For Havenstar 3.0 – 3.3   December 2021

Havenstar is like a hotel reservation system instead dealing with boats and berths rather than people and beds. It can simplify running a marina by tracking the arrival of visiting boats, payments made or due and charging correct rates on departure.

There are 4 interfaces in addition to an App for Dockside Manager and the web-portal.

Dashboard and Navigation Bar

Active Matrix – a snapshot of boat information presented in a table and Navigation Bar

Graphic – a map of the marina showing berths and boats and Navigation Bar

Havenstar screens – Once a boat is selected you use the screens to perform functions with the software.

If part of a group, each marina is set-up within the database and a user will login to the one they work at. Users can have access to more than one marina, which is ideal for centralised functions.

If you prefer you can opt to work with the Active Matrix or Graphic view if configured. In version 3.3 the 3 buttons at the top of the Navigation Bar allow you to move between the views quickly.

Havenstar is boat record driven in other words, you can have several boat records linked to one person. In this situation, one boat (usually the first one created) is the Master record and all the other boats associated with the same person referred to as “Child”. This means when invoicing a child boat all charges are re-directed to the one Master account. Revenue for each marina is recognised by nominal ledger codes assigned to products which are unique to each marina. So, a customer can have boats in different marinas with the income recognised at each one, but all the financial transactions are held under one account. This makes financial control easier.

Boats are arrived at the marina as either a Resident (Annual) or a Visitor. A Resident has a berthing contract and pays either annually or by instalments according to a contract whereas a Visitor has their stay time accrued daily. The status or ‘R’ or ‘V’ represents the statuses throughout the system and boats can be changed from a Visitor to a Resident and back without having to create a new boat record.

If Boats are in the marina they will be denoted with the letter ‘I’. Similarly, if they are out of the marina they will be marked with the letter ‘O’.

i.e., A status of RO would indicate a “Resident” currently “Out” of the marina therefore the berth would be available for other bookings up to when the Resident is due to return.

The menu sets in Havenstar customisable. Within the new Navigation Bar every command is initially available on the menu. They may be set so only certain users can access the commands and if this is the case you cannot amend the menus without the password.

In version 3.3 if all commands are hidden on a menu, then the menu no longer displays.

Keyboard shortcuts are supported in Havenstar, and the template can be found in Appendix 1.

Throughout the manual we have documented the quickest method using keyboard shortcuts and shortcut icons. The icons are consistent across the program to make it easier to remember.

Add new or create

Find or Search  

Help

Delete

Refresh

Save

Cancel changes

Print Preview

Print

When a boat is recorded in the Havenstar databases it can be looked up whether it is physically in the marina or not.

Alternatively press F2 – to open the Quick Search window.

Enter the boat name and press Search icon. A list of possible matches displays to ensure the boat is not already set-up in Havenstar. If a boat is currently un-named, then you will need to decide an operational process for the naming convention to use. To select the required boat from the list, highlight the row and click Select.

You can also use this feature to find a record based on Account number, Last name, Postcode or even Car Registration number.

Press F2 – to open the Quick Search window.

Enter the boat name and press Search icon. A list of possible matches displays to ensure the boat is not already set-up in Havenstar. If a boat is currently un-named, then you will need to decide an operational process for the naming convention to use. To select the required boat from the list, highlight the row and click Select.

If you do not see the boat name listed, then select New Boat from the bottom of the window.

Enter basic details as below. Depending on your organisational set-up some fields may be mandatory. These are shown with a pink highlight. This is a customisable feature per customer.

Boat Name this is a required field.

Length – F7 to convert feet to meters. This is a required field.

Last name – this is a required field. It is advisable to also enter a title and first name of the customer if you have it.

Tel No, Mobile No and email can be added if available. The email address is validated.

A list of boat name matches displays in the top window on the right.

As you type the entries a list of Possible Contact Matches displays in the lower window on the right. If your contact is not on this list, select Next from the bottom of the window. You may need to scroll down to view all the data.

If the contact’s name is on the list and is the one you need as they already have a boat record in the database, tick into the small box below the list labelled “Use Selected Contact” and then click Next.

The Add New Boat – Additional details screen displays. Some of the fields here may be mandatory depending on organisational setup. Enter fields as required. If you have a mandatory field but no information you will have to enter some text to proceed. At the prompt, click Next to add the boat and Yes at the prompt to confirm. Address details will display on Customer Details and Contacts tabs within Setup Boats.

If you are sure the boat is not in the databases, you can quickly open the New Boat screen using the Add Boat command and follow the instructions above. Use the Navigation search field to find the command if you cannot locate it in the menus.

The “Set-up Boats” screen captures the boat and customer’s information. Use each tab to build a boat and customer record.

Press F10 – to open the Set-Up Boats window.

Enter within the Boat details section information as required and as applicable:

In the Notes section, a warning message can be added. The message will appear on the screen when a boat is selected. Whenever the record is selected from the graphic or list view, the message will display. Note: Apply caution to what is written in the message as you do not wish to offend a customer. Select Save and the Yes at the prompt.

Select Customer Details Tab. This is where you add the customer details such as address, phone numbers and email address.

Check data is correct for Primary Contact and enter address details within the Primary Address section.

If the communications contact details were entered when the boat record was created these are carried into the relevant fields on this screen. If not, then they can be entered here.

When adding an email address on this screen and clicking Save you are prompted to add the details to email Contracts, Invoices and Statements. Select Yes and then Yes to confirm. This means you no longer need to open Contact Manager to add these details.

Within the Other section complete fields as required in your marina.

Note: Once the Primary Contact is created you can move to the Contacts tab to create the ‘Address Invoice to’ and the ‘Emergency Contact’

Select Contacts tab. Initially shows the Primary Contact details and you can enter multiple telephone, mobile or email addresses for the Primary contact. You can also add a secondary address or an emergency contact.

Additionally, this screen is used to set up additional people that have an interest in the boat such as a Managing agent or skipper. These are created here and then on the Customer Details screen you use the drop-down to select the specific record under Primary Contact.

The Extra Details tab permits further data entry relating to the boat such as Builder (Hull Manufacturer) and Registration Document No. The Extra Details 2 tab contains fields pertinent to your operation and is completed in line with your operational practices.   

F10 – to open Set-Up Boats.

Select the Contacts Tab.

In the Contact List Section, (left-hand section) right-click on the white portion where you see “Owner”. A selection of choices will pop up. Select Add Contact from the top of the list The “Add Contact” window will populate.

