Version 8 Highlights
Contents
1. if needed scroll left and right to allow the display of more fields Pages 132 134 Enter Name to Look Up Last Name ID First Name or Organization City ome gt x Clear C Set Selection Filter _ 26 records found State A Donor ID Name address City 16 Mr amp Mrs Roger Sandston 2522 N Adams Philadelphia PA 1 HOME 21 16 r Richard Seversen m 1650 40th Ave R Los Oswego CA 48 Mrs William Shakespeare 123 Main Street_ Hamilton ID 9941 e7 The Shell Oil Company _ Mr John Rhodes 55 FirstAvenue San Jose CA 980 4694 OakSt_ Saint Bart TX 782 HOME 71 17 HOME 21 Note the Done button on this screen was relocated to the lower right corner to be consistent and a new Clear button speeds clearing an entry or a selection filter to start a new search The Done button now consistently appears in the lower right corner throughout the system wotterWare page 2 Expanded Toolbars with New Icons The DonorPerfect toolbar now includes the following new icons for quick and easy navigation through the system and even onto the web The Contact Manager icon allows you to preview or print the Open Item Activity List The Dashboard of Favorite Reports icon activates your Dashboard where you can run add or edit your favorite reports The DonorPerfect Web Site icon launches your Internet browser and goes directly t2. 20002 5335 EMAIL Fred Garven com Amount 5000 00 nor Hame International Software Ms Joan Jett Mr Fred Garvin Mail No Created 11 29 1997 Modified 12 29 2004 Type Individual Giving Information Sub totals Calendar Year First Donation 11 29 1997 Last Donation 01 03 2005 80 00 Largest 11 30 1998 1 720 00 Grand Total 5 725 00 Total number of gifts 8 Sub totals Fiscal Year 2005 j Save Your Export Formats Version 8 allows you to save the export formats you use through the Listings and Mailings screen Once saved you can add edit copy or delete the formats and reuse them whenever needed Page 318 321 Copy Custom Reports The Custom Report Generator now provides a Copy Report check box that can save you time by allowing you to create a copy and then modify a custom report Page 391 New and Improved Reports e Five Year Giving History Report shows the past five years of totals for any selected group of donors and can be printed to show fiscal year or calendar year totals Page 353 Page 5 e New General Ledger Reports have been added to the Financial Reports Menu see pages 358 360 for examples of these reports The One Week Report subtotals each general ledger code on a daily basis for a particular week The Monthly Report subtotals each general ledger code by month for up to six months for the date range you enter The Quarterl
3. 2004 300 00 3 530 00 44 The Honest Politics Foundation 0 00 06 01 2005 0 00 28 000 00 42 International Software 5 000 00 08 16 2004 5 250 00 16 750 00 12 Mr amp Mrs Calvin Johnson 200 00 08 17 2004 1 200 00 14 895 00 Mr amp Mrs George Judson 40 00 12 27 2004 251 00 2 491 00 Mr Brian Mann 500 00 06 08 2005 600 00 7 950 00 New Report Functions We ve added several new functions that can be used when creating custom reports A complete list of all DonorPerfect functions can be found in the manual s Appendix e amt_due returns the amount to be billed for a specific year month or record number Page 463 e amt_due2 returns the amount to be billed for x number of months Page 463 e getphoned2 returns a phone number of a specific type or number using the phone links Page 467 e getemail2 returns email address from the dpphone table for secondary addresses Page 466 e showgifts returns multiple gift lines in a mailmerge file making it much easier to produce a single letter with all or part of a donor s giving history Page 469 Administrative Actions and More Version 8 includes many enhancements to simplify the administration of your DonorPerfect system Enhanced Backup Options DonorPerfect s built in backup tools now make it easy to maintain up to 9 archived backups with new options for backing up to various devices Page 97 Choose a Backup Archive 1556924 Dpback zip 1556692 Dpback
4. Name Roge sid Title Mr Ms Prof Title Lotional Line ddress 2522 M Adams Court City ST Zip Philadelphia PA 19115 9909 Country Do Not Mail Re Phone amp Email Links to Addresses Salutations The Phone Numbers screen now allows you to link an alternate name or names from a record s Address Sal screen to a particular phone number or email address Linking is useful in instances such as a family where the wife and husband each have their own salutation record so that phone numbers and emails can be linked to the right person Pages 140 141 Phone Numbers Mask Phone Email Phone Type Order Names Attached 215 628 0400 HOME 1 a Links 215 628 3209 ext 101 wok 2 a 215 628 0585 FAX F 3 amp Links 215 628 4343 c 4 Q Links info donorperfect com EMAIL v 5 a a o a v 0 a r Lo Connect Names to Phone Number Mr amp Mrs Roger Sandstone a Mrs Mary Sandstone Unicef Greeting Mr Roger Sandstone Adams McKinley a Mr amp Mrs Roger Sandstone RD 909 lt Add OOOOOOOOOOODAAA A Selected Names Available Names Note You may wish to add a phone number pull down and a phone icon to the Addr Sal screen to make it easy to see which phone email addresses are associated with a particular address Set Separate Defaults for the Individual and Or
