The Business Master (3rd Edition)

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SITTER'S ======== Sitter Placement Service System for Baby Sitting and Respite Care Version 1.05 A full featured, simple to use, sitter placement service system for IBM-PC (and compatible) micro computers. Copyright (C) 1990 BY: Micro Data Assist 2701-C, West 15th, #149 Plano, Texas 75075 (214) 736-3668 ALL RIGHTS RESERVED LIMITATION OF LIABILITY THE FOREGOING WARRANTY IS IN LIEU OF ALL OTHER WARRANTIES, EXPRESSED OR IMPLIED. INCLUDING, BUT NOT LIMITED TO, THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE. IN NO EVENT WILL MEDSHARE BE LIABLE FOR CONSEQUENTIAL DAMAGES EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. GENERAL If any of the provisions, or portions hereof, of this agreement are invalid under any applicable statute or rule of law, they are to that extent to be deemed omitted. COPYRIGHT Copyright (C) 1990, by Micro Data Assist All rights reserved. DISCLAIMER Micro Data Assist makes no representations or warranties with respect to the contents hereof and specifically disclaims any implied warranties of the merchantability of fitness for any particular purpose. MAILING ADDRESS Micro Data Assist 2701-C, West 15th, #149 Plano, Texas 75075 (214) 736-3668 SITTER'S: Sitter Placement Service System is a full featured order processing, sitter assignment, and billing system. With proper use of this system you will be able to perform all of the functions of a sitter placement service. This system has been designed so that the only employees you have to account for are those in-house employees needed to handle phones, maintain your files, and perform interviews. By use of this setup you reduce your payroll tax and insurance liability. [PLEASE: HAVE A COMPETENT ATTORNEY REVIEW YOUR BUSINESS SETUP FOR PROPER ADHERENCE TO ALL FEDERAL, STATE AND CITY REGULATIONS. WHILE THIS SYSTEM HAS BEEN DESIGNED TO REDUCE YOUR LIABILITIES IT IS UP TO YOU TO INSURE THAT YOU ARE OPERATING WITHIN THE LEGAL GUIDELINES OF YOUR LOCALITY.] POINTS TO KEEP IN MIND: ----------------------- 1. YOU ARE PERFORMING A SERVICE FOR BOTH THE PEOPLE REQUIRING SITTERS AND PEOPLE PERFORMING THE SITTING. 2. THESE PEOPLE ARE YOUR CUSTOMERS AND NOT YOUR EMPLOYEES. 3. AS CUSTOMERS YOU WILL BE BILLING THEM FOR YOUR SERVICES - NOT PAYING THE SITTERS A WAGE TO PERFORM THE SERVICES. 4. AS CUSTOMERS YOU CANNOT CONTROL THE ACTUAL RATE THE SITTER WILL CHARGE THE CUSTOMER. THESE RATES SHOULD BE ESTABLISHED BY THE SITTER BEFORE ANY PLACEMENT OF THAT SITTER TO A JOB ORDER IS PERFORMED. (YOU CAN INFORM THE SITTER, AND PATRON, OF THE RATES NORMAL FOR THE SERVICES PERFORMED.) 5. THE PATRON, AS A CUSTOMER (PERSON REQUESTING THE BABY SITTER), CAN BE CHARGED FOR YOUR PLACEMENT SERVICE. 6. THE SITTER, AS A CUSTOMER (PERSON REQUESTING WORK ASSIGNMENTS AS A SITTER), CAN BE CHARGED FOR YOUR PLACEMENT SERVICE (NORMALLY A PERCENTAGE OF AROUND 15% OF TOTAL CHARGES THAT THEY MAKE TO THE PATRON). 7. THE SITTER IS RESPONSIBLE TO NOTIFY YOU OF THE TOTAL CHARGE THEY MADE TO THE PATRON. (DO NOT ACCEPT HOURS WORKED AND EXTEND THEM AT A SET RATE - THIS IS FEE SETTING AND IS NOT LEGAL. IT IS ALSO POSSIBLE THAT THIS WOULD BE INTERPRETED AS A WAGE AND THEN YOU ARE SUBJECT TO PAYROLL TAXES, ETC..) 8. "SITTER'S" IS DESIGNED SO THAT ALL CHARGES ARE COLLECTED BY THE SITTER AT THE TIME THEY PERFORM THE SERVICE. YOU THEN BILL THE SITTER FOR BOTH THE CHARGES DUE FROM PATRON AND CHARGES DUE FROM THE SITTER. 10. REMEMBER YOU ARE PERFORMING A SERVICE FOR BOTH THE PATRON AND THE SITTER. YOU ARE NOT AN EMPLOYER OF THE SITTER. WHILE YOU MUST MAINTAIN PROPER RECORDS FOR ALL OF THE SERVICES YOU PROVIDE, IT IS THE SITTERS RESPONSIBILITY TO KEEP TRACK OF THEIR EARNINGS FOR ALL TAX PURPOSES. 11. YOUR BUSINESS REPUTATION IS DEPENDENT UPON BOTH THE QUALITY OF THE SITTERS YOU HELP PLACE AND YOUR ABILITY TO LOCATE AND QUALIFY PATRONS NEEDING THEIR SERVICES. ESTABLISH PROPER GUIDELINES FOR PATRONS YOU ACCEPT JOB ORDERS FROM. ESTABLISH PROPER GUIDELINES FOR ACCEPTING SITTERS TO PLACE WITH THESE JOB ORDERS. YOUR PRIMARY ELEMENT OF RISK IS IN THIS AREA. USER MANUAL Introduction................................ Registering your copy....................... Features.................................... System installation......................... Loading the "SITTER'S" program.............. System initialization....................... Keyboard usage General key usage...................... 'F1' HELP.............................. 'F10' Memory check..................... Master Menu (S)cheduling (J)ob order maintenance........... (A)dd new.................... (C)hange..................... (D)elete..................... (+)skip...................... (-)skip...................... (S)earch..................... (D)ate of Job Order..... (J)ob Order number...... (P)atron number......... (S)itter number......... (P)ost....................... (W)ork schedule maintenance....... (A)dd new.................... (C)hange..................... (D)elete..................... (+)skip...................... (-)skip...................... (S)earch..................... (S)itter ID./date....... (D)ate/sitter name...... (A)ssign sitters to job........... (N)ext job order............. (S)elect sitter.............. (R)elease sitter............. (D)isplay.................... (D)ate of Job Order..... (J)ob Order number...... (P)atron number......... (S)itter number......... (P)atron maintenance.............. (L)edger..................... (D)isplay on screen..... (L)ist to printer....... (A)dd new.................... (C)hange..................... (D)elete..................... (+)skip...................... (-)skip...................... (S)earch..................... (P)atron last name...... (S)pouse last name...... (A)ccount number........ (S)itter maintenance.............. (L)edger..................... (D)isplay on screen..... (L)ist to printer....... (A)dd new.................... (C)hange..................... (D)elete..................... (+)skip...................... (-)skip...................... (S)earch..................... (L)ast name............. (H)ome mapsco no. ...... (W)ork mapsco no. ...... (S)itter number......... (P)ost receipts and adjustments (S)earch for sitter............... (L)ast name.................. (A)ccount number............. (P)ost receipt/adjustment......... (A)dd new.................... (C)hange..................... (D)elete..................... (R)eceipt............... (A)djustment............ (L)edger display.................. (R)eports (L)istings........................ (P)atron listings............ (A)ddress listings...... (M)ailing labels........ (R)olodex cards......... (A)ccount number... (P)atron last name. (S)pouse last name. (M)apsco number's.. (C)urrent updates.. (S)itter listings............ (A)ddress listings...... (M)ailing labels........ (R)olodex cards......... (A)ccount number... (L)ast name........ (H)ome mapsco no. . (W)ork mapsco no. . (D)ate last worked. (C)urrent updates.. (W)ork orders................ (A)vailable sitters.......... (F)inancials...................... (O)pen Job Orders............ (M)issing charges............ (A)ged receivables........... (S)tatements................. (L)edger..................... (L)etters.............................. (S)elect addresses for letters.... (P)atron's................... (A)ccount number........ (L)ast name............. (C)urrent updates....... (S)itter's................... (A)ccount number........ (L)ast name............. (C)urrent updates....... (D)ate last worked...... (M)aintenance..................... Word processing keys......... (I)nquire.................... (A)dd new.................... (C)hange..................... (D)elete..................... (+)skip...................... (-)skip...................... c(O)py....................... i(M)port..................... (L)ist to printer................. (U)tilities............................ (F)orce color to monochrome.. (R)e-index data files........ (S)et date format............ (D)elete old invoicing and contracts................... (U)pdate registration infor- mation...................... (P)rint Registration Form.... GLOSSARY.................................... OTHER Service/support........................ Upgrades............................... New releases........................... INTRODUCTION: ============= With an awareness of the spiraling costs of office administration, Micro Data Assist has developed its marketing concept to deliver the best possible product at a price far below existing competitive systems. SITTER'S WILL OPERATE ON MOST POPULAR MICRO COMPUTERS, ALLOWING YOU TO TAKE ADVANTAGE OF A LOCAL COMPUTER STORE FOR HARDWARE SUPPORT. SITTER'S IS SO EASY TO USE YOU DON'T HAVE TO SPEND THOUSANDS OF DOLLARS TO TRAIN OFFICE PERSONNEL. And of course the best advantage of SITTER'S is this opportunity to fully test the system in this unregistered package. While you are limited to 10 sitters and 50 patrons in the unregistered version, that is the only limitation. You can take those 10 sitters and 50 patrons through every function of recording, posting transactions and billing, allowing you to test to the full extent of the system. No other software company gives you that kind of opportunity, and we encourage you to copy your unregistered disk and share it with a colleague who might be interested. To operate the SITTER'S system, you need a computer with MS- DOS 2.0 (or greater), 640 K of memory, and the following: (1) floppy disk drive (for loading software) (1) hard disk drive (for program and data files) (1) printer (any dot matrix) No special forms are required for printing. All reports will be printed on 8 1/2" by 11" standard stock paper. Custom statement forms are available from Micro Data Assist, but the system will print without them. Copies of these forms will be sent to you upon request. Now, more than ever, computerization is a part of every small business. It's faster, more accurate and opens you up to the opportunities of future technical advances. Micro Data Assist is committed to making that a reality, especially for the small business where cost factors and limited personnel made it impractical in the past. We are also committed to a 'stand by you' philosophy of business, offering a sales and phone support team to provide assistance as needed. Micro Data Assist will also keep you updated on advancements that will enhance or improve your existing system. FEATURES OF SITTER'S THAT WILL SAVE YOU TIME & MONEY: ---------------------------------------------------- * Statements can be printed for all accounts with a balance due on your schedule. * Sitter and Patron ledgers are automatically updated at time of transaction posting - no need to maintain a manual ledgers. * Instant access to account/patient ledger information * Reporting to help you run your business: A) Work order and sitter availabilty reports. B) Aged accounts receivables. C) Statements. D) Letters. REGISTERING: =========== After you've worked with the un-registered package of SITTER'S, and decide you want full access to the system, follow these simple steps to register: 1. Enter the (U)tilities section and select '(U)pdate registration information and verify that the information displayed is correct and entered exactly as you want it to be displayed in all usages. 2. Select '(P)rint registration form, and print out a copy of the REGISTRATION FORM. 3. Finally, mail the form and a check to cover the registration fee to Micro Data Assist. You will then receive: A. A REGISTRATION NUMBER that will unlock you from the 10 sitter and 50 patron limits of the system. B. A phone number you can call for support (you will be billed for this support at $60.00 per hr in 1/4 hr units). C. A printed copy of the user's manual. (when avaliable) D. A copy of the newest version of SITTER'S. E. Newsletter informing you of other programs that complement SITTER'S. (Sorry but we can only support our registered users.) ===================================================== FEATURES: ========= Speed and efficiency are the most important qualities of any office management system, and the features of SITTER'S were designed to provide time saving factors. The following list describes some of those features as well as providing other helpful information. ---------------------------------- 1. 