Enter contact name. You can also add first name and title from the drop-down.

If a contact of the same name exists, it displays in the matches section. If it is the one you wish to use, highlight and click the yellow Link Selected Contact icon.

If contact is not listed, click green button to Add.

On the Contact Details screen, click green plus Add icon in the Address List section

If you have postcode lookup, enter the Post code and click search the button.

Enter the house name in the house field or type the number in the address field.

Click the yellow Save in the Address List to save.

Click Add in the Communication Methods section.

Select the Type from the drop-down, then press enter.

Enter a description; in the value field enter the details of the phone number or email.

Click yellow Save icon in the Communication Methods Section.

Open the Customer Details Tab.

In the Primary Contact field use the drop-down to select the correct contact.

Open the Customer Details Tab.

Select the new contact in the Address Invoice to field using the drop-down.

If the new contact is to become the Emergency contact:

Open the Customer Details Tab.

Select the new contact in the Emergency Contact field using the drop-down.

15. Click Save before closing the window.

Select F2 – to Open the Quick Search window. If the boat name is not displayed select New Boat

Enter the length and title, first name and last name. Check in Possible Contact Matches to locate the customer record. As it is a second boat the record you may have to scroll to find it. Highlight and tick the box Use Selected Contact. Click Next.

At the prompt select Yes to add this boat.

To find the new boat use F2 – to open Quick Search window.

F10 – open the Set-up Boats window.

Check the Finance tab for balance.

Check Contract Tab for current contract.

Check the Location tab.

Open the Contact Manager from the Customer Details tab and mark as Deceased. Click Save.

If there a new interested party e.g., Lawyer add them to the account as a new primary contact. Refer Add Second Contact to Account using F10, Contacts tab.

Press F10 – Open the Set-up Boats window and select the Notes tab.

Click green Add icon. Type your note in the Contact Note section.

Option - Follow-up date.

To add a follow-up click Add in the Contact Note section.

Select Type if used and select Sub Type if used. These need to be pre-set.

Select the follow-up date.

Click Save.

It is possible to review Notes added to customer accounts Notes command.

Set the from and to dates, the related details and marina as required. Data is displayed in grid below and when a note is highlighted the full text displays in the lower section of the screen.

Select the Documents Tab from F10 Set-up Boats

To scan a document, ensure a scanner is available from your terminal. Click the Scan Icon.

To append another document to the customer’s account, Drag and drop it from Windows desktop into the right-hand panel

Emails sent are also logged here.

There are many other tabs found within the Set-up Boats screen and their usage will depend on your specific functionality:

Financial – allows you to redirect an account which will divert all charges raised against this account to another ‘master’ account. Useful if this customer owns two or more boats to consolidate the accounts. Note:  You must first clear any outstanding balances against this account before you can divert the charges. You will only be able to redirect an account that has a zero balance. Discount, electric setup and credit card and bank details can also be stored here. This will depend on your specific operation and financial rules.

Gallery – allows you to add pictures of boat by dragging a picture file into box, click Ok to save. Right-click mouse to select delete to remove an image.

Bookings – shows a summary of all bookings for visits made via Bookings Manager.

Contracts – shows contract history for boat.

Visits – shows visit history for boat to other marinas within your group if that is the case.

Location – shows current location and contract summary of boat.

Linked details – is a summary of boats/invoice details and contract information.

Red Diesel Declaration – used if you sell fuel and enables you to set the annual % split for a customer using red diesel.

Jobs – shows a list of all jobs booked via Boatyard Manager.

Resident Out dates – shows a summary of resident movements out and return dates.

Discount groups – shows a description of specific discount codes applied to boat.

Benefits – used if you supply benefits to customers.

Contractor Log – shows a summary of contractor visits if recorded.

Passes/permits - shows a summary of passes/permits if recorded.

The F10 screen has become increasing crowded with tabs over the year but now you can control what tabs you see on the Setup Boats screen.

To assist organisations, conform to the GDPR legislation and to manage personal data held within the system these tools are available:

Auditing of changes to contact communication method and address marketing option flags.

An option to quickly opt in and out a customer, as well as set opt profiles.

An option to review all customer personal data (Transactions, DDs, Addresses, Contact Communication methods (e.g., telephone numbers, email addresses, etc.), Emails, Documents).

An option to export all customer personal data to a spread sheet.

An option to delete/clear all customer personal data.

Notes to be included in customer personal data review, export and wipe

Report to list all customers with no activity for 7 years or more.

Ability to batch wipe customer data for those customers with no activity for 7 years or more.

Report to list audit trail for changes to marketing option flags.

Report to list who wiped customer details and when.

Havenstar provides these facilities so you can keep records for accounting and purposes of engaging with legal obligations as a starting point. Of course, the duration for which you retain personal data related elements of records and actively use customer records is something which you need to give appropriate thought to as part of your own GDPR and information governance processes.

When a user Opts In or Opts Out a customer, all marketing option flags will be set to relevant marketing profile values. For example, if user opts in a customer – the Opt In profile is used. This may be defined as turn on the following options: internal use, internal marketing, third party marketing, important information, newsletter, events information, and insurance. This means that all contact communication method and address marketing option flags for that customer update to match the ones in the profile.

Please note that only the primary contact marketing option flags update via the quick Opt In/Opt Out buttons and not any associated contacts.

If a user wants to opt in/opt out additional contacts associated with the boat, they can do that buy going to Setup Boat(F10) screen - Contact - and selecting the desired opt in/opt out option from a list that can be accessed by right clicking on the desired contact.

You will need to add two new menu items Settings and Data Manager. We recommend you add to either Favourite or Operations.

From Configuration menu select > Settings. From the left-hand panel select Contact Manager

You can set up the default marketing options for clients who wish to “opt in” to marketing & also those who wish to “opt out”, to view the options click on the yellow icon, opt in is the first profile in the dropdown & by default has all the options ticked. If you dropdown & select opt out, you will see the default opt out settings which are currently set with nothing ticked (bear in mind if you have internal use unticked you will not be able to email the contact).

If you wish to change these options, click on the yellow pen icon as indicated in the above screenshot. To add a new profile, click the green icon & to delete a profile click the red icon. If you have made any changes, click to save.

