Tribal SchoolEdge Level 1, 17 Madden Grove … · Tribal SchoolEdge Level 1, 17 Madden Grove...

PACS

People, Registers & Giving

Training Activity Guide

Tribal SchoolEdge

Level 1, 17 Madden Grove

RICHMOND VIC 3121

Support Centre:

Web: https://support.schooledge.com.au/Email: [email protected]

Tel: 1300 301 931 (calls from Australia) or +61 3 9690 5044

© Human Edge Software Corporation Pty Ltd, Melbourne 2016SchoolEdge is a registered Business Name of Human Edge Software Corportation Pty. Ltd.

Human Edge Software is a member of the Tribal Group

Date: 26 April 2016

PACS Training Activity Guide Copyright: Human Edge: Apr, 2016

Screen Images from version 7.0.33371

Table of Contents

PACS Training ........................................................................................................... 5Overview............................................................................................................... 5The Training .......................................................................................................... 6Intended Audience ................................................................................................. 7The Training Manual ............................................................................................... 8

Software Support ...................................................................................................... 9Overview............................................................................................................... 9How to Contact Support ........................................................................................ 10Screen Capture.................................................................................................... 11

PACS Navigation...................................................................................................... 13Overview............................................................................................................. 13Getting Around PACS............................................................................................ 14

Searching for Information......................................................................................... 15Overview............................................................................................................. 15Searching for Families and Members....................................................................... 16Searching for Groups............................................................................................ 19How Families Relate ............................................................................................. 20Searching for Pledge Information ........................................................................... 21Searching for Given Information ............................................................................ 23

Entering New Members ............................................................................................ 25Overview............................................................................................................. 25Entering New Families & Members.......................................................................... 26Manually Linking Members to a Family .................................................................... 31User Codes.......................................................................................................... 35

Archiving Members .................................................................................................. 38Overview............................................................................................................. 38Archiving Members and Families ............................................................................ 39Restoring Members and Families ............................................................................ 40Removing a Family Member................................................................................... 42Deleting Members and Families.............................................................................. 43

Family and Member Reports...................................................................................... 45Overview............................................................................................................. 45Reports............................................................................................................... 46

Working with Givers and Pledges............................................................................... 48Overview............................................................................................................. 48Setting Up Givers ................................................................................................. 49Family with 2 Givers ............................................................................................. 51Changing a Pledge................................................................................................ 53

Processing Giving .................................................................................................... 56Overview............................................................................................................. 56Balance Forward .................................................................................................. 57Processing Giving................................................................................................. 58Processing an EFT Schedule................................................................................... 59

Charity Funds.......................................................................................................... 60Overview............................................................................................................. 60Charity Fund Activities .......................................................................................... 61

Giving Receipts and Statements ................................................................................ 65Overview............................................................................................................. 65Giving Receipts and Statements............................................................................. 66Exporting for Custom Letters ................................................................................. 69Giving Reports ..................................................................................................... 71

Registers................................................................................................................ 76Overview............................................................................................................. 76Searching Registers.............................................................................................. 77



Adding Records.................................................................................................... 78Other Sacraments ................................................................................................ 82Register Notifications............................................................................................ 83Register Reports .................................................................................................. 86

Copy and Backup..................................................................................................... 91Overview............................................................................................................. 91Copy a Database.................................................................................................. 92XML Copy............................................................................................................ 96SQL Database Backup........................................................................................... 99



PACS Training

Overview

Introduction This training session is a hands-on experience of learning how to enter Family and Member records and manage People records. It covers setting up Giving details for Members, and processing Weekly Giving. You will learn to produce required reports.

To ensure you gain the maximum benefits from today’s training ask lots of questions, participate, write notes down and enjoy yourself!



The Training

Duration This training is run from 9:00am to 4:00pm.

Topics Topics covered in this training are:

Overview of PACS The PACS Screen Searching for Records Entering Families and Members records Archiving and removing Members Family and Member Reports Setting up Givers and Pledges Processing Giving Funds Giving Receipts and Statements Giving Reports Registers and Register Reports Copy and Backup your Database

Training Outcomes

At the end of this training you should be able to:

Enter new Family Records. Enter a Member and link them to a Family. Manage and maintain Family and Member records. Flag a Member as a Giver and maintain their Pledge details. Processing Giving on a weekly basis. Produce required reports.



Intended Audience

Audience The Intended Audience for PACS Training is people who need to manage Parish Member and Giving records. These may be new PACS users, or people who require a ‘refresher’.

Prerequisites There is no assumed knowledge of working with PACS.



The Training Manual

The Manual This Training Manual is a ‘Guide’ to steer you through the training process. It is a series of activities to be followed during the training and is meant to be used with the ‘PACS Members User Guide’ and ‘PACS Giving User Guide’. Make notes and highlight key areas to help yourself retain information, or remember where to refer back to for information.

Format This Training Manual is broken into chapters. Each chapter gives an overview and training activity to practice on.

Use of Guide This manual is designed to give activities that will be completed during the training. Your trainer may not follow this manual step by step, but will always let you know where the topics can be located so you can take notes and become familiar with the steps.

Please refer to the ‘PACS Members User Guide’ and ‘PACS Giving User Guide’ for step by step instructions.

Conventions In this Training Guide, you will find some of the following conventions:

BLUE TEXT This text highlights PACS keywords.

Text separated by arrows. Example PEOPLE MEMBERS.

This means, from the PEOPLE menu, select the MEMBERSitem.



Software Support

Overview

Introduction Software support queries can be logged via our website, emailed to us or you can call our support centre.



How to Contact Support

Web Support requests can be made online using our internet based logging system. Your request will be recorded in real time and our product specialists will be notified immediately. You will receive a confirmation email which will include a reference number.

The web logging system is available at:

https://support.schooledge.com.au

Email Technical support requests can also be emailed to:

[email protected]

Telephone Support

The technical support contact number is:

1300 301 931 (calls from Australia)

Or +61 3 9690 5044

There will be times when your phone call will go through to voice mail. Leave a message with your name, the Parish name, your contact numbers and name of the product you require support with and the support centre will call you back.



Screen Capture

Introduction There may be times when you want to print a screen from PACS. This may be to:

File in the person’s record Email to Customer Support Attach to a support request logged online

Follow the steps in the table below to do a screen or window capture.

Step Action1 Open the form that you want to print so you can see it on the

screen.2 To print the full screen, either:

In PACS select FILE PRINT SCREEN and select the printer to print to,or

Press the PRTSCN key on the keyboard (to the right of F12).

To only print the window, press the ALT and PRTSCN keys together.

The PRTSCN or the ALT and PRTSCN options copy the screen to the clipboard as an image. The image can now be pasted into Microsoft Word or an email.

3 To paste the image into Microsoft Word.Open Microsoft Word

Click on the Edit menu and Paste OR

Press CTRL and V.