'FLAGS' used in one function will access another function directly, eliminating the need to manually move from function to function. 2. If you're updating a file and change your mind or make a mistake, pressing <ESC> will cancel the new information and leave the previous record intact. 3. Use of the 'F1' hot key on all input fields during operation will provide a pop-up help screen. 4. Your disk capacity is your only true file size limit. 5. Statements, and letters, can be batch printed or selectively printed. 6. Aged Accounts receivable can be run by sitter account number or last name. You also have the option of not printing zero balance accounts. 7. Statements can run for any given period and can contain a printed message. It also carries the option of printing zero balance accounts, credit balance accounts, and only debit balance accounts over a give minimum balance. SYSTEM INSTALLATION: ==================== REQUIREMENTS: ------------- MS-DOS 2.0 (or greater) 640 K memory (1) Floppy disk (to load program with) (1) Hard disk (for program and data files) Monochrome or Color Monitor Printer (any dot matrix) (Note: SITTER'S is only certified as a single user system.) INSTALLATION: ------------- Installing the SITTER'S system is not complicated, nor will it take much time. The first thing to do is make a back up of the SITTER'S distribution disks, and store the originals in a safe place. Your instructions manual for your computer should tell you how to do this. Use the new BACKUP disks for the rest of the installation instructions: 1. Check to insure you have a 'CONFIG.SYS' file in your root directory with the following minimum values: FILES = 20 BUFFERS = 8 If you don't have a 'CONFIG.SYS' file, or it doesn't contain these minimum values, consult your DOS manual on how to create or modify your 'CONFIG.SYS' file. (NOTE: SITTER'S will not operate properly, and may crash, if your 'CONFIG.SYS' file doesn't exist and have these minimum values. If you need to create or modify your 'CONFIG.SYS' file, be sure to 'reboot' your system before you continue.) From your root directory, create a sub-directory for your SITTER'S program and data files by entering the following DOS command: C>MD\SITTERS <return> Now you can select the new sub-directory by entering: C>CD\SITTERS <return> Insert the SITTER'S distribution disk labeled #1 into drive A on your computer. Copy the contents of that disk into the newly created SITTERS sub-directory by entering: C>COPY A:*.* <return> (NOTE: ALL ENTRIES must be typed in exactly as displayed in these examples, including 'spaces' between characters or letters.) REMOVE DISK FROM DRIVE 'A' UPON COMPLETION OF COPY PROCEDURE (Note - The 'SITTER' program is distributed in a compressed format in a file named 'INSTSIT.EXE'. Before you can use this program you first must de-compress the 'SITTER' program so that your computer can load it. To de-compress the 'SITTER' program enter the following command: C:>INSTSIT <return> Upon completion of the decompression you will see a new file named 'SITTER.EXE'. This is the actual 'SITTER' program you will be executing. (You can now delete the file 'INSTSIT.EXE' as it is no longer needed on your harrd disk.) LOADING "SITTER'S": =================== To load the "SITTER'S" program: 1. Make the SITTERS sub-directory your current sub-directory you are operating from. 2. Enter: SITTER <return> (The very first time you load SITTER'S you will be taken into the system initialization routine. After system initialization has been performed successfully a file named 'SITMVBLS.MEM' is created. This file is looked for each time you load the SITTER'S program and if found will bypass the system initialization cycle and directly bring up the system SIGN-ON screen.) SYSTEM INITIALIZATION: ====================== SITTER'S initialization is an automatic process performed at the time of initial loading of SITTER'S program. This initialization process will create your data files and your personalization file.: SITMVBLS.MEM This file contains your business personalization information as well as other information needed by SITTER'S. __________________ (Note: The file 'SITMVBLS.MEM' existence signifies that your system has been initialized. If this file is deleted you will repeat the initialization cycle upon loading SITTER'S. If your data files still exist you will be given the opportunity to either leave them as they currently exist - or delete and replace them with blank data files. Please take care during this cycle so that you do not lose any critical data.) _________________________ After you've initialized your data files, you'll be asked to enter 'registration' information. This is your personal business data, ie. name, address etc. Enter all requested information in the exact format you wish it to be displayed/listed. When you finish entering the information, your system initialization will terminate and the SITTER'S MASTER MENU will be displayed. Keyboard Usage: =============== GENERAL KEY USAGE: ----------------- In general only basic keyboard usage is supported by SITTER'S. This means that there are no special key combinations required to access or perform selected functions. All menu items can be selected by entering a single key strock of the letter in brackets '( )' or by using the arrow keys to highlight the desired option then pressing the <return> key. You can exit from an menu, or cancel a current function, by pressing the <ESC> key. (Note - Any data entered in the current function that is terminated by use of the <ESC> key is ignored and not captured by the system. Records being updated will not be changed.) Data files are opened only when you are performing a selected function. These files are opened only long enough to allow the operator to locate the desired information and then they are