Boats are ‘Arrived’ into the marina using the process detailed below. It is assumed the boat record is already created and is the active record in the status bar. By arriving a boat, you are starting the clock on any charges to apply, placing a booking against the berth to stop other boats from being moored onto it and allowing you to produce further reports. Boats are arrived as either a Visitor or if a contract exists for longer term berthing then as a Resident. There is a different set of screens depending on a visitor or resident.

F2– to Open the Quick Search window.

Select Boat Arrival.

The arrival date can be set to a date in the past if your settings allow.

If charge rate is different to the default change to the correct product type.

Click Continue.

Select a departure date using the calendar and click OK

The Select Berth window displays the available slips to accommodate the size of boat for the period entered.

Select an available berth by clicking on and click Select.

Click Yes to confirm arrival of this boat.

The Set-up Boats and Check in/out screens may display depending on configuration settings – Check customer and boat details are present and correct.

Click Next to move through these screens and add data as required.

Accept this data – Click Yes.

The Check in/out screen may display depending on your marina settings. Use Check In/Out options select to attach the electric points or assign access codes, skip past this page by clicking OK if you do not need to add an electric point. If you do, then follow instructions on Check in/Out below. Check in/out can be called independently from the Operations menu, by selecting Check In /Out Option. Click Next.

The Visitor Payment screen displays. Check the details before proceeding.

Click Next to invoice now or click Cancel to invoice on departure as per your operational policy. At the prompt select Yes to confirm arrival of boat.

When selecting to invoice the Raise Invoice screen displays. Select Raise or Email to post the invoice depending on client settings.

On the Raise Invoice screen, you can assign an invoice to a specific event if setup to use. This means invoices can be listed against events to review income. Configuration settings need to be made prior to using this feature.

The Receipt screen then displays either with the value of the invoice showing or zero depending on settings. Enter the amount paid, how paid, a reference (if required) and click OK. It may be that you have the Havenstar EPOS system, and all monies are recognised via EPOS as payments for invoices on accounts. If this is the case, ensure the amount paid is zero on the receipt screen and click Save.

Note: The reference can be initials or date or other reference as per your operational policy.

Use F2 - to bring up the Quick Search screen and enter boat name. Select the boat by double clicking. The orange status bar will

Select Boat Arrival.

Check the arrival date or amend to an earlier date if required and click Continue

When asked if you wish to arrive “Back to home berth Proceed?”.  Click Yes.

You can move boats around the marina from one berth to another. When it comes to Residents this can either be to a temporary berth or a new home berth. A new Home Berth selection will update the corresponding contract.

When a boat is leaving the marina, it will need to be departed. This allows for the final bill to be raised if applicable for a Visitor and frees up the berth for availability to other users. If the boat was billed on arrival and there are no extra days to charge for then a payment transaction is not created.

Select the boat using the F2 – to open the Quick Search screen.

Select Boat Departure.

Check the depart date is correct. If you have already taken payment via EPOS this should be showing a zero balance to pay. If a balance is showing it probably means you have not received payment this will need to be checked before proceeding.

Click Continue. If the boat is leaving early Havenstar will ask if you wish to create a credit note. If this is not an option select No at the prompt.

At the visitor payment screen select Next to proceed if you are creating an invoice.

When departing a Resident you are prompted to select when they may be returning. Select the correct option and click Save.

There are several useful reports to assist with berth management. These are

List Boats

List Berths

List Customers

List Movements

List Boats Due in and List Boats Due out

Select Reports > List Boats.

All reports work in a similar way with options to select All or from a range. These are self-explanatory when you see the choices on the screen. For some criteria additional options are displayed such as date ranges.

Once you have made your settings click Start. The report returns with a list to view on screen. This can be either Exported or Printed using the relevant buttons.

A useful feature in some reports is the Count button which provides a summary of numbers as seen below. This is not available on all reports.

Select Restart to return to the selection criteria. Select Close when finished.

Select the account using F2 – to open Quick Search screen.

Select Accounts > Raise Invoice.

Click Edit to open Raise Invoice – Edit Mode screen.

Click Add to select from a list of pre-set products the item you are wishing to sell.    

A list of products displays. These are not berthing products. Select the Service Code product (If you know the code enter it in the Find box) – Click Select.

Select the number of units in the Edit Invoice Line screen. Do not amend any other sections unless you are giving discount.

Click Save.

To add more lines to the invoice, repeat from 4 for additional lines.

If you wish to add text that is printed on the invoice template, click Add Text.

Enter your text – Click Save and at the prompt to Save Changes – Yes. When “adding text” the lines show up on the payment transaction with zeros as charges £0.0. It does not display like this on the payment transaction.

Select Back to return to Raise Invoice screen.

If you wish to edit a line, click Edit, select the line, click Change.

Make the change and click Save.

Click Edit and select the line, click Delete.

Click Yes to proceed.

Click Raise to create the invoice and post to the sales ledger. You are prompted if you need a printed copy after the receipt screen.

If you do not wish to print at this stage, select Close. This will not print or post the invoice. When you next open the Customer Account screen, a warning displays for unposted invoice(s). The Invoices(x) displays in red on the Account screen, where x is number of unposted invoices. Warning: if another invoice is created the unposted lines are added to it.

On the Receipt screen enter zero amount if not being paid now click Save.

Enter the amount received in the Amount Paid field. The full amount of the invoice will automatically be completed, depending on your preferred settings in User Options .

Select a method of payment from the How Paid field.

Enter a Reference - maximum 15 characters. This can be your initials, or the cheque number received.

The Reference field can be made mandatory, depending on, depending on your preferred settings in Set Up Program Options.

Select a date from the calendar when the money was paid. Payments received can be back dated.

Click on the Save button and you are prompted to print the invoice, select Yes or No.

Click Yes to print a copy and email directly to the customer.

Note. You will need to ensure you use the correct template if you have more than one template.

Select Email Invoices.

Tick the boxes as relevant: Not yet emailed will only show invoices which have not been sent if you untick this box you are able to resend a previously sent invoice by email. Have email address should remain ticked, if unticked it will show invoices for customers without email addresses.

If you have changed any of the above criteria then click Refresh.

You can select all by clicking the select all button at the bottom or you can choose which ones you want to select by using Ctrl + Left Click, using Ctrl + Left click again will deselect. A dot will appear at the beginning of the line of the selected invoices.

When you have selected all the invoices you wish to send click Email.

When you have finished click Close.

This is only required if you are receiving payment for an invoice and not using or unable to use the EPOS system for this function. It is not used if receipting money for a customer invoice via the EPOS system.

