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La Celeste Maintenance Receipt Dispatch

System Users Manual


Table of Contents
S.no

Chapters

Page Number

1)

Introduction

02

2)

How to install the system

02

3)

Detailed descriptions of:

11

4)

5)

i. Menu Form

11

ii. Input Forms and Procedure

12

iii. Output Reports and their purpose

31

How to:
i. Print and Save reports

35

ii. Navigate between pages

40

iii. Take a backup of data

41

iv. Restore data later on.

44

A Troubleshooting guide

45

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6)

Glossary

47

A small essay on what this document is


about:
User Documentation is a type of document which
provides the user the necessary information in order to
tackle a problem faced during operation. Or to put it into
simpler words, it helps those who got stuck at some level
in the program by giving them directions on how to
escape that problem. Well, this is advantageous isnt it?
Common, lets proceed.

How do I install the system in my computer?


The installation of the software is as easy as pie. But in
order to install it, first make sure that you run an
operating system of Windows XP Service Pack 3 or
later. Oh! And see to that your system also has
Microsoft Office 2007 or later. The installation of these
software can be done by purchasing the CD available in
stores. In order for the program to be operated, some
devices such as a Keyboard, Mouse and a monitor are
needed. For any printing purposes, A Black Laser jet
printer is advisable.

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Installation via Object File (easiest method):

Copy the Object File (LCM.exe) and


Database(Maintenance Database-Final.mdb) to D:/La
celeste/

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Heres the tricky part: move the pwd.dat file to


C:\Users\YourPCName\AppData\Roaming\VBProj
Carefully. You cannot find the AppData Folder since this file is
hid by the OS. Type \AppData to the extension in the
address bar

If an authentication pops up, click Continue. The


above image is just an example of authentication
pop-up.

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Now run the program by clicking the object file twice .


Enjoy the program

Installation via Setup File:


This installation is a bit long but a lot of manual work is
highly reduced since the setup file takes care of talking to
the OS about the program on your behalf.

Run the Setup File

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A Dark blue colored Welcome Screen will be


displayed to you. If you see any other color, the
program is either corrupted or the monitor is not
working properly.

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If you want to change the location of the software


files to some other location, Click Change Directory
and locate the folder you would like. Its better to
keep the location as is.
Click on the Small Computer Icon present above the
location at the top right corner.

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Click Continue

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The Installation has started. You will find this output


when you click continue. This is just adding the
necessary files to the OS so the program can function
better.

After a few minutes, an output message saying the


software is successfully installed will be shown.

How do I use:
The program consists of 4 forms and one menu. Some of
the forms are connected to a database. Why is it
connected to a database you ask? Well, it stores all the
input from you and other calculative data so you can
verify them later in the future.

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Menu Form:
After the login credentials are valid, the program will first
take you to the Menu Form. This is a common place
where the user can select the desired forms or functions
by triggering them. This menu also contains the Account
Settings option where options to exit the program exist.

Main forms
where
operations for
generating a
receipt are
doneApartment
Information
and
Maintenance
Payment forms
are present

Security
related
settings
and
exiting
program.

Just a
version
number.

One-click
help guide.
The User
document
opens up.

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Login Form:
This is the first form to show up when the program is
opened. Only after successful entry here will you be able
to enter the program.

Space for
entering Login
credentials.

After Credentials are


entered, Click Submit to
continue

Clear both the space


for new entry of
credentials.

Close the
program

The other commands are presented by the form which


includes minimizing and re-sizing to full screen.
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General Apartment Information:


This form can be chosen from the Main Menus
ViewOption. This form consists of the general details of
the owners of the La Celeste Community. These details
are fetched from the MasterDB table present in the
database. The Flat ID of every apartment is unique to a
particular owner. The data is necessary in the case of
dispatching the receipt to an owner. The layout of the
form is shown below:

Fetched
Details at
startup

Display
s the
first
record

Displays
the
previous
record

Goes
back
to
main
menu

Moves
to the
next
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record

Moves
to the
last
record

Saves
any
edited
data

Shortcu
t to
Paymen
t form

The Search function when clicked activates a combo box


which shows all the Flat IDs. The user can select a
particular Flat ID and the details will be shown in the text
boxes present above the command buttons.