closed. Data files are opened again when new, or changed, information is written into them. TO AVOID UNDUE RISK OF LOSS OF DATA OR FILE CORRUPTION PLEASE DO NOT LEAVE SYSTEM UNATTENDED IF YOU ARE IN THE MIDDLE OF A MAINTENANCE FUNCTION. ALWAYS EXIT BACK TO A 'MENU' SCREEN UPON COMPLETION OF A FUNCTION. HOT KEYS F1 - The use of the 'F1' key (for all data input fields) will display a brief informative message concerning the field you are currently ready to enter data into. Press the 'F1 key whenever you need more information concerning the field you are in. F10 - The F10 hot key has been installed to help you to determine if you have sufficient memory to operate the SITTER'S system. This key is activated at all times the same as the F1 key. Pressing the F10 key will display the current available memory you still have after loading the SITTER'S program. This memory displayed value will vary depending upon the function you are in. To insure that you have sufficient memory try to maintain at least 30 K of free memory at all times. INSUFFICIENT MEMORY WILL RESULT IN THE CRASHING OF THE SITTER'S SOFTWARE. MASTER MENU: ============ From the 'MASTER MENU' you have quick access to the many features of 'SITTER'. The 'SCHEDULING' functions are your primary work screens through which you setup patron, sitters, job orders, sitter work schedules, and assign sitters to open job orders. The 'POST RECEIPTS/ADJUSTMENTS' function allows you to record all receipts and make any other necessary entries to correct patient ledgers. The 'REPORTS' functions are further divided into two sub-functions: 'LISTINGS' and 'FINANCIALS'. Within the 'LISTINGS' sub-functions you can produce listings of patrons, sitters, work orders, and available sitters. Within the 'FINANCIALS' sub-functions you can list open job orders, job orders that have been worked but have no charges posted, aged accounts receivables, statements, and general ledger reports. The 'UTILITIES' functions allow you to perform basic system support and also update you personalization information and print your user registration for. SCHEDULING: =========== Your 'SCHEDULING' function is your main set of working screens for the 'SITTER' system. When you are displayed your 'SCHEDULING' menu you will also be displayed the last - Job Order, Patron, and Sitter. Retrieving a Job Order will also retrieve the Patron and Sitter associated with it. The sub-menu for the 'SCHEDULING' functions is displayed in the upper left corner of your screen. You can select the function you want by either entering the letter in brackets '()' or by using your arrow keys to highlight the desired function and pressing the <enter> key. Pressing the <ESC> key will return you to your 'MASTER MENU'. JOB ORDER MAINTENANCE: ====================== Within the 'JOB ORDER MAINTENANCE' function you have the ability to not only locate and do maintenance to an existing job order but also to setup a new job order and post sitter charges to orders that have already been worked. ADD NEW: -------- To add a new job order select this function. JOB ORDER: You must assign each job order a unique identification code which can be combination of characters and numbers. If this code is already assigned to an existing job order you will be notified of such. DATE: A job order is only good for a single specific date but can be for the full day (am - p.m.) if necessary. If you are not sure you can assign a single sitter for the full day you should setup a separate job order for the 'am' and one for the 'p.m.' time groups. PATRON: A job order is only valid for a single patron and you must identify that patron at time of job order setup. If you do not know the patron identification number you should first use the 'PATRON MAINTENANCE' function and locate the desired patron. Once located you can then call-up the 'JOB ORDER MAINTENANCE' function and add the new job order (patron id will be provided as default value). STATUS: (This is the current status of this specific job order and is displayed to you. You do not have any direct control of this value.) TYPE OF CONTRACT: This is a code you use to identify the general type of contract this job order is for. You will find that the proper utilization of this code will help you in future business plans. These codes are: N=Normal, V=Visitor, G=Group, W=Wedding, C=Convention, H=Hotel, and R=Religious. TIME (A/B/P): Enter the code for the time of day this contract is for. Try to be as specific as possible. If you are not sure you will be able to assign the same sitter to both the a.m. and p.m. portions of a full day assignment then it is best to set up two separate job orders instead of just one. These code values are: A=a.m., B=Both a.m. and p.m., P=p.m. HOURS (FROM/TO): This is only a note field specifically for entering a reference for the hours to be worked. No validation is done on this entry but it is important that you enter the correct information to pass on to the sitter. PHONE/EXE: This is the phone number that the patron (person placing the job order) can be reached at. SPECIAL REQUESTS: If the patron has any special requests of the sitter please make a brief reference entry as to what they are. This is important when talking to the sitter. ASSIGNED TO: At the time you take the job order you will not know the sitter that will be assigned. This information is entered into the job order record at time of sitter assignment and is only displayed to you. PLACEMENT FEE: At time of accepting a job order you can establish a placement fee to be paid by the patron. This fee is paid to the sitter to be paid to you. SITTER CHARGE: At the time of job order setup this will be 0.00. After the order has been worked by a sitter that sitter should call in and report the total charge the sitter made to this patron for this job order. You are not interested in hours worked - only in the amount they charged the patron. COMMISSION %: This is the commission percentage you charge the sitter for placing that sitter with this job order. This percentage is applied against