Select the account to invoice using the F2  - to open Quick Search screen.

Select Accounts  > Input Receipts or press F5 to open the Customer Account Screen.

Click Receipt.

Check the payment amount. Amend if this is not what is being paid.

Select the payment type in How Paid from the drop-down list.

Enter a reference – your initials or a reference as directed within your marina operation.

Click Save.

If you have input a payment in Havenstar manually as on previous page then you must allocate the money to the payment transaction in order to complete the process. This not required if all monies received are input via EPOS as they are automatically allocated.

If you are manually allocating, in Havenstar it is possible to leave money(payments) unallocated, fully or part allocated.

Select the boat using the F2 – to open Quick Search screen.

Select Accounts  > Input Receipts or press F5 Customer Account Screen and select Input Receipts button when viewing the account.

Click Receipt button.

Double click on the invoice line you wish to allocate.

You will notice the selected column heading, which by default displays as zero, changes to the invoice value.

The Balance to Allocate field, changes to the invoice value. Double click on the receipt you wish to allocate to the invoice.

You will notice the selected column heading, which by default displays as zero, changes to the invoice value.

The Balance to Allocate field, changes to zero.

Click on the Allocate button and click Yes to accept this data. The invoice and receipt have now been allocated and disappear from the Input Receipts screen.

To part Allocate start in the same way by opening the Input Receipt screen with the grid showing all invoices, credit notes, receipts and refunds which need to be allocated.

If you wish to allocate the total payment received to the payment transaction(invoice) which is greater than the money received:

Double click the Receipt line. You will notice the selected column heading, which by default displays as zero changes to the receipt amount.

Now highlight the payment transaction line you wish to pay the money against.

Click on the Part button. In the Amount to Allocate field, enter the value of the Payment you will be allocating against this payment transaction and click on the Save button.

You will notice the select column heading has now changed to show the receipt value.

Click on the Allocate button and click Yes to accept this data.

The payment transaction value column remains the same value, but the remainder column has been adjusted to reflect the money amount allocated.

If you wish to allocate the full payment transaction value to a payment which is greater than the payment transaction amount.

Double click the Payment transaction line. You will notice the selected column heading, which by default displays as zero changes to the payment transaction amount.

Now highlight the payment line you wish to pay this payment transaction against.

Click on the Part button.

In the Amount to Allocate field, enter the value of the Payment transaction you will be allocating against this payment. Click on the OK button. You will notice the select column heading has now changed to show the payment transaction value.

Click on the Allocate button  and click Yes to accept this data .

The Receipt value column remains the same value, but the remainder column has been adjusted to reflect the amount remaining.

The Customer Accounts screen is accessed for your active customer by pressing the F5 shortcut key Accounts > Customer Account.

The display gives you all unarchived and outstanding transactions on an account by default. To view archived transactions, you may tick Show History. To View deleted transactions, you may tick Show Deleted. To only view Outstanding transactions only you may tick O/s only

Unallocated transactions will be identifiable by its orange colour. Your current selected line will display blue.

Credits and Receipts will have a negative value column, Invoices and Refunds will be Positive. The Balance column displays the value left to allocate for that transaction i.e., the amount outstanding.

The Deposits button will show a Deposit Summary of outstanding balances on the account.

Enterprise account view displays all account transactions for the customer across all marinas in the group. This accounts for a customer having more than one boat in different marinas.

Master and Sub-accounts are when a customer has more than one boat record. The first boat record is the Master and subsequent boat records are Sub-Accounts which are created when the additional boat records are set-up.

If you are working on a Sub-account record you will be redirected to the Master account to Post an invoice. This is displayed in a red warning bar and when you click on the bar the Master account displays.

Once on a master account a new tab will be available showing you all Sub-Accounts. Click on one of the sub-account names and the sub account screen displays.

Opening a customer account screen for a sub account displays like this.

Select the account using F2 – to open Quick Search screen.

Open the Customer Account window using the F5 function key. Alternatively, Accounts > Credit Invoice Lines.

Click Credit Inv Lines.

If the invoice is allocated un-tick Show unallocated invoices only tick box to display all payment transactions.

Select the invoice to credit by double clicking it – it will move to the Items to Credit section in the bottom half of the screen. Click the Create Credit Note button at the top left-hand corner to move to the Raise Invoice screen.

Click Raise to generate the credit note – or Email to email it.

Leave the refund blank (if not paying now or enter value, how paid and a reference and click Save. If you enter a value for the refund now it will auto-allocate. You can enter a refund later by opening the Input Receipts screen and selecting Refund button. Enter the value, how paid and reference. You will then need to allocate.

Select Accounts > List Invoices.

Use the List invoices module to create a selection of the invoices you require. You may search by Date, Invoice number and Period. You may also search by Boat or Berth, or Charge Types or Service code.

Click Start to see invoices.

From here you may Print or Export the results.

Select Accounts > Print Statement.

Select a Single Customer or a Range of Customers. When selecting a range, you need to select the start and finish boat. Click on the Boat icon in the Boat Range section and search for the boat to start and repeat for the finish boat. When a range is selected a line for each is displayed in the Customers section. This may vary depending on other criteria selected for example it may not appear if you choose not to see Zero balance items.

Search for the individual customer by Boat Name, Customer Account Code or by Customer Name.

Check Show Zero balances, includes customers that have an account balance of zero.

Check Show Credit Balances include customers that have a credit balance.

Check Update Paid Items. Allocated items update and mark as Historic.

Note: only do this if you wish to remove all paid items from view on all customers’ accounts.

Check Limit statements by Balance. Enter an account balance value, statements will only be produced for customers’ accounts equal to or greater than this value.

The default Statement message is applied (See Set Up Program Options).

Over type to change the message, applicable to this statement run only.

Click on the Preview button to view the invoices on the screen.

Click on the Print button.

Future              Start                Invoices                 Late fees        Options          

Current                    Print                End                   Renewals                Reports           Help

Recalc            Payment          Refund            Preview              Email             Print           Contract          Delete     Save   

                        Info                                            Contract                              Emergency        Req Docs       Contract

          Show              Invoice            Report         Print                 Print               Benefits       Open               Cancel

         Calcs               Contract                              Contract         Berthing                                Deposit           Contract        

        Contract                                Ledger

To create a current contract for the boat record selected, Contracts > Amend Contract. (If this command is not visible it may need to be added to the menu). Havenstar prompts to change the current boat to Resident. Click Yes.

