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					   Evolution
Funeral Management
     Solution

 Quick-Start User Guide
     Version 2010
                      Contents - Index

Description                                             Page Number


System Requirements                                         Page 1

Installation                                                Page 2

Personalising the system for your business / computer       Page 3

Introduction to the Client Lookup Screen                    Page 7

Introduction to the Client Record Screen                   Page 10

Tasks / Reminders                                          Page 12

Identifying field Types                                    Page 13

Producing documents / forms                                Page 14

Identifying Financial Fields                               Page 15

Personalising your Standard Document Templates             Page 18

Restricting User Access                                    Page 20

Networking                                                 Page 21

Backing up your data                                       Page 22

Purchasing / Registering                                   Page 22

Support                                                    Page 22
Oak Technology - Funeral Management Solution                     Version 2010

SYSTEM REQUIREMENTS
Minimum and Recommended system requirements: -

Processor
Minimum: PC with a Pentium II-class processor, 500MHz
Recommended: Pentium IV-class, 1.4GHz +

Ram (Memory)
Windows 2003 Server                      512 MB
Windows XP Home / Professional           256 MB
Windows Vista                            512 MB
Windows 7                                1024 MB
Recommended                              2048 MB or higher

Hard Disk Space
60MB on installation drive. Allow for data growth, especially if saving documents.

Operating System
Windows 2003 / XP / Vista or Windows 7
Recommended : Windows XP, Windows Vista or Windows 7

Additional Software
Microsoft Word 2000 or higher
Recommended: Microsoft Word 2003 or 2007

Video
1024 x 768, 256 colours
Recommended: 1024 x 768 High Colour 32-bit

Mouse
Mouse or compatible pointing device




                                                                                Page 1
Oak Technology - Funeral Management Solution                      Version 2010

INSTALLATION
Please follow these installation instructions for your Windows operating system:

CHECKING WHICH TYPE OF OPERATING SYSTEM YOU HAVE

   •   Right Click on My Computer or Computer and choose Properties
   •   Check the screen to see if it mentions 64-bit or x64. If it does then your
       operating system will be x64, otherwise it will be x86.




WINDOWS XP / VISTA / WINDOWS 7 x86 - INSTALLATION INSTRUCTIONS

   •   Open the FMS folder on the CD
   •   Double click SQL-32, click SETUP and accept the default prompts.
   •   Double click FMSApp_x86 and install to C:\Program Files\FMS2010
   •   Double click FMSData and install to (the default location provided – unless
       you wish to install / store your data files and templates in another location).

WINDOWS XP x64 / WINDOWS VISTA x64 / WINDOWS 7 x64 USERS ONLY

   •   Open the FMS folder on the CD
   •   Double click SQL-64, click SETUP and accept the default prompts.
   •   Double click FMSApp_x64 and install to C:\Program Files\FMS2010
   •   Double click FMSData and install to (the default location provided – unless
       you wish to install / store your data files and templates in another location).

OTHER FILES

       Windows Installer 3.1                     WINSTALLER
       Microsoft Data Access Components          MDAC_TYP
       Microsoft .NET Framework 2.0 x86          NETFx20SP2_x86
       Microsoft .NET Framework 2.0 x64          NETFx20SP2_x64

If you have any problems with the installation then please contact technical support
on 0844 414 2199.




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Oak Technology - Funeral Management Solution                     Version 2010

PERSONALISING THE SYSTEM - MAINTENANCE

One of the first things you should consider doing before entering funerals into the
system is to input your local data and personal business settings. This information
includes your standard fee’s / prices; local crematoria, churches and ministers etc.
To add / amend this information you will need to access the maintenance functions.

   1. On launching the application you should see a screen that looks similar to this:




   2. Click on the System Parameters tab. This tab will give you access to change
      various system settings to match your particular way of working. To modify
      the settings you first need to click on the Modify Parameters button.




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Oak Technology - Funeral Management Solution                     Version 2010
  Branch Name - You can enter the name of your company or branch here, or
  leave it blank if you have multiple branches.

  Our Reference Abbreviation - This field should contain your “Our Reference”
  abbreviation that you wish to use on your letters and other documents. A number
  will automatically be appended to this as new records are created. ie, RQ517.

  Current Financial Year - This field should contain your current financial year and
  is used to separate your records / financial figures into years. You can also select
  a date in the Next Financial Year Starts On field which will automatically
  increment your financial year when this date is reached.