5. Records Entered all users Last 12 Records Entered by user Last 12 Records Updated all users Last 12 Records Updated by user Date Range through C Set Selection Filter _ Fite O Other File Formats for Reports Now you can produce ANY DonorPerfect report in Word DOC or RTF Excel XLS Adobe Acrobat PDF Web HTML or Graphic BMP file format These additional formats make it easy to share email or publish and further format manipulate your reports Pages 302 304 Report Print Preview PL 1008 SSI Report Layering Over 20 screen reports now have a layering feature that allows you to instantly display an additional report about the donor gift or pledge record by just clicking on a report item Pages 305 306 a complete list of all layered reports with examples is on page 307 BQ00 Banquet 2000 05 10 2005 GL e Reference CK 354 Date 01 28 2000 UN 0313 2000 250 00 UN John Jones Mr amp Mrs George Judson 0343 2000 250 00 UN 5645 4 Mr Jim Barkley 0313 2000 250 00 UN cK 4567 Ms Kathy Demetral 03 3 2000 250 00 UN cK 6789 Min Richard rsen Il 03 13 2000 1000 00 UN cK 8959 03 13 2000 1000 00 UN cK 7895 MENETES h Johnson 03 13 2000 500 00 UN 85746 Adams McKinley Corporation 03 21 2000 7500 00 U 5 10 2005 y Mr Fred Garvin HOME 212 354 6245 1231 Maryland Ave NE 1001 CELL 212 354 6244 New York NY
6. Donor Perfect Version 8 Highlights and Installation Instructions Read this to find out what s new including Report Dashboard PDF XLS HTML Report Formats bom i 5 9 0 One aaa gt iket Pr Pledge Improvements Easier Data Entry Web Links een N w New and Enhanced Reports E E A This update is provided at no additional cost as one of the benefits of your annual Support Plan DonorPertfect is better than ever Many of these dramatic improvements are the result of suggestions from you our users We thank you and welcome further feedback regarding Version 8 or any features and enhancements you would propose We believe this update will help you use your system better and demonstrates our commitment to provide the best possible software and support to meet your evolving needs This document highlights the many great enhancements included in Version 8 with corresponding page numbers in the new manual so you can easily find additional information Eight Looks Great New icons toolbars screen designs and graphical help tools should make your work quicker easier and hopefully more fun Improved Lookup Screens All DP lookup screens have been redesigned in a grid format Not only does this make for a nicer look and feel but you can now easily control the presentation e g move a column by just dragging it sort the entries by clicking on a column and
7. ST update each computer that will access DonorPerfect 1 On the workstation you re updating double click the DonorPerfect shortcut on the desktop or the DPW EXE file where DonorPerfect is stored The workstation update automatically starts and installs version 8 0 2 When the installation is complete click OK at the message that appears 3 Open DonorPerfect again and log in as usual Version 8 Update Materials e CD ROM e New User Manual e Description of Enhancements see inside e Installation Instructions see above Page 8
8. a value greater than zero Page 344 Write Off Pledge Balances This option allows you to writeoff a group of pledges by setting a filter All pledges selected will be written off PLEASE BACK UP before running this operation Contact Bio 2 Addr Sal Simpler Selection Process The Selection Screen This screen now has five easy steps to guide you through creating a selection filter Page 236 239 J Set Selection Filter t Date 03 15 2004 Pledge a gt f 200 00 Number of Payments 34 _ Billing Amount a 100 00 Billing Cycle Monthly v Send Reminder General Ledger Building Fund v Solicitation Board Gifts 2004 Ni 03 f DP Selection Screen Soft Credits for Pledges n C O can ype in value to lookup or F11 to lookup code The Link Name to Pledge option allows you to link T another donor record to a pledge as a Soft Credit in ere antes addition to Notification or Matching Gift Link Now cay katarra donors who have been instrumental in attaining pledges tino search contains Double Click No More when finished or from other donors can have Soft Credit gifts in their Dea BT between BID EE T giving history Page 169 Bin tee ae Last Name BL is blank New and Improved Pledge Reports ae Eade 7 Several reports have be