Select Resident Type from the drop-down list.

Select start and end dates for the contract and select the berth. Click Save icon. Note that the mooring fee value is now calculated and displayed. If you are asked to update the NL code, click Yes.

Havenstar prompts to confirm acceptance of contract. Click Yes to close.

If the money is for the full amount less discount, then on the contract screen select the discount field and enter the discount - click on the Discount Minus button

Discounts can work in two ways one where a service code product has a fixed value e.g., 15% or one where you can apply the value of the discount you wish. Select product from drop-down or enter the % value and click Save.

You can also use Adjustment to amend the contract value. However, this positive or negative value is not shown on the invoice and is simply removed from the contract value. This may be a password protected area in your setup.

Click the Adjustment button.

 In the Adjustment field enter the amount you want to adjust the mooring fee by a negative adjustment will reduce the total fee value and a positive adjustment will increase the total fee value.

Click the Save button.

Other Charges enables you to add a Service Code product to the contract invoice such as a charge for annual parking.

Enter the home berth if known by clicking on select berth icon. Choose the berth from the availability list and click Select.

With the Contract Manager screen open for the correct customer, select Raise Invoice for Contract

The Resident Invoicing screen is displayed.

With the Contract Manager Screen open for the correct customer, select Show contract payment information button. Yes, if prompted.

Tick the box, Pay by Instalments, and this screen displays. Tick Pay by Direct Debit if this is what you are using or use Pay by Recurring payments. If you wish to take a deposit or an upfront payment, then tick on the padlock icon next to Deposit and enter the value for the deposit.

If using this feature use the drop-down for the Direct Debit field to choose an existing DD or use the Add button to create a new DD.

The Pay by instalments tick box will show a yearly payment Schedule. Any months with a red highlight represent months that have passed with no invoice. To adjust the default months for payment, use the Options button. This will vary the monthly amount accordingly. You may also adjust the payment amount on an individual basis or add surcharges after a set timeframe.

Click Save to save changes or Close to close window without saving. If required you are prompted to update the DD, click Yes.

From the Contract Manager screen, you can use the Print icon to print the contract. Select the boat using F2. Then Contracts > Amend Contract for a current contract or Contracts > Renewal Contract for a future contract. The print icon is the same on each.

This will print the Contract for the current selected boat. Select Options as required. Click the Print icon to print. You can also preview first by using the Preview contract icon.

Allows you to print contracts in bulk using the criteria selected.

Contract type – Current or renewal or new or both.

Resident type – allows you to select a specific product group.

You can choose status of the contracts, how processed and a date range.

Toggle Print                    Print                      Deselect All                Export to

Email contract                                                                                 Excel

View

  Preview                        Select All           Print List            Mail merge

 Visible when email selected.

                                                                 Email contracts

                                                                              Email invitations to renew contracts

Havenstar includes a process to manage renewal of contracts in bulk in just a few steps.

Open Contracts > Create Renewals or use the Renewals icon in Contract Manager.  

Enter the criteria to show those contracts expiring at the end of the month.

Contract Type – Current.

Contract End Date – Date the current contracts end, set start & end date to the same.

Charging Type – Select limit by range and tick all contracts you wish to renew.

Customers – Check list and double click on ones you wish to exclude, the Sel column will change to false.

Invoice Scheduling – Same as selected contract or amend as required.

Renewal Charge Type Same As Selected – Tick if the same product is to be used.

Consecutive contract – Tick if the contract is to start the day after the current one ends.

Identical Duration – Tick if the length of contract is the same.

Apply berth from selected contract – Tick if the boat is retaining the same berth.

Click on the green tick to generate the renewal – Contracts with existing manual renewals will be skipped.

Select the boat record using F2 – to open Quick Search screen.

Select Contracts > Renewal Contract or search via Contract Manager under Future contracts.

Click the Delete Contract button.

Click Yes to delete these details. When you delete a contract, a record is not stored in the contract history.

The renewal contract has now been deleted.

Starting contracts is an important part of the Contract Management Process. This will look at all Renewals due to start by the date selected and start them based on the parameters selected. You will need to use this feature for renewal contracts created in advance of their start date as they do not automatically start when the contract start date is reached. This is only required for managing renewals. When creating a new current contract, the system automatically assumes it has started.

Select – Range and start and end dates of contracts to be started.

Confirmed – Ignore unless the contract is already confirmed.

Click Start.

For renewals it looks at the approved flag and only starts those contracts.

If you are sure, then select Continue.

Select the boat you would like to delete the contract for. Note this process will automatically change their status back to a visitor.

Select Contracts > Amend Contract.

Adjust the Contract End Date to coincide with the date the contract is due to expire if the contract is terminating early.

If the contract is terminating early, has been invoiced, and the contract end date does not equal today, a message ‘Do you want to set the contract end date to today?’ will appear.

Select Yes, to update the contact end date and charge to date to ‘today’s’ date.

Select No to leave the contract end date and charge to date at its current date.

Note: If the contract is paying by instalments, and the contract terminates early at the end of November, - change the contract end date to 30/11. If the Nov instalment invoice exists and you then delete the contract, the contract history written will show the contract ended in Nov. The charge to date will also show up to end of November.

The contract has now been marked for ending. Your resident has been ‘turned’ back into a Visitor.

Depart the boat from the marina when they leave and then remember to go and End the contract.

Once renewals have been created it is important to End any contracts that are due to expire. This is a manual process and is not automatic when a contract end date is reached. Only do this after the new contracts have been started. This removes any contract rates and privileges from the customer and returns them to Visitor status. Ensure that invoicing has been completed before ending the contract. Customers with outstanding periods in the Marina will appear on the uninvoiced boats report.

Click on End Contracts icon in Contract manager.

Select contract ending on or before date.

Highlight individual Contracts to end by ticking in the Sel column or to select all use the green double tick icon

This process will depend on your organisations specific instructions such as crediting the entire annual contract and creating a new period for the actual time the vessel was in the marina or creating a partial credit for the unused portion of the annual marina fee. Some organisations may not give credits on annual berthing fees at all.

Once the contract is marked for ending and with the Contract Manager screen open select the Create Refund for Contract icon.

The Credit Invoice Lines screen displays. Havenstar will already calculate the refund based on the number of days left in the contract. The Items to Credit lines are already built for you.

If this is correct and in line with your company policy, then select the Create Credit Note icon. If it is not correct then remove the lines using the icon. Amend the date so the correct number of days displays and then re add the line using add invoice lines icon.

