ges for a Member
  • Adding Payments for a Member
  • Print Statements for Members
  • Graduate Actives
  • To Graduate a Member:
  • Activate Pledges
  • To Activate a Pledge:

    Each member of your fraternity has an account stored in The House Manager. This account will track all charges to the member, all payments, and schedules for payments.
    If you click on the fourth tab, the Account Information dialog will be selected, as shown below.
    This screen contains financial information pertaining to the selected member. The main list-box in the middle of the screen shows the current member's credits and debits for the current term as well as descriptions of all charges and payments. The dialog box also has a field showing the member's current balance for the term, and any outstanding balances from previous terms.


    There is a payment information box below the main list showing the number of payments set up for this member, how many have been made, and how many are outstanding. The first field in the box is an editable field labeled Sched Payments. You may click on this field to change the number of scheduled payments for this member. The other fields in the box are generated fields that will show you the number of payments received, the number of payments remaining, and the total amount remaining. When you add a new payment (see below), these fields will be automatically updated.
    The Show All Transactns button allows you to toggle the main list between transactions for the current term only, or for all transactions. When you click on this button, the red title at the top of the dialog will change from Member Transactions For Current Term Only to All Member Transactions, and the button text will change to Show Cur Transactns.

    Adding Charges for a Member

    If you click on the Add Charge button on this screen, the following window will open:

    There are four editable fields on this menu: Charge Amount, Charge Date, Charge Type, and Charge Notes. Enter the information requested. You may leave a field blank, if you wish.
    To enter a charge:

    1. Click on the Charge Amount field and enter the dollar value of the charge.
    2. Click on the Charge Date field and enter the date in MMDDYY format.
    3. Click on the Charge Type field, and enter a charge type. This field also has a drop-down list of pre-defined charge types. You can click on the drop-down selector, then click on one of the pre-defined types.
    4. Enter any additional information about this charge in the Charge Notes field. Doing so is optional and the information will be displayed for reference purposes only.
    5. Click on the Save and Close button to return to the member's account screen, or Save and Repeat to save this charge and enter another. If you wish to abort the entry process, click on Cancel.
    Note: You can move from field to field by using the TAB key , and move to the previous field by pressing Shift+Tab.
    Note: If you need to add the same charge to many members, use the Add Fee button to add them all at one. This feature is documented in Chapter 7.

    Adding Payments for a Member

    If you want to add a payment for a member, click on the Add Payments button. The following window will open:

    There are four editable fields on this menu: Payment Amt, Payment Date, Payment Form, and Check or Card Number. Enter your information in these fields.
    To enter a payment:

    1. Click on the Payment Amt field and enter the dollar value of the payment.
    2. Click on the Payment Date field and enter the date in MMDDYY format.
    3. Click on the Payment Form field, and enter a Payment Form. This field also has a drop-down list of pre-defined payment forms. If you like, you can click on the drop-down selector and click on one of the pre-defined forms.
    4. If the payment is by check, enter the check number in the Check or Card Number field. If the payment is by credit card, enter the card number here.
    5. Click on the Save and Close button to return to the member's account screen, or Save and Repeat to save this payment and enter another. If you wish to abort the entry process, click on Cancel.
    Note: You can move from field to field by using the TAB key, and move to the previous field by pressing Shift+Tab.

    Print Statements for Members

    The Print Statement button will allow you to print a statement for the currently selected member.
    1. Click on the Print Statement button. This window will open:


    2. Enter the due date of the payment in MMDDYY format.
    3. The Other Memo box provides an place for you to enter a note to this member on this statement. You can also enter a general note to appear on everyone's statement. Filling in this box is optional.
    4. Now click OK, and you will see a standard printer dialog box from which you can send a statement to your system's printer.

    Click here to see a sample statement.

    Graduate Actives

    When a current member graduates, you will want to move him from active status to alumni status. You do that with the Graduate Actives function.
    Select Graduate Actives from the Members menu. The window shown below will open up on your screen.
    At the top of this window is a drop-down list showing all of the chapters available (if you have multi-chapter support). Clicking on this will drop down a list of all chapters. You can click on one to select it.

    The rest of the dialog box is divided into two halves. The left half shows all current active members. The right half shows all the members that you have selected to graduate. You can move members from one side to the other by using the Add and Remove buttons found between the two panes. The All button will move all members from one side to the other, and the Reset button will move them back again.
    Once you selected all the members you wish, enter the year of graduation in the field on the lower left of the dialog (it will default to the current year), and then click Graduate.
    If you wish to abort this procedure, click Cancel at any time.

    To Graduate a Member:

    1. Scroll through the list of members in the left-hand pane of the dialog box.
    2. Click on the member to highlight the member.
    3. Click on Add to move the member to the right-hand pane.
    4. Repeat with each member that you wish to graduate, or click on All to select all members.
    5. Click on the date field and enter the year of graduation (or use the default).
    6. Click on Graduate to complete the process.

    Activate Pledges

    When members have gone through the pledge process, you will want to activate them to active member status. You do this through the Activate Pledges menu option.
    When you click on Activate Pledges the following window will be displayed:

    At the top of this dialog box is a drop-down list showing all of the chapters available (if you have multi-chapter support). Clicking on this will drop down a list of all chapters. You can click on one to select it.
    The rest of the dialog box is divided into two halves. The left half shows all current pledges. The right half shows all the pledges that you have selected to activate. You can move pledges from one side to the other by using the Add and Remove buttons found between the two panes. The All button will move all pledges from one side to the other, and the Reset button will move them back again.
    Once you selected all the pledges you wish, enter the date of activation in the field on the lower left of the dialog (it will default to the current date), and then click Activate.
    If you wish to abort this procedure, click Cancel at any time.

    To Activate a Pledge:

    1. Scroll through the list of members in the left-hand pane of the dialog box.
    2. Click on the pledge to highlight the pledge.
    3. Click on Add to move the pledge to the right hand pane.
    4. Repeat with each pledge you wish to activate, or click on All to select all pledges.
    5. Click on the date field and enter the date of activation (or use the default).
    6. Click on Activate to complete the process.


    Chapter

    5

    Billing
    Creating Your Chapter Budgets and Statements

    Once you have entered your chapter and member information, you need to create a budget. Your budget will help you manage your chapter's income and expenses effectively. The House Manager makes budgeting a snap.