9. all users a group of users or appear on the list only when a particular user ID logs in DonorPerfect now also tracks who created a filter and on what date Page 125 Selection Verification Screen Combine with press function key for last criteria used month dp cert_dt month DATE dp Description User Group C Shared Filter Name This Month s Activity New User Groups field and Shared check box manage saved filter sharing Dramatic Report Enhancements Report Dashboard This exciting feature allows you to maintain a personalized set of reports for each user The dashboard comes preconfigured with a group of reports for viewing recently entered changed records gifts pledges and contacts but you can add any standard or custom report to your dashboard You can even give the report a unique name add notes and save filters to be used each time you run it The dashboard is also a great way to manage reports that only you or certain users should be allowed to run Page 308 315 Dashboard of Favorite Reports _ User Defined Reports end of year report r monthly report myers hughes summary report weekly report System Reports Campaign Analysis Last 12 Contacts Entered all users Last 12 Contacts Entered by user Last 12 Gifts Entered all users Last 12 Gifts Entered by user Last 12 Pledges Entered all users Last 12 Pledges Entered by user Last 12
10. dge ID 625 Schedule of Payments Link Name to Pledge List of Pledge Payments Date Amount _ GeneralLedger Solicitation Reference 06 14 2005 100 00 BuildingFund Spring Mailing 2005 5 14 2005 100 00 Building Fund Spring Mailing 2005 04 14 2005 100 00 BuildingFund Spring Mailing 2005 Page 3 Simpler Write off of Pledges instance if a donor is delinquent it shows the from Recalc Menu delinquent amount as monies still due If the donor has a credit balance they pre paid certain pledge payments it shows the pledge payment schedule ending before originally planned Page 344 In addition to having the option to enter a write off amount for a specific pledge see page 168 Version 8 now provides the option to write off the pledge balances for a selected group of donors For instance you e Balances Due Historical Report provides detailed may choose to write off all pledges for a past capital information on all historical pledges with a balance Campaign that ended The option automatically writes owed as of a certain date The layout is the same as off the remainder of the pledge by filling in the write off the Pledge Listing Page 343 amount with the remaining balance due for the selected e Pledge Write off Report lists all pledges that have donors This results in a new balance of 0 Page 298 been written off e g the Write off Amount field on the Pledge screen has
11. en added to help you plan and pat Te TW inthis week al analyze your pledge campaigns suffi C By Field Name e Open Pledges by Individual Report lists all pledges that are open e g the balance due minus the write a off amount is greater than zero It also shows pledge New Date Operators for selection and balance totals per donor Page 343 Four new operators are now available when selecting and comparing values on a date field e Forecast Report provides a per donor listing of pledge amounts to be billed each month Unlike TD Finds records where the designated the Cash Flow Projection which always prints the date field is equal to Today s Date months of January through December the Forecast TM Finds records where the designated Report can be printed starting with any month The field is in Today s Month Starting Date you enter on the parameters screen determines the first column of the 12 month report Page 342 e Forecast Report Actual shows actual past months pledge payments received combined with expected pledge payments based on past payments For SotterWare Page 4 TY Finds records where the designated field is in Today s Year TW Finds records where the designated field is in Today s Week J For further explanation of all operators see page 231 More Control of Saved Filters Now you can decide whether a saved filter should be shared with
12. ganizational Main Entry Screens These defaults are automatically entered when a new record is created Page 112 New Data Entry Shortcut CTRL 0 Zero In a date field fills in the current date and then moves to the next field New Address Copy Feature Copies the address block all fields of the current record to the clipboard so it s available to paste into an email or another program Click on the toolbar paperclip or press CTRL B Page 36 TM DRS gt Sag Mr amp Mrs Roger Sandstone Address Block The address block is now in Mr amp Mrs Roger Sandstone 2522 N Adams Court Philadelphia P 19115 3309 Address 2522 N Adams Court City ST Zip Philadelphia Country Spouse Partner Mar No Email You can add this new field to your entry screens and mark the record Do Not Send Email The nclude NO EMAIL Names check box is now available when generating group emails Page 262 Perfecting Pledges We ve added several new features that make managing and reporting your pledges even simpler Easier view of Pledge Payments The Pledge screen now includes a List Pledge Payments button that displays all payments made against a specific pledge Page 173 Write off Amount Write off Date This pledge information is updated automatically Balance Due Last Paid Delinquent Amount Last Date Maes Ple