Select Raise and print or email the credit note in the normal way.

If the customer was paying by instalment, then the Credit Invoice Lines screen will show each period to be credited.

To raise invoices for all contracts in each period click on Generate Contract Invoices.

Select your Effective date. This looks at all contracts due to be invoiced in the month that is selected.

Select your invoice date.

Use the options to choose all or whether to include Renewal contracts that have been confirmed that fall within your selected date.

 “Post Invoice” will post the invoice to the customer’s account ready for Printing. If you untick this, the invoice line will remain as an uninvoiced line and is accessible from the Print New invoice Module or individually when you access the customers Raise Invoice screen. This is good if you wish to add to the invoice or include other items accrued on the account.

Ensure the Print/email invoices box is ticked otherwise they will not be printed or emailed to the customers.

Use the Select all, Deselect all and tick boxes to select the invoices you wish to generate.

Click the Blue Generate invoices for selected contracts button to generate the invoices.

On the left

The left-hand side is a list of incomplete muster (dock) checks. Here you can mark a check as a Manual check only,  right – click on the row and select Set as Manual Check.

Click on the green plus icon to add a new incomplete dock check list. You can create as many check lists in a day as required; based on the number of dock checks that will be conducted that day.

The Dock Check pane shows a new list with all boats set with a status of “not checked”.

Use the Print icon to produce a paper copy to take out onto the marina to check against.

After the check is completed, you will need to make any changes to boats in Havenstar. This could be departing a boat, arriving or moving a boat.

To process the list, tick as you make changes down the list, you need to also tick the boat even if there is no change. The Proc column is ticked to note the check is now processed.

Once the entire check is complete you can highlight the check in the left-hand panel and click the green tick. This makes the check complete and removes from the listing in the left-hand panel.

Bookings allows you to track those boats coming into the marina and when and allows you to pre-book the use of the berth for that boat thus ensuring its availability. This also helps with utilisation reports.

You can select an existing boat record you wish to book or create a new boat record.

Select Boats and Berths > Bookings Manager.

Click the Booking icon.

Click Add, (the green plus icon).

It defaults to use the current boat. If selecting the current boat, select Yes, if creating a new boat record, select No. It will open the Select Boat screen for you to search or create a new boat record.

Look for the “Add” button at the bottom of the screen.

The Berth Availability screen displays.

Set the To and From dates using the calendar. Also check that the berth type and Location are correct otherwise you may not see any free berths.

Select the berth.

Click Accept.

Select the charge rate from the drop-down.

To change the berth or duration click Edit button. This auto saves if used.

Click Save the yellow icon if not already saved.                                        Edit button

You can send a booking confirmation to your customer by clicking on the Print or Email icons. The confirmation is on a pre-set template. Once the customer has confirmed you can then click on the tick icon to change the status of the booking to confirmed. If you wish to take payment now, click on the Create invoice button and proceed to the invoicing screen.

To Search for a booking either use the Diary and select date in Day or Week view.

Or use the Bookings Manager Reports

Or from the main Bookings window itself

To amend a booking simply find the booking using any of the options above and click on the Edit button.

Amend arrival or departure dates and assigned berth as required. The Charge rate can only be amended if not invoiced. You will need to Save after amending the charge rate.

Click OK and when prompted to confirm select Yes.

                                       Delete a booking

                                       Arrive the boat

Preview, Print or email the booking confirmation

Show fee estimation

Add credit card details for advanced payment

Create invoice for duration of visit

You can arrive the boat by selecting it using F2 – Quick Search.

Boats and Berths > Bookings Manager.

Use the Find icon to locate the booking and then use the Arrive boat icon.

Alternatively use Boat Arrival.

If the boat was invoiced from within Bookings Manager, it will not re-invoice unless extra days are added i.e.: the boat arrived earlier than the booking.

Select Boats and Berths > Bookings Manager and use the search icon to locate the booking for the correct boat. Use the date range fields to filter or enter use the Boat name search facility by clicking the icon at the end of the boat field and typing in the name of the boat.

Double-click on the required booking displayed in the list.

Click on the Cancel button and at the confirm action dialog box, click Yes to delete this booking.

The quotation module follows the same principle as Raise Invoices. You may add, delete, edit and print lines to a quote. To convert a quote to invoice, click on the Invoice button.

Select the boat using F2 – Quick Search.

Accounts > Quotations if there are no quotes at the prompt select Yes.

Click Add to add the first product and amend the quantity on the Edit Invoice Line screen.

 To Invoice the current Quote. Havenstar prompts if you wish to close the quote and Invoice. Click Yes to open the Raise Invoice module. You may add to this Invoice, print or leave the lines unprinted for future invoicing.

Fee estimations can be added to a quotation by using this icon on the Quotation screen.

Select Accounts > Fee Estimations. The Fee Calculations screen will appear.

Under the Charge Details section, select a mooring charge type for the fees to be calculated and if required enter a mooring discount.

Under the Boat Details section select the boat record if it exists within Havenstar.

If a known boat is selected, the boats dimensions will already be entered.

Alternatively, do not select a boat but enter the boats dimensions.

The boats dimensions are required if your charging rates calculations are based on these fields.

e.g. Visitors fees may be calculated by Boat length, X Number of Days.

Period of Stay. Click on the Calendar to set a visitor intended arrival and departure dates, or to set the mooring contract start and end dates.

 It is optional to enter Berth Details they may be required if your charging rates calculations are based on these fields. The berths dimensions e.g. Residents fees may be calculated by Berth Area, x Number of Days.

Click on the Start button. Results are displayed in anew window.

 Click on the Print button as required or OK to close the window and return to the previous screen.

Fee estimations can be added to a quotation by using this icon on the Quotation screen.

With the correct boat selected, Select Customer Passes.

This screen allows you search for passes within a marina and by type and to as assign a specific pass number to a customer.

The List of passes displayed in search results section can be exported or printed.

To end a highlighted pass, click on the red square stop button to end the pass which sets expiry date to today. Once pass expired the number can be used for another customer.

Pass setup allows definition of passes and linking to service code item for invoice – default duration (in days) which is used to determine expiry date of pass when assigning to customer. (This is a System Administration function and is only required once).

To assign a pass the relevant product is added to invoice for the customer.

Enter the pass number and check/set the expiry dates and click save to assign to the customer.

Complete the process by posting the invoice.

