Basic Features

Master Name and Address File -- The Master Name and Address File may include all members or non-members, participants in your various events, activities and fund raising campaigns, as well as current and recent donors and prospects. In addition to standard demographic data, this file may contain a wealth of information for various lists and records that you wish to maintain to assist you in profiling your members, participants, donors or prospects.
An extensive array of code fields are available and are user definable to permit you to customize much of the screen mask to your specific needs. This will give you virtually limitless flexibility in characterizing, defining and then selecting member and non-member records. Just a few of the countless ways in which codes may be used to profile accounts are:

• Type or class of account codes - member, non-member, trial member, social service client, affiliate, donor, prospect, etc.
• Fund raiser or solicitor codes.
• Region, chapter or area code - NY, IL, FL, CA, etc.
• Mailing list source codes.

Membership or Donor lists and/or mailing labels are available on demand from these files. Envelopes (individually or continuously fed) may be addressed directly from the name and address file. Rolodex or index cards may be produced with names, addresses, telephone numbers and other account data. ZIP sorting and ZIP code summaries, required by postal authorities for bulk mailing, are also provided.
To facilitate the process of selecting names or accounts, the system maintains three indices, the first being on account number and the second being on the account last name plus the first initial. Yet another indexed field, the "sort name", is useful in selecting individuals by their company or organizational affiliations. This greatly speeds searches on large files. Letters for solicitation or other purposes may be generated to selected groups of accounts. A separate name may be maintained for salutation and for label purposes. Personalized letters may be generated via a standard word processor, linked to the name & address file.

Alternate Address File -- An Alternate Address file is maintained for any number of additional account addresses (e.g. business, summer or winter addresses). This information may be printed together with the regular name and address data in a master directory printout. It may also be printed as a separate report of alternate address information only. Accounts may be selected by profession to create reports, labels or personalized letters. For any account you may designate an alternate address for statement purposes.

Committees and Other Associated Groups File -- A file may be maintained for various groups within the organization (e.g. officers, committees, individual interests, participation in events), for seasonal membership to health club or other non-scheduled activities, or to further characterize members, donors or prospects. This file may be used to create lists and/or mailing labels or envelopes for any of the defined groups, or subgroups within a group. Letters to members of a specified group may be generated via the link to word processing. Fees may be recorded in the Group File and automatically transferred to Accounts Receivable for billing purposes.

Participants Module -- A key element of the system, this module enables you to register and track member participation in courses, classes, programs and activities. This module actually consists of five individual but related files:

Activity File -- Used to define an inventory of activities, classes and programs. Activities may be easily added to and updated in the inventory and last year's inventory may be easily copied to create this year's inventory. This file includes such information as days and times, beginning and ending dates, room number, instructor, minimum and maximum registrants, number registered, number on waiting list, member and non-member registration fees and charge codes, late registration fee and late registration date to trigger late registration fee, and up to five more fee definitions.
Participant File -- This file contains participant's name and address and phone number (if different from the main household), sex, marital status, adult/child code, school and grade, birth date, enrollment date, social security number, several user-definable codes and a comment field.
Registration File -- Accommodates all the information relevant to the registration of a participant in an activity, including activity code and description, activity charge and year, registration fee, registration date (used to trigger the fee), additional fees, cancellation date, method of payment, credit card code, wait list code, miscellaneous user-definable codes and a comment field.
Emergency Contact File -- Enables you to record several emergency contact names, phone numbers and other relevant information for participants.
Information from the Participants Module may be viewed on screen or printed in a variety of reports, including labels or other special forms, or linked to a standard word processor for personalized letters. Since the entire MARKS system is fully integrated, all fees recorded in the Participants Module are automatically transferred to the Accounts Receivable System for billing purposes.

Accounts Receivable/Fund Raising System -- MARKS provides a customized Accounts Receivable System geared to a non-profit organization's membership and fund raising needs. The Accounts Receivable System keeps track of all dues, activity registration and other fees, and donations that are pledged, owed, or paid to your organization. A facility is available for recording and automatic billing of multi-period charges or pledges. Every money item, debit or credit, may be recorded as a transaction.
A historical as well as a year to date file of transactions is maintained on-line. More than 1,250 different charge codes may be user-defined and used to designate and track income by source or by campaign (e.g. Activity Registration Fee, Building Fund, Winter Campaign, etc.).
Every charge code may also be associated with a charge year, allowing you to define and isolate income items by year as well as by category. This powerful feature, among other benefits, enables the user to produce reports or personalized letters to members or donors who have participated in an activity, campaign or event last year but not this year or in one activity or campaign but not another.
Acknowledgment letters, or receipts for monies received or reminder letters for past-due items or unredeemed pledges may also be created. MARKS will provide you with an easy-to-use facility for recording contributions and issuing receipts and year-end reports to donors in conformity with the (U.S.) Revenue Reconciliation Act of 1993.
Statements may be generated whenever desired. In addition to statements, aging reports, cash receipt journals, various other transaction reports, such as year-to-year comparisons by income category, may be generated on demand.