13. i zip 1556855 Dpback zip 1556856 Dpback3 zip 15568656 Dpback4 zip Cancel 0644 2005 Screen Generator Report This report provides complete details on the fields and attributes of each of your DonorPerfect screens The report now appears under the Screen Generator menu in Utilities Page 363 Screen Generator Layout Report Sub Field Pic Scm_ Type Scmprompt Valid Show Item Help Multi Show Field Only my Button Entry Desc Width Screen N N Oo N N N 0 Screen 0 Org Dropdown Org Nene Org P refix Contact Dear Prof Title Address Web Address Do Nat Send Mail Reason City St Zip N I YXXXMAKKX KXAN KXXX N LIKXXKKKXKXXXX N N IKKXXKKXXKXXXXX N IIKXKHKKKKKOKK N N as aon omnshbt WN coo o fo oOo eo eo eo Bos O R Y IXKXXXXXXXXXXX N I N EEIN N a ee gh dn AR E Re ae a ei ia ie e ESE PVE EZ REPE Eo Le zE Ge Eui e e e e oe ine 2 2 zZzzzzzzzzzZzzZzz Screen 1 Code Maintenance Tracking We ve added two fields to your system that tracks who created a code and on what date Page 104 UTOT for Average Gift Calculation You can now create a UTOT that calculates the average of gifts contributed Page 195 About DonorPerfect Expanded This menu item provides lots of useful details on your system setup including the number of user licenses when your fiscal year begins who the system Is registered to program directory mailmerges directory date of the
14. last backup file and your client ID About DonorPerfect Ponor erect Visual Eaton Version 8 0 c 2005 Softerware Inc Release Date 06 27 05 User License 5 Fiscal Year Begins 01 Registered to Your Organization Name Here Program Directory CADPW32 Mailmerge Directory CADPW32 Date of Backup File 06 28 2005 Path for Backup Client ID D99999 Number of Donor Records Number of Gift Records 759 Current Backup Archive Disk Space Available MB 62188 of Backup Archives 5 Telephone Support 215 628 4343 Training 215 542 4375 FAX 215 542 4370 Email support donorperfect com 68 numbers shown include deleted records Improved Record Management Each constituent record now has a permanent donor record ID which will never be reused even if you Pack your database As a result deleted records can always be restored The Restore Deleted Record option now available on the Utilities menu makes it easy to restore one or a selected group of records and their entire giving history Page 146 Tell us what you think We hope you re as excited about these improvement as we are and we d love to hear your impressions and feedback Visit www donorperfect com suggestions and tell us what you think about this update Don t wait to get started using the many new features in Version 8 This session will have you up to speed in no time Learn about new reports custo
15. mized to your personal dashboard saved with the filter you use most then exported to a spreadsheet for further analysis or to a PDF for distribution Space is limited so enroll today Pricing 75 per connection 25 per additional person FREE for clients with unlimited webinar subscription Register Online www donorperfect com training Register by Phone 888 220 8111 Page 7 Version 8 Update Installation Instructions VERY IMPORTANT Before you install the Version 8 update do the following e Make sure your current Version Is 7 Choose About DonorPerfect under Help menu to display installed version If still using Version 6 or 6 5 Install Version 7 Update included on the CD by clicking Start then Run and then type D 70 Upgrade Setup exe or replace D with the letter of your CD ROM Drive if different Follow the instructions on screen e Make a backup VERY IMPORTANT Log into DonorPerfect If you have a multi user version make sure no one else is currently logged in and then click the Utilities menu select Backup and then click Backup to Floppy Follow the instructions on screen and then close DonorPerfect Get your User ID You ll need your User ID for the update you can find your User ID on the label of your update package Installation for Network Server or Single Computer Important If you have a multi user version make sure no one else is currently logged in before you run the update D
