Transcript
Review from Previous Session
Change the pledge start date when adding pledges
Apply Payment on the pledge history screen when entering pledge payments or use the Apply Payment button while in a gift to make it a pledge payment
Run Pledge Processing monthly
Use Split Gift feature for gifts assigned to multiple GL funds
Link Memorial, Honorarium, Soft Credit, and Matching Gifts to other donors
Use Addr/Sal screen for special mailing instructions
What We Will Learn Report Overview Selection Filters - Building - Saving Creating a Mailmerge File
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Report Considerations What format should be used? (listing, financial report, mailmerge, export, labels)
Which records should be included? (selection criteria)
What order should the records be displayed? (sort order)
What is a Report? Reports determine WHAT information is shown
Name Address City, State, Zip Phone
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Report Types
Listings Financial Custom
Listings
Donor Data Donor Gift Details
HOW MANY ??? or WHO ???
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Listings Reports, Listings
Financial Reports
Gift totals per fiscal year Analysis of gifts and pledges Giving Trends
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Financial Reports Reports, Financial Reports
Custom Reports
Additional reports Custom report wizard
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Choosing a Report
What is a Filter?
Filters determine WHO or which records show up on the report or file
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Selecting Records... Which Table? Main DP
Address DPADD
Gifts DPGIFT
Other Info Contact Link DPOTHER DPOTHER2 DPLINK
Phone DPPHONE
What Fields? zip, flags, sol, ytd, amt
What Condition? equal to, greater than, between, contains
What is the Value? 10011, PA, UN
Selected Records
Exercise 1
1. Names, Addresses and Gift details = WHAT 2. Donors who are individuals = WHO 3. Sorted in alphabetical order = HOW
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Beginning a Selection Filter Reports, Listings
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Three Filter Options 1) 2) 3)
Use Saved Filter Use Last Filter Build a Selection Filter
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Choosing a Table, Field, Condition and Value
Choose a Code for the Value
Use F2 key to reveal codes
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Completing a Filter
Click Finished when done with all criteria
Filter Verification
Review for accuracy then click OK to proceed
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Previewing Results
Use Preview to send the report to the screen
Report Preview
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Exercise 2
1. A History List = WHAT 2. Donors who are individuals and have given one or more gifts of at least $50 = WHO 3. Sorted in alphabetical order = HOW
Beginning a Selection Filter Reports, Listings
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Building a New Filter
Choosing a Table, Field, Condition and Value
Add more criteria using AND or OR
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Adding Next Criteria
Already selected criteria displayed here
Click Finished when all criteria is set
Saving a Selection Filter
Click Save Filter to save your selection criteria
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Saving Your Filter
Name the filter, give it a description and choose the filter group.
Editing Filter Groups
Edit, Add or Delete a Filter Group
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Previewing Results
If gift data is used in the criteria, you can choose to list only those gifts that meet the criteria, or list all gift history
Gift History
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Conditions for Single-Valued Fields Note: Only Conditions appropriate to your field choice will appear.
= equal to
Matches value or field begins with
# not equal
Excludes records that don’t match value
< less than
Includes records less than value
<= less than or equal to
Includes records equal to or less than value
> greater than
Includes records more than value
>= greater than or equal to
Includes records equal to or greater than value
More Conditions for Single-Valued Fields between
Searches in a range, values are inclusive
in list of options
Saves time from lengthy “OR” statements
exactly equal to
Selects the matches for ALL characters in a field
BL is blank
Finds records whose field values are blank
NB is not blank
Finds records whose field values are not blank
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Conditions for Multi-Valued Fields contains
Finds records where value appears anywhere in the field
does not contain
Selects records that don’t contain a particular value in the field
multiple contains
Saves time and allows for accurate “OR” statements
Fundraising Software
Combining Criteria “AND” The records have to meet all condition a) b)
Flags contains “BD” AND State equals “PA” Type of Donor equals “IN” AND Amount of Gift greater than $500.00
“OR”
The records can meet any condition
a) Type of Record equals “CO” OR Recent Mail contains “SP08” b) YTD greater than $1,000 OR Gift Date between 01/03/2008 and 02/25/2008
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Test Your Knowledge 1. I want to see donors who live in PA 2. I want to see our board members 3. I want to see donors who have given a gift to the Building Fund who live in PA 4. I want a list of donors who live in NY,PA, or NJ and have given at least $500 or more this fiscal year
Fundraising Software
The Answers Are… 1.