the SITTER CHARGE amount to determine the amount you are to receive. TOTAL BILLED: This is a total of both the PLACEMENT FEE and SITTER CHARGE. DUE AGENCY: This is the total of the PLACEMENT FEE and your percentage of the SITTER CHARGE. This is the total you are to receive from this job order. PREFERRED: This is a display of the SITTER preferred by the PATRON for all work assignments. This information comes from the PATRON MASTER for this job order. This information is provided only to assist you in the placement of SITTERS to PATRON job orders. LAST: This is the DATE and name of the last SITTER to work for this PATRON. This information is captured from the last job order for this PATRON. CHANGE: ------- Use this function to change information on an existing job order. (Note - you cannot change a job order that has already been worked and posted to.) DELETE: ------- Use this function to delete an existing job order. (Note - you can only delete an existing job order that is still open and not assigned to a SITTER.) SKIP +/-: --------- With these two functions you can skip to the prior, or next, job order on file without having to enter in that job orders number. SEARCH: ------- With the search function you can locate a specific job order by searching on: date of job order, job order number, PATRON number, or SITTER number. You will find this a valuable tool in locating specific job orders and determining their status. POST: ----- With this function you post the SITTER'S charge for work done to a specific job order. Your commission amount is calculated from the SITTER commission percentage and PLACEMENT FEE. WORK SCHEDULE MAINTENANCE: ========================== WORK SCHEDULE MAINTENANCE allows you to setup and maintain the SITTER'S availability work schedule. This schedule is good for one week Monday - Sunday. When you setup this availability schedule you enter for each day of the week the time of day that the sitter is available for placement. Only SITTERS that have a matching schedule open can be placed with an open job order for the same day and time of day. ADD NEW: ------- With this function you can add a new availability schedule for a specific sitter for a given work week. FOR WEEK OF: This defaults to the monday of the week for the date you enter. All schedules are good for Monday - Sunday. SITTER: Enter the identification number of the sitter this schedule is for. AVAILABILITY: AVAILABLE A/B/P: For each day of the week that the SITTER is available you must enter a code for the time of day that they are available. (These codes are: A=a.m., B=both a.m. and p.m., P=p.m.) If the SITTER is not available for that day, or time of day, leave it blank. A.M. ASSIGNMENTS/P.M. ASSIGNMENTS: JOB: After you have assigned the SITTER to a specific job order the identification code for that job order is attached to the SITTER'S schedule for that day and time of day. PATRON: After you have assigned the SITTER to a specific job order the name of the PATRON for that job order is displayed next to the job order number for that day and time of day. CHANGE: After you have setup a schedule for a SITTER you are able to make changes to it PROVIDING NO JOB ORDER HAS BEEN ASSIGNED. DELETE: After you have setup a schedule for a SITTER you are able to delete that schedule PROVIDING NO JOB ORDER HAS BEEN ASSIGNED. SKIP +/-: This function allows you to display the prior weeks schedule, or following weeks schedule, on file. SEARCH: With this function you can search for, and display, availability schedules by SITTER and DATE, or DATE and SITTER. This function is not only valuable to locate a specific schedule for maintenance but also to view all SITTER'S available for a given week, or all weeks a given SITTER is available. ASSIGN SITTERS TO A JOB: ======================== With this function you can ASSIGN SITTERS TO JOB ORDERS, DELETE A SITTER FROM A JOB ORDER, and LOCATE JOB ORDERS THAT NEED SITTERS. NEXT JOB ORDER: --------------- With this function you enter in the identification number of the next specific job order to receive a SITTER assignment. (Note - you can only assign one sitter to any specific job order. If a job requires multiple SITTER'S you will need to setup multiple job orders. SELECT SITTER: -------------- With this function you are displayed a listing of only those SITTER'S that are available for assignment for this specific date for this job order. If a SITTER has already been assinged then a message will be displayed for that SITTER stating '* ASSIGNED *'. If the SITTER is available then the time of day will be displayed for that SITTERS availability. Once you select the desired SITTER you are asked to confirm that selection. RELEASE SITTER: -------------- If you happen to assign the wrong SITTER you can release that SITTER from a specific job order - PROVIDING THE CHARGES FROM THE SITTER HAVE NOT ALREADY BEEN POSTED. Upon selection of the job order to release the SITTER from you will be requested to confirm that request. If you answer with a 'Y' then that SITTER will be released, SITTERS schedule for date and time will be made available, and job order will be returned to OPEN status. DISPLAY: -------- With this function you can display all job orders on file in a variety of sequences and their current status. DATE OF JOB ORDER: In this sequence you are displayed all job orders on file for a given date. JOB ORDER NUMBER: In this sequence you are displayed all job orders of file starting with a specific job order number. PATRON NUMBER: In this sequence you are displayed all job orders on file for a specific PATRON in date by job order. SITTER NUMBER: In this sequence you are displayed all job orders on file for a specific SITTER. In each of these display sequences you are able to identify and select the specific job order you wish to work on. PATRON MAINTENANCE: ================== With this function you setup, change, and delete PATRON masters, display their ledgers, and search for in any of three sequences. (Note - before you can setup any job orders you must first setup