Continued on next page



Screen Capture, Continued

Introduction (continued)

Step Action4 The screen is now pasted in Microsoft Word and can be printed

or emailed.



PACS Navigation

Overview

Introduction PACS is a windows based software package that is easy to navigate. It makes use of the mouse and keyboard, and provides menus to give access to forms, functions and reports.



Getting Around PACS

Document Reference

Document: Family and Members User GuidePages: 6-14

Activity Document: PACS Installation GuidePages: 41

Log into PAC using the training ‘ADMIN’ login.

Select PEOPLE FAMILIES.

Note: Notice the tabs at the top of the form. Click on each tab to view the appropriate form.

Questions Where are the version number and database name located on PACS?

_______________________________________________________

_______________________________________________________

Under which menu are FAMILIES and MEMBERS?

_______________________________________________________



Searching for Information

Overview

Introduction The most common forms you will use searching in, are FAMILY and MEMBERS.

These are both located under the PEOPLE menu.

There are several search methods that can be used. The end result of the search methods is the same, so it is purely personal preference as to which you use. The search methods are:

Searching for ALL families or members Using Form view or Table view Using binoculars for Family Lookup or Members Lookup Searching by name

These search methods apply to both the Family form and the Members form and in fact 90% of the forms within PACS.



Searching for Families and Members

Document Reference

Document: Family and Members User Guide Pages: 15-21

Find ALL Members

Find all members in our database. How many do we have? __________

Page number in Family and Members User Guide: _______________

Use the NAVIGATION BUTTONS on the toolbar to scroll through the Member names.

What is the keyboard shortcut to view the NEXT record:____________

What is the keyboard shortcut to view the PREVIOUS record?________

Table View Page number in Family and Members User Guide: _______________

Click on the Table View button to swap from Form view to Table View. This button is a TOGGLE. If you wish to go back to form view, either:

Click on the table view button again, OR Double click on the required Member name.

Sorting in table view


Use the quickest method to sort the table view alphabetically by Surname.

Display Richard Hoffman’s record in Form view.




Searching for Families and Members, Continued

Binoculars Page number in Family and Members User Guide: _______________

Use the binoculars to locate and display Christine Collins in the form.

CLEAR the form.

Use the binoculars to locate and display Peter Hoffman in the form.

CLEAR the form.

Use the binoculars to locate and display Allan Steele in the form.

Search by FULL Name


Tip:

1. Enter the Member’s FULL name (first and last name).2. Click on the FIND button, or use the find keyboard shortcut.

What is the keyboard shortcut for FIND? _______________________

Search for James Collins.

CLEAR the form.

Search for Mary Harris.

CLEAR the form.

Search for Alphonso Carr.

CLEAR the form.




Searching for Families and Members, Continued

Search by LAST Name


Tip:

1. Enter the Member’s LAST name.2. Click on the FIND button, or use the keyboard shortcut.

Search for Members with the Surname Dexter.

How many members are there with the surname Dexter?___________

1. View the list in TABLE VIEW.2. Swap back to FORM VIEW.3. CLEAR the form.

Search by FIRST Name


Tip:

1. Enter the Member’s FIRST name, and space and then an asterisk (*) i.e. Mary *

2. Click on the FIND button, or use the keyboard shortcut.

Search for Members with the First Name Catherine.

CLEAR the form.

Search for Members with the First Name Susan.

CLEAR the form.



Searching for Groups

Document Reference

Document: Family and Members User Guide Pages: 22

Searching forGROUPS

You can search not only for individual Members or records, but also for groups of Members or records, such as all families in a particular street, or members in a particular group or with a particular flag.

Activity 1 We want to search for all the married female members.

1. From a cleared MEMBER form, select the criteria of:

Female Marital Status: Married

2. Click on FIND or use the keyboard shortcut.3. View the list in TABLE VIEW.4. Swap back to FORM VIEW.5. CLEAR the form.

Activity 2 We want to search for all families that live in Banks Drive.

1. From a cleared FAMILY form, click on the ADDRESS… Button.

2. Enter * Banks * in the STREET: field

3. Click on OK.4. Click on FIND or use the keyboard shortcut.5. View the list in TABLE VIEW.6. Swap back to FORM VIEW.7. CLEAR the form.



How Families Relate

Document Reference


Viewing Family and Members

Activity 1

Click on the FAMILY tab.

Search for the Hoffman Family.

How many Hoffman families are there? ________________________

Who are the Members of the first Hoffman family, and how are they linked to the second Hoffman family?

_______________________________________________________

_______________________________________________________

_______________________________________________________

_______________________________________________________

_______________________________________________________

_______________________________________________________

_______________________________________________________

Activity 2 Look up the Dexter Family.

Who are the MEMBERS of this Family?

View the mobile phone number for Paula Dexter.



Searching for Pledge Information

Introduction When a MEMBER has been flagged as a GIVER, PLEDGE information is entered for them on the PLEDGE tab. You can search for records that contain specific pledge details.

Activity 1

Step Action1 Click on the MEMBER major tab, and the PLEDGE minor tab.

Result: The empty Pledge form is displayed.




Searching for Pledge Information, Continued

Activity 1 (continued)

Step Action2 Enter the required Pledge criteria.

Activity:

Select the following Criteria:

PLEDGE PERIOD – MonthPAYMENT TYPE – Credit Card

3 Click on FIND, or F3.4 How many people are paying by cash on a yearly basis?



Searching for Given Information

Introduction When viewing a Giver Record, you can view the amount they have donated on the Given tab.

These can be filtered to see Given amounts for a specific date range.

Activity 1

Step Action1 Locate the GIVER Richard Hoffman.2 Click on the GIVEN tab on the right side of the form.

This shows all amounts given for the last 12 months.3 Enter the following dates in From: and To: on the Given tab.

FROM: 01/04/2014TO: 30/04/2014

Tip: When you have entered the TO: date, press the tab keyon the keyboard to update the details displayed.




Searching for Given Information, Continued

Activity 2 Search for Giver Michael Evans.

Filter the date for the amounts given for this year only.



Entering New Members

Overview

Introduction There are 2 main scenarios for entering new MEMBER records. You can enter a:

New Member for an existing Family. New Family and Members.

You can also add further details for a Family or Member, as well as linkinga Member to a Family.

Keyboard Shortcuts

Keystrokes for multi select lists:

DOWN ARROW to highlight SPACE BAR to select ENTER to finish

Save = ALT + SCheckbox = use SPACE BAR to selectCancel Link = ALT + N



Entering New Families & Members

Document Reference


Entering a Family


Tips:

Select PEOPLE FAMILIES Don’t forget to click in ADD mode. Enter the data Use the tab key on the keyboard to move from field to field

Activity 1:

Enter the following Family details:

Field DataFamily Surname SayersAddress 56 Nepean Highway

Mount Eliza VIC 3930Phone 9787 8888Remarks New Family

SAVE the Family record.