Data Input Type


Apartment No. : Short Text
Name_Of_Owner: Short Text
Sq_ft: Number
Email ID: Long text
Alternative Contact: Long Text

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Maintenance Payment Details:


This form can also be chosen from the Main Menus
View.This form fetches the maintenance payment details
from the PAYMENT Table in the database. The user can
look up, Input, and generate receipt for maintenance
payments. The layout for maintenance payment details Opens
Generates
Generates
MS
Generates
are shown below: report with all
report with all
Reset all
payment
s
annually

Click on
Flat ID to
input
details

Displays
Payment details
frame when
clicked

Enable
editing
Choose
Flat ID
here

contact details
for all flats

Sav
e
Dat

Go to
Main
Menu

payment
details for all
flats

Searches
data
correspondin
g to Flat ID

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receipt of
the flat
which is
opted

Filters
Paid
Members
only

OutlookCompos
e Mail

Data Input Type:


Apt_No. : Short Text (e.g.P4C3E)
QTR: Short Text (e.g.Q3 or q3)

Resets
every
quarter
payments
data

Date_of_Collection: Date/Time
(e.g.02/02/2015)

SQR_FEET: Number
AMOUNT: Currency (e.g.Rs.45000)
STATUS: Short Text
BANK: Short Text
CHEQUENO: Short Text (e.g.A123456)
BRANCH: Short Text
AMTPAID: Currency
BALANCE: Currency
OTHERS: Currency
TOTAL: Currency

Password Replacement Form:


This form is one of an essential form in the program since
the passwords can be changed for security reasons. This
form can be opened from Main Menus Account
Settings.

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Enter your old


password here

After passphrase
is entered, Click
Submit

Enter your new


passphrase

Clear all input


from
textboxes

Navigate
to Main
Menu

Close the
form

The User should enter the data into the text boxes
provided. After you have entered the new passphrase,
then click submit to change it. If the old password is
wrong, an error message will pop up.

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How do I add Data to the database via forms?


Adding data to the program can sometimes be tricky. How
do I add data to it you ask? Well heres the solution:
Adding data for all the forms are shown below:
Login Form:

1- Enter the Credentials into the text boxes


2- Click the Submit button and wait for the login
screen to take you to the Main menu.

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An unauthenticated login will result in producing an error


message. It looks something like this:

General Apartment Information:


The two main data entry in the form is present only in
changing the contact details and searching for a flat
details using the Flat ID. The other inputs are nothing but
navigating between records.

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Modifying Data:

In the case of changing details in the form:


1- Change any details that you wish to modify.
2- After all the details are modified, click the
UPDATE DB button present at the bottom right
corner of the form.

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Searching:

1- First, click on the search button, this will display a


drop down list with all the Flat IDs.
2- Now click on the Flat ID for which you wish to acquire
details. You can scroll down or up by using the UP or
DOWN arrows in your keyboard or use the up and
down options present in the drop down list itself.
3- When you click on the Flat ID, the data of that
particular Flat ID will be displayed here.

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Payment Form:
This is the only form in the program where a lot of manual
input, i.e., a lot of data entry, is present. Here, You can
add the payment information for a particular flat, search
for a flats payment details, reset the payment details,
reset the whole table annually, filter the paid members,
generate invoices and reports for the owners as well as
for filing it for official use. This form also contains the
function of starting a compose mail which is used for
dispatching the invoice.
Alright, now how do I reset the payment details
annually?

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1- First click this button. As soon as this button is


clicked, a Create the payment table frame along
with the report generation functions will be
displayed.
2- Click this button to start the process of resetting the
table for new yearly quarter payments.
Note: This option is when the quarter payments is
calculated and created for the whole year. So
remember to do it once in a year only.
3- The Authentication pop-up will be displayed to you.
Enter your username. After the username is entered,
enter the password in the new popup that will be
displayed.
4- Close the form and go to main menu. Now open the
form and continue with the function you desired to
do.
Note: This form is restarted since program didnt
refresh regularly.

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How do I add data for a particular Flat ID?

1- Click on this button.


2- The Payment Details frame will be displayed as
soon as you click.
3- Now select a Flat ID for which you wish to add data
for. Some popups will arise asking you to enter data
into the box.

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10

4- In this box, you will enter the maintenance amount


paid by the owner.Validation rule: Numbers only.
Nature: Integer
5- In this input box, you will enter the date on which the
payment was received.
6- Here, you will enter the name of the bank where the
transaction took place.
7- Enter the Branch of the bank at which the payment
transaction took place.
For points 6 and 7, validation rule: Alphabets
only. Nature: String
8- Here, enter the cheque number given by the owner
to process the payment.Validation rule: length
must be less than 8 and greater than 6.
Nature: alphanumeric
9- Here, enter the quarter for which the payment was
made.Validation rule: The first letter must be
Q or q only. Nature: alphanumeric
10Here, you will enter any off-chart(extra
payments) that will be added to the total amount.
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How do I generate an invoice for a flat who paid?