  Default Funeral Arranger - Name of the default Funeral Arranger (or leave
  blank).

  Financial Fields - There are several financial fields which should be set to match
  your business requirements. For example you’re invoice terms, Tax amounts and
  any interest charges.

  Custom Field Labels - There are three “custom fields” in the system which can
  be used, by you, to store data that doesn’t have a dedicated field.

  Unique System ID - This field is important if you are using more than one
  standalone computer / branch. If you only have one branch / company then you
  do not need to change this setting.
  The “Unique System ID” can be either one or two characters in length (A-Z) and
  there are no rules in what you should use. You could simply use A, B, C or use
  something more meaningful like OX for your Oxford branch and LO for your
  London branch etc. At the end of the day it is up to you but it is very important
  each standalone system is set differently.

  Next Record Counter - Ideally this field should be left alone. It will count
  automatically as each new record is created and will be prefixed with the Unique
  System ID. You should be careful if changing this field so that the system does
  not try to create duplicate records, which will result in an error message being
  shown.

  3. Click on the Save Parameters button once you have made all of your required
     changes. You can come back to this screen at any time should you need to
     alter these parameters again in the future.

  4. You now need to tell the software how you would like to break down your
     Funeral Director Fees. These are generally broken down into several parts for
     invoice purposes and to meet national association guidelines, Click on the
     Lookup Data / Templates tab and you should see a drop down box (as
     shown below):




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Oak Technology - Funeral Management Solution                    Version 2010




  5. Click on the drop down that is titled Enter Lookup Data Here... and choose
     the item Charges – Funeral Director.




  6. You will see that some default charges are already set up for you but you may
     wish to alter these so that they match your personal business requirements.
     The easiest way to configure these is to look at your existing estimate / invoice
     and see how you split down your Funeral Director’s charges. You can then
     enter these into the software. To activate a grey / disabled line simply type in
     to the Description field. Any line with a blank Description field will not be
     used.

     If required you can also enter a value into the Price field which will
     automatically copy the price to the Estimate / Invoice screen when a new
     funeral is created. Any prices entered here can still be altered for each
     individual funeral.

     For your Cortege (Hearse / Limousine) and coffin charges please tick the
     checkbox to the right of the charge so that prices are automatically put on to
     the invoice / estimate when you select a car / coffin. If you group your cars
     together (ie Hearse and 1 limousine) then just tick the Hearse checkbox and
     leave the Limos checkbox unticked.

  7. Click on the Save All Changes button to save your Funeral Director Charges.

  8. Click on the drop down that is titled Enter Lookup Data Here... and choose
     the item Charges – Disbursements.




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Oak Technology - Funeral Management Solution                    Version 2010




   9. There are some sample disbursements charges pre-configured in the system.
      You should modify these to match your personal requirements.
      The checkbox titled Automatic can be ticked if you would like some of the
      disbursements to be placed automatically on all newly created funerals.

   10. Click on the Save All Changes button to save your Funeral Director Charges.

   11. You can now customise the other Lookup Data by clicking on the drop down
       that is titled Enter Lookup Data Here... and choosing some of the other
       options which include Addresses, Arrangers names, Death Locations, Service
       Locations and more. You can either do this now or later.


            To ADD a new item to the Lookup Data click on the Create New Entry
      button and type your new details next to the row with an asterisk.




      To MODIFY data simply double click the text and then type over the existing
      information.


            To DELETE an item, select / highlight it and press the DELETE button.


           To ADD AN IMAGE to an item select it and press the CAMERA button

   12. Once you have entered your Lookup Data you can then look at creating /
       modifying your Standard Document Templates. There are some pre-
       configured templates that you can modify to your particular style.
       To do this click on the drop-down titled Edit Document Templates Here...
       and choose a document template. You will be asked if you wish to change the
       name of the template. If you wish to leave the name as it is then simply press
       Enter


Basic configuration is now complete and the system is ready to use.
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Oak Technology - Funeral Management Solution                         Version 2010

INTRODUCTION TO THE “CLIENT LOOKUP SCREEN”




The Client Lookup Screen is used for viewing and sorting your funeral records.
From this screen you can create/edit and filter data records (by using the search
functions). Various maintenance options can also be accessed from this screen.

Sorting Data
You can sort data by clicking any of the column headers. The first time you click, it
will sort in ascending order. If you click it again then it will sort in descending order.