Note: When you Save a Family record you are immediately taken to the Contact form to enter the first Member of that Family.




Entering New Families & Members, Continued

Entering Members for the New Family


Tips:

Note that it tells you across the top of the form what you are doing. Enter details, click on SAVE, enter the next family member. When you have saved the last family member, click on CANCEL LINK

to stop the process of linking members to a family.

Activity 1 cont.:

Enter details for the following Family Members:

Field DetailsFull Name Mr Kevin SayersDate of Birth 12/05/71Gender MaleGiver NoPhone Number Mobile 0403 555 888Marital Status MarriedReligion CatholicFamily Role HeadMailing List Tick





Field DetailsFull Name Mrs Jennifer SayersDate of Birth 10/09/76Gender FemaleGiver NoPhone Number Mobile 0403 666 777Marital Status MarriedReligion CatholicFamily Role Spouse

Field DetailsFull Name Tim SayersDate of Birth 23/7/04Gender MaleGiver NoPhone Number Leave blankMarital Status Leave blankReligion CatholicFamily Role Child

Field DetailsFull Name Elise SayersDate of Birth 3/1/2007Gender FemaleGiver NoPhone Number Leave blankMarital Status Leave blankReligion CatholicFamily Role Child

Tip: After saving the last Member (Elise Sayers), click on CANCEL LINK, and you will be returned to the Family form.





Mail to and Greeting


Edit the Family record and add the MAIL TO and GREETING for the Family.

Tips:

In the FAMILY record, click in EDIT. Right click on the MAIL TO field. Select FORMAT Select your required format.

Family Group View the Family Group in the Family Form.

Activity 2 Enter the following Family and Members:

Family Fields DataFamily Surname McKenzieAddress 45 Baden Powell Drive

Mount Eliza 3930Phone 9787 9899Remarks New Family





Activity 2 (continued)

Member Details:

Field DetailsFull Name Mr Mark McKenzieDate of Birth 16/08/64Gender MaleGiver NoPhone Number Mobile 0403 876 876Marital Status MarriedReligion CatholicFamily Role HeadMailing List Tick

Field DetailsFull Name Mrs Caroline McKenzieDate of Birth 28/05/66Gender FemaleGiver NoPhone Number Mobile 0403 987 987Marital Status MarriedReligion CatholicFamily Role Spouse

Field DetailsFull Name Jack McKenzieDate of Birth 02/07/99Gender MaleGiver NoReligion CatholicFamily Role Child

Field DetailsFull Name Tom McKenzieDate of Birth 15/05/02Gender MaleGiver NoReligion CatholicFamily Role Child

Mail To and Greeting

Now edit the Family record to add the MAIL TO and GREETING.



Manually Linking Members to a Family

Introduction There are times when a Member may need to be linked manually to a family. Examples of this are:

A new baby is born to an existing family. An existing member needs to be linked to a secondary family in which

they are a relative.

Document Reference

Document: Family and Members User Guide Pages: 39 - 43

A new Member for an Existing Family


A new baby is born to an existing Family. The Family needs to belocated, and the new member added to it.

Tips:

Click on the FAMILY tab to display the family form. Search for the required family.

Click in EDIT to change the form to edit mode. The ADD MEMBER button on the bottom left will become active.

Click on ADD MEMBER.

You are taken to the Member form to add a new Member to that Family. ADD the Member details.




Manually Linking Members to a Family, Continued

Member Details

Enter the following Member details:

Field DetailsFull Name Amelia Sayers (Sayers family)Date of Birth 18/01/2014Gender FemaleGiver NoPhone Number Leave blankMarital Status Leave blankReligion CatholicFamily Role Child

SAVE the record. Amelia has now been added as a MEMBER to the Sayers family. Click on CANCEL LINK to stop adding any further members to that family.





Linking an Existing Member to a second family


Kevin Sayers is a relative of another Family in the Parish. We will link him to that Family.

Search for Kevin Sayers MEMBER record.

Tip:

If Amelia Sayers is still displayed in the Member form, click on Kevin Sayers name in the list of Family Members.

Click in EDIT, and then click on the ADD TO FAMILY button.

Click on the BINOCULARS button on the toolbar and select the family to which the member is to be linked. In this case, it is the Steele family.

Specify FAMILY ROLE of Relative.

SAVE the record. Kevin Sayers has now been added as a MEMBER to the Steele family.

Look at the Family Groups that Kevin is linked to. Does everything look correct here? Do you think we need to make a change?

Note: If a Member is part of 2 different families, one family will be their PRIMARY (main) family, and the second family will be their SECONDARY Family. If they are listed in the wrong order, the priority of the Family can be changed.





Primary and Secondary Families


Follow the steps in the Family and Member User Guide to change the Sayers family to be the PRIMARY FAMILY for Kevin Sayers.

Tips:

Click in EDIT, and drag the Primary Family to the top of the list. This change does NOT need to be saved.



User Codes

Introduction Page number in Family and Members User Guide: _______________

Users Codes are also referred to as ‘drop down lists’. Most drop-down lists within PACS can be edited and customized to suit your needs.

Activity 1Residential Structure Field

In the FAMILY form, there is a drop down list called RESIDENTIAL STRUCTURE.

What items could be in this list:

_______________________________________________________

_______________________________________________________

_______________________________________________________

_______________________________________________________

_______________________________________________________

_______________________________________________________

Let’s create these items.

Tips:

Click on the required field with you RIGHT mouse button. Select EDIT ITEMS. Don’t forget to click on the ADD button each time to create a new

item.Continued on next page



User Codes, Continued

Activity 2Source Field

In the FAMILY form, there is a drop down list called SOURCE.


_______________________________________________________

_______________________________________________________

_______________________________________________________

_______________________________________________________

_______________________________________________________

_______________________________________________________


Activity 3Group Field

In the MEMBER form, there is a drop down list called GROUP.


_______________________________________________________

_______________________________________________________

_______________________________________________________

_______________________________________________________

_______________________________________________________

_______________________________________________________





User Codes, Continued

Editing User Codes


In the Member form there is a field called MARITAL STATUS.

We want to do 2 things with this drop down list… Add an item called Divorced Sort the items so they are in alphabetical order.

Tips: Don’t forget to right click on the field and select EDIT ITEMS Click on the PROPERTIES button in the User Codes form. Click on the ADD button to create a new item.

Ethnicity Field In the Family form there is a field called ETHNICITY. This is used to select an ethnic background for a family. At the moment we can select only one item from this list. A family may have a mixed ethnic background i.e. each spouse may come from a different background.

We want to make this list MULTIPLE SELECT, meaning more than one item can be selected from this list at a time.

How do we do this? Hint: See the Tips above.