The Red Diesel Set Up page has 4 different areas:

1.   Default Settings

2.   Service Codes

3.   Usage Declarations

4.   Refund Declarations

These settings are user configurable.

Default propulsion: 60% recommended

Minimum Propulsion: Expressed as a percentage

Propulsion rate of duty: Set by the government

Default Domestic: 40% recommended

Max Domestic: Expressed as a percentage

Domestic rate of duty: this is normally included in the purchase price of fuel by the vendor

VAT Codes for Propulsion, Domestic, Commercial and Live-aboard are currently 5% each, where the total sale is for less than 2300 litres.

Fuel Duty Service Code: This needs to be set up with VAT rate of 5% and a zero value in Setup Service Codes.

Service Code: This field is populated by all fuel related Service Codes e.g., DE1, DE2 etc.

All Service Codes: Lists all service codes available to select from to populate the above field. Highlight & double click DE1; it will now appear in the Service Code box.

For standard fuel sales below 2300 Litres the default settings apply.

For fuel sales over 2300 Litres a second Service Code for Fuel Duty with a 20% VAT rate and zero value will need to be set up in Setup Service Codes along with a second service code for the fuel itself.

Apply this by selecting the second service code in the middle box at the top so that the arrow appears next to it & setting the VAT Codes to the right and the second Fuel Duty Code. These settings will override the defaults when set.

This prints upon sale of fuel via EPOS or Havenstar.

For example: I declare that 100% of the fuel purchased is used for Live-aboard purposes.

For split usage declaration it will declare the percentage of the overall sale which is used for propulsion.

The onus is on the customer to make the correct declaration for their boat.

The declaration can be made at the time of purchase on EPOS or can be pre-set in Set-Up Boats, Red Diesel Declaration tab.

Select usage type and set the declaration date. Under HMRC rules a customer can make an annual declaration valid for one year from date set.

If you select Leisure Use, you will need to enter the percentages for propulsion and domestic (heating). 60/40 is considered a default split but some vessels such as live-aboard narrow boats may have 20/80 as they use more domestic.

Once all data is complete select OK to save and select Yes at the prompt. Close the window.

This prints upon Refund for fuel

For example: I declare that 100% of the fuel refunded was originally declared for use for commercial purposes only.

Please note that when there is a 60/40 split for example, or ‘any’ ratio, the invoice shows three lines:

A line showing the 60% used for propulsion.

A line showing the remaining 40% for domestic.

And a third line showing the fuel duty applied only to the 60% of the fuel purchased for propulsion.

This report shows how many litres of fuel that the fuel duty applies to & gives a total for the fuel duty applied.

Select Report > Fuel Duty Report.

Select the date range you wish to run the report for in the Date From and Date To boxes.

Click Run button.

The report can be printed or exported to Excel.

There are three areas to specify for setting up enquiries: Contact Type, Contact Source and Prospect Status. If the command is not visible you will need to add it via Program > Menus if you have permission.

1.   Select Set Up Enquiry Option from the menu.

2.   Decide which Contact Type, Contact Source or Prospect Status you wish to add a new description for.

3.   Scroll down till you find the last entered description for that Enquiry.

4.   Use the down arrow key on your keyboard to enter a new line.

5.   Type in your new description.

6.   Click on the Save button.

Records entered via Enquiry are not stored in the main Havenstar database and cannot be located via Quick Search, only via Set Up Enquiry.

1.   Select Set up Enquiry from your menu.

2.   Select Add and enter customer and boat information on the Customer Details tab. Click the Save button. Using the OK button closes the window so do not use this as you need to complete the Enquiry Details section.

3.   Select the Enquiry Details tab.

4.   Record contact information using drop-down menus.

5.   Click the Save button or Close as required.

If your marina is running a waiting list and the enquiry wishes to become a future customer, you can add your enquiry to the Waiting List. As part of the process, you have the option to deactivate the record on the enquiry list. If you choose not to do this the record will be on the Wait List and the Enquiry list.

1.   Select Set up Enquiry from your menu.

2.   Click the Select button. You may need to ensure the criteria are set correctly within the Select By section.

3.   Double click to select your customer from the results grid.

4.   Click the To Waiting List button on the Set Up Enquiries toolbar.

5.   At the confirmation screen, select Yes to copy the details.

6.   At the confirmation screen, select to mark the enquiry as inactive.

7.   At the confirmation screen, select to confirm de-activation of this enquiry.

8.   The enquiry record is copied to the Waiting List.

2.   Click the Select button. You may need to ensure the criteria are set correctly within the Select By section.

9.   Your customer/boat record will be marked as a Visitor and will be out of the marina.

If you are maintaining the enquiry list, you will need to de-activate records if they are no longer viable.

Click the Select button. You may need to ensure the criteria are set correctly within the Select By section.

The Waiting List feature can be used independently of the Enquiries by directly adding a record.

1.   Select Amend Waiting from your menu.

2.   Click Add to add a new Waiting List entry or Select to locate an existing entry. Double-click to select the boat from the results grid.

3.   For a new entry, record customer information on the Customer Details tab and the Boat tab.

4.   Record the Date the customer applied for a Boat Place, Applied Date defaults to today’s date.

5.   Tick the Local box if the customer’s residence is local to your marina.

6.   Tick the Fee Charged box if you charge a fee to be on the waiting list. There is currently no direct facility to invoice someone on the waiting list from here.

7.   Use the From: and To: dates to specify from when and how long the berth is required.

8.   Select a Resident Type from the drop—down. This is the charging rate you will use for the contract. This is used to calculate the contract fees when a berth becomes available, and the Customer is moved off the Waiting List.

Specify the customers Preferred Area where a boat place is required. Note: 2 characters maximum. You will need to plan what the codes are in your marina.

11. Click the Save button.

1.   Select Amend Waiting from your menu.

2.   Use the Select button to find your Waiting List Customer.

3.   Click on the Delete button.

4.   Select Yes from the confirm ‘Remove from Waiting List?’ message.

1.   Select Amend Waiting from your menu.

2.   Use the Select button to find your Waiting List Customer.

Select Convert and at the prompt select Yes.

A further prompt advises the details copied to a contract, click OK at the prompt.

You now need to use F2 to open the boat record and then Contract > Amend Contract to complete the setup. Save the contract is the usual way.