1- First click on the PAID MEMBERS button. This will


display a new frame that contains those who paid the
maintenance dues.
2- Click on the record for which you wish to generate a
receipt.
3- Click the button now. This will display the receipt
with all the payment information laid out.
How do I search and edit data for a particular
record of a Flat ID?

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1- First click on the GO TO button.


2- Next Choose a Flat ID for which you wish to search
payment details.
3- When you click SHOW ME!, the pointer will move to
the corresponding record where you can check the
details.
4-Now click on EDIT and continue to edit the details.

Okay, How about resetting the payments for every


quarter?
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Note:This process will reset every quarter details and


payment values, including the annually paid members, to
zero. So care must be taken before resetting.
After you have copied all the members, if any, who paid
the maintenance dues annually to a text file or a
notepad, then continue to click on 1. A pop up message
will appear reconfirming the task.
Click YES in the pop up message and you are done.

Can I send mails from the program directly?


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The software provides dispatch of invoices via mail. But


this process is accomplished only with the help of a third
party application through which the invoice can be
dispatched. So in a way, the software is responsible for
dispatching the mail.
1

1- After the invoice is generated and saved to a folder,


then click on CREATE EMAIL button.
2- As soon as you click on the button, a pop up
message will be produced by Microsoft Office
Outlook. This is to authorize whether the mail can be
sent on your behalf. After a few seconds, the Allow
function will be activated. Click on Allow now.
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3- The Compose Mail window will appear on your


screen now. Attach the generated invoice to the Mail.
Now move to the apartment information form for the
contact details.
4- Now search for the Flat ID for which this invoice must
be sent. Now copy the Email ID displayed and paste
it in the TO: field in the Compose Mail body.
5- If necessary, you can edit the Body and/or the
Subject fields.
6- Click send in the Mail window. You have successfully
dispatched an invoice to the respective owner.

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Report Production Forms and Reports:


The report production function is present in only the
Maintenance Due Payment Details form since this form
is where most of the calculative processes and other data
are done. This form is used to produce 3 different kinds of
reports using different criteria.
These reports are:
1)Contact Report: Includes contact details of all owners
of all flats.
2)Overall Maintenance Report: Includes maintenance
payment details of all owners of all flats for filing.
3)Maintenance Invoice Receipt: This is where all the
maintenance details of a flat are laid out as a receipt.
The layout of the report production forms and reports are
shown below:
When Clicked, A report
with all contact
information of all
owners are laid out
and generated

All the maintenance


payment data of all
flats are laid out on the
report.

Generates a receipt
with the maintenance
payment details of a
flat which can be sent
via mail

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Contact Report:

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In the case of contacting an owner, the need to open the


program in order to fetch the contact details can be cut
down highly because this report will hold all the contact
details of all the flat owners. This report can be saved and
later viewed for any other references.

Overall Maintenance Report:

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This report contains all the maintenance payment details


of all the flats in La Celeste. Using this report, an official
in the maintenance department can filter the unpaid
members. For example, we can see that P1B4B, P1B4E,
P1C1D and P1C1E have not paid their maintenance dues.
Using the contact report, we can collect the contact
details and notify the owners of the mentioned flats to
pay their maintenance dues.
Moreover, this report will deduce the information of how
many owners paid the maintenance dues annually and
how many paid for separate quarters.
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Maintenance Invoice Receipt:

This is a demo of how the Maintenance Invoice receipt,


that will be dispatched, looks like. In this report, you
can find the amount to be paid in the Debit Column
and the paid amount in the Credit column. The + 0
next to the amount to be paid shows the addition of
other any off-chart payments like Capital Expenditure
and Property Breakage costs.

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The Particulars column contains two sub headings


namely TO: and FROM. The TO: heading shows to
which flat this maintenance due is for and the FROM:
heading depicts the processed amount at the bank to
the payee, i.e., maintenance department.
The Closing Balance is the Difference between the
Amount to be paid and the amount paid, i.e. DebitCredit.
The Receipt always holds the date and time of the
receipt generation for future reference by the
maintenance department officials and also as proof
that the payment was made.
The receipt finally shows the status of receiving the
payment.This receipt also contains the quarter for
which this payment was made. Furthermore, this
receipt contains the Flat ID which avoids the confusion
of whose receipt it was.

