sending otherwise the program may freeze.

10.7 Setting Up Emailing

Before sending an Email you must provide the program with the

Details of the message, including the Subject and message content
The Details of your SMTP server
And the location of any Attachments on your computer

10.8 Message Content

To enter the message content press the Email Message on the bottom right corner of the Member Query Screen.

In this Screen enter the Subject Details “Test Email” and the details of the message, make sure neither of these Input boxes are left blank.

10.9 Server Settings

In the pull-down menu as circled in the above screen shot press Setup Email.

10.10 SMTP Server

I am connected using Telstra wireless Broadband so I am using the Telstra service. All Telstra services have a SMTP setting of “mail.bigpond.com”. Below is a Table of SMTP settings for various services, if yours is not on the list google “SMTP server Optus” or “Outgoing server Optus” where optus is your service provider. If you still can’t find it then email me and I will find it for you!!

Optus	mail.optusnet.com.au
Hotmail	smtp.virginbroadband.com.au
Iprimus	smtp.iprimus.com.au

10.11 From:

This is senders name, or the person on the committee that deals with Library correspondence. In this case it is me”Michelle Baird”

10.12 Email From:

This is the senders Email address. Any replies to the outgoing Email will be emailed to this email address. The report on all outgoing emails will also be sent to this email address. Below is an example of an Email report.

10.13 Attachments:

If there are no attachments then leave this Input Box blank. Otherwise use the Browse button to find the location on the Disk of the attached file.

10.14 Testing

Once all the above settings have been entered test by sending to yourself. To do this filter by surname typing the whole surname e.g. BAIRD.

10.15 Bulk Emailing to members.

The Emailer works on the current filtered list on the screen. For example if I was to send to all members who lived in Barwon Heads, then it would send an email to all those members who have a valid email address whose address has Suburb = “Barwon Heads”. It will not send to a member if the email address is blank. It will also send it to members that have a null suburb so make sure all your members have their details entered. If Unknown the enter “Unknown”. It will not try to send to Members with a null email address.

11 Loan Query Screen

This screen is a dynamic Loan query screen, it uses filter boxes at the top of the screen to provide a subset of Loaned, returned and Overdue Toys

11.1 Filtered Date Range

The Date Range applies to loans, Returns and Due dates.

The button to the right of Date Range Toggles between the selection:

Filter on Return Date
Filter on Date Borrowed
Filter on Due Date

The Status of the Filter is described at the bottom of the screen as shown below

The Default Filter date range is set by the LAST ARCHIVE date.

The default value is 01/01/06. This date can be changed in Main Menu – Setup – Registration Details. The Date range will be 01/01/09 to Today.

The following are some examples of how these filters are used.

11.2 Example 1 – Toys Borrowed Today

Set both dates (Date From, and Date to) to Today by selecting the pull-down selection and then pressing the red circle labelled Today. Pressing the Today button sets both dates to today.

Toggle filter button (circled) till filter description “Filtered on Date Borrowed”

Then press “Apply Filter” to apply display the Subset of Toys that have been borrowed today.

It is then optional to print this List From the Reports pulldown menu.

11.3 Example 1 – Toys Returned Today

Set the date filters to Today.
Toggle filter button till the filter reads “filter on Return Date”
Press Apply Filter

Note that at any time the filtered List can be printed by selecting the “Loan Filtered Report” from the reports Pull-down menu.

11.4 Member Filter

Shows all loans and returns for the selected Member. To apply select member then press the “Apply filter” button.

11.5 Show All

Shows all loans and returns from the Archive Date to Today. Resets to remove all filters.

11.6 Toy Filter

Shows all loans and returns for the selected Toy. To apply select th toy number then press the “Apply filter” button.

11.7 Toys On Loan

Lists all the Toys on Loan.

11.8 Overdue Toys

Lists all the Toys that are overdue.

11.9 Email Overdues

Sends Emails to all toys that are overdue.

For this function to work you must setup SMTP settings in the Member Query Screen please refer to section XXX .

11.10 Export to Excel

Provides the Loan information in an excel format for further reporting and manipulation.

12 Purging and Backing up Data

In version 7 I have merged the version 6 History and Mibasev6.mde data files to combine all working data into a single file mibasev7.mde. Therefore any backup procedure will only require the backing up of mibasev7.mde, all other files (even those specific to your library e.g. baglabel.mdb and setup.ini can duplicated from an initial backup after install).

As the file grows you can purge records older that 3 years – or a user defined Archive date (as any data older than this starts to become irrelevant) these records can be deleted from the database. Refer to Registration Setup form Hyperlink here

Information older than 3 years, can still be accessed by opening a backup file.

13 Payments and Payment Query Screen

This screen is a dynamic Payment query screen, it uses filter boxes at the top of the screen to provide a subset of payments. As well as a query screen it is used to make payments and debit / Invoice members.

