About Charges System

The charges program is an extension of the Bookings program. Once a booking has been made, it becomes the account for a customer.

The top part of the charges screen shows the information entered at the time of making a booking.

To start charging someone's account

You must first find the booking account for the correct person. There are several ways to get into the charges screen for an account.

•From the Command Centre (The first UniRes screen)

•From the Booking Ledger

•From the Map System

•From the Aged Receivables Report

               and a few more places.

To be able to enter a charge, a booking must exist. So you need to be able to find the booking.

Starting Charges from the Command Centre

This is the easiest way to get to an account.

You must know the persons Surname then find the account. To do this from the Command Centre ..

Make sure the Daily Functions screen is shown in the Command Centre.

Click on the Charges Button... The Search Options window is shown ..

Enter in part or all of the Surname and press the Enter Key.... The Search Current Bookings File window is shown.

Press Enter when the correct persons name is shown.

Search Options

Do not mix search fields. Just enter info to find in one field.

Search Field: This is a special search. Enter part or all of a Surname, Name, Vehicle, Phone Number. All booking with a "match" in the string of characters will be shown in the Search Results.

Suite/Room etc and Number: Enter either rhe Type Code and Number or just the Number of the site.

Key: Ist a Door key.

Card: Electronic Key Number.

Booking: The booking number.

Receipt: Look for a particular receipt number (in current transactions).

Vehicle: Search for a Veicle registration number.

Use the keyboard up/down arrows to position to the correct person.

You should now see the Charges Screen and the cursor is waiting for a Code Key press in the Code Column.

Most of the account related functions are performed in the charges screen. From here you can ..

oEnter new charges

oReceipt Money

oMove a Booking

oJoin two Booking Accounts

oAlter Booking Name and details

oRecord extended booking details

and much more.

The Charge related functions are activated with a single key press when the cursor is in the Code Column of charges line entry area.

To see a list of the Key Commands (key codes ) the charges program responds to, press the F2 key when the charges screen is active.

Other help topics explain in detail how use the Charges program.

Other Charges Screen buttons

A  = Extended Booking Details button. See Extended Booking Details

B =  Write Letter Button. Calls up the UniRes Letter Editor - opens up the default letter file and passes the booking details to the letter template if one has been created.

C =  Print Envelope Button. Starts the envelope print immediately. Have an envelope ready in the printer.

D = Show Gate Log for this booking (Boom Gate Module Option). Calls up the Gate Log display window and shows entry / exit requests at the gates for this booking only.

E = Reminder List Access - Add a Reminder Note to the reminders for this booking.

Meter Icon and Key Button

The Meter (Power Meter) is a black colour when a Power Meter has been allocated to the booking. The meter Icon is a light colour when no power meter is allocated to a booking. You can click on the Power Meter Icon to go directly to the Extended Booking Details section for Power Settings.

The Key Button is only visible if you have the Boom Gate and Access Control Module installed. Click on the Key button to Show the Access Control Tool Bar.

 

Card Input Field and Button

The Card field and Number selection button is only visible if you have the Boom Gate and Access Control Module installed. Click on the Key button to Show the Access Control Tool Bar.

Transaction File

All the charges you record for a booking account are stored in a file called unsitr.dbf . This is referred to as the Current Transactions File. This file can get quite large over a period of time, but this is not a problem with a modern PC. Occasionally however, you will want to get rid of the old bookings and transactions.

Periodic Maintenance

The Command Centre Menu Bar located across the top of the screen has a choice called Periodic Maintenance and a further menu choice of Regular Clean-up. Use the Regular Clean-up to Move the old bookings and their associated transactions to the Booking and Transaction History files called unbooh.dbf and unsith.dbf.

See Periodic Maintenance. The History files are used as a "dumping" ground for old data. Bookings and their transactions can be retrieved from the History files and placed back into the Current Booking and Transaction files if required.

 

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