Printing Reports? How do I do that?


Well, Printing is necessary under some conditions, like
official filing for future references or easy analysis
without the need for the program. Printing a report is
very easy. Let me show you how:
Note: The process of printing shown below is applicable to
all the reports.
First open the report you wish to print. Now, follow the
instructions given:
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A Screen like this will open up.


1- Click this button which is the first button located at
the top left corner.
A New Frame with the printing options will pop up.

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Select a printer and then click Print.

To change the preference of layout, Click Preferences


and change the orientation to the one you like.
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Note: It is recommended not to change any orientation


of layout. The layout is already preset to produce a high
quality receipt template.
How do I export the document to a folder?
Exporting, or saving, the document can be done easily
using the steps mentioned below:

Click on the second button located at the top left


corner.

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When you click on the button, the Export windows will


appear on the screen. Enter a file name now. It is
advised to type the name of the flat along with the
payment of the quarter payment paid for easier access.
Choose the folder where you wish to save

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You can save the file in either *.html or *.txt. Since


*.html was preset to lay out the details, It is
recommended to not change the type.
Just click the Save button and youre done!
How do I move between pages without saving the
file?

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Moves to the first


page

Moves to the
previous page

Enter the page


number here

Moves to the
next page

Moves to the
last page

Using the navigator tool present at the bottom left of the


report window; you can shift between the pages.

Backup and restoring data:


Backing up data:
Backing up is a very important process and it is
suggested to be done frequently. In the event of a system
crash or data corruption, a backup can be restored to
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recover the lost data. In this way, you can save the time
of entering the details again. Backing up data is very
easy with the help of Microsoft Access.
Before starting this process, it is advised to close all other
applications. The steps below show how backing up the
data is possible:
1)Open the database, in this case Master
Database-Final.mdb

1- Click on the Options button. This will now open a


Security alert window. If there was no Security
warning then proceed to step 2.

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2- Click this option and hit OK.


2)Now move the cursor over to the office button
located at the top left corner in the shape of a
circle.

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3- Move down to Manage and single-click on it.

3)Now move the cursor to the Back Up Database


Option and single-click on it now.

4) Now choose a destination where the backup is


to be saved. It is preferable if the file is saved in
a place like a CD-RW or a Flash Drive. Hit Save
and you have successfully backed up the
database.

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Restoring data:
In the event of data loss, rename the backed up database
to Master Database-Final without quotes and move the
file to D:/La celeste/.
The program will now read from the backup and continue
to process the data.
An alternative way is to import the backed up database to
a new database. This can be done by following the steps
mentioned:
Open a new database.
1

Now click on the Access option (1) present in the


External Data tab.

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Now locate the backed up file by using the Browse


function or by manually entering the location. Later,
Click OK.

Troubleshooting Techniques:
My program is not displaying any data from the
database:
This means that either the program-database connection
is broken due to invalid path or the database has been
converted to a different format during saving.
Check if the location path is as specified in the
Installation column.
Check if the database is of the format Microsoft
Access 2003-2007 with extensions either *.mdb or
*.accdb
Close high-memory using applications.
My Program is not allowing me to enter the
program:
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This situation arises only in situations where the


authentication credentials are invalid or the password file
is could not be read.
Verify that the credentials that you entered are
correct.
Check if the password file is located in the proper
location.
Check if the user account has enough privileges to
read and write to the primary hard disk.
I am not able to input any data into the program:
This situation is very rare. This situation is usually due to
any hardware or OS related problem. In some cases, it is
due to the program also.
Check if all the hardware drivers are up to date.
Check if the keyboard is connected to the system
properly and the LED lights are glowing on the
keyboard.
Check if the program has enough memory to
operate.
Activate any functions that allow edition to take
place in the program.
I cant print any reports:
This situation is mainly hardware related and rarely
software related. This problem has no relation with the
software.
Check if all hardware drivers are up to date.
Check to see if there is enough toner to print.
Check to see if the printer cables are intact and
connected to the system.
Verify if the power supply is present to the printer.
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Check if the correct printer is chosen from the printer


list during printing.
My Program Crashed:
This situation arises when a huge amount of data is
processed beyond its limit. This situation is rarely
experienced. Other causes can be due to the system OS.
Check if there is at least 400 MB memory free in the
RAM for the program to work.
Run the program in compatibility mode, mostly with
a lower version of OS.
Avoid entering special characters and other new
unknown characters into the program which cannot
be recognized by it.
Try to process minimum amount of data at equal
intervals.
Scan the system for any computer viruses and/or
Malware.
My Database Crashed:
This problem arises only due to the application software
and rarely the OS. The program has a little to account for
the crash.
Make sure that the Microsoft Office is genuine.
Avoid entering any unknown characters and other
oppositely natured data into the fields.
Make sure you restore a backup to recover any lost
data.
Make sure the program has enough memory to read
and write from the database.
Try updating Microsoft Office from the internet.