Link to Word Processing -- A link file of names and addresses, as well as financial information, may be created from the Master Name and Address file, Group file, Participant file or Accounts Receivable file. This link file may then be used by WordPerfect, Microsoft Word or other word processor, in the preparation of receipts, personalized solicitation letters, reminders or thank you letters.

Optional Features

Dinner and Special Events Reservations Module -- Very useful for the management of your various dinners or other activities where reservations are taken and/or tables are assigned. Alphabetical lists and/or lists by assigned table numbers may be generated on demand, reflecting last minute changes, simply and expeditiously -- an otherwise arduous, time-consuming task.
To simplify the procedure of assigning table numbers, the system enables you to generate index cards for each reservation made. The billing for the dinner reservations may be automatically generated by the system and recorded in the Accounts Receivable section of the system - a great saving of time and effort.

Journal Ads Module -- Journal ads, including the actual text, may be recorded and maintained on the system. Lists of ads or index cards with each ad, or lists by ad size or by solicitor may be generated. Ad texts may be transmitted by diskette to the typesetter for computerized typesetting, greatly expediting the journal's production and possibly reducing its cost. The billing for the journal ads may be automatically generated and recorded in the Accounts Receivable section of the system. General Comment/Memo Module -- An extremely versatile system with endless uses, this module will enable you to store an unlimited number of free-form items of account information in an organized fashion. The file contains fields to define the type of comment or memo record, three dates, a money field, and a an extended text field in which to record extensive textual information. Virtually unlimited records per account may be maintained. Reports of information from this file are available via a standard menu. Thus, information from this file may be retrieved by comment type, by solicitor, by range of dollar amounts, by entry date, last call date or next call date, and by up to three "key words" in the text field, making its utility as an effective "tickler" system unsurpassed. Ten categories of passwords provide user privacy and protection of sensitive data.

Calendar Of Events/Facilities Management Module -- This module enables you to record all events scheduled in your facilities or by your organization, by date and room number or location. Each record may contain the date, start and stop time, room number, user name (member or organization), and some other basic information about the event. Repeated (cyclical) events may be booked in a single step. The system checks and protects against the possible booking of two events in a single facility/time slot.
Lists are available by date, by room number, by user name, or by type of event. Rental fees recorded in this file may be billed through the A/R System. Lists of open slots (i.e. available rooms) may be produced by room number and date or time.

Registration Point Of Sale Module -- The Registration Point Of Sale Module combines "cash drawer" and Accounts Receivable viewing functions, to provide the registrar with easy entree to selected A/R functions. These functions are accessed from the Registration screen and include 1) "View/Pay" functions; transaction entry functions; and printing. "View/Pay" functions include viewing the details of the POS file for the curreny account including a toggle display of a summary by Charge Code/Year and adding or deleting specific transactions to this account. Payment Allocations may be made using MARKS "auto cash entry" function. The Point Of Sale Module also permits the global billing of registrations for the 'current account" as well as for membership dues and special fees at the time of registration. bar-coded Membership and Registration cards with itemized invoices attached may also be printed through this module.

Special Event Seating (Theater Style) Module -- Records for special events, where seating is theater style, e.g. concerts, theater parties (either on or off premises), may be maintained by this module. The program permits you to define multiple individual inventories of seats for an unlimited number of special events. Reservation records may be saved for historical purposes, if necessary. An initial seat inventory of your auditorium or theater facility may be custom built by us into your Special Event Seating Module. Seats may then be assigned to individuals as reserved, with provision made to prevent duplicate assignment. Lists of seat holders, both alphabetical or by seat number, may be generated as well as vacant, or unassigned, seats. The system also permits you to print seat tickets. Charges for seat reservations may be generated and recorded automatically via the built-in link to the A/R module.

Link To General Ledger -- This facility permits you to automatically post transactions from the MARKS Accounts Receivable System to the popular RealWorld General Ledger system which we support. Links to other standard General Ledgers are also available. Automatic Due-To/Due-From posting for Fund Accounting and either cash or accrual basis accounting are all accommodated.

Other Software Services

Word Processing -- This is accomplished by any of several powerful standard microcomputer software packages that can be integrated with the various demographic and accounts receivable files described above. MARKS provides the necessary links from the Name & Address System and from the Accounts Receivable System to a standard word processing package. ESF can provide the necessary training in the use of several popular word processors.

Accounts Payable, General Ledger and Payroll -- These functions may be accomplished with the popular standard Accounts Payable, General Ledger and Payroll software packages by RealWorld Corporation. ESF can provide the necessary guidance in set up and conversion to these systems and training in their use. ESF also has available a link, which permits the automatic posting of MARKS Accounts Receivable data to the RealWorld General Ledger, as well as to several other standard General Ledger packages.

Conversion of Records From Your Existing System -- We are prepared to evaluate and undertake the conversion of your data from your existing system, computerized or manual, to MARKS. If your name and address records are being maintained on a computer system, a computer to computer conversion may be possible. Such an effort must be individually discussed to ascertain its feasibility and cost. Conversion from "hard copy" is also available. Conversion of data before startup greatly facilitates the acceptance and learning of a new system and is strongly recommended.

You may rest assured of ESF's full cooperation in making the process trouble-free, and with a minimum of disruption of your day-to-day activity.