________________________________________________________

________________________________________________________

________________________________________________________

Is there an alternative location for editing drop down lists?

Which page of the Family and Members User Guide is this on: _____



Archiving Members

Overview

Introduction There are times during the year that a Family or Member may move away from the area, and are therefore no longer a member of your Parish. Their records can either be archived or deleted altogether. If they are archived, their information and history will remain and they may be restored at a later time. If they are deleted, they no longer exist in PACS, and cannot be restored.

Archiving a family will also archive all members of the family. Restoring a family will restore all members for whom this is the current family.

Archiving and restoring can also be done to individual members.



Archiving Members and Families

Document Reference


Archiving a Member


Emma Holden-Carr is an adult child in the Carr family. She has moved out of the area, so we need to archive her record.

Tips:

Search for Emma Holden-Carr in the MEMBER form. Click in EDIT. Click on ARCHIVE.

Is Emma’s record still displayed as part of the Family: _____________

How do we know that she has been Archived?____________________

____________________________________________________

____________________________________________________

Archive a whole Family


The Smyth Jones family has decided to live overseas. We need to archive the whole Family record.

Tips:

Search for the Smyth Jones family in the FAMILY form. Click in EDIT. Click on ARCHIVE.

Do the Family and Members records still exist? ___________________

How can we search for an Archived Family? _____________________

____________________________________________________

____________________________________________________



Restoring Members and Families

Restoring a Member


Emma Holden-Carr has moved back to the area, so we need to restore her record.

Search for Emma’s record in the MEMBER form and display it in form view.

Tip:

Don’t forget to select the appropriate filter at the bottom of the form.

We now need to RESTORE the record.

Where do we need to click first to make a change to this record?

____________________________________________________

Click on the RESTORE button at the bottom left.

What has happened to this record?

____________________________________________________

____________________________________________________




Restoring Members and Families, Continued

Restoring a Family


The Smyth Jones family has returned, so we need to restore their record.

Search for the Smyth Jones record in the FAMILY form and display it in form view.

Tip:

Don’t forget to select the appropriate filter at the bottom of the form.

We now need to RESTORE the Family and all Members.

Where do we need to click first to make a change to this record?

____________________________________________________

Click on the RESTORE button at the bottom left.

What has happened to this record?

____________________________________________________

____________________________________________________



Removing a Family Member

Removing a Member from a Family

There are times when a Member is an adult and no longer warrants being a Member of a Family. They may even have a Family of their own. If this is the case, we want to keep their Member/Contact record, but just remove them from the Family.

Step Action1 Locate the appropriate MEMBER. In this case, search for

Glenn Evans.2 Click in EDIT.3 Click on the FAMILY GROUP code that Glenn is linked to on

the GROUP tab.

4 Press the DELETE key on the keyboard.

Result: A confirmation message is displayed.

Glenn Evans is now a CONTACT, a person not connected to a Family.



Deleting Members and Families

Document Reference


Introduction Members and Families can be deleted from PACS. If you delete a FAMILY, the MEMBER records will remain, but not linked to a Family at all. If you wish to delete a Family and all its Members, delete the Members first, and then the Family.

If you do delete a Family and/or Members, the records will NOT be able to be restored.

Delete a Member


Gloria Hayes has accidentally been entered into PACS twice.

Locate the most recently entered Gloria Hayes.

Where do we tell which is the most recently entered record?

_______________________________________________________

_______________________________________________________

_______________________________________________________

_______________________________________________________

Delete the duplicate Gloria Hayes.

Tips:

Click in EDIT. Click on the DELETE button on the tool bar.




Deleting Members and Families, Continued

Delete a Family


The Alexander family was entered accidentally.

Locate the Alexander family.

DELETE the Alexander family.

Do the Family Members still exist?_____________________________

The Alexander family members are now known as _______________

We can now DELETE the Contacts if necessary.

Remember: If you do delete a Family and/or Members, the records will NOT be able to be restored.



Family and Member Reports

Overview

Introduction PACS has a wide range of reports available. These reports suit the need of reports on Families and Members. Though reports are predefined, they each provide options that allow you to customise the reports to a degree.



Reports

Family Member List

Follow the steps below to preview the Family Member List.

Step Action1 Select REPORTS FAMILYFAMILY MEMBER LIST

Result: The Family Member List form is displayed.

2 To view the report for all families, leave SELECT BY blank.3 Leave the default tick boxes ticked.4 Click on PREVIEW.

Result: The report is displayed.

5 In Training we will not print the report. CLOSE the report.




Reports, Continued

Families Residential Address

Follow the steps below to preview another FAMILY report.

Step Action1 Select REPORTS FAMILYFAMILIES RESIDENTIAL

ADDRESS

Result: The Families Residential Address form is displayed.

2 We want to run a report for all families that live in BanksDrive.

Click in STREET and enter Banks.3 Click on PREVIEW.

Result: The report is displayed.

5 In Training we will not print the report. CLOSE the report.

Age List Report

Activity: Preview the Family Age List report to show Members that are aged between 15 and 30 years of age.



Working with Givers and Pledges

Overview

Introduction A GIVER is a person who pledges, or commits to giving to the Parish on a regular and on-going basis. An amount may be specified at regular intervals. Contributions may be recorded for several payment methods; cash, cheque, credit card and direct deposit.

GIVING RECORDS may be posted to the general ledger if PACS is used for financial record keeping.

Giver records are based on a numerical or envelope system for ease of entry but giving history remains linked to the giver over time, including changes of envelope number, pledge amounts and payment method.



Setting Up Givers

Document Reference

Document: Giving User Guide Pages: 8-11

Introduction Giver records can be added as a:

Member of a Family who is also a Giver, or Giver, with no Family.

To distinguish between a non-giving member and a Giver, we have a Giver flag or tick box. This allows us to allocate an envelope number and enter pledge details.

Giver Flag When a member is added, they are flagged as a Giver with the Giver tick box.

When the GIVER tick box is ticked, the GIVER is allocated an ENVELOPE NUMBER, and their PLEDGE details can be entered.




Setting Up Givers, Continued

Setting up Pledge Details

Page number in Giving User Guide: ___________________________

We will change 2 members to be givers and enter their pledge details.

Search for MEMBER Kevin Sayers.

EDIT his record and make him a GIVER. The envelope field will display <NEXT>. This will allocate the next consecutive envelope number.

Click on the PLEDGE minor tab.

Tip:

Click in EDIT.

Add the following Pledge details:

Field DetailsNext Pledge Date 29/06/2014Amount $5Pledge Period WeekPayment Type Cash

SAVE the new Pledge details.

More Pledge Details

Search for MEMBER Des Green.

EDIT his record and make him a GIVER.Enter the envelope number 62

Add the following Pledge details:

Field DetailsNext Pledge Date 29/06/2014Amount $3Pledge Period WeekPayment Type Cash

Tip:

The GIVER tick box is on the major tab Click on the PLEDGE minor tab, to add the pledge details.




