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Section 2 |
The objective of this section is to acquaint new users of TheGreatMultitude with its general layout, basic functions and the procedures utilized for data entry and reporting. By the end of this section the new user should be familiar with the basic layout and interaction of TheGreatMultitude and be able to enter basic personal Partner information and produce an address and phone listing of Partners as well as produce mailing labels sorted by Zip/Postal Code.
This material is presented in the form of a first person tutorial and is best used printed so that the user can read the steps and then perform them.
Before we can begin, you must have your computer connected to the Internet and you must have previously registered for use of TheGreatMultitude. If you have not, you may do so now by going to www.TheGreatMultitude.com.
If you have not already done so, go to www.TheGreatMultitude.com.
Log into the site by clicking on the Login button 
in the upper left corner of the window.
This will open the Login window.
Enter the same E-Mail
Address and Password you entered at your initial registration and then click on
the Login button. 
.
If you forget your password, click on password and your password will be e-mailed to you immediately.
If you use more
than one TheGreatMultitude database, you will be given an opportunity to pick
from the databases you have access to.
To avoid this step, set a different password for each database.
You are now logged into TheGreatMultitude and are looking at the Opening Screen.
When exiting the various windows and screens, you should not use the closing X in the upper right of the window/screen as this may terminate the program requiring you to login again.
The Opening Screen is the start point for TheGreatMultitude. From it you can branch to other windows and screens that allow access to all of the functions and information available from TheGreatMultitude.
The primary function of TheGreatMultitude is the management of your Partner list. But before you can perform any functions on the Partner information, you must first enter it into the database. The following steps will demonstrate how to enter that information as well as show you how to make changes to it and delete information that is no longer required.
On the Opening Screen, click on the Add New icon 
.
This will open the Partner Info – Name Detail window.
Figure 2-5 Partner Info – Name Detail Window
Select Partner Type as Individual/Family if it is not already selected. (1)
Type in “suzy” in the First Name box. Do not type the quote marks. (2)
Hit the TAB key on your keyboard to advance to the next box. If you accidentally tab too far, hit the TAB key while holding down the SHIFT key and you can ‘reverse tab’ back to where you want to be.
Note that “suzy” was auto-capped to “Suzy”.
Enter “Q” as the Middle Initial.
Tab to the Last Name box and enter “Smith”.
When tabbing to fields with drop-down menus, there is no flashing curser and it may appear that you are not actually in this field.
Click on the down arrow 
to the right of the Gender box. A
drop-down menu will appear allowing you to select either Male or Female. Click on “Female”. (3)
In the same manner as above, open the drop-down menu for Marital Status. Select “Single”. (4)
Now save your work by clicking on the Save button 
in the upper right corner of this window or by
holding down the Alt key and pressing the S key (Alt+S). (5)
This will open the Partner Info – Address Detail window.
Figure 2-6 Partner Info – Address Detail Window
Make sure “Home” is selected for location. (1)
Enter “
Tab down to the City box and enter “
Open the drop-down menu for State/Prov. and select “
Enter “35816” as the Zip/Postal Code (5) and Save. (6)
This will take you to the Main Partner Screen.
Figure 2-7 Main Partner Screen
CONGRATULATIONS! You have entered your first Partner into
TheGreatMultitude!
Using the same procedures as above, let's enter another Partner.
On the Main Partner Screen, click on the Add New icon .
This will open the Partner Info – Name Detail window.
Select Partner Type as Individual/Family.
Input “Jon Q. Public Jr.” as the name. Use the drop-down menu in the Suffix box to enter “Jr.”.
Gender is male.
He is married.
Spouse’s name is Jane.
Remember to save.
This will open the Partner Info – Address Detail window.
Make sure “Home” is selected for location.
Input their address as:
Remember to save.
This will return you to the Main Partner Screen. Note that we misspelled “John” as Jon. Now we are going to see how to make a change.
Click on the Edit Personal button 
.
This will return you to the Name Detail window where you can make your change. Change Jon to John. Don’t forget to save!
On the Main Partner Screen, click on the Add New button.
Select Partner Type as Church.
The Church name is: Bedrock Church of Joy.
Your Partner there is Rev Fred Flintstone. Use the Title drop-down menu to enter “Rev. & Mrs.”. He is married to Wilma.
Their office address is: ATTN: Fred,
Did you remember to save?
Let’s document Fred’s most recent contribution/gift to our ministry.
Click on the Contributions icon 
on the Vertical Toolbar on the left side of the Main Partner Screen.
This will activate the Contributions Module. Notice how the lower half of
the screen changes to show contributions. Since there are none, click
on the Add New button 
(Alt+N).
Figure 2-10 Add New Contribution
This will open the Add Contribution window.
