I. Installation
It is best to terminate all programs that auto-start when your system boots-up especially virus protection programs that are in constant run mode and then re-boot before the installation. Place the CD in the drive. If the installation program does not start automatically, use Windows Explorer or My Computer expand the directory for the CD. Double click on the file ‘DockMate_Install.exe’.
This program requires that the .NET Framework 2.0 or later, MDAC 2.8 or later and Windows XP or later be present on your system. If you are not sure, run the DockMate install and you will be prompted to add or update these components as needed. Then run the DockMate install again.
II. Running the Program
There are several methods to start the program.
1) Double click on the ‘Desk Top’ icon.
2) Go to Start, Programs, and find the DockMate listing.
3) Using Windows Explorer or My Computer, go to the DockMate folder and double click on the file named ‘DockMate.exe’.III. Create and Name a New File
To create a new database file select FILE, NEW. An input window will open asking you to enter the new file name. After entering the name select ‘OK’ and the file will be created. At the top of the screen in the Menu bar you will see the name of the Current File in use.
As you create additional files, use FILE, OPEN to open the desired file. You may also double click on a file name to open it. Remember the name of the file that is currently open will always be displayed at the top of the screen in the Menu bar.
The program will remember the last file that was in use and open to that file when you start a new session. To enable or disable this option use: FILE, PREFERENCES to open a view of the current preferences. A check in the check box in the upper left portion of the view will cause the last file used to be remembered.
BACKUP
To make a backup of your database file use FILE, BACKUP.NEXT YEAR
File, Next Year will make a new database file from the currently selected File. The new File will contain the same structure and data except that all Paid Work Orders and all Paid Dockage Billings will be deleted. Unpaid items will still be present.This feature is good for using the files as an accounting record of each year's activities. See also: Work Order Archive and Dockage Billing Archive.
When working with a new database the first step is to setup the Marina Docks and Slips.
DOCK SETUP
From the main menu select TOOLS, DOCK SETUP. Enter the dock name (required) and an orientation and description as desired. For example enter Dock One, Dock 1, D 1 or whatever naming convention the marina uses. In the design area to the right, place a check in each position’s checkbox where a slip is located. If the dock has less than 40 slips on a side it is best to star with slips 40 and 80 and work down the page. Next to each slip’s checkbox type in the slip naming convention that this marina uses such as: Slip 1, S1, S01 etc. When using a naming system that contains numbers, it is best to use two digit numbers to aid in sorting. For example for numbers with less than two digits place a zero in front of the single digit; 1 should be 01 and so on. Note that the checkboxes for positions P81 through P103 are to the right hand side of the window.When finished use: DOCK, SAVE to save the settings.
A list of the available docks is provided in the lower left hand portion of the window. Click on the area to the left of a dock name to view the setup for that dock. You may edit the data as desired and use DOCK, SAVE to save the changes. Note that the radio button EDIT is selected during this process. If you desire to create another dock, click on the ADD radio button to clear the current dock settings. You are now ready to enter the new dock’s data.
SLIP SETUP
From the Dock Setup window click on the SLIP SETUP button or from the main menu select TOOLS, DOCK SETUP. To the left side is a list of Docks. Expand the desired Dock by clicking on the + sign. Select the first Slip.Set values for Dockage/Month, Covered, Dock Power, Dock Height (usually in inches above the water level), Water Depth (usually in feet of water), and then for Positions P1-9 use the DOCK LIST drop down lists to select any available items for each position.. When finished use SLIP, SAVE to save your settings.
The Dock List maybe edited by selecting DOCK LIST from the Slip Setup main menu or from TOOLS, DOCK LIST. On the Dock Slip window select a Dock from the DOCKS list. Edit, add or remove items as desired and Save them.
If the Slips all have a similar setup, after setting up the first slip select that slip from the drop down list below the SET SAME AS button. Select the second slip from the grid on the left and click on the SET SAME AS button. The items will populate the same as the first slip. Use SLIP, SAVE to save slip two and so on.
MARINA
Set the name, address and phone numbers of the marina. This will be displayed on the Reports.SALES TAX RATE
Set the appropriate sales tax rate for the Marina.DOCKS
From the main menu select DOCKS. The window will open with a list of Docks to the left. Expand the desired Dock by clicking on the + sign. Slips may be selected by clicking on a slip from the left hand list or on the button representing the slip from the dock layout to the right. Hover the cursor over a Slip button and the Tenant, Boat and Boat manufacturer will be displayed if available. Slip buttons on the display map are color coded as indicated. The 30 Day indication means that the renewal date for that slip will occur within the next 30 days and the Billing for that date has not yet been paid. Changes made to Dockages will be reflected the next time the Docks Window is opened.When the Docks window opens the Display List is set to Slips. This may be changed to either Tenants or Boats by using the radio buttons in the upper right hand corner of the Docks window.
After a Slip has been selected information about this slip may be displayed by clicking on the SLIP, TENANT or BOAT tabs.