a PATRON master.) LEDGER: ------- With this function you can display the ledger of job orders on file for a specific PATRON. These job orders are displayed in date order (with the last screen - most current job orders - displayed first). Each job order is displayed with its status, placement fee, total SITTER charge, and total of all charges to date. You have the option of outputting this ledger display to either the printer or to screen. (Note - At the end of the year it may be valuable to print out a full years ledger for each PATRON for their tax records. This could be an extra source of income for you.) ADD NEW: -------- With this function you setup new PATRON master records. You can either assign the next PATRON identification number or let the 'SITTER' program do it for you (duplicate numbers are not allowed). INFORMATION REQUESTED: PATRON - LAST/FIRST/INITIAL/PREFIX: Enter the PATRON'S last name, first name, middle initial, and name prefix (Mr., Mrs., Etc.). SPOUSE - LAST/FIRST/INITIAL/PREFIX: Enter the PATRON'S SPOUSE last name, first name, middle initial, and name prefix (Mr., Mrs., Etc.) if needed. (Sometimes it is necessary to have this information on file in case either one of them may call and leave messages.) ADDRESS (line #1): First line of PATRON'S home address. ADDRESS (line #2): Second line of PATRON'S home address. C/S/Z: City, State, and Zip 'Postal' code of PATRON'S home address. TYPE: This is the code for the account type and can be: N=Normal, V=Visitor, G=Group, W=Wedding, C=Convention, H=Hotel, R=Religious. MAP: Enter a map grid reference for this PATRON address. This will help when matching SITTER to work orders for this PATRON. HOME: Enter PATRON home phone. WORK: Enter PATRON work phone number and extension. SITTER: PREFERRED: Enter the identification number of the SITTER that this PATRON would prefer for all job orders. SITTER: LAST: This will display the identification number and name of the SITTER that last worked for this PATRON. DATE: This is the date that the last SITTER worked for this PATRON. OTHER PHONE NUMBERS: Enter two other phone numbers that the PATRON can be reached at. CHILDREN: Enter the names, birth dates, and sex of up to six children (age will be calculated from birth date). COMMENTS: Enter any general comments about PATRON needs. SPECIAL: Enter any special comments made by PATRON (leave blank if no special comments). HANDICAPS: Enter any information in reference to any handicaps for any of the children (leave blank if no handicaps). PETS: Enter any information in reference to any pets belonging to this PATRON (leave blank if no pets). SMOKING: Enter any information in reference to the SITTER smoking at the PATRONS home (leave blank if smoking is ok). CHANGE: ------- With this feature you are able to perform maintenance on the information contained in the PATRON master. DELETE: ------- With this feature you are able to delete any active PATRON master currently on file. (Care should be taken to insure that no job orders are on file for this PATRON prior to deletion.) SKIP +/-: --------- With these two features you can select and display the prior, or next, PATRON on file. SEARCH: ------- With this feature you can search for a specific PATRON on file. This search can be on PATRON last name, PATRON spouse last name, or PATRON account number. Once you locate the desired PATRON you can then select that PATRON of maintenance. SITTER MAINTENANCE: =================== With this function you setup, change, and delete SITTER masters, display their ledgers, and search for in any of four sequences. (Note - Before any work schedules can be setup and before any SITTERS can be assigned you must first setup the SITTER masters.) LEDGER: ------- With this function you can display the SITTER'S ledger of job orders that they have worked. These job orders are displayed in date order with the last (most current) job orders displayed first. Each job order identifies the PATRON, date of the job, commission percent, total charge, placement fee if there was one, total amount due from sitter, and accumulative total. (Note - At the end of the year it may be valuable to you to print a full ledger for each SITTER. This information may be needed for them to file their tax returns for the year.) ADD NEW: -------- With this function you setup new SITTER master records. You can either assign the next SITTER identification number or let the system assign one for you. Each SITTER identification number must be unique. INFORMATION REQUESTED: SITTER - LAST/FIRST/INITIAL/PREFIX: Enter the SITTER'S last name, first name, initial, and prefix (Mr., Mrs., Etc.). ADDRESS (line #1): Enter the first line of the SITTER'S home address. ADDRESS (line #2): Enter the second line of the SITTER'S home address. C/S/Z: Enter the City, State, and Zip (Postal) code for the SITTER'S home address. LAST MAINTENANCE: The system will keep track of the last date you performed maintenance on this SITTER'S master record. BILLING CYCLE: Keep in mind that you will be billing each SITTER for your services and fees. At the end of each month you will be sending statements to all SITTER'S that still owe you money. This billing cycle code allows you to sub-divide your SITTER master file into billing segments if you wish to send out statements at different times of the month to different sitters. (Note - If you do not plan to sub-divide you SITTER file for statements DO NOT USE THIS FIELD. At the time you request statements only those SITTER'S having a billing cycle code that match the one for statements will receive a statement.) AGENCY CONTRACT DATE: This is the initial date that you set this SITTER up in your system. AGENCY COMMISSION %: This is the standard rate of commission you will receive for charges earned by this SITTER. You can override this percentage at time of posting the sitters charge for those cases having a special commission percentage. AGENCY LAST WORKED DATE: This is the date that the sitter last worked any job order provided by you. This information is maintained for