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I'm actually cheating a little bit on this one, since it's two KB notes instead of one. Also, while the steps for the desktop part of this were put together for adding or changing treasurers, they can also very easily be used when simply changing computers. These notes are both a bit on the long side, so I'm going to give a link in the note to the start of each section, as well.
ADDING A SECOND TREASURER - Of course if you're just switching treasurers or computers, skip this first section.
Adding a 2nd full-time treasurer in Club Accounting 3 first requires a second license to be purchased. This is a one-time charge, and so long as the 2nd license is used for the same club, it will show the same maintenance as the primary license. The license can be purchased for $47.00 by giving us a call at: 1-877-334-2582.
Once the second license is purchased, the second treasurer should follow the steps below on setting up.
SETTING UP
When setting up a treasurer for the first time, there are three main things they need to get started:
- The proper serial number
- A recent backup
- A copy of the club accounting program
THE PROPER SERIAL NUMBER
- The best way to make sure that you have the correct serial number is for the outgoing treasurer to open his or her copy of the Club Accounting program, and write down the serial number which appears on the page with the club name and maintenance date.
(If your club is adding a treasurer, Make sure to use the newly purchased 2nd license serial number, instead)
- If for any reason the program is not operating correctly, the serial number can also be found on the back of the plastic case the program originally came in, or can be looked up by one of our support staff. You can contact support by filling in a support request at:
http://www.iclub.com/support/default.asp
Or by calling us at 1-877-334-2582
A RECENT BACKUP
NOTE: These steps assume Club accounting is working correctly; if not, please contact support for help in getting your information
- In Club Accounting, go to the File menu, and choose EXPORT.
- On the Export window, click BROWSE
- On the Browse For Folder window, we suggest to select DESKTOP.
NOTE: If you have a removable drive plugged into the computer, you can certainly select Computer, and then the removable drive.
- Once you have the location selected, Click OK to Return to the Export Data window.
- Click OK to Export the data, and OK again to return to the Club Accounting program. When this is complete, you can close Club Accounting
NOTE: Every backup file contains all of your club information, so you do not need to save multiple copies.
Once you have the backup file, you will need to get it to the new treasurer. The files are small enough that they can be sent through email, or saved on to any number of disks. If you are not sure how to do this, please check the built in help files for windows, or your email program.
A COPY OF CLUB ACCOUNTING
NOTE: Club Accounting requires an internet connection at least during registration; make sure one is available. We suggest whenever possible to download and install the most recent version from our web site at http://www.iclub.com/support/downloads.asp.
This is especially important when installing on a 64-bit copy of Windows; copies of Club Accounting before December 2009 will not work correctly on 64-bit Windows
Steps for this are as follows:
- In your web browser, go to http://www.iclub.com/support/downloads.asp
- Click on DOWNLOAD next to the CLUB ACCOUNTING icon. NOTE: If you have a copy of Windows Vista, or Windows 7 and aren't sure which download to use, pick the one for 64-bit computers.
- Fill in the information on the next page, and then click the DOWNLOAD button.
- Click SAVE FILE (Firefox) or SAVE (Internet Explorer)
- Select DESKTOP for the save directory (you may need to click SAVE again to confirm the Desktop after selecting it.)
- When the download is complete, close your web browser and double-click on the installation file on your desktop.
- Follow the on-screen installation instructions.
If you are using Windows Vista or Windows 7, there are a few extra steps you need to take in order to get club accounting working. Make sure to take these steps before you open Club Accounting and try to register.
- With the program closed, click the WINDOWS button in the lower left corner of your screen.
- Go to COMPUTER > C:\ > PROGRAM FILES > ICLUBcentral > CLUB ACCOUNTING 3
- Once inside the Club Accounting 3 folder, right-click on the Club Accounting 3 program icon (it will have the same green visor on a yellow and blue back ground as the shortcut that appears on the desktop or Start menu), then click PROPERTIES.
- On the properties window, click the COMPATIBILITY tab.
- On this tab, click RUN THIS PROGRAM IN COMPATIBILITY MODE.
- Make sure the selection under this shows Windows XP (Service Pack2)
- Also on this tab, click RUN THIS PROGRAM AS ADMINISTRATOR.
- Click APPLY, then OK.
- If you have the User Account Control (also called UAC) active, Windows will now ask you to Cancel or Allow the program when you open it. Click ALLOW to let the program run as normal.
Once you have Club Accounting installed, and set for Windows Vista or Windows 7 (if required), open the program.
The first thing will be to enter the club name. While it is possible to change the name latter, the process can be tricky; double check your typing before clicking OK.
When asked for the serial number, go ahead and enter either the serial number for the outgoing treasurer, or the 2nd license serial number if the club is adding a second treasurer.
From here, follow the steps to import the backup file made earlier.
NOTE: If after registering, Club Accounting does not show the correct maintenance, contact ICLUB support to correct the issue.
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Adding or Switching Treasurers in Club Accounting Online (CAO) at myICLUB.com.
Before continuing with the following information, keep in mind that the permission to make changes to the club records must ALWAYS be assigned to an active member of the club with a valid username. Without these permissions, nobody (not even ICLUB) can make changes to your vlub.
Check these three items when setting up a new Treasurer in myICLUB.com:
- Does the incoming Treasurer already have a login and password?
- Will the new Treasurer have full administrator rights?
- Will the current Treasurer be leaving the club?
First, Make Sure the Incoming Treasurer Has Their Own Login and Password.
The following steps assume that the member is already listed on the people page. If they are not, go to PEOPLE > ADD NEW MEMBER and follow the steps there to enter the member name and email address.
- Start on the PEOPLE page. If the member already has an email address listed to the right of their name, skip to step 4.
- Click the EDIT PROFILE link to the right of the member name.
- On the following page, enter an email address for the member, and click SAVE CHANGES.
- On the People page, click the INVITE ONLINE link. (If this was done previously click RESEND INVITATION instead)
- On the next page, click BRING ONLINE to send out the automatic invitation.
- When the member has set up a log in and password, the People page will show a YES next to their email address, showing that they can sign in to the club.
Second, Decide What Permissions to Give the New Treasurer.
To set rights for a member, go to the People page, and click EDIT PROFILE next to the member name. The Profile page shows member name and contact information, as well as a series of check boxes setting rights for the member.
myICLUB.com automatically assigns all new members the following permissions:
- Post to message boards - If a club uses message boards this allows the member to post messages.
- Access membership discussions - If a club uses message boards this allows the member to read messages.
- Upload files - If a club uses the file storage area, this allows the member to post files there.
At a minimum, the following three selections must be used at least once when setting member permissions:
- Record accounting information - This covers any changes to cash or stock transactions.
- Modify club name and settings - This covers things like the club name, distribution settings, and methods of calculating stock returns.
- Invite and eject members - This covers being able to send invitations to the club, and to enter member withdrawals.
- Edit member profiles and permissions - This covers being able to update contact information as well as make changes to what rights a member has to make changes to the online club.
It is not necessary that these all be assigned to only one member, only that they are all available to a member or members who can sign in to the club
When permissions for the member are set, click SAVE CHANGES. The member can now sign in using their own personal username and password, and make the changes you have set.
Third, Plan Ahead for the Next Treasurer.
When planning for the future, keep in mind that the current Treasurer will step down some day: The club needs to decide if it will allow a former Treasurer to retain their rights
- If so, make no changes to their record.
- If not, return to the PEOPLE page and remove the permissions that allow them to make changes after they step down.
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