Family with 2 Givers

Introduction At times you may have a Family with 2 separate Givers. This may be a married couple who give separately or parents and adult children who give separately.

If you do have more than one Giver in a Family, it is important to edit their information on the MEMBER MAJOR tab to ensure their receipts are addressed to the correct people.

Giver Mail To & Greeting Activity

Locate the Sheen family. There are 2 Givers in this family. Who are they and what envelope numbers do these Givers have?

_______________________________________________________

_______________________________________________________

Click on the button to the left of Charlie Sheen to view his MEMBERdetails.

Locate the MAIL TO and GREETING details.




Family with 2 Givers, Continued

Giver Mail To & Greeting Activity (continued)

Click in EDIT.

Enter the following details:

Save the record.

Go to Samantha Sheen’s Giver record and edit the MAIL TO and GREETING to show the following:

The receipts for each Giver will now print with the correct Giver details on them.



Changing a Pledge

Introduction There are times when a Giver may decide to increase or decrease their Pledge amounts. These may be changed immediately, or changed for a future date.

Immediate Change

Michael Evans has decided to increase his pledge amount, effective 29/06/2014.

Locate MEMBER Michael Evans.

Change his pledge details.

Tip:

Click in EDIT.

Add the following Pledge detail:

Field DetailAmount $5


Another Pledge Change

Alphonso Carr wants to change his Pledge amount to $10 per week by Cash payment method, effective 29/06/2014.His new envelope number will be 4.

Tip: Before changing pledge type to Cash, remove all credit card details.

Future Change Changes to pledges can be made to be effective from a future date.

Follow the steps in the table below to make a future pledge change.

Step Action1 Search for the GIVER.

Activity: Search for GIVER Richard Hoffman.2 Click in EDIT in the top left.3 Click on the PLEDGE minor tab.




Changing a Pledge, Continued

Future Change (continued)

Step Action4 Click on the button to ADD ONCOMING PLEDGE.

5 Enter the following ONCOMING PLEDGE DETAILS.

Field DetailsStart Date 20/07/2014Envelope Change to 405Amount $100Pledge Period MonthPayment Type Credit CardConfirmed TickedCardholder Name R HoffmanCredit Card Number 4564 8768 7687 6876Expiry 11/15




Changing a Pledge, Continued

Future Change (continued)

Step Action5 Click on SAVE.

Another Future Change

Peter Hoffman is decreasing his Giving amount to $15 per week, effective from 27/07/2014.



Processing Giving

Overview

Introduction Giving is generally processed on a weekly basis.

The process for recording giving depends upon the forms of payment you accept such as cash, cheque or credit card



Balance Forward

Document Reference

Document: Giving User Guide Page: 18

Process Balance Forward

Balance Forward is normally a weekly process to update the amount of pledge for each giver.

It does a few other vital functions as well.

Creates a pledge for everyone due during that week. Starts any new people who are scheduled during that week up to that

Sunday Creates changes to pledges that may have been made. If you have a whole campaign, and people have been allocated new

numbers in the next campaign screen, it updates all those details. Checks for any EFT payments that are due and creates a schedule as

appropriate.

Process BALANCE FORWARD for next date in PACS.



Processing Giving

Document Reference

Document: Giving User Guide Page: 19-21

Weekly Giving The Recording is done on a weekly basis. This is where we record the amount given against each envelope number.

Process the GIVING for last Sunday.

Tips:

Select GIVING RECORDING Enter the cash amounts for each envelope number moving down the

list with the down arrow on the keyboard. When complete, click on SAVE.

Note: When you have finished entering the Giving click on POST.

Giving Notes Ensure the correct RECEIPT DATE is displayed or entered.Receipt Date is the actual date the giving is entered into PACS).

Ensure the correct GIVING DATE is displayed or entered.Giving Date is the date for which the giving is being processed (generally the previous Sunday).

Ensure the correct FUND NAME is selected.



Processing an EFT Schedule

Document Reference


Processing an EFT Schedule

Page number in Giving User Guide: ___________________________

An EFT Schedule is created automatically by running the Balance Forward process.

Process the EFT Schedule as required up to the current Sunday giving date, 29/06/2014.Date to Process is 30/06/2014

Tips:

Select GIVINGPROCESS EFT SCHEDULE Select the METHOD of Credit Card. Select the appropriate EFT SCHEDULE. Ensure the appropriate EFT OPTIONS are selected. Click on PROCESS on the left side.

When a schedule is processed it carries out two actions:

1. Creates giving records.2. Generates the file to upload to the bank.



Charity Funds

Overview

Document Reference


Summary of Options

Option 1: Set a % of the planned giving fund as tax claimable (%PG) (e.g. 40% to school building fund);

a. There is only one tax claimable fundb. Detailed reports not requiredc. Not adding an extra fund in the futured. Not changing to a different funde. Can change the % at any timef. Tax receipts detailing total tax claimed for the person or,g. Tax statements detailing each amount given and the tax portion,

with the totals as well

Option2: Set up details of one or more funds and preset the allocation for each fund (ALLOCATION OF FUNDS), (e.g. 20% to St Joseph’s SBF and 5% to St Vincent de Paul);

a. More than one fund b. Stop one fund and start another fundc. Details of fund totals in reports as well as on receipts and

statementsd. Use ALLOCATION OF FUNDS setting for recording so the giving

is allocated to the tax fund automaticallye. Change % allocations for different date ranges

Option 3: Transfer funds from the planned giving once a year or on a regular basis (TRANSFER FUNDS), (e.g. money is banked to one account and each month the accountant transfers funds to the School building fund at the current % rate);

a. Receipt all giving into one bank accountb. Transfer giving in PACS when money is transferred to the tax fundc. After the transfer details of giving is clearly seen on reports as well

as on receipts and statementsd. May be complicated if you have to transfer a % into more than one

fund.



Charity Fund Activities

Option 1 1. Giving Fund Setup:Let’s view the Giving Fund details.a. Select GIVINGGIVING FUNDSb. Click on the Planned Giving Fund and view the following

details:i. ABNii. % taxableiii. A change to the % taxable will take affect from next

BALANCE FORWARD.2. Weekly use:

Let’s view recording screena. Select GIVING RECORDINGb. Total amount given by each giver is recorded only against the

PLANNED GIVING fundc. All giving is receipted to the income code for PLANNED

GIVING (if using PACS General Ledger you would need to do a journal to the tax fund).