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I couldnt send mail via the function in the


program.
This problem is mainly software related. This can happen
when the OS denies access due to security reasons or
when the program cannot find a path for the outlook file.
Verify if Microsoft Outlook has access through
Windows firewall.
Check if Microsoft Outlook is installed in the system
and your account is configured to send and receive
mails.
Check if there is internet access and is working
properly.
Close un-necessary programs to increase memory
space.

Glossary:
Activate: To make something active or operative.
Application: Application software is a set of one or more
programs designed to allow the end user to perform a
group of functions, tasks or activities.
Authentication: This is a method by which a system
verifies the identity of a user who wishes to access it.
Authentication is essential to effective security.
Authorization: Giving official permission to some entity.
For ex: An OS authorizes a user to operate its functions.
Alphanumeric: data that consists of both letters and
numbers. For ex: Ah3lp4x9.
Backup: In Computing, It is a copy of a file or other item
of data made in case the original is lost or damaged.
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CD-RW: A blank compact disc that can be recorded


erased and rerecorded many times.
Combo Box: In Computing, It is a type of dialogue box
containing a combination of controls, such as sliders, text
boxes, and drop down lists.
Compatibility: In Computing, It is the ability of one
computer, piece of software, etc. to work with another.
Crash: A Crash in computing is when a computer
program such as a software application or an operating
system stops functioning properly.
Data: The quantities, characters or symbols on which
operations are performed by a computer, which may be
stored and transmitted in the form of electrical signals
and recorded on magnetic, optical or mechanical
recording media.
Data Corruption: It refers to errors in computer data
that occur during writing, reading, storage, transmission
or processing which introduce unintended changes to the
original data.
Database: A structured set of data held in a computer,
especially one that is accessible in various ways.
Dispatch: Send off something to a destination or for a
purpose.
Driver: A driver is software that allows computers to
communicate with hardware or devices. Without drivers,

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the hardware connected to the computer will not work


properly.
Firewall: In Computing, It is a security feature that
protects a network or system from unauthorized access.
Flash Drive: A small electronic device containing flash
memory that is used for storing data or transferring it to
or from a computer.
Form: In computing, a form is a window that can be
customized to create the user interface of your program.
A form can contain menus, buttons, list boxes, scroll bars,
etc.
Hard Drive: A disk drive used to read from and write to a
hard disk.
Inputbox: An inputbox is a specially designed dialog box
that allows the programmer to request a value from the
user and use that value as necessary.
Integer: A number which is not a fraction; a whole
number.
Internet Access: It connects individual computers,
mobile devices to the internet enabling users to access
internet services such as email and the World Wide Web.
Microsoft Office: It is an office suite of desktop
applications, servers and services for Microsoft Windows
and OS X operating systems.

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Nature of Data: The type of data which is read or


written by the program. Ex- 95 is an integer, Laptop is
a string.
Page Orientation: It describes the way a document is
printed or displayed on a screen. The two main types are
Portrait and Landscape.
Primary Hard disk: The primary hard disk is a disk
where the Operating system is installed. Primary hard
disks are often called the C drive.
Process: In Computing, A series of actions or steps taken
in order to achieve a particular end.
Operating System: The low-level software that supports
a computers basic functions such as scheduling tasks
and controlling peripherals.
Restore: Repair or renovate a database so as to return it
to its original condition.
String: In computing, a string is any finite sequence of
characters (i.e. letters, numerals, symbols and
punctuation marks)
Table: All data in a spreadsheet is stored in the form of
tables.
Update: An act of making the program more modern or
up to date.

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User Privilege: A user privilege is a right to execute a


particular type of SQL Statement or a right to access
another users object.
Validation: An act, process, or instance of determining
the degree of validity of data.
Window: In Computing, A window is a rectangular
portion of the display on a computer monitor that
presents its contents seemingly independently of the rest
of the screen. Windows are one of the elements that
comprise a graphical user interface.

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