You can also choose a default sort order by clicking on the Columns menu (which
can be located at the top of the screen), choosing Set Default Sort Order … and
then choosing the field you wish to sort on. The records will automatically sort in this
order when the system is started / refreshed.




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Oak Technology - Funeral Management Solution                     Version 2010
Customising the columns on the Lookup screen
You can change which columns are visible and which ones are hidden and alter
columns sizes. Changing the size of columns is done by dragging the lines between
the column headers. If two lines are shown then there is a hidden field here which
can be unhidden in same way.


Once you have customised the columns you can save them by clicking on the
Columns menu (which can be located at the top of the screen) and choosing Save
Current Column Widths. You can also reset the column widths to default from this
menu.




Clicking the Add New Funeral button will add a new funeral record to the database.
Each record created is given a unique system reference number which can be seen
in the SYSID field. This number is also used to construct your Our Reference field
but this can be altered to fit around your way of working.




Clicking the Sundry Invoice button will add a sundry invoice which can be linked to
an existing funeral record if required. An typical example of a sundry invoice would
be for a family member wanting to receive a separate invoice for flowers. Un-linked
sundry invoices can also be created.

Viewing Sundry Invoices

To view “Linked” Sundry Invoices you need to select a funeral record from the main
lookup screen and then click on the button shown above, and you will be presented
with the main record and all related sundry invoices.




Clicking the View/Edit Funeral button will open the currently selected funeral record.
You will need to use this option to update the funeral as it progresses and to produce
documents such as letters, forms, estimates and invoices. You can also open a
record by double clicking it.



The Show Payment Status button is used when you want to see a summary of the
payment status for each account. This is done with the use of colour and will give
you a quick overview to which accounts are overdue.




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Oak Technology - Funeral Management Solution                     Version 2010




Clicking the Refresh Data button will refresh all data shown on the screen with that
stored in the database and removes any search filters that you have applied.




The Show Today and Tomorrow buttons show the records that have a reception /
service / viewing today or tomorrow. To remove this filter you can click the “Refresh
Data” button.



There are two search functions that can be used. The first is known as Quick Find
and will search for records based on a particular word / part of a word and searches
references, surnames and the clients address.



The second search function is known as Advanced Search and will search for
records based on several items of search criteria. This is used for more complex /
accurate searching.

Unlocking Funeral Records
When a record is opened by someone is it locked to prevent editing by other users.
If for some reason a record remains locked, for example system failure whilst a
record was open, then any users with an Access Level of 4 or higher can unlock the
record.
If you see the below message then the record is locked. If a record is unlocked and
edited by more than one user at a time then some data loss will occur.




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Oak Technology - Funeral Management Solution                        Version 2010

INTRODUCTION TO THE “CLIENT RECORD” SCREEN
The Client Record screen is where you will spend most of your time inputting data
and producing documents and forms for your funerals.
The record is broken down into several tabs which results in you being able to
access all of the information from a single window.

Estimate / Invoice tab




The estimate / invoice tab contains all of the financial information for the record
(Funeral Director charges / disbursements etc).
The buttons on the Transaction Toolbar are used for the following:


     Create disbursement transaction - (Shortcut F5)
This button is used to create Disbursements which will show up YELLOW in colour.
This will be the most commonly used transaction, together with the Funeral Director
charges which show up in BLUE.


       Create car-hire transaction (this option may be hidden) - (Shortcut F6)
This button is used to create Car Hire transactions which will show up GREEN in
colour. The Car Hire transactions are not normally used on a funeral record but are
used on Sundry Invoices for hiring cars out to other funeral directors etc.


       Create miscellaneous transaction (this option may be hidden) - (Shortcut F7)
This button is used to create miscellaneous transactions which will show up PURPLE
in colour. These transactions are again generally not used on a funeral record but
are used on Sundry Invoices for purposes such as coroner’s invoices, which fall
outside of the normal transactions.




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Oak Technology - Funeral Management Solution                       Version 2010



        Receive payment from client - (Shortcut F8)
This button is used to receive payment(s) from your customers. Part or full payment
can be taken and payments will show up ORANGE in colour.


      Edit transaction
This button is used to edit an existing transaction. You can also perform this function
by double clicking any of the transactions.


      Save transaction
This button is used to save the transaction that you can currently modifying /
creating. You can also perform this function by pressing ENTER.


           Move / reorder transaction
These buttons are used to move the current transaction up or down in the list. All
transactions, other than the Funeral Director charges, can be moved / reordered.