Contains a sequence of panels enabling you to produce a variety of different reports. A description for each of the selections is given to help you create the reports you require:

Apply Date:  Select all records, or those Applied between a date range

Boat Length:  Select All records, or those of a certain Boat Length

Resident Type:  Select All records, or one specific Resident Type

(based on your Charging Rates set up)

Preferred Area:  Select all records, or those that required a specific area

Customer Type:  Select all records, or Local or Non-Local

Waiting List Fee Charged:  Select All, or Yes for Fee Charged, or No for not Charged

Sequence:  Configures the order in which the Waiting List customers will be listed on the report

Note:  Which ever sequence of output you select; the secondary search criteria will always order by the application date.

You will need to know which menu the report is on.

From the appropriate menu, select List Waiting.

From the options provided, select the criteria for your report.

Click the Start button to generate the report, information will be viewed on the screen.

Click on the Print button to send the report to a specified printer.

Click the Export button to Export the results of your generated report.

Click on the Options button to change the font and size of for this report. Once you have selected your criteria to report, use the Merge button to merge the records in the list with a Word document.

In Havenstar after the till has closed for the day you will need to reconcile the money if paying money into the bank. This may be for a longer period depending on your internal process.

Select Accounts > Payment Reconciliation.

Select a specific Payment Type if you are only interested in one pay method. All Transactions received during this period will be listed.

Select the Z read date and time from the drop-down. The transactions are displayed.

Double-click each payment type in turn to reconcile. Enter a batch number of each which is mandatory. Click OK. Double click again to deselect the Transaction.

Once a payment has been selected you will notice the Recon column updates to True and the Recon Dt updates to display the date and time the payment was selected.

If you want to Select All the transactions in the list, click the Select All button to highlight and then click the Toggle Recon to mark as reconciled (recon = true).

You can enter a Ref Number against each transaction in the Recon Ref field i.e., Bank Statement Number.

You can apply the same ref number to each transaction line selected - Enter the ref number in the Recon Ref field on one transaction. Right click on the same line and select Copy Recon ref to all marked as reconciled.

Now enter the amount banked and click OK. The reconciled flag is now set.

Repeat for each payment type.

On completion of all payment types click Save.

HavenStar’s mail merge facility utilises existing functionality in Microsoft Word. To use this facility, you need to place the required mail merge fields onto your letters or labels. These instructions will explain how to select the data and then how to place the merge fields into a Word document. You may already have templates created with the required merge fields in situ. If this is the case, you will follow instructions from Preview and Print Letters.

The Command in Havenstar may be found on Favourite or Operations menu depending on setup of menus. The Mail Merge screen opens with tabs which allows you to select records based on criteria you set.

Once you have set the criteria select Merge button to proceed to selecting the Word document to merge to. This creates the data file and opens the letter or label document for you to position the merge fields.

Contracts – enables you to select Current or Renewal contracts and to further filter by Payment, Contract Type, Start and End dates.

Aged Debt – allows you to select by age of debt and records above a pre-set minimum debt value.

Miscellaneous – facilitates selection by customer or boat, visitor or resident status, in or out of the marina.

Bookings – allows you to select by booking start date range, end date range or creation of booing date range.

Multi-Marina - for those clients with Enterprise version running multiple marinas this new tab enables you to select records from specific individual marinas or a group of marinas based on specific customer types.

All tabs with the Mail Merge section have a Marketing Preferences section to further filter your selection of data prior to merging based on the individual client marketing settings within Havenstar.

Instructions will differ depending on the version of Word. These instructions relate to Office 365. You will need to know where the data selected from within Havenstar is placed. This may be in the HSM Local folder, but you may not have access. Speak to your System Administrator for guidance on locating the data file before proceeding with the mail merge.

With the Word document open you need to link the data source.

Select Mailings tab.

Select Recipients > Use an Existing List.

Navigate to the Data file created from Havenstar and select Open.

Position your cursor where you want to position the first merge field.

From the Write and Insert fields section choose the down-arrow under Insert Merge Field and select the required field from your database. If for some reason this is not displaying the database fields, select the Insert Merge Field icon and select Database Fields to see the list of fields in the Havenstar data source.

Select Insert.

Repeat from step 5 for each merge field that needs to be included in the document.

When all the fields are positioned, File > Save to store the document before proceeding with the creation of the merged letters.

Within Preview results section you can use the toggle icon Preview Results to see examples of the data embedded in the letter and scroll through to check for errors.

When checked select from the Finish and Merge drop down to Edit individual letters which creates one document with all the merged letters to review or Print Documents or Send Email Messages.

Havenstar includes several useful business reports to assist with day-to-day management of financial data. Each report facilitates different criteria and can be printed or exported to Excel. For multi-site usage you must remember to select the marina from the drop-down or you get all data across the group.

List invoices                           Lists invoices based on criteria selected.

List Sales Transactions          Lists sales transactions based on criteria selected.

Receipts/refund Report        Lists money receipted against accounts or refunds actioned

List Aged Debtors                  Lists all customers with debt showing 30, 60 or 90 day breakdown

List uninvoiced boats            Lists any boats in the marina not invoiced

Below is a picture of the List Invoices screen showing the criteria options. These are mainly self-explanatory.

The buttons at the bottom perform the following:

Start                  Builds the report

The following buttons are visible when the report displays:

Print, Export, Count which produces a summary of key financial values, Back to go back to the criteria page, make amendments and build the report again.

Use to show the balance on deferred revenue. Deferred revenue refers to payments received in advance for services which have not yet been performed or goods which have not yet been delivered. These revenues are classified on the company's balance sheet as a liability and not as an asset.

Select Accounts > Deferred Revenue.

Select the

Tick the Include Renewals if you wish to show Renewal contracts in your Deferred report.

Tick the Confirmed Only if you only want to include confirmed contracts in your Deferred report.

Include Adjustments if you wish to include Mooring Fee Adjustments within the Deferred total.

Include Other Charges if you wish to include Other Services within the Deferred total.

Include Discount if you wish to include Discounts given within the Deferred total.

Click Start to generate your report. The Report will list all contracts within the date range selected.

The Net Fee is the Total Contract Net Value. It splits across the periods you have set up according to the number of days in each period. Note:  these values will include adjustment, other charges or discounts if specified.

If you have included Renewals, the Ren column will update to TRUE if this contract is a renewal contract.

Click the Preview Button to preview the data on the screen. Note:  column totals will appear. It will only be possible to view up to 12 months of the report, but the export will show all you are viewing.

Click the Print Button to send the report to a specified printer.

Click the Export button to Export the results of your generated report.