3. Reporting:a. No details of the tax total show on any reportsb. Let’s run reports

i. Select REPORTSGIVINGGIVING LISTGROUP BY FUND (see only one total)

ii. View the TAX RECEIPTiii. View the PLEDGED FUND STATEMENT

4. Alterations:a. Remember: Always copy the database prior to making

changesb. If there is a problem with the tax percentage: e.g. perhaps

notified by the accountant that the tax % had to be changed but not until after giving had been recorded for a few weeks

c. Can be fixed retrospectively by selecting GIVING GIVING FUNDSSelect PLANNED GIVING.Change giving taxable. Carefully select the date range that needs to be fixed e.g. 1/1/2014 until now. PREVIEW the changes to make sure you have not made a mistake.

Advantages: Set % and forget it Only dealing with the total amount received Only have to think about the % at the setup and when checking

the receipts and statements Receipt options: taxation receipt, total giving statement and

pledged fund statement.




Charity Fund Activities, Continued

Option 2 The Tax fund is setup as a separate fund to: Enable separate fund reporting Enable future change of fund or extra fund Maintain details of fund allocation

1. Setup:We will convert the training database tax % on the PLANNED GIVING fund to a separate fund:a. Remove the tax% from the planned giving fundb. Also, remove the tax % from the PLANNED GIVING fund

retrospectively for entire current financial year using CHANGE GIVING TAXABLE to 0%

c. Create a SCHOOL BUILDING FUND as a 100% taxable fund with a separate GL account of 4.305

d. Use ALLOCATION OF FUNDS for the current financial year, which will take effect from the next BALANCE FORWARD.

e. To correct the recording already done, transfer the giving for the entire current financial year from PG to SBF at the 40% rate – this is only required once for setup.

f. Set the default giving setting to ALLOCATION OF FUNDS in MAINTENANCESETUP FORMS.

2. Weekly recording:Let’s view recording screena. Select GIVING RECORDINGb. See the GIVING FUND has defaulted to ALLOCATION OF

FUNDSc. Can enter each fund amount if preferred but ALLOCATION OF

FUNDS setting will allow you just to enter the total amount and it will automatically split the giving based on the allocation %

d. If a correction is to be made it is easier to remove the giving and reenter the correct total

3. Reportinga. Select REPORTSGIVINGGIVING LISTb. View the GIVING LIST report and see the separation into the

two fundsc. Any receipt and statement option can be used

Advantages: Set % allocations in advance when changes are occurring More details in the giving reports More than one fund at a time can be setup Allocation history available for viewing





Option 3 Transfer giving fund to a tax fund periodically

1. Setup:a. Follow steps 1 a, b, c, from Option 2 to change the setup

retrospectively and setup the new fund.b. Skip step 1 d – there is no allocation of funds setup when

transfer is done periodically.c. Transfer the giving from the PLANNED GIVING FUND to the

SCHOOL BUILDING FUND for the first three quarters of the year (1/7/2013 – 30/9/2013; 1/10/2013 – 31/12/2013; 1/1/2014 – 31/3/2014). For this exercise we are assuming a quarterly transfer of funds. Use PREVIEW to see the report that can be printed at the time of the transfer. No need to set a DEFAULT GIVING FUND – the PLANNED GIVING FUND is the default.

2. Weekly recording:Let’s view recording screena. Select GIVING RECORDINGb. View the RECORDING screen and see the two options for the

GIVING FUND. Note that the PLANNED GIVING is the default and all giving is recorded into that fund

3. Reporting a. Select REPORTSGIVINGGIVING LISTb. View the GIVING LIST report and see the separation into the

two funds – summarize monthly to see the full financial year at a glance

c. Note that the giving will be reported all in the giving fund for any dates that have not been included in a transfer

Advantages:

Receipt total amount into one bank account Use transfer in PACS to match the actual periodic bank transfer to

the taxable fund Reports show details into both funds after transfer Can have more than one tax fund but simultaneous funds may be

more complex to transfer.





Allocation of Funds



Giving Receipts and Statements

Overview

Introduction Receipts and Statements can be produced from weekly giving records. Both these documents are produced from the one form:

REPORTSGIVING RECEIPTS



Giving Receipts and Statements

Document Reference


Receipts Page number in Giving User Guide: __________________________

Where do we enter the receipt comment: _______________________

_______________________________________________________

_______________________________________________________

We will process RECEIPTS for Giving for the current year.

Tips:

Select REPORTSGIVINGRECEIPTS

Select the date range for the current year. In OUTPUT select Taxation Receipt. Click on PREVIEW.

After previewing the receipts, click on the Back button to return to the GIVING RECEIPT form.

EXIT the form.Continued on next page



Giving Receipts and Statements, Continued

Changing the Receipt Comment

We will now change the receipt comment and see how this reflects on the receipt.

To change the receipt comment:

1. Select MAINTENANCE SETUP2. Click on the PRINTING (1) tab.

On the bottom of this forms are text boxes for the GIVING RECEIPT comment, the GIVING STATEMENT comment and the RECEIPT comment.

3. Change the Giving Receipt Comment to:

Received with Thanks.

4. SAVE and EXIT.5. PREVIEW the giving receipts according to the steps on the previous

page to see the new comment.

Excluding a Giver

We will now exclude a Giver from the receipt printing.

To exclude a giver:

1. Select PEOPLE MEMBERS2. Search for GIVER Peter Hoffman.3. Click in EDIT4. Click on the MORE minor tab.5. Remove the tick from RECEIPT REQUIRED at the bottom of the

form.6. SAVE and EXIT.6. PREVIEW the giving receipts according to the steps on the previous

page to see this giver excluded.




Giving Receipts and Statements, Continued

Statements Page number in Giving User Guide: ___________________________

We will process STATEMENTS for Giving for the current quarter.

Tips:

Select REPORTSGIVINGRECEIPTS

Select the date range for the quarter 01/04/2014 to 30/06/2014. In OUTPUT select Pledged Fund Statement. In OPTION select Statement Required Only Click on PREVIEW.

After previewing the statements, click on the Back button to return to the GIVING RECEIPT form.

In Option, take the tick OUT of STATEMENT REQUIRED ONLY. PREVIEW this report.

Pledge Amount

Preview the TOTAL GIVING STATEMENT, with SHOW PLEDGE AMOUNT selected.



Exporting for Custom Letters

Giving Export Page number in Giving User Guide: ___________________________

PACS has a predefined Giving Export to take the data to Excel to use forreporting purposes or a mail merge.

Tips:

Select PEOPLE EXPORT GIVING EXPORT. Select the Date Range. GROUP BY Giver Complete other details.

What other details could we select:

________________________________________________________

________________________________________________________

________________________________________________________

________________________________________________________

________________________________________________________

________________________________________________________

When complete click on PREVIEW. This will show you the export results.




Exporting for Custom Letters, Continued

Activity Create and SAVE an export with the following fields:

SELECT BY: Date Range 01/01/2014 to 30/06/2014. GROUP BY: Giver Export the following fields:

Mail to: Greeting: Home Address Current Pledge Amount Current Pledge Period Total Given

What sort of letter could these details be used in?