This screen is accessed via a button in Loans / Returns, on the bottom right hand corner as shown below

The records will be filtered by the current member is loans / returns.

13.1 Show all

Lists all the debits and payments and resets all the filters.

13.2 Filter Date Range

Lists all debits and payments in a given date range. The date Input boxes can be set to todays date by clicking on the red circle after pressing the down select arrow. Once the dates have been selected press the “Apply Filter” to show the filtered list.

13.3 Member filter

To show all debits and credits of the selected member

13.4 Category Filter

Lists all Debits and Credits for a selected Payment Category.

13.5 Type filter

Lists all Payments OR Debits

13.6 Payment Options

Payment Options can be accessed from the pull-down menu file – payment options.

They are used to define and categorize payments for reporting purposes.

There are 7 columns. The first 3 Columns MUST be defined / entered – cannot be left blank.

The first column is a description of the payment, e.g. membership, missing part fine, levy etc.

Amount – default value for the payment. For example if most members pay $50 for membership then the default value is $50.

Type – CR – Credit (payment) or DR – Debit (Debit)

Type Payment – default Type of payment. If most members pay by cash then set to Cash.

Group / Account Code – Used in version 6. N/A for version 7. May use it for custom programming.

13.7 Totals

Sums the total payments (CR) Debits (DR) and Previous Balances (PB) for the given filtered List. Total = the sum of credits minus the sum of Debits plus the previous balance. These totals are updated after pressing the “Apply Filter” button.

13.8 Debit Annual Fee

Debits member’s account the amount recorded in the “Member Type” table. See Member Input screen. HYPERLINK

13.9 Print receipt

Select the payment by placing the cursor on the row of the payment in the below example record # 4 is selected The circled triangle indicates the current record. Then press “Print Receipt” to send to printer. A CR type record must be selected.

13.10 Recording Payments and Debits

The circled button toggles between making payments (Cr) and Debits (Dr). If the button has CR as shown above, the list box will show all Credit Payment Types and the description will show only the payment descriptions for Credits. If the button has a DR on it (as shown below) the list box will show only all Debit payment types and the description will show only the payment descriptions for debits.

To make a payment you must have a value in each of the 4 Input boxes. You must also have selected a member before adding a payment.

Date Paid: Date of payment, the default value is today’s date

Description: Select the description of payment e.g. Paid 2009 Membership (the default amount will be retrieved from the Payment Options table - $50). If this value is incorrect or then enter the amount in the amount input box.

Type: List box - Select the payment type Visa, cash, Cheque the default value for Paid 2009 membership is Cash.

Amount: enter the amount paid. If left as zero then the payment will not register.

Receipt: This field is optional. It is used to link any manual receipt number. For example if a receipt is had-written then the receipt number from the receipt book is entered here.

When all input boxes are filled in and correct then press the “Add Record” button to record the payment and this payment should appear in the Filtered list for the selected member.

13.11 Example 1 – Debit Annual Fee

In loans/ returns - Michelle Baird’s membership has expired.

Go to payments

In Payments press “Debit Annual Fee” (A debit record will appear in Michelle’s List)

Michelle hands over $50 cash to the Linda the Library co-ordinator

Press toggle button so that “CR” is displayed.

Select Description: Paid 2009 Membership

Amount: $50

Linda writes out a receipt (receipt no 56) in receipt book

Receipt: 56

Date paid: Today – Linda leaves as today’s date

Type: Cash

Press “Add Record” to record the payment

Check List

There should 2 records and the Total should be 0.

Note: You can also Renew Membership Expiry dates in this screen, or this can be done when printing the shutdown reports

Exit out of payments back into Loans/returns

13.12 Example 2 – Missing Toy

Michelle Baird has lost a RED RATTLE from THE ACTIVITY BEAR.

Step1: Record the fine

select the toy by left-click on the toy number – 1

The number should appear in the box above “Loan Toy – 2

Press Alert Part from the menu bar – 3

In the Alert/missing parts popup box type the words “1 red RATTLE”, tick the Add fine box and select OK. This will add a debit to the members statement as below.

Step 2: Record the payment

From the loans/returns screen – go to payments.

enter amount, description and type (eg. Cash) and then press Add Record.

Make sure CR is displayed on the button below Add Record (not DR)

There should now be 2 transactions, one debit for the fine and one credit for the payment. The total balance for this member should be zero if no other transactions.

13.13 Example 3 – Found Toy Refund

Michelle Baird has found the RED RATTLE from THE ACTIVITY BEAR.

Step 1: Provide a Credit for the found rattle. Fill in the above details and press Add Record as above

Step 2: Give Michelle $1.00 from the cash box and record the reverse payment as below.
(make sure it is a DR see CR/DR button below the add record button.

the following records should be displayed – as below