      Delete transaction
This button is used to delete the current transaction. You can delete any transaction
except the Funeral Director charges which are locked as standard.


     Post Invoice
This button is used to Post the invoice and prevent any further editing. An invoice
can be un-posted by clicking the button again as long as you have a sufficient access
level. This button is only applicable if you post invoices to your accounting system.


      Expand / Retract
This button is used to expand / retract the transaction list. Clicking this button once
will make the list of transactions the full size of the window and clicking again will
make it normal again. This feature is to help you see all transaction information on
the screen at once.

Saving a Funeral Record
To save a record click on the File Menu at the top of the screen and then Save
Record. You can also close the record by clicking the     button which will save the
record and close it.

Deleting a Funeral Record
Clicking the Delete Record button on the Misc tab allows you to delete a record.
Ideally you should never need to do this but the option is there just in case.




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Oak Technology - Funeral Management Solution                      Version 2010

TASKS / REMINDERS
The tasks function can be used to remind you when tasks need to be completed.
When a task reaches it “due date / time” then you will be presented with a pop-up
advising you that action is required.




These pop-up messages are refreshed every 10 minutes to ensure that you do not
miss any important actions / notifications.

Example:

A member of the public comes to your premises and wishes to take away a leaflet for
a pre-paid funeral plan. You can take the name and contact details from the person
and create a task to contact them at a later date to see if they would be interested in
purchasing a plan.
Once the scheduled time is reached then you will be reminded to contact the person.

If you have a large installation with multiple branch offices then you can schedule
tasks for branches and / or individual members of staff.




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Oak Technology - Funeral Management Solution                       Version 2010

IDENTIFYING FIELD TYPES
Lookup Fields

There are several lookup fields within the system, which are all yellow in colour and
have a pull down arrow to the right of the wording. These fields are used to make
data entry easier by providing common information. If you wish to edit the common
lookup information then you will need to go into the “Maintenance” options.

Copy / Lookup Buttons

As you use the system you will come across several copy buttons / lookup buttons.
If you click the Copy buttons then data is copied from one part of the system to
another.
An example of this is the deceased address, which will copy from the client address.

A Lookup Confirmation button is positioned next to a Lookup Field.
You can tick a red cross to confirm your selection. If you have made any changes to
address data (name / telephone / salutation or address) and then click the red cross
you have the option to save this back to the central address book. Clicking a green
tick will unlock the selected item and allow the entry to be modified.
An example of this is the Minister details.

There are also Lookup buttons next to the Cortege / Limousine and Coffin fields.
These buttons will copy the price of each item across to the invoice. You will receive
a warning if a price already exists on the invoice. A tick represents a price already
being present on the invoice.

Date Fields

Date fields must be keyed using the default date format on your computer. For easy
date selection you can click the arrow to the right of the field, which will present you
with a calendar. This can be especially useful for date planning.

Time Fields

Time fields can be entered in 12 or 24 hour clock format. If you wish to change your
default time format then click on the Settings menu and choose your preference.
Time can also be shown in either 12 or 24 hour format on your documents.

To move to the next field                        PRESS TAB
To move to the previous field                    Hold down SHIFT and press TAB
To move to a new line in a multi-line field      Hold down SHIFT and press ENTER




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Oak Technology - Funeral Management Solution                     Version 2010

PRODUCING DOCUMENTS AND FORMS
To create documents for a particular funeral you should click the View / Edit Details
button and then click the “Please Select the Required Document…” menu at the top
right of the Client Record screen and pick the required documents that you wish to
view / print.



This will launch your word processor and complete the documents automatically.
Once a document is created you can modify any part of the document and then print
it
As default these documents are not saved but are regenerated each time using the
current funeral data. If you wish to save and retrieve documents (instead of
generating new ones each time) then you can change the setting in System
Parameters and tick one of the options (shown below). It is recommended that you
use the (BY ID) option as this field cannot be changed, whereas the Our Reference
field can. Saved documents are stored in the FMS_Data\Documents folder as
default.



If you wish to edit the master document templates then this can be done in the
“Maintenance” options.