________________________________________________________

________________________________________________________

________________________________________________________

________________________________________________________

________________________________________________________

________________________________________________________



Giving Reports

Givers List There are a number of Giving Reports available that allow you to report on Giving and Givers.

Let’s preview the GIVERS LIST for people who give by Cash.

Where is this report located?

________________________________________________________

Tips:

Ensure you select the PAYMENT METHOD of Cash. Note the variety of OUTPUTS available.




Giving Reports, Continued

Giving List Let’s preview the GIVING LIST for the current year.

Where is this report located?

_______________________________________________________

Tips:

Ensure the DATE RANGE is for the current year. Select GROUP BY Giver. Note that in OPTION you can choose to show the Pledge Amount.





Arrears List REPORTSGIVINGMISCARREARS LIST

Produces a list of Givers and Arrears for a Date Range.

Card Expiry REPORTSGIVINGMISCCARD EXPIRY

Produces a List of Givers, Contact details and Pledge details for Credit Cards with a specified Expiry Date.





Pledge Changes

REPORTSGIVINGMISCPLEDGE CHANGES

Produces a list of Givers and any Pledge Changes.

Unused Envelope Numbers

REPORTSGIVINGMISCUNUSED ENVELOPE NUMBERS

Produces a list of Unused Envelope Numbers.





EnvelopeHistory

REPORTSGIVINGMISCENVELOPE HISTORY

Produces a list of Givers, their envelope numbers and any change in envelope numbers.



Registers

Overview

Introduction There are Registers available in PACS that allow you to record:

Baptism Confirmation Marriage Death

These forms are located under the REGISTERS menu.

The methods of searching for records in these registers are the same as searching for people records in the FAMILY and MEMBERS forms.

Which manual is Searching located in?

_______________________________________________________

Searching page numbers?

_______________________________________________________



Searching Registers

Baptism Register

How do we find the total number of Baptisms entered?

_______________________________________________________

View these in TABLE VIEW.

View Betty Redden in FORM VIEW.

Clear the form and use a different search method to view Elizabeth Hawkins.

Confirmation Register

What is the total number of Confirmations entered?

_______________________________________________________


View Zelda Bickerstaff in FORM VIEW.

Clear the form and use a different search method to view Sarah Kerr. What date was she confirmed?

_______________________________________________________

Marriage Register

What is the total number of Marriages entered?

_______________________________________________________


View the marriage details for the Groom Ray Toms in FORM VIEW.

Clear the form and use a different search method to view the marriage details for Michelle Borley. Who did she marry and on what date?

_______________________________________________________

Death Registers

How many deaths have been recorded for our Parish?

_______________________________________________________

Search for the details for Graham Harrison. How old was he when he died?



Adding Records

Baptism Registers

Follow the steps in the table below to add a record to the Baptism Register.

Step Action1 Select REGISTERSBAPTISM REGISTER

Result: The Baptism form is displayed.

Note: This form is opened in ADD mode by default.2 This is a simple data entry form. Fill in as many fields as you

have information for.


Field DataDate of Baptism 07/04/2014Place of Baptism St Patrick’s ChurchCelebrant Fr J RyanFull Name Note: This field can either be entered,

or linked to an existing Member.

Click on FAMILY SEARCH and locateAmelia Sayers. This will link in any relevant information.

Home Parish Aberfoyle Park, The Nativity ParishGodparents Enter Jackie Peters and Heath SayersWitnesses Enter Libby Donald and Geoff Snooks

3 When all details are complete, SAVE the record.




Adding Records, Continued

Confirmation Register

Follow the steps in the table below to add a record to the Confirmation Register.

Step Action1 Select REGISTERSCONFIRMATION

Result: The Confirmation form is displayed.




Field DataDate of Confirmation

02/05/2014

Place of Confirmation

St Patrick’s Church

Celebrant Fr J RyanFull Name Enter Alice Conway.Date of Birth 15/8/2004Father Enter Greg Conway, religion

CatholicMother Enter Melissa Conway, religion

CatholicWitnesses Enter Dawn Jakes – Catholic,

Andrew Jakes – Catholic.






Marriage Register

Follow the steps in the table below to add a record to the Marriage Register.

Step Action1 Select REGISTERSMARRIAGE

Result: The Marriage form is displayed.




Field DataDate of Marriage 09/03/2014Place of Marriage St Patrick’s ChurchCelebrant Fr J RyanWitnesses Enter Jane Rawlings, Tim

Rawlings.Groom Enter Tom Rowe

Place of Birth – AlburyDate of Birth – 03/06/1986

Bride Enter Tania ShuttPlace of Birth – WangarattaDate of Birth – 18/10/1989






Death Register Follow the steps in the table below to add a record to the Death Register.

Step Action1 Select REGISTERSDEATH

Result: The Death form is displayed.




Field DataDate of Death 01/05/2014Full Name Cyrus PetersFuneral Place St Patrick’s ChurchCelebrant Fr T ConwayFuneral Director Ted BullFuneral Date 07/05/14Burial Place Lawn CemeteryPlace of Birth BallaratDate of Birth 14/06/1929Religion CatholicConfidential Note Passed away after short illness.Next of Kin Use binoculars to select Emma

Adams. Relationship – Next of Kin.




Other Sacraments

Introduction The OTHER SACRAMENTS function enables multiple members to be updated with the same sacrament information. This is useful when multiple members receive a sacrament at the same time e.g. first communion and reconciliation. This option can be used to create new sacrament records and to edit existing sacrament records

Other Sacraments

Refer to the PACS Online Documentation – Registers.

Step Action1. Select REGISTERSOTHER SACRAMENTS.

Result: The OTHER SACRAMENTS form is displayed,

2. Select ADD mode in the middle pane3. Select the members:

Joseph Holden-CarrJack McKenzieLuke Collins

4. Enter the following details:

Field DataSacrament: ConfirmationDate: 06/07/2014Place: St. Mary’s ChurchCelebrant: Fr T Conway

5. Click APPLY.6. Click SAVE.



Register Notifications

Introduction If a record is entered for a member for Baptism, Sacraments, Marriage or Death, away from their Home Parish, PACS can be used to notify their Home Parish of this event.

Parish Name Setup

Page number in PACS Installation and Going Live: ______________

In PACS we can create a list of Parish names to ease communication between Parishes, and to specify the Home Parish, or Parish of Baptism for entries into the Registers.

Let’s look at the list of PARISH NAMES available in this database.

Where do we access Parish Names?____________________________

_______________________________________________________

_______________________________________________________

In PARISH NAMES, click on Aberfoyle Park, The Nativity Parish.

What is the NOTIFICATION CORRESPONDENCE METHOD for this Parish?

_______________________________________________________

What does this mean for us?