TENANTS
Tenant data for each Slip may be added or edited by clicking on the TENANT tab. Enter the desired information and use TENANT, SAVE to save the data. TENANT, REMOVE will remove the Tenant from that Slip but will not delete the Tenant from the database. To set an existing Tenant as the tenant for a Slip, select the Slip then switch the display list by clicking on the TENANT radio button in the upper right hand corner of the Docks window. Select the desired Tenant from the list and use TENANT, SAVE from the dropdown menu.To clear the displayed Tenant’s data click on the ADD radio button.
One of the menu items under TENANT is PRINT LIST. This will give you a list of all of the Tenants in alphabetical order by last then first name.
BOATS
Boat data for each Slip may be added or edited by clicking on the BOAT tab. Enter the desired information and use BOAT, SAVE to save the data. BOAT, CLEAR DOCK-SLIP will remove the Boat from that Slip but will not delete the Boat from the database. To place an existing Boat in a Slip, select the Boat then at the bottom of the BOAT tab select a Dock and then a Slip. Finally click on the MOVE button.To clear the displayed Boat’s data click on the ADD radio button.
One of the menu items under BOAT is PRINT LIST. This will give you a list of all of the Boats in alphabetical order.
Dockage is the monthly rental charge for a slip. The rental amount is set on the Slip Setup window. Use TOOLS, SLIP SETUP to access the Slip Setup window. In general there will be one Dockage per Slip or Boat. A Tenant may have more than one Dockage if the Tenant rents more than one Slip. There will need to be a Billing for each month of Dockage.
DOCKAGE
AUTO
When opening the Dockage window for the first time in a new month, Dockages and their related Billings will be created for each Dock and Slip. On subsequent openings of the Dockage window in the same month the program will recheck for these Dockages and Billings and create them if they are missing. If a Dockage has not been created for a Slip, follow the instructions three paragraphs below.SET MONTHLY
Dockages and their related Billings may be set for any Month and Year by using DOCKAGE, SET MONTHLY from the Dockage menu. When the Monthly Dockage window opens, use the DATE button to select the desired Billing Date. The program will check for Dockages and Billings for the selected Month and Year and create them if they are missing.When working with Dockages and Billings, make note of the item DATE PAID TO. This item, while not a required field, does control many of the program’s features and should be set.
Note: Dockages that are automatically created do not have a value for the DATE IN. This may be added later if desired. If the DATE PAID IN field has previously been set then the new Dockages and Billings will reflect this date.
To create an individual Dockage, from the Docks window select a Dock and Slip and then open the Dockage window. Make sure the ADD radio button in the Dockage area is selected. Click on the DATE button to the right of the DATE IN text box and select a date. Select a PERIOD from the dropdown list located to the top right of the window and use DOCKAGE, SAVE to create the Dockage.
From the Docks window Work Orders are available based upon Dock/Slip, Tenants and Boats. Work Orders for the Marina are available from the main menu on the home or startup window. Click on WORK ORDERS to open the Work Orders window.
WORK ORDERS
To create a Work Order make sure the ADD radio button in the Work Order area is selected, enter a SERVICE REQUEST and use WORK ORDER, SAVE to create the record. If Work Orders are already present, select a Work Order from the Work Order data grid. Any available related Parts or Work/Labor items will be displayed.PARTS – WORK/LABOR
Use the same methodology as Work Orders to above to view, create or edit either Parts or Work/Labor items.QUICK REPORTS
Three reports are available from the Work Orders window. To view a summary of all available Work Orders for the selected Dock/Slip, Tenant or Boat, click on the SUMMARY button in the Work Order section.To view an individual Work Order with related Parts and Work/Labor, use the WORK ORDER BILLING button in the Work/Labor/Non Taxable section.
Lastly, Work Orders has available a selection of advanced printing options. Use WORK ORDER, ADVANCED PRINT to open the Work Orders Printing Options window. Select the desired Type and Status and click on PRINT then either PRINT or PRINT – CLOSE. You will have the option to select a printer and then the reports will print.
SALES TAX RATE
Set the appropriate sales tax rate for the Marina.ARCHIVE
Work Orders may be Archived at any time. On the WORK ORDER window, select the Work Order to Archive and then click on WORK ORDER, ARCHIVE. If the Work Order has not been marked as Paid, you will be prompted as whether you want to Archive at this time.Another way to Archive all of group of Work Orders is from the Work Order window select WORK ORDER, REPORTS or from the main (opening) program window select REPORTS, WORK ORDERS. Make your selections, click on RUN SEARCH and click on ARCHIVE ALL.
DETAILED REPORTS
Use this window to create summary reports for Work Orders. From the Work Order window select WORK ORDER, REPORTS or from the main (opening) program window select REPORTS, WORK ORDERS. Make your selections, click on RUN SEARCH. Click on the SUMMARY button to create a report.To see the detail associated with a Work Order, click on the desired Work Order in the data grid and the related Parts/Taxable, Work/Labor/Non Taxable will be displayed below the horizontal black line. Click on WORK ORDER BILLING to create a printable view of that Work Order.