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Oak Technology - Funeral Management Solution                               Version 2010

IDENTIFYING FINANCIALS FIELDS
Below is a list of financial fields, with their description, which can be used with your
documents:-

Monumental Mason - Invoice Fields

I_FD_Price(1-12)        Monumental Masons Fee’s (excluding Tax)
I_FD_Total(1-12)        Monumental Masons Fee’s (including Tax)
I_FD_Vat(1-12)          Monumental Masons Fee’s (Tax amount)
I_FD_VatPerc(1-12)      Monumental Masons Fee’s (Tax Percentage)
I_MM_TTL                Monumental Mason Total (excluding Tax)
I_MM_VATTTL             Monumental Mason Tax Total
I_MM_TTLANDVAT          Monumental Mason Total (including Tax)



Funeral - Invoice Fields

I_Interest_Percentage   Interest Percentage
I_Interest_Charge       Interest Charge (excluding Tax)
I_Interest_Vat          Interest VAT
I_Interest_TTL          Interest Total (inc Tax)
I_FD_Price(1-12)        Funeral Directors Fee’s (excluding Tax)
I_FD_Total(1-12)        Funeral Directors Fee’s (including Tax)
I_FD_Vat(1-12)          Funeral Director’s Fee’s (Tax amount)
I_FD_VatPerc(1-12)      Funeral Director’s Fee’s (Tax Percentage)
I_FD_VatPerc            Funeral Directors Fee’s Standard Tax Percentage
I_FD_VatTTL             Funeral Directors Fee’s Tax Total
I_FD_TTL                Funeral Directors Fee’s Total (excluding VAT)
I_FD_TTLANDVAT          Funeral Directors Fee’s Total (inc VAT)
I_DIS_TTL               Disbursement Final Total (excluding VAT)
I_DIS_VatTTL            Disbursement Final Total VAT
I_DIS_TTLANDVAT         Disbursement Final Total (inc VAT)
I_CAR_VatPerc           Car Hire Final Total (excluding VAT)
I_CAR_TTL               Car Hire Final Total VAT
I_CAR_TTLANDVAT         Car Hire Final Total (inc VAT)
I_MISC_VatPerc          Misc Final Total (excluding VAT)
I_MISC_TTL              Misc Final Total VAT
I_MISC_TTLANDVAT        Misc Final Total (inc VAT)
I_VATTTL                Invoice VAT Final Total (excluding VAT)
I_TTL_EXC_INTEREST      Invoice Final Total (excluding interest charges)
I_TTL                   Invoice Final Total (excluding VAT)
I_TTLFINAL              Invoice Final Total (inc VAT)



Other Financial / Invoice Fields

C_Paid                  Amount of the invoice that has been paid
C_Outstanding           Amount of the invoice that is still outstanding




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Oak Technology - Funeral Management Solution                                    Version 2010


Funeral - Invoice Fields (Microsoft Word Bookmarks)

The following financial fields can be used by inserting a BOOKMARK in word and
giving it the name on the left of the list. This will generate financial information.

FD_Details              List of Funeral Director Charges Details (All rows)
FD_Price                List of Funeral Director Charges Prices (All rows)
FD_VATPerc              List of Funeral Director Charges VAT Percentage (All rows)
FD_VAT                  List of Funeral Director Charges VAT (All rows)
FD_Total                List of Funeral Director Charges Totals (All rows)
FD_Stars                List of Funeral Director Charges that have VAT (Asterisks)

FD_LDetail(1-12)        An individual Funeral Director Charge Details (if line total is not 0)
FD_LPrice(1-12)         An individual Funeral Director Charge Price (if line total is not 0)
FD_LVATPerc(1-12)       An individual Funeral Director Charge Vat Percentage (if line total is not 0)
FD_LVAT(1-12)           An individual Funeral Director Charge VAT (if line total is not 0)
FD_LTotal(1-12)         An individual Funeral Director Charge Total (if line total is not 0)

DIS_Details             List of Disbursement Charges Details (All rows)
DIS_Price               List of Disbursement Charges Prices (All rows)
DIS_VATPerc             List of Disbursement Charges VAT Percentage (All rows)
DIS_VAT                 List of Disbursement Charges VAT (All rows)
DIS_Total               List of Disbursement Charges Totals (All rows)
DIS_Stars               List of Disbursement Charges that have VAT (Asterisks)

CAR_Details             List of Car Hire Charges Details (All rows)
CAR_Price               List of Car Hire Charges Prices (All rows)
CAR_VATPerc             List of Car Hire Charges VAT Percentage (All rows)
CAR_VAT                 List of Car Hire Charges VAT (All rows)
CAR_Total               List of Car Hire Charges Totals (All rows)
CAR_Stars               List of Car Hire Charges that have VAT (Asterisks)