_______________________________________________________

_______________________________________________________

_______________________________________________________

When we entered the Baptism record for Amelia Sayers, we specified Aberfoyle Park, The Nativity Parish as the Home Parish for Amelia Sayers. This means we can directly fax (or email) notification of that event to the selected Parish.




Register Notifications, Continued

Notification Follow the steps in the table below to send a Notification of Amelia Sayers Baptism.

Step Action1 Select REGISTERS BAPTISM REGISTER.2 Search for and display the Baptism record for Amelia Sayers.

Hint: You can use the binoculars, or even type in the name and click on FIND or F3.

3 Click on the PRINT button in the bottom left.

4 From the Baptism Register Report, select the following:

OUTPUT – NotificationPRINT ALL – remove tick




Register Notifications, Continued

Notification (continued)

Step Action5 Click on SUBMIT.

Result: The Notification will be sent to the Correspondence Fax Queue. The correspondence queue is located at

MAINTENANCECORRESPONDENCE QUEUE

Note: If you do not use Fax or email directly from PACS, you can simply print the Notification and mail it to the Home Parish.



Register Reports

Introduction There are 5 reports available for the Registers.

Baptism Confirmation Marriage Death Sacrament Statistics




Register Reports, Continued

Baptism Report

Select REPORTSREGISTER BAPTISM

Tips:

Baptisms can be reported on for:

A date range A folio number A surname A birth date

Filters can be applied by Parish of Register, Street, Suburb, Postcode and/or Parish Zone.

The following SORT BY options are available.

The following OUTPUT options are available.

This report can be PREVIEWED or EXPORTED.

Activity:Preview the report for:

Date range 1/01/1995 to the current date As a SHORT LIST.





Confirmation Report

Select REPORTSREGISTER CONFIRMATION

Tips:

Confirmations can be reported on for:

A date range A folio number, or A surname

A filter can be applied by Parish of Register.





Date range 01/01/1995 to the current date As a Full List.





Marriage Report

Select REPORTSREGISTER MARRIAGE

Tips:

Marriages can be reported on for:












Death Report Select REPORTSREGISTER DEATH

Tips:

Deaths can be reported on for:










Copy and Backup

Overview

Introduction There are times when you will need to Copy your database, or Backup your database.

You will need to copy your database before any upgrades or before you move into the new Financial Year (if you use the financials in PACS).

You will need to backup your database if you wish to take it to another computer to work on, or to take the data offsite to ensure you have asecure copy of your data encase of a disaster at the parish office, e.g. a fire.

Reminder: Don’t forget to change back to your Live database for normal processing of information once you have finished using the copy.



Copy a Database

Introduction There are 2 simple ways of copying your database.

1. Copy from the list of databases.2. Save a new copy of the database.

We will look at both methods here.

Copy the Database

Follow the steps in the table below to copy your database.

Step Action1 Click on FILEOPEN DATABASE…

Note: This can either be selected from the Login Screen or once you have logged into PACS.Result: The Database Profiles form will open.

2 Click on the database you wish to copy (if it is not already selected).

3 Click on the COPY button on the right side.

Result: The Copy Database form is displayed.




Copy a Database, Continued

Copy the Database (continued)

Step Action4 Ensure the following is entered/selected:

SOURCE field contains the correct name of the database you want to copy

TARGET field is (New database).5 Select the TYPE of Database you want to create.

LOCAL if you want to create a copy on your local drive SHARED if you want to create a Network copy of the

Database.6 Enter the name of the new database in the PROFILE NAME

field.

The Driver, Server and Database fields will be automatically updated with the profile information.

7 Click on COPY and enter your login name and password for PACS. Only logins with sufficient access permissions can copy the database.

Result: PACS will make a copy of the selected database with the new name. The new database is list at the bottom of the form.

8 Click on the database that you wish to work in, and click on the SELECT button (or double click on the database name).





Save Database As…

Follow the step in the table below to save a copy of your database.

Step Action1 Log into the database you wish to copy.2 Select FILESAVE DATABASE AS…

3 Enter a new PROFILE NAME.





Save Database As… (continued)

Step Action4 Click on SAVE and enter your login name and password for

PACS. Only logins with sufficient access permissions can copy the database.

Result: The database has been copied and you are left at the Login Screen.



XML Copy

Introduction PACS has the facility to copy the database to an XML file and to import this XML file into a new PACS database. This feature can be used to take a copy of the database and put it onto another machine for training.

Copy database to XML

Follow the steps in the table below to copy an existing database to an XML file on the hard drive, network folder or USB drive.

Step Action1. Go to FILE > OPEN DATABASE.2. Click COPY.

3. In SOURCE select the database to be copied.4. In TARGET select (XML file)5. Click the browse button to select and open the location and file

name for the XML file

6. Click COPY and enter your login name and password for PACS. Only logins with sufficient access permissions can copy the database.

7. Exit the DATABASE PROFILES screenContinued on next page



XML Copy, Continued

Create a new database from XML

Follow the steps in the table below to copy from an XML file to create a new database:

Step Action1. Go to FILE > OPEN DATABASE.2. Click COPY.

3. In SOURCE select (XML file).4. Click the browse button to select and open the location and file

name for the XML file.5. In TARGET select (New database).6. Enter a PROFILE NAME for the new database.7. Enter the SERVER name if required.8. Enter the SQL login name and password if required.


10. Exit the DATABASE PROFILES screen.Continued on next page



XML Copy, Continued

Overwrite an existing database

Follow the steps in the table below to copy from an XML file to overwrite an existing database:

Be very careful using this option – your existing data will be overwritten and no longer able to be restored

Step Action1. Go to FILE> OPEN DATABASE.2. Click COPY.

3. In SOURCE select (XML file).4. Click the browse button to select and open the location and file

name for the XML file.5. In TARGET select the database to be overwritten.


7. Exit the DATABASE PROFILES screen.



SQL Database Backup

SQL Database Backup

Follow the steps in the table below to make an SQL database Backup.

Step Action1 Note the database name that you want to backup.2 Close PACS.3 Close any other Programs.4 Click on StartPrograms Microsoft SQL Server 2008 R25 Select SQL Server Management Studio Express6 Enter server name (if required) e.g. customer-pc\SQLEXPRESS.

Click on Connect.

7 Click on the plus sign (+) next to the Databases folder in Object explorer to display all your databases.




SQL Database Backup, Continued

SQL Database Backup (continued)

Step Action8 Locate the database name that you noted to backup.

9 Click with your RIGHT mouse button on the database name.

Select TASKSBACKUP






Step Action10 Ensure Destination is Disk

11 Click on Add to specify a new file name and location.12 Click on the Browse button to specify a suitable location and

file name for the backup.






Step Action13

Click on OK, and then OK from the BACKUP DESTINATIONform.

14 Click on Options.






Step Action15 Select Overwrite (if required)

16 Click Ok to start the backup.

Click Ok when the backup is completed

17 Close SQL Server Management Studio Express.

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