you through the posting of SITTER charges. DRIVERS LICENSE: Enter the SITTER'S drivers license number (if available). This information is not only needed to look up the SITTER'S driving record but also in case of bad checks, etc. HOME MAPSCO: Enter the map grid references for the SITTER'S home address. This can be useful information when placing a SITTER with a job order. WORK MAPSCO: Enter the map grid references for the SITTER'S work address. Again this can be useful information when placing a SITTER with a job order. HOME PHONE: Enter the SITTER'S home phone number WORK PHONE: Enter the SITTER'S work phone and extension number. WORK HOURS: Enter the hours during the day that the SITTER can be reached at work. OTHER #1: Enter an additional phone number that the SITTER can be reached at. OTHER COMMENT #1: Enter a brief description about the phone number just entered that will help indicate when it should be used. OTHER #2: Enter an additional phone number that the SITTER can be reached at. OTHER COMMENT #2: Enter a brief description about the phone number just entered that will help indicate when it should be used. BIRTH DATE: Enter the SITTER'S date of birth. SITTER'S age will be calculated from this entry. AGE: This is the SITTER'S current age as calculated from their birth date. SEX: Enter 'F' if SITTER is female, 'M' is male. This information is sometimes necessary when placing respite care workers with female PATRONS. HEIGHT: Enter the SITTER'S height - 5 ft 10 in would be 5.10. WEIGHT: Enter the SITTER'S weight. This information can sometimes be helpful in identifying the SITTER'S ability to perform certain work tasks. EYES: Enter the SITTER'S eye color. HAIR: Enter the SITTER'S hair color. PICTURE (Y/N): Enter a 'Y' if you have a current picture of the SITTER on file, otherwise enter a 'N'. It is advisable to always have a current picture of the SITTER on file. LAST PHYSICIANS STATEMENT: Enter the date of the last physicians statement you have on file for this SITTER. This information should always be kept current in case there are any questions. CHANGE: -------- With this feature you can change any of the displayed information about this SITTER master. DELETE: ------- With this feature you can delete a specific SITTER master from your files. (Note - You should first insure that there are no active work schedules, open job orders, or unpaid invoicing on file for this SITTER prior to deletion.) SKIP +/-: --------- With these two features you can advance to the next, or prior, SITTER master on file and display that SITTER master on the screen. SEARCH: ------- With this feature you can search for a specific sitter in any of four different sequences: 1) by last name, 2) by home mapsco reference, 3) by work mapsco reference, and 4) by SITTER identification number. Once you locate the SITTER you are looking for you can then select that sitter for maintenance. POST RECEIPTS AND ADJUSTMENTS: ============================== This sub-menu provides you with the ability to search for a specific SITTER, display that SITTER'S ledger, and post current receipts and adjustments to that SITTER'S ledger. SEARCH FOR SITTER: ================== With this function you can search for, and retrieve, a specific SITTER to post receipts to. There are two sequences in which to search for a specific SITTER: 1) by SITTER last name, and 2) by SITTER identification number. After you have selected the method of search you can then enter a value to start the search with. If no value is entered then you start at the top of the file in that sequence. Once you locate the specific SITTER you are after you can then select that SITTER for posting or ledger display. POST RECEIPT/ADJUSTMENT: ======================== With this function you can post new receipts and adjustments, change information in currently posted receipts and adjustments, and delete specific receipts and adjustments from the SITTER'S ledger. This activity selection is made by entering a 'A' for add new, 'C' for change, or and 'D' for delete, or by highlighting the desired action and pressing the <ENTER> key. After you have selected the type of action you are to be taking you must next identify is this action in to be performed on a receipt or an adjustment. This is done by either entering a 'R' for receipt or an 'A' for adjustment, or by highlighting the desired action and pressing the <ENTER> key. ADD NEW: -------- When you enter into this function you are provided a fresh screen ready for you to enter information into. You can override the displayed SITTER identification number with a different one if you know the specific SITTER you wish to post to. INFORMATION REQUESTED: SITTER: Enter the SITTER identification number or press the <ENTER> key to accept the displayed SITTER identification number. The SITTER'S name will then be displayed to you if found in the SITTER master file or a message stating 'NOT FOUND' will be displayed. DATE: Enter the effective date of this entry. COMMENT: Enter any brief comment that will better describe this entry. AMOUNT: Enter the dollar amount of this entry. (Note - if this is a negative amount enter a '-' sign to the immediate left of the value you are entering. CHECK #: If this is a check you are recording enter the associated check number. CHANGE: ------- With this feature you can change information in a specific receipt or adjustment already on file for this SITTER. Upon requesting this feature you are displayed a fresh screen with a listing of the current receipts and adjustments on file for this SITTER. If no receipts or adjustments are on file then a message '* NO RECEIPTS ON FILE *' will be displayed. You can then select the specific entry to work on by highlighting it by use of the arrow keys and then pressing the <ENTER> key. This transaction is then displayed to you in the same screen used for entering a new entry. You can then change any of the information displayed to you. DELETE: ------- With this feature you can delete a specific receipt or adjustment from the SITTER'S ledger. Upon