MISC_Details            List of Miscellaneous Charges Details (All rows)
MISC_Price              List of Miscellaneous Charges Prices (All rows)
MISC_VATPerc            List of Miscellaneous Charges VAT Percentage (All rows)
MISC_VAT                List of Miscellaneous Charges VAT (All rows)
MISC_Total              List of Miscellaneous Charges Totals (All rows)
MISC_Stars              List of Miscellaneous Charges that have VAT (Asterisks)

ALL_Details             List of All Transaction Details (All rows)
ALL_Price               List of All Transaction Prices (All rows)
ALL_VATPerc             List of All Transaction VAT Percentage (All rows)
ALL_VAT                 List of All Transaction VAT (All rows)
ALL_Total               List of All Transaction Totals (All rows)
ALL_Stars               List of All Transaction that have VAT (Asterisks)

Trans_Details           List of All Transactions (excluding FD Charges) Details (All rows)
Trans_Price             List of All Transactions (excluding FD Charges) Prices (All rows)
Trans_VATPerc           List of All Transactions (excluding FD Charges) VAT Percentage (All rows)
Trans_VAT               List of All Transactions (excluding FD Charges) VAT (All rows)
Trans_Total             List of All Transactions (excluding FD Charges) Totals (All rows)
Trans_Stars             List of All Transactions (excluding FD Charges) that have VAT (Asterisks)




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Oak Technology - Funeral Management Solution                                    Version 2010


Payment_Details         List of Payments Details
Payment_Lookup          List of Payment Methods
Payment_Total           List of Payments Totals
Payment_Stars           List of Payments that have VAT (Asterisks)
Payment_Date            List of Payment Dates

Donation_Name           List of All Donation Names
Donation_Amount         List of All Donation Amounts (Will not show any hidden amounts)
Donation_Method         List of All Donation Methods
Donation_Charity        List of All Donation Charities
Donation_Date           List of All Donation Dates
Donation_Address        List of All Donation Addresses
Donation_Address_LF     List of All Donation Addresses (inc Name and line feed)

DonationA_Name          List of All Donation Names (For Charity A)
DonationA_Amount        List of All Donation Amounts (For Charity A)
DonationA_Method        List of All Donation Methods (For Charity A)
DonationA_Charity       List of All Donation Charities (For Charity A)
DonationA_Date          List of All Donation Dates (For Charity A)
DonationA_Address       List of All Donation Addresses (For Charity A)
DonationA_Address_LF    List of All Donation Addresses (inc Name and line feed) (For Charity A)

Donation_B (as above)   List of All Donations – As Above (For Charity B)

TaxCodePriceX           Invoice Prices allocated to a Tax Code (X = the tax code identifier)
TaxCodeTotalX           Invoice Totals allocated to a Tax Code (X = the tax code identifier)

Image_Coffin            Coffin Image (Graphic)
Image_Mason             Monumental Mason Image (Graphic)




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Oak Technology - Funeral Management Solution                        Version 2010


ADVANCED OPTION - PERSONALISING YOUR DOCUMENT
TEMPLATES
The system will automatically generate and complete documents for you using the
data you have in your funeral records. You can modify the standard document
templates from within the “Lookup Data / Templates Tab” which can be located on
the Client Lookup Screen.

Don’t worry if this section looks complicated as we can help with the initial
creation of your document templates as well as ongoing maintenance of them
if required.

From the “Lookup Data / Templates” tab select “Edit Document Templates Here…”
and choose the document template that you wish to edit.



You will be prompted to give the document a name; you can change the name or
click OK to leave it unchanged. (Enter a * to blank the name of the document).




Your word processor will now load the document template (any changes you make at
this stage will affect the master template and any future documents generated using
this template).
You should now see the MAILMERGE toolbar which will look something like this:-
                                                           (Office 2000)
                                                                             (Office 2003)




                                                            (Office 2007)
(If the toolbar does not show then click on View, Toolbars, Mail Merge)

If you click the “Insert Merge Field Button” (circled in RED above) you will see a list of
all of the fields which you can use in your documents. The fields are prefixed with the
following (C=Client, D=Deceased, S=Service, I=Invoice, MM=Monumental Mason).


The ABC button shown above, which is called “Preview Results” in Word 2007, will
toggle from Field Names to Field Content so that you can see what the document will
look like with real live data, instead of the field names. The button will use the last
funeral record which has a document created for it.