Address File
State = equal to “PA”
2.
Main File
Flags $ contains “BD”
3.
Address File
State = equal to “PA” AND
Gift File 4.
General Ledger = equal to “BF”
Address File
State in list of options “NY”,”PA”,”NJ” AND
Main File
FY Totals 2008-2009 >= greater than or equal to 500
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Mailmerge Function
Creates data file with standard fields included Additional fields are added in Utilities, Change Parameters, Add Mailmerge Fields Can be opened in Excel Can send to mailing house
Mailmerge Files Created in 3 places: Mailings, Mailmerge Mailings, Pledge Processing Acknowledgments, Acknowledgment Processing
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Included in the Regular Mailmerge File File Created is DONMRG.DTA Includes these fields: 1. number 2. lname 3. suffix 4. fname 5. title 6. sal 7. secln 8. add 9. city
10. state 11. zip 12. primary phone up to 37 additional ones
Using the Mailmerge Mailings, Mailmerge
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Data File Options
Use file as data source with Word
Open with Import Wizard in Excel
Using the Data File for a Mailmerge
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Open a Data File in Excel
Text Import Wizard
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Finish Text Import Wizard
Which Financial Report is best for you?
Fund Raising
Solicitation
Pledge
Giving Analysis
Forms
Memorial
General Ledger
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Financial Reports
Income Analysis Fundraising Reports
Compares Fiscal Years for the same time period
Choice of report segment, i.e.. General Ledger
Separates gifts by size
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Statistical Analysis Fundraising Reports
Shows Pledge Balances
Works off Fiscal Year
Compares YTD to Total for Chosen Segment
Monthly Results Fundraising Reports
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Top Donor Fundraising Reports
Ranks donors based on a calculated field such as YTD, LY_YTD, GTOT
Solicitation Analysis Solicitation Reports Reporting on Direct Mail and Events
Shows net income, percentage of return, trends from year to year, comparison of different events per mailing
Solicitation Code Information added in Utilities, Code Maintenance
Shows Costs and Rates of Return
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Set up Solicitation Analysis Report
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Utilities, Code Maintenance Edit SOL Code Add Other Information
Remember Selection Filters are used to specify who or which records must show on the report The steps include: Specify the table, the field, the condition and the value Use AND or OR to combine criteria Data files can be opened in Excel or used as a data source in Word Financial reports summarize fundraising success
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Remember-Day 1 DonorPerfect is a relational database and can be customized to meet your needs Choose Individual or Organization when adding a new record Use icons for shortcuts MAKE DAILY BACKUPS
Remember-Day 2
Gifts can be entered through the Donor record or through Quick Gift Entry
Assign appropriate Thank You Letter types on gifts in order to place name in the TY merge file
General Ledger and Solicitation Codes are vital fields for reporting on your success
Gift data can be edited using the Batch Report Detail
Update the Batch after acknowledgments have been sent
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Remember-Day 3
Change the pledge start date when adding pledges
Apply Payment on the pledge history screen when entering pledge payments or use the Apply Payment button while in a gift to make it a pledge payment
Run Pledge Processing monthly
Use Split Gift icon for gifts assigned to multiple GL funds
Link Memorial, Honorarium, Soft Credit, and Matching Gifts to other donors
Use Addr/Sal screen for special mailing instructions
Remember-Day 4 DonorPerfect has numerous standard reports Use Selection Filters to manage who or
which records show on the report Data from DonorPerfect can be sent to the mail house or used internally for mailings
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