16. o the clients only section of the DonorPerfect web Site The User Defined Web Site icon launches your Internet browser and goes to a web site you can configure Page 96 For a complete description of all Toolbars and icons see pages 35 37 New Manual and Online Help System The new DonorPerfect manual and online help system has been expanded by over 40 and re organized with a completely new index and table of contents to help you take full advantage of Version 8 28 SIF Ve Keystroke Conventions Entry Screen Numbering DonorPerfect Functions New Conventions on Help Menu You can now get some quick help on any of the fol lowing topics through the Program Aids option on the Helo menu details on those topics are also in the new manual e Keystroke Conventions Page 44 e Mouse Conventions Page 45 e Entry Screen Numbering Page 56 e DonorPerfect Functions Page 462 e FoxPro Functions Page 455 Easier Data Entry Web Hyperlinks In addition to the web links on the toolbar you can now add buttons on any entry screen that link to web sites you find useful Imagine just clicking the link for MapQuest Yellow pages a foundation web site Google automatic last name lookup or other handy sites directly from your DonorPerfect entry screens Pages 62 63 Mr amp Mrs Roger Sandstone Pledge Other info Link First
17. onorPerfect must be closed when you run the update 1 Insert the DonorPerfect Version 8 Update CD into the drive If the CD does not run automatically click Start then Run and then type D Setup exe or replace D with the letter of your CD ROM Drive if different 2 When the Choose an Option Screen appears select DonorPerfect Program Update 3 When the Welcome screen appears read the message and click Next If you have any questions about this upgrade please call SofterWare support at 215 628 4343 You can also e mail support donorperfect com 4 The next screen prompts you to identify the Location of the DonorPerfect Data Server The default location is C DPW3z2 If DonorPerfect does not reside there click Browse select the appropriate drive and directory name and then click Next 5 When prompted to Start Installation click Next 6 When you see the Installation Complete message click Finish 7 Log into DonorPerfect The update process will start a small grey box appears in the upper right corner which updates you on the steps being performed 8 You ll be asked to Add Serial Number to System click Yes enter your User ID only the number don t enter the D or P in the Customer Serial Number field and then click Done The update will complete the installation of Version 8 Your computer may prompt you to reboot Update Each Workstation on a Multi User System For a multi user system you MU
18. sing Version 8 0 since tracking this information is another new feature in this update Page 353 e Last X Records Entered Last X Records Updated lists the last x records entered or updated showing their names and addresses as well as phone number and last date entered and updated Page 313 SotterWare Page 6 e Campaign Analysis Report shows the gross and net amounts raised per campaign Campaigns can be automatically assigned based on the Solicitation or General Ledger code through Code Maintenance Page 313 e Mailings Received Report lists all records that have received mailings through the contact manager Page 354 e SYBUNT amp LYBUNT Reports now allow you to specify a beginning date for the fiscal year to compare to the previous fiscal year s Page 346 DonorPerfect Financial Reports Fund Raising Reports 1 Sonne y is 5Y Solicitation Reports Last Year But Not This LYBUNT Pledge Reports 03 Lapsed Donors 1 Giving Analysis High Potentials Major Donors Date Hange 07 06 2005 Donor Giving Analysis Some Year But Not This SYBUNT as of 07 01 2005 Amount of Date of Last Year Grand ID Name Last Gift Last Gift YTD Total Total 4 Mr Jim Barkley Jr 80 00 10 13 2004 730 00 2 610 00 47 Dewey Cheetham amp Howe 0 00 05 20 2004 125 00 1 275 00 59 Mr James Emerson 25 00 07 07 2004 175 00 1 475 00 10 Mr amp Mrs Edward Hobart 300 00 05 20
19. y Report subtotals each general ledger code by quarter and shows four quarters and a total The Batch Report shows gifts sorted by General Ledger Code For each GL code it shows the Type Date Solicitation Amount and Reference for the gift e Thank You Listing shows thank you letters by type for example Standard Thank You Capital Campaign that will be produced with a specific batch Page 290 07 06 2005 Thank you Listing for Current Batch ID Hame Date Solicitation Amount 01 Standard Thank You 35 Mr amp Mrs Hans Delbrook 06 08 2005 UNSO 75 00 2730 36th Street SW Wyoming NJ 07509 6 Mr Jacob Dotsaur 06 08 2005 2015 72nd Street S W Byron Center TX 78315 22 Mr Wiliam Seitz Jr 06 08 2005 4694 Oak Street Saint Bart Simpsville ET 78255 88 Mr Edward Grantham 06 08 2005 5134 Grantosa Drive Lowell MA 07426 40 Mr amp Mrs Alvin Relles 06 08 2005 2222 Bridle Creek SE Kentwood WWA 80508 01 Standard Thank You 03 Capital Campaign Thank You 45 Adams McKinley Corporation 06 08 2005 CEO Andrew Lockley 477 VV Virginia Drive Philadelphia PA 19011 03 Capital Campaign Thank You 04 Major Donor Thank You 16 Mr amp Mrs Roger Sandstone 06 08 2005 2622 N Adams Court Philadelphia PA 19115 3309 e The Listing of Deleted Names Report shows constituent records that have been deleted The Date Deleted and user ID of the person who deletes the record will only appear for records deleted u
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