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Oak Technology - Funeral Management Solution                       Version 2010
Once you have modified your template you should save the document in the normal
way by clicking the     icon and then closing the word processor.

Using Financial Transaction Bookmarks
If you wish to list your financial transactions on your document, for example Funeral
Director Charges and Disbursements, then this is done by adding “Bookmarks” to the
document.
To create a Bookmark in Word you click INSERT, BOOKMARK and then type in the
name of the Bookmark that you wish to add and then click the Add button.
The example below will put a list of the Disbursement Details on to the document. It
is recommended that you use tables when using these fields so that the information
formats correctly.




A full list of the Bookmarks can be found in the “Identifying Field Types” section of
this manual.

Copying Document Templates from one computer to another
If you wish to copy your document templates from one computer to another then you
should copy all of the files from <your documents folder>\FMS_Data\Templates
and put them on to the other computer(s).




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Oak Technology - Funeral Management Solution                      Version 2010

ADVANCED OPTION - RESTRICTING ACCESS TO USERS
THIS IS AN ADVANCED FUNCTION
When you first install the software you are given full access to all features. If you do
not wish to disable functions for staff members then you do not need to configure any
users and can ignore this section.

There are various Access Levels which can be used to control access to the
software and its functions.

You can Create, Delete and modify users from the Lookup Data / Templates screen
by choosing User Maintenance.

The Access Levels that are available are:-

5. Owner - Full access (includes user maintenance & ability to delete records)
4. Administrator - Administrator access (excludes user maintenance)
3. User - Standard User access (excludes “Modify Template” admin function)
2. Limited User - Limited user access (excludes All Admin functions)
1. Read Only - Read only access

As well as setting an Access Level you can modify access to individual components /
options by ticking / unticking the checkboxes in User Maintenance.




       Deny user access to this component / option
       Grant user access to this component / option
       Use default setting based on users Access Level

The Grant / Deny options overrule the Access Level privileges.




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Oak Technology - Funeral Management Solution                    Version 2010

ADVANCED OPTION - NETWORKING
There are several ways of using the system within your business. You may wish to
use one or more of these methods.

Standalone
This is the simplest environment, which incorporates a single computer containing
the program and data files. All data is stored and accessed on the one computer.
It is possible for have more than one “standalone environments” and the Import /
Export option could be used to transfer data between locations.

Networked (Single Location)
This is the most common environment and can be used if you have multiple
computers in one location. One computers stores the data and the others computers
access the data through the network.

Networked (Multi-Location)
This environment is identical to the “Networked (Single Location)” but includes
remote sites / branches, which are connected to the main server via a telephone line
(usually Broadband / DSL). This could also incorporate computers at home.




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Oak Technology - Funeral Management Solution                      Version 2010

BACKING UP YOUR DATA
It is essential that you take a regular backup of your data files to avoid losing
valuable information in the event of system failure, theft or loss.
By default you’re Funeral Data is stored in your personal documents folder (in a sub
folder called FMS_Data).

Descriptions of the files
Fmsdata.mdf                  Main database – contains your funeral records
Fmscommon.mdf                Settings database – contains your common data
 [Templates] folder          Stores your master document templates
[Documents] folder           Stores any documents that you have saved
[Resources] folder           Stores any image files

Before backing up your data please ensure that all users are out of the system and
then follow these instructions on the machine / server that contains your data:-

   •   From your All Programs Menu choose Funeral Management Solution 2010,
       Utilities and then Configuration Tool

   •   Click on the                 button to shut down the database engine.
   •   Take a copy of the files/folders as shown above (to removable media or tape)

   •   Click on the              button to restart the database engine.
   •   Close the Configuration Tool

SOFTWARE LICENSING
A license key is required for each computer that the software is installed on,
regardless of whether it is networked or standalone. If you are using an unregistered
version of the system then it will run in evaluation mode, which will allow the creation
of 30 funeral records. Once the software has been registered this limitation is
removed.

PURCHASING / REGISTERING THE SOFTWARE
Please call us on the below telephone number or send an email to
enquiry@funeralsoftware.co.uk

Sales & Enquiries: 0844 414 2199

TECHNICAL SUPPORT
Support is available by the following methods: -
Our web site:        http://www.funeralsoftware.co.uk
E-mail:              enquiry@funeralsoftware.co.uk
Telephone:           Please visit our web site for full details




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