Click on the Calendar
icon 
to the right of the Gift Date box. (1)
Select today’s date by clicking on the day highlighted in red.
Select “DEF” as the Gift Code by using the drop-down menu on the right. We’ll discuss Gift Codes in the next section.
(2)
Enter “3787” as the
check number. (3)
Enter “100” as the
Total Amt. (4)
And don’t forget to
save! (5)
Now we can see Fred’s contribution history.
Figure 2-12 Contribution History
Let’s add some contributions from Suzy.
First we have to find Suzy’s record.
Click on the Search/Lookup icon 
(Alt+L) from the Menu Bar.
Figure 2-13 Search/Lookup Icon
This will open the Partner Lookup window.
Figure 2-14 Partner Lookup Window
Type “smith” in the text box under Last Name.
Press the ENTER key on your keyboard to initiate the Search/Lookup.
Once the results are displayed, double-click on Suzy Smith’s information.
This will return you to the Main Partner Screen with Suzy’s record displayed. Notice that you are still in the Contributions Module.
Select the Add New
button (Alt+N).
Enter “
Select Gift Code as “Def”.
Check # is 1007 for $60.
Remember to save 
(Alt+S).
Let’s add another contribution from Suzy.
This time, use the
Calendar icon to the right of the Gift Date box to select
yesterday’s date as the Gift Date.
Gift Code is “Def”.
Check # 1013 for $20 and save.
Whoops! Her first check
was for $80 not $60. Not a problem.
Click anywhere on her first gift, then select the Edit button 
(Alt+E) and make the correction. And don’t forget to save!
Now let’s add Suzy’s phone number to our information.
Click on the Edit
Phones button 
on the right side of the screen.
This will open the Phone Detail window.
Click on the Add New
button on the right side.
This will open the Add Phone window.
Use the drop-down menu to select “Home” for type
Type in “519” as the Area Code; “772” as the Local Prefix; and “3030” as the Number and save.
This will return you to the Phone Detail window.
Click on the Exit button 
.
Let’s enter one more Partner.
Start by clicking on
the Add New icon .
Ski Mask Ministries
Dr. & Mrs. Barney Rubble. (Wife’s name is Betty)
803-452-7296.
They made a gift last month on the 20th for $100 with check # 1822 and another gift was received today for $100 with Check # 1898.
Your screen should look like this:
Figure 2-21 Main Partner W/Gifts
If it does, then CONGRATULATIONS!
If it looks significantly different or you’re lost on your screens, then review the previous pages of material and try again.
John Q. Public has let you know that he will no longer be able to support your ministry. You decide you may want to remove him from TheGreatMultitude.
Use the Search/Lookup like we did with Suzy and then when you are
back on the Main Partner Screen, click on the Delete Record button 
. When you
are asked if you are sure, click the OK button 
.
Having all of this information available for you is important, but for it to be really useful you must be able to print it out in a format that will serve some purpose. The following steps will show you how to produce a Partner Address and Phone Listing, Mailing Labels and a Detail Contribution Report.
From the Main Partner Screen, click on Reports 
on the Menu Bar or press Alt+R.
This will activate the
Reports Utility. Since we were last
using the contributions module, Reports opens up with Contribution Reports. To get to Partner Reports, click on the Partner Reports
icon 
on the Vertical Toolbar on the left side of
the window.
Select “Address /Phone
Listing” from the Select a Report list; ensure “All Records” is selected; then
click on the View Report button 
. Choose to
either print out the report or close this window by making your selection from
either the top or the bottom of the report.
Now select “Mailing
Labels” from the Select a Report box
(1); ensure “All Records” is selected (2); select a label size
from the choices on the right center of the window (3); then click on
the View Report button (4).
Choose to either print out the labels or close this window by making your selection from either the top or the bottom.
Figure 2-26 View Mailing Labels
Note that the copyright notice at the bottom of the page will not be printed out on your labels.
Click on the Contributions icon on the Vertical Toolbar. This will open the
Contributions Report window.
Figure 2-27 Contribution Reports Window
Select “Detail
Contribution Report”
from the Select a Report box then click on the View Report button .
Figure 2-28 Detail Contribution Report
Choose to either print out this report or close this window by making your selection from either the top or the bottom.
Return to your Main
Partners Screen by selecting Return to
The objective of this section was to acquaint you with the general layout, basic functions available and the procedures utilized in TheGreatMultitude for data entry and reporting. By now you should be familiar with the basic layout and interaction of TheGreatMultitude and be able to enter basic personal Partner information including gifts made, and produce a Partner Address and Phone Listing as well as produce Zip/Postal Code sorted mailing labels and a Detailed Contribution Report.
In the next sections, we will detail many of these and other features available with TheGreatMultitude.