requesting this feature you are displayed a fresh screen with a listing of the current receipts and adjustments of file for this SITTER. If no receipts or adjustments are on file then a message '* NO RECEIPTS ON FILE *' will be displayed. You can then select the specific entry you wish to delete by highlighting it by use of the arrow keys and then pressing the <ENTER> key. At this time you will be requested to confirm you request to delete this transaction. If you answer with a 'Y' then that transaction will be deleted, if you answer with a 'N' then no action will be taken. LEDGER DISPLAY: =============== With this feature you can display the SITTER'S ledger of jobs worked, and receipts and adjustments posted, to the screen. This ledger is listed in date order with the last (most current) transactions listed first. You can display prior pages of this ledger by use of the 'page up' and 'page down' keys. REPORTS: ======== This reports sub-section provides you with the ability to generate listings valuable to you in the day to day running of your business. The reports sub-section is broken down into two general classes: 1) listings, and 2) Financials. While this division may not seem to important its intent was to separate those reports needed for financial reasons from those of general interest. LISTINGS: ========= With this set of function you can generate address listings, mailing labels, and rolodex cards for both PATRON'S, and SITTER'S. You can also list all job orders for a specific date and a SITTER availability listing for a specific date. PATRON LISTINGS: ================ When you select the option for PATRON listings you are provided a new sub-menu from which you select the output format of the listing and the sequence and range of addresses to list. OUTPUT FORMAT: -------------- You have three basic output formats: 1) Address listings, 2) Mailing labels, and 3) rolodex cards. Address listings: This listing is printed on plane paper, in the sequence requested, for the range requested, and either in full address or name only format. Mailing labels: All labels are printed on single label continuous stock. You can use almost any size of label with a minimum size of 1" x 3 1/2". These labels can be purchased from almost any office supply store. Rolodex cards: There are two basic sizes of rolodex cards that can be printed - 2 1/2" x 3" and 3" x 5". These cards can be purchased through most computer forms suppliers. While the basic information printed on both cards is the same the larger 3x5 card should be used when ever possible so that any special notes on file can be printed on the card. PATRON - SEQUENCE BY/SELECT FOR: -------------------------------- After you have identified the output format you can then sequence and selection range you wish to select for output. For PATRON'S this sequence/selection range can be: ACCOUNT NUMBER: Sequence and select on PATRON account number. PATRON LAST NAME: Sequence and select on PATRON last name. SPOUSE LAST NAME: Sequence and select on PATRON spouse last name. MAPSCO NUMBER: Sequence and select on PATRON mapsco number. CURRENT UPDATES: Sequence on PATRON last name and select only those having maintenance within the given date range. STARTING WITH/ENDING WITH: Enter the range you wish to limit the selection to. If you do not enter any range values then the entire file will be listed. SITTER - SEQUENCE/SELECT BY: ---------------------------- After you have identified the output format you can then sequence and selection range you wish to select for output. For SITTER'S this sequence/selection range can be: ACCOUNT NUMBER: Sequence and select on SITTER account number. SITTER LAST NAME: Sequence and select on SITTER last name. HOME MAPSCO NO.: Sequence and select on SITTER home mapsco grid number. WORK MAPSCO NO.: Sequence and select on SITTER work mapsco grid number. DATE LAST WORKED: Sequence on SITTER last name but limit selection to the date range for date last worked. CURRENT UPDATES: Sequence on SITTER last name but limit selection to the date range for last maintenance on SITTER master. STARTING WITH/ENDING WITH: Enter the starting and ending selection range. If no values are entered the the entire file will be listed. WORK ORDER LISTING: =================== This function allows you to create a listing of all job orders on file for a give date. These job orders are listed by time of day and job order number. You will find this listing to be of value at the end of day to be used as a register for late placement of SITTER'S and other reasons. SITTER AVAILABILITY LISTING: ============================ This function allows you to create a listing of all SITTER'S available to work on a given day. You will find this listing to be of value at the end of day as a possible source of SITTER'S available of problem no shows and late PATRON requests. FINANCIALS: =========== This set of reports were defined to assist you in both the day to day operations of your business but in the end-of-month duties of aging your receivables, statements, and accounting ledger. OPEN JOB ORDERS: ================ This report should be ran as often as necessary in order to insure that open job orders are being placed with SITTER'S. When you request this function you will generate a listing of all open job orders between a given date range. Use this document as a tool to insure that all job orders are being placed with SITTER'S. You should notify all PATRON'S of the inability to place their job order with a sitter. Be sure to provide enough time for them to make other arrangements. MISSING CHARGES: ================ Keep in mind that you receive a percentage of the charges earned by the SITTER'S you placed and the placement fee you charged each PATRON is collected by the SITTER to be paid to you. Each SITTER should be calling in to you the day following the completion of a job order to report their charges collected. Use this 'MISSING CHARGES' report to keep track of those SITTER'S that have not called in. You should run this report at least once a day.